RFI - EVENT EQUIPMENT RENTAL SERVICES

Location:	California
Posted:	Nov 7, 2025
Due:	Dec 2, 2025
Agency:	San Diego County
Type of Government:	State & Local
Category:	W - Lease or Rental of Equipment
Solicitation No:	BPM012870
Publication URL:	To access bid details, please log in.

RFx Name:	BPM012870
RFx Begin Date (UTC+0):	RFI - EVENT EQUIPMENT RENTAL SERVICES
RFx End Date (UTC+0):	1
Commodities:	1
RFx Status:	Accommodation furniture
Solicitation Code:	11/6/2025 5:00:00 PM
Lot #:	12/2/2025 5:00:00 PM
Round #:	24 d 08 h 41 min 34 s

RFx General Information

Code

BPM012870

RFx Name

RFI - EVENT EQUIPMENT RENTAL SERVICES

Lot #

Round #

RFx Begin Date

11/6/2025 5:00:00 PM

RFx End Date

12/2/2025 5:00:00 PM

Summary

The County requests information for a future solicitation for event equipment rental services.

HollyLam@sdcounty.ca.gov

Q&A Start Date (M/d/yyyy)

11/6/2025

5:15:00 PM

Q&A End Date (M/d/yyyy)

12/2/2025

5:00:00 PM

RFx Documents

Selected

Title	Type	Att.	Last Modification	Creation Date	Validity End Date
RFI - EVENT EQUIPMENT RENTAL SERVICES	RFx Commercial Documents (Approved)	rfi 12870 - Event Equipment Rental Services_BuyNet.pdf	11/6/2025 3:17:27 PM	11/6/2025 3:17:21 PM

1 Record(s)

Attachment Preview

REQUEST FOR INFORMATION (RFI) 12870

DEPARTMENT OF PURCHASING AND CONTRACTING

EVENT EQUIPMENT RENTAL SERVICES

ALLEN R. HUNSBERGER

DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367

FAX (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

November 6, 2025

REQUEST FOR INFORMATION (RFI) 12870

DEPARTMENT OF PURCHASING AND CONTRACTING

EVENT EQUIPMENT RENTAL SERVICES

The County of San Diego (the County) is issuing this Request for Information (RFI) to solicit input from all interested

parties regarding Event Equipment Rental Services. The goal of the RFI is to gather feedback and obtain information to

understand available solutions and market capabilities, as well as to clarify project requirements and potential costs before

issuing formal solicitation(s).

This RFI is issued solely for informational and planning purposes. This request for information does not commit the County

to issue formal solicitation(s) or award any contracts.

The County will not pay for any information or administrative costs incurred in response to this RFI. All costs associated

with responding to this RFI will be solely at the respondent’s expense. Not responding to this RFI does not preclude

participation in any future potential solicitations.

The County reserves the right to use all information provided in response to this RFI. Please note that all information

provided in response to this RFI may be subject to disclosure under the California Public Records Act.

RFI SUBMITTAL INFORMATION:

Parties interested in providing input to this RFI may submit written responses to the Questionnaire below.

RFI RESPONSES: (2 ways to respond)

Completed questionnaires are due no later than December 2, 2025, 5:00 PM, San Diego Time.

1. Submit electronically by uploading responses to the Questionnaire in either Word or PDF format directly in the BuyNet

system at: https://sdbuynet.sandiegocounty.gov/

2. Submit response via email to Holly.Lam@sdcounty.ca.gov.

Any questions regarding this RFI should be addressed to Holly Lam, Procurement Contracting Officer, via email to

Holly.Lam@sdcounty.ca.gov.

Please note: This Request for Information (RFI) is NOT a procurement action. This is intended for informational

purposes only.

Thank you for your interest in responding to this RFI. The County of San Diego looks forward to your organization’s

participation in this process.

REQUEST FOR INFORMATION (RFI) 12870

DEPARTMENT OF PURCHASING AND CONTRACTING

EVENT EQUIPMENT RENTAL SERVICES

QUESTIONNAIRE

1. What types of event supplies and equipment are generally available for rent?

2. Are detailed catalogs of event supplies and equipment available in print and online? If so, how often are the catalogs

updated?

3. What are the typical response times after requests and inquiries from the County, if made during:

a. Normal business hours (Monday-Friday, 8:00 am – 4:00 pm, San Diego Local time)

b. Non-business hours (Monday – Friday, outside of 8:00 am – 4:00 pm San Diego Local time)

c. Weekends (Saturday – Sunday)

d. Holidays1

4. What are the typical processing lead times after receipt of orders, if placed during:

a. Normal business hours (Monday-Friday, 8:00 am – 4:00 pm, San Diego Local time)

b. Non-business hours (Monday – Friday, outside of 8:00 am – 4:00 pm San Diego Local time)

c. Weekends (Saturday – Sunday)

d. Holidays

5. What are the typical timelines for delivery, setup, and pickup services, if requested to take place during:

a. Normal business hours (Monday-Friday, 8:00 am – 4:00 pm, San Diego Local time)

b. Non-business hours (Monday – Friday, outside of 8:00 am – 4:00 pm San Diego Local time)

c. Weekends (Saturday – Sunday)

d. Holidays

6. What types of costs are typically included or charged separately for the routine delivery of party and event rental

equipment? Specifically, do you charge additional fees for services such as labor, transportation, expedited requests,

setup and takedown, extended or out-of-area deliveries, multiple-site deliveries, as well as weekend or after-hours

deliveries and pickups?

7. What are typical peak times in your industry?

8. What is the process to ensure availability, timely delivery, and setup of event equipment during peak event times?

9. What are typical standard policies regarding item damage, losses, or cancellations?

10. What are typical standard charges for item damage, losses, or cancellations?

11. What is the process for obtaining fire permits and other required permits?

12. How are eco-friendly or sustainable rental options incorporated as part of the services offered?

13. Are there any additional services or packages offered that could enhance the County’s event planning?

14. Are there other considerations the County should take into account when seeking a supplier for these services?

1 There are 12 fixed holidays that the County observes each year.

New Year’s Day – January 1; Martin Luther King Day – Third Monday in January; President’s Day - Third Monday in February

Cesar Chavez Day - March 31; Memorial Day – Last Monday in May; Juneteenth - June 19; Independence Day – July 4; Labor Day - First Monday in September;

Veterans Day - November 11; Thanksgiving Day - Fourth Thursday in November; Day after Thanksgiving - Fourth Friday in November; Christmas Day – December 25

REQUEST FOR INFORMATION (RFI) 12870

DEPARTMENT OF PURCHASING AND CONTRACTING

EVENT EQUIPMENT RENTAL SERVICES

RESPONDENT INFORMATION

Organization:_________________________________________________________________________

Address:_____________________________________________________________________________

Contact Person: _______________________________________________________________________

Phone Number: _________________________________ Email ________________________________

BuyNet Supplier ID:_____________________________

Is your organization a small business?

☐ Yes ☐ No

Is your organization a social equity enterprise?

☐ Yes ☐ No

Is your organization a local business operating in the San Diego region? ☐ Yes ☐ No

If yes, what San Diego region does your organization cover? ☐ Countywide

☐ Central Region

☐ East Region

☐ North Central Region

☐ North Coastal Region

☐ South Region

Small Business: A qualifying Small Business must meet at least one of the following qualifications:

a. Certified by the State of California as a Small Business, Micro Business, or Small Business for the Purpose of Public Works*.

b. Meets the revenue and employee count criteria of a Small Business or Small Business for the Purpose of Public Works, as

applicable to the procurement, as defined by the State of California under the Procurement Division of the Department of

General Services*; or

c. Qualifies as a Veteran-Owned Business (VOB) or Disabled Veterans Business (DVB) in accordance with Board Policy B-39a

Veteran Owned Business (VOB) and Disabled Veterans Business (DVB) Program; or

d. Certified as a small business by a public agency whose certification is reciprocally recognized by the County of San Diego

Office of Economic Development and Government Affairs (EDGA); or

e. Registered as a non-profit organization by the State of California and whose budget and employee count is aligned with the

revenue and employee count criteria for a Small Business or Small Business for the Purpose of Public Works, as applicable to

the procurement, defined by the State of California under the Procurement Division of the Department of General Services*.

*See table below for eligibility criteria as of the publication of this form. The most current criteria in place as of the due date

for submissions will be used to evaluate eligibility. If subcontractor does not meet the SB requirements but meets the SB-PW

requirements, subcontractor qualifies as a Small Business only if submitting to a Public Works procurement as defined by the

State of California Labor Codes and/or Public Contracting Code.

Small Business (SB)

Must meet both criteria

Small Business for the Purpose of Public

Works* (SB-PW)

Must meet both criteria

100 or fewer employees

200 or fewer employees

An average gross annual receipt of $18 million or An average gross annual receipt of $43 million or

less, over the last three tax years (Does not apply less, over the last three tax years

to manufacturers)

REQUEST FOR INFORMATION (RFI) 12870

DEPARTMENT OF PURCHASING AND CONTRACTING

EVENT EQUIPMENT RENTAL SERVICES

**Social Equity Enterprise (SEE): An eligible Social Equity Enterprise (SEE) is a for-profit business or non-profit organization that

meets at least one of the following criteria:

a. Has its principal place of business or is headquartered in an area of San Diego County designated as qualifying for New Market

Tax Credits investments on the Community Development Financial Institutions Fund Map.

b. Enhances San Diego County by having primarily provided services to Low-Moderate Income (LMI) populations or justice-

involved communities in the previous 12 months.

c. Enhances San Diego County by having primarily provided services to advance environmental justice and/or climate justice in

the previous 12 months.

d. Provides pro bono services in San Diego County by:

i. Donating a minimum of 1% of products or services to LMI populations; or,

ii. Donating a minimum of 1% of gross annual revenue to philanthropy.

e. Is at least 51% owned by, and has management and daily operations controlled by, persons qualifying as LMI and/or that are

justice-involved.

***Local Business: An eligible Local Business is defined as an organization that is either a for-profit business or a non-profit

organization that meets any of the following criteria:

a. Maintains its international or domestic headquarters within the geographic boundaries of San Diego County.

b. Maintains a location within the geographic boundaries of San Diego County from which it performs work that is normal for

the firm’s business and functions.

c. Is a partnership, joint venture, or other legal entity where at least one of its members meets the qualifications under (a) or (b)

above, and that member (i) performs a Commercially Useful Function; (ii) is an equity member of the entity; and, (iii) is not a

subcontractor.

RFI 12870

SANDIEGOCOUNTY.GOV

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RFI - EVENT EQUIPMENT RENTAL SERVICES

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