City of Tracy #NOTICE INVITING BIDS - EQUIPMENT RENTAL SERVICES FOR COMMUNITY EVENTS

City of Tracy Solicits Equipment Rental Services for Community Events

The City of Tracy Parks, Recreation, & Community Services Department is seeking bids for equipment rental services to support approximately twelve community events annually. - Government Buyer: - City of Tracy Parks, Recreation, & Community Services Department - Contracting office located at 333 Civic Center Plaza, Tracy, CA 95376 - OEMs and Vendors: - No specific Original Equipment Manufacturers (OEMs) or vendors are named; opportunity is open to all qualified providers - Products/Services Requested: - Rental of event equipment including: - Small canopy tents (approx. 10x10), medium and large event tents, tent sidewalls, and anchoring systems - Modular stage platforms, stairs, accessibility components, skirting, and coverings - Assorted tables (round, rectangular, cocktail/high-top), folding chairs, and table linens - Stanchions and ropes, concession equipment (e.g., popcorn and snow cone machines), portable serving stations/bars - Lighting (general and decorative), power distribution equipment, and dance floors - Fire/safety package (fire extinguishers, exit/no smoking signage, compliant with local regulations) - Services include: - Delivery and pickup of equipment - Setup and breakdown (installation and removal) - On-site support during events - Site inspection and pre-event coordination - Unique/Notable Requirements: - Contractor must provide all equipment and services for City-sponsored events as scheduled - Equipment must be safe, clean, well-maintained, and compliant with all applicable safety standards and local fire regulations - On-site support and pre-event coordination may be required - Not-to-exceed contract value of $120,000 per fiscal year - Contract term is one year with up to four one-year extensions (potential total of five years) - Place of Performance: - City of Tracy, California; primary contracting office at 333 Civic Center Plaza, Tracy, CA 95376

Description

The City of Tracy is soliciting bids for equipment rental services to support City-sponsored community events. The scope includes delivery, setup, maintenance, and removal of various event-related equipment such as tables, chairs, tents, staging, inflatables, and audio/visual equipment. Contractors must provide safe, clean, and well-maintained equipment, comply with safety and regulatory standards, and coordinate with City staff to meet event schedules. Bids are due by April 24, 2026, and must be submitted electronically in PDF format.

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