This Solicitation opportunity from Texas was posted on June 13, 2025. The submission period has ended. Browse the details below for market research, or find similar active opportunities.
Event Services & Related Products
Contract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
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AI Contract Overview
The contract pertains to a district-wide procurement initiative by Plano Independent School District to add supplemental vendors for event-related supplies and services, including decorations, entertainment, security, event planning, rentals, and related products. The solicitation emphasizes that vendors must respond to be placed on the approved vendor list, with existing vendors from previous RFPs (2023-033 series) excluded from responding. The estimated annual expenditure is approximately $250,000, with a potential increase of up to 25%, and the initial contract duration is one year, from September 2023 to September 2024, with automatic extensions for up to four additional years, contingent upon district approval. The contract scope covers a broad array of event services, with flexible participation—vendors are encouraged to bid on any categories they can supply, providing discounts and indicating "no bid" where appropriate. The contractual framework is governed by local, state, and federal regulations, including the Texas Uniform Commercial Code and 2 CFR Part 200, with standard terms and conditions outlined for delivery, packaging, invoicing, and performance. Notably, the contract does not incorporate explicit FAR clauses or federal clause references but emphasizes compliance with OSHA standards, safety, and legal requirements. Inspection and acceptance are performed at the destination, with goods required to conform to specifications, and non-conforming items must be corrected or replaced at the vendor’s expense. The agreement also includes provisions for termination, options for additional quantities, and performance during normal business hours, with delivery terms specified as FOB Destination. Vendors must submit proposals electronically or via sealed paper, with no specified page limits, by the deadline of December 2, 2025. Additionally, vendors are required to disclose conflicts of interest via the Texas Ethics Commission Form CIQ if applicable, and certify compliance with state nondiscrimination and energy boycott laws, as well as federal prohibitions on certain telecommunications equipment, if federal funds are involved. Overall, the contract establishes a flexible, compliance-driven procurement process designed to support district events efficiently over multiple years.
General Info
Agency
NAICS
Place of Performance
TX, USASet-Aside
Timeline
Submission Closed
Organization & Contact Information
Full Description
PLEASE NOTE! IN ORDER TO BECOME AN APPROVED VENDOR WITH PLANO ISD FOR ANY OF THE LISTED CATEGORIES, YOU MUST RESPOND TO THIS INVITATION WITH A PROPOSAL. IT IS NOT NECESSARY TO OFFER ALL CATEGORIES OF ITEMS LISTED, IT IS IMPORTANT TO RESPOND TO AT LEAST ONE WHICH MAY INCLUDE LINE ITEM 10 WITH A DESCRIPTION OF ITEMS OFFERED. ENTER YOUR DISCOUNT AMOUNT FOR THOSE THAT YOU OFFER, AND SELECT "NO BID" ONLY FOR THE LINES YOU DO NOT OFFER. SCOPE: The Plano Independent School District (Plano ISD) is seeking proposals for PURCHASE OR RENTAL of SUPPLIES AND SERVICES related to GRADUATION, ATHLETIC, CELEBRATORY & OTHER EVENTS, to include the following:
Decorations (Arches, Balloons, Floral, Carpet, Centerpieces, Signage, Etc)
Disc Jockeys/DJs or related services
Event Security Staffing (Event Staff Supervisor, Ticket Taker/Gate Person, Usher, Parking Attendant, Unarmed Security Guard, Etc)
Event Planning
Party Equipment Rentals
Photo Booths & Services
Sound & Lighting Equipment & Services
Tables, Chairs & Furniture Rental (may include Delivery, Setup & Pickup)
Table Settings (Plates, Table- & Service- Ware, Linens, Etc)
Tents or Other Temporary Covering
Related Purchases & Rentals Not Otherwise Specified
to fill the needs of the schools and various departments of PISD on an "As Needed" basis.
This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements to procure vendors who provide goods and/or services purchased by Plano ISD using federal dollars. This proposal may be used with local, state, federal and grant funded programs.
ESTIMATED ANNUAL EXPENDITURE: The estimated expenditure for this district-wide contract is approximately $250,000 annually. However, this estimate should not be construed to be a guarantee of either minimum or maximum since usage is dependent upon actual needs and available funding. This estimate may be exceeded by 25% annually.
TERM:The initial term of this RFP is for one (1) year from date of award by Plano ISD Board of Trustees. This contract, upon the agreement of both the successful vendor(s) and the Plano ISD, will automatically extend for four (4) additional one (1) year periods. This decision will be made in the best interests of Plano ISD. Plano ISD has the option to extend this RFP at the end of the performance period for up to 120 days if determined to be in the best interest of the district to ensure availability of products and/or services.
Initial Contract Period: September 2023 - September 2024 Contract YR2: September 2024 - September 2025 Contract YR3: September 2025 - September 2026 Contract YR4: September 2026 - September 2027 Contract YR5: September 2027 - September 2028