Issuing RFP for production of 2022 Lewis County Rodeo on Saturday, August 20th SWWF BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY,WASHINGTON
ISSUING A REQUEST FOR PROPOSALS (RFP) FOR RESOLUTION 21-380
THE PRODUCTION OF THE 2022 LEWIS COUNTY RODEO
ON SATURDAY,AUGUST 20TH DURING THE
SOUTHWEST WASHINGTON FAIR
WHEREAS, the Lewis County Board of County Commissioners (BOCC) has identified a desire to have
a rodeo on Saturday, August 20, 2022; and
WHEREAS, qualified rodeo production services are needed; and
WHEREAS, Lewis County is seeking proposals from qualified rodeo production companies; and
WHEREAS, publication to solicit for rodeo production company services is needed to contract with a
professional rodeo production company.
NOW THEREFORE BE IT RESOLVED by the BOCC that the Parks& Recreation Director is instructed
to prepare an RFP, evaluate responses and negotiate a contract with a qualified rodeo production
company for BOCC approval; and the clerk of the Lewis County BOCC is instructed to proceed with
all appropriate and necessary notifications to advertise for said purpose.
DONE IN OPEN SESSION this 2nd day of November, 2021.
SUBSTITUTED THIS NOV. 8, 2021, NUNC PRO TUNC FOR THE RESOLUTION PASSED IN OPEN SESSION
ON NOV. 2, 2021, WHICH LISTED "2021" INSTEAD OF "2022"AS A SCRIVENER'S ERROR IN THE
UNDERLINED ABOVE.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY,WASHINGTON
1,
By Robert Brad! , Deputy Pros.Attorney LiLi d�Pollock, D M, Chair
ATTEST: Sea D. Sw e,Vice Chair
• c ,OppRD pi.s-iJ,••
Rieva Lester, Clerk of the Board ;w; SINCE Vnt, Commissioner
1845 '
Page 1 of 1 •• CjriN,s 1*s.•• Res. 21-380
Lewis County
Parks & Recreation Department
LEWIS COUNTY
ftashinctorrs 1 ir-st County
LEWIS COUNTY NOTICE FOR:
Request for Proposals (RFP)
For Production of the 2022 Rodeo at the Southwest Washington Fair
August 20, 2022
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REQUEST FOR PROPOSAL FOR THE 2022
RODEO PRODUCTION FOR EVENT at THE SOUTHWEST WASHINGTON
FAIRGROUNDS
This is a request for proposal(RFP)being made by the Lewis County Parks &Recreation
Department, for the production of the 2022 Lewis County Rodeo on Saturday, August 20th
during the Southwest Washington Fair.
All inquiries relative to this RFP's are to be addressed to:
Connie Riker,Director of Parks &Recreation
Lewis County
1909 South Gold Street
Centralia, WA 98531
(360) 740-1495
Please provide six(6)copies and one(1) electronic PDF of a complete electronic packet.
Proposals must be sealed and clearly marked "Sealed Proposal for Rodeo Production for the
Southwest Washington Fairgrounds", and submitted to Connie Riker, Director, Department of
Lewis County Parks &Recreation, 1909 South Gold St., Centralia, WA 98531,by 04:00 PM
December 28,2021.
All Proposals are due December 28, 2021 by 4PM
Via email to Connie.Riker(l,,lewiscountywa.gov
INTRODUCTION
The 2022 Southwest Washington Fair will be celebrating its 113th Anniversary with exciting
activities and performances for all ages. The Fair will take place August 16th-21 St(6 day event)
with an estimated attendance of 78,000. The Southwest Washington Fairgrounds is seeking to
provide an exciting, family-friendly rodeo performance the afternoon of Saturday,August 20,
2022.
I. Rodeo Production
A. SCOPE OF SERVICES
Rodeo Production Producer shall furnish the following:
I. Rodeo Producer shall produce a performance rodeo to take place at the 2022
Southwest Washington Fair commencing on the 20th of August, 2022 at the
Southwest Washington Fairgrounds, Centralia,WA
As follows: Saturday,August 20,2022.
-Performance rodeo to include at least nine(9) major rodeo events and Mutton
Busting*:
i. Eight of the events must ideally be Wild Horse Races, Bull Riding,
Bareback Riding, Saddle Bronc Riding,Breakaway Roping, Team
Roping, Barrel Racing,Bull Dogging plus the crowd pleasing mutton
busting event*
ii. Additional event of producer's choice may be a traditional rodeo event or
ranch rodeo event.
iii. Mutton Busting* will be facilitated and arranged by the Southwest
Washington Fair&Lewis County Fair Rodeo Committee. Time during the
Rodeo must be arranged between producer and the Fair. Support from the
producer as far as pens for the sheep, and moving them within the pens
and arena will be needed.
iv. Event must be a minimum of two hours, no longer than 4 hours from start
to finish.
II. Rodeo Producer shall furnish all supervision, quality stock, and equipment
necessary to operate and organize all rodeo productions and slack including the
following:
i. Stock to cover all entries, including the wild horse races. (Excluding sheep
for mutton busting*).
ii. Announcer, two pick up men, arena directors,judge and timer, rodeo
equipment, flags,barrier, electric eye, two bull fighters, time keepers,
arena secretary,barrel man,rodeo clown assistance with rough stock
chutes and sorting bulls.
iii. Rodeo arena and chutes (including staff for complete set up/tear down and
site must be cleared by 9am August 21, 2022)
iv. Rodeo Producer agrees that stock shall be of the same quality and
condition of stock provided at other rodeos in the area.
III. Rodeo Producer shall be responsible for all feeding and watering of livestock.
Rodeo Producer is responsible for all injured livestock or for the loss of any
livestock.
IV. Rodeo Producer is responsible for the proper disposal of deceased livestock.
V. Prize money(winnings and buckles) for each event is included as part of the
payment from the County to the Rodeo Producer. If an event does not have a
winner,the prize money of said event will be returned to the County.
VI. Entry fees from all participants will be paid to Rodeo Producer who will then
ensure that 100%of the entry fees are paid back to the winning contestants in
each event.
VII. The rodeo shall be under the sole supervision control and responsibility of the
Rodeo Producer.
Lewis County may furnish the following:
I. Guidance from the Lewis County Fair Rodeo Committee.
II. Administrative business promotion and advertising of the rodeo, including ticket
sales. Paid for by the County
III. Arrange for EMT, Ambulance and Fire Watch to be on site for the duration of the
event. Paid for by the County.
IV. Facilitate the Mutton Busting event including the coordination of entries, sheep &
awards. Time must be allowed for this event within the Rodeo production.
V. Provide a sound system for the event. Does not include hands-free device but has
the capability.
VI. Provide ticketing and crowd control staff with any costs incurred paid for by the
county.
VII. Camping spaces for Rodeo Production Team (up to 8 dry camping spots).
B. Insurance Requirements
The Rodeo Producer shall maintain commercial general liability insurance from an
insurer licensed to do business in the State of Washington with coverage of not less three
million dollars ($3,000,000)per occurrence/five million dollars ($5,000,000) aggregate.
In addition, the following requirements shall apply:
I. Lewis County,the Southwest Washington Fair, and Lewis County's elected or
appointed officials,officers, employees, agents, and volunteers shall be included
as Additional Insureds either by way of a specific endorsement naming these
parties, or by way of a blanket additional insured endorsement applicable when
required by written contract or agreement.
II. All insurance coverage maintained or procured pursuant to this Agreement shall
be primary and non-contributory as to the above-named Additional Insureds either
by way of a specific endorsement,or by way of a blanket waiver of subrogation
provision applicable when required by written contract or agreement. Producer
hereby waives its right of recovery against County.
III. The policy will include coverage for bodily injury,broad form property damage
(including completed operations),personal injury(including coverage for sub-
contractors and employee acts). The policy will contain a severability of interest's
provision.
IV. The Rodeo Producer shall send the certificate of insurance naming Lewis County
as"primary,non-contributory"additionally insured,whose address is: 1909 South
Gold Street, Centralia, WA 98531.
V. The Rodeo Producer, and not the County, shall be responsible for loss or damage
to the Rodeo Producer's equipment and belongings while upon the Fairgrounds.
The Rodeo Producer is advised,but not required to obtain suitable insurance at
their own expense.
II. Proposal Evaluation
A. General Information
Proposals must include:
i. Name of the organization, individual,or company
ii. Contact name, phone number and email address
iii. General outline of the Rodeo with proposed events.
iv. Pricing for the full event.
v. Minimum event payout distributions and approximate total payout
distributions by event.
vi. List of at least 3 other fairs/organizations you have contracted with in the
past 5 years and number of year's experience overall organizer or
management team has in rodeo production
vii.Links to video/s showcasing the rodeos produced, to include interaction
between announcer and rodeo clown.
B. Proposal Evaluation
i. The County will award the contract to the most qualified producer
whose proposal is deemed to be in the best interests of the County.
ii. Proposals for this rodeo production will be reviewed by a selection
committee comprised of county staff,the Southwest Washington Fair
Advisory Board and the Lewis County Fair Rodeo Committee.
iii. Written proposals will be evaluated for completeness and eligibility as
outlined in this RFP. The proposal shall describe the qualifications of the
rodeo producer and provide a listing of similar productions completed in
the past five years, a listing of team members and qualifications
including but not limited to;manager, announcer, clown and livestock
provider(if known), and a listing of references with contact information.
Any professional staff necessary to conduct the required project scope
must be available to support successful complete of the contract scope of
work.
iv. The Selection of a producer for this event will be made from
respondents to this solicitation. All producers responding will be
evaluated, scored and ranked. The top producers may be invited for
interview and have references checked.
v. All proposals will be ranked on the following criteria:
a. Responsiveness of the proposal in clearly stating an
understanding of the services to be preformed
b. Responding producers experience in completing work of a
similar size and scope.
c. Specific qualifications of the primary staff who will manage,
supervise and provide services, including past experience on
rodeos of similar size.
d. Responses of the client references.
e. Producers overall approach, experience and strategic direction in
matching the needs of the County.
f. Cost of services and payment policies.
g. Such other information that may be required or secured.
vi. Lewis County, in its sole judgement,reserves the right to determine
which proposals best meet the County's needs. The County retains right
to reject any or all proposals or to waive formalities with or without
cause.
C. Selection
The winning proposal will be selected and brought to the BOCC for approval on
or before February 14, 2022. The selected producer will be contacted prior to the
contract development period.
D. Pre-Contract Clarification
The apparent selected producer will be required to review its proposal with the
County. The County reserves the right to require any clarification or alterations it
deems necessary in the producers approach to the scope of work and the County's
needs and expectations. This review and any changes will be made prior to
contract execution and will become part of the final Rodeo Producer Contract.
E. Schedule
Release of RFP November 2, 2021
Proposal Due December 28,2021
Proposal Review Before January 18,2022
BOCC approves selection No later than February 14, 2022
Contract Development Process No later than February 28, 2022
F. Proposal Deadline
Proposals must be received by no later than Thursday, December 28, 2021 by
4PM local time.
For questions,please contact the fair at(360) 740-1495 or swwfair@lewiscountywa.gov
The County reserves the right to reject any or all proposals and accepts no responsibility for
the cost of proposal preparation.
The County reserves the right to cancel the whole or any part of a contract issued as a result
of this RFP due to failure of the Contractor to carry out any term,promise or condition of
the contract. The County will issue a written notice of default to the Contractor for failing to
act in compliance with the terms and conditions of such contract.
Non-sanctioned 0 Sanctioned 0 By:
Name of Production Company
Signed By
Print Name
Address:
City State Zip Code
Date Telephone
E-Mail Address:
A err
\LEWIS COUNTY/
!Washington's First County
n.I f. /8,r.i /
LEWIS COUNTY NOTICE FOR:
Request for Proposals (RFP)
For Rodeo Production for August 20, 2022 Rodeo Event
Lewis County seeks proposals for the production of a full rodeo to take place on August 20,
2022 during the Southwest Washington Fair.
Proposal must be marked "Rodeo Production Proposals" Attention: Connie Riker and be
delivered to Lewis County Parks & Recreation, 1909 South Gold St, Centralia, WA 98531, and
emailed to Connie.Riker(a�lewiscountywa.gov. This RFP has a deadline of 4 p.m. December 28,
2021.
The County requires the vendor submit six (6)original printed proposals AND one (1) electronic
PDF complete proposal emailed to connie.riker(c�lewiscountywa.gov .
For more information about the project and submittal requirements, contact 360-740-1495 or
email connie.riker(a�lewiscountywa.gov or visit www.lewiscountywa.gov for an information
packet.
DATED this 2nd day of November 2021.
•• Y,COUNT ••
•
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1845 41,,z;
Rieva Lester, Clerk of the Board of County Commissioners :91� ` ` `'� •
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Lewis County, WA •/A.••°joN.s 1•' •.•
PUBLISH: The Chronicle — Nov. 4 and Nov. 11
Lewis County Web Site @www.lewiscountywa.gov
BOCC AGENDA ITEM SUMMARY
Resolution: 21-380 BOCC Meeting Date: Nov. 2, 2021
Suggested Wording for Agenda Item: Agenda Type: Legal Notice
Issuing a request for proposals (RFP) for the production of the 2022 Lewis County Rodeo on
Saturday, August 20th during the Southwest Washington Fair
Contact: Connie Riker Phone: 3607402656
Department: IS - Internal Services (including SWWF and Facilities)
Description:
The 2022 Southwest Washington Fair will be celebrating its 113th Anniversary with exciting
activities and performances for all ages. The Fair will take place August 16th-21st (6 day event) with
an estimated attendance of 78,000. The Southwest Washington Fairgrounds is seeking to provide
an exciting, family-friendly rodeo performance the afternoon of Saturday, August 20, 2022.
Approvals: Publication Requirements:
Publications:
User Status The Chronicle, The Lewis County Website
PA's Office Approved
Additional Copies: Cover Letter To:
Connie Riker Connie Riker, Steve Wohld, Robert Bradley