Event Services & Related Products

Project Information

Bid Title: Event Services & Related Products
Issuing Agency: Plano Independent School District
Location: Texas
Published Date: Jan 9, 2026
Closing Date: Jun 2, 2026
Government Level: State & Local
Status: Closed
Ref. #: 2023-033-S5
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Project Description: Bid Information

Type Request for Proposal

Status Issued

Number 2023-033-S5 (Event Services & Related Products)

Issue Date & Time 1/9/2026 07:00:01 AM (CT)

Close Date & Time 6/2/2026 03:00:00 PM (CT)

Question Cut Off Date 5/26/2026 07:00:00 AM (CT)

Notes

THIS REQUEST FOR PROPOSALS IS TO ADD SUPPLEMENTAL VENDORS FOR THE NAMED SUPPLIES. PLANO ISD WILL UTILIZE ANY CONTRACTS AWARDED IN RESPONSE TO THIS REQUEST FOR PROPOSALS, AS THE FIRST CHOICE BEFORE CONTRACTS OF OTHER ENTITIES (i.e. interlocal and cooperative contracts). SUPPLIERS ARE ENCOURAGED TO SUBMIT A PROPOSAL TO BE PLACED ON PLANO ISD'S APPROVED VENDOR LIST.

VENDORS THAT WERE AWARDED ON THE PREVIOUS PROPOSAL FOR RFP 2023-033; 2023-033-S1; 2023-033 -S2; 2023-033-S3; OR 2023-033-S4 ARE NOT TO RESPOND TO THIS SUPPLEMENTAL PROPOSAL. This supplemental RFP is to add additional vendors to the already awarded list.

PLEASE NOTE! IN ORDER TO BECOME AN APPROVED VENDOR WITH PLANO ISD FOR ANY OF THE LISTED CATEGORIES, YOU MUST RESPOND TO THIS INVITATION WITH A PROPOSAL. IT IS NOT NECESSARY TO OFFER ALL CATEGORIES OF ITEMS LISTED, IT IS IMPORTANT TO RESPOND TO AT LEAST ONE WHICH MAY INCLUDE LINE ITEM 10 WITH A DESCRIPTION OF ITEMS OFFERED. ENTER YOUR DISCOUNT AMOUNT FOR THOSE THAT YOU OFFER, AND SELECT "NO BID" ONLY FOR THE LINES YOU DO NOT OFFER.

SCOPE: The Plano Independent School District (Plano ISD) is seeking proposals for PURCHASE OR RENTAL of SUPPLIES AND SERVICES related to GRADUATION, ATHLETIC, CELEBRATORY & OTHER EVENTS, to include the following:

Decorations (Arches, Balloons, Floral, Carpet, Centerpieces, Signage, Etc)

Disc Jockeys/DJs or related services

Event Security Staffing (Event Staff Supervisor, Ticket Taker/Gate Person, Usher,

Parking Attendant, Unarmed Security Guard, Etc)

Event Planning

Party Equipment Rentals

Photo Booths & Services

Sound & Lighting Equipment & Services

Tables, Chairs & Furniture Rental (may include Delivery, Setup & Pickup)

Table Settings (Plates, Table- & Service- Ware, Linens, Etc)

Tents or Other Temporary Covering

Related Purchases & Rentals Not Otherwise Specified

to fill the needs of the schools and various departments of PISD on an "As Needed" basis.

This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements to procure vendors who provide goods and/or services purchased by Plano ISD using federal dollars. This proposal may be used with local, state, federal and grant funded programs.

ESTIMATED ANNUAL EXPENDITURE: The estimated expenditure for this district-wide contract is approximately $250,000 annually. However, this estimate should not be construed to be a guarantee of either minimum or maximum since usage is dependent upon actual needs and available funding. This estimate may be exceeded by 25% annually.
TERM: The initial term of this RFP is for one (1) year from date of award by Plano ISD Board of Trustees. This contract, upon the agreement of both the successful vendor(s) and the Plano ISD, will automatically extend for four (4) additional one (1) year periods. This decision will be made in the best interests of Plano ISD. Plano ISD has the option to extend this RFP at the end of the performance period for up to 120 days if determined to be in the best interest of the district to ensure availability of products and/or services.

Initial Contract Period: September 2023 - September 2024

Contract YR2: September 2024 - September 2025

Contract YR3: September 2025 - September 2026

Contract YR4: September 2026 - September 2027

Contract YR5: September 2027 - September 2028

Contact Information

Name Brandi Dahlquist

Address Plano Independent School District
2201 W. Spring Creek Parkway
Plano, TX 75023 USA

Phone (469) 752-0296

Fax

Email Brandi.Dahlquist@pisd.edu

Bid Attachments

File Name Description File Size

IRS Form W-9 (Rev. March 2024).pdf (please login to view this document) A new W-9 is necessary with this RFP. For a fillable form with complete instructions, visit https://www.irs.gov/pub/irs-pdf/fw9.pdf 31 KB 336630 5880716

Terms_and_Conditions 2025 (2).pdf (please login to view this document) Plano ISD Standard Terms and Conditions 2025 591 KB 336630 7132055

CIQ.pdf
CIQ 157 KB 336630 5363850

Sample ACORD Certificate of Insurance.pdf (please login to view this document) This is a sample only of a blank ACORD form. You will need to obtain a completed form with current coverages that satisfy the requirements noted for insurance in the Attribute section of this RFP. 612 KB 336630 6758076
Commodity Codes: NAICS 561920Convention and Trade Show Organizers

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Type	Request for Proposal
Status	Issued
Number	2023-033-S5 (Event Services & Related Products)
Issue Date & Time	1/9/2026 07:00:01 AM (CT)
Close Date & Time	6/2/2026 03:00:00 PM (CT)
Question Cut Off Date	5/26/2026 07:00:00 AM (CT)
Notes	THIS REQUEST FOR PROPOSALS IS TO ADD SUPPLEMENTAL VENDORS FOR THE NAMED SUPPLIES. PLANO ISD WILL UTILIZE ANY CONTRACTS AWARDED IN RESPONSE TO THIS REQUEST FOR PROPOSALS, AS THE FIRST CHOICE BEFORE CONTRACTS OF OTHER ENTITIES (i.e. interlocal and cooperative contracts). SUPPLIERS ARE ENCOURAGED TO SUBMIT A PROPOSAL TO BE PLACED ON PLANO ISD'S APPROVED VENDOR LIST. VENDORS THAT WERE AWARDED ON THE PREVIOUS PROPOSAL FOR RFP 2023-033; 2023-033-S1; 2023-033 -S2; 2023-033-S3; OR 2023-033-S4 ARE NOT TO RESPOND TO THIS SUPPLEMENTAL PROPOSAL. This supplemental RFP is to add additional vendors to the already awarded list. PLEASE NOTE! IN ORDER TO BECOME AN APPROVED VENDOR WITH PLANO ISD FOR ANY OF THE LISTED CATEGORIES, YOU MUST RESPOND TO THIS INVITATION WITH A PROPOSAL. IT IS NOT NECESSARY TO OFFER ALL CATEGORIES OF ITEMS LISTED, IT IS IMPORTANT TO RESPOND TO AT LEAST ONE WHICH MAY INCLUDE LINE ITEM 10 WITH A DESCRIPTION OF ITEMS OFFERED. ENTER YOUR DISCOUNT AMOUNT FOR THOSE THAT YOU OFFER, AND SELECT "NO BID" ONLY FOR THE LINES YOU DO NOT OFFER. SCOPE: The Plano Independent School District (Plano ISD) is seeking proposals for PURCHASE OR RENTAL of SUPPLIES AND SERVICES related to GRADUATION, ATHLETIC, CELEBRATORY & OTHER EVENTS, to include the following: Decorations (Arches, Balloons, Floral, Carpet, Centerpieces, Signage, Etc) Disc Jockeys/DJs or related services Event Security Staffing (Event Staff Supervisor, Ticket Taker/Gate Person, Usher, Parking Attendant, Unarmed Security Guard, Etc) Event Planning Party Equipment Rentals Photo Booths & Services Sound & Lighting Equipment & Services Tables, Chairs & Furniture Rental (may include Delivery, Setup & Pickup) Table Settings (Plates, Table- & Service- Ware, Linens, Etc) Tents or Other Temporary Covering Related Purchases & Rentals Not Otherwise Specified to fill the needs of the schools and various departments of PISD on an "As Needed" basis. This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements to procure vendors who provide goods and/or services purchased by Plano ISD using federal dollars. This proposal may be used with local, state, federal and grant funded programs. ESTIMATED ANNUAL EXPENDITURE: The estimated expenditure for this district-wide contract is approximately $250,000 annually. However, this estimate should not be construed to be a guarantee of either minimum or maximum since usage is dependent upon actual needs and available funding. This estimate may be exceeded by 25% annually. TERM: The initial term of this RFP is for one (1) year from date of award by Plano ISD Board of Trustees. This contract, upon the agreement of both the successful vendor(s) and the Plano ISD, will automatically extend for four (4) additional one (1) year periods. This decision will be made in the best interests of Plano ISD. Plano ISD has the option to extend this RFP at the end of the performance period for up to 120 days if determined to be in the best interest of the district to ensure availability of products and/or services. Initial Contract Period: September 2023 - September 2024 Contract YR2: September 2024 - September 2025 Contract YR3: September 2025 - September 2026 Contract YR4: September 2026 - September 2027 Contract YR5: September 2027 - September 2028

Name	Brandi Dahlquist
Address	Plano Independent School District 2201 W. Spring Creek Parkway Plano, TX 75023 USA
Phone	(469) 752-0296
Fax
Email	Brandi.Dahlquist@pisd.edu

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