Graduation Equipment Rental with Set-Up and Take Down Mountain Empire Community College

Mountain Empire Community College, located in Washington County, Virginia, is seeking a qualified vendor to provide comprehensive graduation equipment rental services through the Virginia Community College Shared Services Center. The procurement solicitation (#88135) requires a vendor to furnish, deliver, install, and remove rental equipment for an upcoming graduation ceremony, with specific equipment specifications including a 200' x 100' white tent capable of housing 2,000 seats, 2,100 folding chairs, a 20' x 40' stage with handrails and handicap-accessible ramps, 18 LED high bay lights, and a minimum 17KW generator. The installation will occur in a parking lot with a 4% grade, and vendors must be prepared to drill holes for staking while ensuring proper restoration upon removal. Bids must be submitted electronically through eVA by February 24, 2025, at 2:00 PM local time, with all questions due by February 19, 2025. Setup must be completed by noon on May 7, 2025, with complete removal required between May 10 at 11:00 PM and May 13, 2025, by 3:00 PM. Bidders are required to provide detailed unit pricing, including transportation and delivery costs, along with documentation such as flame resistance certifications, wind load certifications, manufacturer information, and floor live load certificates.

The procurement is specifically set aside for DSBSD-certified micro businesses or small businesses, with a particular emphasis on women-owned and minority-owned businesses that have obtained small business certification. Vendors must be authorized to conduct business in Virginia and comply with E-Verify requirements if they have more than 50 employees and the contract exceeds $50,000. The solicitation includes mandatory insurance requirements, including Workers' Compensation, Employer's Liability ($100,000), Commercial General Liability ($1,000,000 per occurrence, $2,000,000 aggregate), and Automobile Liability ($1,000,000 combined single limit if applicable). The state has established a statewide goal of 42% purchases from DSBSD-certified small businesses, and vendors must register with eVA, which charges transaction fees of 1% (capped at $500 for DSBSD-certified small businesses and $1,500 for non-certified businesses). Payment terms stipulate that compensation will be made within 30 days after receipt of a valid invoice and verification of satisfactory completion. While specific budget ranges are not explicitly stated, the comprehensive equipment requirements suggest a substantial contract value for the graduation equipment rental services.