Event Equipment: Rentals and Services Three Year Contract with Two-One Year Options to Renew

The document is a Request for Proposal (RFP) from the City of Providence, Rhode Island, for event equipment rentals and services. Here is a summary of the key points: **Project Overview** * The City of Providence is seeking bids for a three-year contract with two one-year options to renew for event equipment rentals and services. * The contract is being issued by the Department of Public Property. **Bid Submission** * Bids must be submitted in sealed envelopes with two copies of the bid, including all required forms and documents. * The bid envelope must be labeled with the item description and the City department to which the solicitation and bid are related. * Bids must be submitted to the Department of the City Clerk, Room 311, City Hall, 25 Dorrance Street, Providence, RI 02903. * The deadline for bid submission is April 6, 2026, at 2:15 PM. **Bid Package Checklist** * The bid package must include the following documents, in order: 1. Bid Form 1: Bidder's Blank 2. Bid Form 2: Certification of Bidder 3. Bid Form 3: Certificate Regarding Public Records 4. Bid Form 4: Affidavit of City Vendor 5. Forms from the Minority and Women Business Enterprise Program (if applicable) 6. Bidder's Proposal/Packet: Formal response to the specifications outlined in the RFP, including pricing information and details related to the goods or services being provided. 7. Financial assurance (if required) **Notice to Vendors** * The City reserves the right to reject any and all bids. * The lowest qualified and responsible bidder will be awarded the contract. * Bids may be submitted on an "equal in quality" basis. * The City is exempt from federal excise taxes and Rhode Island sales tax, so prices quoted should not include these taxes. **Bid Terms** * Financial assurances may be required for commodity or construction and service contracts. * Awards will be made within 90 days of bid opening, and all bid prices will be considered firm. * Failure to deliver within the time quoted or failure to meet specifications may result in default. * Payment for partial delivery will not be allowed except in certain circumstances. **Pre-Submission Conference** * A bidder webinar will be held on March 16, 2026, at 11:00 AM to help contractors, subcontractors, and vendors understand the procurement process and improve their proposal success rates. * Questions may be submitted through a vendor question submission portal, and answers will be provided through a publicly issued addendum. **Contact Information** * Questions regarding the Minority and Women Business Enterprise Program should be directed to Grace Diaz, MBE/WBE Outreach Director, at [email protected]. * Questions regarding the specifications outlined in the RFP should be submitted through the vendor question submission portal.