Rental and Delivery of Tent Rentals for Special Events at Rhode Island College

The State of Rhode Island, specifically the Division of Purchases for Rhode Island College, is seeking vendors to provide comprehensive tent rental and delivery services for special events occurring on campus from August 1, 2023, through July 31, 2025. The Request for Quotation (RFQ24003036) solicits bids for supplying, delivering, and setting up various white frame tents ranging in size from 10x10 to 30x60, along with associated accessories such as window-style sidewalls, chandeliers, theater lighting, and streamer lighting. Vendors must submit their electronic proposals through the Ocean State Procures system by August 11, 2023, at 2:00 PM EDT, with a vendor Q&A period running from July 13 to July 28, 2023. The RFQ requires vendors to quote firm, fixed unit prices that will serve as the maximum pricing throughout the contract period, with delivery and setup included at no additional cost. Successful vendors must provide comprehensive insurance coverage, including $1 million in general liability, $100,000 in workers compensation, and $1 million in automobile liability.

The solicitation includes a mandatory 10% participation requirement for Minority Business Enterprises (MBEs) and Women Business Enterprises (WBEs), with vendors required to submit an MBE Utilization Plan to the Division of Equity, Diversity & Inclusion for review and approval. All vendors must be registered in the Ocean State Procures system and are prohibited from submitting bids via email, mail, fax, or hand delivery. While no specific total contract value is disclosed, the state reserves the right to make single or multiple awards and may solicit separate pricing for extra-large orders. Contracts extending beyond the initial fiscal year will be subject to fund availability, and the state maintains the discretion to terminate agreements accordingly. Vendors must also complete a comprehensive certification questionnaire disclosing potential conflicts of interest, legal issues, and compliance with state regulations, ensuring transparency and ethical business practices throughout the procurement process.