Shuttle Services

The OC Fair & Event Center, operated by the 32nd District Agricultural Association in Costa Mesa, California, is soliciting competitive bids through an Invitation for Bid (IFB #SS-01-26) for comprehensive shuttle services to transport staff and public attendees during the annual OC Fair, Imaginology events, and year-round programming. The procurement seeks a single contractor to provide shuttle operations from three primary off-site parking locations—Orange Coast College Lot E, Orange County Fair Lot E, and Davis Magnet School Lot—with service extending to an optional fourth off-site location to be determined. Services must include setup, operation, maintenance, and teardown of shuttle fleets, with each location requiring 2-5 shuttles featuring minimum 20-passenger capacity and full ADA compliance, two-way communication systems, and operation from 5:00 AM to 2:00 AM daily during the 23-day OC Fair (July 17-August 16, 2026, excluding Mondays and Tuesdays), plus approximately 120 hours for interim year-round events and up to 340 hours for the optional off-site location. The contract term runs from June 15, 2026 through June 14, 2028, with three optional one-year extensions, and requires bidders to submit an all-inclusive hourly rate covering all personnel, equipment, and supplies. Qualified bidders must possess a valid California Transportation Charter Permit, demonstrate minimum three years of documented shuttle service experience with events lasting five or more consecutive days, maintain commercial general liability insurance of at least $1,000,000 per occurrence and automobile liability insurance of $1,000,000 combined single limits, provide English-fluent drivers with valid licenses and background checks compliant with Megan's Law, and employ onsite supervisors during all operational hours. The evaluation will be conducted on a low-cost basis, with award determined by the lowest responsive and responsible bid; bidders must submit the Financial Proposal Bid Form with hourly rates by May 8, 2026 at 11:00 a.m. via email to IFB@ocfair.com through WeTransfer, with a mandatory question deadline of April 30, 2026, answers provided May 1, 2026, and public bid opening on May 8, 2026 at 11:00 a.m., with Notice of Proposed Award posted May 12, 2026.

The procurement includes a small business preference of five percent and Disabled Veteran Business Enterprise (DVBE) incentive consideration, though DVBE participation is not required. The previous contract holder was LAZ Parking California, LLC. Bidders must submit comprehensive certifications including the Bidder/Contractor Status Form, technical proposal with three references, GSPD-05-105 Bidder Declaration, Darfur Contracting Act certification, Iran Contracting Act verification if the contract exceeds $1,000,000, and applicable DVBE and small business certifications. The District has explicitly rejected alternative service delivery models, pedicabs, school buses, motorcoaches, and technology solutions such as GPS tracking, dispatch systems, or reporting dashboards, requiring contractors to provide traditional shuttle services within the established operational parameters. Estimated annual service hours total approximately 2,875 hours, with the majority occurring during the July-August OC Fair period, and the Financial Proposal Bid Form will establish the "not to exceed" contract amount, though actual work quantities may vary and are not guaranteed; a 10% contingency has been included in estimated hours and will only be utilized if the District requires and approves additional services. While specific budget ranges or award values are not explicitly stated in the solicitation documents, the contract value will be determined by the hourly rates submitted in the financial proposal multiplied by the estimated hours across the initial contract period and four option years.