IFB 25-1247 Heavy equipment rental services 2026-2028

The California Exposition & State Fair (Cal Expo) has issued Invitation for Bid (IFB) #25-1247 for heavy equipment rental services, seeking a three-year contract from January 1, 2026, through December 31, 2028. The procurement covers rental of various heavy equipment items including forklifts, boom lifts, scissor lifts, light towers, skid steer loaders, telehandlers, and water trucks for use at Cal Expo, located at 1600 Exposition Boulevard in Sacramento. Bidders must provide comprehensive pricing that includes all applicable taxes, delivery, maintenance (excluding fuel and tire damage repair), and equipment pick-up, with fuel to be charged at cost or current market value. Key procurement dates include bid publication on September 24, 2025, with questions due by September 30, 2025, answers published on October 3, 2025, and the final bid submission deadline of October 8, 2025. Contractors must maintain an operating facility within 30 miles of Cal Expo and provide equipment in near-new condition, with a guarantee of same-day repair or replacement, including on weekends and holidays. Cal Expo reserves the right to award the contract based on the lowest total bid for most frequently used items and may enter secondary agreements if certain equipment is unavailable from the primary contractor at a reasonable price.

The procurement strongly encourages small business (SB) and disabled veteran-owned business enterprise (DVBE) participation, with specific preference considerations built into the solicitation. Bidders must complete various certifications, including civil rights compliance and Darfur Contracting Act adherence. While no specific incumbent vendor is mentioned, the contract requires the selected contractor to designate an account representative available during July, covering the period before, during, and after the Fair. The solicitation does not explicitly state a total contract value or budget range, but the comprehensive bid structure suggests a potentially significant procurement opportunity. Contractors will need to demonstrate capability to provide a wide range of heavy equipment with flexible rental terms, including monthly, daily, and weekly rates. The geographic scope covers Sacramento County and San Francisco City, with primary service delivery at the Cal Expo facility. Successful bidders must be prepared to meet stringent equipment condition, availability, and maintenance requirements to ensure minimal operational disruption during critical event periods.