Event Seating and Related Components, Accessories, and Services

Education Service Center Region 10 (Region 10 ESC) in Richardson, Texas is issuing a Request for Proposal on behalf of itself and the national Equalis Group cooperative purchasing membership for the procurement of Event Seating and Related Components, Accessories, and Services. The solicitation encompasses a comprehensive range of seating solutions including permanent structures (grandstands, bleachers, arena seating, accessible seating), portable and temporary seating (mobile bleachers, risers, platforms), premium seating (loge, suites, auditorium seating), supporting products and accessories (guardrails, crowd control barriers, signage, cushions), and services such as customization options, engineering, installation, maintenance, renovation, and repair. Vendors must submit complete proposals including detailed pricing in an Excel attachment, a comprehensive questionnaire addressing evaluation criteria, and numerous required certification and compliance forms, with submissions limited to 100 pages excluding pricing and supporting documents capped at 30 pages. Evaluation criteria are weighted as follows: Products and Pricing (30 points), Performance Capability (25 points), Qualification and Experience (25 points), Project Customization Capabilities (10 points), and Commitment to Serve Equalis Group Members (10 points). Vendors must demonstrate financial stability, provide minimum five public sector customer references within the past three years, and comply with federal and state requirements including debarment certifications, equal employment opportunity provisions, and regulations applicable to Texas, Arizona, and New Jersey jurisdictions. The deadline for submitting questions is April 9, 2026, with proposals due April 17, 2026 at 2:00 PM Central Standard Time via the Bonfire procurement portal; the public bid opening will be conducted via Microsoft Teams meeting with interested parties required to email Clint Pechacek at clint.pechacek@region10.org at least 24 hours before the deadline to receive an invitation. The resulting contract will be effective July 1, 2026 through June 30, 2029, with options to renew annually for an additional two years at the discretion of Region 10 ESC, with anticipated Board approval on June 17, 2026.

The solicitation is open to public sector entities, private K-12 schools, technical and vocational schools, higher education institutions, and non-profit organizations through the Equalis Group cooperative purchasing network, with no specific set-aside designations or restrictions on disadvantaged enterprises identified in the procurement materials. Pricing must be submitted as line-item pricing or percentage discounts from verifiable published catalogs or price lists, with cost-plus pricing explicitly prohibited; all pricing must be submitted as not-to-exceed amounts and include a mandatory three percent administrative fee payable to Equalis Group based on total revenue invoiced to program participants, calculated monthly and due by the 15th of each month. Vendors must provide market-competitive pricing comparable to or better than equivalent terms offered to present customers meeting the same qualifications, with price increases requiring Region 10 ESC approval and manufacturer documentation or formal cost justification. All deliveries shall be freight prepaid F.O.B. destination unless otherwise stated, and vendors must maintain appropriate insurance coverage of not less than $1,000,000 per occurrence and comply with prevailing wage legislation applicable to the purchaser's jurisdiction. Region 10 ESC anticipates annual contract volume exceeding $50 million by year three and reserves the right to award multiple vendors to ensure national coverage across all 50 states, though no specific budget range or award value is disclosed in the procurement materials. The contract includes a standard funding-out clause allowing termination at the expiration of each budget period and is available nationwide to eligible entities across multiple states.