CSF-25-1236 Theatrical Lighting ¿ Concert Venue

The California Exposition & State Fair (Cal Expo) is seeking a contractor to provide theatrical lighting equipment and services for the Main Concert Stage during the California State Fair through an Invitation for Bid (IFB) numbered CSF-25-1236. The procurement covers jurisdictions including Sacramento County, Sacramento City, San Francisco City, and West Sacramento City, with a contract term spanning from July 1, 2025, through August 1, 2027, covering three consecutive State Fair seasons. The selected contractor must install, maintain, and operate theatrical lighting on a rental basis for a concert stage measuring 48 feet wide by 40 feet deep with a 28-foot trim height. Minimum qualifications require bidders to demonstrate three years of experience within the last five years providing lighting services for venues with 7,500+ capacity and supporting national/international recording artists. Bidders must provide comprehensive lighting equipment, two qualified technicians, and ensure all equipment is less than five years old and in good working condition. The bid submission deadline is February 12, 2025, at 4:00 PM, with a tentative contract award anticipated the week of February 17, 2025. Evaluation will be based on the total bid amount for all three years, with detailed pricing required for each fair season.

The IFB explicitly encourages Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) companies to bid, implementing a Small Business Preference program to support these enterprise categories. Contractors must carry $1,000,000 in general liability insurance coverage, and the Cal Expo Board of Directors must provide final approval for contracts exceeding $100,000. The procurement does not specify an incumbent vendor or existing technology integration requirements. While a specific budget range is not disclosed, the comprehensive nature of the lighting services and multi-year contract suggests a significant investment in concert venue technical infrastructure. Payment will be processed in arrears following satisfactory completion of services, with the contract designed to ensure high-quality theatrical lighting capabilities for the California State Fair's main concert stage across three consecutive years.