IFB_-_Sound_System_2025.pdf

CALIFORNIA EXPOSITION & STATE FAIR

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

INVITATION FOR BID

SOUND SYSTEM RENTAL – CONCERT VENUE

CSF-25-1234

January 27, 2025

You are invited to review and respond to this Invitation for Bid (IFB), entitled Sound System Rental – Concert Venue, #CSF-25-1234. 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 & 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 & 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 & 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

Sound System Rental – Concert Venue, IFB #CSF-25-1234

A. Purpose and Description of Services

The Golden 1 Stage is a concert venue with a capacity for 7,500. The stage is 48‘x 40’ with a 20’ high truss structure around the perimeter of audience seating area. The roof is retractable, but is kept at maximum height after the opening of the California State Fair. The stage is placed in a shallow lagoon and is surrounded by water on 3 sides. The VIP area is adjacent stage left and requires audio coverage.

Contractor shall provide a sound system to adequately support headliner concerts and various other entertainers during the California State Fair (Fair). The 2025 Fair is scheduled for July 11 through July 27, 2025; dates in future years will be similar.

The stage normally operates twelve (12) hours per day for seventeen (17) days (number of days varies depending on entertainment scheduled).

1. Bid amount must include all labor, equipment, supplies, materials, and incidentals required to provide the services described in this IFB.

2. Contractor shall provide all equipment required for installation, load-in, load-out, operation, and maintenance of sound system.

3. All equipment must bear company identification without exception.

4. Contractor shall provide Cal Expo with a detailed inventory of equipment used on-site, including identification or serial numbers.

5. Contractor agrees to provide special equipment, upon request of Cal Expo, at short notice.

6. There can be no patron accessibility to equipment and no interference with walkways, crossovers, exits, or fire lanes.

7. All equipment must have safety cable wherever possible.

8. Contractor shall supply all cabling, chain motors, and rigging needed to fly speaker system and to meet the contract specifications.

9. Contractor shall supply power distribution for onstage to support artists’ backline and stage equipment.

10. Staff

a. Contractor must provide technical staff for load-in, load-out, operation, and maintenance of the sound system. Cal Expo shall provide union labor for load-in and load-out of the sound equipment.

b. Contractor must provide at least two dedicated sound technicians for the front of house and monitor mix stations. Technicians must be skilled and trained with expertise operating proposed line array system, running current audio & acoustical measurements and instrumentation software(s), and working with major recording artists. The schedule of the sound technicians will be determined by Cal Expo’s (Production Manager).

c. Contractor must provide a contact person and phone number who Cal Expo can contact at all hours during the rental period for resolution of any malfunctions of equipment.

11. Transportation: Contractor shall provide transportation for equipment and personnel to and from the venue. The necessary ramps and/or lift gates for load-in and load-out will be provided by Contractor.

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

13. Malfunctions of Equipment: Contractor must have the resources to ensure that any technical malfunctions are resolved before the start of each event. In addition, if there are any malfunctions with the sound systems during operation, Contractor must respond and rectify the malfunction immediately upon being contacted by Cal Expo. If the equipment does not function properly to Cal Expo’s standards, Cal Expo may acquire equipment by another means.

Contractor’s payment will be reduced for any equipment that is not functional and cannot be utilized by Cal Expo and for Cal Expo’s cost of acquiring equipment by another means.

14. Set-up and Removal of Equipment: Load-in of all sound equipment may begin at least two (2) days prior to the first day of the Fair, and must be completed and ready for use no later than 9:00 AM on opening day of the Fair. Removal of equipment may begin after 10:15 PM on the closing day of the Fair, and must be complete no later than 5:00 PM the day after closing day of the Fair, unless other arrangements have been made in advance.

15. 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.

16. Cal Expo shall provide:

a. A shaded front-of-house riser structure which is located in a fixed position approximately 150 feet in the front of stage left.

b. Necessary power source to operate the sound system. The power supply will be three-phase or single-phase as needed.

17. System Requirements: Contractor must provide a system in which the main speakers can be flown, with a maximum weight of 1,200 pounds hung from each side of the stage, including rigging hardware. All sub-woofers must be placed on ground.

18. Equipment

The equipment listed below includes the specific equipment that has been used for the services included in this IFB and has met Cal Expo’s standards. If equivalent equipment is included in the bid, the bidder must provide explanation and/or documentation that the equipment is compatible with the line array speaker system and that it will provide the same or better performance. In addition, bidder must submit name and contact information for a venue(s) where bidder used the equivalent equipment. Cal Expo will contact references for an evaluation of the services. If Cal Expo determines that the alternate equipment does not meet Cal Expo’s requirements and/or standards, the bid may be rejected, and the next lowest bid chosen.

a. Main System: NOTE: The weight of the line array speakers must not exceed 1,200 pounds per side. Subwoofers will need to be placed on the ground.

Overview A flown three-way line array system is needed from L’ Acoustics (K1, K2, VDosc), Meyer Sound (LEO, Lyon), D&B (GSL 12, V12, KSL 12), JBL (VTX25, A-12) or other industry standard line arrays are acceptable brands that can be used. The line array system, along with its subwoofers, must be capable of providing clear, undistorted audio from 35 Hz through 18 KHz.

Subwoofers cannot be flown.

All weights must comply with Civil Engineer Certification below. (Or separate attachment).

Main Line Array

• 16 JBL VTX V25-II 3-way high-directivity line array element

• + 3 a side L/R as Stage Side Fill's

• 12 JBL VTX-S28 Fly Subwoofer Subs

• On Ground in front of Stage & water in Audience area

• 2 JBL SRX835P Powered 3-Way Speaker

VIP Deck Speakers- Across pond

• 4 JBL VRX 932LA Passive Speaker

• 16 JBL VRX915M 15" Full range/Biamp Wedge Monitor

• 2 JBL MP418SP Powered Subwoofer - 18"

• 2 Crown VRack 12000HD Amp Rack

• 6 Crown VRack 4x3500HD Amp Rack

IEM’S & RF’s

• 2 Shure PSM 1000 IEM System - 4 Channel - G10 Band

• 1 Shure Axient 4-Channel Wireless System - 470-636MHz

• 1 Shure Axient 2-Channel Wireless System - 470-636MHz

Audio Consoles & Mix switch

• 2 Yamaha DM7-EX 120-channel Digital Mixer with Dante

• 4 Yamaha Rio3224-D2 Digital Stage Box

• 64 channels each FOH/MON - Split Rig

• 2 Yamaha SWP2-10SMF L2 Switch

• 2 APB Mix Switch

Mics, Cables, Stands

• 1 Shure ULX Combo Wireless Microphone Kit

• 1 Clear-Com 2 Channel Base Station - Tabletop

• 8 Neutrik NL8 Speakon Coupler

• 8 NL8 Cable - 5'Type Disc

• 6 NL8 Cable - 50'

• 8 NL8 Cable - 125'

• 1 NL4 Snake - 6-Channel/50'

• 1 NL4 Snake - 6-Channel/70'

• 8 NL4 Coupler

• 6 NL4 Cable - 5'

• 10 NL4 Cable - 25'

• 16 NL4 Cable - 50'

• 4 NL4 Cable - 75'

• 8 NL4 Cable - 100'

• 2 NL4 Cable - 125'

• 2 Patch Snake - 8 Channel XLR – 25’

• 2 KandM Tripod Microphone Stand (Tall Black) – Adjustable 35.5-63"

• 8 Ethernet Cable (Cat5e or better) - 25'

• 4 Ethernet Cable (Cat5e or better) - 50'

• 2 Ethernet Cable (Cat5e or better) - 100'

• 1 Whirlwind 54 Channel Split Snake W-1/Ramtech

• 1 300' 4 channel CAT5 snake (WCAT5E4)

• 12 Channel W1, 4 Channel Cat6, 1 -L14-30 power cable

• 2 54 -Pair Ramlatch Fanout - 25'

• 1 Whirlwind W-1 12 pair Sub Snake 75'L - 1-12

• 1 Whirlwind W-1 12 pair Sub Snake 75'L - 13-24

• 1 Whirlwind W-1 12 pair Sub Snake 75'L - 25-36

• 1 Whirlwind W-1 12 pair Sub Snake 75'L - 37-48

• 1 Whirlwind W-1 12 pair Sub Snake 75'L - 49-60

• 4 Whirlwind Medusa 9 Channel Audio Snake - 75 ft

• 1 12x4 Whirlwind Snake - 125'

• 2 Patch Snake - 8 Channel XLR - 25'

• 12 Shure SM57 Dynamic Instrument Mic - Cardioid

• 6 Shure SM58 Dynamic Vocal Mic - Cardioid

• 2 Shure SM58S Switched Dynamic Vocal Mic - Cardioid

• 4 Shure SM81 Condenser Instrument Mic - Cardioid

• 1 Shure BETA 52A Dynamic Kick Drum Microphone -

• Super cardioid

• 4 Shure Beta 57A Dynamic Instrument Mic – Super Cardioid

• 4 Shure Beta 58A Dynamic Vocal Mic – Super Cardioid

• 1 Shure BETA 91A Condenser Microphone - Half-Cardioid

• 2 KSM137 Condenser: Cardioid Instrument Microphone

• 5 Sennheiser e604 Dynamic Tom/Snare Mic - Cardioid

• 2 Sennheiser MD 421 Dynamic Instrument Mic - Cardioid

• 12 Whirlwind Director Direct Box - Passive

• 1 Radial JDI Direct Box - Passive

• 2 Radial J48 Direct Box - Active

• 1 Whirlwind Multidirector Passive DI - 8 Pack

• 10 XLR Cable - 100' (White Rip-Tie)

• 12 XLR Cable - 50' (Blue Rip-Tie)Type Disc

• 100 XLR Cable - 25' (Red Rip-Tie)

• 12 XLR Cable - 10' (Yellow Rip-Tie)

• 12 KandM Tripod Microphone Stand (Tall Black) – Adjustable 35.5-63"

• 10 KandM Tripod Microphone Stand (Short Black) - Fixed 11"

• 8 Atlas MS-12 Mic Stand with Round Base - 37-60"

• 4 Atlas MS-20 Mic Stand with Round Base - 37-66"

• 1 Work Box

Main Stage - Power

• 1 Distro and Cable Package - Build

• 1 Whirlwind Power Link Distro - 4x L5-20 | 6x L14-30 | 6x

• L21-30 | 1x Edison Courtesy | 200A Cam In and 2x Thru

• Note: V-Rack Power + Stage and L14 Cable Power

• 1 Nutek Power Distro - 8x L21-30 | 240A Cam In

• 1 Indu Electric L21-30 Power Distribution Unit

• 4 L14-30 Power Cable - 25'

• 4 L14-30 Power Cable - 50'

• 2 L14-30 Split Box

• 3-Phase Cam Thru for Guest Artist in Monitor world

• 2 L14-30 Male to Edison Quad Box

• 1 L5-20 Power Cable - 50'

• 3 L5-20 to Dual Edison Quad Box

• 2 L5-20 to Edison Quad Box

• 3 L5-20 Male to Dual Edison Quad Box (with L5-20

• Pass Through)

• 9 L21-30 Cable - 10'

• 4 L21-30 Cable - 50' (Blue Rip-Tie)

• 1 2/0 Cam-Lok Feeder Set - 10'

• 1 2/0 Cam-Lok Feeder Set - 25'

• 2 2/0 Cam-Lok Feeder Set - 50'

• 1 2/0 Cam-Lok Feeder Set - 100'

• 1 Cam Tail Set - 2/0 (Reverse Ground/Neutral)

• 2 Cam Turn Around - Male to Male

• 2 Cam Turn Around - Female to Female

• 1 Set of Cam Tapping Tees

• 6 Power Strip

• 6 Cube Tap

• 6 Edison Cable - 25' (Red Rip-Tie)

• 6 Edison Cable - 50' (Blue Rip-Tie)

• 2 Edison Cable - 100' (White Rip-Tie)

• 8 Guard Dog Cable Ramp - 5-Channel

Main Stage - Rigging

• 1 3-Phase Motor Package

• Note: Single Point L/R + Spare Motor

• 8 GAC-Flex Wire Rope Sling - 3'Type Disc

• Qty Item Description Billed At Ext. Price

• Main Stage - Rigging

• 8 GAC-Flex Wire Rope Sling - 6'

• 12 Shackle - 3/4"

• 20 Shackle - 5/8"

Audio Delay Sound System

• Audio Delay System is located at past walkway behind FOH

• from a separate power source (80') and link to FOH Aux

• Send (150')

• 6 JBL VT4888 3-Way Line Array Speaker - NL8

• Note: 3 Cabinets a Side Ground Staked on Top of Subs

• 6 JBL VT4880 Dual 18" Subwoofer - NL4

• Note: Delay Sub Cabinets

• 3 QSC PL380 Quad Amp Rack

• 1 XTA DP448 Digital Processor

• 1 Single Phase Distro - 100A Cam IN

• 1 Jacketed Cam 4-Wire #2 - 50'

• 1 #2 Cam-Lok Feeder Set - 25'

• 4 Cam Tail: Bare End to Female Cam - #2

• Note: Cam Tie In

• 1 Cam Turn Around - Female to Female

• 1 Cam Turn Around - Male to Male

• 4 NL8 Cable - 50'

• 4 NL8 Cable - 3'

• 6 NL4 Cable - 25'

• 4 10' W-1 Multipin M/F

• 3 XLR Cable - 100' (White Rip-Tie)

• 4 L14-30 Power Cable - 50'

Staff

• Labor

• 1 Audio- A1 Engineer Advanced/FOH

• 1 Audio- A1 Engineer Advanced/MON

• 1 Audio- A2 Engineer

• Note: Stage Patching and Wireless RF Tech

3 Audio Techs with minimum 5 years’ experience.

b. Electrical Power Distribution Quantity Description

1 3-Phase 200-Amp, 220-Volt power distribution system.

System must include all needed power cables to provide power to all needed areas of the audio system and full-on stage power feeds to artists’ requirements. System must also have 100 feet of camlock power feed with camlock tails.

19. Term: Term of this agreement will be July 1, 2025, through August 1, 2027.

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

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

B. Minimum Qualifications for Bidders

The bidder must demonstrate that it meets all of the following minimum qualifications to be considered responsive to this IFB. Failure to satisfy all of the minimum qualifications shall be cause for rejection of the respondent’s bid.

1. Bidder must have a minimum of three (3) years of experience, within the last five (5) years, providing sound equipment and services to venues that have a capacity of 7,500 or more and providing sound system equipment and technicians to support national/international recording artists.

2. Bidder must have trained technicians with a minimum of three (3) years of experience, within the last five (5) years, to operate all required equipment.

Technicians’ experience must include venues that have a capacity of 7,500 or more and providing services to support national/international recording artists.

3. Bidder must submit three (3) favorable references from clients, where services have been provided within the last two (2) years, with concert venues with a capacity of 7,500 or more and similar to that at the California State Fair.

C. Bid Requirements and Information

1. Key Action Dates

Event Date

IFB Published January 27, 2025

Questions Due February 3, 2025, 5:00 PM

Answers Posted February 6, 2025

Bids Due February 10, 2025, 4:00 PM

Proposed Award Date (tentative) Week of February 17, 2025

2. Equipment List: Submit with bid a description of the equipment to be used by the bidder to fulfill the requirements of this IFB. The list of equipment must be specific and include the age of the equipment. If equivalent equipment is included in the bid, the bidder must provide explanation and/or documentation that the equipment is compatible with the line array speaker system and that it will provide the same or better performance. In addition, bidder must submit name and contact information for a venue(s) where bidder used the equivalent equipment. Cal Expo will contact references for an evaluation of the services to ensure that the equipment meets Cal Expo’s requirements and/or standards. In the event that the lowest bidder’s submitted list of equipment includes substitute or equivalent equipment, Cal Expo may also inspect the equipment to ensure that it meets Cal Expo’s requirements. If the equipment does not meet Cal Expo’s requirements and/or standards, the bid may be rejected and the next lowest bid will be chosen.

3. Experience of Firm: Submit with bid a description of experience of the firm to fulfill the minimum qualifications set forth above.

4. Bidder’s Staff: Submit with bid a recent résumé of the technicians that will be responsible for operating the equipment to fulfill the minimum qualifications set forth above. Provide the name of the venues, dates, contact persons, and telephone numbers of where the technicians provided similar services.

5. References: Submit three (3) favorable references from clients, where services have been provided within the last two (2) years, with concert venues with a capacity of 7,500 or more and similar to that at the California State Fair.

References will be checked by Cal Expo’s representative. Unfavorable references received by Cal Expo may be grounds for the bid to be rejected.

6. Insurance: Submit with bid proof of insurance as required for this agreement

(see Special Terms and Conditions section of this IFB). The successful bidder will be required to submit an insurance certificate with additional insured information upon signing the agreement.

7. 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-25-1234

SOUND SYSTEM RENTAL-CONCERT VENUE

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.

mailto:contracts@calexpo.com

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.

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.

8. 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.

mailto:contracts@calexpo.com

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.

9. 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.

10. 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.

11. 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" as an entire package with digital 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 demonstrate that it meets all of the following minimum qualifications to be considered responsive to this IFB. Failure to satisfy all of the minimum qualifications shall be cause for rejection of the respondent’s bid.

1. Bidder must have a minimum of three (3) years of experience, within the last five (5) years, providing sound equipment and services to venues that have a capacity of 7,500 or more and providing sound system equipment and technicians to support national/international recording artists.

2. Bidder must have trained technicians with a minimum of three (3) years of experience, within the last five (5) years, to operate all required equipment.

Technicians’ experience must include venues that have a capacity of 7,500 or more and providing services to support national/international recording artists.

3. Bidder must submit three (3) favorable references from clients, where services have been provided within the last two (2) years, with concert venues with a capacity of 7,500 or more and similar to that at the California State Fair.

Name of Firm

Bidder’s Authorized Signature Printed Name

Title Date

ATTACHMENT 3

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 amounts as follows. Bids are based on services for the 2025, 2026, and 2027 California State Fairs.

Sound System Rental Bid Amount Sound System Rental - 2025 California State Fair $

Sound System Rental - 2026 California State Fair $

Sound System Rental - 2027 California State Fair $

TOTAL BID (3 years)

(BASIS OF AWARD)

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

ATTACHMENT 4

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

ATTACHMENT 5

STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES

GENAI REPORTING AND FACT SHEET PROCUREMENT DIVISION

STD 1000 (REV. 07/2024)

Generative Artificial Intelligence (GenAI) Reporting and Factsheet

Solicitation / Contract Number Bidder ID / Vendor ID (optional)

Business Name Business Telephone Number

Business Address City State Zip Code

Contract / Description of Purchase

Will you and/or your subcontractor(s) be using or offering GenAI technology, model, service, or system (collectively, “product”)? Yes No (If no, skip to Signature section of this form.)

If yes, provide details regarding the GenAI system. See GenAI Reporting and Factsheet Instructions at the end of this form for more information.

Failure to provide information requested on this form may result in disqualification or may void any resulting contract.

GENAI REPORTING AND FACT SHEET PROCUREMENT DIVISION

STD 1000 (REV. 07/24)

2. (GenAI powered, or driven), applications / product owner

3. Product Description

4. Use Case(s)

5. Intended Information Domain

6. Explain how the GenAI system is not adversely affecting decisions that materially impact access to, or approval for, housing or accommodations, education, employment, credit, health care, and criminal justice.

By signing this document, I have identified and reported any GenAI use in the performance of this contract. If any new or previously unreported GenAI use is identified in the future in the performance of this contract, we will complete and submit to the State an updated STD 1000.

Signature Date

Submit completed form to the awarding department

GENAI REPORTING AND FACT SHEET PROCUREMETN DIVISION

STD 1000 (REV. 07/2024)

GenAI Reporting and Factsheet Instructions Please use the following definitions and instructions to complete the GenAI Reporting and Factsheet:

1. GenAI Model Name, LLM Version (including number of parameters) & list ALL model names/owners for the solution or offering

a. Definition: The unique identifier or name assigned to the specific GenAI model or service.

b. Purpose: Allows users to refer to and distinguish between different GenAI models.

2. (GenAI powered, or driven), applications/product owner:

a. Definition: The name of the organization or entity responsible for creating or deploying the GenAI model or service.

b. Purpose: Helps identify the source and accountability for the GenAI system.

3. Product Description:

a. Definition: A concise summary of the GenAI model’s purpose, functionality, and key characteristics.

b. Purpose: Provides a high-level understanding for users and stakeholders.

4. Use Case(s):

a. Definition: The intended use or goal of the GenAI model (e.g., image recognition, natural language processing, text summarization).

b. Purpose: Helps users assess whether the GenAI model aligns with their needs.

5. Intended Information Domain:

a. Definition: The context, subject matter, or domain for which the GenAI model is designed to operate effectively.

b. Purpose: Helps users determine if the GenAI model is suitable for their specific use case.

6. Adverse Impact:

a. Explain below how you are ensuring the GenAI system is not adversely affecting decisions that materially impact access to, or approval for, housing or accommodations, education, employment, credit, health care, and criminal justice.

7. Signature:

a. The signatory for the Contract shall also sign the STD 1000

Sample Standard Agreement

General Contract Provisions

GTC 04/2017 is included by reference and may be viewed and downloaded online at:

General Terms and Conditions (GTC 04/2017)

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.

Proposers 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.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms%20and%20conditions https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

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.

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 and 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. PROPERTY INSURANCE: At all times Contractor shall maintain at its own cost and expense all-risk property insurance coverage on the buildings, improvements, fixtures, furnishings, equipment and all other personal property, including supplies of the Contractor on the premises, on replacement of the property in event of loss.

4. 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.

5. 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.

6. 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 by Cal Expo’s authorized through the California Department of Justice Megan’s Law Sex Offenders file.

7. 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. Please 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.

8. 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.