Indoor and Outdoor Event Equipment Rental and Related Services

The City of Southlake is requesting proposals for indoor and outdoor event equipment rental and related services under RFP2601B180LK260004, with proposals due June 19, 2026 at 3:00 p.m. Central time submitted through the Bonfire portal. The anticipated contract start date is September 2026.

The scope covers rental equipment and services for City-sponsored outdoor special events and indoor events, including festivals (Stars and Stripes and Home for the Holidays Tree Lighting Event), banquets, weddings, conferences, and as-needed occasions throughout Southlake. Outdoor equipment vendors must deliver and set up no later than 10:00 p.m. the night before events and complete removal by 7:00 a.m. the following day. Indoor equipment vendors must deliver, pick up, and ensure all items are clean and in good condition, with removal within 24 hours of event conclusion. All vendors must provide after-hours installation and removal services (defined as after 5:00 p.m. and before 7:00 a.m. on weekdays and all hours on weekends and holidays).

Pricing shall be quoted on a per-day rate basis reflecting full costs including delivery, labor, insurance, taxes, overhead, and profit, excluding sales tax and excise tax. Vendors may propose a single discount percentage from catalog pricing for additional items not specifically listed. The City will evaluate proposals on overall price (30%), vendor experience providing required services (30%), vendor ability to provide required services (35%), and past experience with the City (5%). The initial contract term is twelve months from award, with an option to extend for up to four additional one-year intervals at the City's discretion, subject to fund availability and satisfactory past performance. Price escalation at renewal is permitted with a maximum increase of 4% annually. Vendors must maintain Worker's Compensation insurance; Commercial General Liability insurance of at least $1 million Combined Single Limit; and Comprehensive Automobile Liability insurance of at least $1 million Combined Single Limit, listing the City as an additional insured. Payment terms are Net 30 days upon invoice receipt. The City reserves the right to award the contract to multiple vendors individually or by item group.