Golf/Utility Cart Rental

The 32nd District Agricultural Association (OC Fair & Event Center) in Costa Mesa, California, is soliciting bids for golf and utility cart rental services through Invitation for Bid (IFB) #CR-08-26. The procurement encompasses rental of 114 total carts comprising 65 electric carts and 49 gas-powered carts in various configurations, including electric Flatbed (2 and 4-passenger) and Tourmaster (4 and 6-passenger) models, as well as gas-powered Tourmaster and Flatbed models. The contractor must provide delivery and pickup services across multiple departments and facilities, refueling services, backup equipment (minimum one electric 4-passenger cart), twenty spare tires, batteries, and an onsite mechanic prior to the annual OC Fair start date. The contract term runs from May 15, 2026, through May 14, 2028, with three optional one-year renewal periods at the District's discretion, covering events including the annual OC Fair (July and August) and Imaginology events (April). Bidders must submit sealed financial proposals via email to IFB@ocfair.com using WeTransfer.com by Thursday, March 19, 2026, at 11:00 a.m., with a public bid opening at the same date and time. Technical questions must be submitted in writing by Friday, March 13, 2026, at 5:00 p.m. Evaluation criteria include cost-per-day rates for cart rentals and delivery fees (all-inclusive of equipment, fuel, materials, labor, and taxes), submission of three satisfactory references, minimum three years' experience with similar services, appropriate workers' compensation and commercial general liability insurance with minimum $1,000,000 limits, and a requirement that all deliveries and pickups occur between 7:00 a.m. and 3:00 p.m. The award will be granted to the qualified responsible bidder proposing the lowest cost, subject to Board approval, with a Notice of Proposed Award posted on the District's website for five working days.

The District offers a five percent small business preference and Disabled Veteran Business Enterprise (DVBE) incentives ranging from one to five percent based on participation levels. No incumbent vendors or current contractors are identified in the available documentation. The District reserves $5,000 annually for damage and losses and maintains the right to terminate the contract with thirty days' written notice. The bid form requests pricing for a five-year contract period covering 2026 through 2030, with separate columns for base contract years and optional renewal years, though the primary contract period identified is through May 14, 2028, with optional renewals. The specific award value or budget range is not disclosed in the solicitation documents, as pricing will be determined by the lowest cost proposal from qualified bidders. All costs must be completed on the provided Financial Proposal Bid Form, with failure to complete all required yellow-highlighted cells resulting in bidder disqualification.