Event Equipment Rental - Shining Stars

The School District of Greenville County (District) invites interested firms to submit a Bid to provide Event Equipment Rental - Shining Stars for Greenville County Schools in accordance with the specifications and terms and conditions of this solicitation. District staff will coordinate with awarded vendor after issuance of award.

Greenville County School District is seeking rental equipment and related services for the annual Shining Stars Teacher Recruitment Event. Services shall include advance planning and coordination, delivery, unloading, movement of equipment into the facility, complete setup, reasonable on-site layout adjustments, breakdown, and removal.

The event will be held on Saturday, March 13, 2027, at Southside High School, 6630 Frontage Road, Greenville, South Carolina 29605. The setup and break-down is intended to accommodate approximately 91 individual booths and approximately 100 banquet tables, 200 folding chairs, and assorted pipe and drapery supplies.

The awarded Bidder shall provide a designated, responsive point of contact who will collaborate with the District during the planning period leading up to the event.

• Participate in advance planning discussions regarding the booth layout, equipment placement, attendee traffic flow, safety, and effective use of rental materials.
• Review the preliminary layout supplied by the District and recommend practical adjustments that improve attendee access and efficient movement through the event space.
• Confirm the final layout, delivery and removal schedules, setup requirements, facility access procedures, and on-site contact information with the District before the event.
• Communicate promptly regarding any anticipated concern, limitation, substitution, delay, or potential additional cost.
• Provide any measurements, equipment specifications, or operational information reasonably needed by the District to finalize the event layout.

All equipment and supplies shall be delivered to Southside High School, 6630 Frontage Road, Greenville, South Carolina 29605, on Friday, March 12, 2027, beginning at 12:00 p.m. Setup shall be completed on Friday at a time coordinated with and approved by the District.

• Transfer all equipment from the delivery vehicle into the school and to the designated installation areas within the building.
• Uncrate, assemble, install, and place all equipment according to the District-approved layout.
• Provide a professional and courteous delivery and installation crew supervised by an authorized representative who can respond to District requests.
• Wipe clean all equipment and remove crates, packaging, trash, and installation debris from the facility.
• Leave the event space clean, orderly, safe, and fully ready for District use before departing.

Breakdown and removal shall begin on Saturday, March 13, 2027, at 1:00 p.m., unless otherwise directed in writing by the District.

Questions or comments regarding this solicitation document or the process shall be submitted through the Procurement Portal at https://procurement.opengov.com/portal/greenvillek12sc, no later than Friday, October 30, 2026, at 10:00 am.

An award resulting from this solicitation will be for one (1) year from the date of award with the option to extend for one (1) year annually, with a potential of three (3) years in total, if agreed to by GCS and the successful Bidders.

Offers and offer modifications shall be submitted in sealed envelopes or packages (unless submitted by electronic means). Offers will be publicly opened at the Procurement Department, 2 Space Dr., Taylors, SC 29687, or any location specified in the last Addendum, whichever is applicable.

The bid price shall be all-inclusive and shall cover every service, supply, and cost necessary to complete the Scope of Work. No hidden, undisclosed, or subsequently added charges will be accepted.