Event Rental Equipment and Support Services (Athletics & Campus-Wide Pool)

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	532412 - Construction, Mining, and Forestry Machinery and Equipment Rental and Leasing 532490 - Other Commercial and Industrial Machinery and Equipment Rental and Leasing 561210 - Facilities Support Services
Posted Date:	Apr 21, 2026
Due Date:	May 29, 2026
Solicitation No:	63-KGS1147280
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Solicitation Number:	63-KGS1147280
Project Title:	Event Rental Equipment and Support Services (Athletics & Campus-Wide Pool)
Description:	North Carolina State University (“NC State” or “University”) is seeking to establish a convenience contract with qualified suppliers (“Supplier(s)” or “Contractor”) to provide event rental equipment and related support services. The University intends to: Establish a pre-qualified pool of suppliers for use across campus Support a wide range of University events and operational needs Designate one (1) Primary Supplier for Football Operations This contract will be used on an as-needed basis. No minimum or maximum volume of work is guaranteed.
Opening Date:	5/29/2026 2:00 PM
Posted Date:	4/22/2026
Status:	Open
Department:	NORTH CAROLINA STATE UNIVERSITY


Solicitation Number * 63-KGS1147280	Department NORTH CAROLINA STATE UNIVERSITY	Status Reason Open
Opening Date 2026-05-29T14:00:00.0000000	Posted Date * 2026-04-21T19:38:31.0000000Z	Primary Commodity Code Carnivals and fairs
Mandatory Conference/Site Visit — —	Special Instructions Questions Due Date & Time: 5/07/2026, 5:00 PM; County, Wake	Solicitation Type * Select RFP IFB RFI
Owner Jessica Bowley
Description North Carolina State University (“NC State” or “University”) is seeking to establish a convenience contract with qualified suppliers (“Supplier(s)” or “Contractor”) to provide event rental equipment and related support services. The University intends to: Establish a pre-qualified pool of suppliers for use across campus Support a wide range of University events and operational needs Designate one (1) Primary Supplier for Football Operations This contract will be used on an as-needed basis. No minimum or maximum volume of work is guaranteed.

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Raleigh, North Carolina

Request for Proposals (RFP)

#63-KGS1147280 - Event Rental Equipment and Support Services

(Athletics & Campus-Wide Pool)

For internal administrative processing, including tabulation of proposals for posting to Bonfire

and the State of North Carolina Electronic Vendor Portal (eVP), please provide your company’s

Federal Employer Identification Number or alternate identification number (e.g. Social Security

Number). We HIGHLY recommend you register in order to see bid tabulations and award

results. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the

public. This page will be removed and shredded, or otherwise kept confidential, before the

procurement file is available for public inspection.

THIS PAGE IS TO BE COMPLETED AND INCLUDED WITH

YOUR PROPOSAL. FAILURE TO DO SO MAY SUBJECT

YOUR PROPOSAL TO REJECTION.

Federal ID

Number or Social

Security Number:

SUPPLIER NAME:

DATE:

GENERAL INFORMATION ON SUBMITTING PROPOSALS

1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All

responses shall be controlled by such terms and conditions and the submission of other terms

and conditions, price lists, catalogs, and/or other documents as part of an offeror's response

will be waived and have no effect either on this Request for Proposals or on any contract that

may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions

set forth in the above paragraph by signature to the proposal.

2. PROPOSAL SUBMITTAL: NC State University uses a third-party eProcurement strategic

sourcing provider, Bonfire, for accepting and evaluating proposals digitally. All proposals must

be received by the issuing agency not later than the date and time listed on the cover sheet of

this proposal. Proposals shall be uploaded to:

https://ncsu.bonfirehub.com/opportunities/227594

Request for Proposals (RFP) documents are advertised on the State of North Carolina

Electronic Vendor Portal System ( eVP ) and Bonfire . An addendum to this RFP may be issued.

If required, any subsequent addenda must be signed and submitted with the proposal upload.

It is the vendor’s responsibility to verify that all applicable addenda are submitted as

required.

For support or technical questions related to your submission, please contact Bonfire at

support.bonfire@eunasolutions.com or visit their help forum at

https://help.eunasolutions.com/hc/en-us/

3. BONFIRE REQUESTED DOCUMENTATION & INFORMATION: Elaborate proposals in the

form of brochures or other presentations beyond that necessary to present a complete and

effective proposal are not desired. In an effort to support the sustainability efforts of the State

of North Carolina we are receiving proposals via electronic submission.

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Uploading large documents may take significant time, depending on the size of the file(s) and

your Internet connection speed. Please do not embed any documents within your uploaded

files, as they will not be accessible or evaluated. Minimum system requirements: Microsoft

Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must

be enabled.

Name

Completed NC State University RFP

Document

Technical Proposal

Operational & Technical Capability

Questions (Q-46AP)

Section 7.2 Table 1 - Football Season

Scenario, BT-56LX

Section 7.2 Table 2 - General Campus

Scenario, BT-69IZ

Section 7.2 Table 3 - Hourly Rates

and Logistic Fees, BT-18JP

Section 7 Supplier Catalog(s)

File Type

PDF

Excel

BidTable: Excel

(.xlsx)

BidTable: Excel

(.xlsx)

BidTable: Excel

(.xlsx)

Excel (.xlsx)

# of Files Requirement

Multiple

Required

Multiple

Required

1 or

Multiple

Required

Name

Certificate of Insurance (ACORD)

File Type

PDF

# of Files Requirement

Multiple

Required

All documents required to complete your submission must be downloaded from the supporting

documentation and/or requested information sections of Bonfire. You will receive an email

confirmation receipt with a unique confirmation number once you finalize your submission.

Each item of Requested Information will only be visible to NC State University after the

Closing Time.

4. ORAL PRESENTATIONS: During the evaluation and at their option, the evaluators may

request oral presentations from any or all offerors for the purpose of clarification or to amplify

the materials presented in any part of the proposal. However, offerors are cautioned that the

evaluators are not required to request clarification; therefore, all proposals should be

complete and reflect the most favorable terms available from the offeror.

5. PROPOSAL EVALUATION: Proposals will be evaluated as outlined herein. The award of a

contract to one offeror does not mean that the other proposals lacked merit, but that, all

factors considered, the selected proposal was deemed to provide the best value to the

University, and/or the State.

6. COMMENCEMENT OF SERVICES: After proposals are evaluated, and an offer is made,

accepted and approved by appropriate authorities, the University will issue a purchase order,

a contract or a letter of agreement as an indicator to commence services.

7. REQUEST FOR OFFERS: Offerors are cautioned that this is a request for offers, not a

request to contract and the University/State reserves the unqualified right to reject any and all

offers when such rejection is deemed to be in the best interest of the University or State.

8. ORAL EXPLANATIONS: The University shall not be bound by oral explanations or

instructions given at any time during the competitive process or after award.

9. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP

will be evaluated; reference to information previously submitted shall not be evaluated.

10. COST FOR PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or

submitting offers are the offerors' sole responsibility; the University will not reimburse any

offeror for any costs incurred prior to award.

11. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be

accepted within a period of sixty (60) days from the proposal opening. Although the contract is

expected to be awarded prior to that time, the 60-day period is requested to allow for

unforeseen delays.

12. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience

only and shall have no binding force or effect.

13. CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the offeror agrees not to

discuss or otherwise reveal the contents of the proposal to any source outside of the using or

issuing agency, government or private, until after the award of the contract. Offerors not in

compliance with this provision may be disqualified, at the option of the State, from contract

award. Only discussions authorized by the University are exempt from this provision.

14. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or

in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other

documentation submitted by the offerors shall become the property of the State when received.

15. OFFEROR’S REPRESENTATIVE: Each offeror shall submit with its proposal the name,

address, and telephone number of the person(s) with authority to bind the firm and answer

questions or provide clarification concerning the firm's proposal.

16. PROPRIETARY INFORMATION: To the extent permitted by N.C.G.S. §132-1.3 trade secrets

which the Contractor does not wish disclosed other than to personnel involved in the evaluation

or contract administration will be kept confidential identified as follows: Each page shall be

identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal

which is to remain confidential shall also be so marked in boldface on the title page of that

section. Cost information is not confidential. In spite of what is labeled as confidential, the

determination as to whether or not it is shall be determined by North Carolina law.

17. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to N.C.G.S. §143-48 and

Executive Order #150, the University invites and encourages participation in this procurement

process by businesses owned by minorities, women, disabled, disabled business enterprises

and non-profit work centers for the blind and severely disabled.

18. PROTEST PROCEDURES: A party wanting to protest a contract award pursuant to this

solicitation must submit a written request to the Director of Purchasing, North Carolina State

University, Purchasing Department, Campus Box 7212, Raleigh, NC 27695-7212. This request

must be received in the University Purchasing Department within thirty (30) consecutive

calendar days from the date of the contract award, and must contain specific sound reasons

and any supporting documentation for the protest. NOTE: Contract award notices are sent only

to those actually awarded contracts, and not to every person or firm responding to this

solicitation. Offerors may call the purchaser listed on the first page of this document to obtain a

verbal status of contract award. All protests will be handled pursuant to the North Carolina

Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract,

Section 5B.1519.

19. CONTRACTOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Contractor

Link NC allows Contractors to electronically register free with the State to receive electronic

notification of current procurement opportunities for goods and services available on the

Electronic Vendor Portal System. Online registration and other purchasing information are

available on the web site: http://www.state.nc.us/pandc/.

20. RECIPROCAL PREFERENCE: N.C.G.S. §143-59 establishes a reciprocal preference law to

discourage other states from applying in-state preferences against North Carolina’s resident

offerors. The “Principal Place of Business” is defined as the principal place from which the

trade or business of the offeror is directed or managed.

21. ENTERPRISE-LEVEL IT SYSTEMS OR TECHNOLOGIES: The University is committed to

promote and integrate universal IT accessibility in the delivery of its resources and to develop

innovative solutions to accessibility challenges for students, faculty and staff. Contractors shall:

a. Assure all features, components and subsystems of the software or IT System

contained on this RFP fully comply with Section 508 of the Rehabilitation Act of 1973,

as amended (29 U.S.C.794d), (http://www.section508.gov);

Detail why any feature, component or sub-system contained in this RFP does not fully

comply with Section 508, and the way in which the proposed product is out of

compliance;

b. If the Voluntary Product Accessibility Templates (VPAT)

(https://www.itic.org/policy/accessibility/vpat) are used, they must include compliance

checklists for:

1. Technical Standards;

2. Function and Performance Criteria; and

3. Documentation and Support

c. The product offered in response to this RFP is subject to an accessibility

evaluation by the University.

REQUEST FOR PROPOSAL (RFP)

RFP # 63-KGS1147280

TITLE:

USING DEPARTMENT:

ISSUE DATE:

DUE DATE:

ISSUING AGENCY:

Event Rental Equipment and Support Services

(Athletics & Campus-Wide Pool)

University-Wide and Athletics

April 21, 2026

2:00 p.m., Friday, May 29, 2026

NC State University

Procurement Services Department

Campus Box 7212

Raleigh, NC 27695

Proposals subject to the conditions made a part hereof will be accepted until 2:00 p.m., Friday,

May 29, 2026 for furnishing services described herein.

Proposals must be submitted electronically at:

https://ncsu.bonfirehub.com/opportunities/227594

Upload scanned pages from this RFP document included with your proposal response where

indicated on the Bonfire website.

Direct all inquiries (via email) concerning this RFP to:

Kristen Shelton, NCCM, CPPB

NC State University

Procurement Services

Department

Email: kgshelto@ncsu.edu

NOTE: Questions concerning the RFP requirements must be submitted in writing via email to

kgshelto@ncsu.edu, Subject Line: RFP #63-KGS1147280 - Questions, no later than 5:00 p.m on Thursday,

May 7, 2026. Questions will be answered in the form of an addendum to this RFP. No other contact with

university representatives regarding this RFP is allowed during the proposal process. Attempts to obtain

information directly from university personnel, or by any other means, may subject your proposal response to

rejection. Please use the following template to submit your questions:

Reference

Supplier Question

RFP Section, Page Number

Supplier question …?

Insert rows as needed

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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Event Rental Equipment and Support Services (Athletics & Campus-Wide Pool)

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