AGR-DQSF-Tent Rental

The Illinois Department of Agriculture is soliciting competitive bids for tent rental services for the Du Quoin State Fair in Du Quoin, Illinois, with proposals due by February 10, 2026. The procurement encompasses the provision, setup, and timely takedown of canvas tents in six primary configurations ranging from a 60' x 100' Free Entertainment Area Stage tent to a 10' x 10' Paddock Area tent, along with all associated tentage, walls, canopies, wind walls, curtains, dividers, labor, materials, supplies, equipment, transportation, insurance, permits, and fees. The vendor must install tents between six to ten days prior to the fair's opening, maintain an on-site office with a full-time superintendent present from 8 a.m. to 5 p.m. during the fair, and provide a minimum two-person crew available on a twenty-four-hour basis for emergency maintenance, with all tents removed within seven calendar days following the fair's conclusion. The initial contract term extends through June 30, 2029, with the State retaining the option to renew for up to three additional years; pricing must be submitted for each fair year from 2026 through 2028. The contract imposes penalty provisions including a 10% price reduction per tent per day for late installation and a 5% price reduction per tent per day for late removal, except for delays caused by fair management. Submissions must be made electronically in accordance with CPO Notice 2023.12, with paper responses rejected, and all vendors must complete the Invitation for Bid form, IPG Active Vendor Disclosure form, and Vendor Disclosure Form 26.2 as specified in the solicitation requirements.

The solicitation contains no minority, women-owned, or veteran-owned business set-asides, and all vendors responding must maintain active, unexpired registration in the Illinois Procurement Gateway at the time of submission along with a valid State of Illinois Vendor Registration Number. Subcontractors are permitted with prior written approval, and those with annual contract values exceeding $100,000 must provide Standard Illinois Certifications and Financial Disclosures. The vendor must maintain General Commercial Liability insurance of $1,000,000 per occurrence with a $2,000,000 aggregate, Auto Liability coverage of $1,000,000 per occurrence, and Workers' Compensation Insurance as required by law, and shall be responsible for all damages to fairground property incurred during setup, maintenance, or removal. No incumbent vendor or current contractor is identified in the solicitation materials. The specific award value or budget range is not disclosed in the available documents; instead, vendors are required to submit their own pricing for the six primary tent configurations and any optional add-on tent sizes. The contract pricing is classified as estimated rather than firm, and vendors must certify compliance with numerous state and federal regulations including the Illinois Human Rights Act, the Illinois Procurement Code, environmental protection standards, drug-free workplace policies, and forced labor and apparel procurement prohibitions.