Temecula Valley Balloon & Wine Festival



2020Temecula Valley Balloon & Wine FestivalFestival BidContact Person: Stacey EllisonPhone: 951-676-6713Due Date: February 1, 2020Request for Proposal Temecula Valley Balloon & Wine FestivalGeneral InformationThe Temecula Valley Balloon & Wine Festival (herein after referred to as Festival) is releasing this RFP with the intention to award contract doe a period of the 2020 Festival only. Festival Date: May 29, 30 & 31, 2020Festival Location: Lake Skinner Recreational Park, 37701 Warren Road, Winchester, CA 92596Lake Skinner Gate Hours: 6:00am - 10:00pmInstallation/Delivery Dates: Review each “Section” for start and completion datesEquipment Removal Date: No later than Friday, June 5, 2020Proposer ResponsibilityRead the documents very carefully, as the Festival shall not be responsible for error of omissions on the part of the proposer. Carefully review final submittal, as reviewers will not make interpretations or detect, or correct, error in calculations. Installation of the most items is done on landscape. It is strongly recommended that heavy equipment (forklifts, large trucks) not be driven on turf and that any items (tents, toilets, fence, stage, generators) be transported on grounds in small quantities by using pickup trucks, carts or by hand. Any and all damage to turf, irrigation equipment, sidewalks or other areas will be billed to the company responsible for such damage. You must provide the Festival a list of any other events you may be responsible for during the period of May 1 - June 15, 2020. ProposalSubmit a separate bid for each “Section” you wish to bid upon. Consider the installation dates and equipment requirements within each “Section” before submission. Fill out completely and sign the Proposer Information Form.Bid price must include:LaborFuel SurchargeTaxesDelivery fees (if any)Submission of this RFP signifies that all terms, conditions, requirements, protests and procedures have been read and understood. Further, in signing as the authorized representative of the submitting firm, it is expressly agreed by the proposer that failure to provide accurate and truthful information in this proposal shall constitute grounds for rejection.Submission of bid is not considered a final contract.Delivery of Proposals Proposals must be post marked or delivered no later than 5:00pm February 1, 2020 to:Temecula Valley Balloon & Wine Festival41755 Rider Way, Unit 1Temecula, CA 92590ATTN: Stacey Ellison, Executive Director Additional InformationInsurance - Upon bid acceptance and signed contract, please provide the Festival with your information so the Festival can forward a copy of our certificate of insurance naming your company as certificate holder.RFP Requirements and conditions - If a proposer discovers any ambiguity, conflicts, discrepancy, omission, or other error in the RFP, he/she shall immediately notify the Festival of such error in writing addressed to the contact person listed on the cover page and request modification or clarification of the documents.Modifications will be made in writing by way of addendum. Clarification will be given by written notice to all parties to whom the Festival had sent RFP and to persons or entities who have requested to be given notice of any modification or notice.Grounds for Rejection - A proposal shall be rejected if:It is received at any time after the exact time and date set for receipt of bids as stated.It contains false or misleading statement or references, which do not support attributes or conditions, contended by the proposer. The proposal shall be rejected if, in the opinion of the Festival, such information was intended to mislead the Festival in its evaluation of the proposal and attribute, condition or capability of requirements to this RFP.It is unsigned.Disposition of Proposals - All materials submitted in response of this RFP will become property of the Festival.Confidentiality of Proposals - The Festival will be holding the contents of all proposals in confidence until issuance of the award. id a protest is filed, the material may be used by the Festival to justify an award or a decision not to award. Protests - any protest must be filed in writing with the Festival, 41755 Rider Way, Unit 1, Temecula, CA 92590, within five (5) working days of the notification. Within five (5) working days after filing the protest, the protesting bidder shall file with the Festival a full and complete written statement specifying the grounds for the protest. Festival officials will evaluate the protest and shall furnish a decision in writing within thirty (30) calendar days.Bids are based on anticipated needs and do not necessarily reflect the actual delivery. Please be aware that if your bid is accepted TVBWF will finalize the order in a manner that allows the provider to make a timely delivery.Proposer Information Company Name: Address: City: State: Zip: Contact Person: Phone: Pending Litigation HearingsAre any civil or criminal litigation or administrative hearing(s) currently pending against the proposer’s organization, owners, officers or employees?If yes, please state the case number, agency, or court where pending and status of litigation or hearing:We reserve the right to verify the information provided on this form by the proposer during the RFP process. I declare under penalty of perjury that all information included in this RFP is true and correct and that I am authorized to sign this form on behalf of the Proposer. date: SignaturePrint Name2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31st, 2020SECTION 1TABLES, CHAIRS, TENTS and WALLSTABLES & CHAIRSNUMBERCOMMENTSTable Round 36” Cocktail15This is an estimate – exact # TBDTable Banquet 8’280This is an estimate – exact # TBDRound Tables 60”30This is an estimate – exact # TBDChairs – Ivory1760This is an estimate – exact # TBDTENTS & SIDEWALLSNUMBERCOMMENTS10’X10’ – White ***256Pagoda Style20’x20’ – White10Pagoda Style20’x30’ – White2Pagoda Style20’x40’ – White120’x50’ – White130’x40’ – White230’x70’ – White140’x60’ – White340’x100 – White1Sidewall half 3’x10 - White115Sidewall solid 8’x10 - White18Sidewall solid 8’x20’ – White55Two (2) with a door openingSidewall mesh 8’x10’ - White52Sidewall mesh 8’x20 - White70One (1) with a door openingSidewall mesh 10’x20 – White1EXTRASNUMBERCOMMENTSPicket Fence 3’x8’6220’x20’ canopy white 10’ legs1Tent Liner0Umbrella Market 9’ – Natural10Fire Package Ext. & Signs Lighted3Fire Extinguisher 2A 10BC7TENTS Dig Alert Must have approval FIRST before work can start.INSTALLATION BEGINS: Monday, May 11 (*weather permitting)INTALLATION MUST BE COMPLETED BY: Wednesday, May 27 and READY FOR INSPECTION AT 12:00PM.REMOVAL: Begins Tuesday, June 2 and MUST be completed by Thursday, June 4. (ALL ZIPTIES MUST BE REMOVED FROM SITE – chargebacks may be imposed on the service provider for excessive clean-up)*** Tent Flags on Top (Flag Colors Pink, Blue, Yellow, Orange, Red) - Board Member/Chairperson will designate colors.CANOPIES: MUST adhere to State and Federal safety regulations and be in clean and good condition.TENT STAKES: MUST be covered with safety caps. All stake placement must be approved by Park Maintenance Personnel.TABLES & CHAIRS INSTALLATION: Beginning Thursday, May 28, and to be placed in specific tents throughout the Festival by contractor. Venue layout will be provided by the Festival.REMOVAL: MUST be picked up Tuesday, June 2.2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 2ROLLING STOCK(NO CONSTRUCTION VEHICLES)Fuel Cart - Diesel24 Seater converted to 2 with a 100 gal fuel cell with battery and wired into vehicle charging systemUTV - Diesel184 SeaterUTV - Diesel46 SeaterUTV - Diesel292 – 4 Seater with bedTrailers- 6x6 or 6x106With ball/hitch with extensionsElectric Golf Cart1Location Food CourtALL VEHICLES HAVE ROOFS AND WORKING HEADLIGHTSVEHICLES: To be in clean and good working conditionMUST be gas or diesel powered & ONLY ONE ELECTRIC CartAll Must have Roofs We must know 30-60 days prior to delivery how many vehicles will be diesel vs gasoline.Orders will be finalized 30-60 days prior to Festival delivery date.DELIVERY: START - May begin on Tuesday, May 26 at 6:00amCOMPLETED - All vehicles and trailers MUST be onsite by 12:00pm on Thursday, May 28, 2020 USAGE:Vehicles will be used May 29, 30, 31, 2020Eight (8) vehicles will be used commencing Tuesday June 2 through Friday June 5PICK-UP:STARTS - Tuesday, June 2COMPLETED – Friday, June 5TVBWF will not be responsible for security of vehicles after 5:00pm on Friday, June 5, 2020.ON SITE MECHANIC:A mechanic is required for all hours of the Festival. One (1) dry campsite can be provided for the mechanic upon request.NOTE: Please be aware of Lake Skinner Main Gate Opening and Closing hours2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 3OTHER EQUIPMENT and SPECIAL NEEDS(Each item in this section may be bid on separately) 15,000 lb. Boom Forklift with rough terrain tires (May also need extended mast for speakers/main stage)16,000 lb. Boom Forklift with rough terrain tires2210LE Front End Loader with Gannon22,000-gallon water truck 2Diesel Powered Light Towers90WATER TRUCKS: DELIVERY – Truck 1 – Wednesday, May 20 at 6:00am and Truck 2 – Tuesday, May 26REMOVAL – Truck 1 - Wednesday, June 3, Truck 2 – Friday, June 5FORKLIFTS: DELIVERY – Monday, May 20- 15k and 6k Monday, May 20 /// 6k on Friday, May 29REMOVAL – Friday, June 5LIGHT TOWERS: DELIVERY – Wednesday, May 20 – Wednesday, May 27 (Light Towers will be used May 29, 30, 31) All units must be onsite by 12:00pm Wednesday, May 27REMOVAL – No sooner than Tuesday, June 2 beginning at 12:00pmSITE TECHNICIAN: Required for all hours of the Festival. One (1) campsite can be provided for technician upon request.2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 4ELECTRICAL and POWER EQUIPMENTQUANTITY30 kW Generator- 208 Volt360 kW Generator- 208 Volt- MQ on Trailer8125 kW Generator- 208 Volt3200 kW Generator- 208 Volt- Parallelable2100 Amp Load Center16200 Amp Load Center74 x 100 Amp INDU Panel 22 x 200 Amp INDU Panel2800 Amp I-line Panel1150 kVA Olympic Transformer2RV Panels8Edison Spider Boxes30Tent Lights100Quad Box String- GFCI1003 Quad Shortie- GFCI1010/5 Extension Cable 50’6010/5 Extension Cable 100’606/4 Cable Bare End 100’2#2- 5 Wire Banded Cable 50’654/0 Bare End Cable 50’104/0 Camlok Cable 25’254/0 Camlok Cable 50’182/5 Camlok Female34/0 Camlok Female60FFM Camlok Tee653’ Cable Ramp1006/4 Twist Lock Hubble Cables80Hubble Twist Lock to RV Adapter2050 Amp RV to 30 Amp RV Adapter20Grounding Kits3250 Amp Generator- 120/240 Volt1030 Amp Generator- 120 Volt20Delivery, pick-up, fuel, labor and taxes to be included in bid estimate.Power to be completed on Wednesday, May 27 in Food CourtINSTALLATION:START – MONDAY, May 18COMPLETED – Wednesday, May 27REMOVALSTART – Tuesday, June 2COMPLETED – Thursday, June 4SITE TECHINICAN: Required for all hours of the Festival. One (1) campsite can be provided for technician upon request.2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 5TOILETS and SINKSToilets – Standard170Toilets – ADA17Toilets – VIP (2 room)2Toilets – VIP (4 room)16Sink – Two Place65240 Gallon Gray Water Holding Tanks11ADDITIONAL REQUIREMENTS2 AttendantsFriday, May 294:00pm – 10:00pm (6 hrs.)6 AttendantsSaturday, May 309:00am – 10:00pm (13 hrs.)6 AttendantsSunday, May 319:00am – 4:00pm (7hrs.)2 Service TrucksFriday, May 29 – Sunday, May 31During Attendants hoursService of toilets and gray water MUST be on a continuous basis during attendants’ hours per day.DELIVERY – Monday, May 18 – Wednesday, May 27REMOVAL – Tuesday, June 2 - Thursday, June 4UNLOCK toilets on Thursday, May 28 at 8:00am and to remain unlocked for the duration of the Festival.DUMPING MUST BE DONE OFF SITE2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 6FENCINGDESCRIPTIONQUANITY6’ Temporary Fence17,300 ft.4’ Temporary Fence2,700 ft.6’ Windscreen8,300 ft.6’ x 4’ Gates12 units6’ x 8’ Gates1 unit 6’ x 12 Gates15 units 6’ x 24’ Gates30 units6’ x 12’ Temporary Panels210 units8’ Bicycle Barricades300 units** Estimates Only **ADDITIONAL REQUIREMENTS:Fence and Poles are to be in good conditionWindscreen is to be in clean and good condition with no rips – Reduction of windscreen maybe used for advertisement of sponsors. TVBWF Office will indicate on map of sponsor banners/windscreenCompany signs on fence to be small and placed no more than 1 every 500ft.INSTALLATION:Dig a Alert Must have approval FIRST before work can start.START FENCING- Wednesday, April 28FINISH CAMP FENCING- Wednesday, May 8FINISH PERIMITER FENCING- Wednesday, May 13GROUNDS START- FESTIVAL PROPER- Monday, May 11FULL SITE COMPLETED- Tuesday, May 26 by 5:00pm All Shade cloth need to be completed by Thursday May 28(Inspection by Festival personal to take place Thursday, May 28, at 12:00pm)REMOVAL:STARTS – Tuesday, June 2, 2020, First start on Parking lot, camp ground then proper. COMPLETED – Thursday, June 4 (All hardware i.e. Hog ties, clips, wires & loose fencing MUST be removed by this date).ANY DAMAGE TO THE COUNTY PARK EQUIPMENT CAUSED BY HARDWARE WILL BE THE RESPONSIBILITY OF THE CONTRACTOR.2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31st, 2020SECTION 7INTERNET ACCESSInternet Speed up to 1000/1000mbps with redundant Internet Service Provider’s24-hour 3-Day Tech Support (5 Technicians for the event) Provide Primary Dedicated Working WIFI/wired for Front of House (Main Stage), Back Stage Entrainment, ATMs, and Point of Sale Machines.Provide Secure WIFI to Board Members and Public Safety Personnel (AMR, FIRE, LAW, Security)Provide Limited Services to Vendors and Public – This Service can have a surcharge for use.Provide Limited range, FREE Access to Uber, Lyft, CAB Services at the RIDESHARE tent – OnlyMesh access points with capabilities of SSID’s and VLANSWIFI Calling capabilitiesVoIP & FoIP capabilitiesFiber, Ethernet, and Telephone Cables, Run’sFiber, Ethernet, and Telephone Patch Cables, Run’sINSTALLATION:START – May 26, If longer - Must avoid pre-festival weekends – No Security providedCOMPLETED – Friday, May 29 @ NoonREMOVALSTART – Tuesday, June 2COMPLETED – Thursday, June 5SITE TECHINICAN: Required for all hours of the Festival. One (1) campsite can be provided for technician upon request. 2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 8RADIOSSecurityDigital with all call functionQuantities: Ninety (90) Handheld radios w/batteries programmed w/6 channelsEighty (80) speaker micsEighty (80) spare batteriesThree (3) Mobile radios w/Mag Mount Antenna’s & Direct wire to vehicle battery connectThree (3) Mobile Radios w/Mag Mount Antenna’s & Three (3) Desk Type MicrophonesFive (5) Bank chargersOne (1) Security Repeater on battery power onlyFestivalDigital with all call functionOne Hundred Seventy (170) Handheld radios programmed w/16 channelsOne Hundred Seventy (170) Speaker mics Forty (40) Surveillance kitsSeventy (70) Spare batteriesSix (6) Bank chargersOne (1) 911 Repeater on battery power onlyPublic SafetyDigital with all call functionFifty (55) Handheld radios programmed w/16 channelsFifty (55) Speaker mics Fifty (55) Surveillance kitsTen (10) Police Type Earpieces – Plugin speaker Mics Fifty (50) Spare BatteriesTwo (2) Bank chargersOne (1) Public Safety Repeater on battery power onlySeparate the bid pricing and packaging: SECURITY, FESTIVAL, PUBLIC SAFETY Must provide a frequency list by channel with bid, see section 8a Radio Channel Allocation.Deliver to Festival at Lake Skinner Campground 0n Tuesday May 26, 2020 prior to noon and set up repeaters.Pickup on Tuesday June 2, 2020 at Noon from drop off point.2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 8aRADIO CHANNEL ALLOCATIONS2020 Temecula Balloon and Wine2020 Temecula Balloon and WineChairmen CommunicationsBoardCommunicationsChannelListChannelList1EMERGENCIES - 9111EMERGENCIES - 9112Command Staff2Command Staff3Beer, Wine3Beer, Wine4Entertainment4Entertainment5Vendors5Vendors6Facilities6Facilities77Operations i.e. Fuel8ICU8ICU9Trash9Trash10Admissions Souvenirs10Admissions, Souvenirs11Food, Ice11Food, Ice12Parking12Parking13Balloons, Volunteers13Balloons, Volunteers14VIP/Media/ PR14VIP/Media/ PR15Talk around PS RPT15Talk around PS RPT16Public Safety RPT16Public Safety Repeater17Security Repeater 118Security Talk around 119Security Talk around 220TAC 621Command Talk around22Command Talk around23Command Talk around24Command Talk around2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 8a continuationRADIO CHANNEL ALLOCATIONS2020 Temecula Balloon and Wine2020 Temecula Balloon and WineSECURITYCommunicationsPublic SafetyCommunicationsChannelListChannelList1EMERGENCIES - 9111EMERGENCIES - 9112Command Staff2Command Staff3Security Repeater 13Security Repeater 14Security Talk around 14Security Talk around 15Security Talk around 25Security Talk around 26TAC 66TAC 17Operations i.e. Fuel7TAC 288TAC 399TAC 41010TAC 51111TAC 612Parking12Parking12131414Admissions, Souvenirs15Talk around PS RPT15Public Safety TA16Public Safety Repeater16Public Safety RPT2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 9SECURITY PUBLIC SAFETYDateQtyResource NeedsHrs. NeededFri 05-29-204Security Guard Officers, Armed12Fri 05-29-201K9 Team with 1 Handler & 1 Officers12Fri 05-29-202Security Guard Sergeant Armed12Fri 05-29-201Security Guard Lieutenant, Armed12Sat 05-30-204Security Guard Officers, Armed12Sat 05-30-201K9 Team with 1 Handler & 1 Officers12Sat 05-30-202Security Guard Sergeant Armed12Sat 05-30-201Security Guard Lieutenant, Armed12Sun 05-31-204Security Guard Officers, Armed12Sun 05-31-201K9 Team with 1 Handler & 1 Officers12Sun 05-31-202Security Guard Sergeant Armed12Sun 05-31-201Security Guard Lieutenant, Armed12Temecula Valley Balloon & Wine Festival Association (TVBWF) is seeking a qualified company to provide Armed Guard Services.The Private Patrol Operator shall be bonded, licensed and insured to operate in the State of California.All Guards shall possess a current California Guard Card and meet all standards required by law including current Active Shooter Training.Hours of operation to be determined by TVBWF Public Safety Board BWF reserves the right to DNR any guard based on professional standards and Ethics.2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 10SIGNSAll signs must be installed by noon on May 27, 2020 for review on May 28, 2020Sign DescriptionQuantity2 x 2 digital prints, laminated to 4mm coraplast. Single-sided10Admissions Signs: 16” x 24” full color digital prints laminated to sibond, double-backed stick-tap on each4A-Frame signage, 24 x 48” full color digital prints laminated to aluminum 4mm sibond644” x 34” laminate banner with grommets – full color2Sponsor banners with full color logos – 4’ x 10’4Tri Stand, fabric banners 24” x 48” full color digital prints on PVC frames2- tri-standsInstallation of all Sponsorship Signs, Full archway at food court & main entrance. This quote should be considered a sampling for the purpose of quote. Exact sizes, materials, and list of required signs will be provided when the order is placed. The Festival must approve each sign before it goes to print. The quote should include layout and installation as separate items on the bid.2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 11TRAFFIC CONTROL11CMS Freeway Message BoardsMessage Board Delivery Charge to Location (Each)Message Board Pick Up Charge from Location (Each)100Type I Barricades (A-Frame)500Standard Reflective Traffic Cones25Type III Barricades (with legs)50No Parking Barricades with signs100Traffic Delineators (with base)Delivery of Cones and Barricades (1 Location)Pick Up of Cones and Barricades (1 Location)Once the award has been presented to the winning bidder, a detailed map of the Temecula Valley will be provided for the placement and messages for each CMS Message Board.Message Boards delivery and pick up information.Delivery and Set up Date:Friday May 29, 2020 (Before Noon)Pick Up Date:Monday June 1, 2020 (Before Noon)All Cones, Barricades and Delineators delivery information. Delivery Date: Wednesday May 27, 2020 (Before Noon) Delivery Location: Lake Skinner Park(dirt parking lot behind the Camp Store)37701 Warren Rd, Winchester, CA 92596Pick Up Date:Tuesday June 2, 20202020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 12MEDICALDateQtyResource NeedsHrs. Needed Times Fri 05-29-201ALS Transport Ambulance10 1400-2400 Fri 05-29-202ALS Bike Team(s)10 1400-2400 Fri 05-29-202EMT for First Aid Station(s)9 1400-2300 Fri 05-29-201Supervisor12 1200-2400 Sat 05-30-201ALS Transport Ambulance19 0500-2400 Sat 05-30-202ALS Bike Team(s)14 1000-2400 Sat 05-30-202EMT for First Aid Station(s)12 1000-2200 Sat 05-30-201Supervisor14 1000-2400 Sun 05-31-201ALS Transport Ambulance16 0500-2400 Sun 05-31-202ALS Bike Team(s)8 1000-1800 Sun 05-31-202EMT for First Aid Station(s)8 1000-1800 Sun 05-31-201Supervisor11 1000-2100 2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 13TRAILERSQTYTYPEDATES1Travel Trailer26’ no slide5/27-6/15 nights1Travel Trailer26’ no slide5/26-6/16 nights1Travel Trailer26’ no slide5/26-6/16 nights1Travel Trailer26’ no slide5/26-6/16 nights1Travel Trailer31’ with slide5/28–6/14 nights1Travel Trailer26’ no slide5/26-6/16 nights1Travel Trailer26’ no slide5/29-6/13 nights1Travel Trailer29’ w/slide5/27-6/15 nights1Travel Trailer26’ no slide5/27-6/15 nights1Travel Trailer31’ w/slide5/25-6/410 nights1Travel Trailer26’ no slide5/26-6/16 nights1Travel Trailer26’ no slide5/27-6/15 nights3Travel Trailer31’ w/slide5/29 – 6/14 nightsQuantities and sizes are estimates ONLY 2020TEMECULA VALLEY BALLOON & WINE FESTIVALMay 29, 30 & 31, 2020SECTION 14TRASHTBD ................
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