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Rental of Audio, Lighting, Staging, and LED Video, and Stagehand Services During the Annual New York State Fair

ID: 2121085 • State: New York

Description

This Invitation for Bids (IFB) is issued by the New York State Department of Agriculture and Markets ( AGM or the Department ) to invite qualified Bidders to submit proposals to provide rental of audio, lighting, staging, and LED video, and stagehand services for entertainment and concerts during the annual Great New York State Fair ( State Fair ) at the New York State Fairgrounds ( Fairgrounds ).

The Fairgrounds are located at 581 State Fair Boulevard, Syracuse (Town of Geddes, Onondaga County) New York. The property is a 375-acre site owned and operated by the Department, which is home to the State Fair, an annual multi-day event ending on Labor Day each year.

The contract resulting from this IFB will commence on June 1, 2025 and end on October 31, 2029.

Service-Disabled Veteran-Owned Set Aside: No

Minority Owned Sub-Contracting Goal: 0%

Women Owned Sub-Contracting Goal: 0%

Service-Disabled Veteran-Owned Business Contracting Goal: 0%

Disadvantaged Owned Sub-Contracting Goal: 0%

Due date:05/08/2025 3:00 PM

Bids due 5/8/25 by 3:00 PM; Written Questions due 4/23/25 by 3:00 PM

Contract term: 4 years 5 months

County(ies): Onondaga

Location: 581 State Fair Boulevard, Syracuse (Town of Geddes, Onondaga County) New York

Business entities awarded an identical or substantially similar procurement contract within the past five years:

Specialized Audio Visual, Inc.

Background
This Invitation for Bids (IFB) is issued by the New York State Department of Agriculture and Markets to invite qualified Bidders to submit proposals for the rental of audio, lighting, staging, LED video, and stagehand services during the annual Great New York State Fair at the New York State Fairgrounds.

The Fairgrounds, located in Syracuse, New York, is a 375-acre site that hosts the State Fair, an exposition promoting agricultural practices and traditions of New York State. The fair attracts hundreds of thousands of visitors annually and features various entertainment acts.

Work Details
The Contractor will provide rental services for audio equipment, lighting equipment, staging, LED video display packages, and stagehand services. Specific requirements include:
1. **Audio**: Provide audio equipment meeting specifications for multiple stages; includes delivery, setup, operation by qualified technicians.
2. **Lighting**: Provide lighting equipment as per specifications; includes delivery, setup, operation by qualified technicians.
3. **Staging**: Deliver and set up staging that meets safety standards; includes teardown and pickup.
4. **LED Video**: Provide LED video display packages; includes setup and operation by qualified technicians.
5. **Stagehand Services**: Supply professional stage service personnel for various events including stagehands, riggers, and forklift operators with specific duties outlined in the IFB.

Period of Performance
The contract will commence on June 1, 2025, and end on October 31, 2029.

Place of Performance
The services will be performed at the New York State Fairgrounds located at 581 State Fair Boulevard, Syracuse (Town of Geddes), Onondaga County, New York.

Bidder Requirements
Bidders must demonstrate experience in providing rental and installation of audio/lighting/staging/LED video services for at least two live entertainment concerts within the last two years at venues with a minimum capacity of 5,000 attendees. Additionally, bidders must provide signed certifications regarding no conflicts of interest and compliance with insurance requirements as specified in the IFB.
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Overview

Agency
Agriculture & Markets, NYS Dept. of Logo NYS Dept. of Agriculture & Markets [NY]
Opportunity Type
General
Opportunity ID
2121085
Response Deadline
May 8, 2025 Due in 11 Days
Date Posted
April 9, 2025
Est. Value Range
Experimental
$5,000,000 - $10,000,000 (AI estimate)
Source
Open
Source Notes
Must be signed in to the New York Contract Reporter to view the opportunity.
On 4/9/25 Agriculture & Markets, NYS Dept. of in New York issued General Rental of Audio, Lighting, Staging, and LED Video, and Stagehand Services During the Annual New York State Fair with ID 2121085 due 5/8/25.

Contacts

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Documents

Posted documents for Rental of Audio, Lighting, Staging, and LED Video, and Stagehand Services During the Annual New York State Fair

Classifications

Opportunity Classification
Administrative & Technical - Commodities
NAICS
334310 - Audio and Video Equipment Manufacturing
PSC
R499 - Support- Professional: Other

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