RFP No. AR25004 Commencement Equip Rental

California State University, Fullerton (CSUF), located in Orange County, California, seeks a single service provider through Request for Proposal No. AR25004 to furnish and manage comprehensive commencement equipment rental services for the university's annual Commencement ceremonies scheduled for May 18-21, 2026. The scope of work encompasses the provision, setup, and takedown of steel shade structures, tents, chairs, tables, linens, draping, podiums, fencing, wheelchairs, portable restrooms, and all associated labor and materials to support 16 ceremonies across two venues (Titan Stadium and the Intramural Field) accommodating approximately 13,000 graduates and 20,000 guests per day. The selected vendor must provide comprehensive design and engineering plans for steel shade structures with wet-stamped engineer calculations, coordinate permitting through the Office of the State Fire Marshal, supply restroom attendant services for each ceremony, provide daily pumping and cleaning of portable restroom facilities, and deliver on-site event support throughout the ceremonies. Required qualifications include demonstration of expertise in large-scale event equipment rental operations, personnel with Cal/OSHA-10 or OSHA-10 General Entertainment Safety training, and comprehensive insurance coverage (general liability with $4,000,000 aggregate and $2,000,000 per occurrence limits, business automobile liability of $1,000,000, and workers' compensation insurance). Evaluation criteria allocate 450 points for qualifications and experience, 300 points for work plan and methodology, 100 points for personnel qualifications, 200 points for cost (with lowest cost receiving maximum points), and 50 points for references, totaling 1,100 available points. Critical deadlines include a mandatory job walk on February 3, 2026, at 10:00 a.m., questions deadline of February 3, 2026, at 5:00 p.m., and proposal submissions due Wednesday, February 11, 2026, at 3:00 p.m., with the Notice of Intent to Award posted February 18, 2026, and contract award on February 25, 2026.

A five percent small business preference is available, capped at $50,000, and Disabled Veteran Business Enterprise (DVBE) participation incentives range from one to three percent. The RFP requires compliance with California prevailing wage requirements under California Labor Code Section 1720 and mandates that all employees and subcontractors involved in setup, operation, and teardown possess appropriate entertainment event safety certifications. No incumbent vendor information or existing contractor details are specified in the procurement documentation. The contract term extends from execution through completion of all post-event requirements following the May 2026 Commencement ceremonies, with no renewal options noted. Specific contract award value or budget range is not disclosed in the available RFP materials; proposers must submit pricing as a lump sum amount covering all design and engineering for shade structures, equipment rental, setup, breakdown, and associated services. CSUF reserves the right to reject any or all proposals and may cancel the RFP at any time without obligation.