NYS Olympic Regional Development Authority Event Tents and FF&E Rentals RFQ 2025
Olympic Regional Development Authority | State of New YorkState · Lake Placid, NY- Due
- Mar 31, 2026
- Deadline passed
- Posted
- Jul 8, 2025
- Contract term
- 1 year
- Primary contact
- Andrew Vigne
- (518) 302-5311
The 30-second brief
The New York State Olympic Regional Development Authority (Olympic Authority) is issuing this Request for Qualifications (RFQ) to pre-qualify vendors for event tents and furniture, fixtures, and equipment (FF&E) rentals. The scope includes providing Losberger, pole, and frame tents, along with accessories like doors, weight systems, illumination, turf flooring, and heating. FF&E requirements cover rectangular/square/circle tables, folding chairs, lounge sectionals, and rental lighting. Services will support venues in Essex, Ulster, and Warren Counties, including Belleayre Mountain, Gore Mountain, Whiteface Mountain, and the Olympic Center. Pre-qualified vendors will enter into a one-year Master Agreement with renewal options and participate in future project-specific mini-bids. Submissions are due March 31, 2026, at 2:00 PM ET. A mandatory registration process is required to submit, and questions are due by July 15, 2025.
Submission Form (Attachment A), Pricing Sheet (Attachment C), Procurement Requirements/Certifications
Cost, availability, technical capabilities, prior performance, event-specific requirements
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Summary
The New York State Olympic Regional Development Authority (Olympic Authority) is issuing this Request for Qualifications (RFQ) to pre-qualify vendors for event tents and furniture, fixtures, and equipment (FF&E) rentals.
The scope includes providing Losberger, pole, and frame tents, along with accessories like doors, weight systems, illumination, turf flooring, and heating. FF&E requirements cover rectangular/square/circle tables, folding chairs, lounge sectionals, and rental lighting. Services will support venues in Essex, Ulster, and Warren Counties, including Belleayre Mountain, Gore Mountain, Whiteface Mountain, and the Olympic Center. Pre-qualified vendors will enter into a one-year Master Agreement with renewal options and participate in future project-specific mini-bids. Submissions are due March 31, 2026, at 2:00 PM ET. A mandatory registration process is required to submit, and questions are due by July 15, 2025.
EVALUATION CRITERIA
5- Cost
- Availability
- Technical capabilities
- Prior performance
- Event-specific requirements
REQUIRED DELIVERABLES
3- Submission Form (Attachment A)
- Pricing Sheet (Attachment C)
- Procurement Requirements/Certifications
REQUIRED ATTACHMENTS
4- Submission Form
- Insurance Requirements
- Pricing Sheet
- Sample Scope of Work
REQUIRED STAFFING
3- Submit to
- 37 Church Street, Lake Placid, NY 12946
- Scope location
- Lake Placid, NY
- Reported agency
- New York State Olympic Regional Development Authority
Questions about this RFQ
How do I respond to this RFQ from Olympic Regional Development Authority | State of New York?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is March 31, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 37 Church Street, Lake Placid, NY 12946. For questions, contact Andrew Vigne.
Can small businesses or minority-owned firms bid on this RFQ?
Most government agencies, including Olympic Regional Development Authority | State of New York in NY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFQ submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Andrew Vigne at (518) 302-5311. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Personnel Rate, Crew Per Diems, On-site attendants. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Submission Form (Attachment A), Pricing Sheet (Attachment C), Procurement Requirements/Certifications. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Cost, availability, technical capabilities, prior performance, event-specific requirements" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Olympic Regional Development Authority | State of New York?
All active and historical solicitations from Olympic Regional Development Authority | State of New York are tracked and searchable. As a state agency, Olympic Regional Development Authority | State of New York regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFQ?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Submission Form, Insurance Requirements, Pricing Sheet, Sample Scope of Work. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Olympic Regional Development Authority | State of New York for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Lake Placid, NY. Review the full solicitation for detailed scope requirements.