IFB_OEPM_25-040_-_Emergeny_Planning_Services.pdf

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

Office of Exposition Park Management 700 Exposition Park, Los Angeles, CA 90037 www.expositionpark.ca.gov

Invitation for Bid Notice to Prospective Bidders IFB No. OEPM 25-040

Emergency Planning Services

May 28, 2026

The Office of Exposition Park Management (OEPM) is soliciting proposals from qualified firms to provide all labor, materials, equipment, transportation, and professional services necessary to develop a comprehensive, scalable, and park-wide emergency management framework, including emergency operations planning, stakeholder coordination, training, exercises, and preparedness activities for Exposition Park.

You are invited to review and respond to this Invitation for Bid (IFB), entitled IFB Number OEPM 25-040, Emergency Planning Services.

This IFB is advertised on the Cal eProcure website and the award for the IFB will also be posted at:

https://www.caleprocure.ca.gov/pages/index.aspx

In submitting your bid, you must comply with all instructions herein. 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:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language#@ViewBag.JumpTo

If you do not have Internet access, have any questions, or require clarification for the information contained herein, please contact Anita Powell at (213) 448-0998 or anita.powell@expositionpark.ca.gov.

BID SUBMISSION DEADLINE: June 11, 2026, at 5:00pm

There may be periodic updates. It is incumbent on each bidder to continue to check the contract website, https://caleprocure.ca.gov for additional information.

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

Anita Powell Finance Analyst I AGPA

(213) 448-0998 anita.powell@expositionpark.ca.gov http://www.expositionpark.ca.gov/ https://www.caleprocure.ca.gov/pages/index.aspx https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List mailto:anita.powell@expositionpark.ca.gov.

https://caleprocure.ca.gov/

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

Contents

I. GENERAL INFORMATION

A. Purpose B. Availability C. Period of Performance

II. BIDDER MINIMUM QUALIFICATIONS AND ADMONISHMENT

III. BID REQUIREMENTS AND INFORMATION

A. Key Action Dates B. Pre-Bid Conference/Virtual C. Virtual Opening of Sealed Cost Bid D. Written Questions E. Submission of Bid F. IFB Response Content G. Evaluation and Selection H. Award and Protest I. Disposition of Bids J. Agreement Execution and Performance

IV. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business (SB) or Microbusiness (MB) Preference B. Disabled Veteran Business Enterprise (DVBE) Incentive C. Commercially Useful Function (CUF)

V. PROPOSED AGREEMENT

Attachment 1 – Required Documentation Checklist Attachment 2 – Bid/Bidder Certification Sheet Attachment 3 – Cost Sheet Attachment 4 – Payee Data Record Attachment 5 – Contractor’s Certification Clauses (Effective 4/2017) Attachment 6 – Bidder’s References Attachment 7 – Darfur Contracting Act Certification Sheet

OR

Attachment 8 – Bidder Declaration Form Attachment 9 – Certificate of Insurance Attachment 10 – Small Business (SB) or Microbusiness (MB) and/or Disabled Veteran Business

Enterprise (DVBE) Certification Attachment 11 – Disabled Veteran Business Enterprise Declaration (DGS PD 843)

Exhibit A – Scope of Work

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

I. GENERAL INFORMATION

A. Purpose

The Office of Exposition Park Management (OEPM) seeks a highly qualified consultant/firm to provide comprehensive emergency planning, public safety coordination, operational preparedness, and incident management support services for Exposition Park in preparation for major events, emergencies, and all-hazard incidents, including but not limited to events such as the FIFA World Cup 2026 Fan Festival, LA28 Olympic and Paralympic Games, and other large-scale public gatherings. This is not a planning-only or advisory engagement. While the selected consultant/firm will be expected to assess existing emergency management capabilities, operational procedures, coordination frameworks, and infrastructure vulnerabilities, the core purpose of this contract is the development and implementation of actionable, scalable, and operationally functional emergency preparedness and coordination frameworks that can be actively utilized by OEPM and its public and private partners.

B. Availability

The selected contractor must be able to meet the requirements of this IFB and be ready to begin work within ten (10) business days of the contract award date specified in Section III.A, Key Action Dates, unless otherwise coordinated by the OEPM Contract Manager.

If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this IFB. All replacement personnel are subject to approval by the State.

C. Period of Performance

Agreement shall tentatively begin upon DGS Approval and end on June 30, 2027. This date is contingent on State approval of the agreement. Any changes to the period of performance must be done as a written Amendment to the Agreement by the Office of Exposition Park Management.

The Contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

II. BIDDER MINIMUM QUALIFICATIONS AND ADMONISHMENT

A. The Bidder must have three years of experience in providing services similar to those described in Exhibit A, Scope of Work and submit a minimum of two references to validate experience. Bidder shall complete Attachment 6, Bidder References to satisfy this requirement. Clients listed on this attachment may be contacted by the Office of Exposition Park Management for information verification.

B. Bidder must complete and submit to the awarding agency 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. This form can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

No payment shall be made unless a completed Std. 204 has been returned to the awarding agency.

C. The Bidder must provide a Certificate of Insurance and Endorsements providing proof of insurance to the Office of Exposition Park Management with their bidding package. Bidder must review the Insurance Requirements included in this bid and ensure they can meet these requirements before submitting their bid. Once the contract has been awarded, the State’s Office of Risk and Insurance Management (ORIM) will review the winning bidder’s insurance certificate and/or proof of self-insurance documentation before execution of the Agreement. The winning bidder will have ten (10) business days to correct and comply with all insurance requirements after the certificate of insurance is reviewed by ORIM.

Refer to Additional Provisions, Exhibit E for the applicable specific insurance requirements and coverage limits.

D. Additional Document Submittal - Additional documentation required as a condition of the contractual agreement can be found in Exhibit D, Special Terms and Conditions.

E. This IFB contains the instructions governing the requirements for a bid, and the format for bid information to be submitted, and the material to be included therein, follows. This IFB also addresses the requirements that Bidder’s must meet to be eligible for consideration.

FOR A BIDDER TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN

THIS IFB, THE BIDDER MUST TAKE THE RESPONSIBILITY TO:

• CAREFULLY READ THE ENTIRE IFB;

• FOR THE SAKE OF CLARIFICATION, ASK APPROPRIATE QUESTIONS IN A

TIMELY MANNER;

• SUBMIT ALL APPRORIATE DOCUMENTS, COMPLETE AND BY THE REQUIRED

DATE AND TIME.

IT IS ABSOLUTELY ESSENTIAL THAT BIDDERS CAREFULLY REVIEW THE COST

ELEMENTS IN THEIR FINAL BID, SINCE THEY WILL NOT HAVE THE OPTION TO

CHANGE ANY INFORMATION AFTER THE TIME OF SUBMITTAL.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

III. BID REQUIREMENTS AND INFORMATION

A. Key Action Dates

Listed below are the important dates and times by which actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this IFB.

Event Date Time

IFB available to Prospective Bidders 5/28/2026 5:00 p.m.

Pre-bid Conference/Virtual 6/5/2026 11:00 a.m.

Final Date to Submit Written Questions 6/8/2026 5:00 p.m.

Written Responses to Questions Released by 6/9/2026 6:00 p.m.

Final Date for Bid Submission 6/11/2026 5:00 p.m.

Virtual Opening of Sealed Cost Bid 6/12/2026 11:00 a.m.

Notice of Intent to Award Released by

Protest Period

6/12/2026

6/15/26 8am

5:00 p.m.

6/19/26 5pm

Proposed Award Date 6/22/2026 5:00 p.m.

Ready-for-Use, Contract Start Date TBD

All dates after the Final Date for Bid Submission are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

B. Pre-Bid Conference/Virtual

1. An pre-bid conference/Virtual will be held at the date and time mentioned in the Key Action Dates above. It will be held via MS Teams Application for the purpose of discussing requirements and or concerns regarding this IFB. Please join at least 5 minutes before the scheduled time and wait for OEPM Contract Management team to join.

2. For contractors who need assistance due to physical impairment, a reasonable accommodation will be provided by the awarding agency upon request for the pre-bid conference/virtual. The Contractor must call Anita Powell via email at anita.powell@expositionpark.ca.gov one day prior to the scheduled date and time of the pre-bid virtual conference to arrange for a reasonable accommodation.

C. Virtual Opening of Sealed Cost Bid

1. Opening of sealed cost bid will be held virtually, via MS Teams, at date and time indicated above. For invitation to virtual opening of sealed cost bid please contact

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Anita.powell@expositionpark.ca.gov via email.

2. For contractors who need assistance due to a visual or hearing impairment, a reasonable accommodation will be provided by the awarding agency upon request for the virtual opening of sealed cost bid. The Contractor must reach out to Anita Powell via email at anita.powell@expositionpark.ca.gov one day prior to the scheduled date and time of the virtual opening of sealed cost bid to arrange for a reasonable accommodation.

D. Written Questions

All questions regarding the content of this IFB must be submitted in writing by email to Anita Powell (anita.powell@expositionpark.ca.gov) and must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

When the State has completed its review of the questions, all of the questions and answers will be posted on the https://www.caleprocure.ca.gov/pages/index.aspx

E. Submission of Bid

1. All bids must be submitted under sealed cover and sent to the Office of Exposition Park Management by dates and times shown in Section III, Bid Requirements and Information, Item A. Key Action Dates. The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with "SEALED COST BID - DO NOT OPEN", as shown in the following example:

IFB OEPM 25-040

Office of Exposition Park Management

Attn: Adriana Vasquez

700 Exposition Park Drive

Los Angeles, CA 90037

SEALED COST BID - DO NOT OPEN

2. Bids not submitted under sealed cover will be rejected.

3. The Contractor must submit a minimum of two hard copies of the completed attachments identified in Attachment 1, Required Attachments Checklist, via mail (i.e., USPS, UPS, FedEx, etc.) or via hand-delivery to the Wallis Annenberg Building lobby at the following address:

IFB OEPM 25-040

Office of Exposition Park Management

Attn: Adriana Vasquez mailto:Anita.powell@expositionpark.ca.gov mailto:anita.powell@expositionpark.ca.gov mailto:anita.powell@expositionpark.ca.gov https://www.caleprocure.ca.gov/pages/index.aspx

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

F. IFB Response Content

1. The documents listed in Attachment 1, Required Bid Documents Checklist, must be returned with your bid package. Only submit the required bid documents, not the entire IFB package. Unless otherwise noted, failure to include the required documents will be cause for bid rejection.

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

3. 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.

4. 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. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State'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. 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 the State of California.

5. 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.

6. A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

7. The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who have been furnished an IFB for bidding purposes.

8. The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement.

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

10. 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.

11. The State 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.

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

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

G. Evaluation and Selection

1. 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.

2. The required cost schedules will be checked for mathematical accuracy. 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.

3. The bidder with the lowest cost bid received for this IFB will be deemed the Apparent Bid Winner. The Apparent Bid Winner will then be evaluated on the total extended cost for the contracted term and checked for mathematical accuracy.

4. In the event of a tie bid, a tiebreaker must be conducted to award the contract per State Contract Manual Volume 1, Chapter 5.45. The permissible tiebreaker will be a coin toss and must be observed by witnesses. The bidders who submitted the tie bids will be invited to witness the event.

H. Award and Protest

1. Award of bid will be issued on the date listed in Section III.A, Key Action Dates. Award will be made to the responsive bidder with the lowest cost bid.

2. The successful bidder must enter into a contractual agreement with the State of

California, Office of Exposition Park Management in the form of a Standard Agreement Std. 213. A draft Standard Agreement Std. 213 is included for reference in Exhibit F.

3. 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 telegram, electronic facsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of the agreement.

In addition the Office of Exposition Park Management will post a Notice of Contract Award on https://caleprocure.ca.gov.

4. 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.

5. 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 the (insert name of awarding agency) 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.

6. Within five (5) days after filing the initial protest, the protesting bidder shall file with the

Department of General Services and the awarding agency 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 the awarding agency. It is suggested that you submit any protest by certified or registered mail.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

7. Upon resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency 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. This form can be found on the Internet at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

No payment shall be made unless a completed Std. 204 has been returned to the awarding agency.

8. Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at:

http://www.dgs.ca.gov/LinkClick.aspx?fileticket=5vWwqTeMoHk%3d&tabid=6133&p ortalid=32&mid=10104.

This document is only required if the bidder has not submitted this form to the awarding agency within the last three (3) years.

I. Disposition of Bids

1. Upon bid opening, all documents submitted in response to this IFB will become the property of the State of California, 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.

2. Bid packages may be returned only at the bidder's expense, unless such expense is waived by the awarding agency.

J. Agreement Execution and Performance

1. Performance shall tentatively start upon DGS approval and agreed upon contract start date. This date is contingent on State approval of contract. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

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

http://www.dgs.ca.gov/LinkClick.aspx?fileticket=5vWwqTeMoHk%3d&tabid=6133&portalid=32&mid=10104 http://www.dgs.ca.gov/LinkClick.aspx?fileticket=5vWwqTeMoHk%3d&tabid=6133&portalid=32&mid=10104

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

IV. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business (SB) or Microbusiness (MB) Preference

Prime bidder and/or subcontractor(s) who have been certified as a Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS) must provide a copy of current certification(s) with bid response.

Bidder claiming the 5% certified SB or MB preference, or prime bidder who is committing to subcontract 25% or more of their net bid price to one or more SB or MB, must also complete Attachment 8, Bidder Declaration (GSPD-05-105).

Additional References: http://www.pd.dgs.ca.gov. Questions regarding the certification approval process or the SB program should be directed to the Department of General Services, Procurement Division at (800) 559-5529 or (916) 375-4940. For the 24-hour Recording & Mail Request call (916) 322-5060.

SB or MB bidders or proposers using the SB preference shall be granted a preference consisting of 5% the highest responsible bidder’s total score.

The standard contract language for the SB program can be found at the internet web site as follows: http://www.dgs.ca.gov/pd/Home.aspx.

B. Disabled Veteran Business Enterprise (DVBE) Incentive

Note: There is no DVBE participation requirement, however, the DVBE incentive still applies.

This solicitation does not require a minimum amount of DVBE participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE. If a prime bidder is a certified DVBE or commits to subcontracting to DVBE(s), prime bidder may be eligible to receive a bid preference provided that the DVBE provides a commercially useful function as defined in California Code of Regulations, Title 2, Section 1896.61(l). If prime bidder and/or subcontractor(s) is certified as a DVBE by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS), prime bidder and/or subcontractor(s) must submit completed DGS PD 843 (Disabled Veteran Business Enterprise Declaration) form(s) to the State.

For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on Attachment 8, Bidder Declaration (GSPD-05-105) and confirmed by the State. The incentive amount varies in conjunction with the percentage of DVBE participation offered. The minimum requirement is 1% with a maximum of 5% DVBE participation and the incentive will be equal to the participation offered as defined below:

Confirmed DVBE Participation of: DVBE Incentive:

1% to 1.99% inclusive 1%

2% to 2.99% inclusive 2%

3% to 3.99% inclusive 3%

4% to 4.99% inclusive 4%

5% or Over 5% http://www.pd.dgs.ca.gov/ http://www.dgs.ca.gov/pd/Home.aspx

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

Per Military Veteran Code (MVC) 999.5, a prime contractor who commits to subcontracting to a DVBE must complete the Prime Contractor Certification (Std. 817) upon completion of work to certify the following: (1) The total amount the prime contractor received under the contract; (2) The name and address of the DVBE that participated in the performance of the contract and the contract number; (3) The amount and percentage of work the prime contractor committed to provide to one or more DVBEs under the requirements of the contract and the amount each DVBE received from the prime contractor; and, (4) That all payments under the contract have been made to the DVBE.

Contractor also agrees to certify on Prime Contractor’s Certification DVBE Subcontractor Report (Form STD 817) that DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of award of contract or with any subsequent amendment.

Upon request by the awarding department, the prime contractor shall provide proof of payment for the work.

Per Military Veteran Code (MVC) 999.7, if a prime contractor who commits to subcontracting to a DVBE fails to return a completed Std. 817 to the awarding department, then the awarding department shall withhold, on a contracts entered into on or after January 1, 2021, ten thousand dollars ($10,000) from the final payment, or the full final payment if less than ten thousand dollars ($10,000), until the prime contractor who committed to subcontracting to a DVBE complies with the certification requirements of subdivision (d) of Section 999.5. A prime contractor that fails to comply with the certification requirement shall, after notice, be allowed to cure the defect. Notwithstanding any other law, if, after at least 15 calendar days but not more than 30 calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, the awarding department shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars ($10,000).

C. Commercially Useful Function (CUF)

(Refer to item 1.b. of the “BIDDER DECLARATION Instructions”)

A California certified SB, MB, or DVBE business must be deemed to perform a Commercially Useful Function (CUF) by meeting ALL of the following CUF requirements for Contract/Purchase Order (PO) award consideration:

1. Is responsible for the execution of a distinct element of the work of the contract.

2. Carries out its obligation by actually performing, managing, or supervising the work involved.

3. Performs work that is normal for its business services and functions.

4. Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing (if applicable) and making payment.

5. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

V. PROPOSED AGREEMENT

Attached to this IFB are the documents that constitutes the proposed agreement; these are:

Exhibit A, Scope of Work Exhibit B, Budget Detail and Payment Provisions Exhibit C, General Terms and Conditions Exhibit D, Special Terms and Conditions Exhibit E, Additional Provisions Exhibit F, Sample Standard Agreement

Bidder must review the proposed agreement before signing and submitting your bid package.

The terms and conditions are not negotiable. State does not accept alternate language from a bidder. A bid with such language will be considered a counter proposal and will be rejected.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 1 – Required Documentation Checklist

A complete bid or 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 State. For your bid to be responsive, all required attachments must be returned.

This checklist should be returned with your bid package also.

Attachment Attachment Name/Description

Attachment 1 Required Attachments Check List

Attachment 2 Bid/Bidder Certification Sheet

Attachment 3 Cost Sheet

Attachment 4 Payee Data Record

Attachment 5 Contractor Certification Clauses (Effective 4/2017)

Attachment 6 Bidder References

Attachment 7 Darfur Contracting Act Certification Sheet

Attachment 8 Bidder Declaration Form (GSPD-05-105)

Attachment 9 Certificate of Insurance

The following are additional attachments required for Bidders claiming the Small Business (SB), Microbusiness (MB), or Disabled Veteran Business Enterprise (DVBE) preference explained in Section IV. Preference Programs:

Attachment 10 Small Business (SB) or Microbusiness (MB) and/or Disabled

Veteran Business Enterprise Declaration (DVBE) Certification

Attachment 11 Disabled Veteran Business Enterprise Declaration (DGS PD 843)

Please continue to check https://caleprocure.ca.gov for contract information and additional addendums.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 2 – 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 signatures. The bid must be transmitted in a sealed envelope in accordance with IFB instructions. Failure to sign the Bid/Bidder Certification Sheet is cause for rejection.

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

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

3. 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:

See Completion Instructions for Bid/Bidder Certification Sheet on following page.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

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

4 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.

5 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.

6 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.

8 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.

9 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, Must be completed. These items are self-explanatory.

14 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.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 3 – Cost Sheet

Position Description Hourly Rate

$ / hour

• The State reserves the right to adjust the number of hours worked so as not to exceed total budget amount of $49,999.99 for FY 25/26 and $200,000.00 for FY26/27.

• Add the required positions and rates needed to execute the scope of work.

The cost quoted on the above Cost Sheet by the bidder shall be binding for the term of the Agreement.

A. Billing Cycle:

Monthly Quarterly Annually Upon Completion Itemized

Note: All services performed are paid in arrears according to billing cycle indicated above.

(Upon contract award, response from the awarded contractor in the Cost Sheet in Attachment 3 of this IFB will be copied in Exhibit B of the proposed agreement.)

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 4 – Payee Data Record

Bidders must complete and submit a Payee Data Record, Std. 204. The form can be found at the following link: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

If remittance address information is different from the mailing address identified on Std. 204, Payee Data Record Supplement (Std. 205) can be found on the following website:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

Submittal of Std. 204 is required. Submittal of Std. 205 is optional.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 5 – Contractor’s Certification Clauses (Effective 4/2017)

Contractor Certification Clauses (Effective 04/2017) (CCC 4/2017) may be viewed and downloaded at the following link: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo.

The signature of an individual who is authorized to legally bind the prospective Contractor to the clauses listed must provide an originally signed copy of the Contractor’s Certification Clauses with the bid package.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 6 – Bidder’s References

A. Bidders must provide a minimum of two relevant references for similar services performed within the last three years to validate experience in delivering similar services described in this IFB. Failure to provide required references may result in the rejection of the bid.

B. Bidders must provide exact dates of service to validate services performed within the last three years. Failure to provide exact dates may result in the rejection of the bid.

C. By submitting this information, the Bidder authorizes the Science Center to contact these references and visit sites.

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

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:

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 7 – Darfur Contracting Act Certification Sheet

A. Pursuant to PCC § 10478, if a bidder or proposer currently or within the previous three years has had business activities or other operations outside of the United States, it must certify that it is or is not a “scrutinized” company as defined in PCC § 10476.

B. To be eligible to submit a bid or proposal, please initial one of the three (3) paragraphs below. If Paragraph 1 or Paragraph 2 is initialed provide Printed Name/Title of Person Initialing, Company Name, and Federal ID Number in table below. If Paragraph 3 is initialed, complete Certification for Paragraph 3 below.

1.

Initials

We do not currently have, and have not had within the previous three years, business activities or other operations outside of the United States.

OR

2.

Initials

We are a scrutinized company as defined in PCC § 10476, but we have received written permission from the Department of General Services (DGS) to submit a bid or proposal pursuant to PCC § 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Printed Name and Title of Person who initialed Paragraph 1 or Paragraph 2

Company Name Federal ID Number

OR

3.

Initials

+ certification below

We currently have or have had, within the previous three years, business activities or other operations outside of the United States, but we certify below that we are not a scrutinized company as defined in

PCC § 10476.

CERTIFICATION FOR PARAGRAPH 3

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective proposer/bidder to the clause listed above in Paragraph 3. This certification is made under the laws of the State of California.

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 8 – Bidder Declaration Form

All bidders must complete the Bidder Declaration GSPD-05-105 and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless a written request for substitution is submitted and State agrees to it.

Bidder Declaration (GSPD 05-105) can be found on the following website:

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

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

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 9 – Certificate of Insurance

For a bid to be deemed responsive, a certificate of insurance must be submitted according to the requirements stated in Exhibit E, Additional Provisions. The following is a sample certificate.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040 (Rev. 7/2025)

Attachment 10 – Small Business (SB) or Microbusiness (MB) and/or Disabled Veteran

Business Enterprise (DVBE) Certification

If prime bidder and/or subcontractor(s) is certified as a Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS), prime bidder and/or subcontractor(s) should provide a copy of current certification(s) with bid response.

If the Bidder is claiming the 5% certified Small Business or micro business preference or is committing to subcontract 25% or more of their net bid price to one or more Certified Small Businesses or microbusinesses, complete Attachment 8, Bidder Declaration GSPD-05-105, and attach a copy of the certification (Attachment 12). The following is a sample certification.

State of California Purchasing Authority No. CSC-3100 Office of Exposition Park Management Emergency Planning Services OEPM 25-040

Attachment 11 – Disabled Veteran Business Enterprise Declaration (DGS PD

843)

If prime bidder is a certified Disabled Veteran Business Enterprise (DVBE) or if prime bidder is subcontracting to a certified DVBE, prime bidder and/or subcontractor(s) must complete the Disabled Veteran Business Enterprise Declaration (DGS PD 843) form and submit DGS PD 843(s) with bid response. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the DGS PD 843 form(s).

DVBE incentive outlined in IV. B. will not be applied if DGS PD 843 form(s) is not returned with IFB response.

The DGS PD 843 form can be found on the Internet at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

State of California Purchasing Authority No. CSC-3100

Exhibit A – Scope of Work

A. Service and Work: The Office of Exposition Park Management (OEPM) seeks a highly qualified consultant/firm to provide comprehensive emergency planning, public safety coordination, operational preparedness, and incident management support services for Exposition Park in preparation for major events, emergencies, and all-hazard incidents, including but not limited to events such as the FIFA World Cup 2026 Fan Festival, LA28 Olympic and Paralympic Games, and other large-scale public gatherings. This is not a planning-only or advisory engagement. While the selected consultant/firm will be expected to assess existing emergency management capabilities, operational procedures, coordination frameworks, and infrastructure vulnerabilities, the core purpose of this contract is the development and implementation of actionable, scalable, and operationally functional emergency preparedness and coordination frameworks that can be actively utilized by OEPM and its public and private partners.

The selected consultant/firm will be expected to work closely with OEPM leadership, public safety agencies, venue operators, transportation partners, mutual aid organizations, and other stakeholders to establish and facilitate operational coordination procedures, emergency management frameworks, Unified Coordination Group (UCG) structures, and incident response planning efforts designed to support both daily operations and large-scale events occurring throughout Exposition Park. The consultant/firm shall be responsible for developing

Emergency Operations Plans (EOPs), Incident Action Plans (IAPs), hazard-specific emergency annexes, emergency communications procedures, evacuation and crowd management procedures, continuity of operations procedures, and operational coordination protocols aligned with FEMA National Incident Management System (NIMS), California

Standardized Emergency Management System (SEMS), and Incident Command System

(ICS) standards.

The selected consultant/firm shall also be expected to actively coordinate stakeholder meetings, facilitate operational planning discussions, conduct emergency preparedness workshops and tabletop exercises, support major event operational planning efforts, develop operational recommendations, and provide post-event evaluations and After-Action Reports

(AARs). The consultant/firm must demonstrate the capability and commitment to support implementation-focused emergency preparedness and operational coordination efforts in a complex, multi-agency, multi-venue environment with significant public safety, transportation, crowd management, and operational considerations. Proposals that emphasize planning or assessments without demonstrated experience supporting implementation, operational coordination, and emergency preparedness execution will not meet the intent of this solicitation. The total cost of the contract shall not exceed $49,999.99 for FY25/26 and

$200,000.00 during FY26/27 for a total contracted cost of $250,000.00.

B. Hours of Service: Office of Exposition Park will be available during regular office hours, 9:00am – 6:00pm, Monday through Friday, excluding State holidays, unless otherwise approved by OEPM Contract Manager or designee. Contractor must notify OEPM Contract Manager of any delays in schedule as soon as possible.

State of California Purchasing Authority No. CSC-3100

C. Service Locations and Schedule: Services will take place remotely, at an offsite location, and or if needed at the OEPM offices at Exposition Park, located at 700 Exposition Park Drive, Los Angeles, California 90037.

D. Contractor Objectives: The objectives of this contract are to support the Office of

Exposition Park Management’s (OEPM) efforts to strengthen emergency preparedness, operational coordination, public safety planning, and incident management capabilities throughout Exposition Park in preparation for major events, emergencies, and all-hazard incidents.

The contractor shall support the following objectives:

1. Develop a comprehensive and scalable emergency management framework capable of supporting major events, emergencies, all-hazard incidents, and concurrent operations occurring throughout Exposition Park.

2. Assess existing emergency management procedures, operational coordination frameworks, public safety protocols, infrastructure vulnerabilities, and emergency preparedness capabilities associated with Exposition Park operations and major event readiness.

3. Strengthen coordination and communication among public and private stakeholders, including public safety agencies, venue operators, transportation partners, mutual aid organizations, contractors, and operational partners associated with Exposition Park.

4. Establish and facilitate a Unified Coordination Group (UCG) structure intended to improve interagency coordination, operational communication, resource coordination, and emergency response planning before, during, and after major events and emergencies.

5. Develop comprehensive emergency planning documents, including Emergency

Operations Plans (EOPs), Incident Action Plans (IAPs), hazard-specific annexes, emergency communications procedures, continuity of operations procedures, evacuation procedures, and operational coordination protocols aligned with applicable emergency management standards and best practices.

6. Improve operational preparedness and emergency response capabilities associated with major public events, including but not limited to the FIFA World Cup 2026 Fan Festival, LA28 Olympic and Paralympic Games, concerts, demonstrations, and other large-scale public gatherings occurring throughout Exposition Park.

7. Support the development of operational coordination procedures associated with crowd management, traffic operations, emergency ingress/egress, public safety coordination, emergency communications, evacuation procedures, and resource management during major events and emergencies.

8. Identify operational gaps, vulnerabilities, resource needs, and coordination challenges associated with Exposition Park’s multi-venue environment and provide actionable recommendations intended to strengthen operational resiliency and public safety preparedness.

9. Facilitate stakeholder coordination meetings, emergency preparedness workshops, tabletop exercises, and operational discussions intended to improve interagency coordination, emergency response capabilities, and stakeholder understanding of operational roles and responsibilities.

State of California Purchasing Authority No. CSC-3100

10. Support the development of scalable operational procedures and emergency management frameworks capable of adapting to future major events, evolving operational needs, and changing public safety considerations throughout Exposition

Park.

11. Support post-event evaluations, operational assessments, After-Action Reports (AARs), and Improvement Plans (IPs) intended to identify lessons learned, corrective actions, and opportunities for continuous operational improvement.

12. Provide OEPM with actionable planning documents, operational procedures, coordination frameworks, and implementation-focused recommendations that support long-term emergency preparedness, public safety coordination, and operational resiliency throughout Exposition Park.

E. Contractor Qualifications: The consultant/firm must demonstrate the qualifications noted below:

1. Demonstrated experience providing emergency management, public safety planning, operational coordination, and incident management services for large public venues, multi-agency environments, governmental entities, or large-scale special events.

2. Demonstrated…