Grandstand Lighting, Sound and Stage

The South Dakota State Fair is soliciting proposals for comprehensive grandstand lighting, sound, and stage equipment services for its annual fair from 2026 through 2030. The Request for Proposal (RFP) requires vendors to provide state-of-the-art concert sound systems, intelligent lighting fixtures, mobile stage services with specific hydraulic system requirements, and auxiliary staging elements including risers and platforms. Contractors must also supply dedicated technical personnel for load-in, performances, and load-out during fair week. Key evaluation criteria, ranked by importance, include familiarity with the project locale, specialized expertise, technical competence, available resources, cost, past performance, project management techniques, and ability to handle special constraints. Potential vendors must submit original proposals with one identical copy by 5:00 PM CT on January 27, 2026, to Bella Philips at the State Fair offices in Huron, South Dakota. Questions regarding the RFP must be submitted by December 29, 2025, with State responses provided by January 5, 2026, and the anticipated award decision scheduled for February 2, 2026.

The contract has specific requirements for vendor qualifications, including providing references from at least three previous similar contracts with detailed client contact information. Insurance requirements are substantial, mandating commercial general liability of $1,000,000 per occurrence, professional liability of $1,000,000, business automobile liability of $1,000,000 per accident, and workers' compensation as required by law. Vendors must comply with certifications regarding debarment status, prohibition on boycotts of Israel, and restrictions on foreign ownership from specified countries including China, Russia, Iran, North Korea, Cuba, and Venezuela. The contract will run for five years from January 1, 2026, through December 31, 2030, with the ability for either party to terminate with 90 days' written notice. While no specific set-aside designations are mentioned, the State will provide a forklift and operator for setup, teardown, and minimal usage during events as the only State-furnished equipment. The cost proposal must include all expenses in a single not-to-exceed annual amount, with no separate expense reimbursements allowed.