IFB33-24.pdf

DOUGLAS COUNTY GOVERNMENT

Finance Department ~ Purchasing Division

100 Third Street, Suite 130 Castle Rock, Colorado 80104

Telephone: 303-660-7434 www.douglas.co.us

INVITATION FOR BID (IFB)

NO. 033-24

STOCK CONTRACTOR for the 2025 DOUGLAS COUNTY FAIR & RODEO

PROFESSIONAL RODEO COWBOYS ASSOCIATION (PRCA) RODEOS

YOUR BID RESPONSE MUST BE RECEIVED NO LATER THAN

OCTOBER 4, 2024 @ 2:00PM

BIDDER'S CERTIFICATION

We offer to furnish to Douglas County the materials, supplies, products and/or services requested in accordance with the specifications and subject to the terms and conditions of the purchase(s) described herein:

BIDDER:

ADDRESS:

CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

BY:

(Printed or Typed Name)

(Written Signature)

TAXPAYER I.D. NUMBER:

Signature constitutes acceptance of all terms and conditions listed on this form and all documents attached.

Bids shall be received ELECTRONICALLY ONLY through the Rocky Mountain E-Purchasing/BidNet System website at (www.bidnetdirect.com/colorado/douglas-county-government). All bid responses should consist of one (1) PDF document with the bidders name as the first word in the document name. It is the sole responsibility of the bidder to see that their bid response is received on time. Bids will not be considered which are received after the time stated.

Douglas County officially distributes solicitation documents through the Rocky Mountain E-Purchasing System only. Copies of solicitations obtained from other sources are not considered official copies and the County cannot attest to their accuracy. All BidNet website/system questions must be addressed with BidNet Vendor Support at 800-835-4603, option 2.

Douglas County Government reserves the right to reject any or all bids, to waive formalities, informalities, or irregularities contained in a said bid and furthermore, to award a contract for items herein, either in whole or in part, if it is deemed to be in the best interest of the County to do so. Additionally, we reserve the right to negotiate optional items and/or services with the successful bidder.

http://www.douglas.co.us/ http://www.bidnetdirect.com/colorado/douglas-county-government

OVERVIEW:

Through this Invitation for Bid (IFB), the Department of Facilities, Fleet and Emergency Support Services of Douglas County Government, hereinafter referred to as the County, respectfully requests bids from responsible, qualified stock contractors for the 2025 Professional Rodeo Cowboys Association (PRCA) Rodeos at the Douglas County Fair & Rodeo.

The Douglas County Fairgrounds is located at 500 Fairgrounds Drive, Castle Rock, Colorado 80104.

The purpose of this solicitation is to secure services from an experienced and qualified Rodeo Stock Contractor to produce a turnkey operation for (1) rough stock event, three (3) PRCA sanctioned rodeos, and three (3) slack sessions at the Douglas County Fair & Rodeo. The 2025 dates are listed below:

• Thursday, July 31, 2025 (Morning) PRCA Rodeo Slack

• Thursday, July 31, 2025 (Evening) PRCA Rough Stock Event

• Friday, August 1, 2025 (Morning) PRCA Rodeo Slack

• Friday, August 1, 2025 (Evening) PRCA Rodeo

• Saturday, August 2, 2025 (Morning) PRCA Rodeo Slack

• Saturday, August 2, 2025 (Evening) PRCA Rodeo

• Sunday, August 3, 2025 (Mid-Day) PRCA Rodeo

The initial contract, issued as a result of this IFB, will be for the 2025 Douglas County Fair & Rodeo. The County shall have the option to renew this contract for four (4) additional periods with the same terms and conditions. All prices proposed shall be firm and fixed for the initial contract period and may be re-negotiated after the initial contract period.

This agreement and/or extension to the original period of a subject contract shall be contingent upon annual funding being appropriated, budgeted, and otherwise made available for such purposes and subject to the County’s satisfaction with services received during the preceding contract period.

BID CONDITIONS AND PROVISIONS:

All bids must be submitted on the forms provided and in accordance with all terms, conditions, specifications, and stipulations contained herein. Bidders shall carefully read and be familiar with all terms, conditions, specifications, and stipulations contained in this IFB, which shall become part of the final contract.

All bids must be signed by a duly-authorized official of the company. The completed and signed bid (together with all required attachments) must be upload to the Rocky Mountain E-Purchasing System before the due date and time shown on Page 1.

All participating bidders, by their signature hereunder, shall agree to comply with all of the conditions, requirements and instructions of this IFB as stated or implied herein. Any alteration, erasure or interlineation by the bidder in this IFB shall constitute cause for rejection by the County. Exceptions or deviations to this IFB must not be added to the IFB pages and must be on company letterhead and accompany the bid response.

All bidders are required to complete all the information requested in this IFB. Failure to do so may result in the disqualification of the bid. When omitting a bid on an item, please insert the words “NO BID”.

Prices stated must be in the units specified. In the case of a discrepancy between the unit price and extension, the unit price shall be considered correct. Minor details omitted by oversight will not constitute an excuse for their omission.

Bids shall be firm quotations subject to acceptance or rejection within ninety (90) days of the bid opening date.

The County will not be responsible for any goods delivered or services performed without its purchase order, signed by an authorized representative of the County’s Purchasing Division.

The County reserves the right to negotiate optional items and/or services with the successful bidder.

The successful bidder will be required to provide proof of and the required limits of liability insurance, including Workers’ Compensation. This proof of insurance must be in the form of a “Certificate of Insurance” and must show coverage in the amounts specified by the Laws of the State of Colorado for the duration of a contract issued as a result of this IFB. Additionally, the County must be notified of any changes occurring in this coverage and the successful bidder must demonstrate to the County that such changes do not in any way affect the minimum liability insurance required for this bid.

All information submitted in response to this IFB may be subject to disclosure under the Open Records Act. Bidders are discouraged from providing information that they consider confidential and/or privileged as part of a response to this IFB. If any portion of your response is identified as proprietary and/or confidential, a redacted copy must be uploaded to the Rocky Mountain E-Purchasing System with your original response.

The successful bidder may be required, as a provision of this IFB, to submit proof of compliance with governmental health and safety codes, regulations and standards, as appropriate.

The County reserves the right to waive any technical or formal errors or omissions and to reject any and all bids, or to award a contract for the items herein, either in part or in whole, if it deems it to be in the best interest of the County.

The successful bidder shall be in complete compliance with all of the specifications, terms and conditions of this IFB as outlined above. The County shall have the right to inspect the facilities and equipment of the successful bidder to ensure such compliance.

No bid shall be accepted from, and no contract will be awarded to, any person, firm or corporation that is in arrears to the County, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the County, or that has failed to attain or demonstrate compliance with any law, ordinance, regulation, or contract term or condition as may be provided for or required in any County contract, or that may be deemed irresponsible or unreliable by the County.

Bidders may be required to submit satisfactory evidence that they have a practical knowledge of the particular work bid upon and that they have the necessary financial resources to perform and complete the work outlined in this IFB.

The contractor agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the County of Douglas, securing all necessary licenses and permits in connection with this IFB.

All materials furnished or services performed under the terms of a contractual agreement issued as a result of this IFB shall comply with the requirements and standards specified in the Williams-Steiger Occupational Safety and Health Act of 1970 (Public Law 91-596), as well as with other applicable federal, state and local codes.

In the event that this IFB requires a formal contract to be prepared by the County, the successful bidder will properly sign and furnish any bonds, insurance, Workers’ Compensation, etc. as may be required by the County within ten (10) days (unless a longer period is allowed by the County) from the date of receipt of the formal contract forms.

All bidders must take into consideration that only the County’s contract documents will be used in the finalization of any agreement issued as a result of this IFB. Bidders are responsible for reviewing such documents prior to submitting their response.

All bidders must submit written disclosure of any known potential conflicts of interest that may result during the course of performance of the services listed herein.

ETHICAL STANDARDS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or IFB therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any County employee or representative, the bid response shall be disqualified and shall not be reinstated.

ETHICSPOINT/NAVEX GLOBAL:

Douglas County is committed to an environment where open, honest communications are the expectation, not the exception. Douglas County has implemented a phone and Internet-based reporting system called EthicsPoint/Navex Global. The reporting system allows employees to report issues or concerns that they may have in an anonymous and confidential manner. We consider it a critical component in providing a safe, secure, and ethical workplace.

An option within the system allows for vendors to also report an issue. As a vendor, you are in a position to observe not only questionable or unethical behavior by our employees but also identify areas that you would like to make a suggestion for change. By calling 1-888-337-3094 or logging-in on the Internet to www.ethicspoint.com and entering Douglas County Government, you can file a report, offer a suggestion or voice a concern. Online instructions are available on how to use the system. The EthicsPoint/Navex Global system also offers a follow-up/response mechanism.

You can be assured that this is a fast, easy, and confidential system.

NON-COLLUSIVE BIDDING CERTIFICATION:

By the submission of this bid, the bidder certifies that:

1) The bid has been arrived at by the bidder independently and has been submitted without collusion with any other bidder.

2) The contents of the bid have not been communicated by the bidder; nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of this bid.

3) No bidder shall submit more than one bid, to include an alternate bid or bids, for this purchase.

NON-DISCRIMINATION IN EMPLOYMENT:

In connection with the performance of work under a contract issued as a result of this IFB, the successful bidder must agree not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. The successful bidder must further agree to insert the foregoing provision in all subcontracts hereunder.

INDEMNIFICATION:

Indemnification by the County. The County cannot and by this agreement does not agree to indemnify, hold harmless, exonerate or assume the defense of the bidder or any other person or entity whatsoever, for any purpose whatsoever.

Indemnification by the Bidder. The bidder shall defend, indemnify and hold harmless the County, its officers, agents and employees from any and all claims, demands, suits, actions or proceedings of any kind or nature whatsoever, including Workers’ Compensation claims, in any way resulting from or arising out of any agreement issued as a result of this IFB;

provided, however, that the bidder need not indemnify or save harmless the County, its officers, agents and employees from damages resulting from the negligence of the County’s officers, agents and employees.

http://www.ethicspoint.com/

INDEPENDENT CONTRACTOR:

The bidder is an independent contractor. Notwithstanding any provision of this Agreement, all personnel assigned by the bidder to perform work under this Agreement shall be and remain at all times, employees of the bidder for all purposes.

THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’ COMPENSATION BENEFITS

THROUGH THE COUNTY AND IS OBLIGATED TO PAY FEDERAL AND STATE INCOME TAX ON ANY

MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP.

ASSIGNMENT OF PURCHASE ORDER OR CONTRACT:

A bidder may not assign or otherwise transfer any of its rights or obligations under any purchase order or contract made and entered into pursuant to the County IFB without the prior written approval of the County Purchasing Division.

CANCELLATION:

The County reserves the right to cancel the whole or any part of a contract issued as a result of this IFB due to failure of the bidder to carry out any term, promise or condition of the contract. The County will issue a written notice of default to the bidder for failing to act in compliance with the terms and conditions of such contract.

EXAMINATION OF RECORDS:

The bidder agrees that the County shall, until the expiration of three (3) years after the final payment under an agreement issued as a result of this IFB, have access to and the right to examine any directly pertinent books, documents, papers and records of the bidder involving transactions of such agreement.

PRICE, PAYMENT, AND DELIVERY:

1) All prices shall be firm and fixed for the specified time frame.

2) All payment terms shall be “Net 30”; consideration will be given to any discounts offered for payments made earlier than “Net 30”, please explain.

3) In an effort to improve efficiency, Douglas County encourages the use of purchasing cards to make payments.

Under this method, payments are made after the verification of the receipt of the goods and services and following the receipt of a proper invoice. Please confirm if this would be an acceptable payment option.

4) All deliveries will be “F.O.B. ~ Destination”

TAXES:

All price quotations shall reflect all applicable tax exemptions for Douglas County:

1) Federal Registration Number: 84-6000761

2) State Registration Number: 98-04428

COOPERATIVE PURCHASING:

Douglas County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of bidding and to make better use of taxpayer dollars through volume purchasing. Contractor(s) may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Douglas County in the current term or in any future terms. The Contractor(s) must deal directly with any governmental agency concerning the placement of purchase orders/agreements, freight/delivery charges, contractual disputes, invoices, and payments. Douglas County shall not be liable for any costs or damages incurred by any other entity.

QUESTIONS/INQUIRIES/ADDENDUMS:

All questions related to this IFB must be submitted ELECTRONICALLY ONLY through the Rocky Mountain E- Purchasing System website at (www.bidnetdirect.com/colorado/douglas-county-government). Please enter only one (1) question per line.

Questions will be received until 5:00pm on Wednesday, September 25, 2024. Responses to all questions will be posted on the Rocky Mountain E-Purchasing System no-later-than Monday, September 30, 2024.

If it becomes necessary to revise any part of this IFB or if additional data is necessary to enable an exact interpretation of the provisions of this request, an addendum will be issued. It is the responsibility of the respondent to ensure that they have received all addendums prior to submitting their IFB response.

EXHIBITS:

1) Exhibit “A” ~ Public Contract for Services (for information only) http://www.bidnetdirect.com/colorado/douglas-county-government

INVITATION FOR BID (IFB) #033-24

STOCK CONTRACTOR for the

2025 DOUGLAS COUNTY FAIR & RODEO

PROFESSIONAL RODEO COWBOYS ASSOCIATION (PRCA)

RODEOS

BIDDER INFORMATION/INSTRUCTIONS

1) BACKGROUND: The Douglas County Fair & Rodeo is 106 years old and is held at the Douglas County

Fairgrounds, in Castle Rock, Colorado. The County Fair & Rodeo has consistently grown and has doubled over the last five (5) years. The Douglas County Fair & Rodeo has the privilege of being listed as one of the larger County Fair & Rodeos in the State of Colorado, a distinction Douglas County is very proud of and fully expects to continue as the County has built a reputation for hosting a professional, quality Fair & Rodeo that provides wholesome, family entertainment at a reasonable price while providing venues for agricultural education, entertainment, and western heritage that is such an important part of Douglas County as a whole. Douglas County fully anticipates and expects a complete partnership in regards to the Rodeo Stock Contractor in the continuation of this success and tradition.

2) PURPOSE: The purpose of this solicitation is to secure services from an experienced and qualified Rodeo Stock

Contractor to produce a turnkey operation of one (1) rough stock event, three (3) PRCA-sanctioned rodeos, and three

(3) slack sessions at the Douglas County Fair & Rodeo. The Douglas County Fair & Rodeo grounds is located at 500 Fairgrounds Drive, Castle Rock, Colorado 80104. The 2025 dates are listed below:

• Thursday, July 31, 2025 (Morning) PRCA Rodeo Slack

• Thursday, July 31, 2025 (Evening) PRCA Rough Stock Event

• Friday, August 1, 2025 (Morning) PRCA Rodeo Slack

• Friday, August 1, 2025 (Evening) PRCA Rodeo

• Saturday, August 2, 2025 (Morning) PRCA Rodeo Slack

• Saturday, August 2, 2025 (Evening) PRCA Rodeo

• Sunday, August 3, 2025 (Mid-Day) PRCA Rodeo

3) ELIGIBILITY OF VENDORS - MUST BE ENGAGED IN PERFORMING SERVICES RENDERED:

Solicitations will only be considered from Rodeo Stock Contractors that have been engaged in the business for a minimum of five (5) years. All respondents must be able to produce evidence that they have an established successful record of performance for a reasonable period of time and have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded the contract. The term equipment and organization, as used herein, shall be construed to mean a fully equipped and well-established company in line with the best business practices in the industry and as determined by the proper authorities of the County.

4) CONTRACTOR AUTHORIZED REPRESENTATIVE: The successful Rodeo Stock Contractor shall employ a competent Contractor Authorized Representative who shall be in attendance at the Fair & Rodeo grounds during the Douglas County Fair & Rodeo. The authorized representative shall be the primary representative for the Rodeo Stock Contractor, and all communications given to and all decisions made by the Contractor’s Authorized Representative shall be binding to the Vendor. Notwithstanding, the Contractor Authorized Representative shall be considered to be, at all times, an employee of the Rodeo Stock Contractor under its sole direction and not an employee or agent of the County.

5) STANDARDS OF QUALITY OR PERFORMANCE: The services supplied by the Vendor in conjunction with this solicitation shall either meet or exceed the standards of quality and/or performance that have been established by the Fair & Rodeo Management, PRCA, WPRA and Cowboy Channel.

6) SAFETY:

a) The Vendor is responsible for establishing procedures to ensure the reasonable safety of all contestants, staff, the public, and any equipment when not in use.

b) Fair & Rodeo Management or their designee may perform safety inspections at any time during the scheduled event. The basis of these inspections and the criteria utilized in performing the safety inspections will be at the sole discretion of Fair & Rodeo Management and will include the inspection of any books and/or records of the Vendor.

c) Any remedial work requested by Fair & Rodeo Management as a result of a safety inspection must be satisfactorily completed by the Vendor and approved by Fair & Rodeo Management prior to the operation of and/or continued operation of the scheduled event. Neither the right to perform safety inspections nor the performance of safety inspections shall impose any responsibility on Douglas County, Fair & Rodeo Management, the Douglas County Fair & Rodeo grounds, or the Fair & Rodeo grounds staff or their designee regarding the condition of the equipment operated by the Vendor, or relieve the Vendor from responsibility for ensuring all scheduled events are safe, and equipment is in good working condition.

d) The Vendor will have and enforce a zero-tolerance policy for possession, use, or for being under the influence of any drugs or alcohol while on the Douglas County Fair & Rodeo grounds.

e) The Vendor shall be required to take safety precautions to protect persons and County property. All contractors and subcontractors shall conform to all OSHA, State and County regulations while performing under the terms and conditions of this contract. Any fines levied by the above-mentioned authorities because of inadequate compliance with these requirements shall be borne solely by the Vendor, which is responsible for the same.

7) CLEAN UP: At the completion of each event, the successful Vendor shall thoroughly clean up and remove debris, rubbish, and identifiable materials in all areas where work or equipment has been involved as mutually agreed with the County’s Fair & Rodeo grounds Management.

8) PROTECTION OF PROPERTY: All existing structures, utilities, services, roads, trees, shrubbery, etc. located on

County property shall be protected against damage or interrupted services at all times by the Vendor during the term of this contract. The Vendor shall be held responsible for repairing or replacing all property which is damaged by reason of the Vendor's operation on the property to the satisfaction of the County.

9) LOGOS: The County logo is trademarked and property solely of the County. Vendors do not have permission to use our logo on any documentation or presentation materials and to do so would be a violation of our trademark.

10) PERFORMANCE PREPARATION AND SET UP: The Vendor shall ensure all preparations and set up are in place and complete for the performances a minimum of twelve (12) hours before the start of the performance at the Douglas County Fair & Rodeo grounds. The Vendor shall contact Fair & Rodeo Management at 720-733-6900 a minimum of two (2) weeks in advance to coordinate a specific set up time to assure a staff member will be available. A removal schedule for all equipment and stock associated with the rodeos will be arranged in advance with the Fair & Rodeo Management.

11) RODEOS & LIVESTOCK:

a) One (1) turnkey PRCA rough stock event.

b) Three (3) turnkey PRCA-sanctioned rodeo performances for a minimum of two (2) hours each.

i. Rodeo Performances will include the following seven (7) major rodeo events: Team Roping, Tie-Down Roping, Women’s Barrel Racing, Steer Wrestling, Saddle Bronc Riding, Bull Riding, Bareback Riding.

c) Three (3) Slack Sessions.

d) Downtime between the events and contestants is expected to be minimized.

e) Quality, even pen of stock to cover all entries (including re-rides).

f) Stock shall be of the same quality and condition as stock provided at other PRCA rodeos of similar size during the terms of this agreement.

g) Provide all livestock to ensure a competitive, Fair & Rodeo, and exciting Professional Rodeo.

h) The Stock Contractor must submit a list for approval of the proposed rough stock and the recommended pens.

Please provide this list at least forty-eight (48) hours before sending it to the PRCA. Fair & Rodeo Management may seek comment from PRCA Event Representatives, among others. Approval will be provided within twenty-four (24) hours.

i. The Stock Contractor must submit a list, for approval, of the proposed timed event stock, including the rodeos that they have competed on. Please provide this list at least forty-eight (48) hours before sending it to the PRCA. Fair & Rodeo Management may seek comment from PRCA Event Representatives, among others. Approval will be provided within twenty-four (24) hours.

ii. All equipment shall be subject to the approval of Fair & Rodeo Management and shall comply with PRCA and WPRA rules and regulations.

iii. Provide an Electric Eye.

iv. Provide Roping Box Equipment, as needed.

v. Responsible for all injuries to or loss of livestock.

vi. Responsible for removal of dead or injured livestock from the arena during performances.

vii. Responsible for proper disposal of any dead livestock.

viii. Responsible for ensuring the required livestock are fed and watered appropriately.

12) PERSONNEL:

a) The Vendor must have a minimum of one (1) Authorized Representative onsite while the Vendor’s property is on the Douglas County Fair & Rodeo grounds. This representative must be authorized to take immediate action and respond immediately to requests made by the Fair & Rodeo Management and must be identified to the Fair & Rodeo Management prior to the Vendor setting up equipment.

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

c) The Stock Contractor is responsible for providing concrete management philosophies, practices, and policies for all employees to ensure professional personnel actions during the execution of this contract.

d) Management will operate in a manner that enhances the Fair & Rodeo for the public.

e) Responsible for ensuring they have an appropriate number of employees staffed for the rodeo to include, but not limited to:

i. Announcer ~ Fair & Rodeo Management to work with Rodeo Stock Contractor to choose Announcer with Fair & Rodeo Management having the final decision.

ii. Clown/Barrelman ~ Fair & Rodeo Management will work with the Rodeo Stock Contractor to choose

Clown/Barrelman, with Fair & Rodeo Management making the final decision.

iii. Two (2) Timers ~ Fair & Rodeo Management to work with Rodeo Stock Contractor to choose Timers with Fair & Rodeo Management making the final decision.

iv. Rodeo Secretary ~ Fair & Rodeo Management to work with the Rodeo Stock Contractor to choose a

Secretary with Fair & Rodeo Management making the final decision.

v. Two (2) Pickup Men ~ Fair & Rodeo Management to work with Rodeo Stock Contractor to choose

Pickup Men with Fair & Rodeo Management making the final decision.

vi. Two (2) Bullfighters ~ Fair & Rodeo Management to work with Rodeo Stock Contractor to choose

Bullfighters with Fair & Rodeo Management having the final decision.

vii. Music Director ~ County to work with Rodeo Stock Contractor to choose Music Director with Fair &

Rodeo Management having the final decision.

viii. Rodeo Labor, provided by Fair & Rodeo Management, which includes all gate personnel, striping chute help, arena help, and calf un-tying help, is to be covered by the Contractors Workers Comp Insurance Policy.

f) Responsible for lodging required for all Vendor staff.

g) Responsible for ensuring their employees that are in contact with the public are attired in clean uniforms/clothing at all times.

h) The Vendor will enforce a no-smoking rule for employees in the arena.

13) MISCELLANEOUS STOCK CONTRACTOR RESPONSIBILITIES:

a) All insurance, licenses, and permits required under the contract, must be current and valid at all times during the performance of the contract.

b) Attend periodic Rodeo Committee Meetings or be available via conference call during the meeting.

c) Provide horses for Judges.

d) Responsible for ensuring the required livestock are fed and watered appropriately.

e) Provide required grain.

f) The Stock Contractor will be permitted to park limited trailers, etc., at the Douglas County Fair & Rodeo grounds on the date and time approved and agreed upon by Fair & Rodeo Management. Stock Contractor must specify all camping needs in advance.

i. Fair & Rodeo Management will determine parking arrangements for camping trailers.

ii. Dumping gray water from trailers is prohibited.

iii. Empty trailers will be parked in an area determined by Fair & Rodeo Management.

g) Removal of all equipment, stock, and trailers will be no later than one (1) day following the close of the Rodeo unless otherwise arranged in advance with the Fair & Rodeo Management.

14) DOUGLAS COUNTY IS RESPONSIBLE FOR THE FOLLOWING:

a) Fair & Rodeo Management will have the overall authority, control, and supervision of the Fair & Rodeo grounds, except the production of the rodeo portion thereof, as hereinabove provided, which shall be under the sole supervision, control, and responsibility of the Rodeo Stock Contractor.

b) Obtain sanction approval for the PRCA Rodeos and WPRA Barrel Racing.

c) Prize money for PRCA Rodeos and WPRA Barrel Racing.

d) Payment of PRCA judges, paid directly to the PRCA or the Judges.

e) All administrative business and revenue concerned with the promotion and advertising of the PRCA Rodeos, including ticket sales.

f) Facilities at the Douglas County Fair & Rodeo grounds to include rodeo grounds, pens, chutes, and sound system.

g) Arena worked to agreed specifications

i. Tractor, water truck, operator, and arena groomer for the arena.

h) Barrels for barrel racing.

i) Provide hay and water for the required livestock.

j) Operator, tractor, and animal conveyance, as per the PRCA rule book.

k) Provide limited camping and parking spaces for Stock Contractor and/or Stock Contractor personnel. To be determined by the County.

l) Scoreboard Technician and Scoreboard and/or Videoboard if the County chooses to have a board.

m) Ambulance services during the Rodeo performances, and Slack.

n) Any necessary law enforcement.

o) Douglas County reserves the right to obtain sponsors for the scheduled events.

15) MANDATORY REQUIREMENTS TO BE INCLUDED IN BID RESPONSE:

a) All bid responses must address 1-14 of the Bidder Information/Instructions. All bid responses must be submitted with the ability to complete the work as described. Do not exclude any major or minor items of information not specifically mentioned, but which would normally and reasonably be provided. Please be advised that the greater the degree of specificity, the more likely it will be for the County to review your response favorably.

b) Provide a complete description of your company to include the number of years you have been doing business in the State of Colorado and the prior experience you have had with similar contracts/agreements.

c) Identify the key individuals that will be assigned to Douglas County. List, for each individual, all relevant experience.

d) Provide a detailed narrative of how your company intends to meet the objectives of the County and a summary of the partnership that you envision with Douglas County.

e) All bid responses must include a detailed fee schedule.

f) Provide documentation for the following:

• Membership in good standing with the PRCA and WPRA for at least the last five (5) years

• Provide documentation that proves a minimum of five (5) years of experience in PRCA rodeo production

• Provide documentation of any safety issues in the prior five (5) years and the actions taken to correct those issues

• Provide a list of rodeos and dates currently under contract

• Provide a list of stock selected for the past five (5) NFR’s

• Provide a list of stock selected for the past five (5) CFR’s

• Failure to provide this required documentation may be cause for rejection of your bid response

g) Bidders shall furnish a list of three (3) current references where they provided stock and services for a Rodeo of a similar scope and scale. All references shall include title/description, location, and final cost, as well as, contact name, title, address, telephone number, and email address.

BIDDER'S CERTIFICATION