Event Rentals

The City of Frisco, Texas is issuing a Request for Proposal (RFP) to establish an annual contract for event rentals services. This procurement seeks qualified vendors to provide equipment rentals and comprehensive related services, including delivery, installation, on-site support, and removal for public events held on City property and other approved locations. The required goods and services encompass a broad range of rental equipment such as canopy tents, tables, chairs, linens, stage equipment, lighting, audio-visual equipment, temperature control devices, and miscellaneous decor items for events including the Daddy Daughter Dance, Freedom Fest, Employee Picnic, Merry Main Street, and other community celebrations. Vendors must submit complete proposals by March 26, 2026, at 2:00 PM Central Time, with questions due by March 19, 2026, at 4:00 PM CT. The evaluation criteria include quality and variety of catalog (30 points), vendor qualifications and experience (25 points), price and catalog discount (25 points), and references from similar work performed within the last 24 months (20 points). Vendors must provide at least three references, with municipal experience preferred, and must demonstrate General Liability insurance with minimum $2 million per occurrence and $4 million aggregate for special events, plus statutory workers compensation and additional coverage as applicable. The initial contract term is one year with four optional one-year renewal periods, and the City reserves the right to award to a single vendor or multiple vendors by line item or grouping based on best value determination.

The RFP does not specify any set-aside designations or restrictions limiting eligibility based on business size, disadvantaged enterprise status, or organizational type. No incumbent vendors or current contractors are identified in the procurement documents. Vendors must submit pricing on a cost proposal form (Exhibit B) for frequently ordered items accompanied by a complete vendor catalog with detailed pricing breakdowns including hourly, daily, weekly, and monthly rates, as well as holiday and weekend fees, with all pricing remaining firm for the initial contract year. Submissions may be made via Bonfire, hard copy with CD/flash drive, or electronically, and no late submissions will be accepted. The RFP does not disclose a specific budget range or anticipated award value, though successful award does not guarantee any spending under the contract. The City reserves the right to cancel any event with 30-day notice and to add, remove, or modify events and equipment throughout the contract term.