IFB_Grounds_Entertainment_Audio_Lighting_2027-2030_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

GROUNDS ENTERTAINMENT AUDIO AND LIGHTING

CSF-26-1099

September 30, 2026

You are invited to review and respond to this Invitation for Bid (IFB) entitled Grounds Entertainment Audio and Lighting, CSF-26-1099. 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

Grounds Entertainment Audio and Lighting, CSF-26-1099

A. Purpose and Description of Services

The California State Fair is a large scale 17-day, multi-faceted, family-oriented event featuring an array of entertainment options and special attractions.

Contractor shall install, maintain, and operate audio and theatrical lighting, on a rental basis, for the central and promenade stages and multiple other stages at the California State Fair.

Bid prices must include rental fees, labor, and maintenance including repair, refocusing, or replacement of lamps. NOTE: Load-in and load-out labor for equipment will be provided by Cal Expo.

Cal Expo reserves the right to reduce, substitute, or in any other way revise audio and theatrical lighting when deemed appropriate. Any significant change may result in a modification of the contract price.

Bids must be accompanied by a complete list of equipment to be used plus a description of the proposed method of installation.

Contractor shall provide complete and adequate audio and lighting to the satisfaction of Cal Expo. The specifications that follow are intended as general guidelines. Variations from the equipment lists may be required with no change in the contract amount unless said variation results in a significant change in equipment requested.

Specifications for Audio

1. Promenade Stage: Primary use: Band stage; Area of sound coverage: 150’ long x 100’ wide area in front of stage; Audience served: 500 to 2,500 in middle of food court.

a) FOH Console

• 1 Yamaha M7CL console, 48 x 8 x 2 digital mixing console (or comparable) for mains and monitors, with doghouse patch cables and fan outs, including two (2) Yamaha PW 800 power supplies and 1 UPS battery backup supply. Console must have eight (8) discrete effects monitor sends on each channel. Monitors shall be folded back to the stage from FOH.

b) FOH Main Speaker System

• 8 medium/large format line array speaker modules. Must be 3-way units capable of maximum spl output 130db. (Must be of acceptable national brand, i.e, JBL, L-Acoustics, Meyers.)

• 8 dual 18 subwoofers. Must be capable of 130db output with minimum

2000 watts RMS. (Must be of acceptable national brand, i.e., JBL, L-

Acoustics, Meyers). Note: Some will be put under the stage.

• 2 short array frames to fly speaker arrays.

• 2 Genie lift towers to fly speaker modules (Subs should be trapezoidal shape. To be placed in the “V” shape of the genie towers-outrigger legs.)

• 1 small rigging box (Shackles, Steel, Spansets, etc.)

c) FOH Electronics (Processing)

• 2 XTA or BSS Stereo 4-way crossover/processor for frequency dividing.

One for mains, one for delaying the subs. (Unit must have current tunings.)

• 2 1/3 Octave EQ’s, XTA, DBX, Yamaha

• 1 Digital delay unit (Roland, Yamaha, TC Electronics, Lexicon)

• 4 Digital effects units (Yamaha, Lexicon, TC Electronics)

• 8 Compressor limiters (DBX, Aphex, Drawmer)

• 8 Gates (Aphex, DBX, Drawmer)

• 6 1/3 Octave EQs for monitors from FOH (Yamaha, Digitech, Ashly, DBX)

• 1 FM Tuner (TOA, Sony, Sanyo)

• 1 Compact disc player (Tascam, Denon)

• 1 iPod Patch Cable

d) Microphones, DI Boxes, Microphone Stands

• 6 Shure UHFR pro wireless combo microphone systems with Shure

SM-58 heads and Shure SM-185 lapel mics, also supply 6 countrymen, E6 head worn microphones.

• 12 Direct boxes (Countryman, Whirlwind)

• 40 Professional grade microphones (Shure SM57’s, SM58’s, Beta 98’s, Beta 91’s, Beta 52’s, SM81’s, SM94’s, AKG & Sennheiser models of similar quality)

• 40 Assorted microphone stands. (Round base straight and with boom, short round base boom, straights, round base tripods with boom, short tripods with boom)

• Note: Contractor shall supply AM batteries for all wireless supplied.

e) Snake

• 1 200-foot audio snake with splitter and XLR fan-outs. Must be a minimum of 200 feet, and must be flown for the audience’s safety. Must be at least 36 channels, plus 10 return lines back to stage.

f) Power Distribution

• 1 220-Volt power distribution system with minimum of #2 wire gauge feeder cable. Contractor to supply all needed cables for AC to all audio systems, components, power feeds, and outlets on stage. Distro must have a complete set of bare wire tails to tie into power source.

g) Monitor speakers (Floor Monitors) for stage use for live bands

• 12 Passive 15” + 1” Horn wedge monitors (JBL, EAW)

h) Drum Monitor

• 1 Powered 18” subwoofer with 18” + 1” horn full range enclosure for drum riser.

i) Main Power Amplifiers

• 12 QSC PL380 Stereo power amplifiers for mains and subs (4000 watts per channel @ 2 ohms).

j) Monitor Power Amplifiers

• 4 Stereo power amplifiers for monitors (QSC, Crown) (1500 watts per channel @ 4 ohms).

k) Front Fills – Speakers for the front of the stage (audience fills)

• 4 JBL SRX-712 1 x 12” + 1” horn

• 1 Stereo power amplifier with processing (Crown IT-4000)

• 1 Speaker cable package

l) Cable

• System must include all needed speaker, microphone, patching, AC, and electrical cables to make system work completely.

m) Technician

• 1 Audio technician dedicated to this stage that can fly system on genie lift towers, trouble shoot system, and complete repairs. Also, must be able to mix for bands, solo artists, dance troupes, choirs, and other types of entertainers. Technician must be able to mix house and monitors for the same console.

n) Pop-up Tents

• Contractor to supply needed pop-up tent for shade over console.

2. Center Stage: Primary use: Choirs, hypnotist, cultural and community entertainment; Area of sound coverage: 88’ long x 170’ wide with bowl of steps around stage; Audience served: 10 to 2,000

a) Mixing Console

• 1 Mackie Oynx 24 x 4 x 2 mixing console for mains and monitors.

(or comparable). (Console must have 6 monitor/auxiliary send per channel, 4 band EQ, and phantom power.)

b) Speaker System

• 8 JBL VRX-932A Mini line array speaker modules

• 4 JBL VRX-918S or Mpro powered 18” subwoofer speakers with pole mounts

• 4 JBL Elevating Speaker poles for VRX-932’s

• 6 JBL SRX-712M 2-Way compact monitor speakers

• 2 Digital effects processors (Lexicon, Yamaha, TC Electronics)

• 1 Digital crossover/processor (DBX, BSS, XTA)

• 4 Shure UHFR Pro wireless combo microphone systems with 4 X SM

58’s handheld, 4 X Lappele Mics, 4 X Countryman E6 head work mics

• 1 Microphone package minimum 16 microphones (Shure, AKG, Sennheiser, Audio Technica)

• 6 Direct Boxes (Countryman, Whirlwind, Radial)

• 1 Microphone stand assortment (Round base w/ booms, straight tripod tall, short w/ booms)

• 1 200’ 24 x 8 Audio snake (Whirlwind, Rapco, etc.)

• Note: Contractor shall supply batteries for all wireless supplied.

c) FOH Electronics (Processing)

• 1 FM Tuner (TOA, Sony, Denon)

• 2 Compact CD players (Tascam, Denon)

• 2 Yamaha SPX 900 Digital Effects Unit

• 1 Process rack for mains and monitors

• 6 1/3 Octave EQs for mains and monitors (DBX, Aphex, Drawmer)

• 4 Compress limiters (DBX, Aphex, Drawmer)

• 1 4-Channel gate unit (DBX, Aphex, Drawmer)

• 1 Digital Delay (Lexicon, Roland, Yamaha)

d) Power Amplifiers (Mains and Monitors)

• 4 QSC PL380 Stereo power amplifiers @ 4000 watts per channel @ 2 ohms

e) Power Distribution

• 8 50 ft. – 75 ft. Edison to AC quad boxes to supply power distribution to sound system mains and monitors, and for supply of AC for stage & backline AC power

f) Cabling

• Supply all needed microphone, speaker, AC, and patch cable for complete audio/sound system

g) Technician

• 1 Trained and qualified audio technician dedicated to this stage that is able to operate, troubleshoot, and mix mains and monitor from FOH console for bands, choirs, cultural entertainment, dance studios, and hypnotists.

h) Pop-up Tents

3. Hideaway Stage: Primary use: Professional party bands, some community entertainment. Stage size approx. 16x12x2

i) Mixing Console

• 1 Mackie Oynx 24 x 4 x 2 mixing console for mains and monitors.

(or comparable). (Console must have 6 monitor/auxiliary send per channel, 4 band EQ, and phantom power.)

j) Speaker System

• 8 JBL VRX-932A Mini line array speaker modules

• 4 JBL VRX-918S or Mpro powered 18” subwoofer speakers with pole mounts

• 4 JBL Elevating Speaker poles for VRX-932’s

• 6 JBL SRX-712M 2-Way compact monitor speakers

• 2 Digital effects processors (Lexicon, Yamaha, TC Electronics)

• 1 Digital crossover/processor (DBX, BSS, XTA)

• 4 Shure UHFR Pro wireless combo microphone systems with 4 X SM

58’s handheld, 4 X Lapel Mics, 4 X Countryman E6 head work mics

• 1 Microphone package minimum 16 microphones (Shure, AKG, Sennheiser, Audio Technica)

• 6 Direct Boxes (Countryman, Whirlwind, Radial)

• 1 Microphone stand assortment (Round base w/ booms, straight tripod tall, short w/ booms)

• 1 200’ 24 x 8 Audio snake (Whirlwind, Rapco, etc.)

• Note: Contractor shall supply batteries for all wireless supplied.

k) FOH Electronics (Processing)

• 1 FM Tuner (TOA, Sony, Denon)

• 2 Compact CD players (Tascam, Denon)

• 2 Yamaha SPX 900 Digital Effects Unit

• 1 Process rack for mains and monitors

• 6 1/3 Octave EQs for mains and monitors (DBX, Aphex, Drawmer)

• 4 Compress limiters (DBX, Aphex, Drawmer)

• 1 4-Channel gate unit (DBX, Aphex, Drawmer)

• 1 Digital Delay (Lexicon, Roland, Yamaha)

l) Power Amplifiers (Mains and Monitors)

• 4 QSC PL380 Stereo power amplifiers @ 4000 watts per channel @ 2 ohms

m) Power Distribution

• 8 50 ft. – 75 ft. Edison to AC quad boxes to supply power distribution to sound system mains and monitors, and for supply of AC for stage & backline AC power

n) Cabling

• Supply all needed microphone, speaker, AC, and patch cable for complete audio/sound system

o) Technician

• 1 Trained and qualified audio technician dedicated to this stage (not a roving technician) that is able to operate, troubleshoot, and mix mains and monitor from FOH console for bands, choirs, cultural entertainment, dance studios, and hypnotists.

p) Pop-up Tents

4. Outlaw Bar and Stage: Primary use: Professional country bands, some community entertainment. Stage size approx. 16x12x2

q) Mixing Console

• 1 Mackie Oynx 24 x 4 x 2 mixing console for mains and monitors.

(or comparable). (Console must have 6 monitor/auxiliary send per channel, 4 band EQ, and phantom power.)

r) Speaker System

• 8 JBL VRX-932A Mini line array speaker modules

• 4 JBL VRX-918S or Mpro powered 18” subwoofer speakers with pole mounts

• 4 JBL Elevating Speaker poles for VRX-932’s

• 1 Digital crossover/processor (DBX, BSS, XTA)

• 4 Shure UHFR Pro wireless combo microphone systems with 4 X SM

58’s handheld, 4 X Lappele Mics, 4 X Countryman E6 head work mics

• 6 JBL SRX-712M 2-Way compact monitor speakers

• 2 Digital effects processors (Lexicon, Yamaha, TC Electronics)

• 1 Microphone package minimum 16 microphones (Shure, AKG, Sennheiser, Audio Technica)

• 6 Direct Boxes (Countryman, Whirlwind, Radial)

• 1 Microphone stand assortment (Round base w/ booms, straight tripod tall, short w/ booms)

• 1 200’ 24 x 8 Audio snake (Whirlwind, Rapco, etc.)

• Note: Contractor shall supply batteries for all wireless supplied.

s) FOH Electronics (Processing)

• 1 FM Tuner (TOA, Sony, Denon)

• 2 Compact CD players (Tascam, Denon)

• 2 Yamaha SPX 900 Digital Effects Unit

• 1 Process rack for mains and monitors

• 6 1/3 Octave EQs for mains and monitors (DBX, Aphex, Drawmer)

• 4 Compress limiters (DBX, Aphex, Drawmer)

• 1 4-Channel gate unit (DBX, Aphex, Drawmer)

• 1 Digital Delay (Lexicon, Roland, Yamaha)

t) Power Amplifiers (Mains and Monitors)

• 4 QSC PL380 Stereo power amplifiers @ 4000 watts per channel @ 2 ohms

u) Power Distribution

• 8 50 ft. – 75 ft. Edison to AC quad boxes to supply power distribution to sound system mains and monitors, and for supply of AC for stage & backline AC power

v) Cabling

• Supply all needed microphone, speaker, AC, and patch cable for complete audio/sound system

w) Technician

• 1 Trained and qualified audio technician dedicated to this stage (not a roving technician) that is able to operate, troubleshoot, and mix mains and monitor from FOH console for bands, choirs, cultural entertainment, dance studios, and hypnotists.

x) Pop-up Tents

5. Cantina 1854 Stage: Primary use: Hispanic Banda, some community entertainment. Stage size approx. 16x12x2. NOTE: Potential to have banda scheduled for weekends only (Fri-Sun) and DJ during the week.

y) Mixing Console

• 1 Mackie Oynx 24 x 4 x 2 mixing console for mains and monitors.

(or comparable). (Console must have 6 monitor/auxiliary send per channel, 4 band EQ, and phantom power)

z) Speaker System

• 8 JBL VRX-932A Mini line array speaker modules

• 4 JBL VRX-918S or Mpro powered 18” subwoofer speakers with pole mounts

• 4 JBL Elevating Speaker poles for VRX-932’s

• 6 JBL SRX-712M 2-Way compact monitor speakers

• 2 Digital effects processors (Lexicon, Yamaha, TC Electronics)

• 1 Digital crossover/processor (DBX, BSS, XTA)

• 4 Shure UHFR Pro wireless combo microphone systems with 4 X SM

58’s handheld, 4 X Lappele Mics, 4 X Countryman E6 head work mics

• 1 Microphone package minimum 16 microphones (Shure, AKG, Sennheiser, Audio Technica)

• 6 Direct Boxes (Countryman, Whirlwind, Radial)

• 1 Microphone stand assortment (Round base w/ booms, straight tripod tall, short w/ booms)

• 1 200’ 24 x 8 Audio snake (Whirlwind, Rapco, etc.)

• Note: Contractor shall supply batteries for all wireless supplied.

aa) FOH Electronics (Processing)

• 1 FM Tuner (TOA, Sony, Denon)

• 2 Compact CD players (Tascam, Denon)

• 2 Yamaha SPX 900 Digital Effects Unit

• 1 Process rack for mains and monitors

• 6 1/3 Octave EQs for mains and monitors (DBX, Aphex, Drawmer)

• 4 Compress limiters (DBX, Aphex, Drawmer)

• 1 4-Channel gate unit (DBX, Aphex, Drawmer)

• 1 Digital Delay (Lexicon, Roland, Yamaha)

bb) Power Amplifiers (Mains and Monitors)

• 4 QSC PL380 Stereo power amplifiers @ 4000 watts per channel @ 2 ohms

cc) Power Distribution

• 8 50 ft. – 75 ft. Edison to AC quad boxes to supply power distribution to sound system mains and monitors, and for supply of AC for stage & backline AC power

dd) Cabling

• Supply all needed microphone, speaker, AC, and patch cable for complete audio/sound system

ee) Technician

• 1 Trained and qualified audio technician dedicated to this stage (not a roving technician) that is able to operate, troubleshoot, and mix mains and monitor from FOH console for bands, choirs, cultural entertainment, dance studios, and hypnotists.

ff) Pop-up Tents

6. Beer Den Stage: Primary use: Small acoustic/solo, duo, trio. Performance area approx. 10x10 (risers)

• 2 JLB SRX 2-Way 15” + 1” horn speakers (Similar JBL 15” + 1” horn)

• 2 USS Tripod speaker stands

• 1 Mackie M-406 Stereo powered mixer with AC & digital effects, and 9 band

EQ

• 1 Tascam CD player with patch cables

• 2 USS Tripod microphone stands with booms and clips

• 2 Shure PG48 microphones

• 1 Speaker cable package

• 1 75 ft. AV Edison uground quadbox AC cord

• 1 Shure ULX Combo Wireless (Handheld Lapel)

• Note: Contractor shall supply batteries for all wireless supplied.

7. WINE GARDEN Stage: Primary use: Small acoustic/solo, duo, trio. Performance area approx. 10x10 (risers)

• 2 JLB SRX 2-Way 15” + 1” horn speakers (Similar JBL 15” + 1” horn)

• 2 USS Tripod speaker stands

• 1 Mackie M-406 Stereo powered mixer with AC & digital effects, and 9 band

EQ

• 1 Tascam CD player with patch cables

• 2 USS Tripod microphone stands with booms and clips

• 2 Shure PG48 microphones

• 1 Speaker cable package

• 1 75 ft. AV Edison uground quadbox AC cord

8. Portable PA Systems: To be moved from location to location by Cal Expo staff.

• 2 JBL SRX 2-Way 15” + 1” horn speakers (Similar JBL 15” + 1” horn)

• 2 USS Tripod speaker stands

• 1 Mackie M-406 Stereo powered mixer with AC & digital effects, and 9 band

EQ

• 1 Tascam CD player with patch cables

• 2 USS Tripod microphone stands with booms and clips

• 2 Shure PG48 microphones

• 1 Speaker cable package

• 1 Microphone cable package

• 1 75 ft. AV Edison uground quadbox AC cord

9. Portable PA System #2:

• 2 JLB SRX 2-Way 15” + 1” horn speakers (Similar JBL 15” + 1” horn)

• 2 USS Tripod speaker stands

• 1 Mackie M-406 Stereo powered mixer with AC & digital effects, and 9 band

EQ

• 1 Tascam CD player with patch cables

• 2 USS Tripod microphone stands with booms and clips

• 2 Shure PG48 microphones

• 1 Speaker cable package

• 1 75 ft. AV Edison uground quadbox AC cord

10. Technician:

Trained and qualified technician to operate Toyota Extreme Zone and oversee Craft Brew, Wine Garden and portable systems.

Specifications for Lighting

1. Contractor agrees to install, maintain, and operate LED theatrical lighting, on a rental basis, for entertainment stages at the California State Fair held annually at

Cal Expo in Sacramento, California:

• Center Stage

• Cantina (LED light trees) Cantina 1854

• Promenade Stage

• Hideaway Stage (LED light trees)

• Outlaw Bar and Stage (LED light trees)

• Beer Den Stage (LED light trees)

2. Rental fees include rental fees, labor, and maintenance including repair, refocusing, or replacement of lamps.

3. Cal Expo reserves the right to reduce, substitute, or in any other way revise theatrical lighting when deemed appropriate. Any significant change may result in a modification of the contract price.

4. Contractor agrees to provide complete and adequate lighting to the satisfaction of Cal Expo. The specifications that follow are intended as general guidelines.

Variations from the equipment lists may be required with no change in the contract amount unless said variation results in a significant change in equipment requested.

5. There can be no patron accessibility to equipment; no interference with walkways, crossovers, exits, or fire lanes; and all equipment must have safety cable wherever possible.

6. Only minimal intrusion of sightlines is acceptable.

7. Control boards must be in lockable/moveable cases located at the sound mixing console at each venue, unless otherwise noted.

8. Contractor is responsible for providing all equipment required for installation, load-in, load out, and maintenance of lighting equipment.

9. Contractor is responsible for all personnel required for installation, load-in, load-out, and maintenance of lighting equipment.

10. Contractor is required to provide one (1) technician, on an on-call basis, for each day of the Fair. The technician must be available during the Fair’s hours of operation.

11. Contractor is responsible for all power distribution with Cal Expo’s approval.

Contractor is responsible for determining available power and power requirements of each location.

12. All equipment must bear company identification without exception.

13. Contractor is required to supply Cal Expo with a detailed inventory of equipment used onsite including identification or serial numbers.

14. The dates for the 2027 California State Fair are September 17, 2027 through October 3, 2027. California State Fair hours are: 4:00 PM until 10:00 PM, Monday through Thursday; and 10:00 AM until 11:00 PM, Friday through Sunday.

15. Load-in: Load-in of all light equipment for the stages may begin ten (10) days prior to the opening day of the Fair and must be in place by 12:00 noon the day prior to the Fair opening.

16. Load-Out: All light equipment may begin load-out after the close of the State Fair and must be completed by midnight on the third day after closing day.

17. Equipment: Contractor will provide equipment as listed:

a. Rigging: Contractor must supply all steel cables necessary for rigging, including safety rigging for the light trees.

b. Configuration: Two (2) light trees, 16 lamps, 1k units with control.

c. Controller: Contractor must include a 12-channel control board.

d. Dimming: Contractor must provide twelve (12) 2.4 kw dimmers.

e. Maintenance

18. The system should be loaded in, setup and checked out to the mutual satisfaction of the contractor and Events Manager one (1) day prior to opening day of the State Fair. The final strike date will be mutually agreed upon.

19. Contractor will provide all necessary gel color, frames, replacement lamps/bulbs, etc., to keep the system operating at maximum potential. Gels must include equal mix of four primary colors.

20. Contractor must provide prompt repair or replacement of any faulty equipment.

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

22. Term: Term of this agreement is September 1, 2027, through October 31, 2030.

23. Final Approval: The Cal Expo Board of Directors will provide final approval on all contracts over $100,000.

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

B. Bid Requirements and Information

1. Key Action Dates

Event Date

Bid Published September 30, 2026

Questions Due Date October 6, 2026; 5:00 PM

Answers Provided (if applicable) October 9, 2026

Final Date for Bid Submission October 14, 2026; 4:00 PM

Proposed Award Date (tentative) October 28, 2026

2. Minimum Qualifications Certification: Bidder must complete the Minimum Qualifications Certification (Attachment 2) certifying that the bidder satisfies all minimum qualifications and requirements. Failure to certify satisfaction may result in the rejection of the bid.

3. Submission of Bid:

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

contracts@calexpo.com Contract/Procurement Manager

California Exposition & State Fair

IFB # CSF-26-1099

GROUNDS ENTERTAINMENT AUDIO AND LIGHTING

b) All bids shall include the documents identified in Section D. 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.

4. 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.

5. 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, 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.

6. 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.

7. 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 http://www.osp.dgs.ca.gov/ http://www.dgs.ca.gov/contracts

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.

C. Preference Programs

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

D. Required Attachments

A complete bid package will consist of the items identified below. For your bid to be responsive, all required attachments must be returned

Attachment Attachment Name/Description

Attachment 1 Bid/Bidder Certification Sheet

Attachment 2 Bidder References

Attachment 3 Cost Sheet

Attachment 4 Civil Rights Laws Certification (over $100K) 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" as an entire package with original (or original electronic) signatures.

A. Place all required attachments behind this certification sheet.

B. 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:

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No.

(FEIN)

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. 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, Must be completed. These items are self-explanatory.

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.

7 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.

10, 11, 12, 13

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

MINIMUM QUALIFICATIONS CERTIFICATION

The bidder must meet the following minimum qualifications, to Cal Expo’s satisfaction, to be given further consideration for a contract award. The bidder must certify, in writing, by signing this certification that the firm meets the applicable minimum qualifications.

Failure to satisfy the minimum qualifications, based on Cal Expo’s sole judgment, will result in the immediate rejection of the bid. Completion of this form is mandatory.

1. Bidding firm must have a minimum of five (5) years of experience providing entertainment lighting services for large fairs, music festivals, or equivalent venues.

2. Bidder must have qualified personnel, to fulfill the technician services for this agreement, with a minimum of three (3) years experience providing this service at a facility similar to the California State Fair, i.e., large fairs, music festivals, or equivalent venues.

3. Bidder’s equipment must meet Cal Expo’s quality standards and must be less than five (5) years old and in good working order.

4. Bidder must submit three references. References must provide assurance of bidder’s attention to timeliness and other details, adequacy of lighting, and overall successful performance. References received by Cal Expo that are not favorable may be cause for the bid to be rejected.

Name of Firm

Bidder’s Authorized Signature Printed Name

Title Date

ATTACHMENT 3

BIDDER REFERENCES

Submission of this attachment is mandatory. 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

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 4

COST SHEET

Name of Bidder: ____________________________________________________

Signature of Bidder: _________________________________________________

Bidder agrees to furnish all labor, materials, tools and equipment necessary to accomplish the work in accordance with the specifications herein for the amount indicated below. By signing this Cost Sheet, bidder certifies that it has available the equipment required for this agreement and bid amount is for that specific equipment.

Bids are based on services for the 2023 California State Fair.

Audio Services Bid Amount

Grounds Entertainment Audio - 2027 California State Fair $ /yr.

BID X 3 YRS $

Lighting Services Bid Amount

Grounds Entertainment Lighting - 2027 California State Fair $ /yr.

BID X 3 YRS $

GRAND TOTAL FOR AUDIO + LIGHTING $_______________

(Basis for Award)

NOTE: Bid amount includes all taxes, fees and expenses related to completing the work described in this IFB.

ATTACHMENT 5

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts over $100,000 executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

Sample Standard Agreement

General Terms and Conditions (GTC 02/2025)

1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the Department of General Services, if required. Contractor may not commence performance until such approval has been obtained.

2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties.

3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the State in the form of a formal written amendment.

4. AUDIT: Contractor agrees that the awarding department, the Department of General Services, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated. Contractor agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, Contractor agrees to include a similar right of the State to audit records and interview staff in any subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896).

5. INDEMNIFICATION: Contractor agrees to indemnify, defend and save harmless the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of this Agreement.

6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during any dispute.

7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of any payments should the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the State may proceed with the work in any manner deemed proper by the State. All costs to the State shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand.

8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State.

9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of perjury, the minimum, if not exact, percentage of post-consumer material as defined in the Public Contract Code Section 12200, in products, materials, goods, or supplies offered or sold to the State regardless of whether the product meets the requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code §12205).

10. NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its subcontractors shall not deny the contract’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. Contractor shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. Contractor and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause.

Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.)

Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement.

11. CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained in the document CCC 04/2017 are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto.

12. TIMELINESS: Time is of the essence in this Agreement.

13. COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless otherwise expressly so provided.

14. GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with the laws of the State of California.

15. ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these services or goods are obtained by means of a competitive bid, the Contractor shall comply with the requirements of the Government Codes Sections set out below.

a. The Government Code Chapter on Antitrust claims contains the following definitions:

1) “Public purchase” means a purchase by means of competitive bids of goods, services, or materials by the State or any of its political subdivisions or public agencies on whose behalf the Attorney General may bring an action pursuant to subdivision (c) of Section 16750 of the Business and Professions Code.

2) "Public purchasing body" means the State or the subdivision or agency making a public purchase. Government Code Section 4550.

b. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder. Government Code Section 4552.

c. If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery. Government Code Section 4553.

d. Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or

(b) the assignee declines to file a court action for the cause of action. See Government Code Section 4554.

16. CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the contractor acknowledges in accordance with Public Contract Code 7110, that:

a. The contractor recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and

b. The contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.

17. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby.

18. PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of $200,000, the Contractor shall give priority consideration in filling vacancies in positions funded by the Contract to qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.

19. SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING

REQUIREMENTS:

a. If for this Contract, Contractor made a commitment to achieve small business participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) report to the awarding department the actual percentage of small business participation that was achieved. (Govt. Code § 14841.)

b. If for this Contract, Contractor made a commitment to achieve disabled veteran business enterprise (DVBE) participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Contract; (2) the name and address of the DVBE(s) that participated in the performance of the Contract; (3) the amount each DVBE received from the prime Contractor; (4) that all payments under the Contract have been made to the DVBE; and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt.

Code § 14841.)

20. LOSS LEADER: If this Contract involves the furnishing of equipment, materials, or supplies then the following statement is incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. (PCC 10344(e).)

21. GENERATIVE AI DISCLOSURE OBLIGATIONS:

a. The following terms are in addition to the defined terms and shall apply to the…