RFP No. AR25004 Commencement Equip Rental

Background
California State University, Fullerton (University) is one of 22 campuses of the California State University System, the largest, most diverse, and one of the most affordable university systems in the country. The University currently has over 45,000 enrolled students. The University seeks proposals from rental equipment firms to select a single service provider to plan, manage, coordinate, and oversee all aspects of rental equipment operations for the annual Commencement ceremonies. The goal is to provide a safe and dignified experience for graduates and their guests during the ceremonies scheduled for May 18-21, 2026.

Work Details
The contractor will provide rental equipment including but not limited to:
- Steel shade structures (three 30m x 70m and one 50m x 50m)
- Tents
- Chairs (1,000 white Samsonite for graduates and 9,000 for guests)
- Tables (including podiums)
- Linens
- Draping
- Fencing
- Wheelchairs (25)
- Portable restrooms (20 total including ADA-compliant)

Additional services include daily pumping and cleaning services for restrooms, restroom attendant services for each ceremony, on-site event support, CAD drawings for venue schematics subject to review by relevant authorities, and safety measures including fire extinguishers and exit signs. The contractor must also provide plans and calculations wet-stamped by an engineer for the steel shade structures.

Period of Performance
The term of services shall commence upon receipt of a fully executed Agreement through completion of all services and follow-up requirements for Commencement 2026.

Place of Performance
California State University, Fullerton campus locations including Intramural Field and Titan Stadium.

Bidder Requirements
Proposers must comply with California state law regarding small business preferences and disabled veteran business enterprise participation. They are required to pay prevailing wages as per Labor Code Section 1720. All subcontractors must be properly licensed. Additionally, proposers must provide documentation of compliant insurance coverage prior to contract authorization.