Equipment Rental for Events

The City of Alpharetta is seeking proposals for an equipment rental contractor to provide on-call event equipment for the Recreation, Parks & Cultural Service Department's Recreation Services division. The RFP (Number 26-103) solicits qualified vendors to supply tents, tables, chairs, and related event infrastructure for multiple municipal events, including the Wire & Wood festival and Tree Lighting ceremony. Specific equipment requirements include various tent sizes (10x10 to 40x40), white and black Samsonite chairs, sidewalls, linens, lighting, heaters, and additional event accessories. The evaluation will be conducted using a 100-point scoring system, with points distributed across statements of qualifications (22 points), method of service (25 points), available resources (20 points), local vendor preference (3 points), and cost proposal (30 points). The procurement timeline includes the RFP being available online from July 24, 2025, with proposal submissions due on August 21, 2025, at 10:00 AM exclusively through the Bonfire online bidding platform. Vendors must submit comprehensive documentation, including W-9 forms, E-Verify affidavits, and detailed cost sheets, with proposals remaining valid for 60 days.

The City offers a local vendor preference for Alpharetta-based businesses, providing a three percent advantage in the procurement process for companies meeting specific local business criteria. No specific set-aside designations for disadvantaged enterprises are explicitly mentioned in the documentation. The procurement is structured as a potential five-year contract with automatic one-year renewals, allowing for potential rate increases limited to 4% or the Municipal Cost Index. Vendors must demonstrate compliance with various legal requirements, including E-Verify participation, insurance specifications (including Workers Compensation, Commercial General Liability, Comprehensive Auto Liability, and Excess Umbrella Liability), and disclosure of potential conflicts of interest. While no specific contract value is listed, the RFP indicates that no baseline amount of work is guaranteed, and the City reserves the right to create a shortlist of top-scoring proposals. Two suppliers, TLC Rents and Classic Tents & Events, have already submitted proposals for this opportunity.