Special Events Equipment Rental

The City is soliciting bids from qualified and experienced vendors to provide rental, delivery, setup, maintenance (as applicable), teardown, and removal of special event equipment for various City-sponsored events, programs, ceremonies, festivals, and recreational activities.

NOTICE IS GIVEN that the City of Dania Beach, Florida (the "City" or "Owner") will be accepting sealed Bids for its "Special Events Equipment Rental, 26-032".

Contractor shall furnish the equipment and perform the related services described in the ITB and authorized by the City within the categories or line items awarded to Contractor. Services shall include all labor, supervision, transportation, delivery, unloading, installation, setup, testing, coordination, teardown, loading, pickup, removal, cleanup, and related activities necessary to complete each authorized assignment.

Equipment shall include the following:

• Tents and canopies: Frame tents ranging from 10 feet by 10 feet through 40 feet by 80 feet, with or without sidewalls, together with required flags, accessories, and covered 55-gallon water drums.
• Lighting: String lighting; decorative tent lighting, including chandeliers, LED fan lights, globe bulb lights, uplights, and light columns; specialty event lighting; and LED dome lights.
• Flooring and carpeting: Wood, plastic, turf, and Terraplas flooring systems; tent carpeting; and flooring accessories and transition materials.
• Tables: Rectangular, round, and cocktail tables in the dimensions and configurations specified in the Contract Documents.
• Linens: Linens properly sized for the ordered rectangular, round, and cocktail tables.
• Chairs: Folding, stacking, padded, and Chiavari chairs in the materials and configurations specified in the Contract Documents.
• Cooling and heating equipment: Five-ton portable air-conditioning units, hanging fans, standing fans, and portable propane mushroom heaters.
• Additional event equipment: Portable bars; pipe-and-drape systems; red carpet; portable risers and stages; decorative fencing and tent enclosure panels; white picket fencing; hedge walls; and picnic tables.
• Cooking and warming equipment: Single-deck and double-deck ovens, four-burner stoves, and food-warming cabinets meeting the specified dimensions, capacities, and model requirements or approved equivalencies.

Bids will be accepted on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl until **Monday, November 30, 2026, at 10:00 am**. Bids received after this time will be rejected.

Bids must be submitted electronically on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl, the City's designated electronic bidding system.

All bid prices shall be guaranteed firm for a minimum of one hundred twenty (120) calendar days after the submission of the bid. No bidder may withdraw a bid within ninety (90) calendar days after the bid opening date.

Bids will be publicly opened and read aloud immediately after the submission deadline on the Bid due date referenced above using Microsoft Teams meeting software. Award of a contract will be made at a subsequent City Commission meeting.

The initial term shall continue for three years from the Effective Date. The City shall have the option to renew this Agreement for two additional terms of one year each.