Audio Service and Rental

The Commonwealth of Kentucky, through the Kentucky State Fair Board (KSFB), is soliciting bids for Audio Service and Rental (RFB 235 2600000516) to support the 2026 Kentucky State Fair scheduled for August 20-30 at the Kentucky Exposition Center in Louisville. This Request for Bid (RFB) seeks vendors to provide complete sound system rentals and sound technician services for the event. The procurement encompasses two primary line items: daily rental rates for complete sound systems (estimated at two to five systems for approximately 11 days) and hourly rates for sound technician services (estimated at five to nine technicians per day). Required equipment specifications include front-of-house mixers, 3-way speaker systems, monitor systems, 25 wired microphones, 25 wireless handheld microphones, and associated audio accessories. Sound technicians must demonstrate a minimum of four years of experience in stage show audio operations, with resumes required at bid submission. The resulting contract will be awarded for an initial one-year period with four optional one-year renewal periods. Evaluation will be conducted on a best value basis using weighted criteria: price (90 points), years of experience (10 points, capped at 20 years maximum), and delivery capability (pass/fail), with the lowest-priced compliant bid receiving maximum points and others scored proportionally. The solicitation was issued April 9, 2026, with vendor questions due by April 15, 2026 at 10:00 AM EST and bid closing on April 22, 2026 at 3:00 PM. All bids must be submitted electronically through the Kentucky Vendor Self-Service (VSS) system, with vendors required to register in the eProcurement system at least 5-7 days before the closing date. Pricing must remain valid for a minimum of 60 days after the bid due date, be quoted on an F.O.B. Destination Freight Prepaid and Allowed basis, and exclude federal excise tax and Kentucky sales or use tax.

The RFB documents do not explicitly identify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. No specific budget range or award value is stated in the solicitation materials. The documentation requires vendors to provide an Experience List detailing substantially similar projects previously completed, including company information, job scope descriptions, and service dates, which serves as a key qualification and evaluation component. Vendors and their employees must comply with uniform dress codes approved by the KEC Sound Department and adhere to prohibitions on alcohol and illegal drug use. After 12 months of contract performance, vendors may request price increases subject to written justification and KSFB approval, while price decreases reflecting industry-wide changes must be provided promptly. The KSFB reserves the right to cancel the contract with 30 days' notice and may terminate for default or convenience. Equipment must be shipped to Kentucky Fair & Exposition Center, 937 Phillips Lane, Louisville, KY 40209, with setup and testing required prior to fair opening.