The URL can be used to link to this page

Home My WebLink AboutItem 11 - Purchase Order Contracts for Event Equipment Rental ServicesFinance and Management Services www.santa-ana.org/finance Item # 11 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report January 20, 2026 TOPIC: Event Equipment Rental Services AGENDA TITLE Purchase Order Contracts to Bilan J Investment, Bright Event Rentals, and Cosmos Event Rentals for Event Equipment Rental Services (Specification No. 25-123) (General Fund & Non -General Fund) RECOMMENDED ACTION Award Aggregate Purchase Order Contracts to vendors listed below for event equipment rental services on an as -needed basis, in a total aggregate amount not to exceed $145,000 for a one-year term beginning January 20, 2026 through January 19, 2027, with provisions for four one-year renewal options for a total aggregate amount not to exceed $725,000 over a five-year period. Vendor Location Bilan J Investment Tukwila, WA Bright Event Rentals Los Angeles, CA Cosmos Event Rentals Anaheim, CA GOVERNMENT CODE 484308 APPLIES: No DISCUSSION The Purchasing Division establishes annual citywide purchase order contracts with vendors that provide goods and services required by multiple City departments on a recurring basis. Event equipment rental services are required at times by various City departments for rental (set-up and breakdown) of event equipment such as chairs, linens, canopies, heating lamps, flooring, staging, and other related services. Invitation for Bids (IFB) No. 25-123 was issued on October 27, 2025, on the City's online bid management and publication system. A summary of vendor participation and results is as follows: 564 Vendors notified 1 Santa Ana vendor notified 20 Vendors downloaded the bid packet 4 Responsive Bids received 1 Responsive Bid received from Santa Ana vendor Event Equipment Rental Services January 20, 2026 Page 2 Bids were solicited, opened on November 25, 2025, and evaluated (Exhibit 1). Four bids were submitted by the IFB deadline and determined to be responsive to the specifications and met City's requirements. The bids submitted by Bilan J Investment, Bright Event Rentals, and Cosmos Event Rentals were determined to be the lowest, responsible bids, were responsive to the specifications, and meet the City's requirements. Three vendors were chosen to ensure availability of equipment for the various events run by the City. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT Funding is available in the current FY 2025-26 budget. The purchase order contract covers one year and includes up to four, one-year renewal options. Year 1 costs span two fiscal years and will be incurred in FY 2025-26 and FY 2026-27. Funding for any renewal years will be included in proposed budgets for City Council consideration. The table below shows the first -year allocation; subsequent years are anticipated to follow a similar breakdown. Fiscal Accounting Unit- Fund Accounting Unit, Account Amount Year Account # Description Description FY 25-26 HR General General -Non -Departmental, (January 01105015-63001 Funds Miscellaneous Operating $8,000 20,2026 Expenses -June Employee Group Employee Group Insurance, 30, 2026) 08109053-63001 Insurance Miscellaneous Operating $500 Expenses 01103010-63001 City Manager Miscellaneous Operating $12,500 General Funds Expenses 01111110-63001 01111120-63001 01111150-63001 Library General Various Miscellaneous 01111160-63001 Funds & Library Operating Expenses $10,000 01111180-63001 Youth Services 01111190-63001 01211020-63001 PBA General Administration, 01116500-63000 Funds Miscellaneous Operating $2,500 Expenses PBA General Neighborhood Initiatives 01116560-63000 Funds Program, Miscellaneous $2,500 Operating Expenses 01114420-62300 PD General Field Operations, Contract $500 Funds Services -Professional Event Equipment Rental Services January 20, 2026 Page 3 Water Utility, Water Utility, Water 06017640-63001 Water Production Production & Supply, $25,250 & Supply Miscellaneous Operating Expenses PWA General Park Maintenance Services, 01117651-63001 Funds Miscellaneous Operating $2,500 Expenses Various-63001 Various General Miscellaneous Operating $8,250 Funds Expenses FY 26-27 HR General General -Non -Departmental, (July 1, 01105015-63001 Funds Miscellaneous Operating $8,000 2026 — Expenses January Employee Group Employee Group Insurance, 19, 2027) 08109053-63001 Insurance Miscellaneous Operating $500 Expenses 01103010-63001 City Manager Miscellaneous Operating $12,500 General Funds Expenses 01111110 01111120 01111150 Library General Various Miscellaneous 01111160 Funds & Library Operating Expenses $10,000 01111180 Youth Services 01111190 01211020 PBA General Administration, 01116500-63000 Funds Miscellaneous Operating $2,500 Expenses PBA General Neighborhood Initiatives 01116560-63000 Funds Program, Miscellaneous $2,500 Operating Expenses 01114420-62300 PD General Field Operations, Contract $500 Funds Services -Professional Water Utility, Water Utility, Water 06017640-63001 Water Production Production & Supply, $25,250 & Supply Miscellaneous Operating Expenses PWA General Park Maintenance Services, 01117651-63001 Funds Miscellaneous Operating $2,500 Expenses Various-63001 Various General Miscellaneous Operating $8,250 Funds Expenses ANNUAL TOTAL $145,000 Event Equipment Rental Services January 20, 2026 Page 4 EXHIBIT(S) 1. Abstract of Bids (25-123) Submitted By: Alexander Trinidad, Executive Director of Finance and Management Services Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 1 ABSTRACT OF BIDS EVENT EQUIPMENT RENTAL SERVICES (Bid No.25-123) BIDDER LOCATION TOTAL Abajian Enterprise Santa Ana, CA $257,183.00 Bilan J Investment Tukwila, WA $38,984.75 Bright Event Rentals Los Angeles, CA $28,557.85 Cosmos Event Rentals Anaheim, CA $23,086.40