Event Equipment Rental Services
Closed State & local contract opportunity
- Solicitation number
- PKS-IFB-26-0175
- State
- Arizona
- Responses due
Opportunity facts
- Jurisdictions
- Point of contact
-
- Felix (Andres) Ruiz felix.ruiz@phoenix.gov (602) 262-6742
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
The City of Phoenix Parks and Recreation Department has issued an Invitation for Bid (PKS-IFB-26-0175) for Event Equipment Rental Services, seeking a contractor to provide comprehensive equipment rental capabilities for various City-owned or City-approved locations. The solicitation covers 150 line items across multiple equipment categories including seating, tables, tents, canopies, staging, audio-visual equipment, lighting, power distribution, crowd control accessories, and climate control equipment. Vendors must guarantee delivery within two working days for non-emergency purchases and within four hours for emergency services, with no additional delivery fees permitted. The contract term is five years, commencing on or about April 1, 2026, and will be awarded to the lowest responsive and responsible bidder meeting all specifications. Key dates include a non-mandatory pre-offer conference on January 6, 2026, at 11:00 AM, a written inquiry deadline of January 9, 2026, and offer submissions due by January 26, 2026, at 2:00 PM. Contractors must maintain comprehensive insurance coverage, including $2,000,000 in General Liability, $1,000,000 in Automobile Liability, and statutory Workers' Compensation limits.
The solicitation includes provisions for potential Disadvantaged Business Enterprise participation, though specific set-aside percentages are not explicitly detailed. Contractors must comply with nondiscrimination requirements, including federal statutes such as Title VI of the Civil Rights Act, the Americans with Disabilities Act, and equal employment opportunity provisions. Pricing will be firm and fixed for the initial one-year period, with annual price increase requests permitted thereafter upon written documentation. Liquidated damages of $2,000 per calendar day apply for delays in equipment setup, takedown, breakdown, and cleanup. While no specific contract value is listed, the comprehensive nature of the equipment rental services suggests a potentially significant annual expenditure. Contractors must also adhere to heat safety mitigation plans for outdoor work and obtain necessary permits for equipment like tents and generators. The City reserves the right to terminate the contract at the earliest occurrence of reaching the end of the term or through provisions within the agreement.
Opportunity text
The City of Phoenix invites sealed offers for Event Equipment Rental Services for a five-year term commencing on or about April 1, 2026, in accordance with the specifications and provisions contained herein or the "Effective Date" which is upon award by City Council, conditioned upon signature and recording by the City Clerk's department, as required by the Phoenix City Code, whichever is later.
This solicitation is available through the City's Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.
Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.
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