RFQ - event equipment rental services

The County of San Diego, Department of Human Resources, is requesting quotations for event equipment rental services for an Employee Fair on September 17, 2026, with quotes due July 31, 2026, at 5:00 p.m.

The scope covers delivery, setup, and breakdown of up to 35 canopies (minimum 10 ft × 10 ft, maximum 10 ft × 20 ft with three sidewalls and optional weighted anchors), up to 35 rectangular tables (minimum 6 feet), up to 70 folding chairs, and floor-length blue or white tablecloths. Delivery and setup must occur between 7:00 a.m. and 9:00 a.m., with breakdown and removal between 2:30 p.m. and 5:00 p.m. on September 17. The event is held at the County Operations Center Plaza Area, 5520 Overland Avenue, San Diego, California.

Pricing must be submitted line-item by line-item (chairs, tables, canopies, tablecloths, delivery/setup/breakdown, and optional weighted anchors) and is inclusive of all labor, transportation, equipment, materials, and tax. The contractor must maintain a point of contact available by telephone on event day with a 15-minute response requirement and guarantee equipment replacement for any problems within 2 hours. The contractor's cancellation policy must permit 48-hour advance notice cancellations and weather-related cancellations until 9:00 a.m. event day without penalty. The contractor is responsible for equipment condition, maintenance, and repair during the rental period; broken or damaged equipment is subject to rejection.

The contract term is one day, concluding upon County acceptance of all deliverables. Questions from offerors are due by July 28, 2026, at 5:00 p.m. Responses must be submitted electronically through BuyNet or via alternative methods if BuyNet access is unavailable. The Contracting Officer is Stacy Mendoza, Procurement Specialist. The County reserves the right to award or not award and commits to no reimbursement of quote preparation costs.