Indoor and Outdoor Event Equipment Rental and Related Services

The City of Southlake, Texas is seeking a vendor to provide indoor and outdoor event equipment rental and related services. The city requires these services for city-sponsored events and festivals, including the Stars and Stripes event, the Home for the Holidays Tree Lighting Event, banquets, weddings, conferences, and other as-needed occasions. The selected vendor will perform the work offsite from their own office location. For outdoor equipment, the vendor must deliver, set up, and take down tents and other outdoor gear. The city requires delivery and setup of outdoor equipment to begin the night before the scheduled event, no later than 10:00 PM. For indoor equipment, the vendor must deliver and pick up all items, ensuring that all equipment, furniture, and linens are clean and in good condition as determined by the city. The agency requires the vendor to provide after-hour installation and removal services upon request. The city defines after-hour services as those occurring between 5:00 PM and 7:00 AM on Monday through Friday, as well as all hours on Saturdays, Sundays, and holidays. Eligible bidders must be onshore organizations based in the United States. The city is currently looking for proposals and has not disclosed a specific budget. Bidders must submit all questions regarding this opportunity no later than June 9, 2026.