Solicitation_Document_1.pdf

County of Santa Clara

BID DOCUMENT

Fantasy of Lights Event Services

Bid Number: RFP-PRC-FY26-0542

Closing Date: 02/13/2026 15:00:00 PT

REFERENCE O

NLY

TABLE OF CONTENTS

I. INTRODUCTION

A. INVITATION

B. BACKGROUND

1. COUNTY OF SANTA CLARA

2. COUNTY DEPARTMENT

3. PROJECT BACKGROUND

II. PROJECT SCOPE

III SCHEDULE AND EXPLANATION OF EVENTS

A. SCHEDULE OF EVENTS

B. POINT OF CONTACT

C. EXPLANATION OF EVENTS

1. ISSUANCE OF RFP

2. PRE-PROPOSAL CONFERENCE

3. DEADLINE TO SUBMIT QUESTIONS

4. RESPONSE TO WRITTEN QUESTIONS/RFP ADDENDUM POSTED

5. DEADLINE TO SUBMIT REQUIRED FORMS

6. SUBMISSION OF PROPOSALS

A. NUMBER OF RESPONSES

B. PROPOSAL FORMAT AND ORGANIZATION

C. PROPOSAL PREPARATION INSTRUCTIONS

D. NON-CONFORMING SUBMISSIONS

IV. EVALUATION, NEGOTIATIONS AND AWARD PROCESS

A. REVIEW OF PROPOSALS FOR RESPONSIVENESS

B. EVALUATION CRITERIA

C. PROPOSAL EVALUATION

D. ORAL PRESENTATIONS / DEMONSTRATIONS

E. PRICE EVALUATION

F. NEGOTIATIONS

G. CONTRACT AWARD

V. CONDITIONS GOVERNING THE PROCUREMENT

A. INCURRING COST

RFP-PRC-FY26-0542

B. CLAIMS AGAINST THE COUNTY OF SANTA CLARA

C. BASIS FOR PROPOSAL

D. NO PUBLIC PROPOSAL OPENING

E. CALIFORNIA PUBLIC RECORDS ACT (CPRA)

F. CONFIDENTIALITY

G. ELECTRONIC SUBMISSIONS OF THE RFP

H. ASSIGNMENT OF CLAYTON ACT, CARTWRIGHT ACT CLAIMS

I. COUNTY RIGHTS

J. PROTEST PROCESS

VI. PROPOSER'S SUBMISSION

A. LETTER OF TRANSMITTAL

B. PROPOSER'S CORPORATE INFORMATION

1. PROPOSER'S EXPERIENCE AND OTHER INFORMATION

2. FINANCIAL STABILITY/PROPOSER FINANCIAL INFORMATION

3. PAST PERFORMANCE (REFERENCES)

4. INDEMNITY AND INSURANCE REQUIREMENTS

5. TERMS AND CONDITIONS

C. INFORMATION REGARDING PROJECT SCOPE REQUIREMENT AND PRICING

D. PROPOSER'S DECLARATION

EXHIBITS TERMS AND CONDITIONS & DECLARATION FORMS

I. INTRODUCTION

A. INVITATION

The County of Santa Clara (County) is seeking proposals from qualified vendors to provide Fantasy of Lights Event Coordination

Services for County’s Parks and Recreation Department.

Established in 1999, the Fantasy of Lights (FOL) is an annual holiday celebration featuring dazzling light displays at Vasona Lake

County Park, 333 Blossom Hill Road, Los Gatos. Recognized as Northern California’s premier holiday light show, FOL showcases more than 50 themed and animated exhibits, illuminated tunnels, and a sparkling 90foot tree. The event is designed with sustainability in mind, using energyefficient LED lighting.

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

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

Please download full solicitation packet located in the "List of Attachments" section of the RFP.

THIS RFP SOLICITATION REQUIRES ALL PROPOSALS TO BE SUBMITTED

ELECTRONICALLY THROUGH COUNTY'S SOLICITATION PLATFORM. NO PAPER, EMAIL OR

FAX SUBMISSIONS WILL BE ACCEPTED AND MAY BE DEEMED NONRESPONSIVE.

B. BACKGROUND

1. COUNTY OF SANTA CLARA

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

SCC’s governmental structure includes a decentralized mix of approximately 50 agencies and departments. The County provides services such as public safety and justice, road construction and maintenance, parks and recreation, libraries, and environmental resource management. It also operates "enterprise" programs, which charge fees to users for services. Two examples are the County Health System, which includes 3 hospitals, and the County airports. The County acts as an agent of the State in administering health, social services, and criminal justice programs that are of statewide concern.

Policy making, and legislative authority are vested in the Board of Supervisors, which consists of an elected Supervisor from each of the county’s five districts. The Board’s responsibilities include passing ordinances and policies, adopting the budget, appointing committees and appointing the

County Executive who manages the day to day operations of the County. For more information please go to www.sccgov.org.

2. COUNTY DEPARTMENT

Parks and Recreation Department

The mission of the Santa Clara County Parks and Recreation Department (Parks) is to provide, protect and preserve regional parklands for the enjoyment, education and inspiration of this and future generations. Since the dedication of the first County park 63 years ago, the County’s park system has grown to encompass over 52,000 acres of parkland in 29 separate regional parks. Today the County’s park system offers more than 290 miles of paved and unpaved recreational trails; fishing, boating, camping, and picnicking facilities; off-leash dog areas; and an array of land and water based recreational venues. Most of the County’s regional parks offer visitors and residents access to open space in a rural setting, with many containing unique cultural and historic components, while still close to the urban core of the Santa Clara Valley. Since 1972 the Department has benefitted from a stable funding source, the Park Charter Fund, which was re-approved by the voters in 2016. Santa Clara County Parks and Recreation

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

Please download full solicitation packet located in the "List of Attachments" section of the RFP.

3. PROJECT BACKGROUND

II. PROJECT SCOPE

A comprehensive and detailed scope of work is included in Section III – Project Scope.

III SCHEDULE AND EXPLANATION OF EVENTS

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

A. SCHEDULE OF EVENTS

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

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

B. POINT OF CONTACT

The County has designated a Procurement Officer who is responsible for the conduct of this Procurement whose name, address and telephone number are listed below:

Justin Singleton, Buyer III Procurement Department

130 west Tasman Drive, First Floor

Telephone: (408) 491-7466

Ema i: justin.singleton@prc.sccgov.org

Any inquiries or request regarding this procurement should be submitted to the Procurement Officer in writing through County's E-sourcing system. Proposers may contact ONLY the Procurement Officer regarding this RFP.

C. EXPLANATION OF EVENTS

1. ISSUANCE OF RFP

EVENT DATE

1. Issuance of RFP 12/12/2025 PT

2.

Pre-proposal Conference (Non- Mandatory)

December 17, 2025 10:00am – 11:00pm PST

3. Fantasy of Lights Site Vist

MANDATORY

Date and Time: 12/29/2025

16:00:00 PT

1.

4. Deadline to Submit Written Questions 01/09/2026 17:00:00 PT

5.

Response to Written Questions/RFP Addendum Posted

January 16, 2026

6.

Deadline to Submit Required Forms (If Applicable)

N/A

7. Submission of Proposals 02/13/2026 15:00:00 PT

8. Proposal Evaluation February 2026

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

10.

Conduct Oral Presentations/ Demonstrations (If Applicable)

March 2026

11. Selection of Finalist(s) March 2026

12. Negotiations April 2026

13. Issue Notice of Intent to Award April 2026

14. Contract Approval and Execution May 2026

15. Commencement of Contract June 2026

1.

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

2. PRE-PROPOSAL CONFERENCE

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

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

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

Pre-proposal Conference Date/Time/Location:

Date: December 17, 2025

Time: 10:00 am Pacific Time

Location:

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

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjJlYzRlZjgtNzliYy00YTk1LThmNjktNDRmNDE4MTBmMjU4%40thread.v2/0?context=%7b%22Tid%22%3a%22

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

0ac3202f-c3e9-4f56-830d-017d09d16b3f%22%2c%22Oid%22%3a%2201d7b49a-fcfb-4e72-82aa-3c30f844486a%22%7d

Call in Number: +1 408-791-0743

Conference ID: 587 809 358#

Mandatory Site Visit Date/Time/Location:

Date: (=**{Site Meeting}{

MANDATORY

Date and Time: 12/29/2025 16:00:00 PT

Date: Monday, December 29, 2025

Time: 4:00 – 5:30 pm PST

Location: Vasona Lake County Park

Former Administration Building

298 Garden Hill Drive

Los Gatos, CA 95032

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

3. DEADLINE TO SUBMIT QUESTIONS

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

4. RESPONSE TO WRITTEN QUESTIONS/RFP ADDENDUM POSTED

The County will list answers to all written questions received by the deadline in Section III A (“Deadline to Submit Written Questions”) and will provide the responses via an addendum posted on County’s E-sourcing system. The County may, but is not required to, respond to questions at other times, e.g., prior to a scheduled pre-proposal conference. The County reserves the right to post additional addenda until the RFP closing date and time, including addenda that make material changes to the RFP.

5. DEADLINE TO SUBMIT REQUIRED FORMS

N/A

6. SUBMISSION OF PROPOSALS

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

A. NUMBER OF RESPONSES

Only one proposal will be accepted from any one person, partnership, corporation or other entity;

however, several alternatives may be included in one proposal.

B. PROPOSAL FORMAT AND ORGANIZATION

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

C. PROPOSAL PREPARATION INSTRUCTIONS

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

D. NON-CONFORMING SUBMISSIONS

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

IV. EVALUATION, NEGOTIATIONS AND AWARD PROCESS

A. REVIEW OF PROPOSALS FOR RESPONSIVENESS

Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. A responsive proposal is one which follows the requirements of this RFP, includes all documentation, is submitted in the format in this RFP, is timely submitted, and has the appropriate signatures as required on each document. Failure to comply with these requirements may result in the proposal being deemed non-responsive and, therefore, rejected.

B. EVALUATION CRITERIA

Proposals will be evaluated by the Evaluation Committee members who will independently evaluate, and rate proposals based on criteria listed below. The criteria are itemized with their respective weights for a maximum total of one hundred (100) points per Evaluation Committee member.

Section 1: Letter of Transmittal Section 2: Table of Contents Section 3: Proposer’s Corporate Information Section 4: Project Scope Requirements Response including all required Appendices, in numerical or alphabetical order of reference label Section 5: Proposer’s Declaration Submittal Form

C. PROPOSAL EVALUATION

An Evaluation Committee will review, evaluate and score the proposals. The highest ranked responses may be recommended for another round of evaluation at the County’s discretion. The County reserves the right to conduct as many rounds of evaluations as it deems to be reasonable or necessary in the public interest. Each round of evaluation may result in modification of scores,

1. Ability to meet the Technical and Business Requirements

40 points

2. Implementation, Project Management, Training and On-Going Support

25 points

3. Price Proposal 20 points

4. Corporate Strength, Experience, Financial Strength, References, And Reputation of Proposer

15 points

Total Points Additional Points

Local Preference 5 points

*LOCAL PREFERENCE POLICY (reproduced from Board of Supervisors Policy Manual, Section 5.6.5.2).

In a formal solicitation of goods or services, the County of Santa Clara shall give Local Businesses the preference described below.

“Local Business” means a lawful business with a physical address and meaningful “production capability” located within the boundary of the County of Santa Clara. The term “production capability” means sales, marketing, manufacturing, servicing, provision of services, or research and development capability that substantially and directly enhances the firm's or bidder's ability to perform the proposed contract. Post Office box numbers, residential addresses, a local sales office without any support and/or a local subcontractor hired by the contractor may not be used as the sole basis for establishing status as a “Local Business.”

In the procurement of goods or services in which best value is the determining basis for award of the contract - for example, a Request for Proposals - five percent (5%) of the total points awardable will be added to the Local Business score.

When a contract for goods or services, as defined in this policy, is presented to the Board for approval, the accompanying transmittal document shall include a statement as to whether the proposed vendor is a Local Business, and whether the application of the local preference policy was a decisive factor in the award of the proposed contract. The local preference policy may only be applied based on the entity submitting a bid or proposal and not a subcontractor or business partner.

This Local Business preference shall not apply to the following:

Public works contracts;1.

Where such a preference is precluded by local, state or federal law or regulation;2.

Contracts funded in whole or in part by a donation or gift to the County where the special conditions attached to the donation or gift prohibits or conflicts with this preference policy. The donation or gift must be approved or accepted by the Board in accordance with County policy; or

3.

Contracts exempt from solicitation requirements under an emergency condition in accordance with Board policy, state law and/or the County of Santa Clara Ordinance Code.

4.

Please download full solicitation packet located in the "List of Attachments" section of the RFP.

further clarification or addenda being issued, and changes in the RFP process. If a proposal is not in the competitive range, the County at its sole discretion may eliminate the proposal for further consideration.

D. ORAL PRESENTATIONS / DEMONSTRATIONS

Upon evaluation of the criteria indicated above and the rating and ranking, the Evaluation Committee may choose to conduct an oral presentation/demonstration with any proposer(s). Upon completion of the oral presentations/demonstrations, the Evaluation Committee members may re-evaluate, re-score and/or re-rank the proposals remaining in consideration.

E. PRICE EVALUATION

The price proposal will be evaluated relative to the combination of the technical proposal, including an evaluation of how well it matches the proposer’s understanding of the County’s needs described in this Solicitation, the proposer’s assumptions, and the value of the proposed solution and/or services. The pricing evaluation is used as part of the evaluation process to determine the highest ranked proposer, if points were assigned to pricing.

F. NEGOTIATIONS

The County may direct negotiations with the highest ranked proposer, negotiations with multiple proposers, and/or may request best and final offers. The discussions may include price and conditions attendant to price. Each proposer agrees that its proposal shall constitute a firm offer that it is bound to, and that the County may accept for at least one year after the closing of the Solicitation.

The County always reserves the right to terminate or suspend negotiations and may begin negotiations with the other proposer(s). This process may continue until a contract acceptable to the County has been executed or all proposals are rejected. No proposer shall have any rights against the County arising from such negotiations, suspensions, or terminations thereof.

G. CONTRACT AWARD

Any proposed contract, resulting from this Solicitation, will be submitted to the Board of Supervisors, or County Executive or designee. All proposers will be notified in writing of the decision with respect to the contract award. The County’s decision of whether to make the award and to which proposer shall be final.

V. CONDITIONS GOVERNING THE PROCUREMENT

The County of Santa Clara allows the use of the County contract by other political subdivisions, municipalities, tax supported agencies and non-profit entities in the United States. Such participating agencies shall make purchases in their own name, make payments directly to the Contractor and shall be liable directly to Contractor holding the County of Santa Clara harmless.

This Attachment contains the conditions governing the Request for Proposals (RFP) process.

Proposers are required to adhere to these conditions.

A. INCURRING COST

This RFP does not commit the County to award, nor does it commit the County to pay any cost incurred in the submission of the proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award.

B. CLAIMS AGAINST THE COUNTY OF SANTA CLARA

Neither proposers’ organization nor any of their representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these RFP procedures.

C. BASIS FOR PROPOSAL

Only information supplied by the County in writing via the County’s solicitation management system, County’s E-sourcing system by the Procurement Officer in connection with this RFP should be used as the basis for the preparation of proposer’s proposal.

D. NO PUBLIC PROPOSAL OPENING

There will be no public opening for this RFP.

E. CALIFORNIA PUBLIC RECORDS ACT (CPRA)

All proposals become the property of the County, which is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If proposer’s proprietary information is contained in documents submitted to County, and proposer claims that such information falls within one or more CPRA exemptions, proposer must clearly mark such information “CONFIDENTIAL AND PROPRIETARY,” and identify the specific lines containing the information. In the event of a request for such information, the County will make reasonable efforts to provide notice to proposer prior to disclosure. If proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Santa Clara County before the County’s deadline for responding to the CPRA request. If proposer fails to obtain such remedy within County’s deadline for responding to the CPRA request, County may disclose the requested information without penalty or liability.

Proposer further agrees that it shall defend, indemnify and hold the County harmless against any claim, action, litigation, damage or injury (including but not limited to all judgments, costs, fees, and attorney’s fees) that may result from partial or complete denial of access to, or non-disclosure or redaction of, documents arising from any representation, or any action (or inaction), by the proposer.

F. CONFIDENTIALITY

All data and information obtained from the County of Santa Clara by the proposers and their agents in this RFP process, including reports, recommendations, specifications and data, shall be treated by the proposer and its agents as confidential. The proposers and its agents shall not disclose or communicate this information to a third party or use it in advertising, publicity, propaganda, marketing, or in another job or jobs, unless prior written consent is obtained from an authorized representative of the County. Generally, each proposal and all documentation, including financial information, submitted by a proposer to the County is to be treated as confidential by a proposer.

Notwithstanding the foregoing, the proposal and all documentation are subject to the California Public Records Act, as described in Section V.E of this RFP.

G. ELECTRONIC SUBMISSIONS OF THE RFP

This RFP is being made available by electronic means. As part of the RFP, proposers will be required to download, complete and upload certain documents. Proposers acknowledge and accept full responsibility to ensure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the proposer’s possession and the version maintained by the Issuing Department the version maintained by the Issuing Department shall govern.

1.

All proposals must be submitted electronically in County’s E-sourcing system in accordance with the County requirements or the County may reject the proposals as nonresponsive.

2.

Proposers may modify or withdraw their proposals submitted in County’s E-sourcing system until the RFP closing date and time. The County will only consider the latest version of the proposal submitted through County’s E-sourcing system.

3.

Proposers should allow adequate time to submit proposals electronically.4.

Submission of a proposal may not be instantaneous and may be affected by several events, such as temporarily losing connection to the internet.

5.

H. ASSIGNMENT OF CLAYTON ACT, CARTWRIGHT ACT CLAIMS

In submitting a response to a solicitation issued by the County, the responding person and/or entity offers and agrees that if the response is accepted, it will assign to the County all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec.

15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the responding person and/or entity for sale to the County pursuant to the solicitation document.

Such assignment shall be made and become effective at the time the County tenders final payment to the responding person and/or entity.

I. COUNTY RIGHTS

Proposers are solely responsible for ensuring their responses are completed and submitted electronically in County’s E-sourcing system prior to the closing date and time for this RFP.

6.

The County has the capability of viewing documents submitted in the following formats:

Microsoft Word, Microsoft Excel, portable document format file (PDF) only.

7.

If the County is unable to open a file due to a virus or because the file has been corrupted, the proposal response may be considered incomplete or non-responsive, and may be disqualified from further consideration.

8.

Electronic proposal submissions may require uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. Each document should be attached as a separate file.

9.

All information submitted is subject to disclosure under the California Public Records Act as specified above.

10.

The County reserves the right to do any of the following at any time:

Reject any or all proposal(s);1.

Waive or correct any minor defect, irregularity or error in a proposal or the RFP process;2.

Request that proposers supplement or modify all or certain aspects of their proposals or other documents or materials submitted;

3.

Terminate the RFP, and, at its option, issue a new RFP;4.

Procure any equipment or services specified in this RFP by any other means;5.

Modify the selection process, the specifications or requirements for materials or services, or the contents or format requirements for proposals;

6.

Extend a deadline specified in this RFP, including deadlines for accepting proposals;7.

Accept proposals through other sources (besides Periscope Holdings) and beyond the due date and time at its sole discretion.

8.

Negotiate with any or none of the proposers;9.

Modify in the final agreement any terms and/or conditions described in this RFP;10.

1.

2.

3.

4.

5.

6.

7.

8.

J. PROTEST PROCESS

The County’s Protest Process is linked here.

VI. PROPOSER'S SUBMISSION

This section contains requirements and relevant information proposers should use for the preparation of their proposals. Proposers should thoroughly respond to each requirement.

A. LETTER OF TRANSMITTAL

Each proposal received should include a letter of transmittal. The letter of transmittal should do all of the following:

Identify the submitting organization;

Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

Be signed by the person authorized to contractually obligate the organization;

Acknowledge receipt of any and all addenda to this RFP;

Identify all sections of the proposal that the proposer claims contain “proprietary” or “confidential” information;

Include an Executive Summary which should be a one or two-page summary intended to provide overview of the significant business features of the proposal.

B. PROPOSER'S CORPORATE INFORMATION

1. PROPOSER'S EXPERIENCE AND OTHER INFORMATION

Terminate failed negotiations with a proposer without liability, and negotiate with other proposers;

11.

Disqualify any proposer on the basis of a real or apparent conflict of interest or evidence of collusion evaluated by the County;

12.

Eliminate, reject or disqualify a proposal of any proposer who is not a responsible proposer or fails to submit a responsive offer as determined solely by the County; and/or

13.

Accept all or a portion of a proposer’s proposal.14.

a.

b.

c.

d.

e.

f.

Proposers should provide the following information:

The name of the jurisdiction in which the proposer is organized and the date of such organization.

Length of time the proposer has been providing the proposed goods and/or services.

A description of the proposer’s organization, including names of principals, number of employees, client base, areas of specialization and expertise, and any other information that will assist the Evaluation Committee in formulating an opinion about the stability and strength of the organization.

A complete disclosure if proposer, its subsidiaries, parent, other corporate affiliates, or subcontractors have defaulted in its performance on a contract during the past five years which has led the other party to terminate the contract. If so, identify the parties involved and the circumstances of the default or termination.

A list of any lawsuits filed against the proposer, its subsidiaries, parent, other corporate affiliates, or subcontractors in the past five years and the outcome of those lawsuits.

Identify the parties involved and circumstances. Also, describe any civil or criminal litigation or investigation pending.

A statement of relevant experience. The proposer should thoroughly describe, in the form of a narrative, its experience and success as well as the experience and success of its subcontractors, if applicable, in providing and/or supporting the proposed solution.

2. FINANCIAL STABILITY/PROPOSER FINANCIAL INFORMATION

Proposers should submit copies of the most recent years independently audited financial statements, as well as those for the preceding three years, if they exist. The submission should include the audit opinion, balance sheet, income statement, retained earnings, cash flows, and notes to the financial statements. If independently audited financial statements do not exist for the proposer, the proposer should state the reason and, instead, submit sufficient information for example Dun and Bradstreet report or any other supporting document to enable the Evaluation Committee to determine the financial stability of the proposer.

Proposers should provide this information with their proposal and not defer submission to a later date. The Procurement Officer may request, and the proposer should supply any additional financial information requested in a timely manner.

3. PAST PERFORMANCE (REFERENCES)

The proposer’s submittal should include at least three (3) different external references from clients who have completed same or similar programs in the last three (3) years, who are willing to validate a.

b.

c.

d.

e.

f.

the proposer’s past performance on similar programs of size and scope. References are preferred to be of previous or existing public sector clients. The minimum information that should be provided for each client reference follows:

Name of the contact person;

Name of the company or governmental entity;

Address of the contact person;

Telephone number of contact person;

Email address of the contact person;

A description of the services provided and dates the services were provided.

4. INDEMNITY AND INSURANCE REQUIREMENTS

Proposers should provide a certificate(s) of insurance or a copy insurance declaration page(s) with their proposals as written evidence of their ability to meet the insurance certificate and other applicable County insurance requirements in accordance with the provisions listed in the County Insurance Requirements Exhibit of the RFP. In addition, proposers should provide a letter from an insurance agent or other appropriate insuring authority documenting their willingness and ability to endorse their insurance policies naming the County as an additional insured.

5. TERMS AND CONDITIONS

If proposer objects to any of the County’s terms and conditions listed in the County of Santa Clara Standard Terms and Conditions Exhibit and any other contract exhibits included in this RFP, proposer must indicate their objection and reason for their objection. Proposer should also propose specific alternative language. The County may or may not accept the alternative language. The County will not accept general references to the proposer’s terms and conditions or attempts at complete substitutions. Proposer should provide a brief discussion of the purpose and impact, if any, of each proposed changed followed by the specific proposed alternate wording.

In addition, proposer must submit with their proposal any additional terms and conditions that they propose to have included in the contract negotiated with the County. Proposer must provide specific proposed wording and a brief discussion of the purpose and impact, if any. Proposer must also include any applicable required agreement, such as license, service level, maintenance, etc.

Failure to specifically object to terms and conditions, propose additional terms or conditions, or provide any additional required agreement may be deemed by the County as a waiver of such items.

C. INFORMATION REGARDING PROJECT SCOPE REQUIREMENT AND PRICING

Proposers should submit completed Attachments listed within Section VI. - Proposer's Submission with their proposal.

If travel by vendors, contractors, and professional consultants (hereafter referred to as Contractors) will be required or requested by the County and the County agrees to compensate the Contractor for travel costs, any travel costs for Contractors must be incorporated into the rates or pricing schedule charges in the contract. These rates or pricing schedule must be agreed upon by the

County and Contractor. The County will not reimburse itemized travel costs.

D. PROPOSER'S DECLARATION

Proposer should complete the DECLARATION SUBMITTAL FORM containing Non-Collusion Declaration, Declaration Submittal Form (with Local Preference) and Declaration of Compliance with Equal Opportunity/Nondiscrimination, Wage Theft Prevention, Declaration of Intent to Comply with County COVID-19 Requirements, and Declaration of Compliance with the Levine Act.

EXHIBITS TERMS AND CONDITIONS & DECLARATION FORMS

Please review the full RFP packet within "List of Attachments". Please attach your complete proposal here as requested in Section VI: Proposer Submission.

Orginal attached file(s)

Seq. File Description Required 1 Exhibit E - Park Map.pdf Optional 2 Driving Directions and Map to

Sitewalk.pdf Optional

3 Declaration Submittal Form with Local Preference 1.15.2025 1 (1).docx

Optional

4 Exhibit C - Designation of Sub Contractors.pdf

Optional

5 Proposal Price Response Form - RFP-PRC-FY26-0542.xlsx

Optional

6 RFP-PRC-FY26-0542 - Fantasy of LIghts Event Coordination Services Full Packet.pdf

Required