Active SLED Opportunity · CALIFORNIA · 22ND DISTRICT AGRICULTURAL ASSOCIATION
AI Summary
The 22nd District Agricultural Association seeks a contractor for procurement and installation of a large-format LED videoboard system at Del Mar Fairgrounds, California. The project includes structural, electrical, and system integration with a completion deadline in October 2026. Proposals will be evaluated on experience, technical quality, project plan, and compliance with public works requirements.
The District is releasing this RFP with the intent to award a single contract for Paddock videoboard procurement and public works installation services. The District is seeking a qualified contractor with experience in commercial videoboard systems, public works construction, structural and electrical integration, and turnkey installation services.
Services include, but are not limited to, procurement and delivery of the videoboard system and related components, structural mounting and support installation, electrical and data integration, testing and commissioning, software and control system setup, staff training, warranty support, and all labor, materials, equipment, permits, and supervision necessary to provide a complete and operational videoboard system.
The District’s required material delivery shall be no later than October 15, 2026, with final project completion required no later than October 20, 2026, as specified in the Scope of Work. Earlier delivery and completion are encouraged.
The District board and staff have been actively engaged in a strategic planning process that has elaborated on its purpose, mission, vision, and organizational values in pursuit of ensuring a quality experience to guests and patrons of the District properties including the Del Mar Fairgrounds, Surf &Turf Recreation Center, and Del Mar Horsepark. Proposer is encouraged to elaborate on its alignment with the District’s strategic direction.
BACKGROUND
The 22nd 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 the 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. Legends 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.
| Event | Date | Location |
|---|---|---|
| Public Bid Opening | 2026-07-02T22:00:00.000Z | Online via Microsoft Teams. Proposers must RSVP through OpenGov at least three (3) business days prior to the bid opening to receive the Teams link. |
The District will evaluate the Proposer’s and key subcontractor’s demonstrated experience, qualifications, stability, and capability related to large-format LED videoboard systems and associated technologies. Evaluation will include the Proposer’s experience in performing work or services of similar nature, size, scope, and complexity; experience working with public agencies, fairgrounds, racetracks, stadiums, arenas, event centers, or similar public venues; the strength and stability of the Proposer; the qualifications and experience of management personnel and key subcontractors; and experience operating, integrating, and managing LED display technology, including but not limited to Paddock LED Video Boards, live streaming, broadcast integration, replay systems, and real-time content display systems.
Evaluation will include, but is not limited to, the following:
Proposers shall submit five (5) letters of recommendation, each dated within the past five (5) years, demonstrating relevant experience, reliability, and performance on projects of similar scope and complexity. (5 points)
The submitted letters shall collectively demonstrate the following areas of experience:
Each reference letter must include, at a minimum, the following information:
The District will evaluate the overall LED display technical quality, functionality, reliability, and operational capability of the proposed videoboard system.
Evaluation will include, but is not limited to, the following:
The District will evaluate the completeness, critical path activities, and adequacy of the proposed Project Plan and Implementation Schedule as part of the overall proposal evaluation process.
Evaluation will include, but is not limited to, the following:
The District will evaluate the Proposer’s ability to provide long-term operational support and maintain the videoboard system throughout its lifecycle.
Evaluation considerations may include:
The District will evaluate the Proposer’s demonstrated ability to safely perform work in public environments and comply with applicable labor and public contracting requirements.
The District will evaluate the Proposer’s ability to successfully deliver, install, integrate, test, and commission the videoboard system with LED display technology within the required project schedule and public works requirements.
Evaluation considerations may include:
California law allows certified small business (SB) and microbusiness (MB) firms and non-small businesses who subcontract 25% with a certified SB/MB firm(s) to receive a 5% preference on applicable state solicitations. The effect of the preference is to help SB's/MB's be more competitive in the proposal process, thereby enhancing state contract awards directly or indirectly to SB/MB. The preference is only used for computational purposes to determine the winning proposal; the actual proposed amount remains the same.
State Certified DVBE prime contractors or non-DVBE prime contractors subcontracting 5% to State Certified DVBE(s) will receive a 5% preference scoring incentive to be applied when determining award, for evaluation purposes only. The incentive is only used for computational purposes to determine the winning proposal; the actual proposed amount remains the same.
Award shall be made to the responsible proposer whose proposal meets the minimum technical score and offers the lowest total evaluated cost.
Are you claiming SB or DVBE preferences? Must either be certified SB/DVBE or subcontracting a certain percentage to SB/DVBE entities. See RFP Project Details section for specifics. SB/DVBE certification documentation required when claiming preferences. See Required Attachments section below
In submitting a bid, each Bidder must provide proof that it possesses the following qualification requirements
Proposer must have a minimum of five (5) years of experience in the procurement, supply, integration, and installation of large-format LED videoboard systems, including systems with live streaming, broadcast integration, or real-time content display capability.
Required Submission Documentation
Proposer shall provide:
Proposer must demonstrate successful completion of at least five (5) projects of similar size, scope, and complexity.
Projects must demonstrate experience with:
Required Submission Documentation
For each project submitted, proposer shall provide:
Proposers must provide detailed technical specifications and manufacturer cut sheets demonstrating full compliance with the requirements listed below, or approved equivalent performance that meets or exceeds the stated minimum standards.
Proposer must demonstrate technical capability and experience integrating videoboard systems with live streaming, broadcast, and real-time event functionality.
Required Submission Documentation and Demonstration
Proposer shall provide:
Proposer may also provide:
Demonstration Requirement
The District may require shortlisted proposers to provide:
Proposer shall submit a detailed Project Plan and Implementation Schedule demonstrating the Proposer’s and/or key subcontractor(s)’ ability to successfully manage and execute all phases of the project from contract award through final commissioning and acceptance.
Proposer shall provide:
The Proposer and/or its key subcontractor(s) must certify their ability to deliver, install, integrate, test, and commission the LED videoboard system in full compliance with the District’s required project schedule. For purposes of this requirement, the Proposer’s ability to meet the schedule may be demonstrated by the Proposer alone, the key subcontractor(s) alone, or a combination of both, provided that the submitting team collectively meets the requirement.
Certification Requirement
Proposer shall submit a signed certification stating that, if awarded the contract, it will:
Required Submission Documentation
Proposer must include:
Proposer must demonstrate experience performing public works construction and installation services related to LED videoboard systems, including structural, electrical, mounting, and systems integration work.
Required Submission Documentation
Proposer shall provide:
Proposer must be qualified to perform California public works projects and comply with all applicable labor and public contracting requirements.
Required Submission Documentation
Proposer shall provide:
Proposer must possess all licenses and registrations required to perform the work.
Required Submission Documentation
Proposer shall provide:
Proposer must demonstrate sufficient financial capacity and resources to successfully perform the work.
Required Submission Documentation
Proposer shall provide:
The District reserves the right to request additional financial documentation if necessary.
Proposer must maintain an acceptable safety record and demonstrate ability to perform work safely in public environments.
Required Submission Documentation
Proposer shall provide:
For your proposal to be responsive, all required attachments must be returned
Include at least two (2) letters of reference written within the past two (2) years.
INSURANCE REQUIREMENTS AT TIME OF BID
Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
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 document, complete, and upload.
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)
Please download the below document, complete, and upload.
Required if claiming SB/DVBE preference. Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below document, complete, and upload.
Please download the below document, complete, and upload.
Must be in good standing in order to be qualified to do
business in California. Upload copy of Secretary of State Certificate of Status.
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.
There are specific contract requirements applicable to contracts that exceed certain amounts. What is the budgeted amount for this contract? (Select all that apply)
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
Enter the anticipated date of the Board meeting required for timely contract approval. Enter N/A if not subject to 22nd DAA Board of Directors Approval
Use the following format: MM/DD/YYYY
How many months will the initial contract term be? Enter the number only, such as "24" for a 24 month contract.
Contracts for ongoing service needs or critical fairtime services should include option years, to help streamline processes.
Enter the number of option years (number only) spelled out. For example, enter "three" if 3 option years are requested
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
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.