CSF-25-1235 Video Equipment Rental

The California Exposition & State Fair has issued an Invitation for Bid (IFB) for video equipment rental services for the 2025, 2026, and 2027 State Fairs, covering jurisdictions including Sacramento County, Sacramento City, San Francisco City, and West Sacramento City. The procurement seeks a contractor to provide comprehensive video production equipment, including three LED screens (9' x 12'), one professional broadcast quality camera with an operator, a four-camera remote controlled package, and extensive supporting video production equipment for the annual State Fair events running July 11-27, 2025, with similar dates in subsequent years. Bidders must demonstrate a minimum of three years' experience within the last five years providing video equipment and services to venues with 7,500+ capacity and supporting national/international recording artists. Key procurement dates include a bid submission deadline of February 11, 2025 at 4:00 PM, with questions due by February 4, 2025 at 5:00 PM and answers to be posted on February 7, 2025. The contract requires daily video technician support throughout the fair's operation, with equipment load-in scheduled for July 9, 2025, and includes all necessary rigging, support equipment, motors, switching, cabling, and uninterruptible power supply.

The procurement encourages Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) companies to bid, with a Small Business Preference program in place. Insurance requirements include $1,000,000 general liability coverage per occurrence. Pricing must be submitted for each year (2025, 2026, 2027), with the total three-year bid amount serving as the basis for award. While no specific incumbent vendor is mentioned, the IFB indicates a preference for vendors with substantial experience in large-venue video production. The contract will require full integration with Cal Expo's existing infrastructure and support the State Fair's video production needs across multiple years. Though a specific budget range is not explicitly stated, the comprehensive nature of the equipment requirements and the multi-year contract suggest a significant investment in video production capabilities for the California State Fair events.