Fire Sprinkler System Repairs

Date: Monday, May 25, 2026
To: Interested Fire Protection Contractors
From: Isaac Gentry
Sonoma County Event Center at the Fairgrounds
Re: Proposals to perform repairs and corrective work on existing Fire
Sprinkler Systems at the Sonoma County Fairgrounds horse barns
REQUEST FOR PROPOSAL
The Sonoma County Event Center at the Fairgrounds (hereinafter referred to
as "Corporation") is seeking proposals from all interested and qualified parties
to enter into a Service Agreement to perform repairs and corrective work on
existing Fire Sprinkler Systems at the Sonoma County Fairgrounds based on
deficiencies identified during the annual inspection.
To receive the specifications for submitting your Proposal for our
consideration, please contact Isaac.Gentry@sonomacounty.gov for the
RFP. This RFP will be available on Monday, May 25, 2026. All proposals will
be carefully reviewed, and the award of a Service Agreement will be done in
the interest of the event-going public based on the Proposer's experience,
qualifications, financial benefit to the Corporation, and other factors.
Sealed Proposals must be received at the Corporation's Administration Office,
at 1350 Bennett Valley Road, Santa Rosa, CA 95404, no later than 5:00 p.m.
on Thursday, July 23, 2026. Proposals received later than 5:00 p.m. on
Thursday, July 23, 2026, will not be accepted. All proposals must be clearly
marked "2026 HORSE BARNS FIRE SPRINKLER SYSTEM REPAIR,
PROPOSAL, DO NOT OPEN".
Questions regarding the content of this RFP will not be answered by phone.
Questions will be answered in accordance with the specifications of the RFP.
The deadline for the last day to submit questions will be on Monday,
July 13, 2026, before 12:00 p.m.

REQUEST FOR PROPOSALS
Horse Barns Fire Sprinkler System Repairs
For the
Sonoma County Event Center at the Fairgrounds
Date Issued: May 25, 2026
Isaac Gentry
Sonoma County Event Center at the Fairgrounds
1350 Bennett Valley Road
Santa Rosa, CA 95404
707-545-4200
Isaac.Gentry@sonoma-county.org
1.PROJECT OVERVIEW
The Sonoma County Event Center at the Fairgrounds is seeking proposals from qualified contractors to
repair deficiencies identified during the annual inspection of the Horse Barns fire sprinkler system.
The selected contractor will perform all necessary repairs, testing, inspections, and recertification
required to restore the system to proper operating condition and code compliance.
This is a one-time repair project.
2.SCOPE OF WORK
The Contractor shall furnish all labor, supervision, materials, equipment, tools, transportation, testing,
disposal, permits, and incidentals necessary to complete the work.
Work generally includes:
* Reviewing inspection reports and deficiency documentation provided by the Corporation;
* Repairing or replacing deficient fire sprinkler system components;
* Providing all required materials and equipment;
* Conducting required testing and inspections;
* Coordinating final inspections and approvals;

* Providing recertification documentation upon completion;
* Maintaining a safe and professional work environment; and
* Cleaning and removing debris associated with the work.
All work shall comply with applicable California Fire Code requirements, NFPA standards, manufacturer
requirements, and all applicable laws and regulations.
The Contractor shall coordinate work activities with the Corporation to minimize disruption to
Fairgrounds operations, tenants, livestock activities, and scheduled events.
3.MINIMUM QUALIFICATIONS
Proposers must meet the following minimum qualifications:
* Hold a valid California C-16 Fire Protection Contractor License;
* Maintain all required insurance coverage;
* Have experience performing commercial fire sprinkler system repairs;
* Be capable of obtaining required inspections and recertifications; and
* Be in good standing with applicable licensing agencies.
4.PREVAILING WAGE
The Corporation has determined that this project is not funded with public funds and is not a "public
works" project as defined by the California Labor Code. Therefore, prevailing wage requirements do not
apply to this project.
5.PROPOSAL REQUIREMENTS
To keep the proposal process simple, Proposers are requested to submit the following:
1. Company name, address, phone number, and primary contact;
2. California contractor license number;
3. Brief description of relevant experience;
4. List of key personnel assigned to the project;

5. Three references for similar work completed within the past five
years;
6. Proposed project schedule;
7. Completed bid form;
8. Proof of ability to provide required insurance coverage; and
9. Signed Proposal Forms.
Proposals do not need to be lengthy. Clear and complete information is preferred.
6.PROPOSAL SUBMISSION
Proposals shall be submitted no later than:
5:00 p.m., Thursday, July 23, 2026
Submit proposals to:
Isaac Gentry
Sonoma County Event Center at the Fairgrounds
1350 Bennett Valley Road
Santa Rosa, CA 95404
Proposal packages shall be clearly marked:
HORSE BARNS FIRE SPRINKLER SYSTEM REPAIRS PROPOSAL
Proposals may be submitted by hand delivery or courier service. Email submissions will not be accepted.
7.QUESTIONS
Questions regarding this RFP must be submitted by email to:
Isaac.Gentry@sonoma-county.org
Questions must be received no later than:
5:00 p.m., Monday, July 13, 2026
Responses to substantive questions may be issued to all known proposers by written addendum.
8.TERM OF AGREEMENT

The agreement shall begin upon execution by both parties and shall remain in effect until completion of
all work, inspections, testing, and recertification associated with the project, unless terminated earlier in
accordance with the agreement.
9.SUBCONTRACTING
The Contractor shall not subcontract portions of the work without prior written approval from the
Corporation. Any approved subcontractors shall maintain all required licenses and insurance coverage.
The Contractor shall remain fully responsible for all work performed under the agreement.
10.TERMINATION
The Corporation reserves the right to terminate the agreement for cause if the Contractor fails to
perform the work in accordance with the agreement requirements, maintain required licensing or
insurance, comply with applicable laws or safety requirements, or otherwise fails to satisfactorily
perform the work.
The Corporation also reserves the right to terminate the agreement for convenience upon written
notice.
In the event of termination, the Contractor shall be compensated for satisfactory work completed
through the effective date of termination.
11.CORPORATION RIGHTS RESERVED
The Corporation reserves the right to:
* Reject any or all proposals;
* Waive informalities or minor irregularities;
* Request clarification or additional information;
* Negotiate with proposers; and
* Cancel or modify this RFP at any time.
Issuance of this RFP does not obligate the Corporation to award an agreement.
12.SELECTION CRITERIA

Proposals will be evaluated based on:
* Relevant experience;
* Qualifications of the contractor;
* Ability to complete the work in a timely manner;
* References;
* Responsiveness to the RFP requirements; and
* Overall project cost.
The Corporation may select the proposal determined to provide the best overall value to the
Corporation.
13.ATTACHMENTS
The following documents are attached to this RFP:
* Inspection Reports and Deficiency Documentation
* Proposal Forms
* Bid Form
* Sample Agreement
* Insurance Requirements

Attachment #1
Request for Proposal Package
Sonoma County Event Center at the Fairgrounds
RFP Name: Horse barns Fire Sprinkler Systems Repair Services
RFP Term:
PROPOSER'S INFORMATION AND STATUS FORM
PROPOSER'S INFORMATION
Proposer's Name:
County: Federal ID#:
Address:
City: ZIP:
Email:
Status of Proposer proposing to do business (Please check one):

Individual: Limited Partnership: General Partnership: Corporation:
Individual (Please check one):

Resident: Non-Resident:
If a sole proprietorship, state the true name of sole proprietor: (I.E., John Roe Smith; not J. Roe Smith or not
John R. Smith)
Partnership (Please check one):

Limited Partnership: General Partnership:
If a Partnership, list each partner, identifying whether limited partner(s), stating their true full name and
their interest in the Partnership:
Corporation:
Place and date of Corporation:
If not a California Corporation in good standing, please state the date the Corporation was authorized to do
business in California:
Current Officers:
President
Vice President
Secretary
Treasurer
Page 1 of 2

Attachment #1
PROPOSER STATUS
ALL MUST ANSWER:
Are you subject to federal backup withholding?

Yes: No:
Fictitious Name:
If Proposer is doing business under a Fictitious Business Name and will be performing under the Fictitious
Name, please attach a clearly legible copy of the current fictitious filing.
Pending Litigation Hearings:
Are any Civil or Criminal Litigation or Administrative hearings currently pending against the Proposer's
organization, owners, officers, or employees?

Yes: No:
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 bidder during the RFP process.
By signing this form, you are authorizing the release of any and all information pertaining to yourself and
business in which you participate or have participated, including information of a confidential or privileged
nature in the possession of government of private agencies or individuals who furnish such information
from liability for damages which may result from furnishing the information requested.
I declare under penalty of perjury that the above information is true and correct and that I am authorized
to sign this status form on behalf of the Proposer.
Signature:
Print Name:
Date:
PLEASE NOTE: If this status form is not completely filled out, signed and submitted with bidder's
response to the RFP, the bid will be rejected as non-responsive. Any false or misleading information
will cause the bid to be rejected as non-responsive.
Page 2 of 2

Attachment #2
Sonoma County Event Center at the Fairgrounds
FINANCIAL PROPOSAL BID FORM
Horse Barn Fire Protection System Repairs
(PLEASE SUBMIT ONE ORIGINAL IN A SEALED ENVELOPE MARKED
"FINANCIAL BID- DO NOT OPEN")
I hereby submit the following contract price for Fire Protection System repairs upon
request from the Superintendent of the Sonoma County Fairgrounds or their designee.
This will be a phased project. The phases listed below are in anticipated order of
completion; however, Multiple phases may be performed concurrently. Proposers may
submit a bid for the entire project or for any individual phase. The Corporation reserves
the right to award the work in whole or in part and may select one or more contractors to
perform the project, or portions thereof, at its sole discretion.
All prices shall be all inclusive and shall include, but not be limited to, taxes, fees,
permits, fuel surcharges, travel, trip charges, mobilization, demobilization, and
any other incidental costs required to complete the work.
PART 1: FINANCIAL OFFER SUMMARY
Location Cost Phase Location Cost Phase
Jockey Club $ 1 Z1 barn $ 6
M barn $ 2 Z2 barn $ 6
N barn $ 2 Z3 barn $ 7
O barn $ 2 Z4 barn $ 7
P barn $ 2 Z5 barn $ 8
Q barn $ 3 Z6 barn $ 9
R barn $ 3 Z7 barn $ 10
S barn $ 3 Z8 barn $ 11
T barn $ 3 Z9 barn $ 12
U barn $ 4 Z10 barn $ 13
V barn $ 4 Z11 barn $ 14
W barn $ 4 Z12 barn $ 15
X barn $ 4 Z13 barn $ 16
Y barn $ 5 Z14 barn $ 17
Y1 barn $ 5 Z15 barn $ 18
Z barn $ 5
Total Bid price for all phases bid $_________________
If the total bid price differs from the sum of the individual phases bid, the Proposer shall
provide a detailed breakdown explaining the pricing structure if all phases are not
awarded.
All bidders must fill in the following information and sign this form in order for the
"Financial Proposal Bid Form" to be considered.

Attachment #2
Proposer certifies to the Corporation that bidder has thoroughly familiarized self with the
Corporation's facilities and accepts all reasonable disclosed risks in submitting this
proposal that a prudent review of the facility would have revealed.
By its signature on this proposal form, the Proposer certifies that he/she has read and
understood the RFP package including the information regarding bid protests. Further,
Proposer certifies that the information provided by the Proposer is accurate, true and
correct, and not intended to mislead the Corporation in any manner.
________________________________ ________________________________
SIGNATURE TITLE
________________________________
PRINTED NAME