Stage, Lighting, Sound Equipment - Furnish, Install, Manage

The City of Warren, Michigan is soliciting electronic bids under Invitation to Bid ITB-W-1992 to furnish, install, and manage stage, lighting, and sound equipment for City-held events, with bids due by 12:30 p.m. EST on November 4, 2026. Submissions go through the BidNet (MITN) procurement system, and the public bid opening follows at 1:00 p.m. EST the same day via Zoom.

The solicitation covers six items. Item 1A is a large stage, sound, and lighting setup for the Birthday Bash Festival (one event, August). Item 1B is a large setup for the Tree Lighting Ceremony (one event, December). Item 1C is a small setup for the Summer Concert Series (16 events). Item 1D is lighting for the Glow Skating Event (one event, January). Item 1E is lighting for the Cold Rush/Glow Skate Event (one event, February). Item 1F covers miscellaneous PA speaker, microphone, and sound board setups for six events. Vendors must hold comprehensive insurance, including General Liability of $2.0 million aggregate, Automobile Liability of $1.0 million, Workers' Compensation per Michigan statute, and Umbrella Liability of $2.0 million, with the City named as additional insured. Vendors must also register with E-Verify, certify non-Iran linked business status, comply with the City's Living Wage Ordinance ($20.63 per hour without benefits or $16.50 per hour with benefits), and meet Title VI and ADA requirements.

Pricing is per event for each item, with separate line items for materials, equipment, and labor, all quoted F.O.B. Destination including delivery and additional charges. The contract runs two years with an option for four additional two-year periods, exercisable by mutual consent and Warren City Council approval. Year One and Year Two totals must be identical, with a 6 percent increase applied at the start of each subsequent term if approved. Standard prices hold firm for 90 days or until award, whichever comes first; the successful bidder's prices hold for the full two-year term. Payment is due 45 days from complete delivery or correct invoice receipt, whichever is later.

Award goes to the responsible, responsive firm whose bid is most advantageous to the City, weighing price, availability, location, and quality. The City may reject any or all bids, award line items separately, split awards among vendors, or re-solicit. All bidders must visit the work sites before submitting, and the City will not allow extras for failure to inspect.