RFP_Sponsorship_and_Advertising_Final_Release.pdf

R_________ A__________ F_________

Rev. 4/25

32ND DISTRICT AGRICULTURAL ASSOCIATION

SPONSORSHIP AND ADVERTISING SALES SERVICES

HIGH SCORE

REQUEST FOR PROPOSAL

RFP NUMBER: SS-12-26

OC Fair & Event Center

88 Fair Drive Costa Mesa, California 92626

Date Issued: Tuesday, October 6, 2026

OPTIONAL WALK-THROUGH – Wednesday, October 21, 2026

Bids must be received no later than Friday, October 30, 2026, 11:00 a.m.

Clearly marked with the following:

SPONSORSHIP AND ADVERTISING SALES SERVICES

RFP Number SS-12-26

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 VIII

– Forms must be submitted as part of the bid proposal. Do not modify bid documents.

mailto:RFP@OCFAIR.COM

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

PART VIII – 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 B – TO BE COMPLETED BY DISTRICT………………………………… 38

SECTION C – SAMPLE OF DOCUMENTS TO BE AWARDED

Standard Agreement………………………………………………………………… 40

Exhibit A Scope of Work ……………………………………………………………...40 Exhibit B Budget Detail & Payment Provisions………………………………..……42

Exhibit C General Terms & Conditions………………………………………………43 Exhibit D Special Terms & Conditions……………………………………………….47

Exhibit E Insurance Requirements…………………………………………………...51 Exhibit F Megan’s Law………………………………………………………………...54 Exhibit G OCFEC Uniform & Identification Procedures…………………………….57 Exhibit H Additional Contract Terms & Conditions………………………………….58

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 Sponsorship and Advertising Sales Services in accordance with the Scope of work listed in this RFP and as directed by the District, from December 1, 2026 through November 30, 2028, 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.

Optional - walk-through on Wednesday, October 21, 2026, at 10:00 a.m. Meet in the Administration Building located near the Gate 4 entrance off of Arlington Drive.

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 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.

mailto:RFP@ocfair.com

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

*Job Walk- Optional – 10:00 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

Tuesday, October 6, 2026

Wednesday, October 21, 2026

Monday, October 26, 2026

Tuesday, October 27, 2026

Friday, October 30, 2026, 11:00 a.m.

Monday, November 2, 2026

Wednesday, November 4, 2026

Thursday, November 5, 2026

Friday, November 13, 2026

Thursday, November 19, 2026

December 1, 2026

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

* Optional - 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 Monday, October 26, 2026

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

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 (OCFEC) is a 150-acre multi-use property owned and operated by the 32nd District Agricultural Association (the “District”), a California state institution. The District is subject to the oversight of various state agencies, including the California Department of Food and Agriculture, Division of Fairs & Expositions. The OC Fair & Event Center is used throughout the year for both public and private events, and educational and community activities. The OC Fair & Event Center hosts more than 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. Overall annual attendance at the OCFEC is over 4.5 million visitors.

The OC Fair & Event Center features 157,000 square feet of unique event space including 17 exhibit buildings, meeting rooms and outdoor spaces that host a total of more than 120 events annually.

The property includes Centennial Farm, a three-acre working farm which educates the public, including more than 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.

The Ranch Community Center is a seven-acre public equestrian and educational learning center. Through school field trips and specialty 9 week learning sessions The Ranch team is dedicated to teaching animal care, as well as gardening and farming techniques, The Ranch has welcomed thousands of children since it’s inaugural Discovery Day in 2025. It’s also home to several community businesses including equine assisted psychotherapy and several horse training operators offering riding lessons and camps.

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

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

The Pacific Amphitheatre is used throughout the year for live performances and events, and is historically 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, running May through September.

Imaginology takes place annually over a two or three-day weekend (subject to change). The popular event features S.T.E.A.M. (Science, Technology, Engineering, Arts & 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.

PART V

STATEMENT OF WORK (SOW) TO BE PERFORMED

The District is soliciting Bids for the The Agreement term for these services shall be for December 1, 2026 through November 30, 2028, 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.

PURPOSE AND BACKGROUND

1. It is the intention of the 32nd District Agricultural Association to hire a Contractor that shall provide sponsorship and advertising sales services at the 32nd District Agricultural Association, OC Fair & Event Center (OCFEC).

2. 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.

3. The OC Fair & Event Center is a 150-acre event venue located in Costa Mesa, California. The site hosts over 150 events each year, which attracts 4.3 million visitors annually, and is home to the OC Fair, Centennial Farm, Pacific Amphitheatre, Heroes Hall, and Imaginology.

4. The OC Fair is the largest fair in the state of California and the tenth largest fair in the United States. The OC Fair currently operates for twenty-three (23) days in July and August. The annual OC Fair attendance exceeds 1 million visitors, and the footprint utilizes the entire property in addition to nearby offsite locations.

The facility employs over 100 full-time employees, and up to 1,600 part time employees, during the OC Fair.

SCOPE OF SERVICES

A. MINIMUM QUALIFICATION REQUIREMENTS

1. Contractor and/or Contractor Personnel shall have demonstrated knowledge, experience, expertise, and ability to complete the overall scope of work specified.

2. Contractor and/or Contractor personnel shall have documented evidence of five (5) years of relevant experience providing similar sales services for at least three (2) businesses similar to the OC Fair & Event Center.

3. Optional walk-through on Wednesday, October 21, 2026, at 10:00 a.m.

B. CONTRACTOR WILL SERVE AS SPONSORSHIP/SALES COORDINATOR AS FOLLOWS:

1. Contractor shall report to the Marketing Director for Sponsorship sales and be responsible for meeting overall organizational sales goals in the areas of Corporate Sponsorship.

a. Sponsorship shall be defined as arrangements where the sponsor intends to promote its product or service through branding, advertising, activations and presence on the OCFEC during the annual OC Fair and during other events throughout the year. This shall include such means as signage, promotions, discounts, bounce-backs, tie-ins, or naming rights.

2. Contractor’s duties shall include developing and maintaining a comprehensive sales program based on information and direction provided by the Chief Business Development Officer for the annual OC Fair, Imaginology, and any other self-produced event that the OC Fair & Event Center may add during the term of the contract.

3. Contractor shall receive direction and be accountable to the Chief Business Development Officer, and will work closely with other OCFEC departments including Marketing, Creative Services, Communications, Entertainment, Events, Facilities, Finance, Exhibits & Education, Agriculture Programs, Community Engagement and others in the fulfillment of client contracts.

C. RESPONSIBILITIES

1. Provide full service sponsorship and advertising sales services at the OCFEC in support of revenue goals and objectives identified by the Chief Business Development Officer, including strategy, sales, contract management, activation, and reporting, with a focus on aligning sponsor goals with venue objectives to maximize revenue and brand impact.

Scope includes

a. Provide input on identifying sponsorable assets including naming rights, signage, event experiences, activations, offers, and recommended enhancements to increase their value.

b. Develop a sponsorship program using the sponsorable assets to create tiered packages tailored to sponsor needs and ROI metrics.

c. Prospect and identify potential sponsors by targeted category in coordination with the Chief Development Officer.

d. Prepare and present customized proposals highlighting audience demographics, brand visibility and ROI.

e. Negotiate terms including all aspects of the sponsorship partnership, including benefits, obligations, term, and deliverables.

f. Coordinate with OCFEC Management to align sponsorship benefits with operational/event plans.

g. Finalize negotiations through agreement execution following OCFEC required contract format and conditions.

h. Oversee fulfillment of all agreed upon benefits, assets, activations, etc. in coordination with OCFEC Marketing and Operations teams.

i. Compile reports with performance metrics, ROI date and sponsor satisfaction feedback.

j. Build long-term sponsor relationships to ensure retention through communication and value delivery.

k. Leverage sponsor engagement for future events, activities ensuring repeat sponsorships.

l. Provide regular reports to the Chief Business Development Officer as required.

m. Work with the Chief Business Development Officer to establish specific revenue targets for the year.

n. Increase cash sponsorship revenue year-over-year;

o. Through proactive outreach, increase sales year-over-year

2. Contractor shall consult with the Chief Business Development Officer to develop sales program elements, guidelines, policies, reports, and promotional materials.

3. Contractor shall be able to attend all appropriate meetings as requested by District staff. The District will provide reasonable access to workspace and meeting space, as needed and subject to availability, to support the Contractor’s performance of the Services. Workspace and meeting space will be shared or non-dedicated. The District does not guarantee or provide dedicated office space for the Contractor.

During the months of June-August, sales staff must be available to service sponsors from move-in through exit, and during all operating hours of the annual OC Fair. Contractor must also agree to have at least one sales staff available and on-site during activation/event/fair set-up and for all or a portion of event hours, dependent on type of sponsorship sold by Contractor. On-site schedule during activations/events/fair to be coordinated and agreed upon in advance.

4. Contractor shall coordinate the invoicing and collection of all payments from sponsors with the District’s Accounting Department.

5. Contractor will provide a weekly report to the Chief Business Development Officer and the Director of Marketing outlining sales activity and progress toward sales goals.

6. Contractor will disclose any financial interest in any existing and/or potential sponsor to the District’s Chief Executive Officer (CEO), Chief Business Development Officer, and Director of Marketing.

7. Contractor shall be responsible for preparing deal points and working with District staff to execute sales agreements for sponsorship on District’s behalf; this shall include obtaining prior approvals from the Chief Business Development Officer, Director of Marketing, Director of Events, or Director of Entertainment prior to submitting such agreements to the client, obtaining required documentation from clients, and obtaining full execution, including fulfillment of insurance requirements and Megan’s Law documentation, in a timely manner. This means that Contractor shall make every effort to submit a fully executed agreement no less than 60 days prior to the commencement of the contract term. Contractor will also make every effort to achieve full payment from the client prior to the start of the event. Contractor must notify the Chief Business Development Officer and the Director of Marketing within two (2) business days after a scheduled client payment is not met.

8. Contractor shall work directly with the District’s Purchasing/Contracts Supervisor to ensure adherence to all State of California public contracting regulations, processes, and procedures. This shall include, but is not limited to, obtaining prior approval on all client contracts from the District’s Purchasing/Contracts Supervisor.

9. Contractor will provide an accurate account of the total number of admission tickets, concert tickets, and parking passes used for fulfilling client agreements and/or business development purposes.

10. Contractor agrees that all work products, including, but not limited to, notes, designs, drawings, reports, memoranda and all other tangible personal property of whatever nature, produced in the performance of the contract shall be the sole property of the District. Contractor shall provide said work products to the District upon request. Contractor may retain file copies of said materials.

11. Contractor shall perform all services required in a professional and timely manner.

12. Contractor understands and agrees to abide by all OC Fair & Event Center guidelines and policies (current and future), rules and regulations outlined in District’s Email and Internet Policy, Harassment Policy, Safety Policies, and Commercial Space and Concessions Program Rules and Regulations Handbook.

13. Contractor is prohibited from offering or accepting any gift or gratuity to or from any employee and/or officers of the 32nd District Agricultural Association, or any client, vendor, or outside agency, as employees and officers are not permitted to accept them under any circumstances.

14. Contractor understands and agrees that this will be a non-exclusive agreement. District may hire other Contractors for work of a similar or identical nature.

15. Contractor understands that District has the right to approve or decline any sponsorship or advertisement.

16. All deal points must be reviewed and approved by the District designated staff prior to contracting.

D. BUDGET

Sponsorship The annual budget goals for sponsorship, begin at $3,000,000 with expected growth of approximately three percent (3%) each year. There shall be a focus on converting trade to cash such that the total trade component each year does not exceed 17% of the total annual sales goal.

Contract Year

Total Annual Sales Goal

2027 $3,000,000

2028 $3,090,000

2029 $3,182,700

2030 $3,278,181

2031 $3,376,526

E. COMPENSATION

1. The contracted amount will be based on the winning bidder’s proposed commission amounts with the exception of the maximum rates listed as follows:

Cash from new sponsors

*Cash from existing multi-year sponsors (see list below)

Budget-relieving trade, both new and renewing sponsors

* Mattress Firm Straub Raising Cane's Toyota Constellation Brands

State Side Brands - Surfside Northgate Gonzalez Market Yaamava'

2. Commission payments will be paid at the conclusion of the events upon receipt of Contractor’s invoice with appropriate back-up documents. Payment terms are based on net 30.

3. “New sponsor, is defined as a csplient sold by the sales agency with whom the District has not entered into an agreement for the prior annual event, i.e. OC Fair, Imaginology, Veterans Day, etc.

4. “Renewing sponsor” is defined as an end-user client sold by the sales agency with whom the District has had a signed agreement for the prior annual event, i.e. OC Fair, Imaginology, Veterans Day, etc., regardless of the event they partnered with, or the agency that represented the client.

5. “Incremental cash” is defined as additional cash realized from a renewal above and beyond the cash earned the previous year.

6. Contractor shall be paid on budget-relieving trade accounts as follows:

i. Contracts written as “until filled, completed or exhausted” shall be paid at the time the contract is signed and has received all necessary District required approvals.

ii. Contracts written on budget-relieving trade accounts which indicate a specific end date shall be paid when that end date is reached.

7. “Budget-relieving trade” is defined as tangible goods or services, which would be used for District business, and are budget relieving.

A. OTHER SERVICES

Should it be determined that additional services are needed beyond the scope of this RFP, but related to Contractor’s performance areas, Contractor shall provide those services at the fixed hourly rate provided on the Financial Proposal Bid Form for the personnel utilized to perform the work. The 32nd District Agricultural Association, OC Fair & Event Center, reserves the right to decline services for any event or part of an event.

B. PREVAILING WAGE (If applicable) Bidders must comply with prevailing wage compliance.

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

PART VI

EVALUATION, SELECTION & SCORING PROCESS

Each proposal shall be evaluated for responsiveness to the District’s needs as described in this RFP. This part describes the process the District will follow when evaluating and scoring proposals and awarding the contract, if any is awarded, and contains the exact scoring criteria to be used. During the evaluation and selection process, the Committee may wish to interview a Bidder for clarification purposes only. The Bidder will not be allowed to ask questions concerning other Bidders, but only to respond to clarification questions from the Committee. Proposals cannot be changed by the Bidder after the time and date designated for receipt.

A. EVALUATION AND SELECTION PROCESS

1. Following the deadline for receipt of proposals as stated in Part II, each proposal will be examined to determine if:

• submittal (receipt) was by the deadline time and date, and

• the physical format requirements were met.

This is not a public review.

2. Proposals that meet the submittal format requirements, as stated in the previous paragraph, will be submitted to the Committee for:

• review of the proposal,

• confirmation the information is presented in the format required by the RFP, and

• that all required documentation is included and correct.

Proposals that do not present the information in the format required may be rejected as non-responsive.

3. The District reserves the right to verify any references and employment experiences referenced or disclosed in this proposal or to ascertain the accuracy of information presented. Misinformation or inaccuracies are grounds for disqualification or receipt of a lower score.

4. The Committee will evaluate each proposal that meets the format requirements of preceding paragraph two, and assign points for the proposal.

5. The Committee may request interviews of the Bidders for clarification of proposals. Following any interviews, the proposals may be re-scored.

6. Small Business Bidders, who have included in their proposal a copy of their Small Business Certification, shall be granted a preference of five percent (5%) and SB/DVBE Incentive will be given, where applicable and up to 5%. The “Financial Proposal Bid Forms” will be used to determine the not to exceed amount of the contract.

7. To obtain the average score for each proposal, the…