Response to Offeror Questions document.pdf

RFP #25RFP18493 – Grandstand Lighting, Sound, and Stage Questions

1. Does the yellow line represent (approximately) where the downstage edge (of the mobile stage) is typically located for the concerts?? Yes, it does.

a. If it DOES, what is the distance from the yellow line to the back of the grandstand? It’s approximately 225’.

b. If it DOES NOT, could you provide information on the accurate location (and include the distance from that location to the back of the grandstand)?

2. Does the area surrounded in red lines accurately represent the audio coverage area you’re looking for? It does not accurately represent the audio coverage area.

a. If it DOES, what is the width of this area (at its widest point)?

b. If it DOES NOT, could you provide information on the accurate coverage area (and include the width of this area at its widest point)? Audio also needs to cover the uncovered wings of the grandstand, which are to the left and right of the grandstand (the boundaries of the red line). At it’s widest, it’s approximately 551’.

3. Could you provide the height of the grandstand?

To the bottom of the roof deck, it’s 40’1.5”. To the top of the roof, it’s 47’1.5”

4. Item “7.0 COST PROPOSAL”

Is the State asking for every single item within this RFP to be listed with a price next to it? (i.e. every piece of lighting equipment, sound equipment, stage equipment & so on…?) The way that I read this, I would need to list out every single item that would be provided in detailed response #5.2.3.2 & then AGAIN (with prices attached to the items) in this area of the response.

Or is the fair just looking for the following information in this section?

2026:

Sound: $________ Lighting: $________ Mobile Stage: $________ Aux. Staging: $________ Estimated TOTAL Annual Costs (2026): $___________ All prices include equipment, personnel, transportation & lodging (for personnel), as indicated in detailed response #5.2.3.2.

(And then this format would be repeated for each year of the contract).

We do not need the price of every single item listed. Either a lump sum can be listed, or it can be broken down between sound, lighting, mobile stage, and auxiliary stage, and a grand total.

5. Section 3.2.6.4 Grandstand Audio System Specifications & all sub-sections

What is specified in this area is certainly adequate for the fair’s concerts, but there is more than one way to design a sound system for an event & I would like to know if a bidder could deviate from these specifications & propose a slightly different audio ‘design’, if it is thoroughly explained within the response to 5.2.2 (Executive Summary)? Yes, you can deviate from these specifications and propose a slightly different audio design as long as it meets or exceeds expected outcomes and clearly identified as alternative option.

If that cannot be done, I would like to request that section 3.2.6.4 Grandstand Audio System Specifications include an additional sub-section that allows for alternate audio ‘designs’ to be submitted, provided that the bidder includes: 1.) The same level of detail (regarding the alternate system) as is provided within the RFP audio specifications, 2.) Information on the age of the alternate PA being proposed, as well as 3.) Additional materials that will assist the evaluation team in their assessment of the proposed system.

6. Would it be acceptable to submit a proposal limited to Section 3.2.6.2, rather than submitting for the full scope of the RFP.

If allowed, the proposal would cover the following items as outlined in the solicitation:

• 3.2.6.2.1 – ADA Riser, ramp, and landing with compliant handrails and skirting

• 3.2.6.2.2 – Audience riser with stair unit, handrail, and outdoor skirting

• 3.2.6.2.3 – (2) Camera risers with handrails and skirting

• 3.2.6.2.4 – Stage Left work wing with step unit, handrails, and skirting

• 3.2.6.2.6 – Stage Right work wing with step unit, handrails, and skirting

• 3.2.6.2.7 – (3) Heavy-duty 10’ x 20’ tents with removable sidewalls and required hardware or ballast

• 3.2.6.2.8 – (4) 8’ x 8’ rolling risers with locking casters and adjustable heights

• 3.2.6.2.9 – 50’ of aluminum blow-through concert barricade with a snake gate

• 3.2.6.2.10 – (1) Stage Technician for setup, event days, and load-out

The State will only consider full proposals.

7. Labor- we will provide technicians for the stage, lighting and audio but does the South Dakota State Fair provide stagehand labor for our load in/load out and artist needs? Yes, stage hands are provided.

8. Are we able to park the grandstand stage in its spot the night before load in, or does it have to come in that morning? Stage load in is typically around 6 AM the morning of. The night before is a bull riding event so the dirt gets hauled out overnight.

9. Load out- does everything have to be 100% loaded out the night following the final show, or can some items be loaded out the next day? It needs to be loaded out the night following the final show. There will be exceptions based on what is in the grandstand on the final day of the fair, but the Contractor should be prepared to load everything out on the final night.

10. Meals- will our crew have access to catering for meals? Yes.

211. Do you have any pictures of the auxiliary risers needed prior to the grandstand load in?

We do not.

12. Spotlight structure- who provides the structure for the spotlights? There is a structure in the grandstand for spotlights.