REQUEST FOR PROPOSALS

Fair Entertainment Sound and Lighting Services

Douglas County Fairgrounds Request for Proposals

October 31, 2023

RFP NAME AND NUMBER: Fair Entertainment Sound and Lighting Services

RFP #206

RFP DESCRIPTION: Sound and lighting services for entertainment during the 2024 Douglas County Fair (and potentially additional annual fairs)

CONTRACT ADMINISTRATOR: Dan Hults, Fairgrounds Director Telephone Number: 541-957-7010 Email: Dan.Hults@douglascountyor.gov

PROPOSALS ARE TO BE SENT TO: Douglas County Fairgrounds Complex Attn: Dan Hults 2110 SW Frear Street Roseburg, Oregon 97471

PROPOSAL DUE DATE: December 13, 2023 by 2:00 P.M.

Requirements: Interested Proposers are required to comply with all requirements of the RFP. A copy of the RFP and any and all clarifications issued shall be obtained from the County’s website:

https://douglascounty-oregon.us/Bids.aspx

Furthermore, all notices concerning this solicitation shall be posted to the aforementioned website.

Notices shall include, but are not limited to revisions, addenda, clarifications and answers to Proposers’ questions.

mailto:Dan.Hults@douglascountyor.gov https://douglascounty-oregon.us/Bids.aspx

TABLE OF CONTENTS

PART 1 NOTICE TO PROPOSERS

PART 2 INSTRUCTIONS TO PROPOSERS

PART 3 SCOPE OF SERVICES

PART 4 SELECTION CRITERIA AND SCORING

ATTACHMENT A PROPOSER CERTIFICATION & IDENTIFICATION FORM

ATTACHMENT B PROPOSED CONTRACT

PART 1—NOTICE TO PROPOSERS

Request for Proposals for Fair Entertainment Sound and Lighting Services

RFP # 206

DOUGLAS COUNTY, OREGON

The Douglas County Fairgrounds is requesting proposals from qualified firms or individuals to provide services needed for entertainment during the 2024 Douglas County Fair (August 7-10, 2024) bidding for each individual day cost, with an additional possibility (on written agreement of the parties) of extending the contract three times for the 2025, 2026, and 2027 Douglas County Fairs.

Sealed Proposals for the services described herein must be received by Dan Hults, Douglas County Fairgrounds Director, at 2110 SW Frear Street, Roseburg, OR 97471, NO LATER THAN December 13, 2023 by 2:00 P.M. Proposals received after the due date and time will not be considered. Proposals may not be withdrawn after the time set for opening.

Proposers must view and obtain solicitation documents from the Douglas County Bid Documents Website: https://douglascounty-oregon.us/Bids.aspx .

The Douglas County Fair Board reserves the right to reject any or all Proposals, to waive technicalities, and to award the contract to the highest scoring responsive responsible Proposer.

The Douglas County Fair Board may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject all Proposals upon a finding that it is in the public interest to do so.

PART 2—INSTRUCTIONS TO PROPOSERS

Request for Proposals for Fair Entertainment Sound and Lighting Services

RFP # 206

DOUGLAS COUNTY, OREGON

PROPOSALS DUE: December 13, 2023 by 2:00 P.M.

1 PURPOSE OF REQUEST FOR PROPOSALS:

The Douglas County Fairgrounds is requesting proposals from qualified firms or individuals to provide services needed for entertainment during the 2024 Douglas County Fair (August 7-10, 2024) bidding for each individual day cost, with an additional possibility (on written agreement of the parties) of extending the contract three times for the 2025, 2026, and 2027 Douglas County Fairs.

The County intends to select the highest scoring responsive responsible Proposer based on the evaluation criteria stated in this RFP. This RFP is intended to provide interested persons or entities with sufficient information to prepare and submit a Proposal for consideration by the County.

2 DEFINITIONS:

2.1. As used in this Request for Proposals (“RFP”):

2.1.1. “Addendum” means any document issued by the County to modify the terms and conditions of this RFP or the prospective Contract Documents.

2.1.2. “Applicable Laws” means all codes, statues, rules, regulations, orders, ordinances, and other legal requirements of federal, state, and local governmental bodies, and agencies.

2.1.3. “Board” means the Douglas County Fair Board.

2.1.4. “County” means Douglas County, Oregon.

2.1.5. “Contract” or “Contract Documents” means the documents that govern the contractual rights and obligations of the Parties concerning the Services, including Douglas County’s General Provisions for Procurement of Goods and Services, Special Provisions, Specifications, Addenda pertaining to other Contract Documents, the Proposal accepted by the County, the Contract, and Amendments.

2.1.6. “Contract Administrator” means the person named in Subsection 4.2.

2.1.7. “Contractor” means the successful Proposer selected by the County through this RFP who enters into a contract with the County.

2.1.8. “Director” means the Douglas County Fairgrounds Director.

2.1.9. “Fairgrounds” means the Douglas County Fairgrounds.

2.1.10. “Entity” means any association, partnership, corporation, limited liability company, joint venture, or other legal entity.

2.1.11. “Person” means a natural person.

2.1.12. “Proposal” means a written offer to perform the Services. The terms “Bid” or

“Offer” may be used in the RFP documents and the Contract Documents to refer to “Proposal.”

2.1.13. “Proposer” means a person or entity who submits a proposal in response to this RFP. The term “Bidder” or “Offeror” may be used in the RFP documents to refer to “Proposer.”

2.1.14. “Request for Proposal Documents” or “RFP Documents” means this form, Addenda, and attachments and exhibits to this form.

2.1.15. “Reviewers” means the Director and other representatives of the County who review and evaluate proposals.

2.1.16. “Will”, “shall”, and “must” signify mandatory obligations.

2.2. Unless otherwise stated, words and phrases used in this RFP that are not defined in

Subsection 2.1 will have the generally accepted meaning in Contractor’s trade.

2.3. When not inconsistent with the context, words in the plural number include the singular and words in the singular include the plural.

3 SCHEDULE OF EVENTS:

3.1. The following schedule of events shall be followed for this RFP:

3.2. The County reserves the right to change the foregoing schedule as it deems necessary or appropriate.

4 CORRESPONDENCE AND INFORMATION CONCERNING RFP:

4.1. To ensure fair consideration for all Proposers, the County prohibits communication of any kind relating to this RFP with any County department, bureau, or employee during the submission

RFP #206 Release October 31, 2023 Deadline to submit written questions and requests for clarification

December 1, 2023

Deadline to protest RFP Document provisions December 1, 2023 Proposal Due Date December 13, 2023 by 2:00 P.M.

Proposal Opening December 14, 2023 Issuance of Intent to Award contract by No later than December 29, 2023 Deadline to protest intended award No later than 7 calendar days after issuance of Intent to Award Contract will be signed by TBD and award process, except as provided in this Section. Such communications, when initiated by a Proposer, may be grounds for disqualifying the offending Proposer from consideration or award of the Contract or a future contract with the County.

4.2. Dan Hults, Douglas County Fairgrounds Director, is the sole source of information concerning this RFP. Proposers are advised that no other source is authorized to give information concerning, or to explain or interpret, the RFP Documents. Except as otherwise specified in this RFP, all correspondence, including written questions and objections, pertaining to this RFP must be directed to the Contract Administrator at:

Dan Hults Contract Administrator 2110 SW Frear Street Roseburg, OR 97471 Telephone Number: 541-957-7010 Email: Dan.Hults@douglascountyor.gov

4.3. This RFP is intended to provide prospective Proposers with sufficient information to prepare and submit Proposals for consideration by the County. Proposers are cautioned not to make any assumptions as to the implied meaning or intent of any part of this RFP. Proposers should request clarification if needed. All requests for interpretation or correction shall be in writing and addressed to the Contract Administrator no later than December 1, 2023.

4.4. Any prospective Proposer who contends that the provisions of this RFP or any aspect of the procurement process will encourage favoritism in the award of the contract for services or substantially diminish competition must file a written protest to the RFP no later than December 1, 2023. Failure to file a protest will be deemed a waiver of any claim by a Proposer that the procurement process violates any provision of law or this RFP. If protests are filed, the County may elect to postpone opening Proposals without invalidating this RFP or any Proposal.

5 AMENDMENTS & RFP ADDENDA:

5.1. The provisions of this RFP cannot be modified by oral interpretations or statements, which shall be deemed inadmissible in any protest proceedings. If inquiries or comments by Proposers raise issues that require clarification by the County, or if the County decides to revise or modify any part of this RFP, the County will issue RFP addenda on the Douglas County website’s “Bid Documents” web page, which may be found at:

5.2. It shall be a Proposer’s responsibility to monitor the “Bid Documents” web page regularly while the RFP is open for addenda and other notices provided in connection with this RFP.

5.3. Proposers must clearly acknowledge receipt of addenda issued by signing and returning each addendum with their Proposal. Failure to do so may result in Proposal disqualification.

6 COST OF PROPOSALS: The County will not reimburse any Proposer for costs incurred in preparation, submission, and presentation of a Proposal.

7 INTENTIONALLY OMITTED.

mailto:Dan.Hults@douglascountyor.gov

8 FORMAT OF PROPOSAL:

8.1. All Proposals shall be submitted in the format described in this Section.

8.2. In order to be considered for selection, a Proposer must submit a complete, succinct response to this RFP. A Proposal should be prepared simply and economically, providing a thorough, concise description of the Proposer’s qualifications to provide the services.

8.3. All Proposals shall be typed. No handwritten proposals will be accepted. Erasures or other changes must be initialed by the person signing the Proposal. All Proposals shall be signed in ink by a person who is authorized to represent the Offeror.

8.3.1. A Proposal from a partnership shall be signed by at least one partner.

8.3.2. A Proposal from a professional corporation shall be signed by the president, the chief executive officer, or other person authorized to act on behalf of the corporation. It shall include evidence of the corporate officer’s authority to sign, and identify the state of incorporation.

8.3.3. A joint Proposal from two or more firms shall be signed by the representative of each firm.

8.4. The name and title of the person signing the Proposal must be typed below the signature.

8.5. The County requires contractors to provide their Federal Employer Identification Number

(FEIN) or Social Security Number (SSN), as applicable. The County may report this information to the Internal Revenue Service (IRS). Contractors must keep this information current at all times. Contractor is required to notify the Contract Administrator within 10 business days if this information changes. The County shall collect the applicable tax identification information prior to signing a Contract.

9 CONTENT OF PROPOSALS:

9.1. The contents of the Proposal will become part of the Contract if accepted by the County.

9.2. Materials submitted to the County in response to this RFP and any subsequent contract negotiations or execution which may follow are subject to disclosure in response to public records requests under the Oregon Public Records Law.

9.2.1. No portion of any Proposal is confidential, notwithstanding a Proposer’s marking its Proposal, or sections of its Proposal, as confidential, proprietary, or otherwise exempt. Such designation must include an explanation of the legal basis for exemption of the specific materials from public records disclosure requirements. Materials not clearly marked as exempt from disclosure and/or which lack the required disclosure exemption explanation will be subject to disclosure in response to public records requests.

9.2.2. Designation of certain Proposal or contract documents as proprietary or confidential without further explanation as to why the Proposer believes them to be exempt from the Oregon Public Records Law’s disclosure requirements will not satisfy the foregoing requirements.

9.2.3. The County will endeavor in good faith to honor appropriate requests for exemption from disclosure, but the County reserves the right to make its own determination of whether Proposal or contract documents designated as exempt from disclosure requirements are in fact legally exempt. The County retains sole discretion to determine the applicability of the Oregon Public Records Law. The County makes no representations or assurances to Proposers that Proposal or contract documents designated by Proposers as exempt will not be disclosed in response to public records requests.

9.2.4. By submitting a Proposal, the Proposer accepts and agrees to the conditions contained in this Subsection 9.2 and to hold the County, and its officers, employees, and agents harmless for disclosures that the County deems, in the County’s sole discretion, to be required by the Oregon Public Records Law or other applicable laws.

9.3. Proposals must contain sufficient information for the County to determine which Proposer will be most qualified to furnish the services. Proposals may include information that is not specifically requested in this RFP if information is pertinent to the proposed contract. Each Proposal shall contain a clear and full statement of the Proposer’s qualifications to provide the services.

9.4. The Proposer selected by the County will be required to enter into a contract for the services as specified in this RFP.

9.5. A Proposal must include the following information within a Cover Letter:

9.5.1. The name and business address of the Proposer.

9.5.2. The name, telephone number, and email address of a representative of the

Proposer for communications with the County regarding the Proposal;

9.5.3. If the Proposer is an entity, the nature of the entity (e.g., corporation).

9.5.4. If the Proposer is a corporation, the state of incorporation.

9.5.5. A statement of whether or not the Proposer is a “Resident Bidder” who has paid unemployment taxes or income taxes in Oregon during the 12 calendar months immediately preceding submission of the Proposal and who has a business address in Oregon.

9.5.6. A statement that the Proposer has read the RFP and affirms that the Proposer agrees to be bound by the terms contained within this RFP.

9.5.7. An acknowledgement of receipt of each Addendum. Failure to do so may result in Proposal disqualification.

9.6. A Proposal also must include the following information:

9.6.1. Describe the house sound system that will be installed at the Umpqua Park Amphitheatre that conforms, at a minimum, to the attached technical specifications, including the age and brand names of proposed equipment, with the costs of rental, installation, operation, and tear-down of the system for each day of operations (include pricing for three (3) and four (4) days of entertainment).

9.6.2. Identify the key personnel to be assigned to the Umpqua Park Amphitheater to install, operate and troubleshoot the sound and lighting system. Provide resumes, as well as descriptions of each individual’s technical training and industry experience that qualifies them to perform the aforementioned tasks, including their experience providing light and/or sound to outdoor venues with seating for 5,000 or more.

9.6.3. Describe Proposer’s plan to provide well-trained, licensed electrician(s), riggers, and a State Manager for set-up, tear-down, and load-out services associated with each concert (or other stage performance), including the set-up of the roof structure for the stage, as described in the attached technical specifications.

9.6.4. Describe other in-house sound equipment, lighting equipment, band gear, backline equipment, etc. available to the Fairgrounds, with a rental rate sheet for such equipment.

9.6.5. Describe Proposer’s ability and willingness to adapt to last-minute adjustments as they arise due to the needs of the Fairgrounds and the artists.

9.6.6. Provide a list of at least three (3) references, including name, address, telephone number, and email address.

9.6.7. Indicate either acceptance of the County’s proposed contract provisions or suggest reasonable alternatives that do not substantially impair the County’s rights under the contract. Unconditional refusal to accept the contract provisions proposed by the County without offering acceptable alternatives may result in the disqualification of the Proposer or a less favorable evaluation of its Proposal. The Proposer selected by the County will be expected to enter into a written contract in the form attached to this RFP.

9.6.8. State whether the Proposer will meet the insurance requirements of the contract. If the Proposer will not meet those requirements, describe the current level of insurance maintained by the Proposer.

9.7. Submissions must clearly respond to the elements listed above. The County reserves the right to request additional information from Proposers, in writing and/or in a meeting, pertaining to statements made within a Proposal that the County feels is necessary for clarification purposes. The County shall have the right to disqualify any Proposal as a result of the information gathered in its research.

10 SUBMISSION OF PROPOSALS:

10.1 In order to be considered, a Proposer must submit: one (1) copy marked as an original (signed in blue ink), signed by a representative of the Proposer who is authorized to bind the Proposer in contractual matters; four (4) copies of the Proposal; and (1) electronic copy (either on a CD or thumb drive).

10.2 Sealed Proposals must be delivered to the Douglas County Purchasing Manager by affixing the below label to the outside of the Proposer’s package and mailing or delivering them to:

Proposers mailing Proposals should allow extra mail delivery time to ensure timely receipt of their Proposal. Proposals received after the delivery deadline will not be considered.

The original Proposal (and copies) must be contained in a sealed envelope with the above Proposal Identification Label completed and attached to the outside package of the Proposal submitted. PROPOSALS SUBMITTED BY FACSIMILE OR EMAIL TRANSMISSION

WILL NOT BE ACCEPTED.

10.3 Proposals must be received by the Douglas County Fairgrounds Director at the address listed above no later than December 13, 2023 by 2:00 P.M. Late Proposals will be returned unopened.

10.4 By submitting a Proposal, the Proposer certifies that:

10.4.1. The Proposer has read and understands the RFP and the terms of the attached contract. After submitting a Proposal, a Proposer cannot assert that there was any misunderstanding concerning the requirements of the Contract Documents.

10.4.2. The Proposer is familiar with the conditions that will affect the Proposer’s performance, if the Proposer is selected to provide the services.

10.4.3. The Proposal has been made independently and is being submitted without any collusion, agreement, understanding, or planned common course of action with any other Proposer.

10.4.4. The Proposer is compliant with all applicable federal, state, and local tax laws.

10.4.5. The Proposer will comply with all federal, state, and local laws, regardless of whether they are specifically identified herein, applicable to participation in this RFP, public contracting, and provision of the services that are the subject of this RFP.

10.4.6. The Proposer is an equal opportunity employer that presently complies and in the future will comply with all applicable provisions of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972 (42 U.S.C. § 2000) and all regulations thereunder (e.g., 41 CFR Part 60 et seq.);

Executive Orders 11246 and 11375; the Americans With Disabilities Act (42 U.S.C. § 12101 et seq.); and all federal and state civil rights laws applicable to the Proposer’s operations.

10.5 Proposals will be publicly opened on December 14, 2023 at 10:00 A.M. at the Douglas

County Fairgrounds Business Office located at 2110 SW Frear Street, Roseburg, Oregon 97471. Proposers who wish to be present at the time will be informed of the number and names of Proposers. No other information will be made available at that time.

Douglas County Fairgrounds Attn: Dan Hults, Fairgrounds Director 2110 SW Frear Street Roseburg, OR 97471

SEALED PROPOSAL FOR RFP #206

DO NOT OPEN

11 AMENDMENT AND WITHDRAWAL OF PROPOSALS: A Proposer may withdraw its Proposal at any time before Proposals are opened by submitting a written request to withdraw to the Director. A Proposer may amend its Proposal at any time prior to the Proposal due date by submitting a written amendment to the Director. The amendment or withdrawal shall be executed by a duly authorized representative of the Proposer. Proposals cannot be amended after the Proposal due date. Proposals will be irrevocable for thirty (30) days after they are opened or until the County specifically rejects the Proposal or executes a contract with another Proposer, whichever shall occur first.

12 EVALUATION OF PROPOSALS:

12.1 Proposals will be reviewed and evaluated by the Director and other representatives of the

County. The reviewers may request supplemental information from a Proposer concerning the Proposer’s Proposal. The Proposer shall respond promptly to the request. Proposers shall not submit supplemental information without the approval of the Director.

12.2 The County may make such investigations as it deems appropriate to determine whether a Proposer is qualified to provide the services. A Proposer may be requested to provide supplemental written information concerning the Proposer’s ability to provide services and provide written authorization for third parties to provide information to the County concerning the Proposer.

12.3 The County may interview any Proposer, but it is not required to interview all Proposers. In an interview the Proposer may be allowed to expand upon information contained in the Proposal.

12.4 The County shall give preference to goods or services that are manufactured or produced in

Oregon if price, fitness, availability, and quality are otherwise equal, and shall add a percent increase to the Bid of a Nonresident Bidder equal to the percent, if any, of the preference given to the Bidder in the state in which the Bidder resides.

12.5 The reviewers may consider information that is pertinent to the Proposer’s qualifications regardless of whether such information is specifically requested by this RFP, and other pertinent information obtained during the review process.

12.6 The County may reject a Proposal if it is non-responsive, incomplete, conditional, or otherwise irregular. The County may waive irregularities or deficiencies in a Proposal that the County deems to be minor or if waiver is in the best interests of the County.

12.7 If a Proposer fails to cooperate with an investigation; fails to provide supplemental information; provides false, misleading, or incomplete information; or otherwise materially undermines the selection process, the Proposer may be disqualified.

12.8 The County may correct any arithmetical errors in the Proposal.

12.9 The County may debar a Proposer pursuant to law.

12.10 The County will score the Proposals using the scoring system set forth in Part 4.

12.11 The County reserves the exclusive discretion to:

12.11.1 Determine whether to waive defects, irregularities or deficiencies in a

Proposal;

12.11.2 Reject a Proposal that is irregular, incomplete, or non-responsive;

12.11.3 Determine whether a Proposer will be allowed to submit supplemental written information concerning the Proposer’s ability to perform the services;

12.11.4 Decide whether to interview a Proposer;

12.11.5 Reject a Proposal if the Proposer fails to comply with the requirements of this RFP;

12.11.6 Determine whether to disqualify or debar a Proposer;

12.11.7 Determine what information is pertinent to the review process and the importance of information;

12.11.8 Determine the intent, purpose, and meaning of any provision in this RFP;

12.11.9 Determine whether a Proposal complies with the provisions of this RFP;

12.11.10 Determine the appropriate score for each Proposal, using the evaluation criteria and scoring listed in Part 4; and

12.11.11 Select the Proposer best suited to provide the services.

12.12 The County reserves the right to accept one or more Proposals, accept only portions of Proposals, or reject all Proposals at its option.

13 EXECUTION OF CONTRACT:

13.1 The County intends to select the highest scoring responsive responsible Proposer. After the Director and other representatives of the County score the Proposals, the reviewers will rank the Proposers and make a written recommendation on selection of the Contractor to the Board. The reviewers will document the reasons for their recommendation. The Board will make the final decision on selection of the most suitable Contractor. All Proposers will be notified of the Board’s decision.

13.2 All Proposers not selected will be notified of the County’s decision. After the County selects a Contractor, any Proposer may review the evaluation documentation at the Douglas County Fairgrounds Business Office, located at 2110 SW Frear Street, Roseburg, OR 97471. If there are disagreements with the outcome or questions regarding the selection process, Proposers must submit the questions or protest in writing to the Director no later than seven (7) calendar days after the notice of intent to award has been issued. A written response will be issued for all timely questions or concerns.

13.3 If the successful Proposer fails to execute a contract and provide any document that is required by the contract within fifteen (15) days after the proposed contract is presented to the successful Proposer, the County will, either orally or in writing, formally retract the contract. The County may then accept the next highest scoring Proposal from a responsive responsible Proposer. The County may continue in this manner through successive Proposers until a contract is executed, or the County terminates the selection process.

13.4 The Board reserves the right to reject all Proposals.

PART 3 – TECHNICAL SPECIFICATIONS

The Umpqua Park amphitheater is an outdoor performance venue that features top-name artists and has a seating capacity of approximately 5,000. The sound and lighting services contractor must provide a first-class sound and lighting system for this stage, including equipment, materials, and qualified personnel to install the roof structure and both sound and lighting systems, make daily modifications to both systems required by artists, operate or assist in the operation of both systems, and tear down and load out both systems at the conclusion of the last performance.

Subcontracting of any of the sound and lighting services is not permitted. Subcontracting of the equipment is permissible.

The successful contractor must also provide a stage manager to assist with the set-up, tear-down and load-out for each performance. If required by artists, sound engineers shall also be provided by the contractor. The contractor must have the sound lighting systems installed and ready for operation at least eight hours prior to show time each day that entertainment is provided, unless otherwise arranged by the producer.

ADD:

1. ROOFING SYSTEM:

a) Must supply 40’x30ft rain roof system with 10,000lb load capability, ¾ tie down roof with left right and back.

2. MAIN STAGE LIGHTING SYSTEM SPECIFICATIONS:

The lighting system provided by the contractor shall consist of a minimum of:

a) LED Beam Washes and Arch Lighting using smart instamentation

b) (120) PAR64 fixtures with 1,000-W lamps (Thomas, Tomcat, or approved equal.)

c) (16) PAR64, 250W (4552 ACL) lamps, configured as 4 bars of 4.

d) (6) ellipsoidal spotlights (ETC Source Four, Altman, Shakespeare, or approved equal.)

e) (2) 8- or 9-light fixtures with 650-W DWE lamps for audience lighting (Thomas, Mole, Richardson, or approved equal.)

f) (84) 2.4-kW dimmers (ETC, CAE VX series, or approved equal.)

g) Lighting console with at least (48) channels, two scene, (20) programmable chase function (Leprechaun 2000 or 3000, Avolites, or approved equal.) LED Moving Heads

h) Lighting trusses of double-hung, pre-rigged type, to be configured as upstage and downstage trusses. Engineering report must be made available upon request. Homemade or Rohn trusses are unacceptable.

(Thomas, Tomcat, or approved equal.)

i) Feeder cable, which shall be either Type W or entertainment industry standard lighting cable of the proper gauge in relationship to the main breaker upstream.

j) (4) long-throw follow spots able to throw a distance of 200’ (Strong, Lycian, or approved equal.)

k) Wired intercom system with a minimum of (8) stations and cabling as required.

l) All color media per artists’ requirements.

m) Protective covers and tarps to shield equipment in case of rain.

3. SOUND SYSTEM SPECIFICATIONS:

The sound system provided by the contractor shall consist of a minimum of:

SPEAKER SYSTEM – The speaker system shall be a four-way system consisting of a minimum of

(9) low, mid, high enclosures per side, a minimum of (8) sub speaker enclosures per side, and a minimum of (2) two-way front fill speaker cabinets. The speaker system shall have independent inputs, level control, eq, and delay for the subs and front fills. The speaker system shall be flown.

Acceptable speaker cabinets include JBL, Electro Voice, EAW, Meyer, or approved equal line array speakers. No proprietary speakers will be accepted.

AMPLIFIER SYSTEM – Professional-quality amplifiers shall be used to power the speaker system (Crown, Crest, QSC or approved equal).

F.O.H. MIXING CONSOLE – The front-of-house mixing console shall be of professional quality with a minimum configuration of (48) inputs, (16) aux sends, (8) groups (8) DCA, main stereo left and right output, as well as (8) matrixes output. The preferred console is digital with a minimum of (5) on-board effects, recallable preamps, compressors and noise gates for every channel, and ability to store multiple scenes. Acceptable brands include Digidesign D-Show, Venue, Profile, Yamaha PM5D, or approved equal.

F.O.H. CONTROL RACK – System controller with independent sub control shall include parametric eq, band pass limiting, and level control for the entire audio system. Acceptable brands are Dolby, Lake, BSS, DBX, or approved equal.

4. MAIN STAGE MONITOR SYSTEM SPECIFICATIONS:

The monitor system provided by the contactor shall be located and operated from the stage. All controls must be independent of the house sound system and shall consist of a minimum of:

a) Professional-quality UHF wireless microphones

b) Clear-Com remote station with handset and call light

MONITOR CONSOLE – The monitor console shall be of professional quality with a minimum configuration of (48) inputs and (24) aux/mix outputs. The preferred console is digital with a minimum of (5) on-board effects, recallable preamps, compressors and noise gates for every channel, graphic eq’s for mix outputs, and the ability to store multiple scenes. Acceptable consoles include Digidesign D-Show, Venue, Profile, Yamaha PM5D, Midas or approved equal.

AMPLIFIER SYSTEM – Amplifiers shall be professional amplifiers that will power the monitor speakers system. Acceptable brands include Crown, Crest, or approved equal.

MONITOR SPEAKERS – A minimum of (12) bi-amped floor wedges, (1) drum monitor (sub), and (1) pair of three-way side fills shall be provided. All floor wedges and side fills will be active/bi-amped or tri-amped. Acceptable brands include JBL, EAW, or approved equal. No proprietary speakers will be accepted.

MICROPHONES – The following microphone equipment is required:

Must provide vocal and instrument Microphones

(12) professional-quality direct boxes

(50) professional-quality stands, boom arms, goose necks

(75) 25-foot microphone cables, low-impedance XLR type 3 of 3

SNAKE SYSTEM – The following snake system equipment is required:

(1) 250’ x 52-channel audio snake

(1) 250’ x 12-channel main drive sake

(5) 50’ x 12-channel microphone sub boxes

POWER DISTRIBUTION – 200-amp / 5-wire / 3-phase electrical distributing system shall be supplied on stage. The sound company must supply all electrical (AC) feeds for all sound equipment and artist stage AC requirements.

ENGINEERING SERVICES – The contractor shall provide expert personnel in the following capacities:

a) System engineer

b) House mixing engineer

c) Monitor mixing engineer

d) Lighting designer

e) Conventional lighting engineers

MISCELLANEOUS EQUIPMENT – The contractor shall provide the following items:

a) Riser: (6) 4’ x 8’ x 18” risers, interlocking, to form various configurations per artists’ specifications

b) Steps

c) Consumables: tie line, gaffer tape, glow tape, scrim, drapery, and other necessities as required for each production.

d) ADA: an assistive listening system (ALS) that meets current ADA requirements. The ALS shall be programmable, FM, and provide service for at least ten patrons.

e) LED Video Wall that is minimum 13’ x17’ in size (contractor must specify the per day cost for this particular piece of equipment)

PART 4—SELECTION CRITERIA AND SCORING

The County will evaluate Proposals according to the following criteria, where a maximum amount of 135 points may be awarded:

Criteria Maximum Points Proposer experience and qualifications in providing entertainment sound and lighting at outdoor venues having seating of 5,000 or more, including the experience and qualifications of the Proposer’s personnel in performing the services required for the Fair at the Umpqua Park Amphitheater.

Sufficiency and quality of house sound and lighting system to be provided, as well as optional equipment that could be provided as needed.

Sufficiency of references (taking into account both quality and quantity) of clients for which Proposer has provided outside venue services within the past two years.

Ability and willingness of Proposer to adapt to last-minute adjustments as they arise due to the needs of the Fairgrounds and the artists.

Cost of services.

Proposer’s Insurance. 10

TOTAL: 135

ATTACHMENT A

PROPOSER CERTIFICATION & IDENTIFICATION FORM

FAILURE OF THE PROPOSER TO COMPLETE AND SIGN THIS FORM MAY RESULT IN

REJECTION OF THE SUBMITTED PROPOSAL.

The undersigned, having full knowledge of the specifications for the goods or services specified herein, offers and agrees that this offer shall be irrevocable for at least 30 calendar days after the date offers are due or as stated in the solicitation, and if accepted, to furnish any and/or all goods or services as described herein at the prices offered and within the time specified.

PROPOSER NAME:

ADDRESS: City, State, Zip

TELEPHONE NO:

STATE OF

INCORPORATION: DATE OF INCORPORATION:

BUSINESS □ Corporation □ Sole Proprietor □ Partnership DESIGNATION: □ S. Corporation □ Non-Profit □ Government

□ Other:

OREGON MWESB

CERTIFICATION NUMBER:

□ Minority Owned □ Woman Owned □ Emerging, Small □ N/A

ASSURANCES - The Proposer attests that:

1. The person signing this offer has the authority to submit an offer and to represent Proposer in all phases of this procurement process;

2. The information provided herein is true and accurate;

3. The Proposer is [check box which applies]:

□ A resident proposer, as described in ORS 279A.120.

□ Not a resident proposer.

4. Proposer has not and will not discriminate against a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055 in awarding subcontracts for the Work pursuant to ORS 279A.110.

5. Proposer will notify the Department Contracts Officer within 30 days of any change in the information provided on this form.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY

MATTERS – The Proposer certifies to the best of its knowledge and belief that neither it nor any of its principals:

1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, department or agency;

2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in paragraph 2. of this certification;

4. Have, within a five-year period preceding the date of this certification had a judgment entered against contractor or its principals arising out of the performance of a public or private contract;

5. Have pending in any state or federal court any litigation in which there is a claim against contractor or any of its principals arising out of the performance of a public or private contract; and

6. Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason related to contract performance.

COMPLIANCE WITH TAX LAW – Proposer shall pay all taxes owed to a public body, as defined in ORS 174.109, and Proposer attests to compliance with the tax laws of this state or a political subdivision of this state including, but not limited to ORS 305.620, and ORS chapters 316, 317, and

318. Proposer will continue to comply with the tax laws of this state or a political subdivision of this state during the term of this contract. Failure to comply with this contract term is a default for which County may terminate the contract and seek damages and other relief available.

CERTIFICATION REGARDING CONFLICT OF INTEREST

“Organizational conflict of interest” means that, because of other activities or relationships with other persons or firms, a Contractor or Consultant (including its principal participants, directors, proposed consultants or subcontractors) would be unable or potentially unable to render impartial, technically sound assistance or advice to Douglas County; or the Contractor’s or Consultant’s objectivity in performing the Work would or might be otherwise impaired. The Proposer certifies to the best of its knowledge and believe that neither it nor any of its principal participants and agents:

1. Has any relationships with any firms or individuals that are or appear to be an organizational conflict of interest.

2. Has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Proposer, Douglas County may exclude the Proposer from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Proposer further certifies that the degree and extent of the relationship of the Proposer with these named firm(s)/individual(s) have been fully disclosed below.

Where Proposer is unable to certify to any of the statements in this certification, Proposer shall attach an explanation to their Proposal.

SIGNATURE OF AUTHORIZED PERSON:

Signature:

Print Name and Title:

Date:

Contact Person for this Procurement:

Phone:

Email:

CONTRACT NO. ____________ FOR SOUND AND LIGHTING SERVICES

FOR DOUGLAS COUNTY FAIR ENTERTAINMENT

This Contract is made on ___________________________ between Douglas County (“County”) and __________________________________________________________________ (“Contractor”) on the following terms and provisions:

1. DEFINITIONS AND INTERPRETATION:

1.1. As used in this Contract:

1.1.1. "Amendment" means a written agreement executed by County and Contractor that amends provisions of previously executed Contract Documents.

1.1.2. "Applicable laws" means federal, state, and local codes, acts, statutes, regulations, administrative rules, ordinances, orders and other legal requirements that affect the Services.

1.1.3. "Contract Administrator" means the officer, employee, or agent of County named in Subsection 4.1 below.

1.1.4. "Contract Documents" means this form, Specifications, the Quotation, Extensions, Amendments, exhibits, and documents incorporated by reference.

1.1.5. "Contract Price" means the total amount payable to Contractor for the Services as determined by the Contract Documents.

1.1.6. "Contract Term" means the time during which Contractor will provide the Services as stated in the Contract Documents. References to the "Contract Term" include both the initial term and any Extensions.

1.1.7. "County Accountant" means the person designated as County Accountant pursuant to ORS Chapter 210 and County Code Chapter 3.04.

1.1.8. "Extension" means both a written agreement between the Parties to extend the Contract Term and the period covered by such agreement.

1.1.9. "Party" or "Parties" means County or Contractor or both.

1.1.10. "Premises" means real property, including buildings and other improvements that are owned or occupied by County.

1.1.11. "Quotation" means the written offer to perform the Services submitted by Contractor in response to a "Request for Quotations" issued by County. If a Request for Quotations has been issued, a copy of the Quotation shall be attached to this form as an exhibit.

1.1.12. "Specifications" means written descriptions of the Services which are attached to this form as an exhibit.

1.1.13. "Services" means services that Contractor will provide to County under the Contract Documents. The Services may include supplying "Goods," as defined in ORS 72.1050.

1.1.14. "Subcontractor" means a person or an entity who has a "Subcontract" with Contractor for performing part of the Services.

1.1.15. "Third-Party Claims" means demands, claims, actions, arbitrations, and other adversarial proceedings and appeals that are asserted, filed, or prosecuted against a Party by a person or entity other than a Party and all resulting expenses and liabilities, including damages, judgments, attorney fees, litigation costs, mediation costs, and arbitration costs.

1.2. Generally, unless particular provisions of the Contract Documents state otherwise, or unless the context indicates otherwise:

1.2.1. Words in the present tense include the future, and vice versa. Words and phrases used as nouns include the singular and plural forms.

ATTACHMENT B

1.2.2. Words and phrases that are not defined in the Contract Documents will have the meaning commonly accepted in Contractor's trade.

1.2.3. The phrase "without limitation" will be deemed to follow the words "include," "includes," and "including" when referring to a list, class, or group of persons, entities, things, provisions, conditions, acts, omissions, events, obligations, rights, remedies, expenses, or liabilities.

1.2.4. "Shall," "will," and "must" signify mandatory obligations. "May" signifies a discretionary or permissive act.

2 CONTRACT DOCUMENTS:

2.1. The Contract Documents constitute the entire agreement between the Parties concerning the Services and supersede the Request for Quotations if one has been issued. References to “this Contract” or “the Contract” include all Contract Documents.

2.2 Each Party shall notify the other Party of inconsistencies in the Contract Documents. If inconsistencies occur, the document or provision that will result in the better quality of Services will have priority. Amendments have priority over all other Contract Documents, including Amendments of an earlier date. Specifications have priority over this form. This form and Specifications have priority over the Quotation.

The Contract Administrator may issue a written interpretation to resolve any inconsistencies in the Contract Documents which will be binding on Contractor so long as it is not unreasonable.

2.3. If a provision of a Contract Document is held by a court to be invalid, it will not affect the validity of other provisions.

2.4. Notwithstanding Subsection 2.1, Amendments issued by County with the Request for Quotations that are attached to this form as exhibits are included in the Contract Documents. After this Contract is signed, the Contract Documents may be changed only by written Amendments that are signed by authorized representatives of both Parties.

3 CONTRACT TERM: (CHECK BOX IN FRONT OF EITHER SUBSECTION 3.1 OR SUBSECTION 3.2)

3.1. Contractor shall start the Services by ___________ and complete the services by _________.

3.2. The initial term of this Contract begins on August 7, 2024 and ends on August 10, 2024. The Parties may agree to extend the Contract Term for three additional Douglas County Fairs (2025, 2026, and 2027). Extensions must be signed by authorized representatives of both Parties.

3.3. A schedule for the Services may be included in the Specifications.

3.4. Notwithstanding Subsections 3.1 and 3.2, this Contract may be terminated before the end of the Contract Term as provided in the Contract Documents.

4 CONTRACT ADMINISTRATION:

4.1. Dan Hults, Douglas County Fairgrounds Director is the Contract Administrator. The Contract Administrator is authorized to oversee the Services, to give and receive notices on behalf of County, and to give approvals under the Contract Documents at any time by notice to Contractor. The Board of County Commissioners may designate a new Contract Administrator at any time by notice to Contractor.

4.2. Contractor shall give County notice of persons who are authorized to act on behalf of Contractor on all matters concerning administration of this Contract.

5 APPROVALS: If the Contract Documents require approval of any thing, act, or document, the request for approval and the response must be given by persons with proper authority under the Contract Documents in the same manner as notices under Section 6. Approval will not be withheld unreasonably.

6 NOTICES:

6.1. Notices required by this Contract must be given in writing by personal delivery or mail, unless some other means or method of notice is required by law.

6.2. All other notices to County must be directed to the Contract Administrator. County’s address for notices is: Attention: Dan Hults, Douglas County Fairgrounds Director, 2110 Frear Street, Roseburg, Oregon

97471.

6.3. Contractor’s address for notices is:

6.4. Each Party will notify the other of any change of address for notices.

7 CONTRACTOR’S RESPONSIBILITY FOR THE SERVICES:

7.1. Time is of the essence on this Contract. Contractor shall perform the Services promptly and efficiently and in accordance with any schedule that is included in the Specifications. Contractor shall provide all labor, materials, tools, equipment, and incidentals that are necessary for proper performance of the Services, including items that may be inferred from the Specifications or from prevailing custom or trade usage as being necessary to produce the intended results.

7.2. Except to the extent that the Specifications require certain means or methods, Contractor will be responsible for the means and methods used for the Services.

7.3. Goods provided by Contractor must be of good quality and will be subject to the warranties provided by ORS 73.3120, 72.3131, 72.3140, and 72.3150.

7.4. Contractor shall provide and properly supervise qualified workers. Workers must have any licenses and certificates required by Applicable Laws.

8 ASSIGNMENTS, SUBCONTRACTS: Contractor shall not assign any interest in this Contract or enter into Subcontracts without the approval of the Contract Administrator.

9 USE OF PREMISES:

9.1. Provisions of this Contract that refer to “the Premises” will only apply to the Services if they are performed at Premises, as defined in Subsection 1.1.10.

9.2. Contractor shall confine Services performed at the Premises to areas and times stated in the Specifications, and Contractor shall avoid any unnecessary interference with use of the Premises.

9.3. Contractor shall take reasonable precautions to prevent injury to persons and damage to property that may result from Contractor’s use of the Premises. Contractor shall remedy any damage to the Premises and other property of County resulting from the Services.

10 HAZARDOUS CHEMICALS: Contractor shall implement and bear the cost of precautions required for protection from “hazardous chemicals” covered by ORS 654.750, ORS 654.760, ORS 654.770, ORS 654.780 and/or OAR Chapter 437, Division 4 that may be encountered at the Premises or used for the Services. The Contract Administrator and Contractor will exchange material safety data sheets, label information, and instructions for precautionary measures for hazardous chemicals kept at the Premises by County or used for the Services by Contractor. The Contract Administrator may prohibit the use of particular hazardous chemicals.

11 LIABILITY OF COUNTY’S OFFICERS, EMPLOYEES AND AGENTS: Officers, employees and agents of County will not have any direct, personal liability to Contractor.

12 NO AGENCY: Contractor is engaged by County as an independent contractor in accordance with ORS

670.600. Contractor, Subcontractors, and their principals, employees and agents are not agents of County as that term is used in ORS 30.265.

13 WORKERS’ COMPENSATION: Contractor is a “subject employer” as defined in ORS 656.005 and shall comply with ORS 656.017. All persons performing Services at the Premises must be covered by workers’ compensation insurance.