Attachment A - Scope of Work.pdf

ATTACHMENT A – Scope of Work

RFP-GC-FE-01-24

County Fair Livestock Sales

INTRODUCTION

In accordance with Article 5.3 of the Garfield County Procurement Code (“GCPC”), Garfield County is soliciting competitive sealed proposals from qualified individuals or companies to provide a livestock sale contractor during the Garfield County Fair & Rodeo.

BACKGROUND

Garfield County Fair and Events is looking for a qualified vendor to provide a turnkey livestock sale online and in-person. The purpose of the Fair Board, in collaboration with Garfield County Administration, is to ensure the successful promotion, production, and execution of the Fair & Rodeo each year. Rules for the Junior Livestock Sale are established by the Livestock Marketing Committee and approved by the Fair Board and Board of County Commissioners.

Past Attendance and Ticket Revenue:

● 2023: There were 271 buyers, and revenue from the sale and add-ons was $880,201.40.

● 2022: There were 240 buyers, and revenue from the sale and add-ons was $797,333.50.

● 2021: There were 222 buyers, and revenue from the sale and add-ons was $742,578.23.

○ Note: The Garfield County Commissions are calculated by:

■ Total sale by livestock type plus floors, minus buybacks, equals buyer cost. Then take buyers cost times commissions (4% for beef and 5% for all livestock types) equals total Garfield County Commissions.

○ Note: The vendor fees are calculated by:

■ Total sale by livestock type to get a grand total of sale and then add, Add-on’s, and times it by vendor fee percentage, equals vendor fees.

Proposal costs should be based on above 2023 revenue and add-ons of $880,201.40, listing your percentage and or provide vendor method of calculating costs.

Note: Actual proposal cost will fluctuate based on revenue and add-ons for 2024.

SUMMARY

The selected vendor is expected to be completely set up and ready to operate within one hour of event start. Final times to be agreed upon with the Livestock Marketing Committee and Fair Board representatives.

● Saturday, July 27, 2024 – All Day (estimated time from 8:00 AM to 7:00 PM) The selected vendor must have equipment that is equivalent to the needs of a large and complex Livestock Sale. The Vendor’s professionalism and organization are imperative to attract buyers and for the success of all parties.

VENDOR REQUIREMENTS

● Complete Junior Livestock Sale management from start to finish.

● Pre-sale marketing and custom graphics, (to be approved by Garfield County).

● Responsive and readily available customer support.

● Accept cash, check, and credit card.

● Customer (buyers and exhibitors) online access to their records and statements 24/7 for up to a year.

● Collection of W-9’s from all exhibitors prior to payment.

● Presale and Post online Add-on’s.

● Buyer registration, sales administration, and checkout.

○ Sales administration should include accurate tracking of livestock sales, floors, buy backs, Garfield County commissions, add-ons, and vendor fees.

● Quality audio visual live streaming of the sale with multiple cameras and angles.

● Sales in-person and online simultaneously (under 1 second time difference).

● Animal destination reports will be made available one hour after final sale. Report will show all animals sold and where they are to be shipped. Possible shipping options will include but are not limited to; packing plants, buy back buyer, donation to child seller and/or another nonprofit.

● Holding funds received in a trust account.

● Mail checks for funds received to exhibitors within 45 days of sale with itemized listing of exhibitor’s sales.

● Mail check for any revenues (County’s commissions) due to the County within 45 days of sale.

● Send IRS Form 1099 to exhibitors in accordance with IRS regulations.

● Provide the County with an electronic recording of the sale.

● Provide the County with a detailed sale report within 45 days of sale and provide auditable records upon request.

○ Detailed sale report should include all items listed in Exhibit A and must be tracked by each livestock type.

• Reissuing of all uncashed/stale dated checks for exhibitors.

• Reporting of unclaimed payments to the Great Colorado Payback.

● The Vendor will provide their own standalone internet access for their work, as well as cameras and AV equipment for the livestream.

● The Vendor shall have adequate employees on hand to manage the sale.

● The Vendors designated authorized representative will respond to any complaints regarding the Vendors employees, volunteers, etc. immediately and will notify Fair Management of the issue and resolution to the issue.

● The Vendor shall have a minimum of one (1) authorized representative onsite while the Vendor’s property is at the Garfield County Fairgrounds property. This representative must be authorized to take immediate action and respond immediately to requests made by the Fair Management and must be identified to the Fair Management prior to the Vendor setting up equipment.

● The Vendor will be responsible for ensuring their employees that are in contact with the public are always attired in clean uniforms/clothing.

● The Vendor will be responsible for providing concrete management philosophies, practices, and policies for all employees to ensure professional personnel actions during the execution of this contract. Vendor’s management and staff shall operate in a manner that enhances the Fair for the public.

● The Vendor’s management must be professional, approachable, and cooperative while working in conjunction with the Fair Management and volunteers of the Fair.

● Immediate removal of all equipment from Garfield County Fairgrounds Property following the close of the event in a timely manner.

VENDOR FINACIAL REQUIREMENTS

● The Vendor shall provide or make available upon request all supporting documentation for monies to Fair Management or their designee to ensure accountability.

● Fair Management or their designee may audit the monies at any reasonable time.

GARFIELD COUNTY IS RESPONSIBLE FOR THE FOLLOWING:

● Junior Livestock Sale rules.

● The Auctioneer.

● Venue and setup for the sale, excluding the Vendor’s own equipment.

● Providing reasonable and adequate electrical power and lighting for the sale.

● Providing any necessary law enforcement and security.

● Equipment and staff to set up and prepare the arena for the sale.

Note: All sponsors must be approved by the Garfield County Fairgrounds and Events Manager.