City of Elgin Ionwave #Bid 26-035

City of Elgin Event Equipment Rental for Nightmare on Chicago Street

The City of Elgin, Illinois is seeking bids for the rental and event setup of tents, tables, chairs, platforms, and lighting for its Nightmare on Chicago Street event. - Government Buyer: - City of Elgin, Cultural Arts & Special Events Department - Products Requested: - 6 x 10x20 tents with sides and lighting (for box offices and entrance gates) - 8 skirted counters (for box offices) - 6 barstools (for box offices) - 40 x 8x18 tables (for box offices and entrance gates) - 14 x 8x30 tables (for box offices, entrance gates, and stages) - 42 folding chairs (for box offices, entrance gates, and stages) - 5 x 20x20 backstage tents with sides and lighting (for stages) - 20 sides for 20x20 tents (for backstage tents) - 1 x 15x15 tent on 16x16x24 Biljax FOH platform (Stage 1) - 2 x 10x10 tents on 12x12x24 Biljax FOH platforms (Stages 2 and 3) - 2 x 30 sides (for tents on platforms) - 5 Biljax FOH platforms (various sizes for stages) - 3 step units (for stage platforms) - 48 additional tables (stacked at Union Bank parking lot) - 16 additional chairs (stacked at Union Bank parking lot) - Services Requested: - Delivery, set-up, strike, and removal of all listed rental items - Unique Requirements: - Compliance with local ordinances, affirmative action, and sexual harassment policies - Mandatory insurance coverage and adherence to anti-discrimination ordinances - All equipment must be delivered, set up, and removed according to strict event timelines - OEMs and Vendors: - No specific OEMs or manufacturers are named; opportunity is open to all qualified suppliers - Biljax is referenced as the platform manufacturer for FOH stage platforms - Notable Details: - Event equipment must be installed and removed within designated windows to support event operations - All items must be suitable for outdoor event use and meet safety requirements

Description

The City of Elgin is seeking bids for the rental of event equipment including tents, chairs, and tables for its signature Nightmare on Chicago Street event scheduled for October 15-17, 2026. The scope of work includes delivery, set-up, strike, and removal of all listed rental items. Bidders must submit their proposals through the City of Elgin's web portal by September 4, 2026, at 3:00 PM CT. A mandatory pre-bid meeting is scheduled for August 26, 2026, at 1:00 PM at the Hemmens Cultural Center in Elgin, IL.

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