Event Rental Equipment and Support Services (Athletics & Campus-Wide Pool) - REBID

Raleigh, North Carolina
Request for Proposals (RFP)
#63-KGS1147280R1 - Event Rental Equipment and Support Services
(Athletics & Campus-Wide Pool) - REBID
For internal administrative processing, including tabulation of proposals for posting to Bonfire
and the State of North Carolina Electronic Vendor Portal (eVP) , please provide your company's
Federal Employer Identification Number or alternate identification number (e.g. Social Security
Number). We HIGHLY recommend you register in order to see bid tabulations and award
results. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the
public. This page will be removed and shredded, or otherwise kept confidential, before the
procurement file is available for public inspection.
THIS PAGE IS TO BE COMPLETED AND INCLUDED WITH
YOUR PROPOSAL. FAILURE TO DO SO MAY SUBJECT
YOUR PROPOSAL TO REJECTION.
Federal ID
Number or Social
Security Number:
SUPPLIER NAME:
DATE:

GENERAL INFORMATION ON SUBMITTING PROPOSALS
1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All
responses shall be controlled by such terms and conditions and the submission of other terms
and conditions, price lists, catalogs, and/or other documents as part of an offeror's response
will be waived and have no effect either on this Request for Proposals or on any contract that
may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions
set forth in the above paragraph by signature to the proposal.
2. PROPOSAL SUBMITTAL : NC State University uses a third-party eProcurement strategic
sourcing provider, Bonfire, for accepting and evaluating proposals digitally. All proposals must
be received by the issuing agency not later than the date and time listed on the cover sheet of
this proposal. Proposals shall be uploaded to:
https://ncsu.bonfirehub.com/opportunities/239275
Request for Proposals (RFP) documents are advertised on the State of North Carolina
Electronic Vendor Portal System ( eVP ) and Bonfire . An addendum to this RFP may be issued.
If required, any subsequent addenda must be signed and submitted with the proposal upload.
It is the vendor's responsibility to verify that all applicable addenda are submitted as
required.
For support or technical questions related to your submission, please contact Bonfire at
support.bonfire@eunasolutions.com or visit their help forum at
https://vendorsupport.gobonfire.com/hc/en-us
3. BONFIRE REQUESTED DOCUMENTATION & INFORMATION: Elaborate proposals in the
form of brochures or other presentations beyond that necessary to present a complete and
effective proposal are not desired. In an effort to support the sustainability efforts of the State
of North Carolina we are receiving proposals via electronic submission.
Please note the type and number of files allowed. The maximum upload file size is 1000 MB.
Uploading large documents may take significant time, depending on the size of the file(s) and
your Internet connection speed. Please do not embed any documents within your uploaded
files, as they will not be accessible or evaluated. Minimum system requirements: Microsoft
Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must
be enabled.
Name File Type # of Files Requirement
Completed NC State University RFP PDF Multiple Required
Document
Supplier Narrative Technical Proposal PDF Multiple Required
Operational & Technical Capability Excel 1 Required
Questions (Q-28JM)
Section 7.2 Table 1 - Football Season BidTable: Excel 1 Required
Scenario, BT-69GM (.xlsx)
Section 7.2 Table 2 - General Campus BidTable: Excel 1 Required
Scenario, BT-59NY (.xlsx)
Section 7.2 Table 3 - Hourly Rates BidTable: Excel 1 Required
and Logistic Fees, BT-45OS (.xlsx)
Section 7 Supplier Catalog(s) Excel (.xlsx) 1 or Required
Multiple
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Name File Type # of Files Requirement
Certificate of Insurance (ACORD) PDF Multiple Required
All documents required to complete your submission must be downloaded from the supporting
documentation and/or requested information sections of Bonfire. You will receive an email
confirmation receipt with a unique confirmation number once you finalize your submission.
Each item of Requested Information will only be visible to NC State University after the
Closing Time.
4. ORAL PRESENTATIONS: During the evaluation and at their option, the evaluators may
request oral presentations from any or all offerors for the purpose of clarification or to amplify
the materials presented in any part of the proposal. However, offerors are cautioned that the
evaluators are not required to request clarification; therefore, all proposals should be
complete and reflect the most favorable terms available from the offeror.
5. PROPOSAL EVALUATION: Proposals will be evaluated as outlined herein. The award of a
contract to one offeror does not mean that the other proposals lacked merit, but that, all
factors considered, the selected proposal was deemed to provide the best value to the
University, and/or the State.
6. COMMENCEMENT OF SERVICES: After proposals are evaluated, and an offer is made,
accepted and approved by appropriate authorities, the University will issue a purchase order,
a contract or a letter of agreement as an indicator to commence services.
7. REQUEST FOR OFFERS: Offerors are cautioned that this is a request for offers, not a
request to contract and the University/State reserves the unqualified right to reject any and all
offers when such rejection is deemed to be in the best interest of the University or State.
8. ORAL EXPLANATIONS: The University shall not be bound by oral explanations or
instructions given at any time during the competitive process or after award.
9. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP
will be evaluated; reference to information previously submitted shall not be evaluated.
10. COST FOR PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or
submitting offers are the offerors' sole responsibility; the University will not reimburse any
offeror for any costs incurred prior to award.
11. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be
accepted within a period of forty-five (45) days from the proposal opening. Although the
contract is expected to be awarded prior to that time, the 45-day period is requested to allow for
unforeseen delays.
12. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience
only and shall have no binding force or effect.
13. CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the offeror agrees not to
discuss or otherwise reveal the contents of the proposal to any source outside of the using or
issuing agency, government or private, until after the award of the contract. Offerors not in
compliance with this provision may be disqualified, at the option of the State, from contract
award. Only discussions authorized by the University are exempt from this provision.
14. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or
in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other
documentation submitted by the offerors shall become the property of the State when received.
15. OFFEROR'S REPRESENTATIVE: Each offeror shall submit with its proposal the name,
address, and telephone number of the person(s) with authority to bind the firm and answer
questions or provide clarification concerning the firm's proposal.
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16. PROPRIETARY INFORMATION: To the extent permitted by N.C.G.S. 132-1.3 trade secrets
which the Contractor does not wish disclosed other than to personnel involved in the evaluation
or contract administration will be kept confidential identified as follows: Each page shall be
identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal
which is to remain confidential shall also be so marked in boldface on the title page of that
section. Cost information is not confidential. In spite of what is labeled as confidential, the
determination as to whether or not it is shall be determined by North Carolina law.
17. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to N.C.G.S. 143-48 and
Executive Order #150, the University invites and encourages participation in this procurement
process by businesses owned by minorities, women, disabled, disabled business enterprises
and non-profit work centers for the blind and severely disabled.
18. PROTEST PROCEDURES: A party wanting to protest a contract award pursuant to this
solicitation must submit a written request to the Director of Purchasing, North Carolina State
University, Purchasing Department, Campus Box 7212, Raleigh, NC 27695-7212. This request
must be received in the University Purchasing Department within thirty (30) consecutive
calendar days from the date of the contract award, and must contain specific sound reasons
and any supporting documentation for the protest. NOTE: Contract award notices are sent only
to those actually awarded contracts, and not to every person or firm responding to this
solicitation. Offerors may call the purchaser listed on the first page of this document to obtain a
verbal status of contract award. All protests will be handled pursuant to the North Carolina
Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract,
Section 5B.1519.
19. CONTRACTOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Contractor
Link NC allows Contractors to electronically register free with the State to receive electronic
notification of current procurement opportunities for goods and services available on the
Electronic Vendor Portal System. Online registration and other purchasing information are
available on the web site: http://www.state.nc.us/pandc/ .
20. RECIPROCAL PREFERENCE: N.C.G.S. 143-59 establishes a reciprocal preference law to
discourage other states from applying in-state preferences against North Carolina's resident
offerors. The "Principal Place of Business" is defined as the principal place from which the
trade or business of the offeror is directed or managed.
21. ENTERPRISE-LEVEL IT SYSTEMS OR TECHNOLOGIES: The University is committed to
promote and integrate universal IT accessibility in the delivery of its resources and to develop
innovative solutions to accessibility challenges for students, faculty and staff. Contractors shall:
a. Assure all features, components and subsystems of the software or IT System
contained on this RFP fully comply with Section 508 of the Rehabilitation Act of 1973,
as amended (29 U.S.C.794d), ( http://www.section508.gov );
OR
Detail why any feature, component or sub-system contained in this RFP does not fully
comply with Section 508, and the way in which the proposed product is out of
compliance;
b. If the Voluntary Product Accessibility Templates (VPAT)
( https://www.itic.org/policy/accessibility/vpat) are used, they must include compliance
checklists for:
1. Technical Standards;
2. Function and Performance Criteria; and
3. Documentation and Support
c. The product offered in response to this RFP is subject to an accessibility
evaluation by the University.
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REQUEST FOR PROPOSAL (RFP)
RFP # 63-KGS1147280R1
TITLE: Event Rental Equipment and Support Services
(Athletics & Campus-Wide Pool) - REBID
USING DEPARTMENT: University-Wide and Athletics
ISSUE DATE: June 8, 2026
DUE DATE: 2:00 p.m., Monday, June 29, 2026
ISSUING AGENCY: NC State University
Procurement Services Department
Campus Box 7212
Raleigh, NC 27695
Proposals subject to the conditions made a part hereof will be accepted until 2:00 p.m.,
Monday, June 29, 2026 for furnishing services described herein.
Proposals must be submitted electronically at:
https://ncsu.bonfirehub.com/opportunities/239275
Upload scanned pages from this RFP document included with your proposal response where
indicated on the Bonfire website.
Direct all inquiries (via email) concerning this RFP to: Kristen Shelton, NCCM, CPPB
NC State University
Procurement Services
Department
Email: kgshelto@ncsu.edu
NOTE: Questions concerning the RFP requirements must be submitted in writing via email to
kgshelto@ncsu.edu , Subject Line: RFP #63-KGS1147280 - Questions , no later than 5:00 p.m on Thursday,
June 18, 2026 . Questions will be answered in the form of an addendum to this RFP. No other contact with
university representatives regarding this RFP is allowed during the proposal process. Attempts to obtain
information directly from university personnel, or by any other means, may subject your proposal response to
rejection. Please use the following template to submit your questions:
Reference Supplier Question
RFP Section, Page Number Supplier question ...?
Insert rows as needed
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Section 1: Introduction - Purpose and Background
1.1 Purpose
North Carolina State University ("NC State" or "University") is seeking to establish a convenience
contract with qualified suppliers ("Supplier(s)" or "Contractor") to provide event rental equipment
and related support services.
The University intends to:
Establish a pre-qualified pool of suppliers for use across campus
Support a wide range of University events and operational needs
Designate one (1) Primary Supplier for Football Operations
This contract will be used on an as-needed basis. No minimum or maximum volume of work is
guaranteed.
1.2 Background
NC State hosts a wide variety of events requiring equipment rental and support services, ranging
from small departmental functions to large, complex events.
A significant portion of this demand is driven by Athletics, particularly Football operations, which
require:
Reliable, time-sensitive service delivery
Coordination with multiple stakeholders
Capacity to support large-scale events
Football-related activities may include:
Home games at Carter-Finley Stadium
Practices, camps, and recruiting events
Game day fan engagement and media operations
In addition to Athletics, this contract will support University-wide needs, including:
Ceremonies and commencement events
Student and campus life programming
Academic and research activities
Public events and performances
While Football Operations represent a significant use case, this contract is intended to support a
broad range of University needs.
Historical spend data is provided for informational purposes only and does not guarantee future
volume. Over the FY2023-FY2026 period, Football Operations has averaged approximately
$76,600 annually in equipment rental expenditures. This represents roughly 40% of total Athletics
equipment rental activity, with the remaining approximately 60% supporting other University
events, Athletics programs, and operational needs.
1.3 Primary Supplier for Football Operations
The University intends to designate one (1) awarded supplier as the "Primary Supplier for
Football Operations."
This supplier will serve as the preferred provider for football-related services; however, this
designation is non-exclusive. The University reserves the right to utilize other awarded suppliers
based on availability, capacity, pricing, or specific event requirements.
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Additional suppliers will be awarded contracts to form a pre-qualified pool to support both
Athletics and broader University needs.
1.4 Pre-Qualified Supplier Pool
The University intends to award contracts to multiple suppliers capable of providing a broad
range of equipment rental and event support services, including but not limited to:
Tents, staging, and flooring
Seating, tables, and barricades
Lighting, generators, and power distribution
Other event-related equipment and services
These contracts will function as convenience contracts available for use by departments,
colleges, and administrative units across the University.
1.5 Objective
The objective of this solicitation is to identify experienced and qualified suppliers that can
provide:
Responsive and reliable service
Sufficient equipment inventory and staffing
Effective coordination in complex event environments
Suppliers should demonstrate the ability to support both large-scale, time-sensitive events and
routine University functions.
Section 2: Contract Period
The term of any resulting contract shall be for a period of one (1) years. Anticipated start date is
August 18, 2026; however, actual implementation and commencement of services may vary
based on operational requirements, event schedules, facility availability, and the timing of
contract execution. The University reserves the right to establish implementation schedules and
transition plans as necessary to support continuity of operations. All rates submitted shall remain
firm-fixed for the initial term. At the University's option, and under the same terms and conditions
contained herein, any resulting contract may be extended for four (4) additional one (1) year
periods, not to exceed a total of five (5) years.
Primary vs. Secondary Suppliers
Primary Supplier: Highest-scoring vendor for Football Operations.
Secondary Suppliers: Prequalified vendors for convenience orders or overflow.
University Use
All departments are expected to utilize this contract unless an exception is approved. No
minimum order or volume is guaranteed.
Cooperative Procurement / Participation
Participation in this cooperative procurement is strictly voluntary. With the Contractor's
authorization, the resulting contract may be extended to other public agencies, universities, and
community colleges at the contract prices and in accordance with the contract terms.
Participating entities will place their own orders and independently administer the contract,
including handling disputes, invoicing, and payments. NC State shall not be liable for any costs
or damages incurred by participating entities.
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Section 3: Scope of Work
3.1 General Scope
Suppliers shall provide all personnel, materials, equipment, supervision, transportation, and
services necessary to deliver, install, maintain, and remove rental equipment for University
events. Services may include, but are not limited to, the following typical requirements:
Planning assistance and site evaluation
On-site management and safety compliance
Coordination with University representatives and other event contractors
Timely delivery, installation, and removal of rental equipment
These represent the University's typical requirements; however, all services must be directly
related to event equipment rental and support.
All rental items must be clean, fully functional, and free from visible damage, excessive wear, or
safety defects, as determined by the University.
Items deemed unsuitable by the University must be replaced at no additional cost.
3.2 Event Types
Services under this contract may support a wide range of University events, including but not
limited to:
Athletic events, including Football operations
University ceremonies and official functions
Student and campus life events
Academic, research, and outreach activities
Special events, performances, and public gatherings
3.3 Categories of Rental Equipment and Services
Prequalified suppliers may be required to provide equipment and services including:
Tents & Structures: Frame tents, pole tents, clearspan structures, sidewalls, canopies,
and accessories
Staging & Flooring: Portable staging, risers, subflooring, dance floors, and
ADA-compliant ramps
Seating & Furniture: Folding chairs, bleachers, tables, linens, podiums
Power & Lighting: Generators, distribution panels, cabling, site lighting, AC/HVAC units
Barricades & Crowd Control: Fencing, stanchions, signage supports
Miscellaneous Support Equipment: Climate control units, misting fans, flooring, lighting, or other
event-related items
3.4 Locations
Services may occur at any NC State campus location, including indoor/outdoor spaces, green
areas, athletic venues, and student-life facilities (see Appendix A). Suppliers must be prepared
for small departmental setups or large outdoor events.
3.5 Service Requirements
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3.5.1 Delivery, Setup, and Logistics
Suppliers must coordinate all deliveries with University representatives. Key requirements:
Deliver, install, and remove equipment according to the standard schedule below, unless
otherwise agreed upon through mutual coordination.
Standard delivery/setup: 48 hours before event
Removal: no later than 48 hours after event
Urgent or Short-Term Notice Request: setup/removal (if requested): setup within
5 hours, teardown within 3 hours or mutually agreed-upon access time
Maintain equipment in safe and operational condition
Comply with all safety codes, University policies, and site requirements
Coordinate with University personnel and other contractors
Provide itemized quotes within two (2) to three (3) business days for standard requests,
one (1) day for urgent requests
Maintain insurance and safety certifications
Suppliers must promptly replace rejected items at no cost.
3.5.2 Performance Standards, Safety and Compliance
Suppliers must be:
Responsive to short-notice or high-priority requests
Flexible for schedule/weather/site changes
Professional of staff and adherence to University branding/safety
Transparent communication with University representatives
Suppliers must comply with all applicable local, state, and federal regulations and University
policies, including:
Fire, building, and electrical codes for temporary structures
Equipment maintenance and inspection standards
NC State Environmental Health & Public Safety requirements for on-campus installations
City of Raleigh special events, trade show, or indoor exhibit permitting requirements
Ability to provide Safety Data Sheets (SDS) and risk assessments for applicable
products and materials
A demonstrated safety record, including incident-free operations or corrective actions
from prior projects
Suppliers may be removed from the prequalified list based on ongoing performance, safety, or
compliance reviews.
3.6 Football Operations Scope
To support Athletics Football events, the Primary Supplier will manage all home football games
and related events, including:
Mobilization and full pre-season setup
Game-day standby personnel
Equipment delivery, setup, maintenance, and teardown
Coordination with Athletics staff and media requirements
3.6.1 Equipment & Services
Tents: 10'x10', 10'x20', 20'x20', sidewalls
Tables & Chairs: Folding and training tables, standard/padded chairs
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Power/AC: Generators, HVAC/AC units, cable ramp covers
Specialty: Flooring, French doors, lighting, stanchions, patio heaters
On-site technicians for standby support
Additional equipment or configurations will be mutually coordinated as needed between
Athletics staff and the primary supplier.
3.6.2 Timing & Coordination
Pre-season setup completed 2 weeks before first home game
Rapid response to schedule or weather changes (within 30 minutes)
Coordination with Athletics staff for adjustments during game days
The University may consider supplier proximity and demonstrated response capability
when evaluating proposals.
3.6.3 Safety & Compliance
Adherence to fire, electrical, and building codes
Staff must hold required safety certifications (OSHA, electrical, etc.)
Incident-free operations with documented corrective actions as needed
3.6.4 Pricing & Service Guarantees
Unit rates and turnkey, "All inclusive," pricing must be honored for all football-related
events
Pricing includes mobilization, monthly rentals, weekly maintenance, and game-day labor
Expedited services requested within established delivery windows must be provided at
standard contract rates
3.7 Ordering and Utilization
Each event requires an itemized quote, referencing the contract number, delivered prior
to execution
Pricing must comply with contract rates; any non-contract items require prior written
approval
No deposits or prepayments required unless pre-approved by the University
All permit fees must be invoiced separately; third-party invoices not accepted
Late fees or finance charges not permitted
For orders exceeding the State competitive bidding threshold, departments will conduct a
mini-competition among prequalified suppliers, except for Football Operations events
assigned to the Primary Supplier (see Section 3.6).
Section 4: Supplier Qualification/Experience Requirements
4.1 Experience and Capability
To be considered for prequalification, suppliers must introduce us to your organization and
demonstrate the following:
At least three (3) years of verifiable experience providing rental equipment and event
services of similar scope, preferably in higher education, athletics, or other large
public-venue environments.
Proven ability to manage high-volume, time-sensitive events, including setups under
compressed timelines in active operational environments (e.g., stadiums, arenas,
campus venues).
Capacity to maintain sufficient inventory, vehicles, tools, and personnel to fulfill multiple,
concurrent University requests.
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