Tenting & awning

The Gila River Indian Community Procurement Department is seeking bids for a comprehensive tenting and event infrastructure project for the 61st Annual Mul-Chu-Tha Fair and Rodeo, scheduled for March 13-15, 2026, in Sacaton, Arizona. The Invitation for Bid (IFB-0624-CPAO) solicits vendors to provide and install a range of temporary event infrastructure, including festival and specialty tents sized from 10'x10' to 60'x100', with specific requirements for a high-peak push pole tent for elders featuring climate control. Additional deliverables include barricades, bike racks, orange safety netting, perimeter fencing, scrim material, generators, and power distribution equipment. All installation must be completed by March 12, 2026, with complete teardown and removal by 5:00 p.m. on March 16, 2026. The bid submission deadline is November 10, 2025, at 11:00 a.m. through the Bonfire e-Procurement portal, with a bid opening at 11:15 a.m. via WebEx. Prospective bidders must submit questions by October 28, 2025, at 5:00 p.m., and bid review is scheduled for November 14, 2025, with contractor notifications expected by November 17, 2025.

The procurement includes a Native American preference for qualified Indian-owned enterprises, with preference factors ranging from 3 to 10 percent depending on bid amount. Vendors must obtain a Tribal Business License from the Office of Internal Audit prior to contract execution and meet comprehensive insurance requirements, including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limits), Excess Liability ($2,000,000), and Workers Compensation Insurance. The contract requires strict compliance with occupational safety and health standards, fire marshal requirements, and OSHA inspection standards. Pricing must be firm and fixed, covering all labor, equipment, materials, and freight, with the Community preferring payment at the event's conclusion. While a specific budget range is not disclosed, the event anticipates 10,000 to 13,000 visitors and will be constructed on approximately 240 acres of tribal land. The solicitation references a potential three-year term contract, suggesting ongoing opportunities for the selected vendor. The Gila River Indian Community is tax-exempt for material, sales, and construction services.