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HomeMy WebLinkAboutRentaland Tents and Events - Service Agreement - Celebration of Freedom 2026 05 13Rentaland Tents and Events 11829 S Orange Blossom Trl ¢Er1TALA&b Orlando, FL 32837 Phone: (407) 851-7368 bobby@rentalandparties.com Www.rentalandparties.com Contact Maura Caruso City of Winter Springs (407) 327-6593 mdcaruso@winterspringsfl.org 1126 E State Rd 434, Winter Springs, FL 32708 Business / Org City of Winter Springs Notes Flexible with DEL & PU DEL, Labor & PU fee TBD after Site Visit Yesica Delgado (407)851-7368 yesica@rentalandparties.com Event Information DEL -Caruso - Central Winds- 4th of July event Saturday, Jul 4, 2026 @ 3:00 PM - 10:00 PM Location / Venue Central Winds 1000 Central Winds Dr, Winter Springs, FL 32708 Quote #231438847 Expires May 21, 2026 at 8:19 AM EDT Rental terns 7/4/2026 - 7/4/2026 0.. 1� HP10X10 White High Peak Top 10 $175.00 ON GRASS of MINNIE i` W 20'x8' High Sidewall White Cathedral Window Rentaland Set-upSEEN 6 $35.00 - Molls White Cord Market Lights by Linear Feet -Warm White LED Bulb 300 $1.75 Around perimeter of tent & across 8' high cables 1 .C1�.71 $3,781.00 5/13/2026 12:35 PM EDT - DEL -Caruso - Central Winds- 4th of July event (#231438847) 1 of 5 Description Delivery (Drop -Off) Friday, 7/3 [TBD] 1000 Central Winds Dr, Winter Springs, FL 32708 Fuel Surcharge (Pickup) Friday, 7/3 [TBD] - Tuesday, 7/7 [TBD] 1000 Central Winds Dr, Winter Springs, FL 32708 Delivery (Pickup) Tuesday, 7/7 [TBD] 1000 Central Winds Dr, Winter Springs, FL 32708 Tent Permit +/ Non refundable (Pickup) Tuesday, 7/7 [TBD] 1000 Central Winds Dr, Winter Springs, FL 32708 Qty Unit Total 1 $350.00 $350.00 1 $80.00 i_ $80.00 1 $250.00 $25000 1 $350.00 Total $1,030.00 Make checks payable to: Subtotal $4,811.00 Rentaland Tents and EventsAdditional Discount-$1,202.75 11829'S Orange Blossom Trl, Orlando, FL 32837 Tax $0.00 Memo: Invoice #231438847 Total* $3,608.25 Due on Signature $1,082.48 Final Due on Jun 12, 2026 $2,525.77 Remaining Balance* $3,608.25 Additional convenience fees may apply 5/13/2026 12:35 PM EDT - DEL -Caruso - Central Winds- 4th of July event (#231438847) 2 of 5 Terms and Conditions Rentaland Tents and Events is a first come, first serve event rental company that services many other events and venues in Florida year round. The rental items and delivery or pickup date/window is available at the time this quote is created and sent to you. Pricing is valid for 7 days from the date the quote was sent. Pricing and availability is subject to change at anytime without notice. If you wish to move forward, the payment and reservation must be made as soon as possible, as our equipment inventory and delivery/production availability changes frequently. In the case of a rental emergency that occurs after business hours (Monday -Friday 8am to 4pm), a representative can be reached at 407- 577-6011 to assess the situation. 1. Rentaland Tents & Events. ("Lessor") hereby leases to Lessee, and the Lessee hereby leases from Lessor the materials and equipment discussed on the quote of this agreement (hereinafter called "equipment") and agrees to provide the services incident thereto at the price set forth on the quote herein and subject to the following terms and conditions. All orders must be paid in full prior to leaving Lessor's warehouse unless otherwise agreed upon in writing by both parties. Lessee assumes all responsibility for loss or damage to equipment during the period from delivery, or possession of the equipment, to removal or return thereof, the "rental period" Lessee will pay for all equipment lost or damaged in an amount equal to replacement or repair cost of the equipment. Lessee assumes all risks and liability for the use and operation of the equipment and for personal injuries and property damage arising from or incidental thereto; and Lessee shall protect, defend, indemnify, and save harmless Lessor against any and all claims, demands or causes of action of every kind arising in favor of any person, including but not limited to the Lessee and their guests on account of personal injury or death, or damage to property, growing out of incident to or resulting directly or indirectly from the performance of this rental agreement, from any cause whatsoever. Lessee agrees to provide, at their expense, sufficient unobstructed space for delivery, installation, dismantlement and removal of all equipment, and access to such space. Normal delivery would include ground level areas, accessible to our trucks, unless otherwise stated on face of contract. Prior to the removal of equipment, Lessee shall remove all personal property of lessee or third party which therefore has been protected by Lessor's equipment. If any such personal property is not removed as required, prior to removal of equipment, Lessor may enter the premises, move or remove any such personal property at Lessee's risk and cost, and remove Lessor's equipment without further notice, and Lessee hereby indemnifies Lessor from any cost, expense, or liability arising there from. Although Lessor will endeavor to prevent or minimize damage to Lessee's lawn, plantings, underground utilities, irrigation lines or potable water lines and premises generally including power failures and other hazards, Lessee assumes all risks and release's Lessor from liability for any such damages that may occur in the performance of fulfilling the contracted services to include but not limited to tent flooring, dance floor subfloor, tent staking, driving company vehicles onto Lessee's property or any other services as contracted. Lessee shall advise Lessor as to the existence and location of any underground cables, pipes conduits, etc.. In the absence of such advice, Lessor can assume that no such underground obstruction exist and releases Lessor from any liability for such damage. Lessee is responsible for the call to the utility companies who will check and mark for underground utilities. Lessee can call 1-800-432-4770 for free utility location and identification. Water lines (potable and non -potable) are the responsibility of Lessee to locate. 2. Additional Equipment Terms & Conditions: In the event that Lessee changes any of the arrangements relating to the service to be performed or to equipment to be rented, Lessor shall have the right to add or subtract such equipment or services. Lessee shall pay for any additional equipment, service, or service men at Lessor's customary charge therefore. All equipment is different and no guarantee is made for the exact type of equipment that will be available for any specific event. Lessor assumes the right to substitute or sub -rent like type equipment in the case any contracted equipment is not available. In the case of tent styles similar sized tents may be substituted and cost differentials will be adjusted if needed. All rental equipment is under contract and considered rented when it leaves Lessor's location. All monies paid are non refundable. ANY ADDITIONAL CHANGE WHILE ON PROPERTY MAY RESULT IN AN ADDITIONAL TRIP CHARGE DUE TO CLIENT REQUEST. 3. Rental Equipment Reservations: All rental equipment reservations with Lessor require a 30% NON-REFUNDABLE and NON -TRANSFERABLE down payment to confirm the order unless otherwise stated in writing. This DOWN PAYMENT will be applied to the total amount due, secure the delivery crew, date, and those items will be removed from active inventory. Permitting fees will be due along with this down payment if applicable. 4. Final Payments/ Payment Methods/ Pending Invoices: Final payments and final changes on delivery orders are due 21 days prior to event delivery date. Final payments on pickup orders are due on the day of pickup and a valid Driver's License or Government issued photo ID will be required from the person picking up. Payment Methods accepted: ZELLE, Cash, Personal check 21 days prior to event date, Company Check, Cashier's Check, or Credit/Debit cards. A convenience fee will be added for all payments made with a debit/credit card. Unpaid invoices after 15 days from due date will begin to accrue interest. Lessees on terms shall pay contract price, plus such additions thereto as may be agreed upon or chargeable pursuant to the terms hereof within the period specified herein. If the balance due is not paid as provided herein, the Lessee shall be charged a late payment fee of 1.5% of the balance due per month (18% annual percentage rate). This fee will be added to outstanding balance every thirty (30) days thereafter until final payment is made. Lessees on terms will forfeit any discount that may apply when amount due is not paid on time. 5. Collections/ Returned Checks: In the event that this contract is not paid, or any portion thereof, or charge -back, and is turned over to an outside collections agency, or law firm for litigation, Lessee agrees to pay all costs for attorney's fees, litigation fees, court costs, or any costs that may be accrued in the process of obtaining payment; in addition Lessee agrees to pay all costs with regard to collection fees. A returned check fee in the amount of $35.00 will be added to the balance for NSF or stop -payment checks. 6. Tent Rain Plan Reservations: Tent rain plan reservations will require a separate terms and conditions, signed agreement, and supersede above Rental Equipment Reservation and Final payment terms (paragraphs 3 & 4). 7. Permits & Fees: Lessee covenants that Lessee shall be responsible for all local city, town, county, village, state, permits, fees, licenses, bonds, drawings, consents, etc., required for the installation, maintenance, and use of equipment, and incur the cost thereof. Lessor will secure tent permits for Lessee if Lessee has contracted that service and assist Lessee in providing all necessary paperwork in a timely fashion for permitting requirements. Lessee understands that no two County or City permitting offices require the same time frame for permit applications or documents. Lessee agrees to provide all signed documents expeditiously to Lessor when Lessor (licensed tent contractor) has been contracted for tent 5/13/2026 12:35 PM EDT - DEL -Caruso - Central Winds- 4th of July event (#231438847) 3 of 5 permits. If Lessee shall default in the payment of any fees hereunder, or otherwise breach any of the terms or conditions hereof, lessor may immediately take repossession of its equipment without any process of law and may enter upon any premises where said equipment may be and remove the same with or without notice of its intention to do so, and without liability therefore. Permit fees are due at the time of reserving and are non-refundable. 8. Tent Installation: Lessor may evaluate upon request the installation site to determine securing & anchoring method & devices appropriate for the conditions, charges may apply for on -site evaluations. Lessor will provide the installation of the tent with proven satisfactory results. However, field situations, site conditions, weather & local experience may mandate other methods. There will be no cooking or open flame under the tent. There is no grilling or cooking allowed under or within 30 feet of any tent per State Fire Marshal. If damage occurs to the tent Lessee agrees to pay for damaged components. The Lessee is not responsible for the set up or take down of the tent. The Lessor is not responsible for weather or anything beyond Lessor's control. For safety reasons tents will not be installed/removed in the rain or lightening. >Warning: Tents are manufactured for use as a temporary structure and does not meet building structural code. Since weather is unpredictable, the Lessee must incorporate their own good judgment, common sense & knowledge of local conditions with the evacuation of the tent in bad weather. The Lessee is responsible to anticipate weather severity for proper time and method of evacuation. The Lessee is responsible and agrees to provide at their expense, sufficient unobstructed space for delivery, installation, dismantlement and removal of all equipment, and access to such space if a site evaluation is not requested/completed prior to tent installation. Lessee will be due no credit or refund for any tent size that does not fit in the space provided whether a smaller tent is installed or no tent at all. Lessee will be charged additional fees or trip charge(s) to change the tent size if applicable. 9. Lighting and Electrical: Lessee is prohibited from installing any lighting inside the tent. Any lighting installed must be contracted with Lessor or one of Lessor's approved lighting vendors unless approved in writing by both parties. Lessee will provide readily accessible power outlets of sufficient capacity to safely operate all electrical equipment that is proposed for rental herein. Lessee shall incur any state, county or city permits or taxes applicable. All lighting installed will be ambient lighting for the event. Lessee can request additional lighting if desired. 10. Deposits: In some cases Lessor may require a security deposit against damage or loss. These funds are held on deposit for possible damages or loss to the rental equipment. If the deposited amount will not cover the total cost of damages or loss, the Lessee is liable for the remaining sum. Deposits will be returned if all items are accounted for, returned cleaned and undamaged. 11. Chairs and Tables: Chairs are designed to be sat on with all four (4) feet on the ground, not to stand on, or be leaned back on rear legs. If Lessee or guest of Lessee damages a chair Lessee shall pay for the chair based on current market replacement cost, including shipping and handling. Tables are designed to serve food on, not to be sat on or to stand on. Tables are not to be grilled on or barbequed on. If Lessee damages a table including but not limited to above description Lessee will pay for the table based on current market replacement cost including shipping and handling, staples are considered minor damage and costs will be added for staple removal. 12. Linen/Charger Plates: Rental linens have a replacement value that will be charged in addition to the rental charge if any item is returned in a condition that permanently alters its appearance. Examples including but limited to: Candle wax, Crayon, Ink Pen, Cigarette/Sparkler burns, Mildew, and Sterno food heating can marks are the most common and cause permanent damage. Customer may claim damaged linen after replacement fees are paid. Charger plates are for decoration purposes only, not to be used for food service. Charger plates must be rinsed or wiped after use; NON COMPLIANCE WILL RESULT IN EXTRA CHARGES. 13. Damages/Lost Items: Lessee assumes all responsibility for damage or loss to equipment during the period from delivery/customer pickup, or possession of the equipment, to removal or return thereof, the "rental period" Lessee will pay for all equipment lost or damaged in an amount equal to replacement cost of the equipment in addition to the rental charge upon return of the rentals. 14. Cancellation Policy: All monies paid prior to event date is non-refundable. Paid monies are applied to consultations, designs and mock-ups, if applicable application preparation time to local authorities, onsite meetings, materials purchased, and any other services provided up to and thru event date. Should Lessee cancel a partially paid or paid -in -full order prior to the event delivery or store pickup date, Lessee will forfeit the amount paid regardless of cancellation reason. Cancellation must be made in writing or email. Lessor reserves the right to cancel any or all items due to named storms, riots, acts of God, war, or any other conditions outside the control of Lessor which may be hazardous to the equipment ordered or installation crew. If Lessor cancels prior to the event date due to such conditions Lessor will refund any monies minus a 50% restocking, event design, and preparation fee. 15. Authorized Signer/Agent(s): Any person executing this agreement on behalf of a corporation or organization warrants in his/her individual capacity that he/she is acting within the scope of his/her authority and that said corporation or organization shall be bound thereby. Lessor may rely on and follow any directions whether oral or written of any member of the Lessee's family, employee, or agent with respect to any act or acts performed by lessor in the delivery, installation or removal of equipment or of the performance of any services caused by this agreement. If any of the terms or conditions of this agreement is found to be unenforceable, illegal or unconscionable by a court of competent jurisdiction, such item shall be stricken from the Agreement, and the remaining terms and conditions of this Agreement shall stay in full force and effect. This is a rental agreement only and the equipment on the quote shall remain the personal property of Lessor. Lessee shall not sublet or dispose of said equipment or do anything which might suggest to third parties that the Lessee has any power to do so. The equipment shall not be removed from place of installation. This Agreement constitutes the full agreement between Lessor and Lessee. Any prior agreements, whether written or oral, promises, negotiations, or representations not expressly set forth herein shall be of no force or effect. Lessee acknowledges the receipt of the Rental Equipment that is the subject of this Rental Agreement and General Release and the fact that it is in good working order. Customer acknowledges and certifies that they have had a sufficient opportunity to read this entire Agreement, and agree to be bound by all the terms and conditions and that they understand its content and that they execute it freely, intelligently and without duress of any kind. 16. Photo/Video Release: Lessee agrees to allow Lessor's staff or representatives to obtain ground and aerial video and still photography of contracted services through Lessor's means during installation, prior to and during event and after event. All video and photography is the sole property of Lessor and to be used for marketing or training purposes. Lessor will follow all FAA rules for aerial photography and videography. 17. TENT ANCHORING AGREEMENT( applies only when a tent is on contract) 5/13/2026 12:35 PM EDT - DEL -Caruso - Central Winds- 4th of July event (#231438847) 4 of 5 For the safety of equipment, property, and persons Rentaland Tent & Event Rentals requires all tents to be staked into the ground. This includes grass, dirt, loose gravel, asphalt, or any other penetrable surface. Rentaland Tent & Event Rentals will fill, and patch holes made in the asphalt. Any surface that is not penetrable with tent stakes such as artificial turf, concrete, pavers or bricks a weight package will be required at Rentaland Tent & Event Rentals' discretion. Rentaland Tent & Event Rentals will endeavor to prevent damage to the lawn, plantings, underground utilities, and premises. Property owner assumes the risk to all underground findings, and agrees to indemnify and hold harmless Rentaland Tent & Event Rentals from liability for any suct- damages that may occur, seen or unseen. If property owner or authorized agent refuses to indemnify and hold harmless Rentaland Tent & Event Rentals, a weight package will be added to the cost of the contract. Should the tent be on any type of Pool deck, patio, or Athletic court such as basketball, volleyball, tennis and/or other), the property owner assumes the risk and release's Rentaland Tent & Event Rentals from liability for any such damages that may occur to the surface, seen or unseen. Property owner shall advise Rentaland Tent & Event Rentals as to the existence and location of any underground cables, pipe conduits, etc. In the absence of such advice, Rentaland Tent & Event Rentals can assume that no such underground obstruction exist and releases Rentaland Tent & Event Rentals from any liability for such damage that is seen or unseen. Property owner is responsible for the call to the utility companies who will check and mark for underground utilities. Property owner can call 1-800-432-4770 for free utility location and identification. Water lines (potable and non -potable), irrigation lines, and septic are the responsibility of the property owner to locate. All underground utilities must be clearly and visibly marked with paint or flags every two feet for the length of the pipe. Rentaland Tent & Event Rentals must be added as additionally insured to property owner's general liability insurance for any tent that is installed on a commercial property. 18. Tent Decor/lighting Lessee is prohibited from installing any lighting or drapery inside the tent. Any lighting/Draping installed must be contracted with Lessor or one of Lessor's approved lighting vendors unless approved in writing by both parties. Should the lessee decide to put up their own lighting they take full responsibility if there is any damage caused to the tent. Should there be damage, the Lessee is aware that of replacement cost is high and they would be charged for replacement piece and shipping of damaged item. Initial Lessee will provide readily accessible power outlets of sufficient capacity to safely operate all electrical equipment that is proposed for rental herein. Lessee shall incur any state, county or city permits or taxes applicable. All lighting installed will be ambient lighting for the event. Lessee can request additional lighting if desired. Initial Lessee assumes all responsibility for damage or loss to equipment during the period from delivery/customer pickup, or possession of the equipment, to removal or return thereof, the "rental period" Lessee will pay for all equipment lost or damaged in an amount equal to replacement cost of the equipment in addition to the rental charge upon return of the rentals. *note that damage of equipment will result in payment of new equipment, The rental price does NOT reflect the cost of replacement. Payment Policy e ly\co To confirm this agreement, an initial payment of 4%a� f the total contract amount is required. .iD kr The remaining balance is due QLs®faises. 44,the is s: a).x.�eot-e#-geeds-er-�} perfo�+aa�nce t, 0 5 -` 5/13/2026 12:35 PM EDT - DEL -Caruso - Central Winds- 4th of July event (#231438847) 5 of 5 Maura Caruso From: Yesica Delgado <Yesica@rentalandparties.com> Sent: Thursday, May 14, 2026 9:52 AM To: Maura Caruso Cc: Robert Williams Subject: RE: City of Winter Springs - Vendor Set -Up EXTERNAL EMAIL: [Caution: Do not click on links or open any attachments unless you trust the sender and know the content is safe.] Maura! I am copying Bobby on this email, as he authorized the payment arrangement of 50% for the reservation at the time of signing, and the remaining 50% will be paid on the day of the setup with a check that will be handed to the team leader Please let us know if you have any questions or need anything else from us Thankyou! Yesica Delgado Event Designer 11829 S Orange Blossom Trait Orlando, FL 32837 407.851.7368 ext 106 http://www.rentalandparties.com/ a G 0 G F 3 G From: Maura Caruso <mdcaruso@winterspringsfl.org> Sent: Wednesday, May 13, 2026 1:27 PM To: New Vendor Accounts <NewVendor@winterspringsfl.org> Cc: Yesica Delgado <Yesica@rentalandparties.com>; Robert Williams <bobby@rentaland parties.com> Subject: FW: City of Winter Springs - Vendor Set -Up Hi Winter Springs Finance, Can you please process the attached?