Request for Proposal for Event Equipment Rentals

The University of Arizona is seeking vendors to provide short‑term, as‑needed rental of event equipment (tents, lighting, HVAC, staging, furniture, portable restrooms, etc.) for indoor and outdoor events across all campuses and affiliated Arizona higher‑education institutions. The contract is a two‑year initial term with up to three one‑year renewal options and possible short‑term month‑to‑month extensions. Vendors must submit firm‑fixed pricing for any combination of the 27 listed price categories, include all required certifications, and meet ADA, safety, and insurance requirements. • Scope covers a broad catalog of event‑rental items—tents, lighting, generators, staging, furniture, linens, portable restrooms, and related labor services. • Proposals must be uploaded to the University’s GEP/Quantum portal by July 16, 2026 2:30 PM MST; questions were due June 16, 2026 2:00 PM. • Evaluation is weighted 40 % cost, 20 % qualifications, 20 % service quality, and 20 % client relationship management. • Contract may extend up to five years (2 yr + three 1‑yr renewals) with optional short extensions, offering a potentially long‑term revenue stream.