COUNTY OF SANTA CLARA, CALIFORNIA

ADDENDUM # 1

REQUEST FOR PROPOSALS ERFP-PRC-FY26-0542

For

FANTASY OF LIGHTS EVENT COORDINATION SERVICES

Addendum Issue Date: January 14, 2026

By

JUSTIN SINGLETON

PROCUREMENT OFFICER

County of Santa Clara Procurement Department

Request for Proposals eRFP-PRC-FY26-0542 Addendum #1

Fantasy of Lights Event Coordination Services

This Addendum is hereby incorporated into the RFP by reference hereto.

Please acknowledge receipt of this Addendum in the “Letter of Transmittal,” as instructed in Section VI (A) of the RFP.

Section 1: Changes made to the RFP

N/A

Section 2: Questions and Answers

Question 1 “What is the annual budget for this event?”

Answer 1 The annual budget for this event is $910,000.

Question 2 “Is there an anticipated budget increase through the years since this is a 5-year contract?”

Answer 2 Yes, there will be a percentage increase, at an agreed upon, interval to adjust for labor/inflation.

Question 3 “What is the earliest we would have access to the site to wrap trees?”

Answer 3 The earliest that a vendor would have access to start is September of each year.

Question 4 “What is the earliest we would be able to install the decor?”

Answer 4 The earliest that a vendor would have access to start is September of each year.

Question 5 Is there onsite security at night during off hours or can there be increased patrols through the area?

Answer 5 Vasona Park has an on-site camp host who patrols on select nights and evenings during the run of the event. County will discuss potentially increasing patrols through the area but there is no guarantee.

Question 6 “It appears all decor is owned by the County - is it stored on-site or at a local facility? If not on-site, how far away is the storage facility?”

Answer 6 All décor is owned by the County and is stored on-site in seven (7) 40’ Connex boxes.

Question 7 “Would part of this contract be a storage solution?”

Answer 7 Yes, storage solutions would be a part of the solution.

Question 8 “Can you provide an inventory list of all items currently within the display?”

Answer 8 Please reference Attachment 1 – County-Owned Displays and Lighting of the RFP for a list of current displays.

Question 9 “Does all decor have appropriate mounting systems (backing plates or stands and/or weights as needed)?”

Answer 9 All displays have footing plates, rebar and guy wire. Rebar is used as an anchor and the displays are stabilized using tension.

Question 10 “Does the installation of the decor need to be permitted each deployment? Would the County assist in this process?”

Answer 10 The displays do not need permitting. The generator will need to be permitted which the County will be responsible for.

Question 11 “What percentage of the show is new each year? Is there a set, separate budget for added decor?”

Answer 11 The annual allocation for new displays is limited, and typically fewer than five (5) percent of the elements for each event are replaced in a given year.

Question 12 “Are you open to a complete redesign of the display and show to include rented decor?”

Answer 12 Yes, the County is open to a complete redesign of the displays and show.

Question 13 “Is there sound that is presented specifically for the show? If so, is it a speaker system or is there an FM transmitter to project music to the cars?”

Answer 13 Yes, there is sound that is presented specifically for the show. A holiday soundtrack is broadcasted through an FM transmitter for the drive-thru nights. A speaker system is set up on the meadow lawn to broadcast the soundtrack during the walk-thru nights.

Question 14 “The Term for power needs listed for the pricing sheet reads as though it is slated for 11 weeks but the actual event only runs for one month. I assume that the weeks ahead of operation are for the set up, but we would approach this project in a way that condenses the time frame ahead of the event kick off. Can we adjust the pricing schedule?”

Answer 14 The RFP requires the completion and submission of Attachment 2 – Proposal Price Response Form. However, if proposers elect to submit their own pricing schedule with adjustments, then this may be submitted along with Attachment 2 – Proposal Price Response Form.

Question 15 “Labor is requested to be broken down by hour. For example- Installation Technicians when broken out comes to 10 techs working 8-hour days for 40 days total. We like to condense our onsite work and send a larger installation crew for a shorter duration.

Utilizing this approach, we typically would provide overall pricing that includes all technical support needed for the installation, service coverage, and strike. Would you accept an all-inclusive pricing format for the labor or would you prefer us to fill in numbers into the spreadsheet provided to make it pencil out?”

Answer 15 Yes, an all-inclusive labor pricing format is acceptable; however, we also request that Attachment 2, the Proposal Price Response Form, be completed so the County can review the detailed price breakdown.

Section 3: Proposals Due Date and Time eRFP Due Date and Time is changed.

YES X NO

Proposal Due Date and Time: February 13, 2026, 3:00 pm Pacific Time

All other specifications, terms and conditions remain unchanged. In the event of a conflict between the original solicitation and this addendum, this addendum will prevail.