STATE OF CALIFORNIA 32 nd District Agricultural Association INVITATION FOR BID

Transcription

1 BID DUE DATE: 05/20/16 BID OPENING: 05/23/16 STATE OF CALIFORNIA 32 nd District Agricultural Association INVITATION FOR BID Responses must be delivered to 88 Fair Dr. Costa Mesa, CA before 5:00PM on the due date Supplier name and address: SOLICITATION NO. REV. # DATE FR N/A 05/06/16 R A F Delivery Date Between 06/21/16 and 07/14/16 Fencing Rentals IFB Name For further information contact: Matthew Lithgow mlithgow@ocfair.com ARE YOU CLAIMING PREFERENCE AS A CALIFORNIA CERTIFIED SMALL BUSINESS?: YES NO Contact: Phone: Fax: Ship To: 88 Fair Dr. Costa Mesa, CA IF YES, MANUFACTURER? YES NO ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE? Name (Print): Title: Signature: Date: Federal Employer Identification Number: Return bid to: 32 nd District Agricultural Association dba OC Fair and Event Center 88 Fair Dr. Costa Mesa, CA YES NO SECTION ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS AS A NON-SMALL BUSINESS CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS SECTION 1896 ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION ET SEQ. OF THE MILITARY AND VETERANS CODE. Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DELCARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed has complied with the non-discrimination program requirements of Government Code and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 43 of the General Provisions is true and correct. (3) If a claim is made for the small business preference, the information set forth within is true and correct.

2 State of California 32nd District Agricultural Association INVITATION FOR BID CONTINUATION Supplier Name: Solicitation No. FR Bid Requirements 1. Delivery Final delivery, inspection and acceptance shall be at the location described herein. Rev. 2. Late Delivery: This solicitation contains a Late Delivery charge clause. See the specifications attached. 3. Bid Award: For the purposes of this solicitation, contract award will be made on the basis of All or None. 4. Cash Discounts: Cash discounts will not be considered when evaluating bid responses for award purposes. However, cash discounts may be offered and taken by departments processing invoices within the timeframe specified. 5. Shipment: For the purposes of this solicitation, only bid responses quoting F.O.B Destination will be accepted. 6. Inquiries/questions: Written questions must be received by 05/12/ Bidder s Instructions and General Provisions: The attached Bidder s Instructions and General Provisions have recently been revised. Please read carefully. 8. Bid attachments: Bid responses that reference a supplier s own terms and conditions or provisions will be considered nonresponsive and will be rejected. 9. Important Note: Bids shall be submitted in a sealed envelope/package with the solicitation number and the bid due date and time clearly marked on the outside of the envelope/package. Responsible Bidder: The 32 nd District Agricultural Association may require bidder(s) to submit evidence of their qualifications at such times and under conditions, as it may deem necessary. The question of whether a particular bidder is a responsible bidder may involve an evaluation of the bidder s experience, type of facility, expertise or financial resources regarding the particular items requested by the pertinent solicitation. If a bidder has been determined to be non-responsible, the bid shall be rejected. New Equipment: All equipment to be provided in response to a State of California solicitation shall be new and latest model in current production. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. (N/A for rental equipment) Bids: Electronic mail ( ) bids will be considered only if they are sent to rfp@ocfair.com. Bids sent to any other address will not be considered. To be considered, all pages of a ed bid must be completely received prior to the bid due date and time specified in this solicitation. Please be advised the file size for bids cannot exceed 12 MB, and the State assumes no responsibility if a bidder cannot transmit their bid via , or it the entire bid is not received prior to the bid due date and time. Recycled Content Products: State agencies are required to report purchases in many product categories. In order to comply with those requirements, contractors are required to complete and return the attached Recycled Content Certification form with your bid response. Failure to complete and return the form may disqualify your bid from consideration. (N/A for rental equipment) Payee Data Record: The successful bidder will be required to submit a Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number. Seller s Permit: If applicable, please note that award will be conditional on providing the following document prior to award: You must provide your company s California retailer s seller s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by California s State Board of Equalization (BOE), pursuant to all requirements as set form in Sections 6487, 7101 and sections , , of the Revenue and Taxation Code, and Section of the Public Contract code. In order to expedite the process of verifying the validity of the permit, provide the BOE permit number in the space provided below (or attach a copy of the permit with your bid.) Retailer s Seller s Permit Number:

3 State of California 32nd District Agricultural Association INVITATION FOR BID CONTINUATION Supplier Name: Solicitation No. FR Rev. Bidder Contractor Status Form: Bidder shall include one (1) completed, dated and signed Bidder/Contractor Status Form (with Corporate Resolution, as applicable) Small Business Regulations: The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 09/09/04. The new regulations can be viewed at ( Access the regulations by Clicking on Small Business Regulations in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) Non-Small Business Subcontractor Preference: A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. Small Business Nonprofit Veteran Service Agencies (SB/NVSA): SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. Attachment with bid required if claiming the Small Business Preference: All bidders must complete and include the Bidder Declaration form GSPD If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-give percent (25%) of the net bid price. All certified small businesses must perform a commercially useful function in the performance of the contract as defined in Government Code Section 14837(d)(4). Small Business Certification: Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due. Questions regarding certification should be directed to the OSDS at (916) Declaration Forms: All bidders must complete the Bidder Declaration GSPD and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at The completed form should be included with the bid response. At the State s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection. Attachments: The following documents are considered part of this solicitation and those * d must be returned with the bid response or the bid may be considered invalid and be rejected. 1. Specifications (Statement of Work) 2. Bidder Instructions (Form 451) 3. General Provisions (Form 401Non-IT Commodities) 4. Bidder Status Form, Attachment 1* 5. Bidder Declaration form GSPD , Attachment 2* 6. Recycled Content Certification (if applicable) 7. Target Area Preferences Act Request (if applicable) 8. Local Agency Military Base Recovery Area Preference Request (if applicable) 9. Enterprise Zone Act Preferences Request (if applicable) 10. Seller s Permit (if applicable)

4 State of California 32nd District Agricultural Association Attachment 1

5 State of California 32nd District Agricultural Association

6 State of California 32nd District Agricultural Association Attachment 2 BIDDER DECLARATION FORM GSPD All bidders must complete the Bidder Declaration GSPD and include it with the bid response.

7 OC Fair & Event Center Page 1 of 5 88 Fair Drive, Costa Mesa, California Phone: (714) , Fax: (714) SPECIFICATIONS: FENCE AND FENCE ACCESSORY RENTALS A. BID SPECIFICATION & STATEMENT OF WORK TO BE PERFORMED 1. Purpose and Background: The 32 nd District Agricultural Association dba OC Fair & Event Center ( District ) is a California State agency, operating under the purview of the Division of Fairs and Expositions of the California Department of Food and Agriculture, and is governed by a nine-member Board of Directors appointed by the Governor of California. The District is soliciting quotes for the rental of Fence and Fence Accessories ( Equipment ). The Agreement term for these Services shall be from June 1, 2016 through May 31, 2019 w/ two (2) one (1) year options to exercised at the sole discretion of the District. The OC Fair & Event Center is a 150-acre event venue located in Costa Mesa, California. The site hosts over 150 events each year, which attracts 4.3 million visitors annually, and is home to the OC Fair, Centennial Farm, Pacific Amphitheatre and Imaginology. 2. Fence Equipment Requirements: a. Contractor shall use new or nearly new attractive fencing and fencing material. No rusted, soiled, bent, torn or broken pieces/materials are to be utilized in the fulfillment of this installation. b. Chain Link fence poles must be plumb and in a straight line. c. Chain Link fence is to be strung tight. d. All fencing must have a smooth top (knuckle/smooth or flat finish). e. Contractor is to use existing holes when feasible for installation. f. At District request, all holes in asphalt related to fence installation will be patched upon removal free of charge. g. The Equipment shall be referred to and billed separately using the Department Location as its name. h. All Equipment shall be inspected by a District representative upon Delivery and Pick-up; no wait fees will be charged during receiving inspection. i. Equipment is to be delivered to the Maintenance Yard unless otherwise directed by the District. j. Quantities, Equipment Specifications, delivery and pick-up dates are in the attached excel sheet. 3. Delivery, Installation and Pick-up: a. Delivery, Installation and Pick-up shall take place as requested by the District as listed in item 2.J. b. Each delivery/pick-up must be completed on the date and/or time specified in the bid, unless otherwise agreed upon by the District. c. Contractor is responsible for conducting all installation. d. All deliveries, installations and pick-ups shall be scheduled between the hours of 7:00 a.m. to 3:00 p.m., Monday through Thursday, and 6:00 a.m. to 2:00 p.m. on Fridays except during the annual OC Fair; unless otherwise instructed by the District. e. All installation during the annual OC Fair, which takes place July 15 through August 14 in 2016, shall be scheduled for Monday and Tuesday only, between the hours of 7:00 a.m. to 3:00 p.m. f. Contractor shall call the District s Maintenance Department a minimum of 24 hours prior to intended maintenance date to confirm the services. g. Any repairs or service calls requested by the District must be performed and completed within 24 hours of the call to the Contractor. h. Delivery and pickup dates for 2017, 2018, and option years will be provided to the Contractor no later than 30 days before requested delivery. OC Fair & Event Center 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA (714) ocfair.com

8 OC Fair & Event Center Page 2 of 5 88 Fair Drive, Costa Mesa, California Phone: (714) , Fax: (714) B. SUBMITTAL REQUIREMENTS 1. Rates/Pricing: a. Quotes shall be itemized per installation location. Itemized cost shall note the Equipment, unit cost, and extended cost of the items comprising that installation area. b. Quotes must include all labor, service calls, delivery, installation, removal, applicable taxes, drilling and patching costs, and any other fees Contractor intends to charge in the fulfillment of this Scope of Work. c. All fees shall be clearly stated and easily identifiable. -End Bid Specification- OC Fair & Event Center 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA (714) ocfair.com

9 OC Fair & Event Center Page 3 of 5 88 Fair Drive, Costa Mesa, California Phone: (714) , Fax: (714) EXHIBIT A INSURANCE REQUIREMENTS California Fair Services Authority I. Evidence of Coverage The contractor/renter shall provide a signed original evidence of coverage form for the term of the contract or agreement (hereinafter contract ) protecting the legal liability of the State of California, District Agricultural Associations, County Fairs, Counties in which County Fairs are located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fairs, California Exposition and State Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants, and employees, from occurrences related to operations under the contract. This may be provided by: A. Insurance Certificate: The contractor/renter provides the fair with a signed original certificate of insurance (the ACORD form is acceptable), lawfully transacted, which sets forth the following: 1. List as the Additional Insured: That the State of California, 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, 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. 2. Dates: The dates of inception and expiration of the insurance. For individual events, the specific event dates must be listed, along with all set-up and tear down dates. 3. Coverage: a. General Liability: Commercial General Liability coverage, on an occurrence basis, at least as broad as the current Insurance Service Office (ISO) policy form #CG Limits shall be not less than $5,000,000 per occurrence for Fairtime Carnival Rides; $3,000,000 per occurrence for Motorized Events All Types except arena or track motorcycle racing and go-cart racing; $3,000,000 per occurrence for Rodeo Events All Types with a paid gate and any Rough Stock Events; $2,000,000 per occurrence for Rodeo Events All Types without a paid gate and with any Rough Stock Events; $1,000,000 per occurrence for Rodeo Events All Types without any Rough Stock Events; $2,000,000 per occurrence for Interim Carnival Rides, Fairtime Kiddie Carnival Rides of up to six (6) rides, Concerts with over 5,000 attendees, Rave Type Events All Types, Mechanical Bulls, Extreme Attractions All Types, Orbitrons, Simulators, and Motorized Events of arena or track motorcycle racing and go-cart racing; $1,000,000 per occurrence for all other contracts for which liability insurance (and liquor liability, if applicable) is required. b. Automobile Liability: Commercial Automobile Liability coverage, on a per accident basis, at least as broad as the current ISO policy form #CA 0001, Symbol #1 (Any Auto) with limits of not less than $1,000,000 combined single limits per accident for contracts involving use of contractor vehicles (autos, trucks, or other licensed vehicles) on fairgrounds. OC Fair & Event Center 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA (714) ocfair.com

10 OC Fair & Event Center Page 4 of 5 88 Fair Drive, Costa Mesa, California Phone: (714) , Fax: (714) c. Workers Compensation: Workers Compensation coverage shall be maintained covering contractor/renter s employees, as required by law. d. Medical Malpractice: Medical Malpractice coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving medical services. e. Liquor Liability: Liquor Liability coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving the sale of alcoholic beverages. 4. Cancellation Notice: Notice of cancellation of the listed policy or policies shall be sent to the Certificate Holder in accordance with policy provisions. 5. Certificate Holder: a. For Individual Events Only Fair, along with fair s address, is listed as the certificate holder: i. 32 nd District Agricultural Association, OC Fair & Event Center, 88 Fair Drive, Costa Mesa, CA b. For Master Insurance Certificates Only California Fair Services Authority, Attn: Risk Management, 1776 Tribute Road, Suite 100, Sacramento, CA is listed as the certificate holder. 6. Insurance Company: The company providing insurance coverage must be acceptable to the California Department of Insurance. 7. Insured: The contractor/renter must be specifically listed as the insured. OR B. CFSA Special Events Program: The contractor/renter obtains liability protection through the California Fair Services Authority (CFSA) Special Events Program, when applicable. OR C. Master Certificates: A current master certificate of insurance for the contractor/renter has been approved by and is on file with California Fair Services Authority (CFSA). OR D. Self-Insurance: The contractor/renter is self-insured and acceptable evidence of self-insurance has been approved by California Fair Services Authority (CFSA). OC Fair & Event Center 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA (714) ocfair.com

11 OC Fair & Event Center Page 5 of 5 88 Fair Drive, Costa Mesa, California Phone: (714) , Fax: (714) II. General Provisions A. Maintenance of Coverage: The contractor/renter agrees that the commercial general liability (and automobile liability, workers compensation, medical malpractice and/or liquor liability, if applicable) insurance coverage herein provided for shall be in effect at all times during the term of this contract. In the event said insurance coverage expires or is cancelled at any time or times prior to or during the term of this contract, contractor/renter agrees to provide the fair, prior to said expiration date, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the contract, or for a period of not less than one (1) year. New certificates of insurance are subject to the approval of California Fair Services Authority, and contractor/renter agrees that no work or services shall be performed prior to the giving of such approval. In the event the contractor/renter fails to keep in effect at all times insurance coverage as herein provided, the fair may, in addition to any other remedies it may have, take any of the following actions: (1) declare a material breach by contractor/renter and terminate this contract; (2) withhold all payments due to contractor/renter until notice is received that such insurance coverage is in effect; and (3) obtain such insurance coverage and deduct premiums for same from any sums due or which become due to contractor/renter under the terms of this contract. B. Primary Coverage: The contractor/renter s insurance coverage shall be primary and any separate coverage or protection available to the fair or any other additional insured shall be secondary. C. Contractor s Responsibility: Nothing herein shall be construed as limiting in any way the extent to which contractor/renter may be held responsible for damages resulting from contractor/renter s operations, acts, omissions or negligence. Insurance coverage obtained in the minimum amounts specified above shall not relieve contractor/renter of liability in excess of such minimum coverage, nor shall it preclude the fair from taking other actions available to it under contract documents or by law, including, but not limited to, actions pursuant to contractor/renter s indemnity obligations. The contractor/renter indemnity obligations shall survive the expiration, termination or assignment of this contract. D. Certified Copies of Policies: Upon request by fair, contractor/renter shall immediately furnish a complete copy of any policy required hereunder, with said copy certified by the underwriter to be a true and correct copy of the original policy. Fairtime Carnival Ride contractors must submit copies of actual liability insurance policies, certified by an underwriter, to California Fair Services Authority (CFSA). III. Participant Waivers For hazardous participant events, the contractor/renter agrees to obtain a property executed release and waiver of liability agreement (Form required by contractor/renter s insurance company or CFSA Release and Waiver Form) from each participant prior to his/her participation in the events sponsored by contractor/renter. Hazardous participant events include, but are not limited to, any event within the following broad categories: Athletic Team Events; Equestrian-related Events; Motorized Events; Rodeo Events; and Wheeled Events, including bicycle, skates, skateboard, or scooter. Contact California Fair Services Authority at (916) for further information. -End Exhibit A- OC Fair & Event Center 32nd District Agricultural Association 88 Fair Drive, Costa Mesa, CA (714) ocfair.com