HomeMy WebLinkAboutAddendum 1 - RFP - 10112 Event Rental Equipment Services On-CallAddendum # 1
RFP 10112
ADDENDUM NO. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP 10112: Event Rental Equipment Services On-Call
OPENING DATE: 3:00 PM (Our Clock) March 13, 2025
To all prospective bidders under the specifications and contract documents described above, the
following changes/additions are hereby made and detailed in the following sections of this
addendum:
Exhibit 1 – Pre-Proposal Meeting Attendance Roster and Presentation .pdf
Question – How many events do you anticipate annually and how many attendees do
you anticipate at each event?
A: Utilities Only - Projected 4-6 events per year that average 40-60 attendees.
Please contact Jake Rector, Senior Buyer at 970-221-6776 or jrector@fcgov.com with any
questions regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
Addendum # 1
RFP 10112
Exhibit 1
Pre-Proposal Meeting Attendance Roster and Presentation .pdf
March 4, 2025
10112 Event Rental Equipment Services On-Call
Jake Rector & Tara Muller
10112 Event Rental Equipment Services On-Call
-Introductions
Jake Rector –Senior Buyer
Tara Muller –Senior Communications Engagement Coordinator
-Please enter Name, Company and Email in Chat Line
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10112 Event Rental Equipment Services On-Call
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The City of Fort Collins is requesting proposals from qualified Service Provider to
provide event rental equipment and services. This agreement aims to ensure that
Service Providers deliver high-quality equipment, timely services, and support as
needed for the City's diverse event requirements.
The City of Fort Collins organizes numerous events annually, ranging from small
to large internal gatherings, community-wide festivals, staff events, and public
outreach initiatives. To ensure the success of these events, high-quality rental
equipment is required to create comfortable, safe, and aesthetically pleasing
environments.
10112 Event Rental Equipment Services On-Call
Equipment Needs:
-Tables
-Chairs
-Tents
-Linens
-Stage and Podiums
-Lighting and Sound Equipment
-Dance Floors
-Coat Racks
-Barriers
-Trash Receptacles
-Other <- Let us know what other services and equipment you offer
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10112 Event Rental Equipment Services On-Call
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Services Include, but Not Limited to:
-Delivery & Set Up
-Onsite Support
-Takedown and Removal
-Flexibility & Availability
-Additional Services <- What else do you offer?
10112 Event Rental Equipment Services On-Call
Agreement Details:
-1 year agreement with up to 4 additional 1 year renewals. Total of 5 years
-Desire to award to multiple service providers
-Work Order Services Agreement – No Work Order will exceed $60k for a single
event.
-Review Sample Agreement – Provide exceptions to the agreement for the
City’s consideration as part of proposal.
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10112 Event Rental Equipment Services On-Call
Cost and Work Hours:
In your response to this proposal, please provide the following:
Schedule of Rates: Provide a schedule of billing rates by category of
employee, job title, equipment and set up/teardown to be used during
the term of the Agreement. This fee schedule will be firm for at least one
(1) year from the date of the Agreement. The fee schedule will be used
as a basis for determining fees should additional services be necessary.
Include a per meeting rate in the event additional meetings are needed.
A fee schedule for subconsultants/subcontractors, if used, shall be
included.
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Evaluation Criteria
20% - Scope of Proposal
50% - Firm Capability/Experience/Assigned Personnel
10% - Sustainability/TBL Methodology
20% - Cost & Work Hours
10112 Event Rental Equipment Services On-Call
Colorado Open Records Act (CORA) C.R.S. §§24-72-200.1 et seq.
-Any proposals submitted hereunder are subject to public disclosure by
the City pursuant to CORA and City ordinances.
-Vendors may submit one (1) additional complete proposal clearly
marked “FOR PUBLIC VIEWING.”
-Such statement does not necessarily exempt such documentation
from public disclosure if awarded the project as all provisions of any
contract resulting from this request for proposal will be public
information.
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10112 Event Rental Equipment Services On-Call
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Questions?
Please send to Jake Rector at jrector@fcgov.com