Bid Notice-Waste Management Services.pdf

CALIFORNIA EXPOSITION & STATE FAIR

1600 Exposition Boulevard Sacramento, CA 95815 State of California Gavin Newsom, Governor

State of California California Exposition & State Fair

REQUEST FOR PROPOSAL

WASTE MANAGEMENT SERVICES

CSF-26-1094

September 8, 2026

You are invited to review and respond to this Request for Proposal (RFP), entitled Waste Management Services, CSF-26-1094. In submitting your proposal, you must comply with these instructions.

A mandatory site tour will be conducted on Tuesday, September 15, 2026, at 9:00 AM at Cal Expo, inside Gate 12 at Ethan and Hurley Way, Sacramento, California 95815. The tour will commence at the Maintenance Building. Please confirm your attendance by emailing contracts@calexpo.com with your company name and the names of all attendees by 3:00 PM on September 14, 2026.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses.

In the opinion of California Exposition & State Fair, this RFP is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this RFP is:

Contract & Procurement Manager

Contracts@calexpo.com

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Thank you for your interest in the California Exposition and State Fair.

Contract & Procurement Manager

Waste Management Services, RFP # CSF-26-1094

A. Purpose and Description of Services

Introduction: Over the course of the year on the California Exposition & State Fair (Cal Expo) grounds, the site of the annual California State Fair, and a considerable number of interim events are held throughout the year which generate substantial quantities of paper and plastic products, with a lesser volume of cans, bottles, hard objects, and other trash. Such refuse does not include any regulated toxic material which requires special handling.

Cal Expo is soliciting proposals from companies to provide a comprehensive waste management program to assist Cal Expo eliminate, reduce, re-use, recycle materials and dispose of waste generated at the facility. The services include basic container service, hauling, and processing/disposal, with emphasis on services that improve Cal Expo’s resource efficiency beyond traditional waste and recycling hauling. Contractor shall provide services and expertise to ensure Cal Expo meets any state mandated waste diversion and reporting.

Overview of Current Solid Waste Management

Currently and for the last several years, Cal Expo’s trash infrastructure consisted of three 40-yard compactors hauled on an on-call basis as capacity was reached. Two compactors were rented, one for cardboard recycling, and one for refuse. The third compactor is owned by Cal Expo. Refuse is collected in wheeled 4-yard front load containers and transported to the compactor for emptying. In addition to the 4 cubic yard containers, loose waste is collected in 12-16 contractor supplied roll off containers in 10, 25, and 40-cubic yard sizes, hauled away and returned empty on an on-call basis as their capacity is reached. The 40-yard compactors handle over 20% of Cal Expo’s annual trash tonnage, including non-recycled paper, corrugated cardboard, organics (e.g., food, textiles, and wood, excluding hazardous waste), plastics, and other materials. The open containers are used for periodic waste consisting of construction and demolition debris, scrap wood and pallets, green waste, old furniture, bulk items, and event refuse.

For this solicitation CSF-26-1094, Cal Expo is transitioning from the onsite rented refuse compactor, to a regular minimum twice weekly front loader refuse collection schedule. Cal Expo is transitioning to one (1) rented 40-yard compactor for recyclable cardboard only. Cal Expo will continue utilize the owned refuse compactor for regular refuse/trash.

Under normal operating circumstances, approximately fifty percent (50%) of Cal Expo’s annual waste is generated during the 30-day period surrounding the California State Fair.

Ninety percent (90%) of the refuse produced during the State Fair is removed through front-loader truck lift service using contractor-supplied containers. During the 2026 State Fair, front-loader service was required twice daily—once in the early morning hours before 5:00 AM and again between 3:00 PM and 4:00 PM. Afternoon front-loader service is not required on Mondays through Wednesdays.

**Due to the large 17-day State Fair event at Cal Expo from previous years, Cal Expo does not guarantee the tonnage, volume, or service levels for refuse removal or waste management services for 2027 or subsequent years under this solicitation or resulting contract.

The current recycling program focuses on E-waste, cardboard, metal, wire, and mixed paper. The cardboard recycling system uses contractor hard wheeled towable bins placed throughout the facility. Cal Expo staff transports bins as needed to a 40-yard rented Contractor supplied compactor hauled on an as needed basis. Plastic and aluminum beverage containers are handled by the Sacramento Regional Conservation Corps (SRCC). They place the collection barrels and collect plastic and aluminum beverage containers. Recycling of this material could become part of this agreement in the future if the SRCC is unable to continue providing this free service. Collection would be handled by Cal Expo and hauling and redemption would be handled by the Contractor. Compacted mixed stream recycling is included in the services provided in this solicitation. Metal is also currently hauled in a 40-yard comingled container, hauled on an on-call basis as its capacity is reached.

The final component is universal wastes and sharps. The successful proposer shall provide other various containers to pack waste and then charge relevant disposal fees.

Due to the daily fluctuations in refuse volume, there is no pre-set removal schedule.

However, critical deadlines must be met, particularly during the peak activity of the annual California State Fair.

Cal Expo is unable to determine the exact quantities of refuse removal requirements for this solicitation/term of the agreement. The following chart is provided for informational purposes only, showing the refuse collected in 2024/2025. Uncompacted refuse includes recyclable waste. These items need to go to an approved recycling center.

Volume of Refuse Removed in 2024/2025

Uncompacted

(tons) Compacted

(tons) Recyclable

(tons) Wood (tons)

Metal (tons)

Green Waste (tons)

E-Waste (tons)

August 39.76 12.58 3.83 4.23 1 September 35.89 15.58 5.78 15.91 October 15.54 11.55 7.56 2.37 8.27 14.27 November 21.81 19.80 4.24 8.14 December 48.12 28.92 22.59 January 51.74 29.64 15.78 2.90 2.08 59.21 6.35 February 28.87 35.52 4.97 4.86 32.03 March 3.31 25.32 7.24 2.89 22.27 April 8.38 23.85 5.9 4.94 2.57 20.36 May 33.80 62.18 17.80 2.32 17.87 June 14.22 24.12 4.71 4.76 3.71 46.93 July 391.95 11.14 9.84 1.28 2.61 32.20

TOTAL 663.39 300.20 78.04 35.93 19.24 296.01 7.35

Scope of Work:

Contractor shall furnish all labor, materials, tools, equipment, and incidentals necessary to provide refuse removal service for the Cal Expo grounds including:

1. Continuous improvement in resource efficiency (waste diversion, reuse, recycling/composting, food waste requirements) by taking a lead role to identify, design, and implement innovative, cost-effective means to reduce waste generation and increase diversion at the facility.

2. Optimize current hauling, garbage disposal, recycling operations, and services to reduce overall waste management system costs, while meeting all waste and confidentiality regulations.

3. Provide detailed waste/recycling haul reports and billing/invoicing to support Cal Expo’s waste reduction goal setting and performance tracking.

4. Collaborate with Cal Expo staff from various departments to implement the waste management program. This includes conducting educational outreach and/or training as necessary on aspects of the waste management program, including but not limited to recycling procedures, proper waste segregation, and waste minimization and diversion.

5. Equipment: The following equipment is needed for this solicitation/agreement.

a) Compactor: Provide and install, on a monthly rental basis, one compactor (for cardboard) to be used as follows:

• Compactor/receiver container, 40 cu. yd. capacity

• Side loading

• Equipped with adequate safeguards against operation by unauthorized persons

• Dumping mechanism to allow bins to be dumped into compactor/receiver

• Suitable for current on-site location provided by Cal Expo

Cal Expo shall provide:

1) Suitable base, either 6” reinforced concrete or asphaltic concrete, level to surrounding grade, with a minimum of 40’ tractor access in front of compactor.

2) Electrical power at source, consisting of 208/230 volt, 3-phase, at 30 amps.

3) Staff to load cardboard into compactor and operate receiver as necessary.

Contractor shall provide:

1) Installation of compactor to current designated on-site location.

2) All equipment and installations shall meet all safety standards, including state, county, and local codes, and be approved as required by inspectors of the Division of Industrial Safety and Cal OSHA.

3) Cal Expo staff with instructions and training in the safe and proper operation of the compactor unit.

b) Waste Containers: Following are the basic container requirements. All containers must be identified by a permanent identification number, and such number shall be provided to Cal Expo’s designated staff upon dispatch by the Contractor.

1) Year-round

(a) Front-Loading Bins: On a monthly rental basis, Contractor shall provide 80 front-loading containers with 4 - 6-cubic yard capacity. Each container must have wheels and lids. Bins must be kept in good condition and painted as needed.

(b) On a monthly rental basis, Contractor shall supply 20 4-cubic yard towable wheeled cart containers (labeled with “cardboard only” on all sides). The container must be able to be used with the compactor dumping mechanism.

(c) Cal Expo staff will stage the containers at various pre-designated locations on the grounds to be serviced as needed on a regular twice weekly contractor front loader lift service. Cal Expo may, based on operational need, call Contractor for additional front loader service for any number of placed containers. This operation will take place routinely, with the volume of front loader lifts varying according to scheduled events or other needs. This system allows Cal Expo to service events effectively and in a timely manner.

(d) Roll-off Containers (uncompacted refuse): At no charge to Cal Expo, Contractor shall supply various sizes and quantities of roll-off containers, which are normally kept at certain areas on the grounds. These containers are essential to servicing trash needs for larger events as well as projects on grounds such as green waste or various debris removal operations. Sizes and amounts are as follows:

• Eight (8) 40-yd. containers

• Four (4) 25-yd. containers

• One (1) 10-yd. containers

Or Cal Expo approved alternative sized/quantity of containers

(e) Above noted roll-off containers will be hauled by Contractor on an as needed basis. Cal Expo staff will notify Contractor for hauling and the containers must be emptied and returned in a timely manner.

2) State Fair: **

(a) Contractor shall provide an additional seventy (70) containers for the State

Fair period, in quantities similar to the following, on a rental basis:

Waste Management Services, RFP # CSF-23-1205

• Forty (40) 4-6 yd. with wheels, lid

• Thirty (30) 6-8 yd. no wheels, with lid

(1) These containers are to be delivered before the State Fair and picked up afterwards as requested.

(2) During the State Fair, the refuse generated is dumped into the 150 containers as needed and dumped on-site by a front-loading truck between the hours of 3:00 AM to 10:00 AM daily. Additionally, refuse is dumped between the hours of 4:00 PM to 7:00 PM, Friday through Sunday, as directed by Cal Expo staff.

(3) The compactor and various roll-off containers are dumped as needed between 6:00 AM to 9:00 AM daily.

(4) Times may be changed by Cal Expo with 48-hour notice to Contractor.

** The annual State Fair may not occur in the same format and duration as previous years. Therefore, the volume, duration, and specifications are estimates based on historical data and may not be required as stated above throughout the term of this Agreement.

(b) Alternate Equipment: Proposers may offer equipment of different size or capacity, which they deem to be comparable in function. Description of such equipment must be furnished with bid. Proposers should be aware that considerations such as extra work hours to haul a larger quantity of smaller bins, available room to store larger bins, etc., must be weighed in evaluating deviations from the specifications. Such alternate equipment should be described on a separate sheet and attached to the Cost Sheet. Price must be included on Cost Sheet.

(c) Successful proposer shall provide Cal Expo with a deliverable timeframe for equipment as specified in this solicitation if not available at the onset of this agreement.

6. Maintenance and Repair of Equipment

a) Contractor shall maintain all equipment in serviceable, safe, presentable, and sanitary condition. Cal Expo reserves the right to remove from the grounds any equipment not meeting these criteria. All equipment must be Cal/OSHA approved and all electrical equipment shall be watertight.

b) Contractor shall assume full responsibility for repairs to all equipment supplied and shall keep equipment in good working order at all times through the complete term of the agreement.

c) Contractor agrees to complete repairs within a reasonable period of time and to begin repairs, day or night, no later than two (2) hours from the time of notification by Cal Expo. Cal Expo’s representative will, at all times, try to arrange for non-urgent repairs to be made during regular working hours of 8:00 AM to 5:00 PM.

d) Preventive maintenance shall be performed on a regularly scheduled basis by Contractor to keep all equipment in proper operating condition. Remedial maintenance shall be performed by Contractor on an as-needed basis to keep the equipment operating until permanent repairs are made.

Composting Element of Waste Management at Cal Expo

A. Purpose and Description of Services

Under California State Senate Bill (SB) 1383, Cal Expo is a non-local entity and is obligated to deal with its organic (food) waste in one of four ways:

• Source-separate organic waste from other waste and subscribe to an organic waste recycling service that specifically includes collection and recycling of organic waste.

• Recycle organic waste on-site, or self-haul for organics recycling. Subscribe to an organic waste recycling service that includes mixed-waste processing that specifically recycles organic waste.

• Sell or donate the generated organic waste.

• Recycle the material on-site through such means as composting, anaerobic digestion, and/or vermicomposting.

A non-local entity is defined as an entity that is an organic waste generator but is not subject to the control of a jurisdiction’s regulations related to solid waste. These entities may include, but are not limited to, special districts, federal facilities, prisons, facilities operated by the state parks system, public universities including community colleges, county fairgrounds, and state agencies.

On our grounds, we are responsible for providing containers for the collection of organic waste and non-organic recyclables in all areas where disposal containers are located.

We must also provide guidance and containers to our employees who work in our buildings year-round.

We are currently required to submit a Waste Management Annual Report on May 1. For each annual report year, state agencies need to report total disposal tons (the amount of trash disposed in the landfill) and the total number of employees. Agencies are also asked to verify facility locations; to confirm current waste reduction and recycling programs; and to provide details about how those programs are implemented. State agencies should report composting programs in their annual State Agency Waste Management Report due May 1 each year.

https://calrecycle.ca.gov/organics/slcp/nonlocalentities/

Awardee must be able to provide 1 of the permitted collection approaches:

1) subscribe to the jurisdiction's organic-waste collection service, 2) contract independently for collection, or 3) self-haul to an appropriate facility/program, and work with Cal Expo to determine the best practices to meet the mandate.

7. Operating Conditions

a) Contractor will remove refuse containers on the same day of request. Requests will be made between 7:00 AM and 2:00 PM on regular workdays except during the annual State Fair when earlier or later pickups may be required, or in extreme emergency, or by mutual agreement. Empty containers will be replaced within one (1) hour from the time of removal. Contractor agrees that it shall be due no compensation for removal of any container after such deadlines.

b) Any and all requests for empty containers or for pick-up of full containers will be coordinated by Cal Expo’s Event Services Manager, and Contractor is directed to honor only requests for service from the Event Services Manager or his designated representative. The office of the Event Services Manager will be responsible not only for coordinating service of the Contractor, but also authorizing release and sign-off of any and all containers being removed from the grounds.

c) Contractor shall have a qualified representative available to Cal Expo at all times. Said representative shall be responsive to operating requirements and schedules.

d) Contractor’s staff shall, at all times, be responsive to the requirements and directives of Cal Expo and shall comply with all rules, regulations, procedures, and controls set forth by Cal Expo.

e) Contractor shall conform to use of the premises in a manner so as not to cause interference upon rights and privilege of any other contractor, exhibitor, or concessionaire of Cal Expo, and to cooperate with Cal Expo and/or other contractors responsible for related activities, such as wet garbage pick-up, insect control, recycling activities, etc.

f) Contractor and Contractor's staff shall enter and exit the grounds at Gate 12, located at Ethan Way and Hurley Way, and use routes of access on grounds as designated and redesignated by Cal Expo.

8. Special Provisions

a) In the event of inadequate performance by Contractor, Cal Expo shall have the right and option to perform necessary services and to deduct from Contractor's payment any costs incurred as a result of performing these services.

b) Contractor shall be liable for any damage it causes to Cal Expo’s property. Such damage must be immediately repaired or otherwise remedied to the complete satisfaction of Cal Expo. At Cal Expo's discretion, such damage may be remedied by Cal Expo at Contractor's expense, with associated costs deducted from payment due Contractor.

c) Contractor shall not create any condition such as dust, debris, etc., to any undesirable extent. Cal Expo reserves the right to make final decision on any matters arising from violations of this condition.

d) Contractor shall ensure that all services are performed in compliance with all city and county noise abatement laws, ordinances, and regulations.

e) In the event Contractor provides containers on the grounds not covered by this agreement, Contractor shall furnish such containers in a consistently different color from those furnished Cal Expo under this agreement, and the Event Services Manager is to be advised by Contractor regarding color selection.

f) Contractor is advised that all personnel requiring entry to the grandstand or backstretch areas of the racing facility during a race meet may require licensing by the California Horse Racing Board.

g) Should Cal Expo determine, for any reason, that a person employed by Contractor for services under this agreement is unacceptable, Contractor shall remove said person from the grounds within one (1) hour after notification and said person shall be barred from working in any capacity under this agreement. Violation of this condition may constitute grounds for termination of the agreement.

9. Term: Term of this agreement is January 1, 2027, through December 31, 2029.

10. Payment: Payment will be made, in arrears, not more frequently than monthly, upon satisfactory completion of services and approval of invoices.

11. Final Approval: Cal Expo Board of Directors will provide final approval on all contracts and amendments over $100,000.

B. Minimum Qualifications for Proposers

1. Proposers must have a minimum of five (5) years’ experience performing waste management services, which include waste disposal and recycling/resource efficiency.

2. Proposer must have its dispatch facility within a 45-mile radius of Cal Expo in order to service the account as required.

3. Proposers must have a minimum of five (5) industrial customers.

C. Proposal Requirements and Information

1. Key Action Dates

Event Date

RFP Published September 8, 2026

Mandatory Site Tour September 15, 2026, 9:00 AM

Questions Due September 22, 2026, 5:00 PM

Answers Published (if applicable) September 28, 2026

Final Date for Proposal Submission October 2, 2026; 4:00 PM

Notice of Intent to Award (tentative) October 5, 2026

Proposed Award Date (tentative) October 12, 2026

2. Required Proposal Content

a) Proposal/Proposer Certification Sheet (Attachment 1): This form is self-explanatory.

b) Minimum Qualifications Certification (Attachment 2): The proposer must complete the Minimum Qualifications Certification certifying that the proposer satisfies all minimum qualifications and requirements. Failure to certify satisfaction may result in the rejection of the proposal.

c) Proposer’s Qualifications

(1) Submit a company profile describing the firm’s experience and qualifications for the services included in this RFP.

(2) Submit résumés of technical staff, including description of qualifications.

(3) Provide a summary and any reports available describing the firm’s environmental health and safety experience and record.

(4) Provide a description of how any waste reduction services were accomplished by the firm.

(5) References (Attachment 3): Submit references of similar accounts (past or present) where waste management reduction services were provided.

References will be checked and responses received will be reflected in the scoring of the proposal. This information is mandatory; however, the information may be submitted in a format other than the form provided.

d) Waste Management Plan

(1) Provide description of firm’s strategic planning as it relates to achieving program objectives, purpose, and scope of services for this project.

(2) Provide a written plan describing the firm’s plan for reducing Cal Expo’s costs by optimizing hauling, garbage disposal, and recycling/diversion operations.

e) Customer Service

(1) Provide a written description of the firm’s proposed transition plan that minimizes impact on facility operations.

(2) Submit written description of current customer communications practices and plan.

f) Cost Sheets (Attachment 4): Provide a quotation of costs to Cal Expo for services as described in this RFP.

g) California Civil Rights Law Certification (Attachment 5) for bids over $100,000.

h) Additional Information: Along with the mandatory requirements, the proposer may also include any other relevant information or pertinent exhibits.

3. Submission of Proposal:

a) Proposals should provide straightforward and concise descriptions of the proposer's ability to satisfy the requirements of this RFP. The proposal must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a proposal.

b) The proposal package should be prepared in the least expensive method.

c) All proposals must be submitted via email to the email address below by dates and times shown in Section C, Proposal Requirements and Information, Item 1.

contracts@calexpo.com Contract/Procurement Manager

California Exposition & State Fair

IFB # CSF-26-1094

WASTE MANAGEMENT SERVICES

d) If the proposal is made under a fictitious name or business title, the actual legal name of proposer must be provided.

e) All proposals shall include the documents identified in Section E, Required Attachment Checklist. Proposals not including the proper "required attachments" shall be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

f) Proposals must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

g) A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Cal Expo may reject any or all proposals and may waive any immaterial deviation in a proposal. Cal Expo’s waiver of immaterial deviation shall in no way modify the RFP document or excuse the proposer from full compliance with all requirements if awarded the agreement.

h) Costs incurred for developing proposals and in anticipation of award of the agreement are entirely the responsibility of the proposer and shall not be charged to Cal Expo.

i) An individual who is authorized to bind the proposing firm contractually shall sign the Attachment 2, Proposal/Proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

j) A proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline as set forth in the Key Action Dates. Proposal modifications offered in any other manner, oral or written, will not be considered.

k) A proposer may withdraw its proposal by submitting a written withdrawal request to

Cal Expo, signed by the proposer or an authorized agent. A proposer may thereafter submit a new proposal prior to the proposal submission deadline.

Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

l) Cal Expo may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum to all parties who received a proposal package.

m) Cal Expo reserves the right to reject all proposals. Cal Expo is not required to award an agreement.

n) Before submitting a response to this solicitation, proposers should review, correct all errors and confirm compliance with the RFP requirements.

o) Where applicable, proposer should carefully examine work sites and specifications. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

p) More than one proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered.

q) Cal Expo does not accept alternate contract language from a prospective contractor. A proposal with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

r) No oral understanding or agreement shall be binding on either party.

4. Evaluation Process

a) At the time of proposal reviewing, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP.

b) Proposals that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the proposer, may be rejected.

c) Award, if made, will be to the highest scored responsible proposal.

d) Proposal Evaluation: The proposals that meet the minimum qualifications will be evaluated and scored according to the criteria indicated below.

Rating/Scoring Criteria Maximum Possible Points

Proposer’s Qualifications

• Firm’s experience and ability to perform services required

• Qualifications of technical staff

• Environmental health and safety experience and record

• Performance in waste reduction of similar facilities

Proposer’s Waste Management Plan

• Plan for reducing Cal Expo’s costs by optimizing hauling, disposal, and recycling operations

Customer Service

• Proposed transition plan that minimizes impact on facility operations

• Communication Practices

Cost Proposal

• Cost for waste removal (see Attachment 4)

• Cost reductions proposal for total waste management system as a result of recycling plan

TOTAL POSSIBLE POINTS

5. Award and Protest

a) Notice of the proposed award shall be posted in a public place in the office of

California Exposition & State Fair, 1600 Exposition Boulevard, Sacramento, CA for five (5) business days prior to awarding the agreement.

b) If any proposer, prior to the award of agreement, files a protest with Cal Expo and the Department of General Services, Office of Legal Services, Attention: Bid Protest Coordinator, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, email: OLSProtests@dgs.ca.gov, on the grounds that the (protesting) proposer would have been awarded the agreement had Cal Expo correctly applied the evaluation standard in the RFP, or if Cal Expo followed the evaluation and scoring methods in the RFP, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter. It is suggested that you submit any protest by certified or registered mail.

c) After filing a protest, the protestant has five (5) calendar days to file a detailed written statement of the protest grounds if the original protest did not contain complete grounds for the protest.

d) Upon resolution of the protest and award of the agreement, Concessionaire must complete and submit to the awarding agency the Payee Data Record (STD 204) to determine if the Concessionaire is subject to state income tax withholding pursuant to California Revenue and Taxation Code sections 18662 and 26131. No payment shall be made unless a completed STD 204 has been returned to the awarding agency.

e) Upon resolution of the protest and award of the agreement, Concessionaire must sign and submit to Cal Expo page one (1) of the Contractor Certification Clauses

(CCC 04/2017).

6. Disposition of Proposals

a) Upon proposal opening, all documents submitted in response to this RFP will become the property of Cal Expo and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

b) Proposal packages may be returned only at the proposer's expense, unless such expense is waived by the awarding agency.

7. Agreement Execution and Performance

a) Performance shall start not later than the express date set by Cal Expo and the

Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to Cal Expo for the difference between Contractor's proposal price and the actual cost of performing work by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

D. Preference Programs

1. Small Business Preference: Section 14835, et seq. of the California Government Code requires that a five percent (5%) preference be given to bidders who qualify as a small business. The rules and regulations of this law, including the definition of a small business for the delivery of services, are contained in Title 2, California Administrative Code, Section 1896, et seq. Complete information can be found at Office of Small Business and Disabled Veteran Business Enterprise Services (ca.gov) Questions regarding the preference approval should be directed to the Office of Small Business & Disabled Veteran Business Services through the above link or at 916-375-4940.

E. Required Attachments

A complete proposal package will consist of the ALL items identified paragraph C.2, Required Proposal Content.

ATTACHMENT 1

PROPOSAL/PROPOSER CERTIFICATION SHEET

This Proposal/Proposer Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original (or original electronic) signatures.

A. Place all required attachments behind this certification sheet.

B. The signature affixed hereon and dated certifies compliance with all the requirements of this proposal document. The signature below authorizes the verification of this certification.

An Unsigned Proposal/Proposer Certification Sheet May Be Cause For Rejection

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

E-mail address:

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Proposer’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is h k d “Y ” Date application was submitted to OSBCR, if an application is

Completion Instructions for Proposal/Proposer Certification Sheet

Complete the numbered items on the

Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 3 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13

Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line.

If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSBCR.

ATTACHMENT 2

Minimum Qualifications Certification

Submission of this attachment is mandatory. The Proposer must meet the following minimum qualifications, to Cal Expo’s satisfaction, to be given further consideration for a contract award. The Proposer must certify in writing, by signing this certification, that the firm meets the applicable minimum qualifications. Failure to satisfy the minimum qualifications, based on Cal Expo’s sole judgment, will result in the immediate rejection of the proposal.

1. Proposers must have a minimum of five (5) years’ experience performing waste management services, which include waste disposal and recycling/resource efficiency.

2. Proposer must have a dispatch facility within a 45-mile radius of Cal Expo in order to service the account as required.

3. Proposers must have a minimum of five (5) industrial customers.

Name of Firm

Proposer’s Authorized Signature Printed Name

Title Date

ATTACHMENT 3

PROPOSER REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment (or an attachment in a different format which includes the required information) with your proposal will cause your proposal to be rejected and deemed non-responsive.

List below three references for services performed, within the last five years, which are similar to the scope of work to be performed in this agreement.

REFERENCE 1

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Street Address City State Zip Code Contact Person Telephone Number

REFERENCE 3

Street Address City State Zip Code Contact Person Telephone Number

ATTACHMENT 4 (Page 1 of 3)

COST SHEET

Name of Proposer: ____________________________________________________

Signature of Proposer: _________________________________________________

Provide waste and recycling service costs below for the duration of the agreement based on the service level in Exhibit A.

Cost proposal includes all expenses related to completing the work described in this RFP.

NOTE: * Cal Expo does not guarantee the current estimated tonnage, hauls or levels of service (see Exhibit A) over the life of the agreement.

Year One (January 2027 – December 2027)

Unit Cost Estimated No. Units

Subtotal

Roll Off Haul $ 175 hauls $

Compactor Haul $ 20 hauls $

Uncompacted Refuse Waste Removal $ 360 tons $

Compacted Recyclable Cardboard Removal $ 60 tons $

Compacted Refuse Removal $ 275 tons $

Green Waste Removal $ 250 tons $

Wood Waste Removal $ 100 tons $

Scrap Metal Removal $ 34 tons $

Food Waste Removal $ 5 tons $

Compactor/Receiver Rental (recycling) $ Per month x 12 $

Towable hard wheeled containers (20 4-cu yd.)

for use in collecting cardboard, $ Per month x 12 $

Front Loader Lift Service

4 Yard Container Per Lift $ 2,800 lifts $

6 Yard Container Per Lift $ 1,100 lifts $

Monthly Rental – quantity of 80, 4cu yd Containers X 12 months $

Additional Fair-time container rental – 4 cu yd $ Fair Period $

Additional Fair-time container rental – 6 cu yd $ Fair Period

Total Waste Collection and Disposal Cost – Year One $

ATTACHMENT 4 (Page 2 of 3)

Name of Proposer: ____________________________________________________

Signature of Proposer: _________________________________________________

Provide waste and recycling service costs below for the duration of the agreement based on the service level in Exhibit A.

Cost proposal includes all expenses related to completing the work described in this RFP.

NOTE: * Cal Expo does not guarantee the current estimated tonnage, hauls or levels of service (see Exhibit A) over the life of the agreement.

Year Two (January 2028 – December 2028)

Subtotal

Roll Off Haul $ 175 hauls $

Compactor Haul $ 20 hauls $

Uncompacted Refuse Waste Removal $ 360 tons $

Compacted Recyclable Cardboard Removal $ 60 tons $

Compacted Refuse Removal $ 275 tons $

Green Waste Removal $ 250 tons $

Wood Waste Removal $ 100 tons $

Scrap Metal Removal $ 34 tons $

Food Waste Removal $ 5 tons $

Compactor/Receiver Rental (recycling) $ Per month x 12 $

Monthly Rental – quantity of 80, 4 cu yd Containers $ X 12 months $

Additional Fair-time container rental – 4 cu yd $ Fair Period $

Additional Fair-time container rental – 6 cu yd $ Fair Period

Total Waste Collection and Disposal Cost – Year Two $

ATTACHMENT 4 (Page 3 of 3)

Name of Proposer: ____________________________________________________

Signature of Proposer: _________________________________________________

Provide waste and recycling service costs below for the duration of the agreement based on the service level in Exhibit A.

Cost proposal includes all expenses related to completing the work described in this RFP.

NOTE: * Cal Expo does not guarantee the estimated tonnage levels of service (see Exhibit A) over the life of the agreement.

Year Three (January 2029 – December 2029)

Subtotal

Roll Off Haul $ 175 Hauls $

Compactor Haul $ 20 Hauls $

Uncompacted Refuse Waste Removal $ 360 tons $

Compacted Recyclable Cardboard Removal $ 60 tons $

Compacted Refuse Removal $ 275 tons $

Green Waste Removal $ 250 tons $

Wood Waste Removal $ 100 tons $

Scrap Metal Removal $ 34 tons $

Food Waste Removal $ 5 tons $

Compactor/Receiver Rental (recycling) $ Per month x 12 $

Monthly Rental – quantity of 80, cu yd Containers $ X 12 months $

Additional Fair-time container rental – 4 cu yd $ Fair Period $

Additional Fair-time container rental – 6 cu yd $ Fair Period

Total Waste Collection and Disposal Cost – Year Three $

Waste Collection and Disposal Cost (TOTAL of 3 totals above) GRAND TOTAL $

BASIS OF AWARD

ATTACHMENT 5

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

Pursuant to Public Contract Code section 2010, a person that submits a bid or proposal to, or otherwise proposes to enter into or renew a contract with, a state agency with respect to any contract in the amount of $100,000 or above shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the contract is renewed, all of the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts executed or renewed after

January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2 EMPLOYER DISCRIMINATORY POLICIES: For contracts executed or renewed after January

1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

CERTIFICATION

Proposer/Bidder Firm Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

General Contract Provisions

General Terms and Conditions (GTC 02/2025)

Special Terms and Conditions

1. GENERAL LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense commercial general liability insurance coverage with minimum limits of at least $1,000,000 per occurrence combined single limit for bodily injury and property damage and cover damages for bodily injury, property damage, personal injury liability, and products and completed operations liability. The general liability insurance coverage shall include the following provisions:

a. State of California, California Exposition & State Fair (CalExpo), its agents, officers, directors and employees, are made additional insured but only insofar as the operations under this agreement are concerned.

b. Cal Expo shall not be responsible for the payment of any premiums or assessments on the policy.

c. Contractor shall submit insurance certificates to Cal Expo for approval by appropriate agencies prior to the commencement of operation on the premises. At least thirty (30) days prior to the expiration of any policy, a new insurance certificate with renewal information shall be filed with Cal Expo. Contractor shall furnish Cal Expo a certified copy of the policy within ten (10) days upon request.

d. Certificate of Insurance and/or policy must cover for the term of the agreement including the period described as set-up and clean-up period, if any.

e. Contractor agrees that the liability insurance herein provided shall be in effect at all times during the term of this agreement. In the event said insurance coverage expires at any time or times during the term of this agreement, Contractor agrees to provide CalExpo, 1600 Exposition Blvd., Sacramento, CA 95815, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than one year or the remainder of the term of this agreement. New Certificates of Insurance are subject to the approval of the CalExpo and Contractor agrees that no activity by Contractor contemplated by this agreement be performed after the insurance expires and prior to the giving of such approval. In the event Contractor fails to keep in effect at all times during the term of this agreement the insurance coverage as herein provided, Cal Expo may, in addition to any other remedies it may have, terminate this agreement upon the occurrence of such event.

2. WORKERS’ COMPENSATION INSURANCE: Contractor certifies that it is aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and Contractor affirms to comply with such provisions before commencing the performance of the work of this agreement. Contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

3. PROPERTY INSURANCE: At all times Contractor shall maintain at its own cost and expense all-risk property insurance coverage on the buildings, improvements, fixtures, furnishings, equipment and all other personal property, including supplies of the Contractor on the premises, on replacement of the property in event of loss.

4. AUTOMOBILE LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense automobile liability insurance coverage with limits not less than $1,000,000 combined single limit per accident.

5. POTENTIAL SUBCONTRACTORS: Nothing contained in this agreement or otherwise shall create any contractual relation between Cal Expo and any subcontractors, and no subcontract shall relieve the Contractor of his responsibilities and obligations hereunder.

The Contractor agrees to be as fully responsible to Cal Expo for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its subcontractors is an independent obligation from Cal Expo’s obligation to make payments to the Contractor. As a result, Cal Expo shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

6. DAMAGE TO EQUIPMENT: Cal Expo does not have responsibility for loss or damage to

Contractor’s property arising from causes beyond the control of Cal Expo.

7. RIGHT TO TERMINATE: Cal Expo reserves the right to terminate this agreement subject to 30 days written notice to the Contractor. Contractor may submit a written request to terminate this agreement only if Cal Expo should substantially fail to perform its responsibilities as provided herein.

8. MEGAN’S LAW: Prior to start of work, Contractor shall provide Cal Expo with a list of all individuals, including any subcontractors, ages 18 and over who have access to the Cal Expo premises by completing Cal Expo’s Megan’s Law Form. All such individuals will be checked by Cal Expo’s authorized representative in accordance with the Megan’s Law Sex Offenders file.

9. DRONE POLICY: In order to protect the safety, security, privacy, and property interests of

Cal Expo, its employees, agents, contractors, and the public, any operation or use of unmanned aircraft systems, remote- or radio-controlled model aircraft of all types, shapes, and sizes, or any other similar type devices (collectively “Drones”) is prohibited on the premises of Cal Expo or within the Cal Expo’s air rights, without prior written approval from Cal Expo. Be advised that violation of this policy will result in immediate ejection from Cal Expo’s premises and may subject the violator to a criminal trespass warning or arrest for those who fail to comply.