Hangar & Grounds Video Equipment & Services

The 32nd District Agricultural Association/OC Fair & Event Center is soliciting bid proposals for Hangar & Grounds Video Equipment & Services through RFP Number HV-06-25, covering Orange County, California. The procurement seeks a contractor to provide comprehensive video equipment and services for multiple venues during the annual OC Fair, including The Hangar Building, Junior Livestock Auction, Livestock Show Ring, Pig Races, and Promenade Stage. Specific deliverables include LED screens (primarily Absen PL Series 3.9mm), cameras, video production equipment, streaming capabilities, and qualified personnel to operate systems throughout the fair's 23-day run. Contractors must own a substantial percentage of required equipment and demonstrate at least five years of experience providing services at venues with minimum attendance of 500,000 over five or more consecutive days. The evaluation criteria will assess company history (12 points), equipment and supplies (11 points), design and technical competence (15 points), experience (32 points), and financial proposal (30 points), totaling 100 possible points. Proposal submissions are due by December 19, 2024, at 11:00 a.m., with the initial contract term running from February 1, 2025, through January 31, 2027, and including three potential one-year renewal options.

The solicitation includes provisions for small business and Disabled Veteran Business Enterprise (DVBE) preferences where applicable. The contract will be awarded on a "not to exceed" basis, with an annual contingency fund of $15,000 included for each contract year. While specific quantities are approximations with no guaranteed minimum work amount, the contract can be amended if additional costs exceed the initial contract amount. The financial proposal requires vendors to provide comprehensive annual equipment package pricing and labor costs for each venue, with cumulative totals calculated for the entire five-year period. Pricing must be all-inclusive, covering hardware, cabling, power distribution, and all necessary components to ensure fully functional systems. The total budget for the video equipment and services is expected to be substantial, with annual costs likely ranging between $250,000 to $500,000, depending on specific equipment requirements and labor needs for each venue during the OC Fair period.