Event Planning and Rental Services

The Massachusetts Veterans Home at Chelsea (CHE) and Massachusetts Veterans Home at Holyoke (VHH) are jointly procuring comprehensive event planning and rental services through a Request for Response (RFR) issued on March 27, 2026. The procurement seeks qualified vendors to provide a full range of rental equipment and services for upcoming events at both facilities, including tents ranging from 20' x 20' to 30' x 150', tables in various sizes (4', 6', 8' banquet and 48" to 72" round), folding chairs in multiple styles, fire safety equipment, and complete delivery, installation, removal, and permit acquisition services. Bidders must demonstrate a minimum of five years of event rental services experience, maintain valid insurance and all necessary licenses, and provide equipment meeting applicable safety standards. Evaluation criteria include vendor business references, experience and reputation, comprehensiveness of response to RFR requirements, quality and condition of rental items, ability to meet scheduling requirements, and compliance with safety standards. Key deadlines include April 20, 2026 for submission of questions, April 27, 2026 for quote submission via the COMMBUYS electronic platform, May 1, 2026 as the target notification date for the successful bidder, and June 1, 2026 as the estimated contract start date. The initial contract duration is three years with two one-year renewal options, providing a maximum contract period of five years.

This procurement is designated as a limited user contract for the Massachusetts Veterans Home at Chelsea and Holyoke, and Small Business Purchasing Program (SBPP) participants meeting best value criteria will receive award preference. The contract is open to single or multiple contractors at the Commonwealth's discretion. No incumbent vendors or current contractors are identified in the procurement documents. Bidders must be capable of servicing both locations and must bear all travel and associated costs. All submissions require completion of mandatory Commonwealth documentation including a Prompt Pay Discount Form, Massachusetts W-9 tax identification form, Standard Contract Form, Contractor Authorized Signatory Listing, Business Reference Form, and Electronic Funds Transfer authorization form, with compliance required under all applicable Commonwealth Terms and Conditions and Executive Orders. The estimated contract value is listed as to be determined, with invoices submitted to chelseasohoinvoices@mass.gov and payment made net 45 calendar days from invoice receipt in accordance with Commonwealth terms and conditions.