City of Tracy #docs-26-b-summer-2026

City of Tracy Solicits Bids for Community Event Equipment Rental and Support Services

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 - Products/Services Requested: - Rental and delivery 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 for crowd control - Concession equipment (e.g., popcorn and snow cone machines) - Portable serving stations/bars - Lighting (general and decorative) and power distribution equipment - 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 - Notable Requirements: - Equipment must be safe, clean, well-maintained, and compliant with all local fire and safety regulations - Contractor must provide on-site support and coordinate with City staff for each event - Contract term is one year, with up to four one-year extensions (maximum five years) - Annual not-to-exceed contract value is $120,000 - No specific OEMs or part numbers are specified; vendors must supply a range of event equipment and services

Description

The City of Tracy is soliciting bids from qualified contractors to provide equipment rental services for City-sponsored community events. Services include delivery, setup, maintenance, and removal of event-related equipment such as tables, chairs, tents, staging, inflatables, audio/visual equipment, and other event support materials. The contractor must provide safe, clean, and well-maintained equipment, ensure timely delivery and setup, and comply with all applicable safety standards and regulations. Coordination with City staff is required to meet the schedule and needs of each event. The City reserves the right to reject any or all submittals or waive any irregularities in the process.

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