Graduation Rentals

Parkway School District in Missouri is seeking competitive bids for graduation rental equipment and services for its high and middle schools, primarily for events occurring in May across eight school locations in the Chesterfield, Manchester, and St. Louis areas. The procurement includes folding white plastic chairs, stage deck sections in multiple sizes (16' x 32', 12' x 20', and 12' x 16'), stage legs, stage steps with handrails, ADA-compliant access ramps, stage skirts in black and royal blue, drapes, crossbars, upright poles, and associated setup labor. Bid submissions are due by November 26, 2025, at 2:00 PM CST, with a question and answer deadline of November 19, 2025, at 10:00 AM CST. The District will evaluate bids on a "lowest and best" basis, considering factors such as specification compliance, vendor capability to supply required items, inventory maintenance, prior District experience, and company financial strength. Vendors must submit comprehensive documentation including a signed RFP cover sheet, current W-9, Federal Work Authorization verification, three references, specification sheets, an Affidavit of Non-Collusion, and completed pricing sheets through the Parkway School District Bonfire Portal.

The contract opportunity does not specify specific set-aside designations for disadvantaged enterprises, but does require vendors to comply with federal work authorization programs and E-Verify participation for contracts exceeding $5,000. Vendors must execute a Federal Work Authorization Program Affidavit and provide documentation confirming E-Verify enrollment, affirming they do not knowingly employ unauthorized aliens. The initial contract term is one year, with the District retaining the right to extend the agreement for an additional month and potentially award portions of the contract to different vendors. Successful bidders must provide comprehensive insurance coverage, including Worker's Compensation, Commercial General Liability ($1,000,000 combined single limits), Contractual Liability, Personal Injury, and Business Auto Liability, with the District named as an Additional Insured. While specific budget ranges are not explicitly stated, the procurement encompasses substantial graduation rental equipment across multiple school locations, suggesting a significant potential contract value for the selected vendor(s).