Rebid_-_Shuttle_Service_IFB_Final_for_Release.pdf

R______ A______ F______

Rev. 4/2025

32ND DISTRICT AGRICULTURAL ASSOCIATION

Shuttle Services

LOW COST

RE-BID

INVITATION FOR BID (IFB)

IFB NUMBER: SS-01-26

OC Fair & Event Center

88 Fair Drive Costa Mesa, California 92626

Date Issued: Thursday, April 23, 2026

Mandatory Job Walk: N/A

Public Bid Opening, Friday, May 8, 2026, 11:00 a.m.

(Administration Building)

BID DUE DATE: Bids must be received no later than Friday, May 8, 2026, 11:00 a.m.

Clearly marked with the following:

Shuttle Services

IFB NUMBER: SS-01-26

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.

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 shuttle service for the OC Fair & Event Center from June 15, 2026 through June 14, 2028, with three (3) one (1)-year options. 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. The Financial Proposal Bid Form may be submitted in PDF or Excel. Only one copy is required.

• Proposals must be submitted to the District’s by email to IFB@ocfair.com via wetransfer.com no later than Friday, May 8, 2026, 11:00 am)

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

D. CONTRACT AWARD

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

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

A contract award is not final until:

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

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 Protests filed, if any, have been withdrawn or rejected by the Department of General

Services and/or

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

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

E. TENTATIVE SCHEDULE

IFB Released

Job Walk

**Questions due via email – 5:00 p.m.

Answers sent to all bidders via email

Proposal Deadline – 11:00 a.m.

Bid Opening 11:00 a.m.

Post/mail “Notice of Proposed Award”

OCFEC Board of Directors

Proposed Contract Commences

Thursday, April 23, 2026

N/A

Thursday, April 30, 2026

Friday, May 1, 2026

Friday, May 8, 2026

Friday, May 8, 2026

Tuesday, May 12, 2026

Thursday, May 28, 2026

Monday, June 15, 2026

The District reserves the right to change the schedule above.

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

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

F. BIDDER/CONTRACTOR STATUS FORM

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

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

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

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

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

Confirmed DVBE Participation of: DVBE Incentive:

5% or Over 5%

4% to 4.99% Inclusive 4%

3% to 3.99% Inclusive 3%

2% to 2.99% Inclusive 2%

1% to 1.99% Inclusive 1%

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

05-105 (Attachment 3) found at:

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

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

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

H. SMALL BUSINESS PREFERENCE

Section 14835, et seq., of the California Government Code requires that a five percent (5%) preference be given to Bidders who qualify as a small business. The rules and regulations of this law, including the definition of a small business for the delivery of service, are contained in Title 2, California Code of Regulations, and Section 1896, et seq. A copy of the regulations is available upon request.

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

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

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

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

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

Certification Application

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

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

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

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

I. INSURANCE

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

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

• A 30-day cancellation notice;

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

• The additional insured paragraph exactly as stated below:

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

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

J. PRE-CONTRACTUAL EXPENSES

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

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

K. SIGNATURE

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

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

L. PRE-AWARD AUDIT

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

M. SINGLE PROPOSAL RESPONSE

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

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

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

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

N. NON-ASSIGNMENT

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

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

O. LOSS LEADER

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

P. UNANTICIPATED TASKS, TIME OR DELIVERABLES

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

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

Q. POST AWARD DISPUTES

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

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

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

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

R. EXPATRIATE CORPORATION:

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

S. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:

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

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

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

PART III

RULES GOVERNING COMPETITION & TECHNICAL EVALUATION

A. IFB REQUIREMENTS AND CONDITIONS

1. Resulting Contract

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

a. IFB, Sample of contract, Payee Data Record

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

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

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

e. All Exhibits.

2. Errors and Requests for Additional Information

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

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

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

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

3. Addenda (Changes to the IFB)

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

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

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

4. Definitions

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

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

5. Grounds for Rejection of the Proposal

A proposal shall be rejected if:

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

General Information, Paragraphs C and E.

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

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

• Not using provided required forms and attachments.

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

• It is incomplete and/or unsigned.

A proposal may be rejected if:

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

6. Right to Reject Any or All Proposals

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

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

7. Protests

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

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

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

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

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

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

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

mailto:OLSProtests@dgs.ca.gov

B. OTHER INFORMATION

1. Dispositions of Bids

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

2. Confidentiality of Bids

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

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

3. Modifications or Withdrawal of Bids

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

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

PART IV

HISTORY & GENERAL INFORMATION

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

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

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

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

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

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

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

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 Ranch is a 7.5-acre community education and recreation center on the fairgrounds which features a variety of community programming for the public, along with a portion set aside for boarding and training of privately-owned horses. The Ranch features equine-related exhibits, student programs, public tours, equine assisted activities and other hands-on experiences with horses and is open to the public.

PART V

STATEMENT OF WORK TO BE PERFORMED

The District is soliciting Bids for the shuttle service. The Agreement term for these services shall be for June 15, 2026 through June 14, 2028, with three, one-year options.

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.

Generative Artificial Intelligence (GenAI) Reporting and Factsheet

“The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.”

A. Purpose and Background

A. Minimum Requirements:

Primary Bidder must possess a valid State of California issued TCP (Transportation Charter Permit) Carrier license and any other (DOT) Department of Transportation and/or (OCTA) Orange County Transportation Authority license. The District will verify with State License Board upon awarding.

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

1. Bidder must be able to meet all Workers’ Compensation, Commercial General Liability, and Motor Vehicle insurance requirements as outlined in Sample of Contract, Exhibit E - Insurance Requirements. Proof of insurance and other requirements must be provided to the District before service is provided. Failure to do so could result in termination of said contract.

2. A minimum of 3 years of demonstrated equivalent experience providing shuttle services.

3. Demonstrated experience with a similar event lasting no shorter than 5 consecutive days with multiple and/or simultaneous routes.

B. General Requirements:

Note: Buses are not acceptable

1. Provide transportation for OC Fair staff and members of the public from various lots. (Maps of lots provided in “OC Fair Lots/Requirements”)

2. Two (2) shuttles with the required ADA accommodations must be used on route.

3. All shuttles must have two-way communication.

4. All shuttles are clean and maintained, meeting required safety standards, and are properly licensed and permitted.

5. Contractor shall provide Health & Safety plan detailing socially distanced seating, sanitization schedule, staff training & requirements and other details regarding efforts to minimize or eliminate exposure to Covid-19 and other viruses and bacterias.

6. Contractor shall provide adequate busses on standby to avoid decreases in service due to unexpected events; including but not limited to, breakdowns and inclement weather.

7. In the event of a breakdown, a supervisor will conduct or oversee the deployment of a replacement vehicle and the transfer of passengers.

8. Contractor shall allow the District exclusive branding rights for both the inside and outside of the buses.

Contractor shall allow the District, at the District’s sole expense, to place advertisements of any medium, including, but not limited to signs or vinyl vehicle wrapping on the interior or exterior of busses.

9. The District will provide limited onsite storage of busses to Contractor during non-operational days or hours throughout the run of the fair.

10. An onsite supervisor, or driver designated as such, must be present during all hours of operation to coordinate with the District’s Supervisor of Parking/Traffic Operations.

11. An additional PM on-site coordinator shall be provided from 3 pm-1am daily.

12. To keep records of all trips, including departure and arrival times and the number of passengers on each trip.

Daily logs are to be provided to the District, broken down by shuttle and location, following each service day.

13. Lots being serviced need to be displayed at all times.

14. Contractor’s employees are not permitted to accept tips or display tip jars.

15. Days and hours are an estimate. The District reserves the right to change schedules at its sole discretion.

The District offers no guarantee of minimum or maximum services.

C. Personnel

1. Contractor shall be solely responsible for conducting appropriate background checks on all personnel, agents, representatives, or subcontractors who will perform services under this Agreement. Such background checks shall be completed prior to the individual performing any work and shall comply with all applicable federal, state, and local laws. Upon request, Contractor shall provide written certification that such background checks have been conducted.

2. Contactor’s personnel shall be adequately trained. Drivers shall be trained on routes and operation of ADA equipment specifically. In the event specific personnel are unavailable, Contractor must be able to provide replacement personnel adequately trained on routes.

3. Contractor’s drivers shall be properly licensed to perform the duties in the Scope of Work and be properly trained to operate all buses.

4. Contractor shall always provide adequate personnel to operate the busses as required by the Scope of Work.

5. Contractor’s personnel shall at all times exhibit a high level of customer service with all passengers. Texting by Contractor’s personnel will not be permitted while performing the duties under the scope of work.

6. Contractor shall provide any additional certifications of its personnel at the time of the proposal including, but not limited to First Aid or CPR certifications.

7. Contractor’s drivers shall be fluent in English.

D. Locations

*Off-site parking locations, number of shuttles needed and shuttle routes are subject to change.

OC FAIR LOCATIONS/REQUIREMENTS

ORANGE COAST COLLEGE LOT “E” – MERRIMAC WAY

1. Contractor to provide transportation from Lot E off Merrimac Way at Orange Coast College to the OC Fair, then Davis Magnet School turnaround. This shuttle program will operate all twenty-three (23) days of the OC Fair.

2. Roundtrip distance with 2 stops is approximately one and a half miles (1.5) miles.

3. Between two (2) and five (5) shuttles should be sufficient for this operation, pending various times of the day.

4. The shuttle will run from 5:00 a.m. to 2:00 a.m. Operational hours may be adjusted according to need on certain days.

5. Shuttles to have a minimum capacity of twenty (20) passengers per vehicle, based upon demand.

ORANGE COUNTY FAIR LOT “E” – ARLINGTON DRIVE (GATE 3 ½)

6. Contractor to provide transportation from Lot E off Merrimac Way at Orange Coast College to the OC Fair, then Davis Magnet School turnaround. This shuttle program will operate all twenty-three (23) days of the OC

7. Roundtrip distance with 2 stops is approximately one and a half miles (1.5) miles.

8. Between two (2) and five (5) shuttles should be sufficient for this operation, pending various times of the day.

9. The shuttle will run from 5:00 a.m. to 2:00 a.m. Operational hours may be adjusted according to need on certain days.

10. Shuttles to have a minimum capacity of twenty (20) passengers per vehicle, based upon demand.

DAVIS MAGNET SCHOOL LOT

11. Contractor to provide transportation from Lot E off Merrimac Way at Orange Coast College to the OC Fair, then Davis Magnet School turnaround. This shuttle program will operate all twenty-three (23) days of the OC

1. Operational hours may be adjusted according to need on certain days.

12. Roundtrip distance with 2 stops is approximately one and a half miles (1.5) miles.

2. Between two (2) and five (5) shuttles should be sufficient for this operation, pending various times of the day.

3. The shuttle will run from 5:00 a.m. to 1:00 a.m.

4. Shuttles to have a minimum capacity of twenty (20) passengers per vehicle, based upon demand.

*OFFSITE LOCATION (TBD)

1. The need for an offsite location has not yet been determined. Should the District determine that an offsite location is required, the following requirements shall apply.

2. Contractor may provide transportation to an additional offsite location as agreed to by the Contractor and the District.

3. 7 Shuttles will be required with a minimum capacity of forty-five (45) passengers.

4. 2 ADA will be required with a minimum capacity of twenty (20) passengers.

5. The additional location will be within a 5 mile radius of the OC Fair and Event Center.

E. Year-Round Events

While the primary focus is the annual OC Fair, Contractor may be needed year-round. Contractor will provide transportation from lot(s) to be determined by event needs.

1. Shuttles are to have a minimum capacity of forty-five (45) passengers.

2. The estimated operational hours are up to 120 per year.

F. Estimate Number of Hourly Services Needed Annually

Bidder shall provide Hourly Rates for each of the service types listed below and according to the Financial Proposal Bid Form, the Excel Spreadsheet.

• Shuttle Services

The table below is included to help Bidders gain an understanding of the estimated hours and allocation of services; however, all quantities provided below and on the Financial Proposal Bid Form (see Attachment 3) are approximations. Contractor will not be guaranteed any specific amount of work. Actual work to be performed will be directed by the District and will vary from year to year. If particular events or projects result in additional costs that exceed the contract amount, the awarded contract will be amended to reflect the additional work. Billing should reflect the actual work performed, at the rate indicated on the Financial Proposal Bid Form.

*Off-site parking locations, number of shuttles needed and shuttle routes are subject to change.

EXHIBIT A

Year Round Facility Map

EXHIBIT B

Annual-Fair Facility Map

EXHIBIT C

Orange Coast College Map (Off-Site Annual Fair Parking)

Area Estimated

Service Hours

Orange Coast College – Lot “E” 805

Orange County Fair – Lot “E” 805

Davis Magnet School Lot 805

Interim Events 120

Offsite (TBD – May/May not required) 340

Total Estimate Hours 2,875

Area Estimated

Service Hours

Orange Coast College – Lot “E” 805

Orange County Fair – Lot “E” 805

Davis Magnet School Lot 805

Interim Events 120

Offsite (TBD – May/May not required) 340

Total Estimate Hours 2,875

Option Years:

Service Hours

Orange Coast College – Lot “E” 805

Orange County Fair – Lot “E” 805

Davis Magnet School Lot 805

Interim Events 120

Offsite (TBD – May/May not required) 340

Estimated

Service Hours

Orange Coast College – Lot “E” 805

Orange County Fair – Lot “E” 805

Davis Magnet School Lot 805

Interim Events 120

Offsite (TBD – May/May not required) 340

Area Estimated

Service Hours

Orange Coast College – Lot “E” 805

Orange County Fair – Lot “E” 805

Davis Magnet School Lot 805

Interim Events 120

Offsite (TBD – May/May not required) 340

Service Hours

Orange Coast College – Lot “E” 805

Orange County Fair – Lot “E” 805

Davis Magnet School Lot 805

Interim Events 120

Offsite (TBD – May/May not required) 340

Note: “Estimated # of Service Hours is approximate. If particular events need service for additional hours, a reduction in hours and/or additional events added per the District’s request, the awarded contract will be amended to reflect actual hours and or events serviced. Billing invoices must reflect actual hours and or events serviced at the rate indicated on the Financial Proposal Bid Form.

Cumulative Total (2026 - 2031)

15,210

Note: The majority of the hours will be during the annual OC Fair in July and August.

G. Reports and Communication

1. Contractor shall maintain a Log identifying any complaints including any incidents, accidents or other occurrences which require emergency services or potential exposure to liability is suspected.

2. Contractor shall report any complaints, accidents or other occurrences to the District as soon as possible and shall notify District Security & Traffic Management personnel immediately regarding any incident involving injury or need for emergency medical assistance.

H. Definitions and Bidding Requirements

The District does not guarantee the minimum or maximum amount of services that will be required/used during the annual OC Fair, Imaginology and/or Year-Round Events. The above personnel services schedules identify the anticipated needs of the District. Bidder is responsible for a cost-effective and comprehensive operational plan.

Based upon Bidder’s experience and the information contained herein, Bidder shall supply an operational plan and provide equipment and services appropriate for venues of this scope upon after the award is made and/or during the Agreement term. Contractor is responsible to ensure a complete and fully functional package is provided.

All costs for labor, transportation, and materials used to deliver, install, maintain and remove the equipment described in this IFB as applicable, must be included in the labor pricing submitted in Bidder’s Financial Proposal Bid Form. Contractor’s services include any labor or materials not mentioned, but required to make the

Bid – Labor: Bidder shall provide an “all inclusive” hourly rate for all personnel, equipment, supervision, insurance, transportation, and supplies necessary to provide setup, operation, maintenance, and any other services based upon the scope of work contained herein and for each event type listed.

#. PREVAILING WAGE (If applicable)

Bidders must comply with prevailing wage compliance.

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

PART VI

EVALUATION & SUBMISSION

A. Evaluation

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

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

B. Breaking Ties

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

C. Submission requirements

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

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

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

D. Modification of Bid Documents

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

E. Contractor’s Terms and Conditions

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

F. Board Approval

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

PART VII

MANDATORY FORMAT AND CONTENT REQUIREMENTS

A. INTRODUCTION

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

• All bids…