BC-BID-25-49 Tent and Event Rentals and Accessories - Catalog - Coop

Bergen County in New Jersey is seeking to establish a twenty-four (24) month contract with a potential twelve-month renewal for tent and event rentals and accessories through the New Jersey Cooperative Purchasing Alliance (NJCPA). The procurement is designed to serve county agencies, municipalities, public educational institutions, and other cooperative members, with a comprehensive catalog-based approach for event equipment. Vendors must provide a percentage discount from their lowest catalog prices for a wide range of items including clear span and frame tents, tent accessories, furniture, lighting, safety equipment, cocktail tables, elevated platforms, and decorative string lighting. The solicitation (BC-BID-25-49) requires vendors to be official distributors with detailed product catalogs, transparent pricing, and the ability to provide equipment for various event needs. The bid is due on September 9, 2025, with a contract commencement date of November 30, 2025, and vendors must submit comprehensive documentation including pricing sheets, quarterly sales reports, and various state-mandated disclosure forms.

The contract includes specific set-aside provisions and enterprise opportunities for minority-owned, women-owned, veteran-owned, and small businesses. Participants must complete several mandatory forms, including an Ownership Disclosure Statement, Affirmative Action documentation, and certifications regarding activities in Iran and Russia/Belarus. Vendors are required to pay a 1% administrative fee on all sales and submit detailed quarterly reports to Bergen County. The cooperative currently comprises over 270 members from more than 15 counties, with no minimum order requirements and no guaranteed purchase volumes. While specific award values are not explicitly stated, vendors must provide competitive pricing and be prepared to extend contract pricing to other public agencies without additional service or delivery charges. Businesses must be registered on the Bergen County Purchasing portal and comply with comprehensive equal employment opportunity and non-discrimination requirements across all job categories and sectors.