Request for Electrical Services for Community Wide Special Events

REQUEST FOR PROPOSALS
FOR ELECTRICAL SERVICES FOR
COMMUNITY 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 Proposal is for rental, delivery, set-up, and tear-down of event
related electrical equipment. Please submit a proposal, using the included fee worksheet, which includes
all associated costs that meet and/or exceed the following specifications for electrical equipment
rentals for City of Dublin Special Events.
Scope of Work
Bidding company will provide rental, delivery, set-up, and teardown of electrical
equipment. Bidding company is expected to have multiple units of each generator to meet the needs of
the community events. The following is a schedule of the City of Dublin events and festivals for Fiscal
Years 2026-2028:
* 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 logistics with City staff one month prior to the event dates.
* Assist City staff in identifying all electrical needs.
* This agreement does not confirm the City's exact needs as event details and layout may change.
Exact orders and equipment needs will be confirmed 10 days prior to each event.
* Ensure all equipment meets City and Alameda County Fire Department requirements for
placement, fire suppression, etc.
* Provide on-site event supervisor during event set-up. The supervisor will remain on-site until
City staff approve of equipment placement and proper functionality.
* Provide an on-site equipment technician on the event date(s).
SCHEDULE OF EVENTS AND GENERAL DESCRIPTION
Event Date General Overview of Services
Required
St. Patrick's Day March 13 - 14, 2027 * Ability to power without
Celebration interruption:
100 Civic Plaza March 11 - 12, 2028 * Three stages of
entertainment

* 24-hour power to two
beverage bars,
ice trailer and food court for
two days
Splatter 4201 Central Parkway September 11, 2027 * Ability to power without
interruption:
September 12, 2028 * three stages of
entertainment
* 24-hour power
to one beverage bar,
ice trailer and food court
for one day
Tree Lighting December 2, 2027 * Ability to power:
100 Civic Plaza * One stage of entertainment
November 30, 2028 * Holiday light displays
Park Openings as Dates TBD * Needs dependent upon
Needed the event
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 Request for Proposals mailed to consultants.
June 4, 2026 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.
June 9, 2026 Interviews (as deemed necessary)

June 11, 2026 Selection
July 21, 2026 City Council Consideration/Approval of Agreement (if required)
August 1, 2026 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
event of Proposer non-compliance, the City of Dublin may cancel, terminate or suspend the Contract in
whole or in part. Proposer may also be declared ineligible for further contracts with the City of Dublin.
Proposer shall take affirmative action to ensure that applicants are employed, and that employees are
treated during their employment, without regard to their race, religion, color, sex, or national origin. Such
action shall include, but not be limited to the following: employment, upgrading, demotion or transfer;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Proposer and its sub-consultants shall
post in conspicuous places, available to all employees and applicants for employment, a notice setting
forth the following provisions [29 U.S.C. 623, 42 U.S.C. 2000, 42 U.S.C. 6102, 42 U.S.C. 12112, 42
U.S.C. 12132, 49 U.S.C. 5332, 29 CFR Part 1630, 41 CFR Parts 60 et seq.].
Governing Law
This RFP summarizes the applicable laws and governance; when in conflict applicable State/Federal
guidelines shall apply. The contract and legal relations between the parties hereto shall be governed and
construed in accordance with the laws of the State of California.
Insurance Requirements
The Contractor shall provide insurance coverage as follows in conformance with the City of Dublin's
requirements:
General Liability Insurance $1,000,000
Automobile Liability Insurance $1,000,000
Professional Liability Insurance $1,000,000
Workers' Compensation Insurance $1,000,000
References

Contractor must include three (3) references for which the company has provided services similar to those
described in this RFP. Reference information shall include: Name, Address, Contact, Title, Phone Number,
and Term of the Contract.
Review and Selection Process
The City reserves the right to make the selection based on its sole discretion. A subcommittee selected by
City Staff will evaluate proposals provided in response to this RFP. The subcommittee will use a forced
ranking process (please see Attachment B, Forced Ranking Rating Sheet, for further detail). Informal
interviews may be conducted by City staff, and may include more than one firm that has submitted a
Proposal.
Based on input from this review process, a recommendation will be made to the City Manager. The City
Manager will make a recommendation to the City Council for award of contract services.
The City reserves the right to award a contract to the firm(s) that the City feels best meets the
requirements of the RFP. The City reserves the right to reject any and all Proposals prior to execution of
the Agreement, with no penalty to the City.
Selection of Consultant
Submitted Proposals will be evaluated and scored using the following criteria:
* Qualifications and specific experience of key project team members.
* Quality and completeness of the proposal.
* Experience with engagement of similar scope and complexity.
* Satisfaction of previous clients.
* Cost of providing the consultant services for this project.

FEE WORKSHEET
ELECTRICAL ITEMS
GENERATORS/ELECTRICAL DISRIBUTION
Description Notes Cost per day
70 KW generator $
55 KW generator $
25 KW generator $
LED Light tower generator $
400-amp Distro Panel
Spider Box $
Spider Box Cables (100 ft) $
Extension Cord (50 ft) $
Cable Ramps $
One On - Site Technician Per hour $
Fuel cost (as needed, to be billed after Per gallon $
event)
Labor - Installation (if not included) $
Delivery per day, per truck $
ATTACHMENTS
* Standard Contractor Services Agreement Template

EXHIBIT A
SCOPE OF SERVICES
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES