RFP_Final_for_Release.pdf

R_________ A_______ F______

Rev. 7/24

32ND DISTRICT AGRICULTURAL ASSOCIATION

HORSE BOX STALL CLEANING, HORSE FEEDING, DAILY

ARENA/TURNOUT MAINTENANCE, and GENERAL RANCH FACILITY

MAINTENANCE

HIGH SCORE

REQUEST FOR PROPOSAL

RFP NUMBER: TRCC-01-25

OC Fair & Event Center

88 Fair Drive Costa Mesa, California 92626

Date Issued: OCTOBER 14, 2025

MANDATORY WALK-THROUGH – October 29, 2024, 9:00 a.m.

Bids must be received no later than NOVEMBER 15, 2024 BY

Clearly marked with the following:

HORSE BOX STALL CLEANING, HORSE FEEDING, DAILY

ARENA/TURNOUT MAINTENANCE, and GENERAL RANCH FACILITY

MAINTENANCE

RFP Number TRCC-01-25

PROPOSALS MUST BE SUBMITTED BY EMAIL TO RFP@OCFAIR.COM via

“WETRANSFER.COM”

Contact Person: Kelly Vu Email: RFP@ocfair.com

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

Prospective bidders to send email request to RFP@ocfair.com to receive notification/communication.

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

mailto:RFP@OCFAIR.COM KVu Typewritten text 11:00 a.m.

T A B L E O F C O N T E N T S

PAGE

PART I – DEFINITIONS

PART II – GENERAL INFORMATION

PART III – RULES GOVERNING COMPETITION & TECHNICAL EVALUATION

PART IV – HISTORY & GENERAL INFORMATION

PART V – STATEMENT OF WORK (SOW) TO BE PERFORMED

PART VI – EVALUATION, SELECTION & SCORING PROCESS

PART VII – MANDATORY FORMAT AND CONTENT REQUIREMENTS

PARTT VIII – EXHIBITS A THROUGH D

PART IX – FORMS SECTION

SECTION A – TO BE COMPLETED BY BIDDER

SECTION A-1: COVER LETTER

SECTION A-2: TECHNICAL PROPOSAL

SECTION A-3: FINANCIAL PROPOSAL BID FORM

SECTION A-4: BIDDER/CONTRACTOR STATUS FORM

SECTION A-5: BIDDER DECLARATION

SECTION A-6: DARFUR CONTRACTING ACT ATTACHMENT

SECTION A-7: IRAN CONTRACTING ACT VERIFICATION FORM

SECTION A-8: STD1000 – GEN. ART. INTEL. (GEN AI) REP FACTSHEET…… 45

SECTION B – TO BE COMPLETED BY DISTRICT

SECTION C – SAMPLE OF DOCUMENTS TO BE AWARDED

Standard Agreement………………………………………………………………… 50

Exhibit A Scope of Work ……………………………………………………………...51 Exhibit B Budget Detail & Payment Provisions………………………………..……53

Exhibit C General Terms & Conditions………………………………………………54 Exhibit D Special Terms & Conditions……………………………………………….58

Exhibit E Insurance Requirements…………………………………………………...62 Exhibit F Megan’s Law………………………………………………………………...65 Exhibit G OCFEC Uniform & Identification Procedures…………………………….68 Exhibit H Additional Contract Terms & Conditions………………………………….69

PART I

DEFINITIONS

BIDDER/PROPOSER: The individual, company, organization or business entity submitting the proposal in response to the Request for Proposal.

CFSA: Refers to California Fairs Services Authority, a not-for-profit joint power 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 RFP. 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:

88 Fair Drive 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:

1010 Hurley Way, Suite 200 Sacramento, California 95825

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 RFP 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.

RFP: Request for Proposal.

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 RFP 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. FOR REQUEST FOR PROPOSALS (RFP)

The Board of Directors of the 32nd District Agricultural Association is releasing this RFP with the intent to award a contract for the purpose of obtaining HORSE BOX STALL CLEANING, HORSE FEEDING, DAILY ARENA/TURNOUT MAINTENANCE, and GENERAL RANCH FACILITY MAINTENANCE in accordance with the Scope of work listed in this RFP and as directed by the District, from January 1, 2025 – December 31, 2026, with three (3) 1-year options to renew. The agreement options are to be exercised independently and at the sole discretion of the District. Certification of satisfactory contract performance is required. Extensions may involve renegotiation of certain areas.

B. BIDDER RESPONSIBILITY

Bidders are urged to read all documents thoroughly as the District shall not be responsible for errors or 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.

To be considered, qualified Bidders are required to attend a mandatory walk-through on Tuesday, October 29, 2024, at 9:00 a.m. Meet in The Ranch Community Center office located near the Gate 9 entrance off of Arlington Drive. All Bidders must sign in at the walk-through. Proposals will be deemed non-responsive from Bidders who do not attend the meeting.

C. DELIVERY OF PROPOSALS

Proposals must be electronically submitted prior to the closing time and by email* to RFP@ocfair.com via wetransfer.com.

Failure to meet these requirements will result in an unaccepted proposal.

D. CONTRACT AWARD

Each Bidder’s financial proposal is evaluated and scored by the Committee who utilizes the score sheet.

Small Business preference will be given where applicable. The lowest potential cost is awarded the maximum points, thirty (30). Other proposals are awarded cost points based on the following calculation:

Lowest Proposer’s Cost divided by other proposal (factor) X maximum cost points = cost points for other proposer

(Example: Lowest cost proposal of $75,000 divided by other proposal of $100,000 = ¾ (factor) x 30 = 22.5 points award to other proposal)

If the contract is awarded, it shall be granted to the qualified responsible Bidder who receives the highest overall score. Prior to the Board of Directors of the 32nd District Agricultural Association awarding a contract, the District shall post a “Notice of Proposed Award” on the OC Fair & Event Center 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:

• The time for posting notice of award has expired;

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

• It is approved by the District Board of Directors during a public meeting. The District Board of Directors, in its sole and absolute discretion, may decide not to approve any contract following the mailto:RFP@ocfair.com

RFP process and the District shall have no obligation to reimburse any Bidder for any costs of fees incurred as a result of this RFP.

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

RFP Released

*Mandatory Job Walk – 9:00 a.m.

**Questions Due via Email

Answers Sent to All Bidders via Email

Proposal Deadline

Scoring

Presentation

Notice of Proposed Award

Protest Deadline

Board Approval of RFP Award

Proposed Contract Commences

Monday, October 14, 2024

Tuesday, October 29, 2024

Thursday, November 7, 2024

Tuesday, November 12, 2024

Friday, November 15, 2024, by 11:00 a.m.

Wednesday, November 20, 2024

Friday, November 22, 2024

Monday, November 25, 2024

Friday, December 6, 2024

Thursday, December 19, 2024

Wednesday, January 1, 2025

The District reserves the right to change any dates of the above schedule. Bidders will be notified.

* The mandatory walk-through is to give Bidders a further understanding of the venue and venue requirements. It is not a time for technical questions relating to the RFP. Plan at least two (2) hours for the walk-through. Comfortable walking shoes are recommended.

** All questions are to be submitted in writing and email to RFP@ocfair.com by the date and time specified above. All Bidders will be sent email notification when questions and answers are posted on the District’s web site. No RFP related questions will be answered following 5:00 p.m. on Thursday, November 7, 2024.

F. BIDDER/CONTRACTOR STATUS FORM

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

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 RFP.

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, 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 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 and Disabled Veteran Business Enterprise (OSDS). Questions regarding the preference approval process should be directed to the OSDS, 707 Third Street, 1st Floor, Room 400, West Sacramento, California 95605, (916) 375-4940.

If Bidder is claiming the 5% small business preference, a copy of Bidder’s OSDS Small Business Certification should be submitted with the proposal (This certificate can be obtained here:

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 sub-contractors shall include the subcontractor’s name, address, phone number, description of work to be performed and dollar amount of percentage for each subcontractor.

Small business preference qualification information must be included in all bid documents. This must include procedures for claiming small business preference, microbusiness 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.

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 Section C, 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 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/sbdvbe-index.aspx 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 RFP.

K. SIGNATURE

The Proposal Forms, Certifications, Letters, 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.

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 RFP 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 RFP.

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

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

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

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

• If the Contractor is not satisfied with the final decision, the matter 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:

• 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.

• "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.

• 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. RFP 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 X – Forms):

a. The attached sample Standard Agreement; the RFP General Provisions including Additional Contract Terms and Conditions; Payee Data Record; Contractor Certification Clauses; General Contract Terms and Conditions, and Insurance Requirements.

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

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

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

e. Megan’s Law Screening and Certification.

f. OCFEC Uniform and Identification Procedures

2. Errors and Requests for Additional Information

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

If a Bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, 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 RFP. 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 RFP)

Prior to award of a contract, the General Provisions, Statement of Work to be Performed, Addenda and all forms and documents of this RFP constitute the potential contract. Any requests to change any of these documents must be submitted according to the instructions “Errors and Requests for Additional Information” above. All changes to this RFP 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 RFP 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 the 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 RFP and any addenda.

Important: It is the Bidder’s responsibility to confirm in writing receipt of all addenda issued to this RFP before submitting a proposal. Failure to confirm in writing receipt of all addenda in any proposal will render the proposal non-responsive and result in its rejection.

Acknowledgment of all addenda must be noted by the Bidder on each Financial Proposal Form in the space provided. The District reserves the right to change or cancel the RFP opening date for its own convenience and at its sole and absolute discretion.

4. Definitions

The use of “shall,” “must” or “will” indicates a mandatory requirement or condition in this RFP. Failure to include such mandatory requirements or conditions will result in the disqualification of a proposal. In the Scope of Work, all mandatory requirements are indicated by an asterisk (*), see Part V.

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, Sections C and E.

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

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

• 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 the District determines, in its sole and absolute discretion, that the information was intended to mislead the District in its evaluation of the proposal and the attribute, condition or capability of this RFP.)

• Not using provided required forms and attachments.

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 RFP; postpone or cancel, at any time, this RFP process, or waive any irregularities in this RFP. 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 RFP, 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

• 32nd District Agricultural Association dba OC Fair & Event Center Business Services Department Attention: Business Services Supervisor 88 Fair Drive

Costa Mesa, CA 92626 Email: RFP@ocfair.com

Protests may be sent by regular mail, email, courier or personal delivery. Protestors 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 at the District’s Administration Office.

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.

B. OTHER INFORMATION

1. Dispositions of Proposals

All materials submitted in response to this RFP will become the property of the District. All proposals, evaluation and scoring sheets shall be available for public inspection at the conclusion of the Committee scoring 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. Two (2) copies of the proposal shall be retained for official District files.

2. Confidentiality of Proposals

The District will hold the contents of all proposals in confidence until issuance of the Notice of the Proposed Award; once issued and posted, no proposal will be treated as confidential. However, if a Bidder maintains that certain information is proprietary, all proprietary or other legally protected material must be identified at the time of submitting the proposal to retain the claim of confidentiality. Bidder acknowledges that all materials submitted in response to this RFP, 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. Modification or Withdrawal of Proposals

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

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

PART IV

HISTORY & GENERAL INFORMATION

The OC Fair & Event Center is a 150-acre multi-use property owned and operated by the 32nd District Agricultural Association, 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 District is used throughout the year for both public and private events, and educational and community activities. The District 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 District features 157,000 square feet of unique event space including 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 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, one of the most anticipated community events in Orange County, 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 period. 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 is developing 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 (SOW) TO BE PERFORMED

The District is soliciting Bids for the HORSE BOX STALL CLEANING, HORSE FEEDING, DAILY ARENA/TURNOUT MAINTENANCE, and GENERAL RANCH FACILITY MAINTENANCE. Yearly footing maintenance restoration service NOT included as part of the scope of work for arena and turnout maintenance.

The Agreement term for these services shall be for January 1, 2025 - December 31, 2026 with three (3) one (1)-year options. This part describes the work to be performed by the Bidder who is awarded the contract and contains terms and conditions which will be deemed incorporated and become a part of any contract awarded pursuant to this RFP. All terms and conditions are fixed and non-negotiable.

Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions.

Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

Covid 19 Infection Mitigation Protocol & Procedure Guidelines

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

GenAI Technology Use & Reporting

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

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

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

A. Minimum Requirements:

The Bidder must have demonstrated at least 2 years of consecutive experience within the last ten (10) years in the management, operation, and/or maintenance of an equestrian center or the management, operation, and/or maintenance of a facility that, in the sole discretion of the District, is similar in nature or would provide the bidder with the breadth, depth and similar skill set necessary to operate, manage and maintain an equestrian center.

The Bidder must provide a complete record of employment, and/or history of an equestrian center business or a similar service detailing years in business, amount of relevant experience (breadth, depth, and length), to be verified and supported by references, letters and other necessary evidence from all employers and/or public agencies, financial institutions and business references.

B. Scope of Work:

PURPOSE AND BACKGROUND

The District is a California State agency, operating under the purview of the Division of Fairs and Expositions of the California Department of Food and Agriculture, and is governed by a nine-member Board of Directors appointed by the Governor of California. The 32nd District Agricultural Association (“District”) is seeking a highly qualified Bidder with the demonstrated capacity, experience, and financial resources to perform HORSE BOX STALL CLEANING, HORSE FEEDING, DAILY ARENA/TURNOUT MAINTENANCE, and GENERAL RANCH FACILITY MAINTENANCE in The Ranch Community Center (TRCC). In performing these duties, selected Bidders must provide all services, equipment and related amenities relevant to the performance of these duties at TRCC. NO District equipment (including heavy equipment such as tractors, carts, water trucks, forklifts, etc.)

will be provided, rented or loaned to selected Bidder. The selected Bidder must be responsible for providing all services and submitting all required documents identified in Part IX. Bidders are responsible for making all necessary investigation and examination of the RFP documents, operations, and premises affecting performance of the proposed agreement. Failure to do so will not act to relieve any conditions of the Sample Agreement or specifications that are required in this RFP. It is mutually agreed that the submission of a proposal will be considered conclusive evidence that the Bidder has made such investigations and examinations.

Background Since 1979, the District has offered an opportunity for equestrian enthusiasts to board horses on the fairgrounds as well as provide facilities for horse shows. Approximately 7.5 acres (comprised of office, restrooms, facility operations yard [behind office], stables, arenas, picnic areas, etc.) is dedicated to The Ranch Community Center. From 2004 to 2022, the center was managed and operated by an outside contractor. Beginning January 1, 2023, to present, District staff has been managing the facility with a service provider contracted to perform daily feeding of horses, box stall cleaning and arena maintenance. The current service provider is under no obligation to continue services for selected Bidder.

Master Site Plan The OC Fair & Event Center Board of Directors has recently engaged in master planning of the facilities and grounds for the next 10 years. The plan includes the expansion of the administration building, the addition of an exhibit building, new public restroom facilities, etc. The first phase of the master site plan was approved at the January 26, 2023 OCFEC Board meeting and the Power Point presentation can be found here:

https://ocfair.com/public-information/ocfec-facilities-information-2/. No changes to the existing uses at the center were contemplated or proposed in the approved plan.

Setting The portion of the fairgrounds where services are to be performed will be located at The Ranch Community Center, which is indicated in the following description: center measuring approximately 7.5 acres on the northeast section of the fairgrounds (EXHIBIT A and B). The TRCC facility boundary is absolute.

HORSE BOX STALLS

Inventory of horse stalls are as follows:

- 137 Box Stalls (12x12)

▪ 77 of which are for TRCC community programs

▪ 60 of which are available for private boarding

- 13 Double Stalls (12x24)

▪ 9 of which are for TRCC community programs

▪ 4 of which are available for private boarding https://ocfair.com/public-information/ocfec-facilities-information-2/

TACK ROOMS

Tack rooms are horse box stalls that have been converted into storage for tack and equipment. Tack rooms are not included as part of daily cleaning.

▪ 25 of which are for TRCC community programs

▪ 18 of which are available for private boarders

ARENA/TURNOUTS

- 4 Main Arenas (approximate sizes)

▪ Mesa (Arena #1) - 258.4' x 154.3'

▪ Orange (Arena #2) - 218.3' x 156.2'

▪ Arlington (Arena #4) - 198.1' x 137.6'

▪ Dressage (Arena #5) - 154.6' x 66.1'

- 2 Turn Outs (approximate sizes)

▪ Arena #3 - 176.8' x 61.2'

▪ Arena A - 95.8' x 49'

- 4 Round Pens (approximate sizes)

▪ B - 93'Ø

▪ C (small) - 45.9'Ø

▪ D (small) - 51.8'Ø

▪ E (small) - 46.1'Ø

OTHER GENERAL AREAS

- Wash Racks with 2 cross ties

- Shoeing Rack with 3 cross ties

- 3 Hot Walkers - 43.3' x 42.4' (approximate sizes)

- 62 Cross Ties with mats

- Storage Areas

▪ Shop/Storage - 56' x 28'

▪ Storage #1 (covered) - 22' x 26'

▪ Storage #2 - 20' x 26'

▪ Storage #3 (covered) - 12' x 25'

▪ Storage #4 - 22' x 20'

As of the release of this RFP current occupancy by private horse owners are as follows (date: 10/1/2024):

Type Occupied

Box Stalls:

- Single, 12’x12’ 47

- Double, 12’x24’ 4

Impact of Annual Fair Operations, Year-Round Events Program, etc.

Selected Bidder acknowledges the existence of District’s annual Fair operations and year-round events program. In addition, selected Bidder recognizes the District rents fairgrounds facilities and property outside of TRCC for the operation of other public and private events. Selected Bidder acknowledges these events and activities may present operational impacts to the center. District will make every effort to minimize operational impacts in order to ensure uninterrupted service of operations to TRCC. During the annual Fair, the District will provide, at its expense, security detail at Gate 9, for the 23-day run of the OC Fair (not including days when the fair is closed on Mondays and Tuesdays).

The District is a designated large animal rescue facility. A Letter of Understanding (LOU) exists between the County of Orange and the District and was intended to establish the use of District facilities during an Evacuation Order. The District shall notify Contractor during the event of an Evacuation Order.

NO camping/overnight stays allowed by staff, clients, service providers, etc., without the expressed written consent of the District; NO onsite housing provided or allowed.

Essential responsibilities of the selected Bidder for the performance of HORSE BOX STALL CLEANING, HORSE FEEDING, DAILY ARENA/TURNOUT MAINTENANCE, and GENERAL RANCH FACILITY MAINTENANCE, of The Ranch Community Center include, but are not limited to:

Horse Box Stall Cleaning

▪ Occupied box stalls must be cleaned daily, seven (7) days per week, 365 days per year, including weekends and holidays. Work must be performed between the hours of 6:00 a.m. and 4:00 p.m., with a deep cleaning performed in the morning and spot cleaning (manure only) provided in the afternoon.

Standard single box stalls are approximately 12-feet by 12-feet in size or 12-feet by 24-feet for double stalls. District will provide layout/map of stalls occupied requiring service. Tack rooms and dry stalls not included as part of the scope of work for cleaning. Deep cleaning is defined as the removal of manure and contaminated bedding (urine, water or other foreign particles). Approximately 1 bag of shavings is added to stalls daily after cleaning. Upon request by center management, stalls may be completely stripped of all shavings, down to the base floor/mats, when being permanently vacated by a horse. Any variances to daily stall cleaning of horse box stalls will be specified by the District through the request of the owner of the horse.

▪ Shavings must be purchased and provided by selected Bidder. Selected Bidder to provide receipts of proof of purchase of shavings when submitting invoice(s) to District. Selected Bidder is responsible for receiving, unloading, and storing shavings in designated storage areas upon delivery.

Horse Feeding and Water Bowls

▪ Horses must be fed two (2) times per day, seven (7) days per week, 365 days per year, at or around 7:00 a.m. and 3:30 p.m. Feed options must include alfalfa, orchard, bermuda, or timothy hay and/or cubes. The type of feed may vary per horse and will be specified by the District through the request of the owner of the horse.

▪ Feed must be purchased and provided by selected Bidder. Selected Bidder to provide receipts of proof of purchase/cost of types of feed ordered when submitting invoice(s) to District. Selected Bidder is responsible for receiving, unloading, and storing feed in designated storage areas upon delivery.

▪ Regular inspection and maintenance of water bowls to ensure that they are in proper working order, with no leaks, or debris.

▪ In the interest of the health and safety of the horses, corrections and or maintenance related to feed or water bowls must be corrected immediately.

Arena and Turnout Maintenance

▪ Arenas and turnouts shall be dragged and watered at minimum, two (2) times per day, seven (7) days per week, 365 days per year, including weekends and holidays. Work to be performed between the hours of approximately 6:00 a.m. and 4:00 p.m.

▪ Selected Bidder shall drag and water the arenas and turnouts on a more frequent basis when required for weather conditions, or as may be reasonably required by the District.

▪ Sealing of arenas and turnouts to be done as needed due to weather or as requested by the District.

When arenas and or turnouts are closed and sealed due to weather, selected Bidder shall maintain arenas and surrounding areas including the cleaning of drains to ensure they are free of debris, water puddles, and manure as part of stormwater management best practices (Exhibit C).

▪ Sand bags used in and or around arenas must be filled with the same material as arena footing (no rocks/pebbles).

▪ Arena footing material may need to be replaced and or repacked in or around arenas after weather events (e.g., rain).

▪ Yearly footing maintenance restoration service NOT included as part of the scope of work for arena and turnout maintenance.

▪ Regular routine maintenance of arenas will involve the removal of jumps, standards and/or equipment in arenas/turnouts, as needed to maintain the integrity of the footing.

General Ranch Facility Maintenance In addition to daily horse box stall cleaning, horse feeding and daily arena, round pen, and turnout maintenance, the following are other general tasks to be performed on a daily and/or regular basis:

▪ Ordering and inventory management of feed and bedding purchased to service clients of The

Ranch Community Center.

▪ Regular removal/hauling of trash/manure/green waste from barn areas to designated waste collection area(s).

▪ Regular maintenance and repair of jumps, standards (including poles, boxes, panels, etc.) and/or other arena equipment as needed.

▪ Regular maintenance and/or replacement of stall mats in box stalls.

▪ Regular maintenance, inspection, and repair of hot walkers as needed.

▪ Regular maintenance and cleaning of community areas including wash racks, shoeing areas as needed.

▪ Regular inspection and repair of all existing stalls, gates, cross-ties, fences and panels as needed.

These repairs may include welding, metal flashing, light plumbing, or light electrical work. Any work must first be approved by center management so materials may be purchased by center staff.

▪ Maintain, repair, and replace existing feeders as needed.

▪ Maintain, repair, and replace existing automatic waterers as needed.

▪ Maintain, repair and replace water spigots as needed.

▪ Provide dust control throughout the facility, including arenas and round pens.

▪ Maintain all public walkways/aisleways/barn aisles free and clear of debris and manure, to include the collection/removal of all trash in trash receptacles placed throughout the facility.

▪ Regular cleaning of picnic areas and general visitor/public areas as needed.

▪ Regular cleaning of TRCC maintenance yard areas where feed, bedding, tools and equipment are stored.

▪ General landscaping in TRCC areas to include the regular watering of plants, weeding, and light trimming of trees, bushes and hedges as needed.

▪ After weather events (e.g., rain), smooth out community areas/walkways/barn aisles made of decomposed granite.

Standards of Performance

▪ Selected Bidder shall furnish a qualified labor force sufficient to satisfactorily complete all specific requirements prescribed herein.

▪ Selected Bidder is required to have at least one (1) employee onsite, while work is in progress, who speaks and understands the English language. When multiple employees are on location, one (1) employee must be designated as the onsite representative, who must be able to speak and understand the English language.

▪ Both parties understand and agree that only the highest standards of cleanliness are acceptable.

The minimum requirements and scope of work may not be all inclusive. All items not included, but found necessary to properly feed the horses, clean box stalls, maintain arenas/turnouts, and perform other general TRCC facility maintenance as needed shall be done as though written herein.

The Ranch Community Center Supervisor shall judge performance of the Selected Bidder.

▪ If the selected Bidder’s performance is unsatisfactory, the District will verbally advise them and allow 24-hours to correct deficiencies. If deficiencies are not corrected within the 24-hour time limit, the District will give the selected Bidder written notice with a deadline date. Failure to comply by the deadline date will result in penalties as stated below:

First Occurrence – 5% of monthly invoice Second Occurrence – 10% of monthly invoice Third Occurrence – 15% of monthly invoice and basis for contract review and corrective action

▪ If selected Bidder has accrued penalties and has not received an additional penalty within a continuous six (6)-month period, then one occurrence will be dropped. District will not reimburse for any penalized work.

▪ If certain District areas are inaccessible because of District operations, and prior notification and alternative scheduling were not initiated by the District, selected Bidder must notify the District and prepare an alternative schedule…