IFB-25-1246 Tent and Canopy Rental - 2026-2028

The California Exposition & State Fair (Cal Expo) has issued an Invitation for Bid (IFB-25-1246) for tent and canopy rental services covering the 2026-2028 California State Fairs, specifically targeting procurement for events at the Cal Expo location in Sacramento. The contract requires a contractor to provide comprehensive rental services including furnishing, installing, and removing vinyl laminate tents and canopies in various sizes: 10'x10', 20'x20', and 20'x30' configurations. Estimated quantities include 40 standard 10'x10' canopies, 15 pagoda 10'x10' tents, 4 standard 20'x30' canopies, 5 pagoda 20'x30' tents, 10 standard 20'x20' canopies, and 35 pagoda 20'x20' tents. The first California State Fair under this contract will be held July 17 through August 2, 2026, with potential date adjustments in subsequent years. Bid responses are due September 25, 2025, with a proposed contract award date of October 1, 2025, and a contract term spanning January 1, 2026, through December 31, 2028. Bidders must demonstrate five years of similar service experience and maintain general liability insurance with minimum $1,000,000 per occurrence coverage.

The procurement explicitly encourages participation from small businesses and Disabled Veteran Business Enterprises (DVBE), with a Small Business Preference built into the bidding process. Bidders must submit several mandatory attachments, including a Bid/Bidder Certification Sheet, References, Cost Sheet, and Civil Rights Laws Certification. While no specific incumbent vendor is mentioned, the contract includes provisions for workers' compensation, property insurance, and compliance with state regulations. Cal Expo reserves the right to adjust quantities without affecting individual item pricing, providing flexibility in contract execution. The cost evaluation will be based on unit pricing for each tent and canopy type, with total costs calculated by multiplying estimated quantities by unit costs. All bid amounts must include applicable taxes, delivery, pickup, and associated expenses for the entire three-year contract term. Though a specific budget range is not explicitly stated, the comprehensive nature of the rental requirements and multi-year contract suggests a significant procurement value for tent and canopy services across the California State Fair events.