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Home My WebLink AboutRFP - Equipment FY25-26 REQUEST FOR PROPOSALS Equipment Rentals for Special Events Contract Services Submission Deadline FRIDAY, FEBRUARY 28, 2025 by 5 p.m. Exhibit A Equipment Rentals for Special Events FY25-26 February 12, 2025 2 | Page 1. INTRODUCTION The City of Diamond Bar is requesting proposals from qualified Equipment Rental vendors to provide equipment rentals for city special events for fiscal year 25-26 with the option to enter into a four-year agreement if selected. RFP Date: February 12, 2025 Project Name: Equipment Rentals for Special Events FY25-26 Department: Parks and Recreation Proposal Deadline: Friday, February 28, 2025 by 5 p.m. Proposals shall be delivered by the proposal deadline via the PlanetBids portal https://vendors.planetbids.com/portal/39500/bo/bo-detail/126259. All proposals submitted in response to this RFP will become property of the City upon submittal and a matter of public record pursuant to applicable law. Late submittals will not be accepted. Questions regarding this RFP shall be made in writing via email Andee Williams, Recreation Supervisor, at awilliams@diamondbarca.gov no later than Friday, February 18, 2025. Questions and responses may be made available to all potential proposers. The City will review all proposals received by the submittal deadline indicated in this RFP. Proposals that do not meet the minimum requirements of this RFP will be rejected. The City reserves the right to select the firm that best meets the overall needs and offers the best overall value to the City based on a variety of criteria, including but not limited to, experience of the design team, quality of work product, successful completion of similar projects, and cost effectiveness, but not solely on the lowest cost of services. The following tentative schedule has been established for the selection of a firm which is subject to change: • RFP Posting Date February 12, 2025 • Written Questions Deadline February 18, 2025 • Proposal Due Date February 28, 2025 • Award of Contract March 14, 2025 Equipment Rentals for Special Events FY25-26 February 12, 2025 3 | Page The City of Diamond Bar shall not be liable for any pre-contractual expenses incurred by any Contractor, nor shall any Contractor include any such expenses as part of the proposed cost. Pre-contractual expenses include any expense incurred by a contractor prior to the date of an executed contract, such as the cost of preparing and submitting a proposal and negotiating any terms with the City. 2. ABOUT THE CITY Diamond Bar is a scenic community located on the eastern edge of Los Angeles County, within minutes of Orange, Riverside, and San Bernardino counties. With its origin as a center for ranching perched among a landscape of rolling hills in the East San Gabriel Valley, Diamond Bar became one of the first master planned communities in Los Angeles County dating back to 1956, and has grown since that time to be known for its friendly country-living atmosphere, abundant open spaces, exceptional public facilities, well-maintained parks and hiking trails, and excellent schools. In 1989, Diamond Bar became the 86th city in Los Angeles County. Today, Diamond Bar covers 14.9 square miles and is home to 57,177 residents. Diamond Bar is bounded by the cities of Industry and Pomona to the north, Chino Hills to the east, and unincorporated Los Angeles County to the south and west (Figure B-1; Regional Setting Map). With convenient access to State Routes SR-57 and SR-60, Diamond Bar is within 30 miles driving distance of the cities of Los Angeles, Riverside, and Irvine, making it a desirable destination to live and work. The Industry Metrolink Station lies on the City’s northern border, providing east-west transit connections to Los Angeles and Riverside. 3. PROJECT BACKGROUND The City of Diamond Bar has several special event’s that require canopies, tables, chairs, and stages during the 25/26 fiscal year. Events Include: Halloween Party, Winter Snow Fest, Concert Share, and Concert in the Park. Please bid on the information listed below. 4. SCOPE OF WORK AND DELIVERABLES To be considered, proposals shall identify each task listed below and describe how the firm will accomplish each task. At a minimum, these tasks shall include the following areas of service: 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. Equipment Rentals for Special Events FY25-26 February 12, 2025 4 | Page Once the vendor has been selected, actual event information and locations will be provided. Concerts in the Park - Eight weeks of service • (1) canopy 20x30 white with 12’ high legs to go over a stage • Water barrels needed for canopies over 10 x 10 • Set-up: Monday, June 9 before 12 p.m. noon • Pick-up: Thursday, July 31 before 12 p.m. noon. • Canopy will remain in the location for eight weeks • Location: Summitridge Park – 1600 Grand Ave, Diamond Bar, CA 91765 Halloween Party • (90) 6x30 tables • (135) white folding chairs • (2) 50x60 white canopies • (2) 30x60 white canopies • (1) 10x20 white canopies w/ side walls along the backside • (1) 10x10 white canopy • (10) 3’H x6’L pipe and drape dividers w/fabric drapery • Approx. 240-250 feet of the fencing specified below to create a temporary dog park. Fence must be no more than four inches off the ground. o White picket fence with two swing gates o Bike Barricade with covers and two entrances o Crowd Control Barricades with two entrances • Water barrels needed for all canopies over 10x10 in size • Set-up: Thursday, October 23 before 12 p.m. noon • Pick-up: Saturday, October 26 after 3 p.m. • Location: Pantera Park – 738 Pantera Drive, Diamond Bar, CA 91765 Winter Snow Fest • (80) 6x30 tables • (425) White folding chairs • (2) 50x60 white canopy • (2) 40x40 white canopies • (3) 10x10 white canopies • (2) 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 (backside of stage canopy) • (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 3 before 12 p.m. noon Equipment Rentals for Special Events FY25-26 February 12, 2025 5 | Page • Pick-up: Saturday, December 6 after 4 p.m. • Location: Pantera Park – 738 Pantera Drive, Diamond Bar, CA 91765 Concert Share – • (160) 6x30 tables • (10) 132” round table cloth – black • Set-up: Tuesday, January 13, 2026 by 8 a.m. • Pick-up: Wednesday, January 14, 2026 after 2:30 p.m. • Location: Diamond Bar Center – 1600 Grand Ave, Diamond Bar, CA 91765 5. FORMAT AND CONTENTS OF PROPOSAL The Contractor’s proposal shall contain the following information and shall be organized as follows: A. Contractor's Experience/References Provide a list of at least three references who may be contacted to discuss their experience working with the Company on similar projects. Please provide contact information including Organization, Name, Title, Address, Phone, Email, Project Name and Date of Completion. B. Cost for Services Please complete the attached Cost Proposal – Bid Sheet on PlanetBids. Provide a detailed not-to-exceed cost proposal to accomplish the services requested. Identify the hourly allocation of resources by discipline and by each task identified in the Scope of Work, include billing rates for personnel, printing, attendance at public meetings, and any other cost anticipated. Please clearly highlight any additional or recommended tasks and associated costs that are included. No additional charges for items such as transportation, out-of-pocket expenses, etc., will be paid unless these are specifically included in the proposal. Contractor must be able to accept payment in check form and provide itemized invoices. C. Insurance Proof of insurance requirements addressed in the professional services agreement of this Request for Proposal shall be submitted by the selected Consultant upon execution of the contract as defined under the City’s existing purchasing Ordinance. Equipment Rentals for Special Events FY25-26 February 12, 2025 6 | Page The selected Consultant must submit a "Statement Certifying Insurance Coverage" certifying that the required insurance coverage will be obtained by the Consultant, and that the Consultant understands said coverage is prerequisite for entering into an agreement with the City. The Consultant is required to confirm with its insurance carrier that it can meet all the requirements for insurance. Failure to meet the insurance regulations as set forth shall result in proposer’s disqualification. 6. SUBCONTRACTING The Contractor may utilize the service of specialty Subcontractors on those parts of the work which, under normal contracting practices, are performed by specialty Subcontractors. Unless a specific Subcontractor is listed by the Contractor, Contractor is representing to City that Contractor has all appropriate licenses, certifications, and registrations to perform the work hereunder. After submission of the Proposal, the Contractor shall not award work to any unlisted Subcontractor(s) without prior written approval of the City. The Contractor shall be fully responsible to the City for the performance of the Subcontractors, and of persons either directly or indirectly employed by them. Nothing contained herein shall create any contractual relation between any Subcontractor and the City. 7. RIGHT TO REJECT ALL PROPOSALS The City reserves the right to withdraw, reduce, or revise elements of the scope of work prior to the award of any contract. Furthermore, the City reserves the right to reject any or all proposals submitted; and no representation is made hereby that any contract will be awarded pursuant to this Request for Proposal, or otherwise. All costs incurred in the preparation of the proposal, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the proposer. The City shall only provide the staff assistance and documentation specifically referred to herein and shall not be responsible for any other cost of obligation of any kind which may be incurred by the proposing firm. 8. SUPPORTING DOCUMENTS Exhibit A – Request for Proposal (RFP) Exhibit B – Cost Proposal – Bid Sheet