Event Rental Equipment and Support Services (Athletics & Campus-Wide Pool)

North Carolina State University's Procurement Services Department issued a Request for Proposals on April 21, 2026, for Event Rental Equipment and Support Services to establish a convenience contract with a pre-qualified pool of suppliers to support Athletics operations and campus-wide events. The University seeks to designate one Primary Supplier for Football Operations while maintaining multiple secondary suppliers for broader campus utilization. Deliverables include the provision, delivery, setup, maintenance, supervision, and removal of rental equipment such as tents, staging, flooring, seating, tables, lighting, generators, power distribution, barricades, and crowd control equipment for events ranging from small departmental functions to large-scale athletics events accommodating over 10,000 attendees. Pricing must be all-inclusive and firm-fixed for the initial term, with labor, equipment, delivery, setup, teardown, and coordination included at no additional cost unless pre-approved. Qualified suppliers must submit three separate bid tables addressing Football Season Scenario (weighted at 70% of cost evaluation for 28 points), General Campus Event Scenario (20% evaluation, 8 points), and Hourly Rates and Logistic Fees (10% evaluation, 4 points), along with a complete equipment catalog in Excel format. Proposals will be evaluated 60% on technical merit—including capability, experience, and references—and 40% on cost, with suppliers required to score at least 45 of 60 technical points and a minimum of 15 of 20 on large-scale event experience to qualify for Primary Supplier designation; those scoring 35 of 60 technical points may qualify for Secondary Supplier status. The deadline for proposal submission is 2:00 p.m. on Friday, May 29, 2026, with questions due by 5:00 p.m. on Thursday, May 7, 2026. The initial contract term is one year with an anticipated start date of August 18, 2026, with options to extend for four additional one-year periods, not to exceed five years total.

No set-asides or restrictions limiting eligible respondents based on disadvantaged enterprise status or organizational type have been identified in this procurement. No incumbent vendor information or current contractor details are specified in the available documentation. Annual price adjustments are permitted but cannot exceed the Consumer Price Index percentage change for the prior 12-month period, with adjustment requests required 180 days before contract renewal. The specific award value or budget range has not been disclosed in the procurement materials, and the contract will be executed on an as-needed basis with no minimum or maximum volume of work guaranteed to suppliers. Interested vendors should review the complete RFP document for additional technical specifications, equipment requirements, and submission instructions.