Request for Tenting and Staging for Community Wide Special Events

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 Date General Overview of Services
Required
St. Patrick's Day March 13 - 14, 2027 * Use of equipment for a two-
Celebration day festival
100 Civic Plaza March 11 - 12, 2028 * 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
Summer Concert Series Select Thursdays * Bandshell to cover existing
4201 Central Parkway June 2027 - 3 Concerts outdoor Amphitheater
July 2027 - 4 Concerts Stage
August 2027- 1 Concert
June 2028 - 3 Concerts
Splatter 4201 Central Parkway September 11, 2027 * Use of equipment for a one-
day festival
September 12, 2028 * 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
Tree Lighting December 2, 2027 * Riser to hold up to 100
100 Civic Plaza performers
November 30, 2028 * Tent with lighting to cover
riser
* Folding Chairs
Park Openings as Dates TBD * Determined by the
Needed 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 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
STAGES
Description Location/Notes COST

20'x32'x3' stage w/ accompanying equipment Main Stage St. Pats $
20'x32'x24' stage w/ accompanying equipment Dance Stage St. Pats $
20'x20'x24' stage w/ accompanying equipment Pub Stage St. Pats $
20'x20'x6' stage w/ accompanying equipment Garden Stage Splatter $
20'x32'x36' stage w/ accompanying equipment Main Stage Splatter $
8'x28'x16' stage w/ accompanying equipment Performance Stage Tree Lighting $
4'x4'x2' stage w/ accompanying equipment TV 30 Stage/Riser Tree Lighting $
Lighting Packages for Stages Please list lighting options $
Fire Extinguisher Package Per Fire Code $
Delivery Fees $
TENTING
Description Location/Notes COST
10'x10'x8' Quick Top One Piece Green Rooms, Bike Valets, Sound Tech $
Festival tent 10'x20'x8' Vendor/sponsors $
Festival tent 20'x20'x10' Vendor/sponsors $
Festival tent 20'x40'x10' Shaded Seating Area $
Festival tent 40'x40'x10' Shaded Seating Area $
20'x20'x10 White Fastrack Bandshell Tent Outdoor Concert - Emerald Glen Amp $
30'x20'x10 White Fastrack Bandshell Tent Amphitheater/Main Stage St Pats $
Side Wall Package for 10'x10' Green Rooms/City Booths $
Side Wall Package for 10'x20' Performance area/sponsor tents $
Half Wall Package for 10'x10' For Sponsor Tents $
Half Wall Package for 10'x20' For Sponsor Tents
Set of 4 Barrels 30 gallons Water Provided $
Set of 4 Barrels 55 gallons Water Provided $
Barrel covers for 30 gallon Water Provided $
Barrel covers for 55 gallon Water Provided $
Festival Flags (multiple color options) $
Fire Extinguisher Package Per Fire Code $
Delivery Fees $
FEE WORKSHEET CONTINUED
TABLES/CHAIRS
Description Location/Notes COST

Ivory Folding Chairs Cost per chair $
Table, 48" rounds Cost per Table $
Table, 60" rounds Cost per Table $
Table, 6'x30" banquet table Cost per Table $
Table, 8'x30" banquet table Cost per Table $
Table, 8'x18" narrow table Cost per Table $
Delivery Fees $
ATTACHMENTS
* Standard Contractor Services Agreement Template

EXHIBIT A
SCOPE OF SERVICES
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES