HomeMy WebLinkAboutEquipment RFP 23-24
REQUEST FOR PROPOSAL
The City of Diamond Bar is currently accepting proposals for equipment rentals for
special events during the 23/24 fiscal year.
Exhibit “A”
Introduction
The City of Diamond Bar has several special event’s that require canopies, tables,
chairs, and stages during the 23/24 fiscal year. Events Include: Halloween Party, Winter
Snow Fest, City Birthday. and Concert in the Park. Please bid on the information listed
below.
Scope of Services
All proposal must be itemized per event and include tax, delivery, and any other
additional charges. Please submit your quote based on the information provided.
Once the vendor has been selected, actual event information and locations will be
provided.
Please quote on the following:
Concerts in the Park - Five weeks of service
• (1) canopy 20x30 white with 12’ high legs
• Water barrels needs for canopies over 10 x 10
• Set-up: Monday, July 3 before 12 p.m. noon
• Pick-up: Thursday, August 3 before 12 p.m. noon.
• Canopy will remain in the location for 5 weeks
• Location: Summitridge Park – 1600 Grand Ave, Diamond Bar, CA 91765
Halloween Party
• (80) 6x30 tables
• (85) white folding chairs
• (2) 30x30 white canopies
• (6) 30x20 white canopies
• (2) 30x10 white canopies
• Water barrels needed for all canopies over 10x10 in size
• Set-up: Thursday, October 28 before 12 p.m. noon
• Pick-up: Saturday, October 28 after 3 p.m.
• Location: Pantera Park – 738 Pantera Drive, Diamond Bar, CA 91765
Winter Snow Fest
• (90) 6x30 tables
• (475) White folding chairs
• (2) 40x60 white canopy
• (2) 40x40 white canopies
• (3) 10x10 white canopies
• (3) 10x20 white canopies
• (1) 20x20 White canopy
• (1) 20x30 white canopy to go over stage with 12ft legs
• (6) sidewall 10x10 white
• (1) sidewall 12x30 white
• (1) Stage 16x24
• (1) Stage legs 30”
• (1) Stage guard rails 4’
• (2) Stage stairs 24”-48”
• (1) Astro turf black 16x24 section
• Water barrels needed for all canopies over 10x10 in size
• Set-up: Wednesday, December 7 before 12 p.m. noon
• Pick-up: Saturday, December 9 after 4 p.m.
• Location: Pantera Park – 738 Pantera Drive, Diamond Bar, CA 91765
City Birthday -
• (100) 6x30 tables
• (25) picnic tables with umbrellas
• (500) white folding chairs
• (2) 40x40 white canopies
• (12) 10x10 white canopies
• (3) 10x20 white canopy
• (1) 20x30 white canopy
• (2) 20x40 white canopies
• (8) sidewall 10x10 white
• (2) sidewall 12x30 white
• (1) canopy 20x30 white with 12’ high legs
• (2) Stage 16x24
• (2) Stage legs 30”
• (2) Stage guard rails 4’
• (4) Stage stairs 24”-48”
• (2) Astro turf black 16x24 section
• Water barrels needs for canopies over 10 x 10
• Set-up: Wednesday, April 3 before 12 p.m. noon
• Pick-up: Monday, April 8 before 12 p.m. noon.
• Location: Summitridge Park – 1600 Grand Ave, Diamond Bar, CA 91765
Vendor Requirements
1. Vendor will be required to sign a Vendor Service Agreement and meet all
requirements outlined in the agreement including insurance and provide
documents prior to beginning work.
2. Must provide three references from either another municipality or closely related
customer to help with the selection.
3. Delivery/ pick up/ service of all items.
4. Must be able to accept payment in check form and provide itemized invoices.
5. Must be able to submit W-9 Form.
Insurance Coverage:
Vendor must provide Certificate of Liability Insurance $1,000,000.00 per occurrence and
Additional Endorsement as required by City policy. (See draft Vendor Services
Agreement sample for specific additional requirements coverage)
Selection Criteria
In reviewing and evaluating the response to this RFP, City staff will be considering the
following:
• Responsiveness and comprehensiveness of the proposal with respect to this
Request for Proposal (RFP).
• Availability of the company and their ability to meet the proposal scope of work.
• References
• Cost of quoted items.
Please provide three references from either another municipality or closely related
customer to help with the selection.
The City reserves the right to reject any or all proposals and may elect to make a
decision without further discussion or negotiation. This solicitation for proposals is not to
be construed as a contract or order of any kind. The City is not liable for any costs or
expenses incurred in the preparation of the proposal.
If you have any questions, please contact Jessica Rayela at 909.839.7073.
To be considered, proposals must be submitted to the City of Diamond Bar by
Friday, May 26, 2023 @ 4PM