Event Equipment Rental Services

Summary (Newest Update)

Background The Hawai‘i State Foundation on Culture and the Arts (SFCA) is the official state arts agency of Hawai‘i, established in 1965 to promote, perpetuate, and preserve culture and the arts in the state. The SFCA is issuing this Request for Proposals (RFP) to secure logistical services necessary for events programming and related outdoor functions. This specifically supports the Art in Public Places program aimed at enhancing public enjoyment and cultural enrichment. Work Details The contractor will provide tent rental and equipment services for events held at Capitol Modern: The Hawai‘i State Art Museum. Services include: - Provision of a solid white or clear 30' x 60' tent or acceptable equivalent for the second floor grand lanai event space, including lighting that evenly illuminates the area. - Set up and breakdown of tents, chairs, staging, and other event equipment as needed. - Coordination of transportation, delivery, and collection of all rental equipment. - Adherence to specific delivery schedules: setup must begin at 7:00 AM on event days with breakdown starting at 9:30 PM. All equipment must be removed by 11:00 PM; if not removed by then, it will remain overnight and collected the following day starting at 9:00 AM. - No storage space is available for large items like tent poles at the venue. Period of Performance The contract period is from February 20, 2026, to December 18, 2026. Place of Performance Services will be performed at Capitol Modern: The Hawai‘i State Art Museum located at 250 South Hotel St, 2nd Floor, Honolulu, HI 96813. Bidder Requirements Bidders must comply with state procurement requirements including obtaining a Certificate of Vendor Compliance (CVC) from various agencies before contracting with the state. Proposals must include a projected timeline, budget, qualifications, professional references, project work proposal (3-10 pages), relevant work samples, and a W-9 form.