Finance 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 §84308 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
5 5
1 4
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
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit, Account
Description Amount
01105015-63001 HR General
Funds
General-Non-Departmental,
Miscellaneous Operating
Expenses
$8,000
08109053-63001 Employee Group
Insurance
Employee Group Insurance,
Miscellaneous Operating
Expenses
$500
01103010-63001 City Manager
General Funds
Miscellaneous Operating
Expenses $12,500
01111110-63001
01111120-63001
01111150-63001
01111160-63001
01111180-63001
01111190-63001
01211020-63001
Library General
Funds & Library
Youth Services
Various Miscellaneous
Operating Expenses $10,000
01116500-63000 PBA General
Funds
Administration,
Miscellaneous Operating
Expenses
$2,500
01116560-63000 PBA General
Funds
Neighborhood Initiatives
Program, Miscellaneous
Operating Expenses
$2,500
FY 25-26
(January
20, 2026
- June
30, 2026)
01114420-62300 PD General
Funds
Field Operations, Contract
Services-Professional $500
Event Equipment Rental Services
January 20, 2026
5 5
1 4
06017640-63001
Water Utility,
Water Production
& Supply
Water Utility, Water
Production & Supply,
Miscellaneous Operating
Expenses
$25,250
01117651-63001 PWA General
Funds
Park Maintenance Services,
Miscellaneous Operating
Expenses
$2,500
Various-63001 Various General
Funds
Miscellaneous Operating
Expenses $8,250
01105015-63001 HR General
Funds
General-Non-Departmental,
Miscellaneous Operating
Expenses
$8,000
08109053-63001 Employee Group
Insurance
Employee Group Insurance,
Miscellaneous Operating
Expenses
$500
01103010-63001 City Manager
General Funds
Miscellaneous Operating
Expenses $12,500
01111110
01111120
01111150
01111160
01111180
01111190
01211020
Library General
Funds & Library
Youth Services
Various Miscellaneous
Operating Expenses $10,000
01116500-63000 PBA General
Funds
Administration,
Miscellaneous Operating
Expenses
$2,500
01116560-63000 PBA General
Funds
Neighborhood Initiatives
Program, Miscellaneous
Operating Expenses
$2,500
01114420-62300 PD General
Funds
Field Operations, Contract
Services-Professional $500
06017640-63001
Water Utility,
Water Production
& Supply
Water Utility, Water
Production & Supply,
Miscellaneous Operating
Expenses
$25,250
01117651-63001 PWA General
Funds
Park Maintenance Services,
Miscellaneous Operating
Expenses
$2,500
FY 26-27
(July 1,
2026 –
January
19, 2027)
Various-63001 Various General
Funds
Miscellaneous Operating
Expenses $8,250
ANNUAL TOTAL $145,000
Event Equipment Rental Services
January 20, 2026
5 5
1 4
EXHIBIT(S)
1. Abstract of Bids (25-123)
Submitted By: Alexander Trinidad, Executive Director of Finance and Management Services Agency
Approved By: Alvaro Nuñez, City Manager