Grandstand Video Screens and Services

The South Dakota Department of Agriculture and Natural Resources, State Fair Division, is seeking proposals for grandstand video screens and services during the annual South Dakota State Fair for the years 2026 through 2030. The procurement involves providing comprehensive video display equipment and technical services for five main grandstand events each year, including two 11' x 19' Daktronics 10mm displays, a Tricaster Switcher with backups, LED technician support, and a four-camera shoot with operators. Key deliverables include instant replay capability with Daktronics timing for bull riding events, timing clock integration, and approximately 500 feet of camera feeder cable. The proposal must include detailed annual pricing covering equipment, personnel, travel, hotel, and meal costs. Evaluation criteria will prioritize the contractor's familiarity with the project locale, availability, available resources, cost, specialized expertise, technical competence, past performance, project management techniques, and ability to handle special project constraints. Key dates include a question submission deadline of December 12, 2025, with responses provided on December 19, 2025, and proposal submissions due by 5 PM CT on January 5, 2026, with an anticipated award decision on January 21, 2026.

The Request for Proposal does not specify any specific set-aside designations or restrictions on respondent types. The contract will run for five years from January 1, 2026, through December 31, 2030, with the State providing essential infrastructure including 208-volt, 3-phase power with 100-amp service, structures for screen mounting, staging decks for camera positions, and necessary permits. Contractors must maintain comprehensive insurance coverage, including commercial general liability insurance with a minimum of $1,000,000 per occurrence, professional liability insurance, business automobile liability insurance, and workers' compensation insurance. The State reserves the right to reject any or all proposals and may negotiate with the highest-ranked offeror, potentially proceeding to the next-ranked offeror if initial negotiations fail. While specific budget ranges are not explicitly stated, the comprehensive technical requirements and five-year contract duration suggest a significant investment in video production and display services for the State Fair. The contract can be terminated by either party with 90 days' written notice or immediately by the State in the event of a contractor breach.