2026 Site Furnishing Rental Needs

GENERAL INFORMATION
The City of Eureka, Missouri is accepting sealed proposals for 2026 Site Furnishing Event Rental Needs at the Eureka Parks & Recreation Office, #1 Coffey Park Lane, Eureka, MO 63025 until 2:00 P.M., Tuesday, February 17, 2026 at which time they will be opened and read.  Bids must be in a sealed envelope marked “2026 Site Furnishing Rental Needs”.  The City reserves the right to reject any or all proposals, all pricing must be good through December 31, 2026.

INSURANCE
The Bidder shall respond to these specifications as an independent contractor and not as an employee of the City of Eureka.  The Bidder further agrees to furnish an original Certificate of Insurance to the City in the sum of Two Million Dollars ($2,000,000.00) designating the City as “Additional Insured” under its terms so as to indemnify the City from any liability the Bidder has agreed to hold the City harmless as set forth herein.  The endorsement from the insurance company also has to be included.  The Bidder must obtain and maintain, at its sole expense, insurance of the type and minimum amounts stated below.  This requirement of insurance does not limit the Bidder’s liability in any manner. This insurance coverage shall not be amended or canceled without prior written notification to and written approval from the City of Eureka.

Comprehensive General Liability Insurance
The Bidder shall carry public and property damage insurance which shall include bodily injury and accidental death to any person and subject at the minimum limits set forth below:

Public Liability       $1,000,000.00 per person          $2,000,000.00 per occurrence
Property Damage    $1,000,000.00 per person          $2,000,000.00 aggregate

Comprehensive Automobile Liability Insurance
The Bidder shall maintain Comprehensive Automobile Liability Insurance Coverage in the amounts not less than the minimum limits set forth below:

Bodily Injury, including Death        $1,000,000.00 per person
Property Damage                            $1,000,000.00 per occurrence

Owner’s Protective Insurance
The Bidder shall obtain and maintain an owner’s protective insurance policy with the City of Eureka named as an “Additionally Insured” with liability limits not less than the minimum limits set forth below:

Bodily Injury, including Death        $1,000,000.00 per person          $2,000,000.00 per occurrence
Property Damage                            $1,000,000.00 per occurrence    $2,000,000.00 aggregate

Listed below are site furnishing rental needs for the 2026 season of the Eureka Parks & Recreation Department. Event dates, times, locations and final actual needs could change.  Rental Company will be notified of any changes no less than one (1) week prior to the rental.  One may submit a bid for one or more of the items listed in this document.

Porta Potties:  Please include any delivery charges.  Drop off and pickup dates are listed for each event.   Some events require specific times and those are listed when necessary.

Easter Egg Hunt - Saturday, March 28, 2026 (rain date April 4, 2026) - Kircher Park

• One (1) - Standard, includes toilet paper and hand sanitizer
• One (1) - Handicapped (ADA), includes toilet paper and hand sanitizer
• One (1) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
  1. Delivery Friday, March 27, 2026 (or Friday, April 3, 2026)
  2. Removal Monday, March 30, 2026 (or Monday, April 6, 2026)

Big Truck Day and Safety Day - Saturday, April 25, 2026 - Eureka High School Parking Lot

• One (1) - Standard, includes toilet paper and hand sanitizer
• One (1) - Handicapped (ADA), includes toilet paper and hand sanitizer
• One (1) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
  1. Delivery Friday, April 24, 2026
  2. Removal Monday, April 27, 2026

Concert on Central - June 12, 2026 - South Central Avenue

• Four (4) - Standard, includes toilet paper and hand sanitizer
• Four (4) - Handicapped (ADA), includes toilet paper and hand sanitizer
• Four (4) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
  1. Delivery Thursday, June 11, 2026 or Friday, June 12, 2026 by 12:00 p.m.
  2. Removal Monday, June 15, 2026

Independence Day Celebration - Saturday, July 4, 2026 (rain date July 5, 2026) - Central Avenue Spur

• Six (6) - Standard, includes toilet paper and hand sanitizer
• Two (2) - Handicapped (ADA), includes toilet paper and hand sanitizer
• Two (2) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
  1. Delivery Friday, July 3, 2026 before 12:00 p.m.
  2. Removal Monday, July 6, 2026

Route 66 Movie Series – Friday, August 14, 2026 – Genesis Church Parking Lot

• One (1) - Standard, includes toilet paper and hand sanitizer
• One (1) - Handicapped (ADA), includes toilet paper and hand sanitizer
• One (1) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
• Delivery Thursday, August 13, 2026 or Friday, August 14, 2026 by 2:00 p.m.
• Removal Monday, August 17, 2026

Old Town Oktoberfest – October 11, 2026 - South Central Avenue

• Four (4) - Standard, includes toilet paper and hand sanitizer
• Four (4) - Handicapped (ADA), includes toilet paper and hand sanitizer
• Four (4) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
• Delivery and Removal fees
  1. Delivery: Friday, October 9, 2026
  2. Removal following Monday

Cops and Bobbers Fishing Derby – Date TBD – Hilltop Swimming Pool Parking Lot

• One (1) - Standard, includes toilet paper and hand sanitizer
• One (1) - Handicapped (ADA), includes toilet paper and hand sanitizer
• One (1) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
  1. Delivery TBD
  2. Removal TBD

Holiday Tree Lighting - November 21, 2026 - Central Avenue Spur

• Four (4) - Standard, includes toilet paper and hand sanitizer
• Two (2) - Handicapped (ADA), includes toilet paper and hand sanitizer
• Two (2) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
  1. Delivery Friday, November 20, 2026 by 12:00 p.m.
  2. Removal Monday, November 23, 2026

Eureka Soccer Park - Year-round:

• Two (2) - Standard, includes toilet paper and hand sanitizer
• Two (2) - Handicapped (ADA), includes toilet paper and hand sanitizer
• Three (3) - Handwashing stations
• Service Five (5) Owner owned units – 4 Standard, 1ADA
  1. Servicing - Twice weekly (Monday and Friday) March through November, biweekly (Mondays) December through February, including servicing of the five (5) customer owned porta potties

Eureka Days – September 25 - 27, 2026 - Location(s) provided before event

• Twenty (20) - Standard, includes toilet paper and hand sanitizer
• Nine (9) - Handicapped (ADA), includes toilet paper and hand sanitizer
• Nine (9) - Handwashing Stations, includes water, soap, hand sanitizer (if needed) and paper towels
• Supply extra supplies (toilet paper, paper towels) for Parks staff to refill as needed during the event.
• Delivery and Removal fees
  1. Delivery: Thursday, September 24, 2026
  2. Servicing: Saturday, September 26, 2026 and Sunday, September 27, 2026 finished no later than 10:00 a.m. each day
  3. Removal Monday, September 28, 2026

Light Towers:

• Eureka Days – September 25 - 27, 2026 - Location(s) provided before event
• Seven (7) - Vertical Mast Light Towers
• Delivery and Removal fees
• Delivery: Thursday, September 24, 2026
• Removal Monday, September 28, 2026

Tents:

• Eureka Days – September 25 - 27, 2026 - Location(s) provided before event
• One (1) – 20’ x 20’ Tent with 80 foot solid side walls and installation
• One (1) - 60’ x 100’ Tent with installation and light fixtures installed
• One (1) - 40’ x 40’ Tent with installation and light fixtures installed
• Installation company must notify Missouri 811
• Delivery and Removal fees
• Delivery and Installation: Monday or Tuesday, September 21 or 22, 2026
• Removal Monday, September 28, 2026

Boom Lift for Parade:

• Eureka Days – September 25 - 27, 2026 - Location(s) provided before event
• One (1) Boom Lift – 65’
• Delivery no later than 8:00am, Saturday, September 26, 2026, can be delivered day before

Bike Racks for Parade:

• Eureka Days – September 25 - 27, 2026 - Location(s) provided before event
• Five Hundred (500) – Bike Racks
• Assembly/Dismantle fees
• Delivery and Pick Up fees
• Delivery: Saturday, September 27, 2026 6:00 a.m. (complete installation no later than 9:00 a.m.)
• Removal: Saturday, September 27, 2026 12:30 p.m. - 2:00 p.m.

Golf Carts:

• Eureka Days – September 26 - 28, 2026 - Location(s) provided before event
• Three (3) - 4-Passenger Golf Carts with headlights and back seats that flip down to a bed
• One (1) - 6-passenger Golf Cart with headlights
• Delivery and Removal fees
• Delivery: Thursday, September 25, 2026
• Removal Monday, September 28, 2026

Utility/ATV Style Truck:

• Eureka Days – September 26 - 28, 2026 - Location(s) provided before event
• Two (2) - Utility/ATV style trucks for hauling with headlights
• Delivery and Removal fees
• Delivery: Thursday, September 25, 2026
• Removal Monday, September 28, 2026

Submittals Due
Submittals are due no later than 2:00 p.m. on Tuesday, February 17, 2026. Please submit sealed bids with submitting contractors name and “2026 Site Furnishing Rental Needs” to:

Ann Moore, Administrative Assistant
Eureka Parks and Recreation
1 Coffey Park Lane
Eureka, MO 63025

Direct Questions to:
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636-938-6775