UIFB 160798- Unity Day Event Rentals

The Virginia Department of Transportation (VDOT) issued Unsealed Invitation for Bids (UIFB) #160798 to procure comprehensive event rental services for the 2026 Roadeo & Unity Day event at Virginia Motorsports Park in Dinwiddie, Virginia. The procurement requires a qualified firm to provide full delivery, setup, takedown, and pickup of rental event supplies scheduled for April 15-16, 2026. Required deliverables include one 80x150 twin pole tent, one 40x60 pole tent, one green machine (tent pole jack), three safety packages, 110 eight-foot by thirty-inch banquet tables, 22 six-foot by thirty-inch banquet tables, 844 white metal folding chairs, one 12x12x24-foot Biljax stage-level, 144 linear feet of black turf carpet, and Biljax steps for a two-foot stage. Setup must occur on Wednesday, April 15, 2026, at 9:00 AM EST, with takedown after 4:00 PM EST on Thursday, April 16, 2026. The contractor is responsible for all labor, equipment, fuel surcharges, and administrative fees, with building and fire permits invoiced at actual cost. Bidders were required to submit written questions by 5:00 PM EST on March 19, 2026, with bids due by 9:00 AM EST on March 23, 2026, via the eVA electronic procurement portal. Site visits were optional and could be arranged by contacting VDOT Contract Administrator Ferrell Solomon. Contractors must maintain comprehensive insurance coverage, including workers' compensation, commercial general liability of $1,000,000 per occurrence and $2,000,000 aggregate, and automobile liability of $1,000,000 combined single limit, with Virginia Motorsports Park named as an additional insured.

The solicitation included a set-aside award priority for DSBSD-certified micro businesses and small businesses, provided their bids remained below $10,000 and $100,000 respectively and were deemed fair and reasonable by the agency. All registered vendors in eVA are subject to transaction fees of one percent, capped at $500 for DSBSD-certified small businesses and $1,500 for other businesses. Contractor crew members must be properly trained, English-speaking, and comply with all VDOT safety requirements, including the use of hard hats, Class 3 safety garments, and steel-toe shoes. The contract was awarded on March 23, 2026, to Commonwealth Event Company of 5611 Greendale Road, Richmond, Virginia 23228, which was determined to be the lowest responsive and responsible bidder. The contract is nonrenewable, and payment will be made within 30 days of invoice receipt and verification of satisfactory goods and services. Specific bid amounts and contract values are documented in the bid tabulation records but are not detailed in the summary materials.