IFB-Gate1_LED_Replacement_Final_Ready_for_Release.pdf

R______ A______ F______

Rev. 7/24

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: September 24, 2024

Mandatory Job Walk: N/A

Public Bid Opening, October 29, 2024, 11:30 a.m.

(Administration Building)

BID DUE DATE: Bids must be received no later than Tuesday, October 29, 2024, 11:00 a.m.

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 December 9, 2024 to December 8, 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 October 29, 2024, 11:00 a.m

• 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

*Job Walk (Optional)

**Questions due via email – 5:00 p.m.

Answers sent to all bidders via email

Proposal Deadline – 11:00 a.m.

Bid Opening 11:30 a.m.

Post/mail “Notice of Proposed Award”

OCFEC Board of Directors

Proposed Contract Commences

Tuesday, September , 2024

N/A

Monday, October 14, 2024

Wednesday, October 16, 2024

Tuesday October 29, 2024

Tuesday, October 29, 2024

Thursday, October 31, 2024

Thursday, November 21, 2024

Monday, December 9, 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.

KVu Typewritten text

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.

Imaginology takes place annually in April over a two-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 December 9, 2024 – December 8, 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.

Covid 19 Infection Mitigation Protocol & Procedure Guidelines

Contractor agrees to abide by COVID related health directives, if any, in place during the contract period.

GenAI Technology Use & Reporting

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI technology, including GenAI from third parties or subcontractors. Contractor shall immediately complete the GenAI Reporting and Factsheet (STD 1000) to notify the State of any new or previously unreported GenAI technology. At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

Failure to disclose GenAI use to the State and submit the GenAI Reporting and Factsheet (STD 1000) may be considered a breach of the contract by the State at its sole discretion and the State may consider such failure to disclose GenAI and/or failure to submit the GenAI Reporting and Factsheet (STD 1000) as grounds for the immediate termination of the contract. The State is entitled to seek any and all relief it may be entitled to as a result of such non-disclosure.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or terminate any contract that presents an unacceptable level of risk to the State.

A. Purpose and Background

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 send proof of valid State of California – C45 Sign Contractor license with bid.

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 sign cabinet(if necessary) and install

1. Purchase

Electronic Outdoor Full Color Double Face (1) Qty LED Video Display:

A. Total number of Full Color Outdoor LED Video Displays: One (1) Qty. Double Face (Two (2)

Single Faces) in Primary / Secondary configuration.

B. Electronic Full Color LED Video Display: 6.0 mm - 6.66 mm - RGB - SMD type

C. IMPORTANT & MANDATORY:

• Electronic Full Color LED Video Display MUST conform to FCC Title 47, Part 15, Class A. The LED display MUST have the FCC Compliance statement sticker affixed to the exterior of the product.

Upon request, LED display manufacturer MUST provide an accredited Third-party Testing Lab Certificate of Compliance for the LED display model quoted for this project. The LED display MUST showcase the following statement on the exterior of the LED displays, as required by 47 CFR Section 15.19(a)(3): “This device complies with part 15 of the FCC Rules. Operation is subject to the following two Conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.”

(Federal Communications Commission (FCC) is the governmental agency responsible for licensing the use of radio frequencies in the United States. The FCC requires that digital signs be tested in a worst-case scenario to ensure compliance with emissions limits and to show that the equipment won’t cause harmful electromagnetic interference to other devices).

D. Electronic LED Video Display Specifications

Electronic LED Video Display shall meet or exceed the minimum specifications described below

1. Pixel Pitch (Pixel Spacing): Center-to-Center pixel spacing 6.0 mm - 6.66 mm TRUE pixel pitch

(No Virtual pixel pitch product will be accepted).

2. Number of Faces: One (1) Qty. Double Face (Two (2) Single Faces) in Primary / Secondary configuration.

3. Pixel Design / Technology: Each pixel shall be SMD (3-in-1 LEDs) type TRUE pixel (No virtual or pixel sharing). Each SMD pixel must consist of no more or less than 1 Red, 1 Green and 1 Blue LEDs.

4. Pixel Matrix: Each LED display face shall have a minimum 216 pixels (High) x 1056 pixels (Wide).

5. Pixel Density: Each LED display face shall have a minimum of 228,096 total number of 3-in-1 LED pixels.

6. Cabinet Design: The LED display shall be an Edge-to-Edge display. The display shall not have any borders. Pixels and LEDs shall go all the way to the edges to utilize the entire available space for showing content. The cabinet size shall be the same as the actual viewing area or active display area.

7. Active Viewing Area (Active Display Area): Each LED display’s Active Display Area shall not be smaller than 4' 8 3/4" (H) x 23' 1 1/4" (W).

8. Cabinet Size: Each LED display cabinet size shall be 4' 8 3/4" (H) x 23' 1 1/4" (W) x 5" (D).

9. Cabinet Depth: Each LED display face cabinet shall be 5" in depth. (10" including module frame and angle iron mounting bracket). Refer to shop drawing for exact details.

10. Character Size / Number of Lines / Characters per Line: Minimum character size must be no greater than 1.8 inches. The display shall be able to display 30 lines of copy with 176 characters per line. The display shall have the ability to display true type fonts.

11. Colors: RGB 281 Trillion Levels Minimum

12. Color Processing: 16-Bit grayscale color processing.

13. Color Calibrated Brightness: Brightness MUST be no less than 9,500 NITs maximum +/-5% /

8,000 NITs Color-Calibrated, White-Balanced.

14. Viewing Angles: 160 Degrees Horizontal; 100 Degrees Vertical.

15. Video Frame Rate: 60 FPS. The display MUST have 60 Frames per Second Video Frame Rate for smooth full motion video playback.

16. Refresh Rate: ± 3840 Hz (Adjustable) for optimized viewing experience.

17. On-demand Diagnostics: The display MUST have On-demand Diagnostics as a standard feature for diagnosing Display, Power, Data and Tile level issues. Automated Diagnostic health alerts via email shall be available as an optional item. (Automated Diagnostic health alerts via email would require DSL Internet connection or Cell Modem communication whereas On-demand diagnostics shall be accessible even with Wireless Ethernet / Hard-wire Ethernet / Hard-wire Fiber communication as well, along with DSL Internet connection and Cell Modem.

The diagnostics shall have following features:

a. Tile Monitor: The display diagnostics MUST be capable of checking the LED tile status and outages.

b. Power Monitor: The display diagnostics MUST be capable of verifying the functionality of Power Supplies & connection status.

c. Data Monitor: The display diagnostics MUST be capable of Inspecting the quality & status of data signals between LED tiles, displays & components.

d. Media Player Monitor: The display diagnostics MUST be capable of verifying link between player & display.

e. Display Readiness: The display diagnostics MUST be capable of checking the status of power & data signals to all components of the display.

f. Hours of Operation: The display diagnostics MUST be capable of keeping a record of operation. If a tile is replaced, it can be adjusted to maintain uniformity.

18. Redundant Data Signal: LED panels MUST have independent data connections. There shall NOT be daisy chain effect. LED panels shall have dual data signals.

19. Graphics / Video capability: LED display shall be able to support JPEG, PNG, AVI, MP4 file formats. The display MUST be able to display text, pictures, graphics, animations, and pre-recorded videos. The display MUST be able to show pre-recorded videos at no less than 60 frames per second.

20. Color Calibration: LED panels and the entire display MUST have the factory pre-setting of true color calibrated white balance prior to getting shipped out.

21. Contrast Enhancement: LED Pixels shall have black textured mask and louvers for higher contrast.

22. Light Sensor: LED display shall be supplied with the Light Sensor for sensing the ambient light for automatic brightness dimming.

23. Brightness Dimming: LED Display shall have minimum 100 dimming levels through automatic dimming with the help of Light Sensor and manual dimming with the help of software scheduling.

24. Temperature Sensor: LED Display shall be supplied with a temperature Sensor for real time display of ambient temperature.

25. Radiation Shield for Light Sensor & Temperature Sensor: LED display shall be supplied with Light Sensor for brightness dimming and Temperature Sensor for real time display of temperature. Light Sensor and Temperature Sensor shall be enclosed in a white color honeycomb type radiation shield. The wedge-shaped plates of the honeycomb type radiation shield shall provide maximum airflow around the sensor while at the same time minimizing direct exposure to sunlight. The passive shield is shaped to allow natural air convection around the sensor so that the air temperature inside the shield is a good representation of the outside air. The radiation shield shall also provide protection from rain and snow.

26. LED Lifetime: LEDs must be rated for 100,000 hours of lifetime. Lifetime is defined as the point at which the LED degradation reaches 50% of its original brightness.

27. Power Supplies: LED display shall have Energy Efficient - Green Leaf standard Power Supplies: Minimum ± 88% efficient Fan-less power supplies. Power supplies MUST be Fan-less Power Supplies to eliminate failure points due to clogging of power supply cooling fans. Power supply shall use heat-sink technology for heat dissipation.

28. Color Temperature: 6500K (Adjustable)

29. Operating Temperature / Humidity: ± -20°~140°F / ±10~90%

30. Cabinet Construction: Extruded Aluminum

31. Cabinet Color: Matte Black

32. Cabinet Finishing: Matte finish black plastic spray

33. Cabinet Ventilation: Each LED display MUST have Rear Ventilation through Thermostat-

Controlled Exhaust Fans and openings for the cool air-intake on the rear of the cabinet to keep the display cool. Double Face LED display (2 x Single Faces back-to-back) shall not be completely enclosed during installation. If the two displays are enclosed in another cabinet, a perforated (1/2-inch holes spaced out at every 1/2 inch) sheet metal shall be provided between the two LED displays on both sides for the entire height of the LED display, for adequate and necessary air circulation / ventilation. Perforated sheet metal housing cabinet shall be provided by others. For either attaching perforated sheet metal or for installation purposes, no holes shall be drilled into Optec cabinet. Drilling holes into Optec cabinet will compromise the weatherproofing and the warranty will be void. Avoiding this will be the responsibility of the sign company and/or their installers.

34. Venting Requirement: 2255.64 CFM. Ventilation Requirement is essential for rear venting displays. Vent the sign to maintain the internal temperature range of -22° F to +120° F. See venting guidelines.

35. Service / Maintenance Access: LED display MUST have full front service access for maintenance and repair.

36. Weather Proofing (Front / Rear): LED display MUST have minimum IP65 / IP54 weather proofing ratings.

37. Manufacturing Quality Standard: ISO 9001

38. Certifications: LED display MUST be ETL / UL 48 Listed and MUST be FCC compliant - Title

47, Part 15, Class A.

39. AC Power Required: LED display shall have Single Phase 240V AC 50/60 Hz Input.

40. Electrical Requirements: Maximum load per Face: Total number of Circuits per face: Two (2) @

240V. Total number of Circuits for 2 faces: Four (4) @ 240V. Total Boot Up Amps* for 2 faces @ 240V: 51.24 Amps. Total Regular Operating Amps* for 2 faces @ 240V: 17.09 Amps. Total Power required per face @ 240V: 6148 Watts/ face. Average Operating Power per face @ 240V: 2049.4 Watts/ face. *Total Boot Up Amps are the total power required for startup.

*Regular Operating Amps are calculated based on approximate 30% operation average.

Electricals must be installed in accordance with the requirements of NEC (National Electrical Codes) or local codes. Electrical Grounding through an Electrical Ground Lug is a must. Refer to Optec shop drawing for detailed electrical information.

41. Display Net Weight: 1272 lbs. per face (including module frame and mounting brackets). Refer to the shop drawing for exact weight information.

42. Wind Load: LED Display shall be engineered to withstand the wind load requirements set by the codes.

E. Communication Method:

The LED displays shall be supplied with a Cellular Modem (5-year parts warranty) + Antenna (5-year parts warranty) + Lifetime data plan of any major Cellular companies, like Verizon for example. The customer shall not pay any monthly fees for the data plan. The Lifetime data plan shall be included by the LED display supplier for the entire life of the LED display. If Cell Modem cellular data service is provided by Verizon cellular network, then the 4G signal strength coverage needs to be checked for the site address on this Verizon link prior to execution: https://www.verizon.com/coverage-map/

F. Software: Cloud Web-based software:

Web-based cloud software must be provided with the display. Cloud software shall allow access to users on-demand, via Internet access, to manage the displays. User shall be able to use a web browser on a computer, a mobile phone or a tablet to schedule, create, manage, and network the content quickly and effectively from anywhere (internet access required). Cloud software must have browser compatibility with IE8+, Chrome, Firefox, Safari. Cloud-based software must have Browser / Server SSL security. It must have a minimum of 10 Character Password Protection. Cloud software must have Multi-Factor Authentication (MFA) or Two-Factor Authentication (2-FA) with at least 3 different Apps, like Microsoft Authenticator (Android / iPhone), Google Authenticator (Android / iPhone) or Duo Mobile (Android / iPhone). Any App that supports the Time-based One-Time https://www.verizon.com/coverage-map/ password (TOTP) protocol should work. The software must be able to support JPEG, PNG, MP4 file formats. The software shall provide brightness control scheduling.

Cloud- based software shall have following features:

Location Management: Create, view edit and manage each display location. View locations on a map. View display schedules, messages, and status.

Content Management: Upload content for one or multiple display sizes and content types. Easily manage content library. Upload one or multiple media types.

Content Creation: Create, import, layer, edit, manage, and preview with intuitive content creation tools.

Layered Content: Layer content to create messages with impact. Key text over images, animations, and video.

Built-in-Apps: Display customized time, temperature, date, numerals / characters, RSS feeds and more.

Advanced Scheduling: Schedule down to the minute for one or multiple displays. Create, edit, and preview schedules. Group scheduling, day part scheduling and view display communication status.

Message Scheduling: Schedule or create campaigns built around 24 hour or day part playback.

Display Controls: Control, network, and adjust displays and settings. Monitor and adjust display connectivity, temperature, and brightness.

User and User Roles: Create and manage users. Assigned user roles shall allow for different access levels.

Secure Connection: SSL technology to establish an encrypted link between web browser and server.

G. WARRANTY:

LED displays: MUST carry 5-Year Parts Warranty Cell Modem: MUST carry 5-Year Parts Warranty + Lifetime Data Plan Cell Modem Antenna: MUST carry 5-Year Parts Warranty

H. Parts Availability Guarantee: LED display MUST carry a 10-Year Parts Availability Guarantee.

I. Software Upgrade: LED Display software MUST include Lifetime Software Upgrades.

J. Lead time: LED display maximum lead time MUST not exceed 10–12 weeks.

K. Software Training: LED display manufacturer shall provide unlimited FREE weekly software webinar training for the lifetime of the LED Display.

L. Tech Support: LED display manufacturer shall provide FREE unlimited phone tech support for the lifetime of the LED Displays.

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

Drawings are for reference only, any scope of work in the drawings does not apply to this project.

Apply to this project.

Apply to this project.

Drawings are for reference only, any scope of work in the drawings

Apply to this project.

Drawings are for reference only, any scope of work in the drawings

Apply to this project.

Drawings are for reference only, any scope of work in the drawings

#. 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

Sample Images of current LED board at Gate 1

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.