Grounds Production - Lighting, Staging, Trussing Equipment & Services

The OC Fair & Event Center, part of the 32nd District Agricultural Association in California, is seeking a contractor for Grounds Production - Lighting, Staging, Trussing Equipment & Services through RFP #GL-08-25. The procurement covers comprehensive lighting, staging, and trussing services for multiple venues including Country Meadows Stage, Plaza Stage, Main Mall, Promenade Stage, Heroes Hall, Baja Stage, and Pacific Amphitheatre. Services will be required for the annual 23-day OC Fair, 3-day Imaginology event, and additional year-round events. The contractor must own a substantial percentage of the required equipment and provide all labor for setup and teardown, with no subcontracting of labor permitted. Proposals will be evaluated using a 100-point system: 20 points for company history/personnel, 15 points for equipment/supplies, 35 points for experience/ability to perform, and 30 points for pricing. The proposal is due on January 14, 2025, at 11:00 AM, with an anticipated contract start date of March 1, 2025. The initial contract term runs from March 1, 2025, through February 28, 2027, with three potential one-year renewal options.

The solicitation includes small business preferences of 5% and Disabled Veteran Business Enterprise (DVBE) incentives up to 5%, encouraging participation from these designated business categories. Bidders must provide comprehensive, all-inclusive pricing covering labor, delivery, equipment, installation, and teardown. The contract operates on a "not to exceed" basis, with a total five-year contract value that includes an annual $25,000 contingency for additional equipment and labor needs, bringing the total potential contract value to approximately $125,000. The financial proposal requires detailed annual equipment costs for each venue, including specific lighting fixtures, stages, truss structures, and related equipment. Contractors are not guaranteed specific quantities of work, and actual billing will reflect work performed at the rates indicated in the bid form. The OC Fair & Event Center reserves the right to award the contract to the highest-scoring qualified bidder, emphasizing technical capability and competitive pricing over lowest cost.