2026 Airshow Coordinator RFP_04-06-2026.pdf

Rev. 9/2025- Services

Request for Proposal No. APT126-APT-6324 Apple Valley Airshow Marketer, Promoter, Event Coordinator

San Bernardino County Service Area 60 – Apple Valley Airport

Department of Airports 268 W. Hospitality Lane, 3rd FL, Suite 302

San Bernardino, CA 92408 May 2026

San Bernardino County Service Area 60 – Apple Valley Airport Purchasing Department

Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

No. APT126-APT-6324

I. INTRODUCTION

A. Purpose The San Bernardino County Service Area 60 – Apple Valley Airport (District), is seeking Proposals from interested and qualified Proposers to provide for a single Marketer, Promoter, and Event Coordinator for the District’s 2026 Apple Valley Airshow. The number of awards will be determined by the quality of the proposals received.

B. RFP Contact All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Service Area 60 – Apple Valley Airport c/o Department of Airports Attn: Teresa Cook, Apple Valley Airport Manager 21600 Corwin Rd., Apple Valley, CA 92307 Phone: (909) 327-8740 Email: Admin@airports.sbcounty.gov

Fax number and e-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro), and via hard copy with original signature submitted to the address indicated above. The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget The District estimates a budget not to exceed a total of $185,000 for completion of this work.

D. Contract Term

Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The anticipated Contract period will be for a period beginning on or about June 12, 2026, and ending on or about December 15, 2026.

E. Location of Services Location(s) where Services are to be provided, completed and managed, is at Apple Valley Airport.

The Proposer must include in Proposal, Attachment E - an all-inclusive, fixed cost to provide Services, for the 2026 Apple Valley Airshow, which cost should include, (i) a fixed administrative fee for Proposer’s cost to administer the provision of the Services (“Administrative Fee”), which includes but is not limited to, Proposer’s administrative fee, any and all salary, wages, or other compensation of Proposer and its personnel to provide the Services; and transportation, lodging, meals and per diem costs of Proposer and its personnel to and from the service location or otherwise to provide the Services; and (ii) the total cost Proposer anticipates will be incurred by Proposer to third-parties to provide the relevant portion(s) of the Services, which includes but is not limited to costs to be paid to third-parties for equipment, supplies, and materials used to provide the Services, for an Airshow Air Boss and an Airshow Announcer a caterer, and any other third-parties (“Operating Expenses”), which would be reimbursable by the District subject to submission of invoices and other documents to verify payment to said third-parties by Proposer.

F. Assistance to Proposers with Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

II. PROPOSAL TIMELINE

Release of RFP April 30, 2026 Deadline for Submission of Questions May 22, 2026, at 12:00pm Deadline for Proposals May 29, 2026, at 5:00pm Date for Tentative Contract Award June 12, 2026

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors, acting as the governing body of the District.

Contract: The Contract between the District and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the District.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel on behalf of the District.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department on behalf of the District.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the District. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

Airshow Air Boss: An individual who has the primary responsibility for air show operations on the active runways, and the surrounding air show demonstration area and surrounding airspace.

Airshow Announcer: An individual who announces to the attendees facts, and interesting vignettes about the aircraft and pilot.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The District is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The District reserves the right to issue amendments or addendums to this RFP if the District considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the District realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the District. The District seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the District the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The District may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the District may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the District. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the District to be immaterial or inconsequential, the District may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the District may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the District to award a contract. The District reserves the right to reject any or all Proposals if it is in the best interest of the District to do so. The District also reserves the right to terminate this RFP process at any time.

H. Local Preference

The San Bernardino District has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful non-local vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the District.

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino District location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the District;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the District. The payment of any local share of sales tax must go to the District or a city within the District. If the local business has more than one sales office in the State of California, the office located in the District shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the District;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

11. Vendor is not suspended or debarred from participation in doing business with the District, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the District and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The District will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the District might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the District does not disclose the information marked “Confidential,” Proposer agrees to reimburse the District for, and to indemnify, defend (with counsel approved by District) and hold harmless the District, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the District’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former District or County Officials Information must be provided in Attachment G regarding former District or County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former District or County Administrative Officials who terminated District or County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, District or County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The District reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The District also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the District. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Purchasing Department

Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the District in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors, acting for the District.

Q. Reserved.

R. FAA Grant Assurance Compliance Proposer acknowledges that Apple Valley Airport is a federally obligated public-use airport subject to the requirements of the Federal Aviation Administration (FAA) Grant Assurances, including but not limited to Assurances 5 (Preserving Rights and Powers), 22 (Economic Nondiscrimination), and 25 (Airport Revenues). Accordingly, Proposer agrees to conduct all activities, and to require its employees, subcontractors, and vendors to conduct all activities, in a manner that fully complies with applicable FAA Grant Assurances and federal aviation regulations. Proposer shall not engage in any action or allow any use of the airport property that would create an exclusive right, unjustly discriminate against aeronautical users, impair the District’s ability to comply with federal grant conditions, or result in the diversion of airport revenue in violation of 49 U.S.C. § 47107 or other applicable laws. The District reserves the right to immediately suspend or terminate the contract, without penalty, should the Performer’s performance result in actual or potential non-compliance with federal aviation obligations or FAA directives.

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The District has been offering the Apple Valley Airshow to the community for 15 years. It is located in San Bernardino District at the Apple Valley Airport in Apple Valley, California. Past attendance numbers range from 7,000 to 25,000.

B. PROJECT DESCRIPTION

1. Project goal and objectives – The District is seeking a single Marketer/Promoter/Event Coordinator with a minimum of five (5) years of experience with similar or larger sized airshows and similar events to provide the Services set forth in the RFP. The Apple Valley Airshow traditionally offers activities for all ages, including the sponsorship for a car show, kids’ zone, beer garden and VIP Catered Tent.

The successful Proposer will meet the requirements of this RFP to provide Services that result in an outstanding family-friendly airshow for the benefit of the local community.

2. Deliverables/Requirements – Pursuant to timelines set forth in this sub-section of the RFP or to be proposed by the Proposer in its Proposal and agreed with the District in a contract, provide the following Services for the 2026 Airshow. All Services, such as marketing materials and required hiring, are subject to District approval.

a) Marketer/promoter/event coordinator services

• Provide a Marketing Plan to market and promote the Airshow including, but not limited to, Print Material Artwork and production, Digital Billboards, and Social Media.

• Implement District-approved Marketing Plan through television, print, digital, and outdoor, social media, radio advertising, and banners and signs, and provide or subcontract per this Contract for website and website hosting for the Airshow https://www.sam.gov/

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

• Prepare and provide Airshow Event Program and design and print Airshow Admission Tickets

• Provide Airshow event layout plan

• Provide an Informational Booth at the Airshow, including set-up and tear-down; Staff the Informational Booth and prepare informational Airshow materials for distribution

• Provide a Media Tent at the Airshow, including set-up and tear-down; Staff the Media

Tent and prepare informational Airshow materials for distribution

• Provide or subcontract tents, chairs, and tables for the Admission Gates at the

Airshow, including setup and tear-down.

• Attend pre-Airshow meetings as requested by the District, to provide updates on progress of the Services.

• Serve as on-site advisor during Airshow day

• All promotional and marketing materials, including, but not limited to, the Marketing

Plan and Airshow event layout plan, require the District’s written approval prior to distribution.

b) Airshow Air Boss

• Serve as the Airshow Air Boss or subcontract an Airshow Air Boss who has a minimum of five (5) years of experience as an air boss at similar or larger sized airshows and shall possess all required licenses, authorizations, etc. required by federal and state law, regulations, etc., including, but not limited to the requirements of any state agency and/or the Federal Aviation Administration.

c) Airshow Announcer/Audio System

• Serve as the Airshow Announcer or subcontract an Airshow Announcer who has a minimum of five (5) years of experience announcing at similar or larger sized airshows.

• Provide or subcontract a vendor to provide, including set-up and tear-down, a temporary and portable sound system suited for Airshow. The sound system must deliver clear and sufficient audio coverage across the public viewing areas as well as the VIP tent.

d) Kids Zone/Car Show/Beer Garden

• Subcontract vendors to provide Kids Zone area.

• Manage all planning, coordination, acquisition, setup, execution, and teardown for the Kids Zone, Car Show, and Beer Garden areas.

e) Sponsorships

• Acquire and manage sponsorships for the District for key event attractions, including the Kids Zone, Car Show, and Beer Garden, to offset Operating Expenses for the airshow.

• Coordinate and reach out to potential sponsors, coordination and facilitate execution of sponsorship agreement between the District and each sponsor, and ensuring fulfillment of sponsor benefits as outlined in the District-approved Sponsorship Agreement template.

• Collect goods, services, or monetary donations on behalf of CSA 60 and facilitate the execution of a sponsorship agreement between the District and each sponsor with sponsor to make any monetary donations to be paid directly to CSA 60 .

f) VIP Catered Tent

• Subcontract a caterer to provide a VIP Catered Tent, including set-up and tear down of caterer-provided tents, tables, chairs, and umbrella, to serve food and non-alcoholic beverages for breakfast and lunch on Airshow day for approximately 400 people and catering, food, and beverages and music for the FAA mandated Friday practice day the day before Airshow day.

• Staff the VIP Catered Tent and provide VIP wristbands.

g) Hot Ramp Marshallers

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

• Subcontract vendors to provide minimum of two hot ramp experienced marshallers / orange suits to assist on the hot ramp positioning of aircraft and flightline support.

h) Miscellaneous Services

• Procure décor, office supplies, postage, and miscellaneous items necessary to provide the Services.

• Procure event insurance, as required by the District

3. Project Approach –

It is anticipated that the award will be a nine-month contract for the 2026 Airshow with, and that the budget for Services for the 2026 Airshow, inclusive of an Administrative Fee and reimbursement of Operating Expenses, shall not exceed a total of $185,000. For the 2026 Airshow, the payment is anticipated to be made in two installments 65% of the total contract cost shall be advanced to the Proposer within sixty (60) days after contract execution, which shall amount along with any sponsorship monies Proposer receives on behalf of District shall be applied to Operating Expenses and reconciled after the conclusion of the airshow, and 35% of the total contract cost, which shall be applied to any remaining Operating Expenses and the Administrative Fee, shall be paid within sixty (60) days after the conclusion of the Airshow, provided that all Services have been satisfactorily performed, receipts for Operating Expenses have been submitted by the Proposer and verified by the District,.

C. RESERVED.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino District Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Paper (hard copy) responses must be submitted in addition to electronic submission, by mail or in person to the RFP Contact and will be time/date stamped when received. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

Hand carried Proposals may be delivered to the RFP Contact between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding holidays observed by the District. Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements, and for ensuring that the address information appears on the outer wrapper or envelope used by such service.

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

https://epro.sbcounty.gov/bso/view/login/login.xhtml

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the District to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the District with any other information the District determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and has no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the District with the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

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Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

7. Financials Provide Proposer’s Annual Report for the previous two years. Proposer must also include independently audited financial statements for the most recent completed fiscal year. If audited financial statements are not available, please provide un-audited financial statements along with a certification from the Proposer’s accountant that the information accurately reflects the Proposer’s current financial status. If the Proposer is a sole proprietorship, please provide Schedule C of the Internal Revenue Service forms as well as a certification from the owner and the accountant that the information accurately reflects the Proposer’s current financial status.

8. Project Team Organization Chart Provide an organization chart illustrating the project team and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role is identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

9. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the District’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

10. Work Plan and Schedule

Include the following:

a. Summary of management/work plan for this Project.

b. Project schedule

11. Certification Regarding Debarment or Suspension Complete Attachment D

12. Cost

Complete proposed pricing on Attachment E.

13. References Provide three (3) references from other entities, preferably public agencies, of same or similar size as the District, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former District or County Officials Complete Attachment G

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit

Purchasing Department

Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories and may include additional specific criteria.

Likewise, the listed considerations are possible considerations and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 35% Considerations:

• Proposer background and reputation

• Qualifications of the project team

• Experience with local approval agencies

• Experience with publicly bid projects

• Experience with similar services and entities

B. RESERVED

C. TECHNICAL REVIEW

Weight: 20% Considerations:

• Statement of understanding of the District’s needs

• Work plan

• Scheduling

• Technical specifications and functionality

• Quality control

• Adequacy of support staff and subcontractors

• Risk management

• Value-added aspects

D. COST/REVENUE

Weight: 30% Considerations:

• Overall reasonableness of proposed pricing

E. REFERENCES

Weight: 15% Considerations:

• Satisfactory performance of similar work

• demonstrated knowledge and expertise

• work product, quality of interactions

• capability of assigned team members

• likelihood of continued use

Purchasing Department

Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

F. RESERVED

The District may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The District will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant information to the evaluators including the RFP, evaluation criteria, and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will document the new score and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The District may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract negotiations take place in San Bernardino District, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the District, after a good faith effort, simply cannot come to terms;

Then the District may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest rated Proposer.

Purchasing Department

Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection After the completion of Contract negotiations, a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. RESERVED.

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the District to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Pete Mendoza, Director San Bernardino District Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest. The Proposer will be provided reasonable notice of the time, Purchasing Department

Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator date and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay. It will be up to the Appeal Panel members to consider the credibility of the evidence and the weight to give it.

The Panel will determine by at least three (3) affirmative votes: 1) whether the Protest was submitted timely;

2) whether the Protest is based on at least one of the three designated grounds identified above; and 3) whether the grounds on which the Protest are based have been substantiated.

If any of the grounds are determined to be valid, the Panel will also decide if the valid portion of the Protest has so tainted the RFP process that it is unfair to the Proposer or whether the valid grounds for the Protest are in the nature of harmless error and that the RFP process was fair to the Proposer. The Panel will not re-evaluate the Proposals.

The Purchasing Agent shall notify the Proposer making the Protest of the decision, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Appeal Panel shall be deemed final. If the Contract must be approved by the Board, after receiving a decision from the Purchasing Agent or Appeal Panel, the Proposer may then present its Protest to the Clerk of the Board of Supervisors for the Board’s review and decision. The Proposer must file its written Protest with the Clerk of the Board or provide a verbal Protest (typically limited to three minutes) prior to the Board making a decision on the Contract. Any decision of the Board shall be deemed final.

A Proposer protesting the results of any of the processes described herein must follow the procedures set forth. By submitting a “Letter of Intent to Protest”, the Proposer has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this Proposal. Protests that do not follow these procedures shall not be considered. The protest procedures constitute the sole administrative remedy available to the Proposer under this RFP. Upon exhaustion of this remedy no additional recourse is available.

X. TERMS AND CONDITIONS

The selected Proposer will be required to enter into a formal Contract with the District. This RFP sets forth some of the general provisions which will be included in the final Contract. In submitting a response to this RFP, Proposer will be deemed to have agreed to each clause unless the Proposal identifies an objection and District agrees to a change of language in writing. All objections to any Terms and Conditions must be listed on Attachment H – Exceptions to RFP, or any exception thereto shall be waived

A. General

1. Contract Amendments Contractor agrees any alterations, variations, modifications, or waivers of the provisions of the Contract, shall be valid only when reduced to writing, executed and attached to the original Contract and approved by the person(s) authorized to do so on behalf of Contractor and District.

2. Contract Assignability

Without the prior written consent of the District, the Contract is not assignable by Contractor either in whole or in part.

3. Contract Exclusivity This is not an exclusive Contract. The District reserves the right to enter into a Contract with other Contractors for the same or similar Services. The District does not guarantee or represent that the

Purchasing Department

Request for Proposal Apple Valley Airshow Marketer, Promoter, Event Coordinator

Contractor will be permitted to perform any minimum amount of work, or receive compensation other than on a per order basis, under the terms of this…