RFP24-01_LIGHTING_BID.pdf

15TH DISTRICT AGRICULTURAL ASSOCIATION

TWO TIER PROPOSAL TECHNICAL EVALUATION

REQUEST FOR PROPOSAL (RFP) PACKAGE

FOR

2024-2025-2026 (3 Yr.) WITH

TWO (2) OPTION YEARS - 2027 & 2028

FAIRTIME RENTAL OF LIGHTING SYSTEMS,

TRUSS WITH SHADE COVER, EQUIPMENT & SERVICES

RFP #24-01

Contact Person: Michael G. Olcott, Chief Executive Officer

Date Issued:

This is the only authorized person designated by The DAA to receive communication concerning this RFP. PLEASE DO NOT

ATTEMPT TO CONTACT ANY OTHER PERSON CONCERNING

THIS RFP.

Oral communication of DAA officers and employees concerning the RFP shall not be binding on the DAA, and shall in no way excuse the proposer of obligations as set forth in the RFP. Only questions concerning the technical requirements of the RFP will be answered.

Monday July 1, 2024

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TABLE OF CONTENTS

SECTION SECTION NAME PAGE

NO.

PART I DEFINITIONS

PART II GENERAL INFORMATION

PART III Mandatory Format and Content Requirements

Introduction Forms

PART IV WORK STATEMENT

Term of Agreement Delivery Time-lines Removal Time-lines Specifications

PART V EVALUATION, SELECTION AND SCORING PROCESS

Evaluation and Selection Process Scoring of Technical Proposals

PART VI TERMS & CONDITIONS

Request for Proposal Minimum Qualifications Contract Award Delivery of Proposals Proposer Responsibility Tentative Schedule Instructions to Proposers Work Statement and Terms and Conditions Small Business Preference DVBE Requirements Insurance

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PART I

DEFINITIONS

PROPOSER

DAA

F & E

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

Refers to the District Agricultural Association, which is a State agency of the State of California and is not a local agency of government.

Refers to the Division of Fairs and Expositions, Department of Food and Agriculture, which is a division of the agency of the State of California overseeing the activities of District Agricultural Associations and County and Citrus Fruit Fairs. F & E is located at:

1220 N Street Sacramento, CA 95814

DGS Refers to the “Department of General Services”, State of California, located at:

707 Third Street, Suite 7-330 MS-102 Sacramento, CA 95605 Attention: Legal Office

RFP

TIER I

TIER II

Request for Proposal

If a proposal receives the minimum required points, as established in the RFP, then The Financial portion of the proposal is opened.

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PART II

GENERAL INFORMATION

A.

B.

REQUEST FOR PROPOSAL (RFP)

The Board of Directors of the 15th District Agricultural Association in releasing this RFP intends to award a contract for a period of three (3) years with two (2) option years.

MINIMUM QUALIFICATIONS

You must meet the minimum qualifications in order to submit a proposal:

1. Currently in business providing "Lighting Systems, Truss with Shade Cover, all related Equipment & Services" for venues that hosts multi-day events with an average daily attendance of 35,000 patrons, and stages with a minimum capacity of 3,000.

2. You must have a minimum of ten (10) consecutive years of documented and verifiable experience in providing "Lighting Systems, Truss with Shade Cover, all related Equipment & Services", which must include the provisions of such service in the period of January 1, 2012 - December 31, 2023.

3. "Lighting Systems, Truss with Shade Cover, all related Equipment & Services" must be the primary focus of your Business operation.

4. Experience and knowledge of District Agricultural Association's contract requirements and restrictions.

5. Experience working with a public entity.

6. You must have a current California Business License.

7. Demonstrated experience with scheduling and programming of multi-stage and events for multi-facet venues and fairs.

8. Proposer cannot sub-contract with any other party, company and/or business.

C. DELIVERY OF PROPOSALS

Proposals must be physically received prior to the closing times, and at the place stated on Page 6. Failure to timely submit your proposal shall result in an automatic rejection.

Failure to meet any of the below requirements, or any of those identified in Part III, Section A, may result in a rejection, or a reduction in points during the scoring process. Please see Part III, Section A for more detail regarding automatic and discretionary rejections.

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Proposals must meet the following format requirements to be deemed responsive for fair consideration.

• One (1) sealed package-containing two (2) copies of the technical proposal and labeled with the proposer’s name, the RFP number, and “Technical Proposal”.

• One (1) sealed package containing one (1) copy of the financial proposal bid form and labeled “Financial Proposal Bid Form”.

• Both Sealed packages must be placed in a third package with the proposer’s name on the outside and addressed as follows:

Michael G. Olcott, CEO 15th District Agricultural Association

1142 So. “P” St.

Bakersfield, CA 93307

Rental of Temporary Lighting Systems, Truss with Shade Covers, Equipment & Services - RFP #24-01

D. CONTRACT AWARD

See Contract Award reference on Page 13, section J.

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A. PROPOSER RESPONSIBILITY

Read the Request for Proposal (RFP) very carefully as the State shall not be responsible for errors and omissions on the part of the proposer. Carefully review final submittal, as reviewers will not make interpretations or correct detected errors in calculation.

B. PURPOSE

The Board of Directors of the 15th DAA, Kern County Fair in releasing this RFP intends to award contract for the rental of Temporary Lighting Systems, Truss with Shade Covers, Equipment & Services, on the grounds of the 15th District Agricultural Association/Kern County Fair during the 2024-2025-2026 Fairs, with two (2) option years – 2027 and 2028 as follows: 2024 Kern County Fair: Wednesday, September 18 through Sunday, September 29 2025 Kern County Fair: Wednesday, September 17 through Sunday, September 28 2026 Kern County Fair: Wednesday, September 23 through Sunday, October 4 With two (2) option years - 2027 and 2028

C. TENTATIVE SCHEDULE

RFP Preview ..................................……………….........….… 12:00pm,Monday, July 1, 2024

Mandatory pre-proposal Walkthrough …...............…............ 8:00 am, Friday, July 12, 2024

Proposal Deadline ………………….............................…...... 2:00 pm, Friday, July 26, 2024

Public Proposal Opening ……………………........................ 2:30 pm, Friday, July 26, 2024

Notice of Proposed Award Posted and Emailed ….….......... 4:30 pm, Friday, July 26, 2024

Protest Deadline Date …………………………….............. 5:00 pm, Monday, August 5, 2024

Proposed Contract Commences ………………….............. Thursday, September 12, 2024

Proposed Contract Ends ………………………………………........ Tuesday, October 3, 2028

DELIVERY OF PROPOSALS

D. DELIVERY OF PROPOSAL ALS AND CONTACT PERSON FOR INFORMATION

Pursuant to the law, no proposals shall be considered which have not been received at the place, and prior to the closing time, stated in this RFP.

Direct questions concerning the technical requirements of the RFP to:

Michael G. Olcott, CEO at (661) 833-4900 The envelope should have the company name on the outside and be addressed as follows:

Postage Stamp Company Name Address City/State/Zip Code

MICHAEL G. OLCOTT, CHIEF EXECUTIVE OFFICER

RFP #24-01 (TWO TIER)

KERN COUNTY FAIR – 15TH DAA 1142 South “P” Street

Re: "2024-2025-2026 & two option years (2027 & 2028) Fairtime Rental of Temporary Lighting Systems, Truss with Shade Cover, Equipment & Services"

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E. INSTRUCTIONS TO PROPOSER

This section details MANDATORY format instructions to the proposer. Please note that all proposals submitted must follow the instructions; all information must be presented in the manner requested; all questions must be answered; and all requested data must be supplied. If the following information (listed below) is not submitted, your proposal may be deemed non-responsive and may be rejected.

Each proposal must be placed in a sealed envelope and clearly labeled, as stated in D above, in response to this RFP.

The following items and forms must be submitted, where applicable or mandatory.

One (1) copy of the attached “Bidder/Contractor Status Form”, - completed and signed, MANDATORY; (Complete Both Sides) One (1) copy of CA DVBE Participation documentation forms; (If your total proposal submitted is over $10,000.00, said CA DVBE participation forms must be submi ·tted); MANDATORY - If proposer is claiming the 3% DVBE Preference.

One (1) copy of the “OSDS” or (“OSMB’s”) Small Business Certification Approval Letter", MANDATORY - If proposer is claiming the 5% Small Business Preference.

·One (1) copy of a SIGNED AND DATED letter from proposer on proposer's letterhead regarding insurance that states:

“If we are awarded the contract, we will provide original certificates of insurance(s) for General Liability, Automobile Liability, and Workers’ Compensation insurances, prior to commencement of the contract issued from this proposal process. Said insurance certificate(s) will be issued as required by California Fair’s Services Authority”. MANDATORY

If current Certificates of Insurance are on file with the State, please submit two (2) Copies of letter stating same; Sign and date said letter, if applicable;

In submitting a proposal in this proposal process, proposers are agreeing to provide continuous insurance coverage throughout the term of this agreement for General Liability, Automobile Liability, and Worker’s Compensation coverage.

One (1) copy of the “Financial Proposal Bid Form” (include all pages) -must be completed and signed; Proposer must submit completed, signed, and dated copy in this bid proposal submittal; (MANDATORY).

F. WORK STATEMENT AND TERMS AND CONDITIONS

The Work Statement and Terms and Conditions are defined and set forth in detail on pages twenty seven (29) through thirty four (36) of this Request for Proposal. The Work Statement describes the work to be performed by the bidder who is awarded this contract and the Terms and Conditions, which shall be deemed to be incorporated and become a part of any contact awarded pursuant to this RFP. The contract awarded pursuant to this RFP will also contain standard and/or general contract terms and conditions which will be incorporated and made a part of the contract. All terms and conditions are fixed and non-negotiable.

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BIDDER/CONTRACTOR STATUS FORM

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

DVBE REQUIREMENTS – BIDS TOTALING OVER $10,000.00

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

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

Confirmed DVBE Participation of: DVBE Incentive:

5% or Over 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

2. ALL Bidders must complete and submit the Bidder and Subcontractor Performance Declaration, GSPD05-105 (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

“2024-2025-2026 & two option years (2027 & 2028) Fairtime Lighting Rentals”

G.

RFP24-01

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

SMALL BUSINESS PREFERENCE

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

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

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

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

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H.

RFP24-01

Small business preference qualification information must be included in all bid documents.

This must include procedures for claiming small business preference, micro-business preference and non-small business contractor/small business subcontractor preference processes. Note: A non-small business, which qualifies for this preference, may not take an award away from a certified small business.

Certification Application

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

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

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

Office of Small Business and DVBE Services (OSDS)

707 3rd Street, 1St Floor, Room 1-400, MS210 West Sacramento, CA 95605

(916) 375-4940

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. The Certificate of Insurance shall be furnished to the District fifteen

(15) days prior to contract start date. The certificate must include the following, unless the Bidder is on the Division’s or CFSA’s Master Insurance Certificate List:

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

• A 30-day cancellation notice;

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

• The additional insured paragraph exactly as stated below:

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

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

12 RFP24-01 “2024-2025-2026 & two option years (2027 & 2028) Fairtime Lighting Rentals” https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx mailto:osdshelp@dgs.ca.gov mailto:osdshelp@dgs.ca.gov

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CONTRACT AWARD

The contract must be awarded to the lowest "responsive" proposer or all proposals must be rejected.

Upon selection of a proposed contractor, a “Notice of Proposed Award” will be posted, in public view, for five (5) working days at the DAA’s Administration Office. In addition, a copy of the “Notice of Proposed Award” will be emailed to each proposer.

BREAKING TIES

In the event that there is a tie, the tie will be broken by a toss of a coin by a DAA designee in the presence of authorized representatives of the tied proposer.

GROUNDS FOR REJECTIONS

A proposer shall be rejected if:

• It is received at any time after the exact time and date set for receipt of proposer as stated in paragraph C.

• It is not prepared in accordance with the required format or information is not submitted in the format required by this RFP.

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

A proposer shall be rejected if:

• The proposals are not really competitive;

• Where the cost is not reasonable, or

• If it is deemed to be in the best interest of the State.

The bids are not really competitive;

All proposals may be rejected if the 15th DAA determines, at its sole discretion that any other reason exists to reject the proposal.

M. RIGHT TO REJECT ANY OR ALL PROPOSALS

It is the policy of the 15th DAA not to solicit proposals unless there is a bona fide intention to award a Contract. In the rare case where solicitation for informational and planning purposes is intended, the document will so indicate. However, without limitation by reason of the foregoing explanation, the 15th DAA reserves the right to reject any and all proposals or to cancel the RFP at any time during process.

J.

K.

L.

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N. PROTESTS (State Administrative Manual, Section 1241 and Public Contract Code, Section 10343) A proposer may file a protest against the awarding of the contract. The protest must be filed with the Department of General Services (DGS), 707 Third Street, 2nd Floor, Sacramento, California 95605, Attention Legal office and with the 15th DAA.

The protest shall be filed prior to the expiration of five working days from notice of the proposed award being posted and, in no event, later than 5:00 pm, on the fifth working day after notice of proposed award was posted in a public place at the 15th District Agricultural Association.

IN ADDITION , within five (5) working days after filing the protest, the protesting proposer shall file with the 15th DAA and DGS Legal Office a fully detailed and complete written statement specifying the grounds for the protest PLEASE NOTE: Failure to file (i) notice of protest by the conclusion of the fifth working day after notice of intention to award a contract has been posted and (ii) a complete detailed written statement within five (5) calendar days of filing the protest stating grounds for protest will result in the protester’s protest being deemed untimely and grounds for protest waived.

PART III

MANDATORY FORMAT AND CONTENT

REQUIREMENTS

A. INTRODUCTION

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

• All proposals submitted must follow the proposal format instructions;

• All information must be presented in the order and the manner requested;

• All questions must be answered; and

• All requested data must be supplied.

Proposals not following the required format will be deemed non-responsive and will be rejected.

B. PROPOSAL FORMAT AND CONTENT

All packages need to be clearly labeled and sealed in the manner described in Part II – General Information, Paragraph D. Each copy of the proposal must be prepared as one

(1) document. Proposers have been provided with a checklist to assist in proposal preparation (refer to Part III –Paragraph A-Forms); however, Proposers are ultimately responsible for fulfilling the submittal requirements as outlined in this RFP. Each page is to be numbered at the bottom, starting with the number 1; all pages should be 8½ x 11 inch paper (except for blue print); and all narrative portions of the proposal should be typed.

C. TECHNICAL PROPOSAL

Each proposer shall submit, for the purposes of proposal evaluation, a minimum of five (5) references of similar services provided. Lighting systems, trusses with shade cover, equipment and services.

D. FINANCIAL PROPOSAL BID FORM

Financial Proposal Bid Form is Attachment 3 in this RFP and will be used to determine the “not to exceed” amount of the contract. Each proposer shall submit a completed and signed form and include it as specified above in Paragraph B – Proposal Format and Content.

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FORMS

A. FORMS TO BE COMPLETED AND SUBMITTED BY PROPOSER (MANDATORY)

In conjunction with the information requested in Part III – Mandatory Format and Content Requirements, a comprehensive proposal or proposal package will consist of the items identified below.

Complete this checklist to confirm the items in your proposal. Place a check mark or “X” next to each item that you are submitting to the District. For your proposal to be responsive, all required attachments must be returned. This checklist is intended to be used as a guideline and should not be used to validate all of the RFP content requirements.

Document Document Name/Description

_____ Attachment 1

_____ Attachment 2

_____ Attachment 3

_____ Attachment 4

_____ Attachment 5

_____ Attachment 6

_____ Attachment 7

Bidder/Contractor Status Form (2 Pages) (Must include Corporate Resolution if Bidder is a Corporation) – Must be submitted

Technical Proposal – Must be submitted - (5 References).

See Section C, Technical Proposal, page 12 above

Financial Proposal Bid Form (2 Pages) – (Sign, Date) Must be submitted

Darfur Contracting Act Certification Must be submitted

Iran Contracting Act Verification Form Must be submitted (if over $1,000,000)

DGS PD 843 DVBE Declaration (if applicable) https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/ pd_843.pdf

Megan's Law Screening Certification and Listing Must be submitted

B. DOCUMENTS TO BE COMPLETED BY DISTRICT

Notice of Proposed Award, after proposed awardee is determined

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ATTACHMENTS (1, 2, 3, 4, 5, 6,7)

ATTACHMENT 1

BIDDER/CONTRACTOR

STATUS FORM

RFP #24-01

Page 1 or 2

Contractor’s Name _____________________________Federal Employer ID # ________________ (full business name)

Address_________________________________________County___________________________

City __________________________________________ Zip Code _______________________

(principal place of business)

STATUS OF CONTRACTOR PROPOSING TO DO BUSINESS (PLEASE CHECK ONE)

______Individual ______Limited Partnership ______General Partnership _____Corporation

Individual (Please check one) ______Resident ______Non-Resident If a sole proprietorship, state the true full name of sole proprietor: (i.e., John Roe Smith, not J. Roe Smith or not John R. Smith)

Partnership (Please check one) ______General Partnership ______Limited Partnership

If a partnership, list each partner, identifying whether limited partner(s), stating their true full name and their interest in the partnership:

Corporation

A copy of the corporate resolution authorizing the signing of this form should be attached.

Place and date of incorporation___________________________________________________ If not a California corporation in good standing, please state the date the corporation was authorized to do business in California:

CURRENT OFFICERS: President: __________________Vice President:___________________

Secretary:____________________Treasurer:_______________________

Other Officers:________________________________________________

All must answer: Are you subject to Federal Backup Withholding? ______Yes ______No

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ATTACHMENT 1

BIDDER/CONTRACTOR

STATUS FORM

RFP #24-01

Fictitious Name

If contractor is doing business under a fictitious business name and will be performing under the fictitious name, please attach a clearly legible copy of the current fictitious filing.

Small Business Preference

Are you claiming preference as a small business in reference to this RFP? _____Yes _____No If yes, the bidder is required to submit a copy of the OSDS’s Small Business Certification Approval Letter with the technical proposal package.

Your small business ID number: _________________________

Pending Litigation or Hearings

Are any civil or criminal litigation or administrative hearings currently pending against the bidder’s organization, owners, officers or employees? ______Yes ______No

If yes, please state the case number and agency or court where pending and status of litigation or hearing:

The District reserves the right to verify the information provided on this form by the bidder under

RFP process.

I declare under penalty of perjury that the above information is true and correct and that I am authorized to sign this status form on behalf of the bidder/contractor.

Print Name & Title (Signature)

(Date)

If this status form is not completely filled out, signed and submitted with bidder’s response to the IFB, the bid will be rejected as non-responsive.

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ATTACHMENT 2

TECHNICAL PROPOSAL

RFP #24-01

BIDDER REFERENCES

List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this contract.

REFERENCE 1

City: Zip Code:

Name of Firm:

Street Address:

Contact Person:

Dates of Service:

mail Address:

State:

Telephone Number:

Value or Cost of Service:

Brief Description of Service Provided:

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REFERENCE 2

City: Zip Code:

Name of Firm:

Street Address:

Contact Person:

Dates of Service:

mail Address:

State:

Telephone Number:

Value or Cost of Service:

Brief Description of Service Provided:

REFERENCE 3

City: Zip Code:

Name of Firm:

Street Address:

Contact Person:

Dates of Service:

mail Address:

State:

Telephone Number:

Value or Cost of Service:

Brief Description of Service Provided:

ATTACHMENT 2

TECHNICAL PROPOSAL

RFP #24-01

BIDDER REFERENCES

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REFERENCE 4

City: Zip Code:

Name of Firm:

Street Address:

Contact Person:

Dates of Service:

mail Address:

State:

Telephone Number:

Value or Cost of Service:

Brief Description of Service Provided:

REFERENCE 5

City: Zip Code:

Name of Firm:

Street Address:

Contact Person:

Dates of Service:

mail Address:

State:

Telephone Number:

Value or Cost of Service:

Brief Description of Service Provided:

ATTACHMENT 3

FINANCIAL PROPOSAL BID FORM

RFP #24-01

The price quote shall be inclusive of all wages, allowances, supervision, insurance(s), material, labor, supervision, taxes, emission, certificate, license, travel, meal reimbursements, hotel accommodation, equipment, transportation, fuel, uniforms, or any other related services required. The District shall not be billed for any costs that were not included in the contract.

“By submitting a Bid for Lighting Systems, Truss with Shade Cover, Equipment and Services, I understand and agree to the terms, conditions and scope of work as set forth in this Request for Proposal. Furthermore, I certify I am legally authorized to bind the organization to the terms outlined herein.”

Contractor’s Name: _______________________________________ FID #____________________

Contractor’s Address: _____________________________________________

Contractor’s Signature: ____________________________________ Date: _____________________

Print Name: _________________________________ Title: __________________________________

ARE YOU CLAIMING SMALL BUSINESS PREFERENCE?

As a California Certified Small Business? YES ________ NO ________

If Yes, Certification # ______________

YES ____________ NO___________

ARE YOU CLAIMING DVBE INCENTIVE?

Are you a primary California Certified DVBE?

Are you sub a minimum of 1% up to 5% to a California certified DVBE? YES ____________ NO __________

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ATTACHMENT 4

DARFUR CONTRACTING ACT

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

Therefore, to be eligible to submit a bid or proposal, please complete only one of the following three paragraphs (via initials for Paragraph # 1 or Paragraph # 2, or via initials and certification for Paragraph # 3):

1.

Initials

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

OR

2.

Initials

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

OR

3.

Initials

+ certification below

We currently have, or we have had within the previous three years, business activities or other operations outside of the United States, but we certify below that we are not a scrutinized company as defined in Public Contract Code section 10476.

CERTIFICATION For # 3.

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

Proposer/Bidder Firm Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

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ATTACHMENT 5

IRAN CONTRACTING ACT VERIFICATION FORM

(Public Contract Code sections 2202-2208)

Prior to bidding on, submitting a proposal or executing a contract or renewal for a State of California contract for goods or services of $1,000,000 or more, a vendor must either: a) certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (“DGS”) pursuant to Public Contract

Code section 2203(b) and is not a financial institution extending twenty million dollars

($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or b) demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d). The DGS list of entities prohibited from contracting with public entities in California per the Iranian Contracting Act, 2010, can be found at:

Department of General Services Procurement Division Iran Contracting Act List

To comply with this requirement, please insert your vendor or financial institution name and Federal ID Number (if available) and complete one of the options below. Please note: California law establishes penalties for providing false certifications, including civil penalties equal to the greater of $250,000 or twice the amount of the contract for which the false certification was made; contract termination; and three- year ineligibility to bid on contracts. (Public Contract Code section 2205.)

OPTION #1 - CERTIFICATION

I, the official named below, certify I am duly authorized to execute this certification on behalf of the vendor/financial institution identified below, and the vendor/financial institution identified below is not on the current list of persons engaged in investment activities in Iran created by DGS and is not a financial institution extending twenty million dollars

($20,000,000) or more in credit to another person/vendor, for 45 days or more, if that other person/vendor will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

Vendor Name/Financial Institution (Printed) Federal ID Number (or n/a)

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in

23 RFP24-01 “2024-2025-2026 & two option years https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Iran-Contracting-Act-List.pdf?la=en&hash=71776438AADF114D952082668B1D6A0AEED31C2B

ATTACHMENT 5

IRAN CONTRACTING ACT VERIFICATION FORM

(Public Contract Code sections 2202-2208)

OPTION #2 – EXEMPTION

Pursuant to Public Contract Code sections 2203(c) and (d), a public entity may permit a vendor/financial institution engaged in investment activities in Iran, on a case-by-case basis, to be eligible for, or to bid on, submit a proposal for, or enters into or renews, a contract for goods and services.

If you have obtained an exemption from the certification requirement under the Iran

Contracting Act, please fill out the information below, and attach documentation demonstrating the exemption approval.

Vendor Name/Financial Institution (Printed) Federal ID Number (or n/a)

By (Authorized Signature)

Printed Name and Title of Person Signing Date Executed

24 RFP24-01

State of California—Department of General Services, Procurement Division

Solicitation Number_____GS-02-22_____

GSPD–05–105 (EST 8/05)

BIDDER DECLARATION – Attachment 6

1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form):

a. Identify current California certification(s) (MB, SB, SB/NVSA, DVBE): ____________ or None ____ (If “None”, go to Item #2)

b. Will subcontractors be used for this contract? Yes ___ No ___ (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary.

c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes ___ No ___

(2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes ___ No ___ N/A ___

2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary):

Subcontractor Name, Contact Person, Subcontractor Address CA Certification Work performed or goods provided Corresponding Good 51% Phone Number & Fax Number & Email Address (MB, SB, DVBE or None) for this contract % of bid price Standing? Rental?

CERTIFICATION: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct.

Signature: ___________________________________ Date: Page_____ of _____

22 RFP24-01 “2024-2025-2026 & two option years (2027 & 2028) Fairtime Lighting Rentals”

22 RFP24-01 “2024-2025-2026 & two option years (2027 & 2028) Fairtime Lighting Rentals”

22 RFP24-01 “2024-2025-2026 & two option years (2027 & 2028) Fairtime Lighting Rentals”

25 RFP24-01 “2024-2025-2026 & two option years

State of California—Department of General Services, Procurement Division GSPD–05–105 (EST 8/05) Instructions

BIDDER DECLARATION Instructions – Attachment 6 All prime bidders (the firm submitting the bid) must complete the Bidder Declaration.

1.a. Identify all current certifications issued by the State of California. If the prime bidder has no California certification(s), check the line labeled “None” and proceed to Item #2. If the prime bidder possesses one or more of the following certifications, enter the applicable certification(s) on the line:

• Microbusiness (MB)

• Small Business (SB)

• Small Business Nonprofit Veteran Service Agency (SB/NVSA)

• Disabled Veteran Business Enterprise (DVBE)

1.b. Mark either “Yes” or “No” to identify whether subcontractors will be used for the contract. If the response is “No”, proceed to Item #1.c. If “Yes”, enter on the line the distinct element of work contained in the contract to be performed or the goods to be provided by the prime bidder. Do not include goods or services to be provided by subcontractors.

Bidders certified as MB, SB, SB/NVSA, and/or DVBE must provide a commercially useful function as defined in Military and Veterans Code Section 999(e)(2)(A) for DVBEs and Government Code

Section 14837(d)(4)(A) for small/microbusinesses. For questions regarding commercially useful function determinations made in conjunction with certification approval, contact the Department of

General Services, Procurement Division, Office of Small Business and DVBE Certification

(OSDC), OSDC Certification and Compliance Unit via email at: osdchelp@dgs.ca.gov

Bids must propose that certified bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State. For questions regarding the solicitation, contact the procurement official identified in the solicitation.

Note: A subcontractor is any person, firm, corporation, or organization contracting to perform part of the prime’s contract.

1.c. This item is only to be completed by businesses certified by California as a DVBE.

(1) Declare whether the prime bidder is a broker or agent by marking either “Yes” or “No”.

The Military and Veterans Code Section 999.2 (b) defines “broker” or “agent” as a certified DVBE contractor or subcontractor that does not have title, possession, control, and risk of loss of materials, supplies, services, or equipment provided to an awarding department, unless one or more of the disabled veteran owners has at least 51-percent ownership of the quantity and value of the materials, supplies, services, and of each piece of equipment provided under the contract.

(2) If bidding rental equipment, mark either “Yes” or “No” to identify if the prime bidder owns at least 51% of the equipment provided (quantity and value). If not bidding rental equipment, mark “N/A” for “not applicable.”

2. If no subcontractors are proposed, do not complete the table. Read the certification at the bottom of the form and complete “Page ___ of ___” on the form.

If subcontractors will be used, complete the table listing all subcontractors. If necessary, attach additional pages and complete the “Page ___ of ___” accordingly.

2. (continued) Column Labels

Subcontractor Name, Contact Person, Phone Number & Fax Number—List each element for all subcontractors.

Subcontractor Address & Email Address—Enter the address and if available, an Email address.

CA Certification (MB, SB, DVBE or None)—If the subcontractor possesses a current State of

California certification(s), verify on the OSDC website (www.pd.dgs.ca.gov/smbus) that it is still valid and list all current certifications here. Otherwise, enter “None”. [Note: A SB/NVSA should not be participating as a subcontractor]

Work performed or goods provided for this contract—identify the distinct element of work contained in the contract to be performed or the goods to be provided by each subcontractor. Certified subcontractors must provide a commercially useful function for the contract. (See paragraph 1.b above for code citations regarding the definition of commercially useful function.) If a certified subcontractor is further subcontracting a greater portion of the work or goods provided for the resulting contract than would be expected by normal industry practices, attach a separate sheet of paper explaining the situation.

Corresponding % of bid price—Enter the corresponding percentage of the total bid price for the goods and/or services to be provided by each subcontractor. Do not enter a dollar amount.

Good Standing?—Provide a response for each subcontractor listed. Enter either “Yes” or “No” to indicate that the prime bidder has verified that the subcontractor(s) is in good standing for all of the following:

• Possesses valid license(s) for any license(s) or permits required by the solicitation or by law

• If a corporation, the company is qualified to do business in California and designated by the State of California Secretary of State to be in good standing

• Possesses valid State of California certification(s) if claiming MB, SB, and/or DVBE status

• Is not listed on the OSDC website as ineligible to transact business with the State

51% Rental?—This pertains to the applicability of rental equipment. Based on the following parameters, enter either “N/A” (not applicable), “Yes” or “No” for each subcontractor listed.

Enter“N/A” if the:

• Subcontractor is NOT a DVBE (regardless of whether or not rental equipment is provided by the subcontractor) or

• Subcontractor is NOT providing rental equipment (regardless of whether or not subcontractor is a DVBE)

Enter “Yes” if the subcontractor is a California certified DVBE providing rental equipment and the subcontractor owns at least 51% of the rental equipment (quantity and value) it will be providing for the contract.

Enter “No” if the subcontractor is a California certified DVBE providing rental equipment but the subcontractor does NOT own at least 51% of the rental equipment (quantity and value) it will be providing.

Read the certification at the bottom of the page and complete the “Page ___ of ___” accordingly.

26 RFP24-01 “2024-2025-2026 & two option years

ATTACHMENT 7

MEGAN’S LAW SCREENING CERTIFICATION AND LISTING

This form must be completed legibly, with all information requested. Typewritten or computer-generated forms or reports may be substituted provided that: all required information is included in columnar form, and the listing report is attached to this form.

The certification section must be signed by an authorized representative of the contractor.

Company/Organization Name:

Contact Name: ____________________________ Contact Telephone :__________________

Contractor Consultant Type of Company/Organization (Circle one): Entertainer Exhibitor

Concessionaire Volunteer

Other/Explanation if Needed:________________________________________________________

The undersigned represents and warrants that attached to this Megan’s Law Screening Certification and Listing is a full, true, correct, complete, and accurate listing of all persons scheduled to work or volunteer for the company/organization identified above (“Contractor”) during the annual OC Fair or Imaginology. If any other or additional individuals will be performing work, labor, or services, I understand that my company/organization is required to submit a supplemental listing(s) identifying those individuals.

The undersigned represents and warrants that all persons and individuals performing services on behalf of Contractor, including, but not limited to, its agents, employees, subcontractors, and volunteers have been screened for sex offender registration before each individual commenced work, services, and/or was present at the OCFEC facility. The undersigned represents and warrants that no individual who is a registered sex offender will be assigned or permitted to perform services on behalf of Contractor at or on OCFEC premises.

To the fullest extent permitted by law, Contractor will defend, indemnify, and hold harmless OCFEC from and against all claims, damages, losses, and expenses, of every kind, nature and description (including, but not limited to, attorney’s fees, expert fees, and costs of suit), directly or indirectly arising from, or in any way related to the performance or nonperformance of Contractor’s obligations under this Megan’s Law Screening Certification and Listing, regardless of responsibility of negligence; by reason of death, injury, property damage, however caused or alleged to have been caused, and even though claimed to be due to the negligence of the OCFEC. Provided, however, that in no event shall Contractor be obligated to defend or indemnify the OCFEC with respect to the sole negligence or willful misconduct of the OCFEC, its employees, or agents (excluding the Contractor, or any of its employees or agents).

The undersigned represents and warrants that he/she is fully authorized to execute this Megan’s Law Screening Certification and Listing on behalf of Contractor.

Company/Organization Representative’s Signature

Title of Representative

Printed Name Date

27 RFP24-01

ATTACHMENT 7

MEGAN’S LAW SCREENING CERTIFICATION AND LISTING (CONT.)

Megan’s Law Screening Listing

Full Name (Last, First Middle)

Full Name (Last, First Middle)

Please duplicate this listing sheet if additional space is required

28 RFP24-01 “2024-2025-2026 & two option years

29 RFP24-01 “2024-2025-2026 & two option years

PART IV

WORK STATEMENT

The 15th District Agricultural Association intends to award a contract for providing temporary Lighting Systems, Truss with Shade Covers, all related/necessary equipment & personnel services, necessary for the performance of this three (3) year agreement, (2024-2025-2026) including two (2) option years (2027 and 2028) during the Kern County Fair yearly dates as follows:

1. TERM OF AGREEMENT

The term of this agreement for the 2024-2025-2026 with two (2) option years – 2027 and 2028 Fairtime rental of temporary Lighting Systems, Truss with Shade Covers, equipment & services, will be as follows:

2. DELIVERY TIME-LINES AND ORDER OF SET-UP

(Subject to Change, as Coordinated with Fair Management). All rental of temporary Lighting Systems, Truss with Shade Covers, and equipment must be in place no later than 5:00 p.m., on Tuesday, prior to the first day of each respective Fair, unless otherwise coordinated with Fair Management.

2024 Kern County Fair ….. Start – Thursday, September 12, and completed by Tuesday, September 17, 2024

2025 Kern County Fair …… Start – Thursday, September 18, and completed by Tuesday, September 23, 2025

2026 Kern County Fair ....... Start – Thursday, September 17, and completed by Tuesday, September 22, 2026

With two (2) option years - 2027 and 2028

3. REMOVAL TIME-LINES

(Subject to Change, as Coordinated with Fair Management). All rental of temporary Lighting Systems, Truss with Shade Covers, and equipment MUST BE REMOVED no later than 5:00 p.m.

2024 Kern County Fair …………………................. Tuesday, October 1 2025 Kern County Fair …………………................. Tuesday, October 7 2026 Kern County Fair …………………................. Tuesday, October 6 With two (2) option years - 2027 and 2028

4. RFP REQUIREMENTS

Successful proposer must be able to provide lighting systems, hardware, equipment, truss with shade covers and services throughout the term of the contract issued as a result of this bid, for the following stages:

• Budweiser Pavilion Stage

• Frontier Stage

• La Villa Festiva Stage

• Main Plaza Stage

• KC Lane Stage

30 RFP24-01

(2027 & 2028) Fairtime Lighting Rentals”

5.

6.

7.

CANCELLATION OF LIGHTING SYSTEMS, TRUSS WITH SHADE COVERS, AND

EQUIPMENT, ETC.

The 15th District Agricultural Association reserves the right to cancel* any of the temporary Lighting Systems, Truss with Shade Covers, and Equipment set forth in this bid package for the 2024-2025-2026 Kern County Fairs and option years 2027 and 2028.

*The 15 th District Agricultural Association will not be held financially liable or responsible for the rental of temporary Lighting Systems, Truss with Shade Covers, Equipment & Services not used and/ or cancelled prior to installation of same on the grounds of the 15th District Agricultural Association. Successful proposer awarded the contract shall not invoice Fair for the rental of temporary Lighting Systems, Truss w ith Shade Covers, Equipment & Services in this bid packet that has not be utilized by Fair.

INCREASE OF THE TEMPORARY LIGHTING SYSTEMS, TRUSS WITH

SHADE COVERS, EQUIPMENT & SERVICES LIGHTING SYSTEMS/EQUIPMENT/

SERVICES Successful proposer shall provide any and all other emergency of rental of temporary Lighting Systems, Truss with Shade Covers, Equipment & Services, as may be required and authorized on Fair Purchase Order. Authorization of emergency lighting systems, hardware, equipment and services on Fair Purchase Orders shall insure payment in full for additional emergency rental of temporary Lighting Systems, Truss with Shade Covers, Equipment & Services required for the 2024-2025-2026 Kern County Fairs and Option Years 2027 and 2028.

Payment shall not be made for additional emergency services unless a Fair Purchase Order has been issued authorizing said emergency services. Additional emergency services may only be ordered and authorized Fair Management.

FINANCIAL PROPOSAL BID FORM

Proposers are to return their completed “Financial Proposal Bid Form” in the manner set forth on Page 8 - Section “E”, “Instruction To Proposers”, in Request for Proposal #24-01 by 2:00 pm, Friday, July 26,…