Response to Offeror Questions document.docx
DOCX document 16 KB Posted
- Attached to
- Grandstand Video Screens and Services
- Solicitation number
- 25RFP18491
- Issued by
- Bennett County, South Dakota
About this file
This is a Response to Offeror Questions document issued by the South Dakota Department of Agriculture and Natural Resources, State Fair Division, regarding an RFP for grandstand video screens and services. The procurement requires two 11' x 19' Daktronics 10mm LED displays (no alternate brands accepted), a Tricaster Switcher or equivalent (Blackmagic ATEM Constellation or ROSS Carbonite acceptable), four professional-grade cameras with operator support, approximately 500 feet of camera feeder cable, and LED technician support for five consecutive years from 2026 through 2030. Events operate Wednesday through Sunday annually, with doors opening at 6 PM for bull riding nights and 7 PM for concerts, requiring screens to be operational until approximately 10 PM or 10:30 PM respectively. Instant replay capability is required for two days, and recording may occur depending on artist requirements. The contractor determines setup and strike day schedules and is responsible for all crew, meals, and utilities, while the State provides 208-volt, 3-phase power with 100-amp service, screen mounting structures, staging decks, and telehandlers with forks. The question submission deadline was December 12, 2025, with responses provided December 19, 2025; proposals are due by 5 PM CT on January 5, 2026, with an anticipated award decision on January 21, 2026.
The RFP does not specify budget ranges, set-asides, or incumbent contractor information. Pricing must be submitted on a per-year basis and include equipment, personnel, travel, hotel, and meal costs for the five-year contract period. Contractors must maintain comprehensive insurance coverage including commercial general liability ($1,000,000 minimum per occurrence), professional liability, business automobile liability, and workers' compensation. The contract may be terminated by either party with 90 days' written notice or immediately by the State for contractor breach. Evaluation criteria prioritize the contractor's familiarity with the project locale, availability, resources, cost, specialized expertise, technical competence, past performance, project management techniques, and ability to manage special project constraints. Inquiries regarding the RFP should be directed to Bella Philips at bella.philips@state.sd.us with the subject line referencing RFP #25RFP18491.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 25RFP18491 Addendum 1.pdf | ||
| RFP Document.pdf | ||
| Response to Offeror Questions document.docx | DOCX document | |
| RFP Document.pdf |
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Text version
Grandstand Video Screens RFP Questions:
1. Are you open to other brands of LED screens that are equal or better to Daktronics? No.
2. What are the hours of operation each day and how many days are event days v. just setup or strike? Doors open at 6 pm for each bull riding night and at 7 pm on Friday, Saturday and Sunday for the concerts. Screens need to be operational from the time the doors open until the end of the show, approximately 10 pm for the bull ridings and 10:30 pm for the concerts. Contractor is responsible for starting each day at whatever time is deemed necessary to be ready to have the screens running when doors open.
Event days are Wednesday – Sunday. Setup and strike days are to be determined by contractor.
3. Of the 6 days, which are setup days and strike days, specifically? Event days are Wednesday – Sunday. Setup and strike days are to be determined by contractor. Also see 3.2.1.
4. To clarify and confirm, replay is only required for 2 days? Yes.
5. Is an alternate to Tricaster such as a Blackmagic ATEM Constellation or ROSS Carbonite switcher ok? Yes.
6. Is there any particular camera desired? There is no specific camera desired; however, all cameras must be professional-grade and capable of delivering exceptional image quality suitable for large-screen display and live event production. The goal is to ensure a visually engaging experience for event attendees and seamless integration into the overall production workflow.
7. Does the show need to be recorded or just shown on the screens? Depending on artist requirements, there are times when the show is recorded.
8. Will the audio vendor provide us with a feed of the audio if recording is needed? Yes.
9. Are all 4 camera positions fixed on tripods or should there be any handheld cameras or specialty supports such as a jib or steadicam? Camera positions and types will be determined by the Contractor to ensure the best possible outcome on the screens and the most engaging experience for event attendees. Relying solely on four fixed tripod positions may not provide the dynamic coverage needed for an optimal viewing experience, so alternative options such as handheld cameras or specialty supports should be considered where appropriate.
10. In section 3.4.5. - does this include riggers as well? No. The State only provides telehandlers with forks.
11. What timing clock has worked and been used in the past for your needs? We do not know the answer to this.
12. Will the venue provide any stagehands or utilities to assist with setup or should that be included in our bid? The State will not provide any stagehands or utilities.
13. Would our truck be able to remain on site or would it need to go away for the duration of the event? It can remain on site.
14. Should we include meals in our cost or will the crew be fed? The State does not provide meals.
15. What is the power connection available at the venue? See 3.4.4.
16. Is there a full list of all the events/event types that will take place each day? We are still in the planning stages, but traditionally it’s two nights of bull riding on Wednesday and Thursday, followed by concerts Friday through Sunday.
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