As-needed Event Equipment Rentals for Citywide Events

The City of Long Beach, Office of Special Events & Filming is requesting proposals for as-needed event equipment rentals to support citywide special events, with proposals due October 20, 2026 at 11:00 AM PST via LongBeachBuys.com. A local preference program applies: five percentage points for residential businesses and ten percentage points for non-residential commercial brick-and-mortar operations with a current Long Beach business license and seller's permit.

The City seeks qualified rental firms to provide folding tables, chairs, canopy tents (10x10 and 20x20), dance floors, stages with rails and roofs, ADA ramps, artificial turf, tent walls, and table drapes on an as-needed basis. Proposers must demonstrate experience providing event equipment rentals for public events of varying sizes and logistical complexity, with proven capacity for timely delivery, setup, and breakdown. Required insurance includes Commercial General Liability of $1 million per occurrence and $2 million general aggregate, Workers' Compensation as required by California Labor Code, and Commercial Automobile Liability of $500,000 combined single limit if vehicles are used. All equipment must be clean, functional, and safe for public use.

The contract term is two years with three optional one-year renewal periods, not to exceed five years total. The City may award to one or more firms and does not guarantee a minimum contract amount. Payment is due within 30 calendar days of invoice for services rendered. Performance metrics include 100% on-time delivery and equipment accuracy/safety, setup completion per specifications, post-event pickup within agreed timeframes, and 24-hour contractor responsiveness.

Proposals are evaluated on weighted criteria: Organizational Capacity & Experience (30%), Method of Approach (40%), Communications & Reporting (20%), and Reasonableness of Cost (10%). Questions are due by 11:00 AM PST on October 6, 2026; Q&A responses will be posted October 13. The City reserves the right to conduct interviews, demos, or site visits with selected proposers. Proposers must certify compliance with the Equal Benefits Ordinance if contract value meets the $100,000 threshold.