Heavy Equipment Rental Services - Rebid 1

The District is soliciting bids from qualified firms that are able to provide Heavy Equipment Rental services, in accordance with the specifications listed herein.

The District may, at its sole and absolute discretion, reject any or all bids, or parts thereof, or reject any item or items herein, and waive any irregularities or technicalities. The District may re-advertise this IFB; postpone or cancel it, at any time, during IFB process. The decision as to who shall receive a contract award, or whether or not an award shall ever be made as a result of this IFB, shall be at the sole and absolute discretion of the District. The District reserves the right to award one or more contracts, or a part of a contract, on the bids submitted, either by award of all or some items to one Bidder, or by award of separate items or group of items to various Bidders, or to make an award without the consideration of option or renewal years, as the interests of the District may require.

Background

The 22^nd District Agricultural Association (District) is an institution of the State of California that owns and operates the Del Mar Fairgrounds and produces the San Diego County Fair, the largest annual event in the region. A nine-member Board of Directors, appointed by the Governor of California, oversees District and conducts public meetings in accordance with the Bagley-Keene Open Meeting Act. District is not a taxpayer-funded organization; operations are primarily funded by revenues generated through activities and events hosted across three distinct properties: the 212-acre main campus known publicly as the Del Mar Fairgrounds, the 48-acre Surf & Turf Recreational Facilities, and the 64-acre equestrian center known as Del Mar Horsepark.

NOTICE: The California Coastal Commission (CCC) has jurisdiction over all developments and improvements to District property. In addition, the San Diego Regional Water Quality Control Board (Regional Board) is the State agency responsible for ensuring compliance with the Clean Water Act and the District is required to comply with the California Environmental Quality Act (CEQA).

PURPOSE, MISSION, VISION & VALUES

District board and staff have been actively engaged in a strategic planning process to shape the future of the Del Mar Fairgrounds. Part of this process included the adoption of official statements that defined and elaborated on the purpose, mission, vision, and values of the organization in pursuit of ensuring a quality experience for guests and patrons of the Del Mar Fairgrounds.

PURPOSE

We are a timeless community treasure where all can flourish, connect, and interact through year-round exceptional experiences.

MISSION

We connect our community through shared interests, diverse experiences, and service to one another in an inclusive, accessible, and safe place with an emphasis on entertainment, recreation, agriculture, and education.

VISION

We will be the community’s iconic place for social interaction and cultural expression, honoring traditions, embracing innovation, celebrating excellence, and having fun.

VALUES – We believe in...

Fun! … celebrating the ordinary and the extraordinary in unique ways.

A+ Quality … creating exceptional and memorable experiences.

Integrity … being responsible to our community, the environment and to one another.

Respect … providing an inclusive and interactive place where all people can connect.

Service … purposeful and inspiring engagement.

ABOUT THE DEL MAR FAIRGROUNDS

The Del Mar Fairgrounds was founded in 1936 — more than two decades prior to the incorporation of the City of Del Mar — to host the annual San Diego County Fair. Today, the facilities include 200,000 square feet of trade show and meeting space, a 15,000-seat grandstand, a 3,500-9,000 seat multi-use outdoor arena, a one-mile dirt surface horse racing track, and a 23,000 square foot entertainment center known as The Sound at Surfside.

Events hosted at the Fairgrounds fall into two categories:

• Events and activities produced and managed by District, including the San Diego County Fair and Surf and Turf RV Park.

• Events and activities produced by third-party promoters and operators through rentals of the facilities. Past and ongoing events and activities include concerts, festivals, trade shows, consumer expos, immersive experiences, equestrian competitions, animal shows, sporting events, fundraisers, and personal celebrations.

Several renters operate year-round on District properties, including at the Del Mar Horsepark and at the 48-acre Surf & Turf Recreation Facilities, which features tennis, swimming, volleyball, a driving range, two miniature golf courses, and a golf pro shop. The Del Mar Thoroughbred Club is the largest renter of District facilities, with an on-site Operating Agreement for office space and producing two seasons — during the summer and fall — of live thoroughbred horse racing. Premier Food Services also has a dedicated staff on site that exclusively manages event catering, restaurant, bar food, and beverage services at the Fairgrounds, including at The Sound, which is operated by Belly Up Entertainment.

ABOUT THE SAN DIEGO COUNTY FAIR

With roots dating back to 1880, the annual San Diego County Fair is a community celebration of agriculture, education, entertainment, and arts and also features rides, games, food, and shopping. The Fair marks the unofficial start of summer in San Diego County and has become a treasured tradition for generations of San Diegans. Each year, the Fair has a new theme. Usually, the San Diego County Fair opens in early-to-mid June and ends with a rousing finale on or after Independence Day weekend. Over a four-week run, the Fair draws about 1 million attendees, making it the largest annual celebration in San Diego County.

Project Details

• Reference ID: 26-015 R1
• Department: Facilities
• Department Head: Brad Mason (Facilities Director)

Important Dates

• Questions Due: 2026-04-17T20:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• General —

  The winning Bidder must enter a contract that may contain the Bidder’s bid form or budget, a Scope of Work, standard contract provisions, and one or more of the contract forms and/or exhibits identified in the Sample Standard Agreement located in Attachments.   

  The exhibits identified in this IFB contain contract terms that require strict adherence to various laws and contracting policies. A Bidder’s unwillingness or inability to agree to the terms and conditions shown below or contained in any exhibit identified in this IFB may cause the 22nd DAA to deem a Bidder non-responsible and ineligible for an award. 

  In general, the 22nd DAA will not accept alterations to the General Terms and Conditions (GTC), Special Terms and Conditions, the Scope of Work or alternate contract/exhibit language submitted by a Bidder. The 22nd DAA will consider a bid containing such provisions “a counter proposal” and may reject such a bid.

  No oral understanding or contract shall be binding on either party.

• Important Instructions for Electronic Submittal —

  The 22nd District Agricultural Association is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

• Small/Micro Business Preference —
  1. A responsive California small/micro business or Bidder, certified in a relevant business category or type, will be granted a preference of five percent (5%) of the lowest responsive bid, if that bid is submitted by a non-small/micro business.  Non-small business means a responsive/responsible Bidder that is not certified by the California Department of General Services as a small business or microbusiness.  The “service” category is the business type that will most likely apply to this solicitation.  Nonprofit Veteran Service Agencies (NVSA) are to view the instructions in provision 3 of this section (Preference Programs).
  2. In granting small/micro business preference, no bid price will be reduced by more than $50,000.  The cost adjustment is for computation purposes only and does not alter the actual cost offered by the Bidder.
  3. To be eligible for a bidding preference, the California certified small business must perform a “commercially useful function” under the contract.
  4. To be certified as a California small/micro business, the business concern must meet the State’s eligibility requirements and must have submitted an application for small/micro business status prior to the bid submission deadline.
  5. Firms desiring small/micro business certification must obtain the Small Business Certification Application (i.e., STD 812 or other form) from the appropriate office of the Department of General Services, fully complete the application, and submit it to the Department of General Services as instructed in the application.  Prospective bidding firms desiring small business certification assistance, may contact DGS by the following means:
     1. (916) 322-5060 (24 hour recording and mail requests), or
     2. (916) 375-4940 (Small business assistance) or (800) 559-5529 (live operator-Central receptionist), or
     3. Internet address: http://www.pd.dgs.ca.gov/smbus/default.htm or
     4. Fax: (916) 375-4950, or
     5. Email: osdchelp@dgs.ca.gov
• General Instructions —
  1. Each individual or firm may submit only one bid.  For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation.  If a firm or individual submits more than one bid, the 22nd DAA will reject all bids submitted by that firm or individual.
  2. Use plain white paper for bid. For hard copy bids - do not include staples.
  3. Develop bids by following all IFB instructions and instructions or clarifications in question/answer notices, clarification notices, or IFB addenda.
  4. Before preparing a bid, seek timely written clarification of any requirements or instructions that are believed to be vague, unclear or that are not fully understood.
  5. Arrange for timely delivery of the bid package to the specified address.  Do not wait until shortly before the bid submission deadline to submit the bid.
• Voluntary Pre-Bid Conference / Site Tour —

  The 22nd DAA will conduct a voluntary Pre-Bid Conference/Site Tour on NO VALUE beginning at NO VALUE at the following location:

  NO VALUE

  Though attendance is not mandatory, prospective bidders that intend to submit a bid are highly encouraged to attend this Voluntary Pre-Bid Conference / Site Tour. It shall be each prospective Bidder’s responsibility to attend the Pre-Bid Conference/Site Tour promptly at NO VALUE. The 22nd DAA reserves the right not to repeat information for participants that join the conference after it has begun. The voluntary Pre-Bid Conference is a public event or meeting and anyone may attend.

  Prospective Bidders that would like to attend the Voluntary Site Tour must RSVP by clicking the RSVP button on the solicitation minimum 3 days prior to the event date.

  

  Spontaneous verbal remarks provided in response to questions/inquiries are unofficial and are not binding on the 22nd DAA unless later confirmed in writing as an addendum to this IFB.

  Prospective bidders should carefully review this IFB before the conference/site tour date to become familiar with the qualification requirements, scope of work and bid content requirements. Prospective Bidders are encouraged to have their copy of this IFB available for viewing during the conference/site tour.

  Shortly after the site tour, if any verbal answers were provided, the District will summarize all questions and issues raised and post an Addendum via the District’s eProcurement Portal in the Addenda & Notices section.

  Bidders are responsible for their costs to attend/participate in the conference. Those costs cannot be charged the 22nd DAA or included in any cost element of the Bidder’s price offering.

• Scope of Work —

  See Sample Standard Agreement, Exhibit A entitled, “Scope of Work” that is included in the Attachments section of this IFB. Exhibit A contains a detailed description of the services and work to be performed as a result of this IFB.

• Grounds for Rejection of Bid —

  A bid shall be rejected if:

  • Untimely. If it is received at any time after the exact time and date set for receipt of bids, as stated in Section 1.3. The Bidder is solely responsible for ensuring that the full bid package is received by the District in accordance with the solicitation requirements, prior to the date, time, and place specified. The District shall not be responsible for any delays in mail or by common carriers or by transmission errors or delays or mis-delivery.
  • Multiple Bids Submitted. If the Bidder has submitted multiple proposals in response to this IFB, without formally withdrawing other bids.
  • Timed Expiration to Bid. Bid cannot be “timed” to expire on a specific date. For example, a statement similar to “this bid and cost estimate are valid for sixty (60) days,” is considered conditional and non-responsive to the IFB, and shall be rejected.
  • Contractor Insurance Documentation Not Submitted. If Contractor does not submit its own insurance documents and information.
  • Requires 22nd DAA to Make Purchases. If a Bid requires the District to purchase software, equipment, unused devices, or pay any additional fees or costs not specifically identified in this IFB.
  • No Addendum Acknowledgement (when applicable). If the Bidder does not provide Addendum Acknowledgement. Acknowledgment of receipt of all addenda required. Not applicable if no addenda released for this IFB.
  • Failure to meet DVBE participation goals (when required)
  • Delinquent Tax Obligations (AB 1424 (Statutes of 2011) Public Contract Code 10295.4)
    • During the bid process, if a prospective bidder appears on either list of 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code, the prospective bidder's submittal will be deemed nonresponsive and will not be considered.

  A bid may be rejected (at the District’s sole and absolute discretion), if:

  • It is incomplete, or if it contains any alterations of form, conditions, or other irregularities of any kind. The District may, at its sole and absolute discretion, reject any bid, all bids, or part(s) thereof; re-advertise this IFB; postpone or cancel, at any time, this IFB process; reject any item(s), requirement(s), term(s) or condition(s); or waive any irregularities in a bid or this IFB.
  • It contains false or misleading statements or references which do not support attributes or conditions contended by the Bidder. (The Bid shall be rejected if the District determines, in its sole and absolute discretion, that the information was intended to mislead the District in its evaluation of the bid and the attribute, condition, or capability of meeting the requirements of this IFB.)
• Mandatory Pre-Bid Conference/ Site Tour —

  The 22nd DAA will conduct a mandatory Pre-Bid Conference/Site Tour on NO VALUE beginning at NO VALUE at the following location:

  NO VALUE

  Prospective Bidders that intend to submit a bid are required to attend this Mandatory Pre-Bid Conference/ Site Tour. It shall be each prospective Bidder’s responsibility to attend the Pre-Bid Conference promptly at NO VALUE. A sign-in sheet will be required to verify bidder attendance. Any bid submitted by a vendor that did not attend the Pre-Bid Conference/Site Tour will be deemed non-responsive. The 22nd DAA reserves the right not to repeat information for participants that join the conference after it has begun. The mandatory Pre-Bid Conference is a public event or meeting and anyone may attend.

  Prospective Bidders that would like to attend the Mandatory Site Tour must RSVP by clicking the RSVP button on the solicitation minimum 3 days prior to the event date.

  

  Spontaneous verbal remarks provided in response to questions/inquiries are unofficial and are not binding on the 22nd DAA unless later confirmed in writing as an addendum to this IFB.

  Prospective Bidders should carefully review this IFB before the conference date to become familiar with the qualification requirements, scope of work and bid content requirements. Prospective Bidders are encouraged to have their copy of this IFB available for viewing during the conference.

  Shortly after the site tour, if any verbal answers were provided, the District will summarize all questions and issues raised and post an Addendum via the District’s eProcurement Portal in the Addenda & Notices section.

  Bidders are responsible for their costs to attend/participate in the conference. Those costs cannot be charged the 22nd DAA or included in any cost element of the Bidder’s price offering.

• Withdrawal and/or Resubmission of Bids —

  All bid packages are to be complete when submitted. However, an entire bid package may be withdrawn and the Bidder may resubmit a new bid package.

  1. Withdrawal Deadline: A Bidder may withdraw their bid any time prior to the bid due date. 
  2. Submitting a Withdrawal Request:
     1. Submit a written withdrawal request, signed by an authorized representative of the Bidder. 
     2. Label and submit the withdrawal request using one of the following methods:
        1. U.S. Mail or Hand Delivery
           1. Withdrawal IFB 26-015 R1 Contracts and Purchasing
           2. Administration Building
           3. 2260 Jimmy Durante Boulevard Del Mar, CA 92014
        2. Email   
           1. Withdrawal IFB 26-015 R1 Contracts and Purchasing
           2. Email: rfp@sdfair.com
     3. An original or copy of signed withdrawal request is required before the 22nd DAA will return/release a bid package to a Bidder. The 22nd DAA may grant an exception if the bidder informs the 22nd DAA that the bidder will submit a new or replacement bid package immediately following the withdrawal.
  3. Bid Mistakes: If prior to bid opening a bidder discovers a mistake in the bid that renders the Bidder unable or unwilling to perform all scope of work services for the price/costs offered, the Bidder must immediately notify the 22nd DAA and submit a written request to withdraw its bid following the procedures set forth above.  
  4. Resubmitting a Bid Package: After withdrawing a bid package, Bidders may resubmit a new bid package according to the submission instructions.  Replacement bid packages must be received at the stated place of delivery by the due date and time.
• Submission Instructions —

  Electronic Submittal

  
  The District recommends and prefers using the eProcurement solution (OpenGov) for publishing solicitations and receiving vendor responses. Proposers are encouraged to submit electronic responses via the District’s e-Procurement Portal – https://procurement.opengov.com/portal/sdfair

   

  Hard copy Submittal

   

  All Proposers must register with the District’s OpenGov e-Procurement Portal to receive responses to questions and any addenda issued for this RFP. There is no other method by which this information will be distributed. Failure to register may result in the Proposer not receiving critical information necessary to prepare a responsive proposal.

  Once registration with OpenGov is complete and the Proposer is able to receive notifications, Proposer may opt to submit a hard copy proposal in lieu of an electronic submission, following the steps outlined below:

  
  Assemble one original bid package. 
  
  All documents contained in the original proposal package must have original signatures and must be signed by a person who is authorized to bind the Bidder. 
  
  The bid package should be prepared in the least expensive method. Expensive bindings, color displays, promotional materials, et cetera, are neither necessary nor desired. Please DO NOT use coil or spiral binding. Bidders are encouraged to concentrate on conformity with IFB instructions, responsiveness to IFB requirements and the clarity and completeness of the bid's content. Deviations may affect bid responsiveness.
  
  Place all bid documents into a single envelope or package, if possible. If more than one envelope or package is submitted, carefully label each one as instructed below, and mark on the outside of each envelope or package “1 of X”, “2 of X”, etc.
  
  Mail or arrange for hand delivery of the bid package to the District at its administrative offices, located at 2260 Jimmy Durante Boulevard, Del Mar, California 92014. Sealed bids must be physically received no later than the date and time indicated under Section 1.2 of this IFB. 
  
  Bids must be submitted in sealed packages. The outside of your bid package must be labeled with the Bidder's name on the outside and addressed as follows:
  
  26-015 R1 Heavy Equipment Rental Services - Rebid 1

  Attn: Contracts and Purchasing 
  22nd District Agricultural Association
  Administration Building
  2260 Jimmy Durante Boulevard
  Del Mar, CA 92014-2216
  
  Failure to meet these requirements will result in a non-responsive bid and bids received after this date and time will not be considered, and will be returned, unopened. Faxes and emails will not be accepted. The Bidder is solely responsible for ensuring that the complete bid is received by the District in accordance with the IFB requirements. The District shall not be responsible for any delays in mail or by common carriers or by transmission errors or delays or any other mis-delivery. Bids received after this date and time will not be considered, and will be returned, unopened.
  
  Omissions, inaccuracies or misstatements may be sufficient cause for rejection of a bid.

• Non-Small Business Subcontractor Preference —
  1. Non-small business means a Bidder that is not certified by DGS as a small business or microbusiness.
  2. If the tentative low Bidder is not a certified DVBE or small/micro business, a bid preference of five percent (5%) is available to a responsive non-small business claiming twenty-five percent (25%) small business subcontractor participation with one or more small businesses. This preference is authorized pursuant to Title 2, California Code of Regulations Section 1896.2 and Government Code Section 14835.
  3. If a Bidder claims the non-small business subcontractor preference, the bid response must identify each proposed small business subcontractor, the participation percentage amount committed to each identified subcontractor, and substantial proof to enable verification of each subcontractor’s small business status. The total small business subcontractor participation must equal no less than twenty-five percent (25%) of the total bid price or cost offered.
  4. To be granted preference, each proposed small business subcontractor must possess an active small business or micro business certification issued by the California Department of General Services, must perform a “commercially useful function” under the contract and the basic functions to be performed must be identified at the time of bidding.
  5. In granting the non-small business subcontractor preference, no bid price will be reduced by more than $50,000. The cost adjustment is for computation purposes only and does not alter the actual cost offered by the Bidder.
  6. Complete the Non-Small Business Subcontractor Preference Request and Small Business Subcontractor Supplier Acknowledgement to request the non-small business subcontractor preference.
  7. Any firm that is granted the Non-Small Business Subcontractor preference cannot displace an award to a certified small business. 
• Special Instructions —
  1. Successful bidder shall be required to furnish a Performance Bond in accordance with Section 13, Contract Terms and Conditions – Performance Bond.  
• Performance Bond —

  The Contractor shall furnish a Performance Bond in an amount equal to one hundred percent (100%) of the total Contract price, as security for the faithful performance of all terms, conditions, and obligations of the Contract.

  The Performance Bond shall be issued by a surety company admitted to do business in the State of California and acceptable to the District. The bond shall remain in full force and effect for the duration of the Contract, including any extensions or renewals.

  The Performance Bond shall be submitted to the District within ten (10) calendar days following issuance of the Notice of Award and prior to execution of the Contract. Failure to provide the required Performance Bond within the specified time may result in withdrawal of the award and award to the next lowest responsive and responsible bidder.

  The Performance Bond shall guarantee the Contractor’s full and timely performance of the Contract, including but not limited to the provision and delivery of equipment, continuity of services, and compliance with all Contract requirements. In the event of Contractor default, the District reserves the right to make a claim against the bond for all damages, costs, and expenses incurred as a result of such default, up to the full amount of the bond.

• Invitation For Bid —

  The District is soliciting bids from qualified firms that are able to provide Heavy Equipment Rental Services services, in accordance with the specifications listed herein.

  The District may, at its sole and absolute discretion, reject any or all bids, or parts thereof, or reject any item or items herein, and waive any irregularities or technicalities. The District may re-advertise this IFB; postpone or cancel it, at any time, during IFB process. The decision as to who shall receive a contract award, or whether or not an award shall ever be made as a result of this IFB, shall be at the sole and absolute discretion of the District. The District reserves the right to award one or more contracts, or a part of a contract, on the bids submitted, either by award of all or some items to one Bidder, or by award of separate items or group of items to various Bidders, or to make an award without the consideration of option or renewal years, as the interests of the District may require.

• Insurance —
  1. INSURANCE REQUIREMENTS AT TIME OF BID
     1. A copy of Bidders current insurance certificate (or a letter confirming coverage) must be included with the Bid. The copy of the insurance certificate, or letter confirming coverage, included with the Bid must confirm $1,000,000 in commercial general liability coverage, evidence of automobile liability coverage, and, if Bidder has employees, Workers’ Compensation insurance coverage. 
     2. If the Bidder is not on the California Fair Services Authority’s (CFSA) Master Insurance List and fails to include a copy of Bidder’s current insurance certificate confirming the coverages identified above in this Section, the 22nd DAA shall provide written notice of this failure to Bidder. If Bidder fails to provide a copy of Bidder’s current insurance certificate confirming the coverages identified above in this Section, within 2 business days of receipt of the Failure Notice, the 22nd DAA may reject the Bid.
  2. CONTRACTOR INSURANCE REQUIREMENTS AT TIME OF CONTRACT EXECUTION
     1. After the proposed contract has been approved by the 22nd DAA Board of Directors at a duly noticed public meeting, but before execution of the contract, and if the bidder awarded the contracts is not of the CFSA Master Insurance list, the Bidder awarded the contract shall provide the 22nd DAA with an original Certificate of Insurance including $1,000,000 in commercial general liability, evidence of automobile liability coverage, and, If Bidder has employees, Workers' Compensation coverage.
     2. The original certificate of insurance provided to the 22nd DAA under this Section must include the following, unless the Bidder is on the California Fair Services Authority's (CFSA) Master Insurance List:
        1. Evidence of appropriate insurance coverage for the term of the contract, including but not limited to $1,000,000 in commercial general liability insurance;
        2. Evidence of Workers’ Compensation Insurance as required by law;
        3. A commitment by the insured to provide a 30-day cancellation notice;
        4. An endorsement stating this insurance is primary and noncontributory with the 22nd DAA, with name and address shown, listed as certificate holder; and;
        5. The additional insured endorsement and paragraph in exactly the following words:

  "The State of California, California Fair Services Authority, The District Agricultural Association, County Fair, The County in which the County Fair is located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fair, or California Exposition and State Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants, and employees are made additional insured, but only insofar as the operations under this contract are concerned."

• Nonprofit Veteran Service Agency (NVSA) Small Business Preference —
  1. Pursuant to Military and Veteran Code Section 999.50 et seq., responsive/responsible nonprofit veteran service agencies (NVSAs) claiming small business/microbusiness preference and verified as such in the relevant category or business type prior to the bid submission due date will be granted a preference of five percent (5%) of the lowest responsive bid, if the lowest responsive bid is submitted by a Bidder not certified as a small business/microbusiness. The “service” category is the business type that will most likely apply to this solicitation.
  2. In granting small business preference to NVSAs, no bid will be reduced by more than $50,000.  The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the Bidder.
  3. To be eligible for the NVSA small business preference, the business concern must:
     1. Request preference at the time of bid submission, and
     2. Become certified as a small business or micro business by the appropriate office of the DGS prior to the bid submission due date.
• Evaluation and Selection —

  This section describes, in general, the process that the 22nd DAA will use to evaluate timely bid packages.

  1. Bid Opening/Reading: All bid packages properly received according to the IFB instructions on or before the bid due date will be publicly opened and read.
  2. Bid Package Review
     1. Shortly after the bid opening and reading, one or more evaluators will convene to review each timely bid package to confirm its responsiveness to the IFB requirements. This is a pass/fail evaluation.
     2. If deemed necessary by the 22nd DAA, additional Bidder documentation may be collected to confirm the claims made by each Bidder and to ensure that each Bidder is responsive to all bid requirements.
     3. If applicable, the 22nd DAA will adjust bid amounts for any claimed preference or incentive following confirmation of eligibility with the Department of General Services.
     4. The 22nd DAA will release a written “Notice of Award” to all firms that submitted a bid.
     5. A “Notice of Intent to Award” will be sent out upon request or when the bid is not awarded to the lowest bidder.
• Proof of Timely Receipt —
  1. District staff will log and attach a date/time stamped slip or bid receipt to each bid package/envelope received.  If a bid package is hand delivered, District staff will give a bid receipt to the hand carrier upon request.
  2. To be timely, the District must receive bid packages at the stated place of delivery no later than 1:00 pm PST on the bid due date. 
  3. The 22nd DAA will deem late bid packages nonresponsive.
• Background —

  The 22^nd District Agricultural Association (District) is an institution of the State of California that owns and operates the Del Mar Fairgrounds and produces the San Diego County Fair, the largest annual event in the region. A nine-member Board of Directors, appointed by the Governor of California, oversees District and conducts public meetings in accordance with the Bagley-Keene Open Meeting Act. District is not a taxpayer-funded organization; operations are primarily funded by revenues generated through activities and events hosted across three distinct properties: the 212-acre main campus known publicly as the Del Mar Fairgrounds, the 48-acre Surf & Turf Recreational Facilities, and the 64-acre equestrian center known as Del Mar Horsepark.

  NOTICE: The California Coastal Commission (CCC) has jurisdiction over all developments and improvements to District property. In addition, the San Diego Regional Water Quality Control Board (Regional Board) is the State agency responsible for ensuring compliance with the Clean Water Act and the District is required to comply with the California Environmental Quality Act (CEQA).

  PURPOSE, MISSION, VISION & VALUES

  District board and staff have been actively engaged in a strategic planning process to shape the future of the Del Mar Fairgrounds. Part of this process included the adoption of official statements that defined and elaborated on the purpose, mission, vision, and values of the organization in pursuit of ensuring a quality experience for guests and patrons of the Del Mar Fairgrounds.

  PURPOSE

  We are a timeless community treasure where all can flourish, connect, and interact through year-round exceptional experiences.

  MISSION

  We connect our community through shared interests, diverse experiences, and service to one another in an inclusive, accessible, and safe place with an emphasis on entertainment, recreation, agriculture, and education.

  VISION

  We will be the community’s iconic place for social interaction and cultural expression, honoring traditions, embracing innovation, celebrating excellence, and having fun.

  VALUES – We believe in...

  Fun! … celebrating the ordinary and the extraordinary in unique ways.

  A+ Quality … creating exceptional and memorable experiences.

  Integrity … being responsible to our community, the environment and to one another.

  Respect … providing an inclusive and interactive place where all people can connect.

  Service … purposeful and inspiring engagement.

  ABOUT THE DEL MAR FAIRGROUNDS

  The Del Mar Fairgrounds was founded in 1936 — more than two decades prior to the incorporation of the City of Del Mar — to host the annual San Diego County Fair. Today, the facilities include 200,000 square feet of trade show and meeting space, a 15,000-seat grandstand, a 3,500-9,000 seat multi-use outdoor arena, a one-mile dirt surface horse racing track, and a 23,000 square foot entertainment center known as The Sound at Surfside.

  Events hosted at the Fairgrounds fall into two categories:

  • Events and activities produced and managed by District, including the San Diego County Fair and Surf and Turf RV Park.

  • Events and activities produced by third-party promoters and operators through rentals of the facilities. Past and ongoing events and activities include concerts, festivals, trade shows, consumer expos, immersive experiences, equestrian competitions, animal shows, sporting events, fundraisers, and personal celebrations.

  Several renters operate year-round on District properties, including at the Del Mar Horsepark and at the 48-acre Surf & Turf Recreation Facilities, which features tennis, swimming, volleyball, a driving range, two miniature golf courses, and a golf pro shop. The Del Mar Thoroughbred Club is the largest renter of District facilities, with an on-site Operating Agreement for office space and producing two seasons — during the summer and fall — of live thoroughbred horse racing. Premier Food Services also has a dedicated staff on site that exclusively manages event catering, restaurant, bar food, and beverage services at the Fairgrounds, including at The Sound, which is operated by Belly Up Entertainment.

  ABOUT THE SAN DIEGO COUNTY FAIR

  With roots dating back to 1880, the annual San Diego County Fair is a community celebration of agriculture, education, entertainment, and arts and also features rides, games, food, and shopping. The Fair marks the unofficial start of summer in San Diego County and has become a treasured tradition for generations of San Diegans. Each year, the Fair has a new theme. Usually, the San Diego County Fair opens in early-to-mid June and ends with a rousing finale on or after Independence Day weekend. Over a four-week run, the Fair draws about 1 million attendees, making it the largest annual celebration in San Diego County.

• Target Area Contract Preference Act (TACPA) preference —
  1. Government Code (GC) section 4530 (TACPA) provides that California based companies shall be granted a 5% preference, not to exceed a maximum of $50,000, whenever a state agency prepares a solicitation for services in excess of $100,000.  The preference shall apply if the worksite is not fixed by the government agency and the company can demonstrate and certify, under the penalty of perjury, that at least 90 percent of the total labor hours required to perform the services contract shall be performed at an identified worksite located in a distressed area (TACPA).  TACPA preference will only be applied if this solicitation results in more than one responsive bid.
  2. Additional work force preferences ranging from 1% to 4% can be earned by eligible Bidders that agree to hire 5% to 20% of persons with a high risk of unemployment or those living in a targeted employment area eligible to perform a specified percentage of the contract work.
  3. Bidders seeking to obtain a TACPA preference must submit a completed STD 830 - Target Area Contract Preference Act Request (Attachment 10) with their bid.  The preference request form must include the following:
     1. All appropriate certifications.
     2. The bidding firm’s name and the name of all suppliers and subcontractors that will work with the Bidder to fulfill the terms of the contract along with the addresses of each of the worksite(s) and estimated labor hours.
     3. County census tract number and block group number.
     4. Bidder’s original signature.
     5. The Bidder must indicate if seeking the additional 1 to 4 percent preference available for hiring persons with a high risk of unemployment, by checking the appropriate box on the preference request form.
  4. TACPA preference cannot be claimed or granted if:
     1. The lowest responsive bid does not equal or exceed $100,000 for the entire term, or
     2. The work site or any part thereof is fixed or preset by the State, or
     3. The services involve construction or a public works project
  5. A bidder who has claimed a TACPA preference and is awarded the contract will be obligated to perform in accordance with the preference requested, provided the preference was granted in obtaining the contract. Firms receiving preference must:
     1. Report their labor hours to the State and 
     2. Reference the State Agreement on which the award is based for the specific reporting requirements.
  6. Bidders wishing to learn more about TACPA requirements, designated work site(s) in California should contract the appropriate office of DGS at (916) 375-4940. DGS will attempt to determine TACPA eligibility within two working days.

  Any firm that is granted the TACPA preference cannot displace an award to a certified small business

• Bidder Costs —

  Bidders are responsible for all costs of developing and submitting a bid package. Such costs cannot be charged to the 22nd DAA or included in any cost element of a Bidder’s price offering.

• Resolution of Differences Between IFB and Contract Language —

  If an inconsistency or conflict arises between the terms and conditions appearing in the final contract and the proposed terms and conditions appearing in this IFB, any inconsistency or conflict will be resolved by giving precedence to the contract.

• Contract Award and Protests —
  1. Contract Award
     1. Award of the contract, if awarded, will be to the responsive and responsible Bidder that offers the lowest cost. The lowest cost will be determined after the 22nd DAA adjusts Bidder costs for applicable preferences and incentives.
     2. If the contract is not being awarded to the bidder offering the lowest cost, the 22nd DAA will notify the low bidder at least five (5) working days prior to award that the contract is not being awarded to them.
     3. The 22nd DAA will confirm the contract award to the winning Bidder. The 22nd DAA may confirm an award verbally, via e-mail, or in writing.
     4. The 22nd DAA will post the proposed contract award on the OpenGov e-Procurement Portal page for this solicitation: https://procurement.opengov.com/portal/sdfair.  

        In addition, upon written request from any bidder, the 22nd DAA will also post a notice of the proposed contract award in the 22nd DAA Administration Building for a period of at least five (5) working days prior to officially awarding the contract.

  2. Settlement of Tie Bids
     1. In the event of a precise tie between the lowest responsive bid submitted by a certified small business or microbusiness and the lowest responsive bid submitted by a certified DVBE that is also a certified small business, the contract will be awarded to the DVBE Bidder per Government Code Section 14838(f) et seq.
     2. In the event of a precise tie between the lowest responsive bid submitted by a non-small business that was granted small business subcontractor preference and the lowest responsive bid submitted by a certified small business or microbusiness, the contract will be awarded to the certified small business or microbusiness.
     3. In the event of a precise tie between the lowest responsive bid submitted by a nonprofit veteran service agency (NVSA) that is a certified small business and the lowest responsive bid submitted by a certified DVBE that is also a certified small business, the contract will be awarded to the certified DVBE.
     4. In the absence of a California law or regulation governing a specific tie, the 22nd DAA will settle all other tie bids in a manner the 22nd DAA determines to be fair and equitable in the presence of authorized representatives (e.g., coin toss, lot drawing, etc.).  In no event will the 22nd DAA settle a tie by dividing the work among the tied Bidders.
  3. Protests
     1. Who Can Protest: Any Bidder who submits a bid may file a protest if the Bidder believes its bid package is responsive to all IFB requirements and its bid is the lowest dollar bid.
     2. Grounds for Protests: Protests are limited to the grounds described in Public Contract Code (PCC) Section 10345. The 22nd DAA will not make an award until all protests are withdrawn by the protestant, denied, or resolved to the satisfaction of the DGS.
     3. Protests Timelines: Within five (5) calendar days after filing a "Notice of Intent to Protest", the protestant must file with both the 22nd DAA and the Department of General Services a full and complete written protest statement identifying the specific grounds for the protest. The statement must contain, in detail, the reasons, law, rule, regulation, or practice that the protestant believes the 22nd DAA has improperly applied in awarding the contract.
• Contact and Procurement Address —

  Procurement Contact:
  Contracts and Procurement Department
  2260 Jimmy Durante Blvd
  Del Mar, CA 92014
  Email: rfp@sdfair.com
  Phone: (858) 755-1161

• Submitting a Protest —

  The protest must be filed in writing with the 22nd DAA’s Contract Office and with the DGS, and submitted by regular mail, email, courier or personal delivery, as specified below:

  Department of General Services Office of Legal Services

  Attention: Bid Protest Coordinator

  707 Third Street, 7th Floor, Suite 7-330

  West Sacramento, CA 95605

  Email: OLSProtests@dgs.ca.gov

   

  22nd District Agricultural Association

  2260 Jimmy Durante Blvd.

  Del Mar, CA 92014

  Attn: Contracts Department

  Email: RFP@sdfair.com

  The protest must be received by DGS and the 22nd DAA no later than 4:00 p.m. on the fifth working day after notice of proposed award was posted. For purposes of this section, “working day” shall mean any day that the 22nd DAA’s and DGS’ offices are open to the public to conduct business. Requests for an extension of time outside this timeframe will not be considered. The failure to timely file a protest shall constitute an irrevocable waiver of the Bidder’s right to protest. Upon the expiration of this protest period, if no protest has been filed, the contract may be awarded.

  The initial protest letter must include the name, address, and telephone number of the protestant and of the person representing the protesting party, if any, and must be signed by the protestant or the protestant’s representative. The initial protest letter may, but is not required to, contain the information described in the following Paragraph.

  IN ADDITION, within five (5) calendar days after filing the initial protest letter, the protestant shall file with the 22nd DAA’s Contract Office and DGS Legal Office a fully detailed and complete written statement specifying the grounds for the protest, including without limitation, all facts, supporting documentation, legal authority and arguments in support of the bid protest. Any grounds not raised in this written statement will be deemed waived by the protesting party.

  PLEASE NOTE: The procedures and time limits set forth in this section are mandatory. Failure to file with the 22nd DAA and DGS Legal Office (i) notice of protest by the conclusion of the fifth working day after notice of intention to award a contract has been posted and (ii) a complete detailed written statement within five (5) calendar days of filing the protest stating grounds for protest will result in the Protester's protest being deemed untimely and grounds for protest waived. Protests shall be limited to the grounds contained in Public Contract Code, Section 10345.

• Timeline —

  IFB Available to Prospective Bidders On:	April 14, 2026
  Question Submission Deadline:	April 17, 2026, 1:00pm
  Bid Submission Deadline:	April 29, 2026, 1:00pm
  Public Bid Opening (Non-Mandatory):	April 30, 2026, 1:00pm Online via Microsoft Teams. Bidders must RSVP at least 3 business days in advance to receive the link.
  Estimated Award Posting Schedule:	May 4, 2026
  Proposed Contract submitted to the 22nd DAA Board of Directors for approval (if applicable):	May 13, 2026
  Anticipated Start Date of Contract is:	May 14, 2026

• California Civil Rights Laws Certification —

  Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:

  1. CALIFORNIA CIVIL RIGHTS LAWS:  For contracts over $100,000 executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and
  2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).
• Disabled Veteran Business Enterprise (DVBE) Participation —

  In accordance with Section 999.5(a) of the Military and Veterans Code an incentive will be given to Bidders who provide DVBE participation.  For evaluation purposes only, the District shall apply an incentive to bids that commit to a minimum of 5% California certified DVBE participation as identified on the Bidder Declaration GSPS-05-105 and confirmed by the District. The incentive amount for DVBE participation is a 5% reduction (for evaluation purposes only) in Bidder’s net bid price.

  To confirm the identity of the lowest responsive Bidder, the net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the #1 ranked responsive, responsible bid is a California certified small business, the only Bidders eligible for an incentive will be California certified small businesses. 

• Disposition of Bids —
  1. All materials submitted in response to this IFB will become the property of the 22nd DAA and, as such, are subject to the Public Records Act (GC Section 6250, et seq.). The 22nd DAA will disregard any language purporting to render all or portions of any bid package confidential.
  2. Upon making an award, all documents submitted in response to this IFB and all documents used in the selection process (e.g., review check lists, letters of intent, etc.) will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and shall be subject to review by the public.
  3. The 22nd DAA may return a bid package to a Bidder at their request and expense after the 22nd DAA concludes the bid process.
• Inspecting or Obtaining Copies of Bids —
  1. Who can Inspect or Copy Bid Materials: Any person or member of the public can inspect or obtain copies of bid materials.
  2. What can be Inspected / Copied and When: Once bids are opened, all bids, Bidders list, conference sign-in/attendance sheet, check lists and/or evaluation sheets become public records. These records shall be available for review, inspection and copying during normal business hours.
  3. Inspecting or Obtaining Copies of Bid Materials:
     1. Persons wishing to view or inspect any bid related materials must contact Contracts and Purchasing and identify the items they wish to inspect.
     2. Persons wishing to obtain copies of bid materials may call, visit or email a written request to the 22nd DAA at rfp@sdfair.com. The requestor must identify the items they wish to have copied. Materials will not be released from 22nd DAA premises for the purposes of making copies.
     3. Unless waived by the 22nd DAA, a check covering copying and/or mailing costs must accompany the request. Copying costs, when applicable, are charged at a rate of ten cents per page. The 22nd DAA will fulfill all copy requests as promptly as possible.
• Verification of Bidder Information —

  By submitting a bid, Bidders agree to authorize the 22nd DAA to:

  1. Verify any and all claims made by the Bidder including, but not limited to verification of prior experience and the possession of other qualification requirements.
• 22nd DAA Rights —

  In addition to the rights discussed elsewhere in this IFB, the 22nd DAA reserves the following rights.

  1. IFB Corrections
     1. The 22nd DAA reserves the right to do any of the following up to the bid submission deadline:
        1. Modify any date or deadline appearing in this IFB or the IFB Time Schedule.
        2. Issue clarification notices, addenda, alternate IFB instructions, forms, etc.
        3. Waive any IFB requirement or instruction for all Bidders if the 22nd DAA deems the requirement or instruction unnecessary, erroneous or unreasonable. If deemed necessary by the 22nd DAA, the 22nd DAA may also waive any IFB requirement or instruction after the bid submission deadline.
        4. Allow Bidders to submit questions about any IFB change, correction or addenda. If the 22nd DAA allows such questions, specific instructions will appear in the cover letter accompanying the document.
     2. If deemed necessary by the 22nd DAA to remedy an IFB error or defect that is not detected in a timely manner, the 22nd DAA may issue correction notices or waive any unnecessary, erroneous, or unreasonable IFB requirement or instruction after the bid submission deadline.
     3. If applicable, the 22nd District Agricultural Association (22nd DAA) will post all clarification notices and addenda on the respective solicitation page within the OpenGov e-Procurement Portal at https://procurement.opengov.com/portal/sdfair
     4. The 22nd DAA at its sole discretion, reserves the right to collect, by mail, e-mail, fax or other method, the following omitted and/or additional information:
        1. Signed copies of any required form submitted without a signature.
        2. Data or documentation omitted from any submitted IFB attachment/form.
        3. Information/material needed to clarify or confirm certifications or claims made by a Bidder.
        4. Information/material or form needed to correct or remedy an immaterial defect in a bid package.
  2. Immaterial Bid Defects
     1. The 22nd DAA may waive any immaterial defect in any bid package and allow the Bidder to remedy those defects. The 22nd DAA reserves the right to use its best judgment to determine what constitutes an immaterial deviation or defect.
     2. The 22nd DAA’s waiver of an immaterial defect in a bid package shall in no way modify this IFB or excuse a Bidder from full compliance with all bid requirements.
  3. Correction of Clerical or Mathematical Errors
     1. The 22nd DAA reserves the right, at its sole discretion, to overlook, correct or require a Bidder to remedy any obvious clerical or mathematical errors on a bid form.
     2. If the correction of an error results in an increase or decrease in the total price, the 22nd DAA shall give the Bidder the option to accept the corrected price or withdraw their bid..
     3. Bidders may be required to initial corrections to costs and figures on the Bid Form if the correction results in an alteration of the cost(s) offered.
     4. If a mathematical error occurs in a total or extended price and a unit price is present, the 22nd DAA will use the unit price to settle the discrepancy.
  4. Right to Remedy Errors: The 22nd DAA reserves the right to remedy errors caused by:
     1. The 22nd DAA’s office equipment malfunctions or negligence by agency staff.
     2. Natural disasters (i.e., floods, fires, earthquakes, etc.).
  5. No Contract Award or IFB Cancellation: The issuance of this IFB does not constitute a commitment by the 22nd DAA to award a contract. The 22nd DAA reserves the right to reject all bids and to cancel this IFB if it is in the best interest of the 22nd DAA to do so.

Submission Requirements

• Small Business (SB) or Disabled Veteran Business Enterprise (DVBE) Preferences (required) —

  Are you claiming SB or DVBE preferences? Must either be certified SB/DVBE or subcontracting a certain percentage to SB/DVBE entities. See IFB Preference Programs section for details. SB/DVBE certification documentation required when claiming preferences. See Required Attachments section below

• Bidder Minimum Qualification Requirements —

  In submitting a bid, each Bidder must provide proof that it possesses the following qualification requirements

• BUSINESS EXPERIENCE (required) —

  Provide one (1) of the following to demonstrate a minimum of eight (8) years of experience in heavy equipment rental services:

  1. Business License or Incorporation Documents Showing the company has been legally operating for at least eight years
• PROJECT EXPERIENCE (required) —

  Bidder must demonstrate successful completion of at least three (3) contracts of similar size and scope within the past five (5) years. The District reserves the right to verify performance with referenced clients.

• REFERENCES (required) —

  Provide three (3) verifiable client references from clients within the past five (5) years. References should demonstrate reliability, timeliness, quality of equipment, and responsiveness of support services. Each reference must include:

  1. Company name and address
  2. Contract person's name and title
  3. Direct phone number and email address
  4. Description of services provided, including type of equipment supplied, duration of rental, and scope of work.
• RENTAL YARD LOCATIONS (required) —

  Provide the physical address and telephone number for each of the required four (4) rental yard locations within 30 miles of San Diego County. By submitting this information, the bidder certifies that each listed facility is currently operational at the time of bid submission.

• EQUIPMENT AVAILABILITY (required) —

  Provide proof of a sufficient fleet of equipment to meet all demands

  1. Bidder shall submit a equipment inventory list identifying all equipment owned, leased, or under secured agreement that corresponds to the equipment types and quantities required in this IFB. The inventory must demonstrate that the Bidder has sufficient available equipment to meet or exceed the minimum quantities specified in the IFB.
• FLEET SUFFICIENCY CERTIFICATION (required) —

  Submit a signed statement on company letterhead confirming that all equipment listed in the Bid will be fully available for the entire contract period, including fair duration, setup and teardown, and any required pre- or post-fair staging periods. 

• Required Attachments —

  For your bid to be responsive, all required attachments must be returned

• Certificate re California GC 1090 and Disclosure of Interests (required) —

  Please download the below document, complete, and upload.

• Payee Data Record STD 204 (required) —

  Please download the below document, complete, and upload.

• Bidder References (required) —

  Please download the below document, complete, and upload.

• Contractor Certification Clauses (required) —

  Please download the below documents, complete, and upload.

• Bidder's Declaration (required) —

  Please download the below documents, complete, and upload.

• Subcontractor's Declaration —

  Required if utilizing subcontractors. This form must be completed and signed by the subcontractor. Separate forms must be submitted for each subcontractor providing services under the resulting agreement. Please download the below documents, complete, and upload.

• Small Business Certification —

  Provide copy of Small Business Certification(s) if you are claiming the 5% small business preference and are a SB or MB, or if your application is on file with the Office of Small Business and DVBE Services (OSDS), or if you are claiming the preference as a non-small business subcontracting 25% with certified SB/MB(s)

• Disabled Veteran Business Enterprise Declarations STD 843 —

  Required if claiming DVBE preference. Please download the below documents, complete, and upload.

• Commercially Useful Function Compliance —

  Required if claiming SB/DVBE preference. Please download the below document, complete, and upload.

• CALIFORNIA_CIVIL_RIGHTS_LAWS_ATTACHMENT.pdf —

  Required if bid amount exceeds $100,000. Please download the below documents, complete, and upload.

• Darfur Contracting Act Certification (required) —

  Please download the below documents, complete, and upload.

• Current Insurance Coverage (required) —

  INSURANCE REQUIREMENTS AT TIME OF BID

  1. A copy of Bidders current insurance certificate (or a letter confirming coverage) must be included with the Bid. The copy of the insurance certificate, or letter confirming coverage, included with the Bid must confirm $1,000,000 in commercial general liability coverage, evidence of automobile liability coverage, and, if Bidder has employees, Workers’ Compensation insurance coverage. 
  2. If the Bidder is not on the California Fair Services Authority’s (CFSA) Master Insurance List and fails to include a copy of Bidder’s current insurance certificate confirming the coverages identified above in this Section, the 22nd DAA shall provide written notice of this failure to Bidder. If Bidder fails to provide a copy of Bidder’s current insurance certificate confirming the coverages identified above in this Section, within 2 business days of receipt of the Failure Notice, the 22nd DAA may reject the Bid.
• Iran Contracting Act Verification —

  Required if bid amount exceeds $1,000,000. Please download the below documents, complete, and upload.

• Business in Good Standing (required) —

  Must be in good standing in order to be qualified to do
  business in California. Upload copy of Secretary of State Certificate of Status.

• Brief Service Description (required) —

  Provide a brief description of the services to be provided. In the space below, fill in the blank: The 22nd DAA is soliciting bids from firms that are able to provide ____________, in accordance with the specifications listed herein

• Identify the Procurement Classification (required) —

  RFP Primary is typically used to obtain complex services in which professional expertise is needed and may vary. Where different methods and approaches may be applied during performance.

  RFP Secondary is typically used to obtain very complex and/or unique services in which professional expertise and methods may vary greatly. Creative or innovative approaches are needed.

  Invitation for Bid is typically used to obtain simple, common, or routine services that may require personal or mechanical skills. Little discretion is used in performing the work.

  Categorical Exemptions - Only select one of these when your request falls under one of the Categorical Exemption categories in the 22nd DAA's Contracting Policies. Additional justification may be required. 

• Multiple Award (Written) (required) —

  If solicitation could result in the awarding of multiple contracts, enter the maximum number of contracts to be awarded. Spell out the number (see example below). If solicitation is a single award, enter "N/A". 

  Example: three

• Multiple Award (Number) (required) —

  If solicitation could result in the awarding of multiple contracts, enter the maximum number of contracts to be awarded, in number form (see example below). If solicitation is a single award, enter "N/A". 

  Example: 3

• Anticipated Start Date of Contract (required) —

  Enter the date you need services to begin using the following format: MM/DD/YYYY

• Estimated Value of Award (required) —

  The estimated value of the awarded contract is approximately $[enter dollar amount].

  Example: 12,000

• Electronic Pricing Table or Financial Bid Form (required) —

  Select Electronic Pricing Table if you'd like to use the system's automated tables and calculations (recommended for simple price/rate sheets)

   

  Select Uploaded Financial Bid Form if pricing information to be collected is more complex or in an unusual format. This method requires you to provide the Financial Bid Form with your request.

   

  Pricing Details are in the Scope of Work or attached separately - this selection can only be used in contracts that are exempt from competitive bidding. For IFBs/RFPs you must select either Pricing Table or Financial Bid Form

• Contract Amount (required) —

  There are specific contract requirements applicable to contracts that exceed certain amounts. What is the budgeted amount for this contract? (Select all that apply)

• Will there be a Pre-Proposal Site Tour? (required)
• Contract Term Length (required) —

  How many months will the initial contract term be? Enter the number only, such as "24" for a 24 month contract.

• Number of Option Years (required) —

  Enter the number of option years (number only) spelled out. For example, enter "three" if 3 option years are requested

• Length of Option Years (required) —

  What is the length of contract renewal options? Enter the number only, spelled out, such as "one" for one-year options or "two" for two-year options

• MQ No. Yrs Experience (Written) (required) —

  Enter the minimum number of years' experience required for bidder to be qualified to provide services. Solicitation verbiage - At least [spell out X number of years] (5) consecutive years of experience of the type(s) listed below.  

  Example: five

• MQ No. Yrs Experience (Number) (required) —

  Enter the minimum number of years' experience required for bidder to be qualified to provide services. Solicitation verbiage - At least five (X) consecutive years of experience of the type(s) listed below.  

  Example: 5

• MQ Overall No. Yrs Experience (Written) (required) —

  Enter the timeframe in which experience must've been obtained. Solicitation verbiage - All experience must have occurred within the past [spell out X number of years] (10) years.

  Example: ten

• MQ Overall No. Yrs Experience (Number) (required) —

  Enter the timeframe in which experience must've been obtained. Solicitation verbiage - All experience must have occurred within the past ten (X) years.

  Example: 10

• Target Area Contract Preference Act (TACPA) preference (required) —

  Will you require the Target Area Contract Preference Act (TACPA) preference within this solicitation?  

• California Civil Rights Laws Certification (required) —

  Will you require the California Civil Rights Laws Certification in this solicitation?

• Disabled Veteran Business Enterprise Requirement (required) —

  Is DVBE participation voluntary, mandatory, or N/A? Note, N/A can only be chosen if request is exempt from competitive bidding)

Questions & Answers