General Election Tent, Light, and Heater Rental

The City of Philadelphia Procurement Department is soliciting quotes on general election tent, light, and heater rental under a micro purchase vehicle with a quote due date of October 23, 2026 (today). This is a lowest-responsive-and-responsible-bidder award, potentially by line item or as a whole at the City's discretion.

Sellers must quote all items to be eligible for award. No delivery or service provision may occur until the department issues a written notification to proceed. The Local Business Entity (LBE) Program does not apply to this micro purchase; however, vendors must answer the LBE certification question to proceed. The LGBTQ Applicant Data Form is optional.

The contract term is 365 days from the effective date specified in PHLContracts, with automatic termination at midnight on day 365. All quotations must total less than $45,000, adjusted annually by the Consumer Price Index and rounded to the nearest $1,000. Pricing must be quoted net and exclusive of taxes — the City is exempt from federal excise, transportation, and Pennsylvania sales and use taxes.

All products must be delivered FOB Destination Point at the quoted price. Payment is made only after City approval and submission of invoices through electronic deposit. Quotation prices must remain valid for 60 days from submission or throughout the entire contract term if this is awarded as a requirements contract.

Sellers must maintain minimum insurance: Workers' Compensation at statutory limits, General Liability of $500,000 per occurrence, and Automobile Liability of $300,000 per occurrence. Sellers must comply with Philadelphia tax requirements, nondiscrimination provisions, ethics laws prohibiting gifts to City employees, and certify that neither the seller nor parent or subsidiary companies are indebted to the City for delinquent taxes or fees. All quotes must be submitted through the PHLContracts.phila.gov electronic platform and must include a signed Consent and Authorization Agreement prior to bid closing.