eRFP-PRC-FY26-0542

Fantasy of Lights Event Coordination Services

COUNTY OF SANTA CLARA, CALIFORNIA

REQUEST FOR PROPOSALS (RFP) FOR

FANTASY OF LIGHTS EVENT COORDINATION SERVICES

TITLE

RFP Number: eRFP-PRC-FY26-0542

ISSUE DATE:

December 12, 2025

ELECTRONIC SUBMISSION OF PROPOSALS PROJECTED DUE DATE:

February 13, 2026, 3:00 PM Pacific Time

Procurement Department

130 West Tasman Drive, First Floor

San Jose, CA 95134

Procurement Officer: Justin Singleton

Telephone: (408) 491-7466

Email: justin.singleton@prc.sccgov.org

THIS RFP SOLICITATION REQUIRES ALL PROPOSALS TO BE SUBMITTED

ELECTRONICALLY THROUGH THE COUNTY’S E-SOURCING SYSTEM NO PAPER, EMAIL

OR FAX SUBMISSIONS WILL BE ACCEPTED AND MAY BE DEEMED NONRESPONSIVE.

mailto:justin.singleton@prc.sccgov.org

Table of Contents

RFP SECTIONS

I. INTRODUCTION 3

II. SCHEDULE AND EXPLANATION OF EVENTS 6

III. PROJECT SCOPE 9

▪ ATTACHMENT 1: COUNTY-OWNED DISPLAYS AND LIGHTING

▪ ATTACHMENT 2: REQUIRED EQUIPMENT TO BE PROVIDED BY

CONTRACTOR

IV. EVALUATION, NEGOTIATIONS AND AWARD PROCESS 33

V. CONDITIONS GOVERNING THE PROCUREMENT 36

VI. PROPOSER'S SUBMISSION 40

• ATTACHMENT 1: WRITTEN PROPOSAL TEMPLATE

• ATTACHMENT 2: PROPOSAL PRICE RESPONSE FORM

• ATTACHMENT 3: DECLARATION SUBMITTAL FORM

RFP EXHIBITS

The following Exhibits are for references

EXHIBIT A: COUNTY OF SANTA CLARA STANDARD TERMS AND

CONDITIONS

EXHIBIT B: INSURANCE REQUIREMENTS

EXHIBIT C: DESIGNATION OF SUBCONTRACTORS

EXHIBIT D: ZERO WASTE POLICY FOR COUNTY FACILITES AND

OPERATIONS

EXHIBIT E: PARK MAP

I. INTRODUCTION

A. INVITATION

The County of Santa Clara (County) is seeking proposals from qualified vendors to provide Fantasy of Lights Event Coordination Services for County’s Parks and Recreation

Department.

Established in 1999, the Fantasy of Lights (FOL) is an annual holiday celebration featuring dazzling light displays at Vasona Lake County Park, 333 Blossom Hill Road, Los Gatos. Recognized as Northern California’s premier holiday light show, FOL showcases more than 50 themed and animated exhibits, illuminated tunnels, and a sparkling 90-foot tree. The event is designed with sustainability in mind, using energy-efficient LED lighting.

The qualified Proposer(s) shall have background and expertise in coordinating events similar in size and scope to the event described herein.

This (Request for Proposals) RFP may result in a single award or multiple awards. It is the County’s intent to award a contract with a term of five (5), unless terminated earlier or otherwise amended.

B. PRE-PROPOSAL CONFERENCE

No pre-proposal conference is scheduled for this RFP. Please submit all questions by the due date listed in Item A of Section III.

Mandatory. Attendance at the pre-proposal conference is a prerequisite for submission of a proposal.

Non-mandatory. Attendance at the pre-proposal conference is strongly recommended but is not a prerequisite for submission of a proposal.

Pre-proposal Conference Date/Time/Location:

Date: December 17, 2025 Time: 10:00 am Pacific Time

Location:

Pre-Proposal Conference will take place through Microsoft Teams. Please use the following link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjJlYzRlZjgtNzliYy00YTk1LThmNjktNDRmNDE4MTBmMjU4%40thread.v2 /0?context=%7b%22Tid%22%3a%220ac3202f-c3e9-4f56-830d- 017d09d16b3f%22%2c%22Oid%22%3a%2201d7b49a-fcfb-4e72-82aa-3c30f844486a%22%7d

Call in Number: +1 408-791-0743 Conference ID: 587 809 358#

C. MANDATORY SITE VISIT

Attendance at the mandatory pre-proposal conference and site visit is a prerequisite for submission of a proposal. Proposers must attend the entire session in order to be considered for an award. Please email the Procurement Officer for this RFP at justin.singleton@prc.sccgov.org if you intend to participate.

Date: Monday, December 29, 2025 Time: 4:00 – 5:30 pm PST Location: Vasona Lake County Park

Former Administration Building 298 Garden Hill Drive Los Gatos, CA 95032

All attendees are required to sign in upon arrival and sign out at the conclusion of the Pre- Proposal Conference and Site Visit with the Procurement Officer. Attendees must report to the Procurement Officer at the former Administration Building between 3:20 p.m. and 3:50 p.m. to ensure a timely start at 4:00 p.m. For directions, please reference the document titled “Driving Directions and Map to Site Walk” available on www.biddingo.com.

No audio, video, or written, transcript record of the proceedings of this pre-proposal conference will be available after its conclusion. The County will attempt to tabulate a list of all questions and responses at the pre-proposal event but does not guarantee that the list will include every question asked at the event. Upon request, the County may publish a list of vendors attending the pre-proposal conference after the conclusion of the event

A. PROPOSAL SUBMISSION

This RFP solicitation requires all proposals to be submitted electronically through the

County’s E-sourcing system at https://biddingousa.com/santaclaracounty. Submissions by mail, email, or fax will not be accepted and may be deemed nonresponsive.

B. BACKGROUND

1. COUNTY OF SANTA CLARA

Santa Clara County (SCC) is the sixth most populous county in California, with a population of 1.9 million people. SCC contains 168 distinct voting districts, 15 cities encompassing approximately 1,300 square miles and a large concentration of electronics, information technology, research and manufacturing firms. SCC is the fifth-largest county government in the State.

SCC’s governmental structure includes a decentralized mix of approximately 50 agencies and departments. The County provides services such as public safety and justice, road construction and maintenance, parks and recreation, libraries, and environmental resource management. It also operates "enterprise" programs, which charge fees to users for services.

Two examples are the County Health System, which includes four hospitals, and the County airports. The County acts as an agent of the State in administering health, social services, mailto:justin.singleton@prc.sccgov.org http://www.biddingo.com/ https://biddingousa.com/santaclaracounty and criminal justice programs that are of statewide concern.

Policy making and legislative authority are vested in the Board of Supervisors, which consists of an elected Supervisor from each of the county’s five districts. The Board’s responsibilities include passing ordinances and policies, adopting the budget, appointing committees and appointing the County Executive who manages the day-to-day operations of the County. For more information, please go to www.santaclaracounty.gov.

2. PARKS AND RECREATION DEPARTMENT

The mission of the Santa Clara County Parks and Recreation Department (Parks) is to provide, protect and preserve regional parklands for the enjoyment, education and inspiration of this and future generations. Since the dedication of the first County park 63 years ago, the County’s park system has grown to encompass over 52,000 acres of parkland in 29 separate regional parks. Today the County’s park system offers more than

290 miles of paved and unpaved recreational trails; fishing, boating, camping, and picnicking facilities; off-leash dog areas; and an array of land and water based recreational venues. Most of the County’s regional parks offer visitors and residents access to open space in a rural setting, with many containing unique cultural and historic components, while still close to the urban core of the Santa Clara Valley. Since 1972 the

Department has benefitted from a stable funding source, the Park Charter Fund, which was re-approved by the voters in 2016. Santa Clara County Parks and Recreation

Department has a six-decade legacy of providing outstanding recreational opportunities in beautiful natural locations and has resulted in one of the largest regional park systems in California.

http://www.santaclaracounty.gov/

II. SCHEDULE AND EXPLANATION OF RFP EVENTS

This section of the RFP contains the anticipated schedule for the procurement and describes the procurement events as well as the conditions governing the procurement.

A. SCHEDULE OF RFP EVENTS

The County will make every effort to adhere to the following anticipated schedule:

EVENT DATE

1. Issuance of RFP December 12, 2025

2. Pre-proposal Conference December 17, 2025

10:00am – 11:00pm PST

3. Fantasy of Lights Site Visit December 29, 2025

4:00pm – 5:30pm PST

4. Deadline to Submit Written Questions January 9, 2026

5. Response to Written Questions/RFP

Addendum Posted January 16, 2026

6.

Deadline to Submit Required Forms (If

Applicable) N/A

7. Submission of Proposals February 13 2026, 3:00 pm Pacific

Time

8. Proposal Evaluation February 2026

9. Selection of Short List (If Applicable) March 2026

10.

Conduct Oral Presentations/

Demonstrations (If Applicable) March 2026

11. Selection of Finalist(s) March 2026

12. Negotiations April 2026

13. Issue Notice of Intent to Award April 2026

14. Contract Approval and Execution May 2026

15. Commencement of Contract June 2026

C. RFP PONT OF CONTACT

The County has designated a Procurement Officer who is responsible for the conduct of this

Procurement whose name, address and telephone number are listed below:

Justin Singleton, Buyer III

Procurement Department

130 West Tasman Drive, First Floor

Telephone: (408) 491-7466

Email: justin.singleton@prc.sccgov.org

Any inquiries or request regarding this procurement should be submitted to the Procurement

Officer in writing through the County’s E-sourcing system. Proposers may contact ONLY the

Procurement Officer regarding this RFP.

D. EXPLANATION OF RFP EVENTS

1. ISSUE OF RFP

This RFP is being issued by the County Procurement Department. Copies of this RFP including supporting documents may be obtained from the County's E-sourcing system.

2. DEADLINE TO SUBMIT WRITTEN QUESTIONS

Submit all written questions through the County's E-sourcing system by the due date listed in Item A of Section III to the Procurement Officer. The County will not respond to questions submitted in any other manner or format.

3. RESPONSE TO WRITTEN QUESTIONS/RFP ADDENDUM POSTED

The County will list answers to all written questions received by the deadline in Section III

A (“Deadline to Submit Written Questions”) and will provide the responses via an addendum posted on the County's E-sourcing system. The County may, but is not required to, respond to questions at other times, e.g., prior to a scheduled pre-proposal conference.

The County reserves the right to post additional addenda until the RFP closing date and time, including addenda that make material changes to the RFP.

4. DEADLINE TO SUBMIT REQUIRED FORMS

Not Applicable.

5. SUBMISSION OF PROPOSALS

All proposals shall be submitted through the County's E-sourcing system. Proposals must be filed in the County's E-sourcing system on or before the due date and time of proposal submission, or the County may reject them as untimely.

mailto:justin.singleton@prc.sccgov.org https://www.periscopeholdings.com/s2g

6. NUMBER OF RESPONSES

Only one proposal will be accepted from any one person, partnership, corporation or other entity; however, several alternatives may be included in one proposal.

7. PROPOSAL FORMAT AND ORGANIZATION

The proposal should be organized and indexed in the following format and should contain, at a minimum, all listed items in the sequence indicated:

Section 1: Letter of Transmittal

Section 2: Table of Contents

Section 3: Proposer’s Corporate Information

Section 4: Project Scope Requirements Response Form (See Section VI –

Proposer’s Submission)

Section 5: Price Proposal Schedule (See Section VI – Proposer’s

Submission)

Section 6: Proposer’s Declaration Submittal Form (See Section VI –

Proposer’s Submission)

8. PROPOSAL PREPARATION INSTRUCTIONS

Within each section of their proposal, proposers should address the items in the order in which they appear in this RFP. All forms provided in the RFP should be thoroughly completed and included in the appropriate section of the proposal.

9. NON-CONFORMING SUBMISSIONS

A submission may be deemed by the County as non-responsive and ineligible for consideration if it does not conform to the requirements of this RFP.

III. PROJECT SCOPE

The selected Proposer shall provide all services, equipment and resources for Parks and

Recreation’s Fantasy of Lights holiday event as required by the County. Event will take place at

Vasona Lake County Park located at 333 Blossom Hill Road in Los Gatos, California 95032.

The County will provide the actual dates and times of the event, which vary each year.

The contract to be awarded shall be used as a master agreement against which the ordering department shall issue subordinate purchase documents based on the pricing, terms, and conditions of the agreement. The County does not guarantee, whether implied or in writing, to purchase any estimated quantities based on past usage, annual dollar volume, or quantity. No minimum orders are guaranteed.

A. OBJECTIVES

Proposer shall be capable of:

1. Having the expertise and experience to manage and coordinate the lighting, displays, sound and other equipment for the event;

2. Meeting and communicating with Parks to make recommendations related to the lighting, displays and equipment for each year’s event, including Drive-Thru Nights and

Special Events;

3. Successfully meeting timelines and deadlines before, during and after the event;

4. Having the expertise and knowledge to ensure that the lighting, displays and equipment of the Fantasy of Light event is completely setup and passes final inspections prior to opening;

5. Having the knowledge and expertise to provide sufficient on-site supervision to properly handle, set up, test, removal and storage of displays, equipment and other resources before, during and after the event;

6. Providing of display maintenance and bulb replacement before, during and after the event;

7. Trouble-shooting and problem-solving issues related to the lighting, displays and equipment as they occur before, during and after the event;

8. Providing, maintaining, and trouble-shooting generators, power distributions, and other resources and/or equipment so they are operating at maximum performance level before, during and after the event;

9. Working with third party vendors for equipment rental; and

10. Providing of reports, updates and inventory list per County’s requirements.

The FOL event consists of:

1) Drive-Thru Nights where visitors enjoy the event from the comforts of their car while driving the 1.5-mile route; and

2) Special Events:

a) Walk-Thru Nights which are offered to allow visitors the opportunity to stroll through the park while enjoying the sights and sounds of the holidays with the animated displays, as well as enjoy food, music, and entertainment.

b) Additional special events which may be scheduled to provide the public additional opportunities to enjoy the event.

c) Additional setup and different working hours and testing may be required for

Special Events.

B. DEFINITIONS

1. CRPO: Contract Release Purchase Order

Abbreviation for Contract Release Purchase Order, which is a County-issued purchase order provided to a contracted supplier when an order is placed for contracted goods and services.

2. FOL: Fantasy of Lights

Abbreviation for Fantasy of Lights event.

3. Annual NTP: Annual Notice to Proceed

Abbreviation for Annual Notice to Proceed, defined as the list which outlines the details and timelines of the work to be performed for each year’s Fantasy of Lights event. The Annual NTP serves as the Parks Department’s confirmation to Supplier that it is acceptable to proceed with the work prior to the event.

4. Personnel: Defined as Contractor’s agents, employees, representatives, and subcontractors.

5. Staff: Defined as County employees.

C. SUPPLIER RESPONSIBILITIES

1 Service Requirements

1.1. County desires that a Proposer have at least three (3) years of experience.

1.2. Meeting: Contractor shall attend all meetings as required by the County, including pre-event, during the event and post-event. County will notify the

Contractor of date/time/location of the meetings. All meetings will be held at

County facilities. Tentative meeting times:

1.2.1. Pre-Event (pre-installation/setup) Meeting: June/July

1.2.2. During installation/setup Meetings: September-November, Weekly from start of installation through start of event (and other meetings, as needed)

1.2.3. During event: November/December, As needed

1.2.4. Post-event: End of January

1.3. Contractor, its agents, employees and representatives shall obtain and maintain all licenses and certifications required (examples include but are not limited to:

electrician, welding etc.) to perform work under the agreement.

1.3.1. Contractor shall guarantee and certify that all subcontractors and their agents, employees and representatives shall obtain and maintain all licenses and certifications required to perform under the agreement.

1.3.2. Subcontractors must be identified on the Subcontractor(s) Form and approved by the County.

1.4. Contractor shall be required to work in cooperation with the County Parks and

Recreation Department. Contractor acknowledges that the natural conditions of

Vasona Lake County Park may change over time and that the FOL event shall be held in spite of those changes.

1.4.1. For example, trees and/or shrubs may be removed by County due to their condition or for safety reasons. Despite the removal of any trees or shrubs, or the altering of the park landscape, Contractor shall continue to perform all work outlined in the Agreement.

1.5. While work is in progress, the Contractor shall keep the working area in a neat condition and shall dispose of refuse as often as directed or as may be necessary to ensure that there is no unsightly accumulation of debris or rubbish.

1.5.1. Contractor shall store materials, equipment and park cars in areas designated by the County.

1.5.2. Final clean-up shall include removal of all debris and rubbish from the site.

1.6. The Contractor shall post and maintain all signs, barricades, and other safeguards as required by law, ordinance, or good judgment.

1.6.1. Contractor shall bear full responsibility for the protection and safety of public, personnel, materials, and surfaces in the vicinity of the work being performed.

1.6.2. No advertisement signs shall be permitted.

1.7. Contractor shall promptly notify County of any factor, occurrence, or event that may affect Contractor’s ability to meet the requirements of the Agreement, or that is likely to cause any material delay in completion of the project.

1.8. Unless otherwise provided by the County, Contractor shall furnish all tools, equipment and supplies necessary to perform all work as required by the

Agreement.

1.8.1. All work shall be in compliance with related standards and regulations, including all federal, state and local government codes and standards.

1.9. Contractor shall protect all portions of facility from damage during the course of work.

1.9.1. Any damage arising from performance to County property shall be immediately repaired to its original condition by Contractor at Contractor’s own expense.

1.10. Work shall be performed in such a manner as to eliminate unnecessary noise, obstructions and other annoyances to occupants.

1.10.1. Contractor will not encumber premises with materials, equipment, and/or parking of cars.

1.11. Contractor shall be present with the FOL Parks Staff when Santa Clara County

Environmental Health, Fire, Risk Management are on-site for any County

Inspections that may be conducted. All inspections will be held prior to the presenting of any Special Event(s) and/or prior to the public opening of the Drive-

Thru Nights.

1.12. FOL dates and hours and Park’s public hours (subject to change without notice):

1.12.1. Dates of the FOL event and all related special event activities, including deadline for the removal and storage of all show items and the submittal of the show inventory shall be provided to the Contractor a minimum of

30 (thirty) days prior to the desired start date of show installation.

1.12.2. The dates of the FOL event are typically scheduled for the time period between the day after Thanksgiving and New Year’s Eve.

1.12.3.

Event Description Park’s Public

Hours

Prior to the FOL Event 8:00 am to sunset

During the FOL Event:

a) Drive-Thru Nights, starting at 6:00 pm

8:00 am to 4:00 pm

b) Special Events:

Walk-Thru Nights, hours from 4:00 – 9:00 pm

Closed all day

c) Special Events: Additional Events To be determined

1.13. Contractor shall provide a reach lift capable of performing all necessary services.

Lift must be on site at the start of display installation and shall remain on site as deemed necessary or for an agreed upon duration.

1.14. With a minimum 24-hour notice, Contractor shall provide light towers and/or heaters as requested by County Parks prior to or at any time during the FOL event, including Drive-Thru Nights or Special Events.

2. Personnel Requirements

2.1. Time is of the essence in the Agreement. Contractor shall provide sufficient

Personnel to complete all work within the applicable time frames established in this Agreement.

2.2. Contractor shall designate:

2.2.1. One (1) project manager, who will be responsible for all communications with the County and supervise the day to day on-site activities of

Personnel.

2.2.2. Two (2) Site supervisors, who shall be on-site to monitor the work of

Contractor’s Personnel at all times and shall guarantee that correct measures are implemented to ensure success of the project.

2.2.2.1. At least one (1) of the three assigned Contractor’s project manager and supervisors shall be on-site at all times while working and shall respond within one (1) hour (via phone call) of notification by County

2.2.3. Technicians, who are responsible to perform the work as detailed in the

Annual Program Work Overview.

2.3. If there is a change in the Contractor project manager and/or site supervisors dedicated to the County, Contractor shall promptly notify the County in writing and provide the new contact or replacement information.

2.4. County may require background checks and any other clearances of Contractor’s

Personnel conducting work under the agreement. Any related costs shall be borne by the Contractor.

2.5. All Contractor’s Personnel shall:

2.5.1. Have valid California Driver’s License and follow all speed limits, parking and other directions while on Park property at all times.

2.5.2. Wear distinctive company identification which clearly identifies that person as an employee of the Contractor while on County property at all times.

2.5.3. Have the appropriate outfit and/or training needed for the work, and have sufficient skill, knowledge, and experience to perform work in a professional and workmanlike manner.

2.5.3.1. The appropriate outfit includes, but are not limited to the following: Hardhat, uniforms, badges, and steel-toe boots.

2.6. If applicable, Contractor shall be responsible for providing all required reports, time sheets, documentation, packaging slips, invoices and any other documents requested to the designated County Parks liaison or FOL Manager.

2.6.1. Contractor shall monitor Personnel and certify Personnel timesheets prior to submittal to County.

2.6.2. No overtime hours permitted unless pre-approved by Park Department’s

Staff in writing.

2.6.3. Contractor shall only invoice actual time spent conducting work related to the event on County site.

2.6.4. County will not pay for travel expenses.

2.7. Only authorized Personnel of the Contractor performing the work under the agreement, shall be allowed on the premises of County property to provide services outside of public park hours, which may vary every day.

2.7.1. Personnel shall not be accompanied in their work area by acquaintances, family members or any other person without a written authorization from the County.

2.7.2. All changes must be in writing by County Staff/project manager to

Contractor’s project manager.

2.8. Contractor may be required to take sexual harassment training to satisfy

County sexual harassment training requirements.

2.9. Contractor’s Personnel will be replaced upon request by the County.

3. Phase One: Pre-Event - Requirements and Statement of Work

3.1. Pre-event (pre-installation/setup) Meeting: Contractor and technicians shall attend a pre-event meeting prior to starting event installation/setup with Parks

Staff to discuss and finalize an Annual NTP for the current year’s event.

3.1.1. This meeting will be held approximately in June or July of each year.

3.1.2. Date, time and location will be scheduled by the County.

3.1.3. The actual Annual NTP may vary each year.

3.1.4. Any changes to Annual NTP shall be done through a Change Notice to the Annual NTP.

3.1.5. All Annual NTP and Change Notices shall be agreed to and signed by both parties and shall be automatically incorporated into the agreement by reference hereto.

3.2. Weekly Progress Meeting

During setup and installation, weekly meetings will be held between Parks Staff and the Contractor to check progress, discuss and resolve non-emergency matters of concern and ensure that communications are flowing smoothly amongst all parties. Meetings will be scheduled by Parks Staff with the days, times and locations to be determined and agreed upon by both parties.

3.3. Parks Staff will provide Contractor display maps for the current layout of the FOL for each respective year.

3.3.1. Contractor shall determine and mark the placement locations and the size of each generator they propose to use in the current year show.

3.3.2. Contractor will also provide all required information on generators, secondary containment, fire extinguishers and power distribution for the

Environmental Health Department’s Hazardous Materials Plan, for

County of Santa Clara Fire and for any other internal or external regulatory agency, organization or department, by the date and time requested or required.

3.4. Contractor shall remove displays and lights from County’s storage, and inspect, clean, re-lamp, replace and/or refurbish (only as directed by Parks Staff) all light displays, and equipment, nets, string lights, show decorations and event signage and frames.

3.4.1. All work shall be in accordance with the manufacturer’s written specifications/ instructions.

3.5. Contractor shall prepare existing and new displays, lights, pieces and equipment for installation, including but not limited to:

3.3.1. Paint-marking park grounds to designate where each display, sign and showpiece is to be placed and installed;

3.3.2. Re-lamping displays (changing color and size of bulbs & changing bulbs from incandescent to LED or vice versa);

3.3.3. Cleaning and re-taping wire around displays and show equipment;

3.3.4. Cutting and preparing t-stakes, cables and other safety equipment;

3.3.5. Re-wiring of displays and minor welding (certifications are required for both); and

3.3.6. Checking and servicing controllers and sequencers as needed (i.e., replace fuses caps & re-tape wire).

3.6. Contractor shall install displays, lights, nets, stringers, power equipment and related event items and equipment, including but not limited to: sponsor signs, heat lamps, flags, special lighting for Walk-Thru Nights and other FOL Special

Events and all related show/event items.

3.7. Contractor shall set up and power the FOL show using generators or electricity from the grid or both.

3.7.1. Contractor shall provide temporary electrical generators and associated power distribution equipment, cords and related materials (i.e. spider boxes) to power the displays in a safe and efficient manner and in compliance with all County, State and Federal regulatory policies and requirements.

3.7.2. Tasks include but are not limited to:

3.7.2.1. Determining the Kw size and placement of each generator;

3.7.2.2. Numbering of cords and the power distribution equipment to be used;

3.7.2.3. Sealing and protecting equipment against weather and vandalism as much as possible; and

3.7.2.4. Performing other related tasks as needed or required by the

County.

3.8. Generators (Power Distribution System): Contractor shall furnish and install all temporary generators, including one spare generator with wattage equal to the largest generator in the show.

3.8.1. The spare generator and power distribution system necessary to operate all displays, lights, event signs and any other show features will remain on site until the end of the event.

3.8.2. Generators shall be California Air Resource Board (CARB) certified and be equipped with double walled fuel storage tanks.

3.9. Contractor shall attend a meeting conducted by the County prior to the start of the Test Runs.

3.10 Test Runs(s): Will be scheduled by County Parks prior to presenting any FOL

Special Events and the public opening of the FOL Drive-Thru Nights.

Contractor shall attend and participate in the Test Run(s) during a timeframe as determined by the County.

3.10.1. All displays and show pieces, including event signs must be turned on

(illuminated) unless otherwise requested by the County.

3.10.2. Contractor will come prepared to:

3.10.2.1. Report on the status of installation, repairs, re-lamping and/or refurbishment of displays, lights and other show items;

3.10.2.2. Provide dates and times for the full completion of any work not finished by the start of the Test Run night meeting; and

3.10.2.3. Provide a response to any questions or requests made of the

Contractor by Parks Staff prior to the Test Run(s).

3.10.3. Contractor and Parks Staff will tour the FOL route by foot and/or by vehicle to examine each display, light feature (nets, stringers, spotlights) and show items (signs & equipment), and to look at and discuss the safety and security of displays, lights, power equipment and show features.

3.10.4. Contractor will either perform simple repairs at this time or make note in writing of any displays, lights, signs or other show pieces that require adjustment, repair, refurbishment and/or replacement.

3.10.5. Contractor shall complete this work by the date and time set by the

County that will be determined on the night(s) of the Test Run(s).

3.11. All displays, nets, tree and shrub lighting, string lighting, all associated show decorations, signage and generators must be installed and operational a minimum of 48 hours (2 full days) before the first scheduled County of Santa

Clara inspection and remain operational through the end of the show.

3.11.1. Failure to meet required completion and readiness dates and times may result in the County exercising its rights under the terms and conditions of the Agreement.

3.11.2. All dates and times are subject to change due to the coordination of services with other County of Santa Clara departments, inclement weather, park conditions or other unforeseen circumstances.

4. Phase Two: During the Event - Requirements and Statement of Work

4.1. At least one (1) of the Contractor’s project manager or supervisors shall be on-site during the dates and times of the FOL event. to oversee the technicians scheduled to work during the days and on all show nights.

4.1.1. When any work is performed, Contractor shall monitor the work of

Contractor employees and subcontractors at all times and guarantee that correct measures are implemented to ensure success of the project.

4.2. Statement of Work:

4.2.1. Contractor shall maintain the show during the event, which includes but is not limited to:

4.2.1.1. Fueling and servicing generators to ensure they are functioning properly;

4.2.1.2. Turning generators on and off nightly;

4.2.1.3. Trouble-shooting displays and equipment as needed nightly to ensure they are functioning properly;

4.2.1.4. Refurbishing or repairing displays, lights and associated show items as requested;

4.2.1.5. Installing and removing bulbs from displays, light strings and nets;

4.2.1.6. Re-taping light bulb sockets and wiring to any framework as needed;

4.2.1.7. Installing and maintaining Parks supplied sound system and antenna; and

4.2.1.8. Placing, removing and storing event signs and other event equipment and materials used in the show.

4.2.1.9. Maintaining and servicing displays, nets, lights, all event signs, spotlights and associated show pieces throughout the duration of the show; and

4.2.1.10. Technicians will use County-issued radios or technicians’ personal cellphones on work nights to communicate with Parks

FOL Staff.

4.3. Daily anticipated working schedule during the FOL event:

4.3.1. Drive-Thru Nights: From 3:30 pm to 11:30 pm or as directed by Parks

FOL Staff;

4.3.2. Special Events:

4.3.3. Walk-Thru Nights: From 8:00 am to 12:00 am midnight or as directed by

Parks FOL management Staff.

4.3.4. Additional Special Events: To be determined by Parks FOL Staff.

4.3.5. Technicians must personally sign-in and sign-out daily/nightly and notify the Parks personnel on duty each day/night that they are reporting to work or leaving the park on breaks or for the night.

4.4. During Event Meeting(s)

Weekly meetings will be held as needed during the Event between County Staff and the Contractor to check progress, discuss and resolve non-emergency matters of concern and ensure that communications are flowing smoothly amongst all parties. Meetings will be scheduled by Parks Staff with the days, times and locations to be determined and agreed upon by both parties.

4.5. Special Event Nights

Special Events, including Walk-Thru Nights and other special events related to

FOL may be planned and presented before, during or immediately following the

Drive-Thru Nights.

4.5.1. The dates of each year’s Special Events, including Walk-Thru Nights and other special events will be scheduled and presented to the Contractor by

Parks Staff and will be included in the NTP.

4.5.2. Contractor work hours at Special Events will be designated by the FOL

Manager or their designee unless otherwise noted in the NTP and may be changed as required by County Parks.

4.5.3. Displays, lights, signs and associated show pieces must be turned on at times specified by the Special Events as noted in the NTP or as directed by the FOL management.

5. Phase Three: Post-Event: Requirements and Statement of Work

5.1. Contractor shall disassemble, remove, inspect and store the FOL’s displays and equipment which includes but is not limited to: displays, nets, light, stringers, signage, cones, generators, power distribution boxes, cords, cables, display stakes/t-stakes, sound system and any other device or equipment used in the show, transport and re-package into owner supplied containers by January 31 of each year or other date as specified by the County.

5.1.1. All show pieces shall be re-packaged into County supplied containers and stored in storage trailers located at Vasona Lake County Park.

5.1.2. Each trailer will have secured inside (near the roll-up door) an inventory of what is contained in each trailer.

5.1.3. Inventory count sheets shall be kept in a document protector so as to prevent moisture damage throughout the year.

5.2. Contractor shall affix metal asset identification tags to displays.

5.3. Contractor shall affix metal tag identifying amperes under load.

5.4. Contractor shall provide a final inventory of displays, light stringers, nets, replacement bulbs, signs, associated show pieces and any other equipment and materials that are to be stored.

5.4.1. Contractor shall make a written assessment of any repairs, refurbishments or replacements that must be made prior to the beginning of the next year’s FOL event no later than March 1 of each year or other date as specified by the County.

5.4.2. The inventory list shall include:

5.4.2.1. The name, size, color and the location in the park of the items that must be replaced in the next year and if the display, nets or lights are animated.

5.4.2.2. The type and size of the lamps used in the displays, nets and stringers will also be stated.

5.4.2.3. Description of the specific number (or amount) of loose lamps, nets, wire, sockets, controllers or any other items that must be replaced or re-ordered is to be included.

5.4.2.4. Contactor will prepare a written documentation of the inventory list of all FOL trailers, whether they contain displays and lights or other show-related equipment.

5.5. Contractor will provide the following information in the inventory list, but not limited to:

5.5.1. Four (4) pictures of each current year light display, including lighted trees and shrubs;

5.5.2. Two (2) pictures of each light controller/sequencer;

5.5.3. Manufacturer information (i.e. name, address/phone, date of manufacture, etc.);

5.5.4. Date of purchase;

5.5.5. Repair history;

5.5.6. Manufacturer stated amperes;

5.5.7. Actual amperes under load;

5.5.8. Asset identification number; and

5.5.9. Storage trailer number and location.

5.5.9.1. Each storage trailer shall contain a hard copy of the inventory of items contained in that trailer.

5.5.10. Inventory of loose replacement bulbs on hand, including their numbers, color, type, size and whether they are twinkle or not.

5.5.10.1. Include a description of the specific bulbs County Parks needs to purchase for the next year’s show season.

5.5.11. Inventory of string, net and rope lights, including number of, color, type, size and whether they twinkle or not.

5.5.11.1. Include a description of the specific items County Parks needs to purchase for the next year’s show season.

5.5.11.2. Indicate where in the Park (the specific location) these items were placed in the current show season (current year).

5.5.12. Inventory of traffic cones, delineators, signs, barricades, storage containers (tubs), and any other show-related items.

5.5.13. Inventory of burned out bulbs, including number of, color, type, size and if twinkle or not.

5.5.14. Documentation of the requested information submitted to County Parks

Staff in one (1) hardcopy document and one (1) copy on a USB Flash drive.

5.6. Provide a complete inventory of FOL displays, lights, nets, signs, and all event-related equipment, show pieces and materials to the FOL Manager by February

15 in the year immediately following the FOL event or other date as specified by

Parks Staff. The inventory shall include but may not be limited to:

5.6.1. Photos and/or a DVD of the installed displays and lights. The inventory shall also be placed on a Flash Drive.

5.6.2. A hard copy description of the contents of each trailer.

5.7. Provide a list of all lights, displays, controllers and all show pieces that must be ordered and replaced before the next FOL show season, including the names of the displays that need re-lamping with LED lights.

5.7.1. A complete description of the items to be ordered or replaced, including type

(LED or incandescent), number and size of replacement lamps (bulbs); size, color and lamp type of nets; amount and size of wire, t-stakes, controllers, and any other necessary event equipment, materials and supplies that must be reordered or replaced before the start of the next season’s installation.

5.7.2. Installer must also state the exact location in the park where tree and bush nets, tree lights and light stringers were placed in the park so that this same number of items might be ordered or replaced for the next season’s installation (i.e., 35- 4 x 6 LED Red nets needed on bushes nearest roadway at the Pier Parking lot.)

6. Other Supplier Responsibilities

6.1. At all times, Contractor will be required to obtain and maintain on the work site, MSDS sheets on hazardous materials brought to the premises or intended to be installed or used in the premises.

6.1.1. MSDS sheets must be presented to the County’s Project Manager no less than 48 hours in advance of work performance or actual use of materials.

6.1.2. No hazardous materials may remain on the premises unless specifically agreed in writing, by County’s Project Manager.

6.2. All material and work shall be in full accordance with the rules and requirements of the:

6.2.1. Occupational Safety and Health Administration (OSHA);

6.2.2. National Electrical Code (NEC); National Fire Codes published by the

National Fire Protection Association (NFPA);

6.2.3. California Administrative Codes (CAC);

6.2.4. Uniform Building Code (BC); and

6.2.5. Other federal, state, and local laws and regulations.

6.3. These specifications shall not be construed to permit work not conforming to these requirements.

6.3.1. The regulations shall govern where they require higher standards or conflict with the specifications.

6.3.2. Rulings and interpretations of the enforcing agencies shall be considered a part of these specifications if commonly known to the trade prior to submittal of bids.

6.3.3. All regulations and standards shall be the latest publication unless governing authorities require otherwise.

6.3.4. In addition, the entire installation shall be in accord with the best practices available in the industry, and shall present a neat, workman- like appearance upon completion.

6.4. Contractor’s Obligations to Personnel. Contractor shall provide for and pay the compensation of Personnel and shall pay all taxes, contributions, and benefits

(such as, but not limited to, workers’ compensation benefits) which an employer is required to pay.

6.4.1. County shall not be liable to Contractor or to any employee for

Contractor’s failure to perform its compensation, benefit, or tax obligations.

6.4.2. Contractor shall indemnify, defend, and hold County harmless from and against all such taxes, contributions and benefits and will comply with all associated governmental regulations, including the filing of all necessary reports and returns.

6.5. Contractor shall provide usage and spend reports at no additional cost upon request by County.

6.6. If, at any time, and in County’s sole and exclusive discretion, County determines that Contractor is unlikely to successfully perform under this

Agreement; County may immediately terminate for convenience and obtain comparable goods, resources, and/or services as necessary in order for the

FOL event to go forward as marketed to the public.

6.6.1. Contractor shall be liable for the County’s “Cost to Cover.”

6.6.2. This remedy is non-exclusive of other remedies and rights that may be exercised by the County.

6.6.3. Claims for damages may include direct damages, such as cost to obtain comparable goods, resources, and services, as well as incidental and consequential damages.

6.6.4. “Cost to Cover” means the cost, properly mitigated, of procuring the goods, resources and/or services of comparable capability, function, and performance.

6.7. Prevailing party is liable for any disruption in Services as awarded pursuant to this RFP. Any disruption in Services as awarded pursuant to this RFP shall be considered material breach and County may terminate immediately for convenience or cause, in County’s sole and exclusive discretion.

6.8. Time is of the essence in the performance by the Contractor. County and

Contractor recognize the delays, expense and difficulty in proving County’s losses, and, therefore, agree that, instead of requiring such proof, Liquidated

Damages will be assessed in the amount of set-up labor costs incurred by the vendor for each calendar Day that the Work remains incomplete beyond the

Completion Date.

6.9. County may withhold Liquidated Damages from payments to the Contractor as such damages accrue, or, at County’s discretion, withhold Liquidated Damages from any payments due or that become due pursuant to the Agreement, including

Retention and final payment.

D. COUNTY RESPONSIBILITIES

1. County will manage the overall Event, including but not limited to coordinating:

1.1. Event logistics;

1.2. Traffic flow and traffic control;

1.3. Visitor safety;

1.4. Customer service;

1.5. Marketing and media relations;

1.6. Ticket sales and redemption; and

1.7. Additional services for Special Event, such as bus transportation, food trucks.

2. County will schedule pre-event, during, and post-event meetings and the County will notify the vendor of date/time/location of the meeting. All meetings will be held in the

County of Santa Clara.

3. County will schedule and attend Test Runs with Contractor.

4. County Parks Staff will trim or remove tree and/or shrubs if applicable.

5. Parks will provide Contractor a current year display map of FOL.

6. County will provide the following for the Event:

6.1. Lighted displays and decorations;

6.2. All hand-held radios and sound system;

6.3. Antenna(s);

6.4. Signs;

6.5. Security personnel;

6.6. Safety cones and fencing;

6.7. Buses;

6.8. Food trucks.

County may provide additional items or equipment during the term of the Agreement.

7. All goods owned by the County shall remain the property of the County and shall not be removed from County premises without prior written approval from the County.

8. County shall issue a CRPO to the Proposer upon receipt and approval of Proposal’s invoice(s).

8.1. County shall issue CRPOs after completion of services.

8.2. County shall not process any invoices for payment until services are complete.

ATTACHMENT 1

COUNTY-OWNED DISPLAYS AND LIGHTING

The quantity for each item would be one (1), as each item is called out specifically, and if a set has more than one item, it’s noted in the description.

Item Description Estimated

Amperes per Display

1 Entry Arches (2) 3

2 Section 1 Trees & Roadside Stringers, Wrapped

Rail, Snowflakes

3 Pavilion 10

4 Entry Kiosk 50

5 Welcome Signs (3) 3.9

6 Section 2 Trees & Roadside Stringers & Patriot Bridge 60.24

7 Ops Trailer 65

8 Info Kiosk Roof Lights at 15 Min. Parking Lot 1.7

9 Dog Chasing Raccoon Up Tree 6.4

10 Blue Arches (5) 11.5

11 Fantasy of Lights Arch 7

12 Waving Santa & 5 presents 10.04

13 Restroom Roof Lights 1.4

14 Green Arches (5) 8

15 Chasing Tree Peekers (3) 3.85

16 Peace on Earth 33.9

17 Sea Serpent 9.3

18 Bear on Ball 4

19 Gingerbread Children Jumping Rope 8.9

20 Victorian Coach & 3 Horses 7

21 Ten Piece Fantasy Train 34.9

22 Victorian Carolers, Lamplighter & Lamp 28.6

23 Victorian Bicycler 2.6

24 Dog chasing Boy with Hoop 2.8

25 Fire Pumper & 2 Horses 6.9

26 Peeking Elves (4) (amperage per) 1.6

Item Description Estimated

Amperes per Display

27 Elf Painters & Nutcrackers 12

28 6 Piece Marching Band 14.1

29 Tunnel of Lights 60

30 Skating Bears (4) 11.4

31 White Pop-Up Christmas Trees (4) (amperage per) 2.7

32 Multi-Colored 3-D Christmas Tree 3.8

33 Elf Photographing Snow Girl 5

34 Jack in the Box 5.75

35 Candy Cane Arch & Candy Canes & Candy Cane Field 12.3

36 Section 3 Trees & Roadside Stringers & Pump House Roof 112.6

37 Section 4 Trees & Roadside Stringers 98.7

38 Penguins at Play 14.54

39 Section 5 Trees & Roadside Stringers 98.3

40 4 Penguin Skaters 9

41 Eskimo Fishing & Polar Bear Snacking 7.1

42 Fantasy Snowflakes (4) 2.25

43 Penguin Family 9.7

44 Santa Shooting the Hoops 10.5

45 Santa on a Salmon 2.9

46 Bending Pines (2) 16.9

47 Santa Sled & 3 Reindeer on pier 4.46

48 Dinosaur Den (21 displays) 99.1

49 New Year’s Arch 32.1

50 Pirate Ship 18

51 Elf-Making Snowman 35.3

52 Happy the Fisherman 7.3

53 Santa in a Plane 7

54 Happy Tooth & Healthy Fun (5 displays) 23.3

55 85 Ft Lighted Tree with packages (near Playground “Y”) 45

56 Blue Heron .38

Item Description Estimated

Amperes per Display

57 Island of Misfit Toys 20

58 Booming Cannon 6.9

59 Antique Car with Elf 8.2

60 Santa on a Motorcycle 4.4

61 North Pole Workshop 14.5

62 Cougar .55

63 Victorian Skaters 3.8

64 Red Arches (6) 14.4

65 Winterland Romance & Deer Group 21.4

66 Bear Climbing Candy Cane 7.26

67 Grazing Deer Group (Buck, Doe, Fawn) 2.7

68 Toasty Snowy 2.3

69 Waving Snow Family (4 displays) 9.65

70 Poinsettia Arch 29.5

71 Volunteer Kiosk 50

72 Elf with Ipod 3.8

73 Sponsor & Informational sign Frames (40) (amperage per) 1.2

Total Estimated Amperes pulled 1510

ATTACHMENT 2

REQUIRED EQUIPMENT TO BE PROVIDED BY CONTRACTOR

I. Equipment which shall be provided by Contractor.

Notes:

• ‘*’ denotes taxable item.

A. Section 1: Generators

The actual sizes and numbers of the generators shall be determined by the

Contractor based upon the layout of the displays for the year.

Quantities below are based on the 2024 Fantasy of Lights event.

Item

Description Quantity

Estimated Rental

Term

1 75 KW Generator 4 11 weeks

2 45 KW Generator 6 11 weeks

3 45k Generator - Office 1 20 weeks

B. Section 2: Miscellaneous Power Distribution

The actual sizes and numbers of each shall be determined by the Contractor based upon the layouts of the displays for the year. Items and quantities below are based on the 2024 Fantasy of Lights event.

Item # Description Quantities Estimated

Rental Term

1 Outdoor Distro, 12/5 Cam-Thru* 5 11 weeks

2 Outdoor 50AMP Sub-Panel Cam-

Lok*

11 weeks

3 Distro, Socopex 120V 4-output* 1 11 weeks

4 4/0 400 Amp. Cable 100’* 5 11 weeks

5 4/0 400 Amp. Cable 50’* 6 11 weeks

6 4/0 400 Amp. Cable 25’* 3 11 weeks

7 2/0 298 Amp. Cable 100’* 12 11 weeks

8 2/0 298 Amp. Cable 50’* 6 11 weeks

9 2/0 298 Amp. Cable 25’* 4 11 weeks

Item # Description Quantities Estimated

Rental Term

10 #2 195 Amp. Cable 100’* 4 11 weeks

11 #2 195 Amp. Cable 50’* 2 11 weeks

12 #2 195 Amp. Cable 25’* 3 11 weeks

13 Cam-Lok Device “T”s* 6 11 weeks

14 Cam-Lok Device “W”s* 3 11 weeks

15 #2 195 Amp. Bare End Tails* 1 11 weeks

16 Cam-Lok Female Adapters* 4 11 weeks

17 Cam-Lok Male Adapters* 10 11 weeks

18 Lg. 6cir. 2K Multi Package* 1 11 weeks

19 Distro, 12/5 INDU End Box* 5 11 weeks

20 Distro, 12/5 Outdoor Dog House* 20 11 weeks

21 50’ 3-Box Stringer (12/5, L21-20)* 25 11 weeks

22 Outdoor 12/5 Twistlock 200* 24 11 weeks

23 Outdoor 12/5 Twistlock ( L21-20)

150*

11 weeks

24 Outdoor 12/5 Twistlock ( L21-20)

100*

11 weeks

25 Outdoor 12/5 Twistlock ( L21-20)

075*

11 weeks

26 Outdoor 12/5 Twistlock ( L21-20)

50*

11 weeks

27 Outdoor 12/5 Twistlock ( L21-20)

25*

11 weeks

28 Bare End Tails To (M) 50 Amp* 2 11 weeks

29 50 Amp. OUTDOOR Spider Box* 13 11 weeks

30 50 Amp. Spider Box* 10 11 weeks

31 50 Amp SO Cable 100 24 11 weeks

32 50 Amp SO Cable 50 18 11 weeks

33 50 Amp SO Cable 25 20 11 weeks

34 Distro, Edison Nutech (12x20A) 3 11 weeks

Estimated

Rental Term

Cam Thru

35 Lg. 12/3 AC Package / Edison U-

Ground

11 weeks

36 Lg. 16/3 AC Package / Edison U-

Ground*

11 weeks

37 Outdoor 12/3 Edison U-Ground

100’*

11 weeks

38 Outdoor 12/3 Edison U-Ground 50’* 70 11 weeks

39 Outdoor 12/3 Edison U-Ground 25’* 60 11 weeks

40 3 Outlet Power Adapter – 3- Fer* 300 11 weeks

41 Edison Adapters* 40 11 weeks

42 Cable Ramps* 60 11 weeks

43 ADA Cable Ramps 3’* 8 11 weeks

44 ADA Cable Ramps 18"* 20 11 weeks

45 Mobile Office Power Transformer* 1 20 weeks

Section 3: Man Lifts

The…