CSF-IFB-Pipe and Drape-Carpet Rental Services - 2025-2026

The California Exposition & State Fair (Cal Expo) has issued an Invitation for Bid (IFB) for Pipe & Drape/Carpet Rental services for the 2025 and 2026 State Fairs. The procurement seeks a contractor to provide comprehensive rental and installation services for approximately 280 10' x 10' indoor exhibit booths, including aluminum framing, drapery, electrical services, booth numbering, and related accessories. The contract term spans from July 1, 2025, through August 2, 2026, with a potential one-year extension option at the same bid prices. The 2025 California State Fair is scheduled for July 11-27, with installation beginning July 5 and complete removal by August 1, 2025. Bidders must submit a detailed cost sheet with unit prices for various rental items, including exhibit booths, drape panels, electrical hook-ups, service counters, stools, and stage accessories. The evaluation will focus on the lowest responsive and responsible bidder, with bids due by April 16, 2025, at 5:00 PM. Contractors must provide three references from similar events within the last five years and maintain general liability insurance with minimum coverage of $1,000,000 per occurrence.

The solicitation specifically encourages Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) companies to bid, implementing a Small Business Preference program. Bidders are required to submit various certifications, including a Bid/Bidder Certification Sheet and a GenAI Disclosure & Factsheet. While no specific incumbent vendor is mentioned, the contract emphasizes opportunities for small and veteran-owned businesses to participate. The procurement does not explicitly state a total contract value, but bidders will be evaluated based on a comprehensive pricing structure using estimated quantities for various rental items. Successful contractors will need to demonstrate capability in providing comprehensive event infrastructure services, including technical setup, electrical services, and rental equipment management. The solicitation indicates a robust procurement process designed to ensure competitive and qualified vendors can meet the California State Fair's extensive event infrastructure needs.