0254-K.pdf

RFP 0254-K, Page 1 of 35

BOILERPLATE REVISED SEPT 2022

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0254-K

WYOMING STATE FAIR BOARD

SAFETY & SECURITY SERVICES

PROPOSAL DUE DATE AND TIME

JUNE 27, 2025 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE:

COURTNY CONKLE

PROCUREMENT REPRESENTATIVE:

Jordan Tompkins

Jordan.tompkins@wyo.gov

307-777-6799

RFP 0254-K, Page 2 of 35

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL 3

SECTION 2: GENERAL PROVISIONS 5

SECTION 3: SPECIAL PROVISIONS INFORMATION 7

SECTION 4: KEY DATES 10

SECTION 5: ADMINISTRATIVE BACKGROUND 11

SECTION 6: REQUIREMENTS/SPECIFICATIONS 12

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS 18

SECTION 8: EVALUATION METHODOLOGY 21

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE 24

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.

RFP 0254-K, Page 3 of 35

SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals for providing safety & security services for the State of Wyoming, Wyoming State Fair Board (Agency) through the Public Purchase online bidding system.

Proposals are due no later than 2:00:00 P.M. (Mountain Time) on June 27, 2025.

The technical proposal and cost proposal should be uploaded as separate documents and identified as such.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with

Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to the firm, determined to have the most responsive and responsible proposal by the Wyoming State

Fair Board.

RFP 0254-K, Page 4 of 35

4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the

State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: June 23, 2025

State of Wyoming

Procurement Section

Buyer: Jordan Tompkins

RFP 0254-K, Page 5 of 35

SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

1.2. The contract between the successful proposer and the State shall require cyber liability insurance which shall be sufficiently broad to cover all duties and obligations undertaken by successful proposer and shall include, but not limited to, claims involving infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or description of electronic information, release of private information, alteration of electronic information, extortion and network security, with minimum limits as follows:

1.2.1. $2,000,000.00 each occurrence; and

1.2.2. $2,000,000.00 general aggregate.

1.2.3. Coverage should include breach response, regulatory fines and penalties, and credit monitoring expenses, with limits sufficient to respond to these obligations. Higher limits may be required when the contract involves large amounts of protected information or is high risk.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this

Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, be extended one year at a time, for a total contract period not to exceed three (3) years.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for

Proposal.

6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants

RFP 0254-K, Page 6 of 35 that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of venue, choice of law, enforcement actions, and similar provisions shall not be construed as a waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms

“hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY

AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

RFP 0254-K, Page 7 of 35

SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING

SYSTEM BY 2:00:00 P.M. MOUNTAIN TIME ON JUNE 27, 2025 PROPOSALS RECEIVED AFTER

THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and

Information, General Services Division, Procurement Section (Procurement) on behalf of the

Wyoming State Fair Board (Agency).

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of Wyoming State Fair Board is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on June 18, 2025. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually.

It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the

Agency are the office position on an issue, and these answers shall become part of the Request for

Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with

Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

RFP 0254-K, Page 8 of 35

5. ADVERTISING AWARD CONDITIONS:

A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system. It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

RFP 0254-K, Page 9 of 35

13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

RFP 0254-K, Page 10 of 35

SECTION 4: KEY DATES

Event Description Date Time (Mountain Time)

RFP Release Date May 23, 2025 N/A

Closing Date for Questions June 18, 2025 2:00 P.M.

Response to Questions Returned June 24, 2025 2:00 P.M.

Pre-Proposal Conference June, 11, 2025 1:00 P.M.

RFP Submission Due Date June 27, 2025 2:00:00 P.M.

Tentative Award Date July 2025 N/A

Tentative Work Begins Date July 2025 N/A

RFP 0254-K, Page 11 of 35

SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The Wyoming State Fair is a week-long annual event held in Douglas, Wyoming, and serves as a premier agricultural showcase and community gathering for the state. With one hundred thirty-seven (137) acres of active fairgrounds, the fair includes livestock shows, youth competitions, grandstand entertainment, vendor exhibits, and numerous special events. Ensuring the safety of exhibitors, staff, patrons, and property requires the deployment of comprehensive security services throughout the planning and operational periods of the event. Contracted private security personnel are responsible for managing and maintaining security coverage before, during, and immediately after the fair. These responsibilities include but are not limited to 24-hour grounds coverage, gate staffing, traffic control, access management, public interaction, and coordination with local law enforcement agencies. As attendance and programming continue to grow, security needs have similarly evolved to reflect increased activity, extended operational hours, and the need for consistent coordination with emergency response entities. Security services for the Wyoming State

Fair must meet the logistical and operational needs of the event while upholding a welcoming and secure environment for the public. Security personnel are expected to be professional, highly visible, appropriately trained, and responsive to both routine and emergent situations.

1.1.1. Current conditions, limitations, and problems to be solved: To enhance safety and operational efficiency, this year’s approach includes clearly defined checkpoints, updated staffing schedules, and the integration of additional perimeter fencing and traffic barricades to manage fairgrounds access. These measures are intended to streamline vehicular and pedestrian flow, establish consistent coverage across all zones, and ensure effective coordination among fair staff, law enforcement, and security personnel.

1.1.2. Market situation, connections to other investments or programs: Security operations are a key component of the fair's broader investment in public safety, sponsor satisfaction, and visitor experience. Adjustments to the VIP area, increased fencing infrastructure, and designated sector-based coverage directly support current and future partner activations, event management improvements, and long-term fairgrounds planning.

1.1.3. Business assumptions: It is anticipated that the selected contractor will provide trained, professional, and clearly identifiable personnel; maintain strong communication with fair and emergency management staff; and be capable of adapting to the dynamic environment of the

Wyoming State Fair. All services must align with current safety standards and operational goals, ensuring secure and effective coverage throughout the event.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can offer safety & security services to meet the Agency’s needs and expectations, as described within this RFP.

3. STAKEHOLDERS:

3.1. The primary customers of the safety and security services provided through this solicitation are the Wyoming State Fair, the Wyoming State Fair Board, and the State of Wyoming, as well as the thousands of citizens, vendors, exhibitors, contractors, and guests who attend the annual fair. The final product to be delivered is comprehensive, professional security coverage before, during, and after the event. This desired result delivers significant public safety value by ensuring a secure, welcoming environment across all one hundred thirty-seven (137) acres of the fairgrounds. For the agency, these services provide operational assurance, enhanced risk mitigation, and continuity

RFP 0254-K, Page 12 of 35 of service across critical areas such as emergency response coordination, crowd management, and asset protection. For citizens and attendees, the visible presence of trained, responsive personnel enhances safety, promotes confidence, and contributes to a positive guest experience. Overall, the final product supports the agency’s mission to provide a safe, well-organized, and successful state fair that reflects the values and priorities of Wyoming’s agricultural and community traditions.

RFP 0254-K, Page 13 of 35

SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF PROJECT:

The intent of this project is to establish a Contract with the successful proposer to set-up and conduct all interviews, hire and staff all security personnel and services for the annual Wyoming State Fair in

Douglas, Wyoming, start the hiring process by July 1 through August 1, 2025. The Wyoming State Fair official dates run from August 12 through 16, 2025. All prospective proposers must furnish a work experience resume. The resume must reflect experience at the management level for supplying security services or some other facility comparable in size and with approximately the same number of the public in attendance in the previous three years. Letters of recommendation from the state fair(s) or other facilities served must be included. Brief references on the qualifications and experience of additional personnel (supervisors) would also be useful.

2. GENERAL REQUIREMENTS:

2.1. Scope of Activity – Contractor

2.1.1. Recruit, advertise, interview and furnish security supervisors and necessary security personnel to work August 10 through August 17, 2025, during the annual Wyoming State

Fair.

2.1.1.1. Coordinate all responsibilities between the private security function of State Fair personnel and the law enforcement function of the Douglas Police Department and the Converse County Sheriff’s Department.

2.1.1.2. Set up, regulate and direct traffic and parking on the fairgrounds.

2.1.1.3. Implement standard traffic ‘rules of the road’ for any type of vehicles and golf carts, ATV’s/UTV’s by enforcing compliance with: required vehicle permits; authorized operators; speed limits; safety precautions; and general traffic regulations.

2.1.1.3.1 To include the monitoring of the “No Parking” areas on the fairgrounds.

2.1.1.3.2 Facilitate the moving of vehicles parked in “No Parking” areas or without the proper parking permit.

2.1.1.3.3 Includes the implementation of traffic enforcement on public areas of the fairgrounds.

2.1.1.4. Secure the fairgrounds on a 24-hour basis to ensure the safety and security of exhibitors and their exhibits, buildings and grounds, employees, fair attendees, and the entire one hundred thirty-seven (137) acres of the fairground’s facilities. See attached security schedule (Section 6.2.1.12).

2.1.1.5. Provide a security supervisor to be on duty in the Security Station twenty-four (24) hours a day, starting on or before Sunday, August 10, 2025, 8:00 AM through 12:00

PM on Sunday, August 17, 2025.

2.1.2. Prepare all necessary paperwork involved in hiring and paying security supervisors and personnel.

2.1.3. Prepare employee payroll; pay employment taxes; prepare and send out W-2 forms and other required Federal and State payroll tax returns.

2.1.4. Keep records of hours worked, hourly rates, and area specific duty categories on all employees, including copies of signed time sheets on all staff hired for the purpose of this

RFP 0254-K, Page 14 of 35

RFP and following contract. Submit detailed reports to the Agency no later than September

12, 2025.

2.1.5. Ensure all security personnel assigned to work in the Adult Beverage Zones have read and sign a copy of Wyoming Statute 12-6-101 (b), which establishes the criteria for proof of age and security procedures for the dispensing area.

2.1.6. Meet with Wyoming State Fair management and Wyoming State Fair Board upon request, Sunday, August 10, 2025, through Saturday, August 16, 2025.

2.1.7. Provide all materials, equipment, uniforms, and trained personnel necessary to ensure each security post or station is fully staffed and operational as required by the scope of services.

Each employee will be easily identifiable via clothing, name tag, and equipment.

2.1.8. All security personnel must be informed that a “no smoking” policy will be in effect while said security personnel are in the public eye and on duty.

2.1.9. All security personnel must be informed that a “no alcohol” policy will be in effect while said security personnel are in the public eye and on duty. If an on call, on duty, or in uniform guard is seen drinking on the fairgrounds during the term of this contract this agreement shall be immediately nullified.

2.1.10. Provide on-grounds supervisors at all times during the Wyoming State Fair, Sunday, August

10 through Sunday, August 17, 2025. Also, provide liaison staff to accept and offer manual and computerized applications. The application process must be available to any and all applicants in hard copy form (manual) and as an electronic form, if Contractor desires to offer an electronic process, they must offer a manual hard copy application form process too. The successful Proposer must be able to accept the applications in person from applicant, filled out by hand script by applicant, administer, accept applications, and conduct interviews for one (1) month prior to the fair.

2.1.11. Special Requirements

2.1.11.1. The Contractor shall be solely responsible for scheduling personnel in a manner that avoids the accrual of overtime. No time-and-a-half or double-time compensation will be authorized or reimbursed under this Contract.

2.1.11.2. The Wyoming State Fair shall reserve the right to have employees dismissed should it be ascertained they are not performing their duties. Such requests will be submitted in writing.

2.1.11.3. The Wyoming State Fair may offer suggestions for personnel to be hired. Final employment decisions, classifications, and wages are subject to approval by the

Wyoming State Fair. At the suggestion of the Agency, some past security employees may or may not be considered for re-employment.

2.1.11.4. The successful Proposer will do background checks on all personnel hired and have such checks completed prior to the start of the fair. Any personnel hired after the start of fair shall have a background check completed prior to their first shift.

2.1.11.5. The successful Proposer will maintain liability insurance for all personnel covered under the Contract. A copy of a current Certificate of Insurance will be required as a condition of the Contract.

2.1.11.6. The successful Proposer will be the sole employer and is responsible for all payroll taxes, worker’s compensation, and unemployment costs.

RFP 0254-K, Page 15 of 35

2.1.11.7. The successful Proposer shall function as an independent Contractor and shall not be considered an employee of the State of Wyoming.

2.1.11.8. The total cost paid to the successful Proposer will be made after the close of the annual Wyoming State Fair and upon submission of all final reports and all itemized invoices requested and approved by Wyoming State Fair management.

2.1.11.9. The successful Proposer will have charge of security personnel subject to the direction of the Wyoming State Fair management.

2.1.11.10. The Agency will have the option to renew a contract with successful bidder for two (2) separate one (1) year periods; for (2026) and again for (2027), for a total period of two (2) additional years. Dates for 2026 and 2027 will be determined at a later date.

2.1.12. Personnel Estimate.

Security Staffing Estimated Hours (August 10 through August 17, 2025)

Position Post

Staff at

Post Schedule

Start

Time

End

Time

Total

Estimated

Hours

August 10, 2025

Supervisor Security Office 1 August 10, 2025 7 AM 11 PM 16

Gate 2 Gates 2 Booth 1 August 10, 2025 11 PM 12 AM 1

Gate 5 River Rd and

W Grant St 1

August 10, 2025

11 PM 12 AM

Overnight

Roamer

Entirety of

Fairgrounds 1

August 10, 2025

11 PM 12 AM

Afternoon

Roamer

Entirety of

Fairgrounds 2

August 10, 2025

3 PM 11 PM

August 11, 2025

Supervisor Security Office 1 August 11, 2025 7 AM 11 PM 16

Gate 2 Gates 2 Booth 1 August 11, 2025 12 AM 12 AM 24

Gate 4 W Walnut St and Pioneer Dr 1

August 11, 2025

4 AM 11 PM

Gate 5 River Rd and

W Grant St 1

August 11, 2025

12 AM 12 AM

Overnight

Roamer

Entirety of

Fairgrounds 1

August 11, 2025

12 AM 7 AM

Overnight

Roamer

Entirety of

Fairgrounds 1

August 11, 2025

11 PM 12 AM

RFP 0254-K, Page 16 of 35

Overnight

Barn

Livestock

Pavilion and

Show Center 1

August 11, 2025

11 PM 12 AM

Morning

Roamer

Entirety of

Fairgrounds 2

August 11, 2025

7 AM 3 PM

Afternoon

Roamer

Entirety of

Fairgrounds 2

August 11, 2025

3 PM 11 PM

August 12 through August 15, 2025

Supervisor Security Office 1

August 12 through August

15, 2025

7 AM 11 PM

Gate 2 Gates 2 Booth

August 12 through August

15, 2025

12 AM 12 AM

Mid-Gate 1

Host

Committee

Building 1

August 12 through August

15, 2025

4 AM 11 PM

Mid-Gate 2 Cowboy Dr and River Rd

August 12 through August

15, 2025

7 AM 11 PM

Mid-Gate 3 River Rd and

Energy Ln

August 12 through August

15, 2025

3 AM 12 AM

Gate 4 W Walnut St and Pioneer Dr

August 12 through August

15, 2025

5 AM 10 PM

Gate 5 River Rd and

W Grant St

August 12 through August

15, 2025

12 AM 12 AM

Overnight

Roamer

Entirety of

Fairgrounds

August 12 through August

15, 2025

12 AM 7 AM

Overnight

Roamer

Entirety of

Fairgrounds

August 12 through August

15, 2025

11 PM 12 PM

Overnight

Barn

Livestock

Pavilion and

Show Center 1

August 12 through August

15, 2025

12 AM 4 AM

Overnight

Barn

Livestock

Pavilion and

Show Center 1

August 12 through August

15, 2025

11 PM 12 AM

RFP 0254-K, Page 17 of 35

Morning

Roamer

Entirety of

Fairgrounds

August 12 through August

15, 2025

7 AM 3 PM

Afternoon

Roamer

Entirety of

Fairgrounds

August 12 through August

15, 2025

3 PM 11PM

Rodeo

Office Rodeo Office

August 12 through August

15, 2025

5 PM 11 PM

VIP Area Grandstand

Arena

August 12 through August

15, 2025

5 PM 11 PM

Grandstands

Parking

Grandstand

Arena

August 12 through August

15, 2025

7 AM 11 PM

August 16, 2025

Supervisor Security Office 1 August 16, 2025 7 AM 11 PM 16

Gate 2 Gates 2 Booth 1 August 16, 2025 12 AM 12 AM 24

Mid-Gate 1

Host

Committee

Building 1

August 16, 2025

4 AM 11 PM

Mid-Gate 2 Cowboy Dr and River Rd 1

August 16, 2025

7 AM 11 PM

Mid-Gate 3 River Rd and

Energy Ln 1

August 16, 2025

3 AM 12 AM

Gate 4 W Walnut St and Pioneer Dr 1

August 16, 2025

5 AM 10 PM

Gate 5 River Rd and

W Grant St 1

August 16, 2025

12 AM 12 AM

Overnight

Roamer

Entirety of

Fairgrounds 1

August 16, 2025

12 AM 7 AM

Overnight

Roamer

Entirety of

Fairgrounds 1

August 16, 2025

11 PM 12 PM

Overnight

Barn

Livestock

Pavilion and

Show Center 1

August 16, 2025

12 AM 4 PM

Morning

Roamer

Entirety of

Fairgrounds 4

August 16, 2025

7 AM 3 PM

RFP 0254-K, Page 18 of 35

Afternoon

Roamer

Entirety of

Fairgrounds 3

August 16, 2025

3 PM 11PM

Rodeo

Office Rodeo Office

August 16, 2025

5 PM 11 PM

VIP Area Grandstand

Arena 1

August 16, 2025

5 PM 11 PM

Grandstands

Parking

Grandstand

Arena 1

August 16, 2025

7 AM 11 PM

August 17, 2025

Supervisor Security Office 1 August 17, 2025 7 AM 5 PM 10

Gate 2 Gates 2 Booth 1 August 17, 2025 12 AM 5 PM 17

Gate 4 W Walnut St and Pioneer Dr 1

August 17, 2025

5 AM 5 PM

Gate 5 River Rd and

W Grant St 1

August 17, 2025

12 AM 5 PM

Overnight

Roamer

Entirety of

Fairgrounds 1

August 17, 2025

12 AM 7 AM

Morning

Roamer

Entirety of

Fairgrounds 2

August 17, 2025

7 AM 3 PM

Afternoon

Roamer

Entirety of

Fairgrounds 2

August 17, 2025

3 PM 5 PM

Total Estimated Hours: 1,411

2.1.13. Estimated Number of Hours*

2.1.12.1 All Security Personnel 2025 – 1,411

2.1.14. *Note: This estimated number of hours is not a guarantee of the number of hours that may or may not be needed. This estimate is a guide to illustrate to proposers what personnel needs may be required to fulfill an awarded contract.

2.2. Communication requirements

2.2.1. The contractor shall maintain consistent, professional communication with Wyoming State

Fair management, law enforcement agencies, and other designated partners before, during, and immediately following the 2025 Wyoming State Fair. This includes conducting daily check-ins with fair staff during the event dates of August 10 through August 17, as well as participating in scheduled coordination meetings upon request during the pre-fair period.

2.2.2. The contractor must implement an internal communication system that enables real-time reporting from all active security posts, including gate personnel, roaming guards, and supervisors. The system must be capable of relaying urgent information such as medical emergencies, safety concerns, unauthorized activity, and general incidents requiring escalation.

RFP 0254-K, Page 19 of 35

2.2.3. The contractor is expected to have reliable communication tools, such as two-way radios or similar technology, to ensure uninterrupted contact between staff and Wyoming State Fair management. Additionally, security supervisors and liaisons must be accessible at all times during operating hours and prepared to communicate clearly with patrons and public safety personnel.

2.2.4. The contractor shall also ensure that all assigned staff are familiar with established emergency procedures and protocols, including reporting formats, behavioral expectations, and general conduct while on duty.

2.3. Staffing/Qualifications requirements

2.3.1. The contractor is responsible for recruiting, hiring, training, and supervising all necessary personnel to fulfill the security needs of the 2025 Wyoming State Fair. All security personnel must be at least 18 years of age, legally authorized to work in the United States, and capable of performing the duties outlined in the scope of work. Staff are expected to be professionally presented, highly visible to patrons through the use of uniforms or other identifying attire, and conduct themselves in a manner consistent with public-facing roles.

2.3.2. All personnel must be trained in areas relevant to the position, including basic event safety, crowd control, fairground rules and regulations, communication protocols, and emergency response. Individuals assigned to work in the Adult Beverage Zone are required to read and sign a copy of Wyoming Statute 12-6-101(b), as it pertains to age verification and dispensing regulations.

2.3.3. The contractor must complete background checks for all staff prior to assignment, and any personnel added after the fair begins must complete this process before their first shift.

2.3.4. The contractor must ensure that adequate staffing levels are maintained to meet the terms of the contract without requiring overtime pay, and must provide a qualified on-site supervisor and liaison during all hours of fair operation. These individuals will be responsible for ensuring adherence to protocols, coordinating with Wyoming State Fair management, and maintaining staff accountability throughout the duration of the contract.

2.4. Equipment needs

2.4.1. The contractor shall supply all equipment, materials, and resources necessary to carry out the responsibilities of the security contract. This includes providing uniforms and identification for all personnel to ensure clear visibility and recognition by fair patrons and staff. A fully functional communication system must be in place, including radios or equivalent devices, to facilitate coordination among supervisors, gate attendants, roaming teams, and the security office.

2.4.2. The contractor must furnish equipment for effective traffic management, including cones, signage, and barricades to support pedestrian and vehicular flow throughout the fairgrounds.

The on-site Security Station must be operational throughout the event and stocked with an adequate inventory of basic first aid supplies.

2.4.3. The contractor is also expected to supply necessary lighting, reflective safety gear, and weather-appropriate clothing for outdoor shifts.

2.4.4. For recruitment and staffing purposes, the contractor must be prepared to offer both manual

(paper-based) and electronic methods of application intake to accommodate a range of applicants. All equipment used must be in proper working order and suitable for use in a public, outdoor setting where safety and efficiency are essential.

RFP 0254-K, Page 20 of 35

3. SYSTEM AND WYOMING INFORMATIONAL TECHNOLOGY STANDARDS:

The services, work products and final deliverables provided by the proposer shall be in compliance with the State Statutes, CIO Promulgated Rules, State IT policies and standards and the Agency standards for required system hardware, software and development components, when completed and accepted by the Agency.

3.1. State of Wyoming Electronic Transactions: Visit https://rules.wyo.gov/Search.aspx and search

Electronic Transactions. Click on the Enterprise Technology Services drop down arrow, then the

Director’s Office drop down arrow. Chapters 4, 5 and 7.

3.2. State of Wyoming IT Policies and Standards: https://ets.wyo.gov/OCIO/statewide-policies-standards

3.3. Agency Standards: The Wyoming State Fair Board follows the State of Wyoming’s enterprise IT policies and standards as promulgated by the Office of the Chief Information Officer (OCIO). The

Department does not maintain separate internal IT policies beyond those adopted from the statewide framework. All deliverables and technical systems implemented under this project must comply with applicable OCIO policies, including those related to system security, data integrity, accessibility, electronic transactions, and interoperability. Any Agency-specific requirements beyond state standards will be provided to the selected contractor during project initiation.

3.4. Statutory Mandates: Contracted services must comply with all applicable federal and state mandates relevant to public safety and data privacy. This includes adherence to Wyoming Statute

§ 12-6-101(b) concerning age verification and alcohol service in restricted zones, Wyoming

Statute § 40-12-501 through § 40-12-502 regarding the protection and notification of personal data breaches, and any applicable regulations under Title 7 of the Code of Federal Regulations governing fair and livestock exhibition conduct. Additionally, all services must comply with

Wyoming’s procurement and IT standards as outlined by the Department of Enterprise

Technology Services, and, where applicable, follow guidance related to radio frequency licensing, public record access, and interagency coordination protocols.

4. TECHNOLOGY AND SPECIFICATIONS:

4.1. The primary technology supporting the development, implementation, and operation of this project is a reliable two-way radio communication system that ensures consistent and immediate contact across all security personnel, supervisors, and Wyoming State Fair management. The contractor shall provide and maintain a professional-grade radio system capable of operating across the expansive Wyoming State Fairgrounds, including high-traffic areas, perimeter zones, and interior facilities. All radio units must be configured to a secure, interference-free frequency, either on a private channel or with proper coordination with local emergency services, and must include sufficient range and battery capacity to support continuous operation during extended shifts. The communication system must include handheld radios for all roaming and gate personnel, base stations for the on-site security office, and backup units to ensure continuity in the event of equipment failure. The technology must meet FCC compliance and state-level communication standards, including compatibility with local law enforcement and emergency responders when coordination is required.

5. HOSTING:

The proposer should provide multiple layers of external and internal security that provides administrative, physical and technical means to protect sensitive or confidential information used in performing the responsibilities and duties set forth in this RFP.

5.1. Physical Location: primary and failover facility(ies)

https://rules.wyo.gov/Search.aspx https://ets.wyo.gov/OCIO/statewide-policies-standards https://ets.wyo.gov/OCIO/statewide-policies-standards

RFP 0254-K, Page 21 of 35

5.2. Facility access and security/integrity: facility and equipment allocation

5.3. Staffing Security: the proposer should maintain policies and procedures for security clearance and staffing controls, allowing proposer personnel access to Agency owned confidential information and/or to restricted areas within the proposer’s host environment.

5.4. Data Security: Proposer shall maintain policy and procedures to maintain and support the security of confidential information. The Wyoming State Fair Board (WSFB) follows applicable state laws regarding data security and breach notification, including Wyoming Statute § 40-12-501 through

§ 40-12-502, which requires timely disclosure of any data breaches involving personal information. The WSFB is expected to adhere to state requirements for safeguarding data, implementing appropriate access controls, and responding to potential breaches in coordination with state IT and legal protocols. Data breach notification procedures and plans are maintained and shall at a minimum, comply with Wyoming Statute §40-12-505.

5.4.1. If applicable, data breach notification procedures and plans shall also comply with CFR 45 parts 160 and 164 (HIPPA/HITECH).

5.5. Data Breach – Venue of Law: If the proposer’s solution were to be selected, provide discussion on what state law would have jurisdiction in regards to data security breach notification.

6. RISK MANAGEMENT:

6.1. The contractor shall implement a comprehensive risk management plan that aligns with the

Wyoming State Fair’s emergency procedures and prioritizes proactive identification, assessment, and mitigation of security risks throughout the duration of the project. Risk management will begin with pre-event planning, including coordination meetings with fair staff and local emergency responders to identify potential hazards such as crowd surges, severe weather, infrastructure failure, or medical emergencies. Risks will be analyzed for both likelihood and impact, and mitigation strategies will be put in place. Throughout the event, real-time monitoring and daily debriefs will support continuous risk assessment and allow for timely adjustments.

6.2. In the event that the primary fairgrounds security office or contractor support areas become inoperative due to fire, utility failure, or a natural disaster, the contractor shall implement a pre-established continuity plan to relocate core security functions. A designated secondary command location within the City of Douglas will serve as a temporary base of operations, the location of which will be determined by Emergency Management (EMA) prior to the annual Wyoming State

Fair. The transition plan must ensure that no lapse occurs in security oversight, personnel coordination, or emergency responsiveness during the relocation.

6.3. All contractor personnel must operate in accordance with the Wyoming State Fair Emergency

Procedures Manual, which outlines the response protocol for a wide range of emergency scenarios including fire, bomb threats, violent behavior, severe weather, hazardous materials, lost persons, medical emergencies, and infrastructure failures. In the event of an incident, the contractor is expected to follow the established procedures, beginning with immediate notification of both 911 services (if required) and Wyoming State Fair management. Staff must be trained to respond according to situation-specific guidelines—whether sealing off an area, assisting with crowd management, facilitating evacuations, or supporting first responders. The contractor’s disaster recovery plan must include staff training, communication redundancy, and the ability to maintain operational control and situational awareness throughout the fairgrounds. Clear documentation, including use of incident reporting forms, will support both real-time management and post-event review.

RFP 0254-K, Page 22 of 35

7. RESOURCE RESPONSIBILITIES:

7.1. Project Manager: The proposer should designate a project manager to represent and oversee the project. This individual will serve as the focal and contact point for all proposer business matters relating to the project. An individual resume, a list of their qualifications, year of experience, current work assignments and office location should be included. Confirm the project manager will:

7.1.1. Be the single point of contact for the duration of the engagement.

7.1.2. Be responsible for timely completion of all phases of the project.

7.1.3. Be responsible for meeting all contractual requirements for the duration of the project.

7.1.4. Attend status, quality review and acceptance meetings as required and present status and progress reports on the project.

7.1.5. Remain assigned to the project through completion of the project as determined by the

Agency.

7.1.6. Identify project responsibilities and job functions.

7.2. Other Key Personnel: The proposer should provide a list of all key personnel to be assigned to any part of the project and the duration of time they will serve on the project. The following should be considered:

7.2.1. Project Management

7.2.2. Information Technology Implementation Strategies

7.2.3. Change Management Strategies

7.2.4. Subject Matter/Industry Expertise

7.2.5. Experience on Government Projects

7.2.6. Quality Assurance for Government Projects

7.2.7. Identify how long the current team to be assigned to the project has been together

7.2.8. Describe the proposer’s transition plan, how the firm plans to deal with the possible sudden departure of key personnel within the team

7.3. Subcontractors will report to and be responsible to the proposer

7.3.1. The proposer shall provide a description of work to be subcontracted to third parties.

7.3.2. Certify any supporting contractor who may assist the primary contractor and meet the minimum proposer qualifications.

7.3.3. A description of the nature and duration of the previous relationship of all subcontractor’s and/or third parties with the prime contractor.

7.3.4. Explanation of any existing contractual relationship between the prime and subcontractors, or among subcontractors.

7.4. Resource Management and Staffing Plan: the proposal should contain the proposer’s staffing plan in response to the requirements set forth in the RFP. At a minimum, the staffing plan should address the following:

7.4.1. Staffing Levels (estimated by staff disciplines by month for the duration of the project).

7.4.2. Break out of staff disciplines (including title and job responsibility)

RFP 0254-K, Page 23 of 35

7.4.3. Detail differentiated by staff (proposer, subcontractor, etc.)

7.4.4. Personnel whose names and resumes are submitted in the proposal shall not be removed from this project without prior approval of the Agency. Substitute or additional personnel shall not be used for the project until a resume is received and approved by the Agency.

7.4.5. The Agency shall have the right to request the removal of any proposer staff member from all work on this project, and the proposer will comply with any such request immediately.

7.4.5.1. The replacement for any staff member who is removed from or leaves the project for any reason should match or exceed the replaced staff member in terms of skill level and experience. Such replacements are subject to the Agency approval at the time of assignment and again 90 days later.

8. REPORTING:

8.1. Daily Operational Briefings: Conducted each morning of the fair (August 10 through August 16, 2025) between security supervisors and Wyoming State Fair management. Briefings will cover staffing assignments, overnight activity summaries, any incidents reported, and anticipated risks or adjustments for the day.

8.2. Incident Reports: Submitted immediately following any significant incident, using the standardized Incident Reporting Form provided in the Wyoming State Fair Emergency Procedures

Manual. Reports must document the type of incident, location, response actions, witnesses, and whether emergency services were contacted.