IFB-Golf_Cart_Rental-2027-2029_-_Final_9.24.26.pdf

1600 Exposition Blvd., Sacramento, CA 95815 - State of California – Gavin Newsom, Governor

INVITATION FOR BID

GOLF CART RENTAL SERVICES

IFB-CSF-26-1096

September 24, 2026

You are invited to review and respond to this Invitation for Bid (IFB) entitled Golf Cart Rental Services, CSF-26-1096. In submitting your bid, you must comply with these instructions.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site: GTC 02/2025 and CCC 04/2017

In the opinion of the California Exposition and State Fair (Cal Expo), this IFB is complete and without need of explanation. However, if you have questions or should you need any clarifying information, please submit your questions to the email shown below. Answers to all questions will be compiled and posted.

Contract and Procurement Manager California Exposition & State Fair

Contracts@calexpo.com

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

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

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms mailto:Contracts@calexpo.com

Golf Cart Rental Services, IFB No. CSF-26-1096

A. Purpose and Description of Services

Contractor shall deliver, maintain, and pick up, on a rental basis, up to 95 golf carts for use on the Cal Expo grounds during the 2027, 2028, and 2029 California State Fair(s). The 2027 California State Fair will be held September 17, 2027 through October 3, 2027. Dates will be similar for years 2028 and 2029. The period of performance will be from approximately August 15 through October 15 each year.

The bid price must be a single daily rate that applies to all types of carts for 2027, 2028, and 2029. The bid price must include delivery, pick-up, repair or replacement, and any other expenses.

If bidder’s facility is located more than 75 miles from Cal Expo, bidder must submit with the bid a description of their plan to fulfill the requirements of equipment replacement and/or repair within four (4) hours.

1. Equipment Needed: The quantities listed below are based on Cal Expo’s best estimate. Most carts will be used two to three weeks prior to start of the Fair.

Each cart will be used an estimated average of 31 days.

Type of Golf Cart Number Needed

Flatbed, 2 seat (gas) 17 Flip-flop, 4 passenger (gas) 45 4 passenger (electric) 20

6 passenger (gas) 8 TOTAL (estimated) 90

2. Condition of Equipment

a) All carts shall be in good working order and appearance. All golf carts must have windshields. Cal Expo reserves the right to reject any cart that does not meet Cal Expo’s standards. Cal Expo will provide the gas for the carts during the rental.

b) Cal Expo is requiring up to 20 electric golf carts in good working order and appearance. Cal Expo will provide the charging stations during the rental.

c) Carts provided cannot be altered from the manufacturer’s specifications.

Cal Expo will not accept any altered carts.

d) All carts must be equipped with working headlights.

e) All carts, except for flatbed types, must be equipped with canopies.

f) Cal Expo will pay only for rental days on which a cart is fully operational.

3. Repair and Replacement of Equipment

a) If, in Cal Expo’s sole determination, a cart is not operating satisfactorily, Contractor shall provide a replacement cart.

b) Contractor must repair or replace malfunctioning carts within four (4) hours of notification by Cal Expo representative on every calendar day of the term of the agreement.

c) Contractor is encouraged to keep replacement carts on the Cal Expo grounds for emergency replacements. Cal Expo will pay the bid rate for such carts only if and when Cal Expo substitutes a replacement cart for the originally rented cart.

d) At Contractor’s request and cost, Cal Expo will provide Contractor a space on the Cal Expo grounds during the agreement period for a live-in trailer (electric hook-up only) for the purpose of providing immediate repairs.

Contractor will be required to pay the prevailing space rental fee.

4. Term: Term of this agreement is August 17, 2027, or upon contract approval, whichever is later, through August 15, 2029.

5. Board Approval: Contracts or amendments of $100,000 or more require final approval from the California Exposition & State Fair Board of Directors.

6. Payment: Payment will be made, in arrears, after satisfactory completion of services and approval of invoices submitted.

B. Bid Requirements and Information

1. Key Action Dates

Event Date

Release of the IFB September 24, 2026

Questions Due September 30, 2026, 5 PM

Answers Posted (if applicable) October 6, 2026

Bid Submission Due Date (and time) October 9, 2026, 4 PM

Proposed Award Date (tentative) October 16, 2026

2. Submission of Bid:

a) All bids must be submitted via email to the email address below by dates and times shown in Section B, Bid Requirements and Information, Item 1:

contracts@calexpo.com Contract/Procurement Manager

California Exposition & State Fair

IFB # CSF-26-1096

GOLF CART RENTAL SERVICES

b) All bids shall include the documents identified in Section D. Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

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

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

f) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to Cal Expo.

g) An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

h) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

i) A bidder may withdraw its bid by submitting a written email withdrawal request to Cal Expo at contracts@calexpo.com. A bidder may submit a new mailto:contracts@calexpo.com mailto:contracts@calexpo.com bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

j) Cal Expo may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

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

l) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements.

m) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered.

No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

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

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

3. Evaluation and Selection

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

b) Cal Expo will evaluate each bid to determine its responsiveness to the published requirements.

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

d) Award, if made, will be to the lowest responsive responsible bidder.

4. Award and Protest

a) Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified by email or personal delivery five (5) working days prior to the award of the agreement.

b) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

c) If any bidder, prior to the award of agreement, files a written protest with the

Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and Cal Expo on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services and Cal Expo a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605. A copy of the detailed written statement should be mailed to Cal Expo. It is suggested that you submit any protest by certified or registered mail.

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

f) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to Cal Expo page one (1) of the Contractor Certification Clauses (CCC 04/2017). This document is only required if the bidder has not submitted this form to Cal Expo within the last three (3) years.

5. Disposition of Bids

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

6. Agreement Execution and Performance

a) Performance shall start not later than express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, Cal Expo, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to Cal Expo for the difference between https://www.dgs.ca.gov/SearchResult?search=STD%20204&divisionid= https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=contractor%20certification%20clause https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=contractor%20certification%20clause

Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

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

C. Preference Programs

This IFB includes the Small Business Preference. Complete information can be found at https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

D. Required Attachments

A complete bid package will consist of the following:

1. Attachments 1, 2, and 3 which are included in this IFB.

2. Attachment 4, for bids over $100,000.00, which is included in this IFB.

3. If bidder’s facility is located more than 75 miles from Cal Expo, bidder must submit with the bid a description of their plan to fulfill the requirements of equipment replacement and/or repair within four (4) hours.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

ATTACHMENT 1

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original (electronic) signatures. The bid must be transmitted in accordance with IFB instructions.

A. Place all required attachments behind this certification sheet.

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

An Unsigned Bid/Bidder Certification Sheet May Be Cause For Rejection

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

3. Address

Email address:

Indicate your organization type:

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

7. Federal Employee ID No.

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

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

a. California Small Business

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSBCR, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

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

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

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

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

7 Enter your federal employee tax identification number.

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

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

10, 11, 12, 13

Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSBCR.

ATTACHMENT 2

BIDDER REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed non-responsive.

References will be checked. If Cal Expo receives negative feedback from a reference, the bid may be rejected as not responsible. Cal Expo may use its previous experience with the bidder as a reference in determining if the bidder is responsible.

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

REFERENCE 1

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

REFERENCE 2

Street Address City State Zip Code Contact Person Telephone Number

REFERENCE 3

Street Address City State Zip Code Contact Person Telephone Number

ATTACHMENT 3

COST SHEET

Name of Bidder: ____________________________________________________

Signature of Bidder: _________________________________________________

Bidder agrees to furnish all labor, materials, tools and equipment necessary to accomplish the work in accordance with the specifications herein for amounts as follows.

Upon signing this Cost Sheet, bidder certifies that all equipment required to fulfill the needs of this agreement is available to the bidder.

Daily rate for all types of golf cart rentals for 2027, 2028, 2029**

$_________ each, per day

**The quantities provided are approximate only based on past usage. Cal Expo reserves the right to increase or decrease the amount of any item or eliminate any item or items as may be deemed necessary by Cal Expo. Such changes shall not affect the unit price of that item or any other item.

NOTE: Bid amount includes all expenses related to completing the work described in this IFB.

ATTACHMENT 4

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

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

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

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

BIDDER/PROPOSER/CONTRACTOR CERTIFICATION

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

Bidder/Proposer/Contractor Firm Name (Printed):

Federal ID Number:

By (Authorized Signature):

Printed Name and Title of Person Signing:

Date Executed:

Executed in the County and State of:

General Contract Provisions

General Terms and Conditions (GTC 02/2025)

Special Terms and Conditions

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

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

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

c. Contractor shall submit insurance certificates to Cal Expo for approval by appropriate agencies prior to the commencement of operation on the premises.

At least thirty (30) days prior to the expiration of any policy, a new insurance certificate with renewal information shall be filed with Cal Expo. Contractor shall furnish Cal Expo a certified copy of the policy within ten (10) days upon request.

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

e. Contractor agrees that the liability insurance herein provided shall be in effect at all times during the term of this agreement. In the event said insurance coverage expires at any time or times during the term of this agreement, Contractor agrees to provide the California Exposition & State Fair, PO Box 15649, Sacramento, CA 95852, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than one year or the remainder of the term of this agreement. New Certificates of Insurance are subject to the approval of the California Exposition & State Fair and Contractor agrees that no activity by Contractor contemplated by this agreement be performed after the insurance expires and prior to the giving of such approval.

In the event Contractor fails to keep in effect at all times during the term of this agreement the insurance coverage as herein provided, Cal Expo may, in addition to any other remedies it may have, terminate this agreement upon the occurrence of such event.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms%20and%20conditions

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

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

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

5. POTENTIAL SUBCONTRACTORS: Nothing contained in this agreement or otherwise shall create any contractual relation between Cal Expo and any subcontractors, and no subcontract shall relieve the Contractor of his responsibilities and obligations hereunder. The Contractor agrees to be as fully responsible to Cal Expo for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its subcontractors is an independent obligation from Cal Expo’s obligation to make payments to the Contractor. As a result, Cal Expo shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

6. DAMAGE TO EQUIPMENT: Cal Expo does not have responsibility for loss or damage to Contractor’s property arising from causes beyond the control of Cal Expo.

7. PROFESSIONAL AND TRAINED TECHNICIANS: Contractor shall provide trained technicians to load, unload, deliver, and install and/or set-up equipment as specified in the Agreement. Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing that is easily identifiable or a badge or monogram, and maintain professional conduct while performing services under this Agreement.

8. RIGHT TO TERMINATE:

A. Cal Expo may terminate this Agreement for the following reasons:

(1). If Cal Expo (and its Board of Directors) determines that it cannot meet the budgetary or financial obligations required under this Agreement;

(2). If Cal Expo (and its Board of Directors) determines that it’s operational needs have changed.

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

10. 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. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. 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 rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

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