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Request for Qualifications (RFQ) for Olympic Authority Event Tents and Furniture, Fixtures, and Equipment Rentals

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2124200State & Local

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

AI Contract Overview

The New York State Olympic Regional Development Authority (Olympic Authority) issued a Request for Qualifications (RFQ) targeting vendors specializing in event tents and furniture, fixtures, and equipment (FF&E) rentals to establish a pre-qualified pool for future project-specific procurements. This RFQ, released on July 8, 2025, aims to identify reliable and capable partners to support a variety of Olympic Authority events held at multiple venues across New York State, including Lake Placid, Wilmington, North Creek, and Highmount. Vendors must demonstrate capacity to provide all labor, materials, delivery, installation, and on-site support in compliance with applicable New York State fire, safety, and labor codes. Selected vendors will enter into a Master Agreement with the Olympic Authority, which will govern terms for subsequent engagements initiated through individual Work Authorization Forms. Interested parties were required to submit qualifications and baseline pricing information by July 30, 2025, with submissions held firm for 45 days. Although no socioeconomic set-asides or participation goals apply to this procurement, adherence to specified insurance requirements and operational standards is mandatory. The contract term is for one year with potential extensions, and assignment or subcontracting requires prior written consent. Master Agreements function within an indefinite-delivery/indefinite-quantity framework with project-specific orders issued as needed. The solicitation includes detailed vendor responsibilities such as compliance with New York State fire safety regulations, electrical installations, weather preparedness, and continuous event support. Inspection and acceptance of deliveries occur at the Olympic Authority’s facilities, with invoicing managed through a designated payment office in Lake Placid. Overall, the contract establishes a structured, compliant, and competitively vetted vendor framework to ensure timely and high-quality event infrastructure support throughout the Olympic Authority’s venues and event calendar.

General Info

Olympic Authority seeks qualified event tent and FF&E vendors for one-year Master Agreement.

Agency

New York → NYS Olympic Regional Development Authority

NAICS

532310 - General Rental Centers

Place of Performance

NY, USA

Set-Aside

NONE

Documents

Olympic Authority Event Tents and FF&E Rentals RFQ July 2025

27 pages · rfq

High

AI Contract Breakdown

Uniform Contract Format

Timeline

PhaseSolicitation

PostedJul 8

Solicitation

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Organization & Contact Information

AgencyNew York → NYS Olympic Regional Development Authority

Contacts1 person available

OfficeN/A

Organization / AgencyNew York → NYS Olympic Regional Development Authority

Office AddressN/A

Contacts

Kyle MercierEvents Logistics Coordinator

contact@example.gov

Full Description

The purpose of this RFQ is to establish a pool of pre-qualified Vendors who meet the Olympic Authority’s minimum requirements and are eligible to participate in future project-specific competitive selection processes for specific projects or events. An illustrative example of a potential event order is included as Attachment D. As part of the RFQ submission process, the Olympic Authority is also seeking baseline pricing and service capability information from interested Vendors. The objective is to secure access to reliable, responsive partners who can support timely delivery, and high-quality execution across a diverse range of Olympic Authority venues and events. Pre-qualified Vendors may be selected for one or more projects depending on specific event needs and the Vendor’s demonstrated capacity to perform. Selected Vendors will be responsible for furnishing all necessary labor, materials, and services to fulfill the rental requirements specified in each project solicitation, including delivery and installation, as directed by the Olympic Authority. Each Vendor determined to be qualified pursuant to this RFQ will be required to enter into a Master Agreement with the Olympic Authority. The Master Agreement will govern the terms and conditions applicable to any subsequent engagements and shall serve as a prerequisite for the issuance of any Work Authorization Form, Purchase Order, or other written notice to proceed. Service-Disabled Veteran-Owned Set Aside: No Total MWBE Participation Goals: 0% Service-Disabled Veteran-Owned Business Contracting Goal: 0% Disadvantaged Owned Sub-Contracting Goal: 0% Due date: Applications / proposals continously accepted Contract term: One year County(ies): Essex, Ulster, Warren Location: Multiple Olympic Authority Venues in Lake Placid, Wilmington, North Creek, and Highmount, New York Business entities awarded an identical or substantially similar procurement contract within the past five years: Peak Event Services Tremont Rentals Taylor Rentals Fosters Tents