Project Information

Bid Title

Request for Tenting and Staging for Community Wide Special Events

Issuing Agency

City of Dublin

Location

California

Published Date

May 7, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Title:	Request for Tenting and Staging for Community Wide Special Events
Category:	Parks and Community Services
Status:	Open

Description: Overview This Request for Proposals is for rental, delivery, set-up and tear-down of event-related rental furnishings, such as tenting and staging. Please submit a proposal that includes all associated costs that meet and/or exceeds the following proposal specifications for rental equipment for City of Dublin Special Events. Project Description Vendor will provide rental, delivery, set-up, and teardown of event related rental furnishing, such as furniture, tenting and staging for the following City of Dublin events and festivals for Fiscal Years 2026-28: General requirements and services for all City of Dublin events and festivals: Event dates and times are subject to change at sole discretion of City. Confirm all event logistics with City staff one month prior to the event dates. Assist City staff in identifying all event needs. Ensure all tenting and other equipment meets City and Alameda County Fire Department requirements for ingress, egress, fire suppression, total occupancy, etc. Provide staff to be onsite during inspections by City staff and Alameda County Fire. This RFP does not confirm the City’s exact needs as event details and layout may change. Exact orders and equipment need’s will be confirmed 10 days prior to each event. Provide on-site event supervisor during event set-up. The supervisor will remain on-site until City staff approves equipment setup and placement. Scope of Work Vendor will provide rental, delivery, set-up, and teardown of event related rental furnishing, such as furniture, tenting and staging for the following City of Dublin events and festivals for Fiscal Years 2026-28: General requirements and services for all City of Dublin events and festivals: Event dates and times are subject to change at sole discretion of City. Confirm all event logistics with City staff one month prior to the event dates. Assist City staff in identifying all event needs. Ensure all tenting and other equipment meets City and Alameda County Fire Department requirements for ingress, egress, fire suppression, total occupancy, etc. Provide staff to be onsite during inspections by City staff and Alameda County Fire. This RFP does not confirm the City’s exact needs as event details and layout may change. Exact orders and equipment need’s will be confirmed 10 days prior to each event. Provide on-site event supervisor during event set-up. The supervisor will remain on-site until City staff approves equipment setup and placement. Publication Date/Time: 5/6/2026 12:00 AM Closing Date/Time: 6/4/2026 4:00 PM Contact Person: Ivan San Pedro | ivan.sanpedro@dublin.ca.gov Related Documents: RFP - Tenting 2026-28

Attachment Preview

REQUEST FOR PROPOSALS

TENTING AND STAGING

COMMNITY WIDE SPECIAL EVENTS

City of Dublin

Proposals must be received by: June 4, 2026

Ivan San Pedro, Recreation Supervisor

100 Civic Plaza

City of Dublin, CA 94568

Request for Proposal

For

Parks and Community Services

Overview

This Request for Proposals is for rental, delivery, set-up and tear-down of event-related rental furnishings,

such as tenting and staging. Please submit a proposal that includes all associated costs that meet and/or

exceeds the following proposal specifications for rental equipment for City of Dublin Special Events.

Project Description

Bidding company will provide rental, delivery, set-up, and teardown of event related rental furnishing,

such as furniture, tenting and staging for the following City of Dublin events and festivals for Fiscal Years

2026-28:

General requirements and services for all City of Dublin events and festivals:

• Event dates and times are subject to change at sole discretion of City.

• Confirm all event logistics with City staff one month prior to the event dates.

• Assist City staff in identifying all event needs.

• Ensure all tenting and other equipment meets City and Alameda County Fire Department

requirements for ingress, egress, fire suppression, total occupancy, etc.

• Provide staff to be onsite during inspections by City staff and Alameda County Fire.

• This RFP does not confirm the City’s exact needs as event details and layout may change. Exact

orders and equipment need’s will be confirmed 10 days prior to each event.

• Provide on-site event supervisor during event set-up. The supervisor will remain on-site until City

staff approves equipment setup and placement.

Scope of Work

Vendor will provide rental, delivery, set-up, and teardown of event related rental furnishing, such as

furniture, tenting and staging for the following City of Dublin events and festivals for Fiscal Years 2026-28:

General requirements and services for all City of Dublin events and festivals:

• Event dates and times are subject to change at sole discretion of City.

• Confirm all event logistics with City staff one month prior to the event dates.

• Assist City staff in identifying all event needs.

• Ensure all tenting and other equipment meets City and Alameda County Fire Department

requirements for ingress, egress, fire suppression, total occupancy, etc.

• Provide staff to be onsite during inspections by City staff and Alameda County Fire.

• This RFP does not confirm the City’s exact needs as event details and layout may change. Exact

orders and equipment need’s will be confirmed 10 days prior to each event.

• Provide on-site event supervisor during event set-up. The supervisor will remain on-site until City

staff approves equipment setup and placement.

SCHEDULE OF EVENTS AND GENERAL DESCRIPTION

Event

St. Patrick’s Day

Celebration

100 Civic Plaza

Summer Concert Series

4201 Central Parkway

Splatter 4201 Central Parkway

Tree Lighting

100 Civic Plaza

Park Openings as

Needed

Date

March 13 – 14, 2027

March 11 – 12, 2028

Select Thursdays

June 2027 – 3 Concerts

July 2027 – 4 Concerts

August 2027– 1 Concert

June 2028 – 3 Concerts

September 11, 2027

September 12, 2028

December 2, 2027

November 30, 2028

Dates TBD

General Overview of Services

Required

• Use of equipment for a two-

day festival

• Expect load-in to span over

two select days as specified

by City Staff

• Three stages for

entertainment

• 20 Festival Tents (10x10)

and (10x20)

• 10 Quick Tops 10x10

• Tables and Chairs

• Bandshell to cover existing

outdoor Amphitheater

Stage

• Use of equipment for a one-

day festival

• Expect load-in to span over

two select days as specified

by City Staff

• Three stages for

entertainment

• 20 Festival Tents (10x10)

and (10x20)

• 10 Quick Tops 10x10

• Tables and Folding Chairs

• Riser to hold up to 100

performers

• Tent with lighting to cover

riser

• Folding Chairs

• Determined by the

nature of the event but

anticipated needs

include:

• Staging

• Festival Tenting

• Folding Chairs

Selection Process

After reviewing the proposals, the City may conduct interviews with qualified businesses. If the City

chooses to conduct interviews, it will notify selected contractors after the proposal submittal date to

arrange an interview time. Determination of the best quote(s) shall be based upon, but not limited to, the

following:

• Cost;

• Ability, capacity and skill of the contractor to deliver all requested rental equipment promptly, or

at the time specified;

• Reputation and experience of the contractor;

• Previous experience of the contractor with the City;

• Previous and existing compliance by the contractor with laws and ordinances;

• The quality, availability, and adaptability of supplies

Schedule for RFP Process

May 7, 2026

June 4, 2026

June 9, 2026

June 11, 2026

Request for Proposals mailed to consultants.

Proposals are due no later than 4:00 PM on June 4 at the offices of the

City of Dublin, Parks and Community Services Department, 100 Civic

Plaza, Dublin, CA 94568. Late submittals will not be accepted.

Interviews (as deemed necessary)

Selection

July 21, 2026

August 1, 2026

City Council Consideration/Approval of Agreement (if required)

Agreement Begins

(Tentative dates, subject to change)

Proposal Submission Directions and Requirements

• All submissions must be submitted electronically to ivan.sanpedro@dublin.ca.gov. It is the

responsibility of the submitting vendor to verify the proposal was received.

• Submission must include a completed signature page with a point of contact that is qualified to

submit on behalf of the contacts company.

• Submission must include a complete fee worksheet. If the specific item is not available, please list

NA in the cost column.

Standard Consulting Agreement

It is anticipated that the services covered by the Agreement resulting from this solicitation will be

performed on a time and materials fee basis for a specified scope of work. The term of the agreement will

begin August 1, 2026.

A sample of the City’s Standard Consulting Agreement (Agreement), including insurance requirements, is

provided as Attachment A.

If the interested firm desires to take exception to the Agreement and/or insurance requirements, the

interested firm shall clearly identify proposed changes to the Agreement and furnish the reason for these

changes, which shall be included in the qualification. Exceptions will be taken into consideration in

evaluating Proposals. Otherwise, the interested firm is to state in the proposal that the Agreement and

insurance requirements are acceptable.

Consideration for exceptions will not be considered if not included in the submitted proposal.

Conflict of Interest

Proposer agrees that, for the term of this contract, no member, officer or employee of the City of Dublin,

or of a public body within Alameda County or member or delegate to the Congress of the United States,

during his/her tenure or for one year thereafter, shall have any direct interest in the contracts or any

direct or material benefit arising therefrom.

Proposers must provide a list of any potential conflicts of interest in working for the City of Dublin. This

must include, but is not limited to, a list of your firm’s clients who are the following: Private clients located

or operating within the City of Dublin limits, Dublin San Ramon Service District, US Army Camp Parks

and/or the County of Alameda, and a brief description of work for these clients. Proposers must also

identify any other clients (including public entities), that may pose a potential conflict of interest, as well

as a brief description of work you provide to these clients.

This list must include all potential conflicts of interest within the year prior to the release of this RFQ as

well as current and future commitments to other projects.

Principals and those performing work for City of Dublin may be required to submit a California Fair Political

Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial

conflicts of interest. For additional information, proposers should refer to the FPPC website at

http://www.fppc.ca.gov/Form700.html.

Equal Employment Opportunity

Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry, physical

handicap, medical condition, or marital status either discriminate or permit discrimination against any

employee or applicant for employment in any manner prohibited by Federal, State or local laws. In the

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561920Convention and Trade Show Organizers

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