Event rental equipment and supplies

The South Carolina Department of Administration, acting on behalf of the Governor's School for Science & Mathematics, is seeking vendors for a fixed-price bid solicitation for event rental equipment and supplies across five distinct lots. The procurement covers comprehensive event rental needs, including Lot 1 (white tents in various sizes from 30'x30' to 60'x90'), Lot 2 (tables, chairs, and tablecloths), Lot 3 (dinnerware including plates, glasses, and utensils), Lot 4 (large inflatables like obstacle courses, water slides, and bouncy houses), and Lot 5 (miscellaneous event supplies such as portable restrooms, AV equipment, staging, screens, heating/cooling units, and lighting). Vendors must offer a minimum 15% discount off their catalog list prices, with offers below this threshold being automatically rejected. The solicitation requires vendors to include all delivery, setup, and pickup fees within their quoted prices, with no unauthorized additional charges permitted. Proposals are due by February 20, 2025, at 2:00 PM, with preliminary questions accepted until February 13, 2025, at 5:00 PM. The initial contract period will run from February 24, 2025, through February 24, 2027, with one potential one-year renewal option.

The procurement includes preferences for South Carolina resident contractors and requires successful vendors to maintain comprehensive liability insurance coverage. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the solicitation indicates multiple awards may be made by lot, potentially creating opportunities for diverse vendor participation. Events under this contract may host up to 750 people, with all services to be performed at 401 Railroad Ave, Hartsville, SC 29550. Vendors must ensure equipment arrives in good working condition and can be picked up within 24 hours after events. Although specific budget ranges are not detailed, the broad scope of the five lots suggests a potentially significant contract value. The solicitation emphasizes flexibility, as quantities are not guaranteed, but vendors must be prepared to support events of varying sizes. Successful contractors will need to demonstrate the capability to provide high-quality, well-maintained equipment across multiple event supply categories and maintain the required 15% discount structure throughout the contract period.