Title
Event Equipment Rental Services - PKS-IFB-26-0175 (Ordinance S-52735) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Event Rents Phoenix LLC, Luna Brinca Rentals LLC, Bright Event Rentals LLC, and PRO EM Operations LLC to provide event equipment rental services for the Parks and Recreation and Aviation departments. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contracts will not exceed $755,000.
Report
Summary
These contracts provide event equipment and rental services for large-scale City-sponsored events and numerous community and special events hosted by the Parks and Recreation and Aviation departments. Equipment rentals may include canopies, chairs, tables, lighting, generators, temporary barricades, and Americans with Disabilities Act required platforms and ramps. Services may include transportation, set-up, and tear-down of equipment. The contracts are critical to the City as they ensure the safe, efficient, and professional execution of event equipment rental services that enhance community engagement, cultural programming, and public enjoyment.
Procurement Information
An Invitation for Bid was processed in accordance with City of Phoenix Administrative Regulation 3.10. Four vendors submitted bids deemed to be responsive to posted specifications and responsible to provide the required goods and services. Following an evaluation based on price, the procurement officer recommends award to the following vendors:
Event Rents Phoenix, LLC
Luna Brinca Rentals, LLC
Bright Event Rentals, LLC
PRO EM Operations, LLC
Contract Term
The contracts will begin on or about May 1, 2026, for a five-year term with no options to extend.
Financial Impact
The aggregate value of the contracts will not exceed $755,000. Funding is available in the Parks and Recreation and Aviation departments' operating budgets.
Department
Responsible Department
This item is submitted by Deputy City Managers Cynthia Aguilar and Frank McCune and the Parks and Recreation and Aviation departments.