2026 Eco Experience Audio-Visual Rental

The Minnesota Pollution Control Agency is requesting bids for audio-visual equipment rental, delivery, installation, technical support, and removal services at the 2026 Eco Experience exhibit during the Minnesota State Fair from August 24 through September 9, 2026, with bids due July 28, 2026, and attendance at a mandatory pre-bid meeting and site visit on July 20 mandatory.

The MPCA offers a 12 percent preference in points to targeted group businesses, economically disadvantaged businesses, and veteran-owned businesses certified by the State; a 6 percent preference applies to eligible DEED/DHS providers. The procurement also encourages participation from Minnesota-based small businesses and businesses majority-owned and operated by racial minorities, women, individuals with substantial physical disabilities, veterans, or service-disabled veterans, as well as businesses located in or owned by residents of economically disadvantaged counties.

The scope encompasses commercial-grade equipment including two 4K UHD televisions (86-inch and 65-inch), a 4K camera with mounting system and remote control, four 1000W powered speakers with stands, video and audio source equipment including a video switcher, 16-channel mixer, and digital wireless microphone system with multiple microphones, truss towers for staging, and LED par lighting. All equipment must be new, current manufacturer production, and OEM-certified unless otherwise authorized. Services include full delivery and installation by August 24, staff training on August 24–26, responsive technical support available within 30 minutes of notification, and complete removal and site cleanup by September 9. No subcontracting is permitted. The contractor must maintain commercial general liability of $2 million per occurrence, commercial automobile liability of $2 million combined single limit, and statutory workers' compensation insurance.

Pricing is structured as four line items: equipment rental (total cost), staging and lighting (hourly rate), crew for delivery, installation, and removal (hourly rate), and technical support and training (hourly rate). Prices must remain firm for 180 days. All bids must be submitted electronically through the SWIFT Supplier Portal; fax, email, and non-electronic responses will not be accepted. Questions are due July 22 at 2:00 p.m. Central Time to Dawn Kochan at dawn.kochan@state.mn.us. The contract includes an option to extend for up to an additional four years in State-determined increments. The State reserves the right to award to a single or multiple responders, or to reject all offers and cancel the solicitation.