District Wide Event Tent

Irmo Chapin Recreation Commission
Bid Invitation
Bid Title: District Wide Event Tent
Mailing/Posting Date: 9 / 23 / 2026.
Bids will be received: 10 / 8 / 2026 until: 2:00PM
Direct inquiries to:
Bids should be mailed to: Or hand carried to:
Adam Bedard, Project Manager Administrative Office
Irmo Chapin Recreation Commission Irmo Chapin Recreation Commission
5605 Bush River Road 5605 Bush River Road
Columbia, SC 29212 Columbia, SC 29212
SUBMITTER INFORMATION
Vendor Name: __________________________________________________________
Street Address/PO Box: __________________________________________________________
City, State, Zip Code: __________________________________________________________
Federal I.D./SSN: __________________________________________________________
Contact Person: __________________________________________________________
E-mail Address: __________________________________________________________
Telephone Number: __________________________________________________________
Facsimile Number: __________________________________________________________
MUST BE SIGNED TO BE VALID
I understand that Irmo Chapin Recreation Commission (ICRC) reserves the right to reject any and all
proposals, the right in its sole discretion to accept the proposal it considers more favorable to ICRC's
interest, and the right to waive minor irregularities in the procedures. ICRC further reserves the right to
reject all proposals and seek new proposals when such procedure is reasonably in the best interest of ICRC.
ICRC also reserves the right to award portions of this bid to separate vendors. I also certify that this
proposal is made in all respects fair and without collusion or fraud. I agree to abide by all conditions of this
proposal and certify that I am authorized to sign this proposal.
Authorized Signature: __________________________________________________________
Name (typed or printed):__________________________________________________________
Title: __________________________________________________________
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
SUBMISSION REQUIREMENTS
1. PROPOSAL MUST BE RECEIVED AT: Administration Office - 5605 Bush River Road
Columbia SC. 29212, NO LATER THAN 2:00PM ON 10 / 08 / 2026 ATTENTIONED TO
ADAM BEDARD
2. SUBMITTER INFORMATION AND SIGNATURE PAGE (Pg 1), SUBMISSION REQUIREMENTS
(Pg 2 & 3 &4 &5 & 6 & 7)
3. QUESTIONS
All questions regarding this bid must be submitted in writing and faxed or emailed to Adam Bedard
at (803)213-2044 or abedard@icrc.net. Reponses to questions will be distributed to all firms, which
have received an original bid from Irmo Chapin Recreation Commission.
4. INFORMATION AND INSTRUCTIONS
All bid sheets and this form must be submitted in a sealed envelope. The face of the envelope shall
contain the bid title (District Wide Event Tent), and the date and time of bid opening. Bids not
submitted on this bid form will be subject to rejection. The Commission assumes no responsibility
for unmarked or improperly marked envelopes. Bids, amendments or withdrawal requests must be
received by the time advertised for bid opening. It is the vendor's sole responsibility to ensure that
bid documents are received by the time and date indicated in the solicitation notice. All prices and
notations shall be printed in ink or typewritten. Errors shall be crossed out and corrections entered
and initialed by the person signing the bid. No bid shall be altered or amended after the specified
time for opening. By submission of a bid, the vendor shall guarantee that all goods and services
shall meet the requirements of the solicitation.
.
1.0 Scope of Work:
The intent of this bid is to furnish a complete 40' x 120' sectional tent system suitable for event
and temporary-use applications. The system shall provide an unobstructed interior layout, a white
sectional tent top, optional sidewall configurations, and an integrated storage/transport solution for
the tent components.
2.0 Definitions:
2.1 ICRC - Irmo Chapin Recreation Commission
2.2 Contractor - General Contractor who has been awarded this bid.
2.3 Turn Key - Complete product or service that is ready for immediate use:
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
3.1 SUMMARY
BID PACKAGE
40' x 120' Modular Sectional Tent System
1. Project Description
The intent of this bid is to furnish a complete modular 40' x 120' sectional tent system
capable of being configured into multiple tent sizes to accommodate varying event
requirements.
The tent system should be designed so that the owner can utilize the same sectional
components to create the following configurations:
* 40' x 40'
* 40' x 60'
* 40' x 80'
* 40' x 100'
* 40' x 120'
The system should be fully modular, allowing sections to be added or removed without
requiring the purchase of separate complete tent systems.
The successful bidder shall provide all tent tops, structural components, poles, connectors,
hardware, sidewalls, and storage/transport equipment necessary to support the various
configurations identified above.
2. Sectional Design
The tent shall be designed as a sectional system, with each section capable of being
independently added to or removed from the overall tent configuration.
The bidder shall clearly identify:
* Standard sectional length.
* Number of sections required for each configuration.
* How sections connect to one another.
* Components shared between configurations.
* Components required specifically for end sections.
* Any additional hardware required when changing configurations.
3

IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
* Whether all configurations can utilize the same poles and structural components.
* Whether sidewalls can be configured independently for each tent size.
* Maximum and minimum recommended configurations.
The proposed system shall allow the owner to transition between the specified
configurations using the same modular inventory.
3. Tent Top Requirements
The tent top system shall consist of modular white sectional tent tops that can be configured
to create each of the required tent sizes.
The tent top shall:
* Be white.
* Be waterproof.
* Be resistant to mold and mildew.
* Be suitable for repeated installation and removal.
* Be constructed from durable, commercial-grade tent material.
* Utilize interchangeable sections where practical.
* Include all necessary connectors, straps, buckles, tensioning components, and
hardware.
* Maintain a professional appearance in all specified configurations.
The bidder shall provide a section-by-section configuration diagram showing how the tent
top is assembled for each of the five required sizes.
4. Unobstructed View Layout
Each configuration should provide an unobstructed-view interior layout to maximize usable
floor space.
The bidder shall identify the structural arrangement for each configuration and provide
drawings showing:
* Interior pole locations.
* Perimeter pole locations.
* Clear interior areas.
* Any interior supports or obstructions.
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
* Clear-span dimensions, where applicable.
The bidder shall specifically identify whether the unobstructed-view requirement is
maintained across all five configurations.
5. Sidewall Requirements
Sidewalls should be modular and compatible with all five tent configurations.
The owner shall be able to install sidewalls on some or all sides of the tent depending on the
event requirements.
Provide both:
A. Solid Sidewalls
* White.
* Waterproof/weather resistant.
* Mold and mildew resistant.
* Modular/interchangeable.
* Compatible with all specified tent configurations.
B. Cathedral Sidewalls
* White.
* Compatible with the 7-foot eave height.
* Modular/interchangeable.
* Compatible with all specified tent configurations.
* Capable of being installed independently on selected sides.
The bidder shall explain how sidewall quantities change for each tent configuration and
provide pricing accordingly.
6. Eave Height
All five configurations should maintain a nominal 7-foot eave height.
The bidder shall identify the actual installed eave height and any available adjustment range.
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
7. Aluminum Structural Poles
The complete system shall utilize aluminum poles.
The pole system shall be modular and reusable across all five configurations to the
maximum extent possible.
The bidder shall provide:
* Pole specifications.
* Pole quantities.
* Pole lengths.
* Connection hardware.
* Base plates/feet.
* Required staking, anchoring, or ballast.
* Structural/load information.
* A pole layout for each configuration.
The bidder shall specifically identify which poles and structural components are common to
all configurations, and which components are configuration-specific.
8. Storage and Transport Carts
The system shall include sufficient carts for organized storage and transportation of the
modular tent system.
Carts shall accommodate, as applicable:
* Aluminum poles.
* Tent top sections.
* Solid sidewalls.
* Cathedral sidewalls.
* Connectors and hardware.
* Other associated tent components.
Because the system is modular, the bidder shall explain how components are organized and
stored when the tent is configured at less than the maximum 40' x 120' size.
The storage solution should allow unused sections to remain organized and protected while
a smaller configuration is in use.
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
9. Complete System Requirement
The bid shall be based on providing a single, fully integrated modular tent system capable of
serving all five required configurations.
The owner is not seeking five separate tent systems. The intent is to purchase one 40' x 120'
maximum-capacity sectional system that can be reconfigured into smaller footprints in 20-
foot increments.
The bidder shall ensure that all components required to safely and properly assemble each
configuration are included in the proposed system.
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
END OF SECTION
.
4.0 Indemnification
4.1 Hold Harmless and Indemnification - The contractor shall protect, save, and keep the ICRC
forever harmless and indemnified from any damages (including fines or penalties) arising as a
result of accidents, injuries, or other occurrences, caused by the negligence or willful conduct
of the contractor, its employees, or subcontractors on the Property to conduct the demolition
activities contemplated herein, regardless of who the injured party may be. Notwithstanding the
foregoing, ICRC shall not be responsible for that proportionate share of the damages arising
from the negligent or willful conduct of the contractor, its employees, or sub-contractors.
4.2 Environmental Indemnification and Hold Harmless - The contractor shall indemnify and
hold the ICRC harmless from any and all claims, demands, judgments, orders, or damages
resulting from hazardous substances discharged onto the Property by the contractor, its
employees, or sub-contractors in connection with the resurfacing or repair activities
contemplated herein. The term "hazardous substances," as used herein, shall mean any
substance heretofore or hereafter designated as hazardous under the Resource Conservation
and Recovery Act, 42 U.S.C. Sec. 6901 et seq.; the Federal Water Pollution Control Act, 33
U.S.C. Sec. 1257 et seq.; the Clean Air Act, 42 U.S.C. Sec. 2001 et seq.; the Comprehensive
Environmental Response Compensation and Liability Act of 2080, 42 U.S.C. Sec. 9601 et
seq.; or the Hazardous Waste Cleanup-Model Toxics Control Act, RCW 70.105D, all as
amended and subject to all regulations promulgated there under.
5.15.00 TERMINATION
5.15.01 For Cause: In the event of material breach by contractor, ICRC shall be given written notice specifying
the material breach. The County would regard any deviation from the requirements of the contract that was
neither trivial nor innocent as being material. Such deviations are evaluated on an instance-by-instance basis
but any deviation which impairs the utilization or value of the property to ICRC would be regarded by the
Commission as a material breach. Upon receipt of such notice, if contractor has not begun correction of the
material breach within two (2) days or has not substantially corrected the material breach within ten (10) days
of receipt of written notice, ICRC shall have the right to terminate unilaterally and immediately services
hereunder without further notice. County of Lexington reserves the right to purchase any and all services or
other items thereafter in the open market, charging the contractor with any additional costs. Should such
charge be assessed, no subsequent proposals or proposals of the defaulting contractor will be considered
until the assessed charge has been satisfied. Additionally, ICRC shall have a similar right of rescission in any
instance where contractor provides or seeks to provide any services for a price higher than that specified
herein, without regard to cause, including governmental regulatory intervention and insistence. In the event of
rescission, revocation or termination, all documents and other materials in the possession of ICRC or
scheduled for delivery to the Commission relating to performance hereunder shall become the property of
ICRC. ICRC's failure to exercise their rights to terminate under this provision shall not be construed as a
waiver of their rights to terminate, rescind or revoke the services herein in the event of any subsequent breach.
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
Bid Submittal Requirements
I. Provide copy of all warranties associated with your product.
II. Provide time frame for receiving the product.
III. Supply detailed pricing information.
Bid Submittal Document
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IRMO CHAPIN RECREATION BID Date:
COMMISSION (ICRC) Contact: Adam Bedard
Project Manager
Email: abedard @icrc.net
Administration Office
Phone: (803)213-2044
5605 Bush River Road
Columbia, SC 29212
All bid components are required to be filled in for bid to be eligible for consideration
Bid Components Unit Price
Cost of complete modular 40' x 120' sectional tent system $______________
Comments / Proposed Addendum
__________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Company Name: ______________________________________________________________
Address: __________________________________________ Ph. _______________________
Company Representative: ___________________________ Title:____________________
Signature: _____________________________________ Date:________________________
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