IFB-HHP-25-1237 Staging Equipment Rental - Concert Venue - 2025-2028

The California Exposition & State Fair has issued Invitation for Bid (IFB #HHP-25-1237) for staging equipment rental services at Heart Health Park concert venue located in Sacramento County. The procurement seeks a contractor to provide comprehensive staging equipment including decks, handrails, stairs, skirting, and technical staff for load-in, load-out, operation, and maintenance. Bidders must demonstrate a minimum of three years' experience within the last five years providing staging services for venues with 7,500+ capacity. The solicitation is a multi-award contract, with Cal Expo reserving the right to enter into agreements with up to three lowest responsive responsible bidders. Key procurement dates include bid publication on February 11, 2025, with questions due by February 18, 2025, answers posted on February 21, 2025, and bids due February 26, 2025. The proposed award date is February 28, 2025, with a contract term spanning April 1, 2025 through March 31, 2028. Award evaluation will be based on the three lowest total bids for items listed in the Daily Rate column.

The procurement encourages Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) companies to bid, presenting potential set-aside opportunities for these designated business categories. Insurance requirements for the contract include $1 million in general liability coverage, workers compensation, property insurance, and $1 million in automobile liability. The Cal Expo Board of Directors must provide final approval for all contracts exceeding $100,000, with payment processed in arrears following satisfactory service completion and invoice approval. While specific budget ranges are not explicitly detailed, the multi-year contract and potential for multiple awards suggest a significant procurement opportunity. The staging equipment will support concert venue operations that may require equipment functionality up to 24 hours per day for events lasting up to three days, indicating a robust and dynamic service requirement for the selected contractor(s).