Event Rentals

The University of Texas at Austin is soliciting competitive sealed proposals for Event Rentals services to support Texas Athletics' intercollegiate athletic programs and special events. The procurement encompasses Travis County and multiple Austin City jurisdictions within Texas. The University seeks qualified vendors to provide comprehensive short-term rental services on an as-needed basis, including tents, furniture, staging and rigging equipment, portable restrooms, generators, flooring, audio-visual support, labor, delivery, installation, teardown, and event project management consulting for events ranging from fewer than 20 to tens of thousands of attendees held both indoors and outdoors. Respondents must demonstrate qualifications through detailed proposals addressing five evaluation criteria: Respondent's Qualifications and Reputation (15 points), Quality of Proposed Goods or Services (30 points), Ability to Meet University's Needs (15 points), Price Proposal and Long-Term Cost (20 points), and Staffing Resources and Past Business Relationship Strength (20 points). Pricing must be submitted as a comprehensive detailed breakdown by unit of measure with minimum percentage discounts off published price lists, clearly defined damage fee structures, and disclosure of all cancellation, cleaning, delivery, and additional service fees. The question period runs from March 25, 2026 at 5:00 PM CDT through April 1, 2026 at 12:00 PM CDT, with an Intent to Bid deadline of April 27, 2026 at 1:30 PM CDT and final proposal submission deadline of April 27, 2026 at 2:30 PM CDT via the University's Bonfire procurement portal. The anticipated initial contract term is one year with options to renew for up to four additional one-year terms, plus month-to-month extensions not to exceed three months, with proposals remaining valid for a minimum of 180 days after submission.

Respondents must complete a Historically Underutilized Business (HUB) Subcontracting Plan demonstrating good faith efforts to subcontract work to Texas-certified HUB vendors in accordance with Texas Government Code provisions, with the contract expected to exceed $100,000 and presenting probable subcontracting opportunities. The University requires submission of a Certificate of Interested Parties using Texas Ethics Commission Form 1295, criminal background checks for all assigned personnel, all required City, County, State, and Federal licenses, comprehensive general liability insurance, and compliance with all NCAA and SEC regulations. Respondents must also provide detailed company information including legal name, principal place of business, incorporation state, number of employees, annual revenue, years in business, parent corporation details, financial statements and ratings, litigation history, and three customer references from the past five years. The award will be made on an overall advantageousness basis rather than solely on economic terms, with the University reserving the right to conduct oral presentations, negotiate with respondents within a competitive range, and request best and final offers. No public opening of responses will be conducted, and no minimum quantities or dollar amounts are guaranteed as work will be requested on an as-needed basis under a blanket purchase agreement. The contract is contingent upon appropriated fund availability, with the University retaining the right to terminate at the end of any fiscal year with thirty days' written notice if funds are not appropriated for continuation.