25-1238_IFB_-Pipe_Drape_and_Carpet_Rental-2025-26_final.pdf

CALIFORNIA EXPOSITION & STATE FAIR

1600 Exposition Boulevard, Sacramento, CA 95815 State of California Gavin Newsom, Governor

State of California California Exposition & State Fair

INVITATION FOR BID

PIPE & DRAPE/CARPET RENTAL

CSF-25-1238

April 2, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled Pipe & Drape/Carpet Rental, CSF-25-1238. In submitting your bid, you must comply with these instructions.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses.

In the opinion of the California Exposition and State Fair (Cal Expo), this IFB is complete and without need of explanation. However, if you have questions or should you need any clarifying information, please submit your questions to the email shown below. Answers to all questions will be compiled and posted.

Contracts/Procurement Manager California Exposition and State Fair

Contracts@calexpo.com

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Thank you for your interest in the California Exposition and State Fair.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms mailto:Contracts@calexpo.com

Pipe & Drape/Carpet Rental, #CSF-25-1238

A. Purpose and Description of Services

Contractor shall provide all labor, materials, tools, equipment, and incidentals necessary to provide, on a rental basis, pipe and drape, carpet, and related equipment for the California State Fair during the 2025 and 2026 State Fairs as described below. All events are held at California Exposition & State Fair (Cal Expo) or (Fair). In addition, Contractor shall provide decorating and rental services to exhibitors as needed, at prices approved in advance by Cal Expo, and paid by exhibitors.

1. California State Fair: The 2025 California State Fair is July 11 through July 27.

Fair dates will be similar in future years.

a) Indoor Commercial Exhibit Booths: Contractor shall install, maintain, and remove an estimated 280 - 10’ x 10’ indoor exhibit booths, in accordance with the following specifications:

1) All freestanding booths to be aluminum framing with 3’ high telescopic side rail and 8’ back of flameproof drapery, in compliance with State and City Fire Marshal regulations.

2) Color for all booths shall be as agreed upon each year by Cal Expo and

Contractor. A sample of the fabric in all available colors must be submitted along with the bid. Quality of the fabric provided for this agreement must be approved by Cal Expo.

3) All drapery shall be standard industry draping material and 100% polyester flame retardant fire code.

4) Contractor shall provide 3” high Helvetica numbers to be provided for each indoor booth. The numbers will be black on a white background and attached to the upper right-hand corner of each booth.

5) Each booth in the indoor commercial area shall be provided with one

500-watt service with 110-volt outlets. Any additional electrical service requested by a State Fair exhibitor must be billed directly to and paid for by that exhibitor. Cal Expo will impose a 20% fee (facility surcharge), payable by Contractor to Cal Expo, on all additional electrical services requested by exhibitors.

6) Contractor shall provide a stand-by electrician with a maximum response time of one-half hour to the site on an on-call basis at all times during the open days of the State Fair to service exhibitors as required.

7) For Building D only, Cal Expo shall provide power at electrical vault.

Contractor must set distribution from vault to approximately 107 booths in Building D.

8) All electrical equipment and service must be in compliance with existing state, city, and other applicable safety regulations. All safety orders of the Division of Industrial Safety, Department of Industrial Relations, must be strictly observed. All cord or wiring shall be placed as inconspicuously as possible and at no time are cords to be placed in traffic isles.

b) Outside Building C: Contractor shall provide one (1) service counter and two (2) tall stools (counter height) for area outside Commercial Office.

c) Food Booths

1) Each food booth under the stairs in Buildings A, B, and C shall have 8’ high back drape.

d) Storage Area Draping: Contractor shall provide approximately 50’ of 15’ draping for a storage area located in Building C.

e) Service Desk for Exhibitors

1) Contractor shall maintain a service desk four (4) days prior to Fair opening to make available booth decorating services to exhibitors, including but not limited to backdrops, banners, and bunting that match the drapes approved by Cal Expo. Contractor shall also make available rental of equipment to exhibitors as requested, including but not limited to chairs, lights, display cases, carpet, grass mats, miscellaneous furniture, etc., and provide a graphic sign service. All signs shall be Helvetica headline and body copy or an approved equal. All Contractor’s equipment for service desk, including but not limited to service desk chairs and other accessories, must be removed from the premises by 10:00 p.m. on the second day of the Fair or as agreed upon by Cal Expo and Contractor.

2) Contractor shall provide Cal Expo with a price list or rate card with furniture, electrical, and other services available to exhibitors no later than June 1 of each year. Cal Expo shall approve any materials, forms, letters, or price lists prior to distribution to exhibitors. Any additional electrical, furniture, or other services requested by the exhibitor, which are not part of this contract, shall be invoiced by the Contractor and paid for by the exhibitor. Within ten days after the close of the Fair, Contractor shall provide Cal Expo with a report listing, by exhibitor, the additional electrical surcharge payment, furniture, and other services provided and the fees collected for such services.

f) Installation and Removal: Installation may begin July 5, 2025, at 7:30 AM and must be complete and ready for use no later than July 7, 2025, by 4:00 PM. Removal may begin July 29, 2025, at 7:30 AM. All Contractor’s equipment must be removed no later than August 1, 2025, by 5:00 PM.

Fair dates for future years should be similar.

2. Servicing of Equipment

a) Contractor shall provide all parts and service necessary to ensure equipment is fully operational at all times.

3. California State Fair Hours: Monday through Thursday, 4:00 PM until 10:00 PM;

Friday, Saturday, and Sunday, 10:00 AM until 10:00 PM.

4. Subcontracting: No subcontracting is allowed for any portion of this agreement.

5. Term: Term of this agreement is July 1, 2025, through August 2, 2026.

Cal Expo may, at its sole discretion, extend this agreement for one (1), 1-year option for the same bid prices. The dates will be similar for 2026 and 2027.

6. Payment: Payment will be made, in arrears, after satisfactory completion of services and approval of invoices submitted.

B. Minimum Qualifications for Bidders

1. Bidder must have successfully provided the services described in this IFB for similar events in the last three (3) years.

2. Bidder must provide a minimum of three (3) favorable references from clients to whom bidder has successfully provided similar services for events comparable to the California State Fair within the last five (5) years. The references must provide assurance of bidder’s attention to timeliness and overall successful performance.

C. Bid Requirements and Information

1. Key Action Dates

Event Date

IFB Published April 2, 2025

Questions Due April 8, 2025, 5:00 PM

Answers Provided (if applicable) April 11, 2025

Bids Due (and time) April 16, 2025, 5:00 PM

Proposed Award Date (tentative) April 22, 2025

2. Submission of Bid:

a) All bids must be submitted via email to the email address below by dates and times shown in Section C, Bid Requirements and Information, Item 1:

contracts@calexpo.com Contract/Procurement Manager

California Exposition & State Fair

IFB # CSF-25-1238

PIPE, DRAPE & CARPET RENTAL

b) All bids shall include the documents identified in Section E. Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

d) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

e) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Cal Expo may reject any or all bids and may waive an immaterial deviation in a bid. Cal Expo’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement.

f) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to Cal Expo.

g) An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

h) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

i) A bidder may withdraw its bid by submitting a written email withdrawal request to Cal Expo at contracts@calexpo.com. A bidder may submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

mailto:contracts@calexpo.com mailto:contracts@calexpo.com

j) Cal Expo may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

k) Cal Expo reserves the right to reject all bids. Cal Expo is not required to award an agreement.

l) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements.

m) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered.

No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

n) Cal Expo does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

o) No oral understanding or agreement shall be binding on either party.

3. Evaluation and Selection

a) At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

b) Cal Expo will evaluate each bid to determine its responsiveness to the published requirements.

c) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

d) Award, if made, will be to the lowest responsive responsible bidder.

4. Award and Protest

a) Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified “by telegram, electronic facsimile transmission, overnight courier, internet transmission, or personal delivery five (5) working days prior to the award of the agreement.

b) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

c) If any bidder, prior to the award of agreement, files a written protest with the

Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and Cal Expo on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services and Cal Expo a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California

95605. A copy of the detailed written statement should be mailed to Cal

Expo. It is suggested that you submit any protest by certified or registered mail.

e) Upon resolution of the protest and award of the agreement, Contractor must complete and submit to Cal Expo the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and

26131. This form can be found on the Internet at www.osp.dgs.ca.gov under the heading FORMS MANAGEMENT CENTER. No payment shall be made unless a completed STD 204 has been returned to Cal Expo.

f) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to Cal Expo page one (1) of the Contractor

Certification Clauses (CCC), which can be found on the Internet at www.dgs.ca.gov/contracts. This document is only required if the bidder has not submitted this form to Cal Expo within the last three (3) years.

5. Disposition of Bids

a) Upon bid opening, all documents submitted in response to this IFB will become the property of Cal Expo and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

6. Agreement Execution and Performance

a) Performance shall start not later than express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, Cal Expo, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to Cal Expo for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

D. Preference Programs

This IFB includes the Small Business Preference. Complete information can be found at https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

E. Required Attachments

Refer to the following pages for additional Required Attachments that are a part of this IFB.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

ATTACHMENT 1

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the required attachments.

The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

AN UNSIGNED BID/BIDDER CERTIFICATION SHEET MAY BE CAUSE FOR REJECTION

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Email address:

4. Name of person to be contacted for services

Cell Phone for contact person

Fax Number for contact person Email Address for contact person

Indicate your organization type:

5. Sole Proprietorship 6. Partnership 7. Corporation

Indicate the applicable employee and/or corporation number:

8. Federal Employee ID No. (FEIN) 9. California Corporation No.

10. Indicate applicable license and/or certification information:

11. Bidder’s Name (Print) 12. Title

13. Signature 14. Date

15. Are you certified with the Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSBCR, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 3 Must be completed. These items are self-explanatory.

4 Information for the person with the firm who will be Cal Expo’s contact for services provided.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

8 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

11, 12, 13, 14

Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line.

If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSBCR.

ATTACHMENT 2

BIDDER REFERENCES

This information is mandatory; however, the information may be submitted in a format other than the form provided. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed non-responsive.

List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this agreement.

REFERENCE 1

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number

Dates of Service Value or Cost of Service

Brief Description of Service Provided

REFERENCE 2

Street Address City State Zip Code

Contact Person Telephone Number

REFERENCE 3

Street Address City State Zip Code

Contact Person Telephone Number

ATTACHMENT 3

COST SHEET

Name of Bidder: ____________________________________________________

Signature of Bidder: _________________________________________________

Upon signing this Cost Sheet, bidder certifies that all equipment required to fulfill the needs of this agreement is available to the bidder. Bidder agrees to furnish all labor, materials, tools and equipment necessary to accomplish the work in accordance with the specifications herein for amounts as follows.

**Estimated Item Description Unit Price Quantity Item Total

10’ x 10’ indoor exhibit booth with 500 watts w/ booth number signs $__________ ea. X 280 = $____________

Back drape for food booths (8’ high) $__________/ft. X 700 = $____________ All hardware included

Electrical hook-up, food booths $__________ ea. X 10 = $____________

Storage area draping (15’ high) $__________/ft. X 50 = $____________

Service Counters $__________ ea. X 2 = $____________

Counter Height (tall) Stools $__________ ea. X 4 = $____________

Garment racks $_________ ea. X 22 = $____________

Drape Panel Banjo 8’ high (green) $_________ ea. X 75 = $___________

Drape support upright 8’ $_________ ea. X 25 = $___________

Drape support base Large 14’x14’ $_________ ea. X 25 = $___________

Drape Support Stretcher 6’ – 10’ $_________ ea. X 25 = $___________

Stage right top 4’ X 8’ $_________ ea. X 3 = $___________

Stage right, step unit 16’ w/handrail $_________ ea X 1 = $___________

Stage accessory, skirting 2’x12’ (black) $_________ ea. X 3 = $___________

TOTAL BID (total of all items) $_____________

X 2 years $_____________

GRAND TOTAL $_____________

Basis of Award

** The estimated quantities indicated above will be used solely for computing the cost as a fair and equitable formula to determine the low bidder and is not binding on the contracting agency. However, the actual costs quoted above by the bidder shall be binding for the term of the Agreement. Lowest bid will be determined using the Total Bid amount shown above.

General Contract Provisions

General Terms and Conditions (GTC 02/2025)

Generative AI (GenAI) Disclosure & Factsheet

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidders must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors.

The State has developed a GenAI Disclosure & Factsheet to be completed by the Proposers.

Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Proposers and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Proposal GenAI Disclosure & Factsheet the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject proposals that present an unacceptable level of risk to the state.

Special Terms and Conditions

1. GENERAL LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense commercial general liability insurance coverage with minimum limits of at least $1,000,000 per occurrence combined single limit for bodily injury and property damage and cover damages for bodily injury, property damage, personal injury liability, and products and completed operations liability.

The general liability insurance coverage shall include the following provisions:

a. State of California, California Exposition & State Fair, its agents, officers, directors and employees are made additional insured but only insofar as the operations under this agreement are concerned.

b. Cal Expo shall not be responsible for the payment of any premiums or assessments on the policy.

c. Contractor shall submit insurance certificates to Cal Expo for approval by appropriate agencies prior to the commencement of operation on the premises.

At least thirty (30) days prior to the expiration of any policy, a new insurance certificate with renewal information shall be filed with Cal Expo. Contractor shall furnish Cal Expo a certified copy of the policy within ten (10) days upon request.

d. Certificate of Insurance and/or policy must cover for the term of the agreement including the period described as set-up and clean-up period, if any.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

e. Contractor agrees that the liability insurance herein provided shall be in effect at all times during the term of this agreement. In the event said insurance coverage expires at any time or times during the term of this agreement, Contractor agrees to provide the California Exposition & State Fair, 1600 Exposition Boulevard, Sacramento, CA 95815, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than one year or the remainder of the term of this agreement. New Certificates of Insurance are subject to the approval of the California Exposition & State Fair and Contractor agrees that no activity by Contractor contemplated by this agreement be performed after the insurance expires and prior to the giving of such approval. In the event Contractor fails to keep in effect at all times during the term of this agreement the insurance coverage as herein provided, Cal Expo may, in addition to any other remedies it may have, terminate this agreement upon the occurrence of such event.

2. WORKERS’ COMPENSATION INSURANCE: Contractor certifies that it is aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and Contractor affirms to comply with such provisions before commencing the performance of the work of this Agreement. Contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

3. AUTOMOBILE LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense automobile liability insurance coverage with limits not less than $1,000,000 combined single limit per accident.

4. POTENTIAL SUBCONTRACTORS: Nothing contained in this agreement or otherwise shall create any contractual relation between Cal Expo and any subcontractors, and no subcontract shall relieve the Contractor of his responsibilities and obligations hereunder. The Contractor agrees to be as fully responsible to Cal Expo for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its subcontractors is an independent obligation from Cal Expo’s obligation to make payments to the Contractor. As a result, Cal Expo shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

5. RIGHT TO TERMINATE: Cal Expo reserves the right to terminate this agreement subject to 30 days written notice to the Contractor if Cal Expo determines it cannot meet budgetary or financial obligations under this agreement or its operational needs have changed. Contractor may submit a written request to terminate this agreement only if Cal Expo should substantially fail to perform its responsibilities as provided herein.

However, the agreement can be immediately terminated for cause. The term “for cause” shall mean that the Contractor fails to meet the terms, conditions, and/or responsibilities of the contract. In this instance, the contract termination shall be effective as of the date indicated on Cal Expo’s notification to the Contractor.

This agreement may be suspended or cancelled without notice, at the option of the

Contractor, if the Contractor or Cal Expo’s premises or equipment are destroyed by fire or other catastrophe, or so substantially damaged that it is impractical to continue service, or in the event the Contractor is unable to render service as a result of any action by any governmental authority.

6. DAMAGE TO EQUIPMENT: Cal Expo does not have responsibility for loss or damage to Contractor’s property arising from causes beyond the control of Cal Expo.

7. MEGAN’S LAW: Prior to start of work, Contractor shall provide Cal Expo with a list of all individuals, including any subcontractors, ages 18 and over who have access to the Cal Expo premises by completing Cal Expo’s Megan’s Law Form. All such individuals will be checked through the California Department of Justice Megan’s Law Sex Offenders file.

8. DRONE POLICY: In order to protect the safety, security, privacy, and property interests of Cal Expo, its employees, agents, contractors, and the public, any operation or use of unmanned aircraft systems, remote-or-radio controlled model aircraft of all types, shapes, and sizes, or any other similar type devices (collectively “Drones”) is prohibited on the premises of Cal Expo or within the Cal Expo’s air rights, without prior written approval from Cal Expo. Be advised that violation of this policy will result in immediate ejection from Cal Expo’s premises and may subject the violator to a criminal trespass warning or arrest for those who fail to comply.