Radio Rentals

The 32nd District Agricultural Association, operating as the OC Fair & Event Center in Costa Mesa, California, is seeking competitive proposals for radio rental services through an Invitation for Bid (IFB) for its multi-use 150-acre facility. The procurement covers two-way digital UHF radios (450-520 MHz, 5 Watt, encrypted), including repeaters, chargers, batteries, headsets, and base stations for use during the annual OC Fair, Imaginology event, and year-round operations. The estimated annual quantities include 650 radios for the OC Fair, 170 for year-round use, 4-10 repeaters, 95-110 chargers, and 70-140 spare batteries. The contract term is set for April 1, 2026, through March 31, 2028, with three optional one-year renewal periods. Proposals are due by email via WeTransfer to IFB@ocfair.com no later than January 22, 2026, at 11:00 a.m., with a public bid opening at the same time. Evaluation criteria include lowest-cost qualified bidder status, with pricing proposals to be submitted on the provided Financial Proposal Bid Form as a per-unit monthly rental fee for the entire contract period.

The solicitation includes specific set-aside provisions, with a five percent Small Business preference and a Disabled Veteran Business Enterprise (DVBE) incentive ranging from 1-5 percent based on participation level. Contractors must provide proof of a valid business license and maintain Workers' Compensation and Commercial General Liability insurance with a minimum of $1,000,000 per occurrence. The successful vendor must deliver equipment by June 15 for the OC Fair and within one week for as-needed requests, and provide staff training, monthly equipment inspections, and free replacement of damaged equipment. Contractors are required to submit three satisfactory references and assist with installation and setup. While no specific budget range is explicitly stated, the comprehensive equipment requirements suggest a substantial contract value. Additional services beyond the initial scope of work can be provided at a fixed hourly rate, and the District will not reimburse any pre-contractual expenses.