IFB-CSF-26-1099 Grounds Entertainment Audio and Lighting

The California Exposition & State Fair is requesting bids for grounds entertainment audio and lighting installation, maintenance, and operation on a rental basis for multiple stages at Cal Expo in Sacramento under IFB-CSF-26-1099, with bids due October 14, 2026 at 4:00 p.m. Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) companies are encouraged to bid, and the IFB includes a small business preference program.

The scope covers audio and theatrical lighting for the Promenade Stage, Center Stage, Hideaway Stage, Outlaw Bar and Stage, Cantina 1854 Stage, Beer Den Stage, Wine Garden Stage, and portable PA systems. Audio specifications require specified mixing consoles (Yamaha M7CL for Promenade Stage, Mackie Onyx for other stages), line array speaker systems with subwoofers, wireless microphone systems, power amplifiers, and dedicated audio technicians for major stages. Lighting specifications require LED theatrical lighting systems, control boards, dimmers, rigging equipment, and on-call technicians for each fair day. The contractor must provide all labor, materials, tools, equipment, maintenance, repairs, and refocusing or lamp replacement. All audio and lighting equipment must be less than five years old and in good working order.

The contract term runs September 1, 2027 through October 31, 2030, covering three California State Fairs (September 17–October 3, 2027, 2028, and 2029). Each fair operates 4:00 p.m. to 10:00 p.m. Monday through Thursday and 10:00 a.m. to 11:00 p.m. Friday through Sunday, with load-in beginning ten days prior and load-out completing by midnight on the third day after closing. Pricing is calculated as an annual amount multiplied by three years. The contractor must maintain $1 million general liability insurance, workers' compensation insurance, property insurance, and $1 million automobile liability insurance.

Minimum qualifications require five years of entertainment lighting experience for large fairs or music festivals, qualified personnel with three years of similar experience, and three professional references. Questions are due October 6, 2026 at 5:00 p.m., with answers provided by October 9, 2026. Award is anticipated October 28, 2026. Awards will be made to the lowest responsive responsible bidder.