Community Event Furniture and Decorations Rental

The contract involves the City of Long Beach’s Community Development Department seeking qualified vendors to provide furniture, decorations, and party rental services to support a variety of community engagement events throughout the city. The procurement aims to establish a reliable pool of contractors capable of delivering high-quality event furnishings, including chairs, tables, canopies, balloons, linens, and ice chests, with delivery, setup, and removal responsibilities. The initial contract term is two years, with options to extend up to a total of five years, and bids are due by December 2, 2025, following a pre-bid meeting scheduled for October 14, 2025. The contract size is estimated between 50,000 and 150,000 dollars, and the work must comply with safety, environmental, and accessibility standards, including CAL/OSHA, OSHA, and UL requirements. Delivery charges are included in the bid prices, and all items must meet specified quality and safety standards, with inspection and acceptance occurring at designated city locations. The solicitation emphasizes compliance with various certifications and ordinances, including the Equal Benefits Ordinance, which mandates equal benefits for employees with spouses and domestic partners, and federal debarment regulations verified through SAM.gov. Vendors must submit certifications affirming they are not debarred or suspended and must certify adherence to local preference policies that provide extra evaluation points for local businesses with a physical storefront within Long Beach. The procurement process requires electronic submission of bids via the Long Beach Buys system, with detailed instructions for creating and submitting quotes, handling validation errors, and attaching necessary documentation such as business licenses, proof of registration, and insurance certificates. Contract administration details specify that invoices are to be submitted electronically within 48 hours after each event, with payments processed within 30 days, and oversight will be managed by designated city officials. The contract clauses include provisions for options, modifications, termination rights, subcontracting restrictions, insurance requirements, and compliance with federal and state regulations, ensuring a comprehensive framework for service delivery and contractual accountability.