Addendum1.pdf
PDF 7 MB Posted
- Attached to
- 2026 Eco Experience Audio-Visual Rental
- Solicitation number
- 2000018476
- Issued by
- Ramsey County, Minnesota
About this file
This Solicitation Addendum No. 1, issued by the Minnesota Pollution Control Agency on July 27, 2026, revises the original Request for Bid (RFB) for 2026 Eco Experience Audio-Visual Rental services. The addendum extends the bid due date from July 28, 2026, at 2:00 p.m. Central Time to August 3, 2026, at 2:00 p.m. Central Time. The project requires comprehensive audio-visual equipment rental, delivery, installation, technical support, and removal services for the Eco Experience Building at the Minnesota State Fair, located at 1621 Randall Ave., Falcon Heights, Minnesota, from August 24 through September 9, 2026. Equipment specifications include two 4K UHD televisions (86-inch and 65-inch), a 4K camera with mounting system, four 1000W powered speakers, a video switcher, 16-channel mixer, digital wireless microphone system, truss towers, and LED par lighting. The stage dimensions are 16 feet by 12 feet by 16 inches, positioned in a corner of the 25,000-square-foot building. Stage presentations occur hourly from 10:00 a.m. to 6:00 p.m., with an anticipated audience of one to seventy-five spectators. All equipment must be new and current manufacturer production unless otherwise authorized.
The addendum addresses twenty-six questions from potential bidders, clarifying technical specifications and service requirements. Key clarifications include confirmation that the State will provide the laptop, pipe, drape, and stage installation; the larger monitor will be displayed on stage for presenters while the smaller monitor will display the daily schedule near the entrance; technical support requires vendor availability within thirty minutes of notification for on-call support; hard-lined internet is not available at the building, though presenters require internet access; the camera feed will provide overhead views of the cooking surface for audience viewing; and either 4K or HD cameras are acceptable for the project. The State will not provide electrical grid specifications, I-beam dimensions, reference photos, or final scope details from the previous year. Pricing is structured as four line items covering equipment rental, staging and lighting (hourly rate), crew for delivery, installation, and removal (hourly rate), and technical support and training (hourly rate), with prices remaining firm for 180 days. No budget range has been disclosed at this time.
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Other files
| File | Type | Posted |
|---|---|---|
| 2026_Eco_Experience_Audio-Visual_Rental.pdf | ||
| Attachments.pdf | ||
| RFB_2026_Eco_Experience_Audio-Visual_Rental.pdf | ||
| Sample_Contract___Exhibits.pdf |
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Text version
Minnesota Pollution Control Agency 520 Lafayette Rd N
St. Paul, MN 55155
SOLICITATION ADDENDUM
Addendum No.: 1 Date of Addendum: 7/27/2026
Due Date, Time: July 28, 2026, 2:00 PM CT Revised Due Date, Time: August 3, 2026, 2:00 p.m.
Buyer: Dawn Kochan Agency: Minnesota Pollution Control Agency
SWIFT Event/Posting Ref. No.: 2000018476 Title: 2026 Eco Experience AV Rental
SCOPE OF ADDENDUM
This addendum containing the following revisions, additions, deletions, or clarifications is hereby made part of the Solicitation, including the Sample Contract and Exhibits if applicable.
The purpose of this addendum is to:
• Revise the due date and time of the Solicitation
• Respond to questions received by the deadline stated in the Solicitation
Responders acknowledge receipt of this addendum by responding to SWIFT Event No. 2000018476, Version 2 (or more recent version) by the solicitation due date and time.
Except as modified by this addendum, all the terms and conditions remain in full force and effect.
ADDENDUM
I. The State revises the due date and time of the Solicitation from July 28, 2026, 2:00 PM CT to August 3, 2026, 2:00
PM CT.
II. Below are the State’s responses to questions received by the deadline stated in the Solicitation.
1. Question: Is there a scissor lift available on site?
Answer: Yes
2. Question: Are pipe, drape and stage included in the specifications or are those to be provided by the State?
Answer: They will be provided and installed by State
3. Question: Is the State expecting the vendor to provide any laptops, speakers, adapters, clickers or are those provided by the State?
Answer: The State will provide a laptop. See the Sample Contract and Exhibits; Exhibit C: Specifications, Duties, and Scope of Work; Scope of Services, A for equipment to be provided by the vendor.
4. Question: If there are any changes or updates from last year, what are they?
Addendum_rev_2023.04.14 Page 2 of 3
Answer: A slight shift of the stage so the column is on the side of the stage instead of in front of the stage.
5. Question: Is the specification list just for the stage? Is anything else needed for the rest of the building?
Answer: This bid is for the stage area and lighting that the State will place around the building
6. Question: Last year there was a second request for more lighting, this year will there be a second request or is there a possibility of more needed that is not included in the specs?
Answer: The request for extra lighting is included in this bid
7. Question: In the list there was a call for 2 different display monitors, how will they be utilized since they will be 2 different sizes.
Answer: The larger of the two monitors will be on the stage for use by the presenters – the second monitor will be mounted to a column near the entrance where the daily stage schedule will be displayed
8. Question: To clarify, for technical support, the State has its own staff during the fair, the vendor doesn’t need to be present other than on call for technical support?
Answer: See the Sample Contract and Exhibits; Exhibit C: Specifications, Duties, and Scope of Work; Scope of Services, D
9. Question: With the state expecting the vendor to be on site, or within 30 min on site if any technical issues arise, is the state wanting to see optional daily rate for someone to remain on site? If so, what are the hours of operation for staff needs?
Answer: No
10. Question: What is the general timing of the stage presentations?
Answer: Every hour from 10:00am-6:00pm
11. Question: Would the state be able to provide an electrical grid of the building? It would be nice to know if all circuits are on one or more breaker.
Answer: Not available at this time.
12. Question: Is there hard lined internet available close to the stage?
Answer: No
13. Question: Is there any expectation that presenters will need access to the internet?
Answer: Yes
14. Question: Are the tables on display at the pre-bid meeting the size/height of the stage? If not, what are the dimensions of the stage?
Answer: No – the stage is 16’x12’x16”
15. Question: The I beams that are going in, do you have dimensions of those? I am looking for weight restrictions on hardware.
Addendum_rev_2023.04.14 Page 3 of 3
Answer: No
16. Question: Regarding the camera, what is the anticipated use? Is it just for live feed of the stage?
Answer: Yes – it will be a view from above showing the audience what is occurring on the cooking surface
17. Question: How many people are expected as spectators for the stage?
Answer: 1-75
18. Question: The stage is in the corner of the room. It’s a big room. For audio coverage, are you wanting sound to carry just in the corner or larger area of the building?
Answer: Audio from stage is for the audience only – not intended to carry through building
19. Question: Are there any other amplified sounds happening in the space besides the stage?
Answer: No
20. Question: What is the total square footage of the building? What about the stage space?
Answer: Building is 25,000 sq ft – Stage 192 sq ft (16x12)
21. Question: Are there reference photos of the stage/presentation area from last year that you can share?
Answer: Included as an attachment
22. Question: During the site visit there was mention of change orders from the initial request last year. Can you share the final scope of services that were provided so that we can accurately provide a comparable quote?
Answer: No, Bids should be based on Sample Contract and Exhibits; Exhibit C: Specifications, Duties, and Scope of Work; Scope of Services
23. Question: The RFP requests truss towers to support the TV's and speakers but also requests speaker stands. Is there a preference for how the speakers are mounted?
Answer: No
24. Question: The RFP calls for 4k monitors and 4k camera, but the requested switcher feeding the monitors is HD.
The image quality will not be impacted, but as a point of clarity that the camera feed to the monitors will not be in 4k but will instead be HD resolution. In this case, do you truly require a 4k camera or will an HD camera suffice to match the output?
Answer: Either will work
25. Question: Is there a budget or a budget range for this event?
Answer: Not available at this time
26. Question: Is there a need for the presenter to have a confidence monitor? Something that will let them see what is showing on the screens.
Answer: No
END OF ADDENDUM
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