IFB-Gate1_LED_Replacement_Final_For_Release.pdf

R______ A______ F______

Rev. 2/23

32ND DISTRICT AGRICULTURAL ASSOCIATION

Gate 1 Sign LED Board Replacement

LOW COST

INVITATION FOR BID (IFB)

IFB NUMBER: LED-01-24

OC Fair & Event Center 88 Fair Drive

Costa Mesa, California 92626

Date Issued: Friday, March 8, 2024

Mandatory Job Walk: N/A

Public Bid Opening, Friday, April 19, 2024 (Administration Building)

BID DUE DATE: Bids must be received no later than Friday, April 19, 2024,11:00 am

Clearly marked with the following:

Gate 1 Sign LED Board Replacement

IFB NUMBER: LED-01-24

BID PROPOSAL MUST BE SUBMITTED BY EMAIL TO IFB@OCFAIR.COM VIA WETRANSFER.COM

Contact Person: Kelly Vu E-mail: IFB@ocfair.com

This person is the only authorized person designated by the District to receive communication concerning this IFB. Please do not attempt to contact any other person concerning this IFB. Oral communications of District officers and employees concerning the IFB shall not be binding on the District, and shall in no way excuse the Bidder of obligations as set forth in the IFB. Only questions concerning the technical requirements of the IFB will be answered. Bidders should include the IFB Number referenced above in the subject line of all emails sent to IFB@ocfair.com.

Prospective bidders to send email request to IFB@ocfair.com to receive notification

In conjunction with the information requested in Part VII – Mandatory Format and Content Requirements, all required documents and attachments listed in Section VIII – Forms must be submitted as part of the bid proposal. Do not modify bid documents.

KK

mailto:IFB@OCFAIR.COM mailto:IFB@ocfair.com

TABLE OF CONTENTS

I. DEFINITIONS

II. GENERAL INFORMATION

III. RULES GOVERNING COMPETITION & TECHNICAL EVALUATION

IV. HISTORY & GENERAL INFORMATION

V. STATEMENT OF WORK TO BE PERFORMED

VI. EVALUATION & SUBMISSION

VII. MANDATORY FORMAT AND CONTENT REQUIREMENTS

VIII. FORMS

IX. ATTACHMENTS (1, 2, 3, 4, 5, 6)

X. SAMPLE OF CONTRACT

PART I

DEFINITIONS

BIDDER/PROPOSER: The individual, company, organization or business entity submitting the proposal in response to the Invitation For Bid.

CFSA: Refers to California Fairs Services Authority, a not-for-profit joint powers authority (JPA) established to manage and administer workers’ compensation, property and general liability self-insurance pools, related services and programs exclusively for California’s fairs.

CONTRACTOR: Refers to that Bidder selected by the District to provide the services set forth in this IFB. Terms can be used interchangeably.

DGS: Refers to the “Department of General Services,” State of California, located at:

707 Third Street, 7th Floor West Sacramento, California 95605 Attention: Office of Legal Services

DISTRICT: Refers to the 32nd District Agricultural Association, which is an agency of the State of California within the Division of Fairs & Expositions under the Department of Food & Agriculture. The Association is located at:

Costa Mesa, California 92626

F & E: Refers to the Division of Fairs & Expositions, Department of Food & Agriculture, which is a division of the agency of the State of California overseeing the activities of District Agricultural Associations and County and Citrus Fruit Fairs. F&E is located at:

1220 N. Street Sacramento, CA 95814

IMAGINOLOGY: Refers to the annual event held in April of each year.

QUALIFIED: The term “qualified” as it is used in this document refers to the Bidders who submit their proposals according to the guidelines contained in the IFB and meet all other requirements listed herein.

OC FAIR/FAIR TIME: Refers to the annual OC Fair held in July and August of each year.

Terms can be used interchangeably.

IFB: Invitation For Bid

RESPONSIVE: Proposals that are timely, meet the proper format required for submittal of the proposals, and provide the required information pursuant to the criteria outlined in the IFB will be considered “responsive.”

YEAR-ROUND EVENT: Refers to any event held outside of the annual OC Fair and Imaginology.

PART II

GENERAL INFORMATION

A. INVITATION FOR BID (IFB)

The Board of Directors of the 32nd District Agricultural Association, in releasing this IFB, intends to award a contract for the Gate 1 Sign LED Board Replacement for the OC Fair & Event Center from April 19, 2024 through April 18, 2025 The agreement options are to be exercised independently and at the sole discretion of the District. Certification of satisfactory performance is required.

B. BIDDER RESPONSIBILITY

Bidders are urged to read the documents thoroughly, as the District shall not be responsible for errors and omissions on the part of the bidder. Careful review of final submittal is highly recommended, as reviewers will not make interpretations or correct detected errors in calculations.

C. DELIVERY OF PROPOSALS

Proposals must be electronically submitted prior to the closing time and by e-mail* to IFB@ocfair.com via WETRANSFER.COM

Proposals must meet the following format requirements to be deemed responsive for District consideration:

• One (1) PDF copy of the entire proposal as well as one (1) Microsoft Word copy (Where applicable).

• Proposals must be submitted to the District’s by email to IFB@ocfair.com via wetransfer.com no later than Friday, April 19, 2024, 11:00 am

• Pursuant to the law, no proposals shall be considered which have not been received at the place by the closing time, stated in this IFB.

D. CONTRACT AWARD

Each Bidder’s financial proposal is evaluated and based on low cost, Small Business preference and DVBE incentive will be given where applicable (see Part II, Items G and H).

If the contract is awarded, it shall be granted to the qualified responsible Bidder who proposed the lowest cost. Prior to the Board awarding a contract, the District shall post a “Notice of Proposed Award” on the OC Fair website for five (5) working days. In addition, an email containing a link to the notice will be emailed to each Bidder.

A contract award is not final until:

1. The time for posting notice of award has expired;

2. Protests filed, if any, have been withdrawn or rejected by the Department of General

Services and/or

3. The Board of the 32nd District Agricultural Association approves the award.

The District reserves the right to reject all proposals, to select without any discussion or interviews, to request additional information, and to negotiate any minor details, terms or conditions.

E. TENTATIVE SCHEDULE

IFB Released

**Questions due via email – 5:00 p.m.

Answers sent to all bidders via email

Proposal Deadline – 11:00 a.m.

Bid Opening 11:00 a.m.

Post/mail “Notice of Proposed Award”

OCFEC Board of Directors

Proposed Contract Commences

Friday, March 8, 2024

Friday, March 29, 2024

Wednesday, April 3, 2024

Friday, April 19, 2024

Friday, April 19, 2024

Monday, April 29, 2024

Thursday, May 23, 2024

Saturday, June 1, 2024

The District reserves the right to change the schedule above.

*If job walk is mandatory: Bidders who do not attend the mandatory job walk will be disqualified. All bidders who attend the job walk will be notified of the changes.

**All IFB related questions are to be submitted in writing and email to IFB@ocfair.com by the date and time specified above. All questions and answers will be distributed to all Bidders by the date specified above. No IFB related questions will be answered after questions are due.

F. BIDDER/CONTRACTOR STATUS FORM

All Bidders must complete, sign and submit the Bidder/Subcontractor Status Form in response to the IFB.

Failure to comply will deem the Bidder non-responsive. The District reserves the right to verify the information on the Bidder/Contractor Status Form at the time of the bid. If the Bidder is a corporation, the form must include the title of the person signing, i.e., corporate officer status, and a copy of the corporate resolution authorizing the signing of the form must be attached. If a partnership, the signing partner must indicate whether a limited or general partner.

G. DVBE REQUIREMENTS – BIDS TOTALING OVER $10,000.00

The District elects to include the DVBE incentive for this IFB.

1. The incentive amount will be based upon the percentage of DVBE participation as follows:

Confirmed DVBE Participation of: DVBE Incentive:

5% or Over 5%

4% to 4.99% Inclusive 4%

3% to 3.99% Inclusive 3%

2% to 2.99% Inclusive 2%

1% to 1.99% Inclusive 1%

2. ALL Bidders must complete and submit the Bidder and Subcontractor Performance Declaration, GSPD-

05-105 (Attachment 3) found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

3. IF Bidder answered “yes” to any question on the GSPD-05-105, Bidder must submit Disabled Veteran

Business Enterprise Declarations, DGS PD 843 found at https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

H. 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 service, are contained in Title 2, California Code of Regulations, and Section 1896, et seq. A copy of the regulations is available upon request.

To claim the small business preference, which may not exceed $50,000.00 for any proposal, Bidder’s company must have its principal place of business located in California and have a complete application (including proof of annual receipts) on file with the State Office of Small Business & Disabled Veteran Business Enterprise (OSDS). Questions regarding the preference approval process should be directed to the OSDS, 707 Third Street, 1st Floor, West Sacramento, CA 95605, (916) 375-4940.

If Bidder is claiming the five percent (5%) small business preference, a copy of the OSDS Small Business Certification must be submitted with the proposal (see Part VII – Mandatory Format and Content Requirements, Paragraph B). A certification can be downloaded from website https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

Non-small business Bidders may be granted a five percent (5%) non-small business subcontractor preference on a bid evaluation when a responsible non-small business Bidder includes notification that it commits to subcontract at least twenty-five percent (25%) of its net bid price with one or more small businesses. Bidder must submit a list of the small businesses it commits to subcontract with for a commercially useful function in the performance of the contract. The list of subcontractors shall include the subcontractor’s name, address, phone number, description of work to be performed, dollar amount and percentage for each subcontractor.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

Small business preference qualification information must be included in all bid documents. This must include procedures for claiming small business preference, micro-business preference and non-small business contractor/small business subcontractor preference processes. Note: A non-small business, which qualifies for this preference, may not take an award away from a certified small business.

Certification Application

To apply for Small Business Certification, go online to https://caleprocure.ca.gov/pages/sbdvbe-index.aspx . To receive your hard copy form by mail, email osdshelp@dgs.ca.gov or call (800) 559-5529 or (916) 375- 4940.

Your complete certification application package must be received by the OSDS no later than 5 p.m. of the proposal due date. Your certification effective date will be the date the application is properly received and deemed complete by the OSDS. Incomplete application submittals will delay your certification status and may result in the loss of your 5 percent preference eligibility. For more information, email osdshelp@dgs.ca.gov or call (916) 375-4940.

You may mail, hard-delivery or express-mail your package to:

Office of Small Business and DVBE Services (OSDS) 707 3rd Street, 1st Floor, Room 1-400 West Sacramento, CA 95605

I. INSURANCE

The Bidder awarded the contract shall provide a signed, original Certificate of Insurance in the minimum amounts of commercial general liability coverage and automobile liability insurance per occurrence for bodily injury and property damage liability combined, as outlined in Part XI – Sample of Contract, Exhibit E – Insurance Requirements. The Certificate of Insurance shall be furnished to the District fifteen (15) days prior to contract start date. The certificate must include the following, unless the Bidder is on the Division’s or CFSA’s Master Insurance Certificate List:

• Evidence of authorized insurance for the term of the contract, which includes setup and teardown;

• A 30-day cancellation notice;

• The District’s name and address shown as the certificate holder; and

• The additional insured paragraph exactly as stated below:

"That the State of California, the California Fair Services Authority, the District Agricultural Association, County Fair, the County in which the County Fair is located, Lessor/Sub lessor if fair site is leased/subleased, Citrus Fruit Fair, California Exposition and State Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants and employees are made additional insured, but only insofar as the operations under this contract are concerned."

Also, proof of Workers’ Compensation Insurance is required by the Bidder awarded the contract.

J. PRE-CONTRACTUAL EXPENSES

Pre-contractual expenses are defined as expenses incurred by Bidder in: 1) Preparing the proposal in response to this request; 2) Submission of said proposal to the District; 3) Negotiating any matter related to this proposal; 4) Any travel expenses in conjunction with this proposal, and 5) Any other expenses incurred by Bidder prior to contract commencement date.

The District shall not, in any event, be liable for any pre-contractual expenses incurred by the Bidder. Bidder shall not include any such expenses as part of the price as proposed in response to this IFB.

K. SIGNATURE

The Proposal Forms and all Documents must be signed with the firm’s name as indicated. A proposal by a corporation must be signed by a duly authorized officer, employee or agent.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx mailto:osdshelp@dgs.ca.gov mailto:osdshelp@dgs.ca.gov

L. PRE-AWARD AUDIT

Prior to contract award, the selected Bidder may be required to undergo an audit of their proposed costs and prices. The District will conduct the audit for the purpose of determining whether the Bidder’s prices are fair and reasonable.

M. SINGLE PROPOSAL RESPONSE

If only one responsive proposal is received in response to this IFB and it is found by the District to be acceptable, additional detailed costs or financial data may be requested of the single Bidder. A cost or financial analysis, possibly including an audit, may be performed by or for the District in order to determine if the proposal is fair and reasonable. The Bidder has agreed to such analysis by submitting a proposal in response to this IFB.

A cost analysis is a more detailed evaluation of the cost elements in the Bidder’s Financial Proposal Bid Form.

It is conducted to form an opinion as to the degree to which the proposed costs represent what the Bidder’s performance should cost. A cost analysis is generally conducted to determine whether the Bidder is applying sound management in proposing the application of resources to the operation effort, and whether costs are allowable, allocable and reasonable.

Any such analyses and the result there from shall not obligate the District to accept such a single proposal and the District may reject such proposal at its sole and exclusive discretion.

N. NON-ASSIGNMENT

Any attempt by Contractor to assign, subcontract or transfer all or part of this agreement shall be void and unenforceable without the District’s prior written consent; which consent shall not be unreasonably withheld.

Any such consent shall not relieve Contractor from full and direct responsibility for all services performed prior to the date of assigning, subcontracting or transferring this agreement.

O. LOSS LEADER

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

P. UNANTICIPATED TASKS, TIME OR DELIVERABLES

In the event unanticipated deliverables, additional time or additional work must be performed that is not identified in this IFB, but in the District’s opinion is necessary to successfully accomplish the statement of work or technical specifications, the District may initiate a contract amendment to add time, deliverables or tasks.

Unless otherwise indicated, all stipulated terms and conditions appearing in the resulting contract including fixed costs, unit pricing, expenses or rate will apply to any additional work.

Q. POST AWARD DISPUTES

A. If a post award dispute between the Department and a Contractor arises, the Department shall deal in good faith and attempt of resolve potential disputes informally.

B. Contactor should state the dispute in writing, including all facts of the dispute, and submit it to the Department Supervisor or designee.

C. The Department Supervisor or designee shall review the matter and render a final decision in a timely manner.

D. If the Contractor is not satisfied with the final decision, the mater may be referred to the DGS/PD’s Protest and Dispute Resolution unit for final resolution.

R. EXPATRIATE CORPORATION:

Contractor hereby declares that it is not an expatriate corporation or subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and 10286.1, and is eligible to contract with the State of California.

S. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:

A. When agreements are to be performed in the state by corporations, the contracting agencies will be verifying that the Contractor is currently qualified to do business in California in order to ensure that all obligations due to the state are fulfilled.

B. "Doing business" is defined in R&TC Section 23101 as actively engaging in any transaction for the purpose of financial or pecuniary gain or profit. Although there are some statutory exceptions to taxation, rarely will a corporate contractor performing within the state not be subject to the franchise tax.

C. Both domestic and foreign corporations (those incorporated outside of California) must be in good standing in order to be qualified to do business in California. Agencies will determine whether a corporation is in good standing by calling the Office of the Secretary of State.

PART III

RULES GOVERNING COMPETITION & TECHNICAL EVALUATION

A. IFB REQUIREMENTS AND CONDITIONS

1. Resulting Contract

The resulting contract between the District and the successful Bidder(s) shall incorporate the following documents and the execution of this Agreement will be required after an award is made (see Part VIII – Forms):

a. IFB, Sample of contract, Payee Data Record

b. The Statement of Work to be performed and/or work requirements set forth in this IFB.

c. Addenda subsequent to the initial release of the IFB.

d. The District’s response to written questions and clarification to the IFB.

e. All Exhibits.

2. Errors and Requests for Additional Information

In the opinion of the District, this IFB is complete and without need of explanation:

If a Bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this IFB, he/she shall immediately notify the District of such error in writing addressed to the contact person listed on the cover page and request modification or clarification of this document.

Bidders that may have questions, or need any clarifying information or additional information, should submit in writing via email to the contact person listed on the cover sheet of this IFB. Bidders must submit questions by the date and time specified in the Tentative Schedule (see Part II – General Information).

Modifications will be made in writing by way of an addendum issued pursuant to Paragraph 3 – Addenda below.

3. Addenda (Changes to the IFB)

Prior to award of a contract, the General Provisions, Statement of Work to be Performed, Addenda and all forms and documents of this IFB constitute the potential contract. Any requests to change these must be submitted according to the instructions “Errors and Requests for Additional Information” above. All changes to this IFB will be made by written addendum. Clarifications will be provided by written notice to all parties to whom the District had sent notice of the IFB and to persons or entities who have requested to be provided notice of any modifications or notices. There will be no oral changes. Oral communications are not binding.

The effect of all addenda to the contract documents shall be considered in Bidder’s proposal and said addenda shall be made a part of the contract documents. It is the Bidder’s responsibility to review their final submittal and ensure it has addressed all components in the original IFB and any addenda.

Bidders must acknowledge all Addendum(s) and RFI (s) by email upon receipt. Failure to do so will be deemed as non-responsive.

4. Definitions

The use of “shall,” “must” or “will” indicates a mandatory requirement or condition in this IFB. Failure to include such mandatory requirements or conditions will result in the disqualification of a proposal.

The words “should” or “may,” indicate a desirable attribute or condition, but are permissive in nature and may affect the score the proposal receives.

5. Grounds for Rejection of the Proposal

A proposal shall be rejected if:

• It is received at any time after the exact time and date set for receipt of proposals as stated in Part II –

General Information, Paragraphs C and E.

• It is not prepared in accordance with the required format or information is not submitted in the format required by this IFB as listed in Part VII – Mandatory Format and Content Requirements.

• The firm has submitted multiple bids in response to this IFB without formally withdrawing other bids.

• Not using provided required forms and attachments.

• The bidder is not eligible to do business in California.

• It is incomplete and/or unsigned.

A proposal may be rejected if:

• It contains false or misleading statements or references, which do not support attributes or conditions, contended by the bidder. (The proposal shall be rejected if, in the opinion of the District, such information was intended to mislead the District in its evaluation of the proposal and the attribute, condition or capability of this IFB.)

6. Right to Reject Any or All Proposals

It is the policy of the District not to solicit proposals unless there is a bona fide intention to award a contract.

However, the District may, at its sole and absolute discretion, reject any or all proposals; re-advertise this IFB; postpone or cancel, at any time, this IFB process, or waive any irregularities in this IFB. The decision as to who shall receive a contract award, or whether or not an award shall ever be made as a result of this IFB, shall be at the sole and absolute discretion of the District.

7. Protests

A Bidder may file a protest against the awarding of the contract. The protest must be filed with both the District and the Department of General Services (DGS) at:

• Department of General Services Office of Legal Services Attention: Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, California 95605 FAX: (916) 376-5088, email: email: OLSProtests@dgs.ca.gov

• 32nd District Agricultural Association dba OC Fair & Event Center Business Services Department Attention: Kelly Vu 88 Fair Drive Costa Mesa, CA 92626 FAX: (714) 708-1876, email: IFB@ocfair.com

Protests may be sent by regular mail, facsimile, email, courier or personal delivery. Protestants should include their fax numbers when possible.

The protest must be received prior to the expiration of five (5) working days from notice of the proposed award being posted and, in no event, later than 5:00 p.m. on the fifth (5th) working day after notice of proposed award was posted in a public place on the District’s website.

IN ADDITION, within five (5) days after filing the protest, the protesting Bidder shall file with the District and the Department of General Services, Legal Office, a fully detailed and complete written statement specifying the grounds for the protest.

PLEASE NOTE, failure to file notice of protest by the conclusion of the fifth (5th) working day after notice of intention to award a contract has been posted and a complete detailed written statement within five (5) calendar days of filing the protest stating grounds for protest will result in the protest being deemed untimely and grounds for protest waived. Protests shall be limited to the grounds contained in Public Contract Code, Section 10345.

mailto:OLSProtests@dgs.ca.gov

B. OTHER INFORMATION

1. Dispositions of Bids

All materials submitted in response to this IFB will become the property of the District. All bids, evaluation shall be available for public inspection at the conclusion of the process and announcement of intent to award. If an individual requests copies of these documents, the District will assess a fee to cover duplicating costs. Documents may be returned only at the District’s option and at the bidder’s expense.

2. Confidentiality of Bids

The District will hold the contents of all proposals in confidence until bids are opened; once the bids are opened, no bids will be treated as confidential. However, if a bidder maintains that certain information is proprietary, all proprietary or other legally protected materials must be identified at the time of submitting the bid to retain the claim of confidentiality. Bidder acknowledges that all materials submitted in response to the IFB, including proprietary materials, are subject to the California Public Records Act.

The materials may be used by the District to justify the awarding or not awarding of a contract if a protest is filed. The District will not be liable for inadvertently releasing confidential materials although the District will use the best efforts to prevent the release of said materials.

3. Modifications or Withdrawal of Bids

Any bids, which is received by the District before the time and date set for receipt of bids, may be withdrawn or modified by written request of the bidder. However, in order to be considered, the modified bids must be received by the time and date set for receipt of bids in Part II.

A bidder cannot withdraw or modify a bid after the due date and time for receipt of bids and, further, a bid cannot be “timed” to expire on a specific date. For example, a statement similar to “This bid/proposal and the cost estimate are valid for 60 days” is non-responsive to the IFB.

PART IV

HISTORY & GENERAL INFORMATION

The OC Fair & Event Center (OCFEC) is a 150-acre multi-use property owned and operated by the 32nd District Agricultural Association (the “District”), a California state institution. The District is subject to the oversight of various state agencies, including the California Department of Food and Agriculture, Division of Fairs & Expositions. The OC Fair & Event Center is used throughout the year for both public and private events, and educational and community activities.

The OC Fair & Event Center hosts over 150 events throughout the year and self-produces the annual OC Fair and Imaginology events, in addition to managing the Pacific Amphitheatre, an 8,200-seat outdoor amphitheater.

The OC Fair & Event Center features 157,000 square feet of unique event space including 17 exhibit buildings, meeting rooms and outdoor spaces – all available for rent throughout the year.

The property includes Centennial Farm, a three-acre working farm which educates the public, including over 100,000 school children through field trips, on the importance of agriculture in our daily lives. Centennial Farm features farm animals, California specialty crops and the “Table of Dignity” memorial honoring the work of Orange County agricultural workers.

Heroes Hall, located at the OC Fair & Event Center, is a permanent museum and education center honoring the legacy of veterans through rotating exhibitions, performances and educational programs. It features a restored two-story World War II era barracks building and an impressive Medal of Honor Courtyard honoring those who serve our nation. In addition, an A-4M Skyhawk aircraft compliments the Heroes Hall Foot print.

The OC Fair & Event Center is home to the annual OC Fair, one of the most anticipated community events in Orange County. The OC Fair is a 23-day event held over a period of 31 days during July and August, and is open Wednesday through Sunday. The very first Orange County Fair was held in 1890.

The Pacific Amphitheatre is used periodically throughout the year for live performances and events, and is home to a 23-day concert series during the annual OC Fair featuring headline musical acts and comedian performances. In recent years, the 23-day concert schedule has also included additional concerts before and after the annual OC Fair. The Pacific Amphitheatre is also the host venue for the Pacific Symphony’s summer concert series.

Imaginology takes place annually in April over a three-day weekend. The popular event features S.T.E.A.M. (Science, Technology, Engineering, Art & Math) workshops, demonstrations, competitions and hands-on activities, providing students with the resources needed to freely explore their imaginations. Professionals from various fields such as electronics, robotics, agriculture and creative arts are available to give participants a glimpse of future career paths.

The District manages and operates a seven-acre equestrian center (EQC) onsite that is used by private boarders and trainers. The EQC features barns, riding arenas and other facilities that support the equine community.

PART V

STATEMENT OF WORK TO BE PERFORMED

The District is soliciting Bids for the Gate 1 Sign LED Board Replacement. The Agreement term for these services shall be for June 1, 2024 through May 31, 2025)

Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

A. Purpose and Background

Provide description purpose and background of the project.

1. Minimum Qualification Requirements:

a. Primary Bidder must possess a valid State of California – C45 Sign Contractor license. The District will verify with State License Board upon awarding.

Bidder shall maintain a qualified applicator’s license and any other applicable license or certificate with the State of California.

b. Bidder must be able to meet all Workers’ Compensation, Commercial General Liability, and Motor Vehicle insurance requirements as outlined in the attached Section X, Exhibit E - Insurance Requirements. Proof of insurance and other requirements must be provided to the District within five

(5) days of contract award. Failure to do so could result in termination of said contract.

c. Bidder must have a minimum of three (3) satisfactory references. References will be verified upon awarding the contract.

B. Scope of Work:

Purchase, removal, modify and install

1. Purchase

a. Electronic LED board with the following technology

i. Full-Color double faced(D/F) LED board

ii. Cabinet size to replace (23’ 7.5”w x 5’ 3”h x 10.5”d)(see drawing of current sign cabinet)

1. Maximize LED resolution to space allowed with minimal modification to sign cabinet

iii. 6mm – 6.6mm pixel pitch

iv. 281 trillion colors

v. SMD LED technology

vi. Front serviceable access

vii. Weather restiant IP rating

viii. Ethernet, WIFI, and cellular network connection options necessary

ix. Diagnostic utility alerts

x. 5 year warranty

xi. Cloud based software for uploading videos, images, messages and scheduling

2. Removal(Old LED board)

a. Remove and discard old LED board only

b. All equipment necessary to remove and haul should be included in bid

3. Modify(sign cabinet if necessary)

a. Modify the sign cabinet to fit the new LED board with proper trim, venting, and support hardware to look like the original sign

b. Aluminum material shall be used on all modified areas of the display structure if necessary

i. Materials – Basic

1. Aluminum – use new stock, free from defects impairing strength,durability or appearance.

ii. Match existing paint

1. Paint as follows:

a. Shop applied primer coat: Zinc chromate primer

b. Two coats: satin acrylic polyurethane(20% gloss factor) – Mathews Black or equal

c. All paints to include the addition of a UV inhibitor

4. Install(New LED board)

a. Bidder to supply all necessary equipment and labor to complete the project, i.e.: forklift, boom lift, crane, etc…

b. Bidder must work with the district on the scheduling of installation and confirming access and/or possible impacts of events and/or blocking traffic

c. Bidder must work with the district IT team on all network connections and PC needs for sign programming

EXAMPLE OF CURRENT DOUBLE FACED(D/F) LED BOARD

#. PREVAILING WAGE (If applicable)

Bidders must comply with prevailing wage compliance.

In accordance with the provisions of Section 1773 of the Labor Code, the general prevailing rates of wages applicable in the county in which the work is to be done are those rates established and published by the Director of the Department of Industrial Relations. Rates can be viewed at https://www.dir.ca.gov/Public-Works/Prevailing-Wage.html

PART VI

EVALUATION & SUBMISSION

A. Evaluation

Each proposal shall be evaluated for responsiveness to the District’s needs as described in this IFB and only content submitted in Bidder’s proposal shall be considered during this process. Bidder must provide thorough and complete responses based upon the criteria contained in this IFB. Prior experience with and/or services provided to the District will not be considered unless detailed in Bidder’s IFB response.

This part describes the process the District will follow when evaluating proposals and awarding contract during the evaluation and selection process, the District’s Representative(s) may wish to contact a Bidder for clarification purposes only. Bidder may only respond to questions for clarification from the District’s Representative(s) and will not be allowed to ask questions concerning other Bidders. Proposals cannot be changed by the Bidder after the time and date designated for receipt.

B. Breaking Ties

In the event that there is a tie, the tie will be broken by the toss of a coin by the District’s Contracts Manager or designee in the presence of any authorized representatives of the proposed Bidders at the bid opening.

C. Submission requirements

In addition to other information and forms as set out in this IFB, Bidder agrees to the following:

That the Bidder does not and will not have any conflict of interest (actual or potential) in submitting its Bid or, if selected, with the contractual obligations of the Bidder as the contracting party under the contract. Where applicable, a Bidder must declare in its Bid any situation that may be a conflict of interest in submitting its Bid or, if selected, with the contractual obligations of the Bidder as contracting party under this contract.

The Bid of any Bidder may be disqualified where the Bidder fails to provide confirmation of the foregoing or makes misrepresentations regarding any of the above facts. Further, OCFEC shall have the right to terminate any contract with the Successful Bidder in the event that OCFEC , at its sole discretion, determines that the Successful Bidder has made a misrepresentation regarding any of the above facts, in addition to or in lieu of any other remedies that OCFEC has in law or in equity.

D. Modification of Bid Documents

Modification of any bid documents including Financial Proposal Bid form is prohibited.

E. Contractor’s Terms and Conditions

The District will not accept any terms and conditions set by the Bidder.

F. Board Approval

All contracts are subjected to Board of Director approval. In any circumstances where the Board of Directors objects the award when the award has been made the District may cancel the contract immediately and shall not be held liable for any services that have not been rendered by the Contractor.

PART VII

MANDATORY FORMAT AND CONTENT REQUIREMENTS

A. INTRODUCTION

This part provides instructions to the Bidder regarding the mandatory proposal format and content requirements. The Bidder must remember that:

• All bids submitted must follow the proposal format instructions;

• All information must be presented in the order and the manner requested;

• All questions must be answered; and

• All requested data must be supplied.

Proposals not following the required format will be deemed non-responsive and will be rejected.

B. PROPOSAL FORMAT AND CONTENT

All packages need to be clearly labeled and sealed in the manner described in Part II – General Information, Paragraph C. Each copy of the proposal must be prepared as one (1) document.

Bidders have been provided with a checklist to assist in proposal preparation (refer to Part VIII – Forms);

however, Bidders are ultimately responsible for fulfilling the submittal requirements as outlined in this IFB. Each page is to be numbered at the bottom, starting with the number 1; all pages should be 8½ x 11 inch paper (except for blue print); and all narrative portions of the proposal should be typed.

C. TECHNICAL PROPOSAL

A. Each Bidder shall submit, for the purposes of bid evaluation, a minimum of three (3) references of similar services provided. Add any additional requirements such as photos, samples, etc. or evidence that needs to be included in the bid proposal.

D. FINANCIAL PROPOSAL BID FORM

Financial Proposal Bid Form is Attachment 3 in this IFB and will be used to determine the “not to exceed” amount of the contract. Each Bidder shall submit a completed and signed form and include it as specified above in Paragraph B – Proposal Format and Content.

E. ELECTRONIC SUBMISSION / ELECTRONIC SIGNATURES

1. Due to Covid-19, the District is unable to accept Bid Proposal via Postal mail. BID PROPOSAL MUST BE SUBMITTED BY EMAIL TO IFB@OCFAIR.COM via WETRANSFER.COM

2. The District permits the use of eSignatures in conducting District Business. The District will accept bids, proposals, quotes, and offers with eSignatures at its sole discretion. The use of eSignatures is permitted and shall have the same force and effect as the use of a “wet” or manual signature if the following criteria are met:

a. The eSignature is unique to the person using it.

b. The eSignature is capable of verification.

c. The eSignature is under the sole control of the person using it.

d. The eSignature is linked to the data in such a manner that if the data is changed after the eSignature is affixed, the electronic signature is invalidated.

mailto:IFB@OCFAIR.COM

PART VIII

FORMS

A. FORMS TO BE COMPLETED AND SUBMITTED BY BIDDER (MANDATORY)

In conjunction with the information requested in Part VII – Mandatory Format and Content Requirements, a comprehensive bid package will consist of the items identified below.

Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the District. For your bid to be responsive, all required attachments must be returned. This checklist is intended to be used as a guideline and should not be used to validate all of the IFB content requirements.

Document Document Name/Description

_____ Attachment 1 Bidder/Contractor Status Form (2 Pages) (Include Corporate Resolution if possible, if Bidder is a Corporation) – Must be submitted

_____ Attachment 2 Technical Proposal – Must be submitted (3 References)

_____ Attachment 3 Financial Proposal Bid Form (3 Pages) – (Sign, Date) Must be submitted

_____ Attachment 4 One (1) Bidder and Subcontractor Performance Declaration, GSPD-05-105 - Must be submitted

_____ Attachment 5 Darfur Contracting Act Certification Must be submitted

_____ Attachment 6 Iran Contracting Act Verification Form Must be submitted (if over $1,000,000)

_____ Attachment 7 DGS PD 843 DVBE Declaration (if applicable)

_____ Attachment 8 OSDS Small Business Certification (if applicable) https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

B. DOCUMENTS TO BE COMPLETED BY DISTRICT

Notice of Proposed Award, after proposed awardee is determined

C. DOCUMENTS THAT ARE PART OF THE CONTRACT TO BE AWARDED

STD. 213, Standard Agreement Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit C – GTC 4/17 – General Terms & Conditions Exhibit D – CCC 4/17 – Certification Exhibit E – Insurance Requirements Exhibit F – Megan’s Law Screening & Certification Exhibit G – Uniform and ID Procedures & Certification Exhibit H – Additional Terms and Conditions Exhibit I – Covid-19 Infection Mitigation Protocol & Procedure Guidelines Exhibit J – Addendum(s) and RFI(s) – if applicable

ATTACHMENTS (1, 2, 3, 4, 5, 6)

ATTACHMENT 1

BIDDER/CONTRACTOR STATUS FORM

IFB # LED-01-24

Contractor’s Name ________________________________________ Federal Employer ID # ___________________ (full business name)

Address _________________________________________________ County ________________________________

City _____________________________________________________ Zip Code _______________________________

(principal place of business)

STATUS OF CONTRACTOR PROPOSING TO DO BUSINESS (PLEASE CHECK ONE)

______Individual ______Limited Partnership ______General Partnership _____Corporation

Individual (Please check one) ______Resident ______Non-Resident

If a sole proprietorship, state the true full name of sole proprietor: (i.e., John Roe Smith, not J. Roe Smith or not John R. Smith)

Partnership (Please check one) ______General Partnership ______Limited Partnership

If a partnership, list each partner, identifying whether limited partner(s), stating their true full name and their interest in the partnership:

Corporation

A copy of the corporate resolution authorizing the signing of this form should be attached (May be provided prior to award if not attached to bid proposal)

Place and date of incorporation ____________________________________________________ If not a California corporation in good standing, please state the date the corporation was authorized to do business in California: _________________________________________________________

Corporation Number: ______________________

CURRENT OFFICERS: President: ____________________ Vice President: ____________________

Secretary: ____________________ Treasurer: _________________________

Other Officers: _____________________________________________________

All must answer: Are you subject to Federal Backup Withholding? ______Yes ______No

ATTACHMENT 1

BIDDER/CONTRACTOR STATUS FORM

Fictitious Name

If contractor is doing business under a fictitious business name and will be performing under the fictitious name, please attach a clearly legible copy of the current fictitious filing.

Small Business Preference

Are you claiming preference as a small business in reference to this IFB? _____Yes _____No

If yes, the bidder is required to submit a copy of the OSDS’s Small Business Certification Approval Letter with the technical proposal package.

Your small business ID number: _________________________

Pending Litigation or Hearings

Are any civil or criminal litigation or administrative hearings currently pending against the bidder’s organization, owners, officers or employees? ______Yes ______No

If yes, please state the case number and agency or court where pending and status of litigation or hearing:

The District reserves the right to verify the information provided on this form by the bidder under IFB process.

I declare under penalty of perjury that the above information is true and correct and that I am authorized to sign this status form on behalf of the bidder/contractor.

Print Name & Title (Signature)

(Date)

If this status form is not completely filled out, signed and submitted with bidder’s response to the IFB, the bid will be rejected as non-responsive.

ATTACHMENT 2

TECHNICAL PROPOSAL

BIDDER REFERENCES

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 contract.

REFERENCE 1

Name of Firm:

Street Address: City: State: Zip Code:

Contact Person: Telephone Number:

Dates of Service:

Email Address:

Value or Cost of Service:

Brief Description of Service Provided:

REFERENCE 2

Street Address: City: State: Zip Code:

Contact Person: Telephone Number:

Dates of Service:

Email Address:

REFERENCE 3

Street Address: City: State: Zip Code:

Contact Person: Telephone Number:

Dates of Service:

Email Address:

ATTACHMENT 3

FINANCIAL PROPOSAL BID FORM

The “Financial Proposal Bid Form” will be used to determine the “not to exceed” amount of the contract. The District only to be billed for actual services provided.

DO NOT MODIFY THE FORMAT

April 19, 2024 - April 18, 2025

The price quote shall be inclusive of all wages, allowances, supervision, insurance(s), material, labor, taxes, emission, certificate, license, insurance, travel, meal reimbursements, hotel accommodation, equipment, delivery, pick up, set up, installation, tear down, clean up, daily services, transportation, fuel or any other related services required. The District shall not be billed for any costs that were not included in the contract.

Description

Total Cost

New LED board

LED board removal

Sign modification

Installation

ATTACHMENT 3

FINANCIAL PROPOSAL BID FORM

The price quote shall be inclusive of all wages, allowances, supervision, insurance(s), material, labor, supervision, taxes, emission, certificate, license, travel, meal reimbursements, hotel accommodation, equipment, transportation, fuel, uniforms, or any other related services required. The District shall not be billed for any costs that were not included in the contract.

“By submitting a Bid for Gate 1 Sign LED Board Replacement I understand and agree to the terms, conditions and scope of work as set forth in this Bid Request. Furthermore, I certify I am legally authorized to bind the organization to the terms outlined herein.”

CONTRACTOR MUST SIGN BELOW TO BE DEEMED RESPONSIVE

Contractor’s Name: ____________________________________________ FID #____________________

Contractor’s Address: _____________________________________________

Contractor’s Signature: __________________________________________ Date: _____________________

Print Name: _________________________________ Title: _____________________________

ARE YOU CLAIMING SMALL BUSINESS PREFERENCE?

As a California Certified Small Business? YES ________ NO ________

If Yes, Certification # ______________

Are you a non-small business claiming at least 25% small business subcontractor reference?

YES ________NO ________________

If yes, Certification # _______________

ARE YOU CLAIMING DVBE INCENTIVE?

Are you a primary California Certified DVBE? YES ____________ NO___________ If yes, refer to Attachments 3, 4 for documents to be submitted

Are you sub a minimum of 1% up to 5% to a California certified DVBE? YES ____________ NO ___________

State of California—Department of General Services, Procurement Division Solicitation Number_____LED-01-24

GSPD–05–105 (EST 8/05)

BIDDER DECLARATION – Attachment 4

1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form):

a. Identify current California certification(s) (MB, SB, SB/NVSA, DVBE): ____________ or None ____ (If “None”, go to Item #2)

b. Will subcontractors be used for this contract? Yes ___ No ___ (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary.

c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes ___ No ___

(2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes ___ No ___ N/A ___

2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary):

Subcontractor Name, Contact Person, Subcontractor Address CA Certification Work performed or goods provided Corresponding Good 51% Phone Number & Fax Number & Email Address (MB, SB, DVBE or None) for this contract % of bid price Standing? Rental?

CERTIFICATION: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct.

Signature: ___________________________________ Date: _____________________ Page_____ of _____

State of California—Department of General Services, Procurement Division GSPD–05–105 (EST 8/05) Instructions

BIDDER DECLARATION Instructions – Attachment 4

All prime bidders (the firm submitting the bid) must complete the Bidder Declaration.

1.a. Identify all current certifications issued by the State of California. If the prime bidder has no California certification(s), check the line labeled “None” and proceed to Item #2.