2026_Eco_Experience_Audio-Visual_Rental.pdf
PDF 30 KB Posted
- Attached to
- 2026 Eco Experience Audio-Visual Rental
- Solicitation number
- 2000018476
- Issued by
- Ramsey County, Minnesota
About this file
Summary
This is a Request for Bid (RFB) issued by the Minnesota Pollution Control Agency (MPCA) for audio-visual rental services at the 2026 Eco Experience event during the Minnesota State Fair. The procurement encompasses four service lines: equipment rental (total cost), staging and lighting (hourly rate), crew services for delivery, installation, and removal (hourly rate), and technical support and training (hourly rate). The event will be held at the Eco Experience Building, 1621 Randall Ave., Falcon Heights, Minnesota, from August 24 through September 9, 2026. A mandatory pre-bid meeting is scheduled for July 20, 2026, at 2:00 p.m. Central Time at the event location. The deadline for submitting questions is 2:00 p.m. Central Time on July 22, 2026. All responses must be submitted electronically through the SWIFT Supplier Portal by the bid due date of July 28, 2026, at 2:00 p.m. Central Time, with late submissions not accepted.
Bidders must be registered in the SWIFT Supplier Portal and are required to provide proof of insurance upon award. The procurement encourages participation from Minnesota-based small businesses and businesses meeting diversity and inclusion criteria, including those majority-owned and operated by racial minorities, women, individuals with substantial physical disabilities, veterans, or service-disabled veterans, as well as businesses located in or owned by residents of economically disadvantaged counties. Interested contractors may contact the SWIFT Contractor Assistance Helpdesk at 651-201-8100, Option 1, for registration and submission assistance. Questions regarding the solicitation should be directed to Dawn Kochan at dawn.kochan@state.mn.us or 651-757-2234.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachments.pdf | ||
| RFB_2026_Eco_Experience_Audio-Visual_Rental.pdf | ||
| Addendum1.pdf | ||
| Sample_Contract___Exhibits.pdf |
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Text version
Event Description THIS IS A REQUEST FOR BID (RFB). Fax, e-mail, and non-electronic responses will NOT be accepted. All responses must be submitted online through the SWIFT Supplier Portal before the Event Due Date and Time. Late responses will not be accepted.
SWIFT CONTRACTOR ASSISTANCE HELPDESK. Contractors requiring assistance with registration and/or completing their response to this Event may contact the contractor assistance helpdesk at: 651-201-8100, Option 1.
PURPOSE: The Minnesota Pollution Control Agency (MPCA) intends to purchase:
2026 Eco Experience Audio-Visual Rental.
LOCATION: Minnesota State Fair, Eco Experience Building, 1621 Randall Ave., Falcon Heights, MN 55108.
MANDATORY PRE-BID MEETING: A pre-bid meeting will take place on July 20, 2026, at 2:00 p.m., Central Time, in the Minnesota State Fair Eco Experience Building; 1621 Randall Ave, Falcon Heights, MN 55108. Attendance is mandatory.
DATES NEEDED: August 24, 2026 - September 9, 2026
QUESTIONS DEADLINE: 2:00 PM, Central Time, July 22, 2026 Email:dawn.kochan@state.mn.us
ATTACHMENTS. The Contractor is responsible for reviewing all attachments to this Event.
- Request for Bid
- Attachments
- Sample Contract and Exhibits
Do not submit proprietary or trade secret data in solicitation documents.
General Questions Question Response
DIVERSITY AND INCLUSION
Is your business based in Minnesota and considered small according to the OSP small business size standards? The link below provides size standard requirements. Please note (all web addresses can be copied and pasted into a web browser for further review) https://mn.gov/admin/business/vendor-info/oep/sbcp/size
And:
Is your business a for-profit business that is majority owned, operated and controlled by:
• a racial minority,
• a woman,
• a person with a substantial physical disability,
• a veteran or service-disabled veteran, or is your business
• located in, or the owner lives in, an economically disadvantaged county?
http://mn.gov/admin/business/vendor-info/oep/sbcp/ed/co
Event Details
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 1 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
In order to participate in this event YOU MUST BE REGISTERED as either a bidder or a supplier.
unties )
If your company meets these basic criteria, it may be eligible for certification in the state’s Small Business Procurement Program. For more information on eligibility requirements please visit https://sbcp.mn.gov/. You can also contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for further information.
• Do you believe your company meets the criteria listed above?
• Your response to this question is for informational purposes only. If you select YES, and are not certified, a member of the Office of Equity in Procurement will contact you to provide additional information regarding the State’s Small Business Procurement Program. (Responders must select Yes or No to continue submitting their response.)
Yes
Response Comments
Upload all required or requested attachments here.
A file attachment is required to satisfy this question.
Response Comments
If you fail to upload attachments requested in the solicitation, your response may be disqualified. Have you uploaded the required or requested attachments?
(Yes / No)
Yes
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 2 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
INSURANCE:
If awarded, will you provide proof of insurance as detailed in the event?
Yes
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 3 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line Details
Line: 1 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1
Reserve Price: No
Description: Equipment Rental Total
Question Response What is the total cost of all rental equipment?
Response Comments
Line: 2 Item ID: Line Qty: 1 UOM: HOURS Bid Qty: 1
Reserve Price: No
Description: Staging and Lighting - Per Hour
Question Response What is the price per hour?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 4 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Line: 3 Item ID: Line Qty: 1 UOM: HOURS Bid Qty: 1
Reserve Price: No
Description: Crew - Delivery, Installation, Removal - Per Hour
Question Response What is the price per hour?
Response Comments
Line: 4 Item ID: Line Qty: 1 UOM: HOURS Bid Qty: 1
Reserve Price: No
Description: Technical Support and Training - Per Hour
Question Response What is the price per hour?
Response Comments
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 5 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 6 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: EACH Description: Equipment Rental Total
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 07/19/2026 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: HOURS Description: Staging and Lighting - Per Hour
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 07/19/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: HOURS Description: Crew - Delivery, Installation, Removal - Per Hour
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 7 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 07/19/2026 Freight Terms:
Ship Via:
Line: 4 Item ID: Line Qty: 1 UOM: HOURS Description: Technical Support and Training - Per Hour
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 07/19/2026 Freight Terms:
Ship Via:
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 8 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
Appendix B - Terms & Conditions
1. Please review the attached Terms and Conditions attached to the event.
Last Updated: 12/24/2018
Event Details (cont.)
PUBLIC EVENT DETAILS
Agency: Pollution Control Agency Contact: Kochan,Dawn Phone: 651/757-2234
Email: dawn.kochan@state.mn.us
Event ID Format Type Page R3201-2000018476 Sell RFx 9 Event Round Version 1 1 Event Name 2026 Eco Experience Audio-Visual Rental Start Time Finish Time 07/08/2026 15:00:00 07/28/2026 14:00:00
Event Currency: US Dollar Bids allowed in other currency: No
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