Year Round Carnival RFP.pdf

Oregon State Fair and Exposition Center Year-Round Carnival Operations and Midway Services RFP

Page | 2 Oregon State Fair & Exposition Center | Carnival Operations & Midway Services RFP

Chapter 1 - Introduction & Procurement Overview The Oregon State Fair and Exposition Center is a public corporation that is created by the state to carry out public missions and services. In order to carry out these public missions and services, a public corporation participates in activities or provides services that are also provided by private enterprise. A public corporation is granted increased operating flexibility in order to best ensure its success, while retaining principles of public accountability and fundamental public policy. The board of directors of a public corporation is appointed by the Governor but is otherwise delegated the authority to set policy and manage the operations of the public corporation.

Our Mission The mission of the Oregon State Fair and Exposition Center is to provide a reason and a place for all people to gather, connect, learn, embrace excellence in all forms and celebrate the achievements of Oregonians.

Our Vision We envision a relevant Oregon State Fair and Exposition Center that embodies good stewardship of the public’s trust and serves as a self-sustaining asset for Oregonians to treasure long into the future.

Adopted by the Oregon State Fair Council on 12/4/14

Request for Proposals Carnival Operations & Midway Services Annual Oregon State Fair & Year – Round Signature Events

RFP No. 2027-01 Initial Contract Term: Three (3) Years with one (1) optional two (2) year renewal.

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Designated Procurement Contact Kim Grewe-Powell Chief Executive Officer Oregon State Fair and Exposition Center 2330 17th Street NE Salem, OR 97301 Email: kgrewe-powell@oregonexpo.org Phone: 971-701-6566 Website: https://oregonexpo.org/

Letter from the CEO Thank you for your interest in partnering with the Oregon State Fair and Exposition Center (OSFEC). OSFEC seeks a long-term strategic partner to operate and continually improve and grow carnival operations for the annual Oregon State Fair and Signature Events. We seek a partner that can provide innovation, safety, investment, exceptional customer service, and financial stewardship.

Table of Contents Chapters 1-4 - Opportunity, Partnership & Renewal Chapter 5 - Procurement Process & Evaluation Chapter 6 - Scope of Services Chapter 7 - Financial Requirements & Revenue Proposal Chapter 8 - Oregon Legal, Insurance & Compliance Chapters 9-10 - Proposal Forms & Performance Accountability Chapters 11-12 - Procurement Terms, Exhibits & Attachments

Chapter 2 – Partnership Vision & Strategic Objectives

Purpose of the Solicitation OSFEC seeks proposals for exclusive carnival operations for the Oregon State Fair and all OSFEC Signature Events.

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Partnership Vision OSFEC seeks a strategic, long-term carnival partner that shares its commitment to safety, exceptional guest experiences, operational excellence, innovation, and the continued growth of the Oregon State Fair and OSFEC Signature Events.

The successful Contractor will be expected to operate as an extension of the OSFEC team—not simply as a provider of rides, games, and concessions. OSFEC is seeking a partner that brings forward ideas, invests in the future of the midway, responds to changing guest expectations, and works collaboratively with OSFEC leadership and staff to continuously improve the carnival experience.

Throughout the contract term, OSFEC expects the partnership to focus on continuous improvement and measurable investment. This includes maintaining a high-quality and diverse attraction mix; introducing new and refreshed attractions; investing in equipment, technology, lighting, appearance, and guest amenities;

strengthening accessibility and customer service; maintaining rigorous safety and maintenance practices;

and identifying opportunities to improve the overall efficiency and presentation of the midway.

The partnership should also extend beyond the annual Oregon State Fair. OSFEC's Signature Events provide additional opportunities to develop creative carnival offerings, test and grow new concepts, reach new audiences, and strengthen year-round engagement with the Fairgrounds. The successful Contractor should demonstrate the flexibility and resources necessary to support these events while maintaining the same standards of safety, professionalism, cleanliness, and guest service expected during the Oregon State Fair.

OSFEC values a relationship built on communication, transparency, accountability, safety and shared problem-solving. The successful Contractor will be expected to communicate openly regarding operational challenges, financial performance, safety matters, guest feedback, staffing, and future investment, and to work proactively with OSFEC to identify solutions.

Ultimately, OSFEC's goal is to establish a partnership that grows stronger over the life of the Agreement.

Success will be measured not only by financial performance, but also by the quality and safety of the midway, guest satisfaction, operational reliability, continued investment, innovation, accessibility, guest value and the Contractor's ability to contribute positively to the long-term success and growth of the Oregon State Fair and Exposition Center.

OSFEC is seeking more than a carnival operator. It is seeking a partner invested in the future of the Oregon State Fair and Exposition Center.

Strategic Objectives Increase guest satisfaction Safety and maintenance excellence Annual capital investment commitments Ride age and refurbishment expectations Sustainability and environmental practices

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Technology standards including but not limited to cashless payment, mobile ticketing and reporting dashboards

Marketing and promotion strengthening plan ADA enhancements beyond minimum compliance Professional staff training and customer service certification Operational excellence Financial transparency Long-term partnership Growth of the Oregon State Fair and Signature Events

Best Value Procurement Award will be based partially on best value provided to our customers. Revenue percentage remains a major evaluation component, but overall value—including investment, innovation, safety, guest experience, growth ideas and operational excellence—will determine the successful proposer.

Contract Term Initial three-year contract with one optional two-year renewal based upon performance reviews and OSFEC approval.

Chapter 3 – Renewal Business Plan & Annual Performance Review

Renewal Business Plan Contractor shall submit a Renewal Business Plan 12 months before the end of the initial term documenting performance, investments, future plans, and strategic vision.

Required Components Performance Summary Capital Investment Summary Ride Modernization Plan Technology Roadmap Guest Experience Enhancement Plan Sustainability Plan Marketing & Partnership Plan Financial Performance Workforce Development Strategic Vision with ideas for Growth

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Annual Performance Review Financial Performance

Ride Quality Guest Satisfaction Safety and Performance Customer Service Capital Investment Technology Growth of the Oregon State Fair and Signature Event Performance Sustainability Partnership & Communication

Renewal Evaluation OSFEC will use annual reviews and the Renewal Business Plan to determine whether exercising the optional two-year renewal is in the Fair's best interest.

Chapter 4 – Oregon State Fair and Exposition Center "Creating memorable experiences through excellence, partnership, innovation, stewardship, and exceptional service to the people of Oregon."

4.1 Introduction

The Oregon State Fair and Exposition Center (OSFEC) is one of Oregon's premier public event venues serving as a year-round gathering place for agriculture, entertainment, education, commerce, and community engagement. This chapter introduces proposers to OSFEC, its mission, facilities, operations, and strategic priorities.

4.2 Oregon State Fair & Exposition Center at a Glance

Category Information Location Salem, Oregon Owner State of Oregon (Grounds and Buildings) Operated By Oregon State Fair Council Campus Size Approximately 186 Acres Founded 1862 Annual Fair 11 Days Fair Annual Attendance 400,000+ Guests Events Hosted Approximately 250 Annually Buildings 14 State-Owned Buildings

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Currently Four Signature Events Oregon State Fair, Fourth of July Spectacular, Scare at the Fair, Holiday Village, and future Signature Events

4.3 Campus Overview

The 186-acre campus includes the Pavilion, Jackman Long Building, Columbia Hall, Cascade Hall, Floral Building, Historic Horse Stadium, L.B. Day Amphitheater, livestock facilities, camping, parking areas, commercial vendor spaces, and support facilities. A labeled campus map is included.

4.4 Signature Events (Outside of the Oregon State Fair)

Fourth of July Spectacular: One-day free event with 20,000+ culminating with a City of Salem fireworks show.

Scare at the Fair: Three- to four-weekend seasonal free Halloween event including ticketed haunted houses with the attendance of 5,000 people. Holiday Village: Four- to five-weekend holiday celebration with free admission, with the attendance of over 5,000 people.

4.5 Why Partner with OSFEC

A long-term partnership with one of the Pacific Northwest's premier state fairs, including opportunities to grow with multiple signature events and help shape the future of the midway.

4.6 Characteristics of the Ideal Partner

Financially stable, safety-focused, innovative, guest-centered, collaborative, strong marketing plan and committed to continuous improvement and growth.

4.7 What Success Looks Like

Improved guest satisfaction, annual capital investment, technology modernization, increased development of the Oregon State Fair, growing successful Signature Events, transparent reporting, and a trusted partnership.

4.8 The Contractor's Opportunity

The selected Contractor will help create memorable experiences for more than 400,000 annual Fair guests while supporting and growing year-round activation of signature events.

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CHAPTER 5

Procurement Process & Instructions to Proposers

Carnival Operations & Midway Services

5.1 Purpose

This chapter establishes the procedures and requirements governing the submission, review, evaluation, and selection of proposals for Carnival Operations & Midway Services for the Oregon State Fair and Oregon State Fair and Exposition Center Signature Events. OSFEC intends to conduct a fair, transparent, competitive, and consistent procurement process designed to identify the Proposer offering the greatest overall value and strongest long-term partnership.

Submission of a proposal indicates that the Proposer has reviewed the RFP and understands the scope, expectations, and requirements associated with this opportunity.

5.2 Procurement Schedule

Procurement Activity Date

RFP Issued September 21, 2026

Deadline for Written Questions October 1, 2026

Final Addendum / Responses to Questions Issued October 8, 2026

Proposals Due October 22, 2026 - 2:00 PM Pacific Time

Proposal Evaluation October-November 2026

Interviews / Presentations If applicable

Notice of Intent to Award November 18, 2026

Contract Finalization / Execution November-December 2026

Contract Start Date January 1, 2027

OSFEC reserves the right to modify this schedule. Any material changes to the solicitation schedule prior to the Proposal Due Date will be communicated to prospective Proposers through an addendum.

5.3 Designated Procurement Contact

All proposals, questions, requests for clarification, and other communications regarding this RFP shall be directed to:

Kim Grewe-Powell, CEO Oregon State Fair & Exposition Center 2330 17th Street NE Salem, Oregon 97301 Email: kgrewe-powell@oregonexpo.org

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Unless otherwise expressly authorized by OSFEC, Kim Grewe-Powell shall serve as the sole designated point of contact for this procurement. To promote a fair and consistent process, Proposers should not contact members of the Oregon State Fair Council or other OSFEC personnel regarding the evaluation or selection process unless specifically authorized by the Designated Procurement Contact.

5.4 Questions & Requests for Clarification

All questions regarding this RFP must be submitted in writing to the Designated Procurement Contact and received no later than October 1, 2026. Questions received after the deadline may not be answered. OSFEC intends to issue written responses to timely questions no later than October 8, 2026. Proposers should rely only upon written information formally issued by OSFEC.

5.5 Addenda

OSFEC may issue written addenda when necessary to clarify, modify, supplement, or correct this RFP. Each Proposer is responsible for reviewing all addenda issued prior to the Proposal Due Date and shall acknowledge receipt of all issued addenda as part of its proposal submission.

5.6 Proposal Due Date

Completed proposals must be received by OSFEC no later than October 22, 2026 at 2:00 PM Pacific Time.

Proposals received after the established deadline may be rejected as late in accordance with applicable procurement requirements. Proposers are solely responsible for ensuring that their complete proposal is successfully received before the deadline.

Submission Method: Email kgrewe-powell@oregonexpo.org

5.7 Proposal Format & Organization

To support a consistent and efficient evaluation, proposals shall be organized in the following order:

Section Required Proposal Content

1 Transmittal Letter

2 Executive Summary

3 Company Profile & Organizational Structure

4 Carnival Industry Experience

5 Comparable Fair & Event Experience

6 Key Personnel & Management Team

7 Understanding of OSFEC & Partnership Approach

8 Oregon State Fair Operating Plan

9 Proposed Ride & Attraction Portfolio

10 Games & Carnival Concessions Plan

11 Ticketing, Revenue Management & Technology

12 Safety & Emergency Management

13 Staffing, Training & Customer Service

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14 Guest Experience & Accessibility

15 Capital Investment & Attraction Rotation Plan

16 Sustainability & Environmental Practices

17 Marketing, Promotions & Community Engagement Plan

18 Signature Events Plan

19 Financial Capacity

20 References & Past Performance

21 Exceptions or Requested Modifications

22 Financial Proposal

5.8 Transmittal Letter

The proposal shall include a signed transmittal letter from an individual authorized to bind the Proposer. At minimum, the letter shall identify the Proposer's legal business name, business address, primary proposal contact, telephone number, email address, website, authorized contract representative, and acknowledgment of all RFP addenda. The letter should also briefly state the Proposer's interest in serving as OSFEC's year-round carnival partner.

5.9 Executive Summary

The Executive Summary should provide a concise overview of the Proposer's vision for the partnership, overall approach, differentiators, proposed guest experience, anticipated investment, innovation strategy, and commitment to the Oregon State Fair and Signature Events.

Proposers should specifically address: “Describe your vision for the Oregon State Fair midway and Signature Events over the next five years and explain why your organization is the right strategic partner to help OSFEC achieve that vision.”

5.10 Company Qualifications & Experience

Proposers shall describe their experience operating carnivals, midways, fairs, festivals, and comparable large-scale public events. Information should include years in business, ownership and organizational structure, geographic operating area, number of annual events, major current clients, experience with state fairs and comparable events, and experience working with governmental or public entities. Proposers shall identify the largest annual event currently served, measured by attendance and midway scale.

5.11 Key Personnel

Proposers shall identify the individuals expected to have primary responsibility for the OSFEC account, including executive oversight, on-site carnival management, operations, safety, ride maintenance, ticketing/revenue, guest services, and Signature Event coordination. Resumes or professional biographies shall be provided for principal team members. OSFEC expects key personnel identified in the proposal to remain substantially involved in the resulting contract unless a replacement is approved by OSFEC.

5.12 Ride & Attraction Portfolio

For every ride proposed for the Oregon State Fair, the Proposer shall provide the information listed below.

Photographs must accurately depict the attraction in its current operating condition. Renderings or

Page | 11 manufacturer promotional images may be included for newly manufactured or ordered attractions but must be clearly identified as such.

Required Ride Information Requirement

Identification Ride name; category; manufacturer; model

Age & Ownership Year manufactured; year acquired; ownership status; last major refurbishment

Operations Capacity; footprint/dimensions; power requirements; height requirements

Accessibility Accessibility information and guest transfer considerations

Photographs At least two current color photographs of each proposed ride, including one daytime photograph and one nighttime/fully illuminated photograph when available

Status Newly Manufactured, Recently Acquired, Recently Refurbished.

Proposers shall categorize attractions as Spectacular, Major, Family, Kiddie, or Other Attraction, as applicable.

5.13 Five-Year Midway Development Vision

Each Proposer shall submit a preliminary Five-Year Midway Development Vision addressing attraction rotation, anticipated new rides, major refurbishments, ride retirements, midway beautification, technology, accessibility, guest comfort, sustainability, and other proposed improvements. The plan may serve as the foundation for annual capital-investment commitments and the Renewal Business Plan described in Chapter 3.

5.14 Signature Events Proposal

Proposers shall explain how they will support and grow OSFEC's Signature Events in addition to the annual Oregon State Fair. At minimum, the plan shall address the Fourth of July Spectacular, Scare at the Fair, Holiday Village, and future OSFEC Signature Events designated during the contract term. For each event, the Proposer should address attraction mix using the same requirements listed in 5.12 Ride & Attraction Portfolio, staffing, operating model, ticketing strategy, guest experience, marketing plan and proposed financial structure.

5.15 Financial Proposal

The Financial Proposal shall be based upon a percentage of Gross Revenue payable to OSFEC. Proposers shall provide the proposed revenue percentage and any additional financial commitments requested on the OSFEC Financial Proposal Form. OSFEC will request a proposed Guaranteed Minimum Annual Payment (GMAP). Gross Revenue and applicable revenue streams will be defined in the Financial Proposal Form and resulting Agreement.

5.16 References & Past Performance

Each Proposer shall provide a minimum of five (5) references for current or recent carnival operations of comparable size, scope, attendance, or complexity. Preference may be given to references involving state fairs, major county fairs, large festivals, public agencies, or other major public events.

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Reference Information Required Details

Event / Organization Name, contact information and location

Scale Approximate attendance and approximate number of rides

Relationship Years under contract and scope of services

Contact Reference name/title, phone number, and email address

Contract Status Current, completed, renewed, not renewed, or terminated

The Proposer shall disclose any carnival, fair, festival, or public-event contract within the previous five (5) years that was terminated for cause, not renewed following documented performance concerns, or from which the Proposer withdrew prior to the scheduled expiration date, together with a brief explanation of the circumstances. OSFEC reserves the right to contact listed references and independently identified current or former clients as part of its due diligence.

5.17 Exceptions

Proposers shall clearly identify any requested exception, modification, alternative, or deviation from the requirements of the RFP or proposed Agreement. Requested exceptions shall identify the applicable section and provide the Proposer’s proposed alternative language or approach.

5.18 Evaluation Process

Evaluation may proceed through the following stages: responsiveness review; technical evaluation; financial evaluation; interviews/presentations, if applicable; Best and Final Offer, if requested; final ranking; and Notice of Intent to Award. OSFEC will use a Best Value approach rather than selecting solely on the highest proposed revenue percentage.

5.19 Best Value Selection

OSFEC intends to award the resulting Agreement to the responsible and responsive Proposer whose proposal provides the Best Value to OSFEC. Best Value recognizes that the long-term success of the Oregon State Fair midway cannot be measured solely by financial return. The evaluation will consider the overall strength of each proposal, including attraction quality and mix, operational capability, safety, guest experience, financial return, capital investment, technology, innovation, accessibility, sustainability, marketing, Signature Event growth ideas and support, and demonstrated ability to serve as a strategic partner. The highest proposed revenue percentage may not automatically result in award.

5.20 Evaluation Committee & Responsiveness Review

OSFEC will establish an Evaluation Committee to review and score responsive proposals. Committee members may include OSFEC CEO, leadership and staff, Oregon State Fair representatives, operational and public-safety personnel, financial or procurement representatives, and other individuals with expertise relevant to carnival and midway operations. OSFEC may use non-voting technical advisors or subject-matter experts.

Before scored evaluation begins, OSFEC may review each proposal to determine whether it satisfies Mandatory Requirements, including timely receipt, proper signature, substantial completeness, required proposal format, required Financial Proposal and forms, and the Proposer’s ability to enter into the resulting Agreement. A proposal that materially fails to satisfy a Mandatory Requirement may be determined nonresponsive.

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5.21 Evaluation Criteria

Evaluation Category Points

Company Qualifications, Experience & References/Past Performance 10

Ride Portfolio, Attraction Quality & Midway Mix 15

Operations, Safety & Risk Management 15

Guest Experience, Accessibility & Customer Service 10

Technology, Ticketing & Revenue Management 5

Capital Investment, Innovation & Midway Development 10

Marketing, Promotions & Community Engagement Plan 5

Signature Events & OSFEC Partnership Approach 5

Sustainability & Environmental Stewardship 5

Financial Proposal & Revenue Return to OSFEC 20

TOTAL 100

5.22 Evaluation of Company Qualifications, Experience & References - 10 Points

OSFEC will evaluate the Proposer’s demonstrated ability to successfully perform a contract of this size, complexity, and public visibility. Consideration may include carnival and midway operating experience, comparable state fair and major-event experience, organizational depth, proposed key personnel, financial and operational stability, references, past contract performance, and demonstrated history of successful long-term partnerships.

5.23 Ride Portfolio, Attraction Quality & Midway Mix - 15 Points OSFEC will evaluate the quality, condition, age, diversity, capacity, presentation, ownership, and overall appeal of the proposed attraction portfolio. Evaluation may consider the proposed mix of spectacular, major, family and kiddie rides; attraction diversity; newly manufactured or recently acquired equipment;

refurbishment history; current photographs; visual presentation; capacity; reliability; accessibility; attraction rotation; and the ability to introduce new experiences throughout the contract term.

5.24 Operations, Safety & Risk Management - 15 Points

OSFEC will evaluate the Proposer’s approach to ride inspection and maintenance, preventative maintenance, regulatory compliance, emergency response, severe weather, incident reporting, employee and guest safety, crowd management, fire and emergency access, security coordination, setup and teardown, and management oversight.

5.25 Guest Experience, Accessibility & Customer Service - 10 Points

OSFEC will evaluate how each Proposer intends to create a welcoming, family-friendly, accessible, clean, fun and professionally managed midway. Evaluation may include guest-service standards, employee appearance

Page | 14 and professionalism, complaint resolution, queue management, signage, shade and seating, cleanliness, accessibility, sensory-friendly opportunities, family accommodations, guest communications, and proposed comfort amenities. Photos of concepts will be accepted.

5.26 Technology, Ticketing & Revenue Management - 5 Points

OSFEC will evaluate the reliability, security, functionality, transparency, and guest convenience of the proposed technology, including cashless payment, mobile purchasing, digital or RFID credentials, tap-to-pay, real-time revenue reporting, dashboards, fraud prevention, transaction auditing, system redundancy, cybersecurity practices, and guest-facing technology.

5.27 Capital Investment, Innovation & Midway Development - 10 Points OSFEC will evaluate proposed annual capital investment, new ride acquisitions, major refurbishments, attraction rotation, technology investments, guest amenities, beautification, accessibility improvements, sustainability improvements, and other investments benefiting the OSFEC partnership. Proposed commitments may be incorporated into the resulting Agreement and used as part of annual performance reviews.

5.28 Marketing, Promotions & Community Engagement Plan - 5 Points Each Proposer shall submit a comprehensive Marketing and Promotional Partnership Plan describing how it will work collaboratively with OSFEC to promote the Oregon State Fair midway and growth of Signature Events.

The plan should address advertising and promotional support; digital and social media collaboration; content creation; photography and video assets; advance ticket and wristband promotions; promotional pricing;

media partnerships; community outreach; cross-promotion with OSFEC; on-site promotions; giveaways and promotional inventory; sponsorship integration; new-ride announcements; Signature Event promotions; and other strategies designed to increase attendance, carnival participation, advance sales, and guest engagement.

Proposers should identify any annual marketing contribution or dedicated promotional budget and provide examples of successful carnival marketing campaigns previously implemented. OSFEC will evaluate the creativity, feasibility, level of investment, demonstrated past success, and overall value of the proposed marketing partnership.

5.29 Signature Events & OSFEC Partnership Approach - 5 Points OSFEC will evaluate the Proposer’s willingness and ability to support the Fair’s growing year-round Signature Event portfolio, including the Fourth of July Spectacular, Scare at the Fair, Holiday Village, and future designated Signature Events. Evaluation will consider attraction mix, flexibility, staffing, operational readiness, financial approach, guest experience, and demonstrated commitment and growth to the broader OSFEC partnership.

5.30 Sustainability & Environmental Stewardship - 5 Points

OSFEC will evaluate practical measures proposed to reduce the environmental impact of carnival operations, including energy-efficient lighting, waste reduction, recycling, water conservation, responsible wastewater and grease management, reduced single-use materials, environmentally responsible cleaning practices, efficient generators/equipment, sustainable purchasing, and other measurable initiatives.

5.31 Financial Proposal & Revenue Return to OSFEC - 20 Points Each Proposer shall submit a proposed percentage of Gross Revenue payable to OSFEC. Financial evaluation may also consider a proposed Guaranteed Minimum Annual Payment, Signature Event financial terms, promotional commitments, annual partnership investments, and other financial benefits specifically

Page | 15 requested in the Financial Proposal Form. The highest revenue percentage will not automatically receive the contract award; financial return will be evaluated as one component of the overall Best Value determination.

5.32 Evaluation Rating Scale

Rating General Description

Exceptional Significantly exceeds requirements and provides substantial additional value to OSFEC.

Very Good Exceeds requirements in meaningful areas with clear demonstrated strengths.

Acceptable Meets the requirements and demonstrates an adequate ability to perform.

Marginal Partially meets requirements or presents identifiable weaknesses or risks.

Unacceptable Fails to meet material requirements or presents significant performance risk.

5.33 Shortlisting, Interviews & Presentations

Following initial evaluation, OSFEC may establish a shortlist of the highest-ranked Proposers. Shortlisted Proposers may be invited to interviews, presentations, demonstrations, equipment inspections, reference checks, or Best and Final Offers. OSFEC is not obligated to shortlist a predetermined number of Proposers.

OSFEC may require attendance by the individuals proposed to directly manage the Oregon State Fair account.

As part of an interview, OSFEC may require finalists to present their five-year vision for the Oregon State Fair midway and demonstrate proposed ticketing, payment, revenue-management, and reporting systems.

5.34 Reference & Due-Diligence Review

OSFEC may contact references and conduct additional due diligence regarding any Proposer under consideration. OSFEC may verify information concerning equipment ownership, operational history, safety record, regulatory compliance, financial capability, relevant litigation or contract disputes, and other matters related to Proposer responsibility.

5.35 Operational Site Visit

OSFEC may request an opportunity to observe a finalist’s carnival operation at another fair or event. The purpose may include evaluating ride presentation and condition, midway layout, cleanliness, employee appearance, guest service, queue management, signage, games, food concessions, comfort amenities, safety practices, ticketing technology, management presence, and overall guest experience.

5.36 Best and Final Offer

Following interviews or other finalist evaluations, OSFEC may request a Best and Final Offer (BAFO) from one or more Proposers. A BAFO may provide an opportunity to clarify or improve elements of a proposal, including financial offer, revenue percentage, capital investment commitments, Signature Event proposal, attraction commitments, technology, marketing, or other terms identified by OSFEC. OSFEC is not required to request a

BAFO.

5.37 Final Ranking & Notice of Intent to Award

Following completion of all applicable evaluation stages, the Evaluation Committee will establish a final ranking in accordance with the evaluation methodology established by OSFEC. The highest-ranked Proposer will be recommended for award based upon the overall Best Value offered to OSFEC. OSFEC anticipates

Page | 16 issuing the Notice of Intent to Award on November 18, 2026. The Notice identifies the apparent successful Proposer but does not constitute a binding contract or authorize work to begin until a contract if finalized.

5.38 Contract Finalization & Start Date

Following selection, OSFEC and the apparent successful Proposer will complete contract finalization.

Material commitments contained in the successful proposal may be incorporated into the resulting Agreement, including financial commitments, capital investment, attraction commitments, technology, marketing, Signature Event participation, guest-experience enhancements, and other evaluated elements of the proposal.

The anticipated Contract Start Date is January 1, 2027. The period between contract execution and the 2027 Oregon State Fair will serve as the initial planning and implementation period for midway planning, attraction selection, site layout, ticketing integration, capital improvements, marketing, safety and emergency planning, utilities, staffing, camping, Signature Events, reporting, and other operational matters.

5.39 Mandatory Financial Floor and Financial Evaluation Clarification The financial proposal must meet or exceed the mandatory minimum financial terms established in Chapter 7.

Proposers may offer enhanced financial terms. A proposal that merely accepts the minimums remains eligible for evaluation but will not automatically receive the maximum financial score. Award will be based on Best Value and not solely on the highest financial return.

5.40 Ride Ownership Disclosure

The Ride Portfolio must identify ownership status for each proposed ride and must demonstrate compliance with the mandatory requirement that the Contractor own and actively manage at least seventy-five percent (75%) of all rides provided at each annual Oregon State Fair. Third-party rides may not exceed twenty-five percent (25%) without prior written OSFEC approval.

CHAPTER 6

Scope of Services

6.1 Scope Overview

The Successful Proposer will furnish a comprehensive carnival and midway operation for the annual Oregon State Fair and designated OSFEC Signature Events. Contractor will provide all management, staffing, rides, games, approved carnival food concessions, ticketing and revenue systems, equipment, transportation, maintenance, safety resources, setup, teardown, cleaning, reporting, and other resources necessary for a safe, attractive, reliable, and guest-focused operation.

Partnership Standard OSFEC is seeking more than a ride provider. The Contractor is expected to operate as a strategic partner committed to safety, guest experience, operational excellence, innovation, financial stewardship, and continuous growth and improvement.

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6.2 General Contractor Responsibilities - Mandatory

Perform all services in compliance with applicable federal, State of Oregon, county, and local requirements.

Maintain all required licenses, permits, inspections, insurance, and certifications.

Remain fully responsible for employees, agents, subcontractors, concessionaires, and approved third-party operators.

Coordinate closely and meet with OSFEC before and during each event and comply with reasonable

OSFEC operational directives.

6.3 Oregon State Fair Midway Operations - Mandatory

Contractor will operate the carnival for the full annual Oregon State Fair, currently an eleven-day event serving more than 400,000 guests. Exact annual dates and operating hours will be established by OSFEC. The operation must be fully operational, staffed, inspected, clean, guest-ready, and capable of continuous service throughout scheduled public hours.

6.4 Midway Footprint, Layout & Site Planning - Mandatory

The carnival has historically operated within an area of approximately 315,000 square feet as well as Sunnyville (Kiddieland ride area, approximately 46,153 square feet) located on the North end of the fairgrounds. This figure is provided for planning purposes only and is not a guarantee of future footprint, square footage or configuration. OSFEC will establish the final annual boundaries and may modify the footprint based on programming, infrastructure, public safety, site development, or operational needs.

Contractor must submit an annual detailed layout identifying rides, games, food stands, ticketing, queues, Customer Comfort Centers, generators and utilities, storage/work areas, emergency access, employee areas, and accessible routes at least 30 days in advance of opening.

6.5 Operating Hours & Operational Readiness - Mandatory

Contractor must be fully operational by the opening time established by OSFEC for each event day. OSFEC may establish annual readiness inspections, pre-opening checks, and corrective deadlines. There is no separate monetary late-opening penalty in this RFP; repeated or material readiness failures may be addressed through corrective action, performance evaluation, default remedies, or renewal decisions.

6.6 Ride Operations - Mandatory / Performance Standard

At each annual Oregon State Fair, Contractor must provide no fewer than forty-one (41) rides: twenty-five (25) Major rides, six (6) Spectacular rides, and ten (10) Kiddie rides. OSFEC may approve equivalent classifications or substitutions when they preserve or improve the overall attraction mix.

Contractor must own and actively manage at least seventy-five percent (75%) of the rides provided at each annual Oregon State Fair. No more than twenty-five percent (25%) may be third-party rides without prior written OSFEC approval. Contractor remains fully responsible for all approved third-party rides and operators.

Contractor should maintain and keep open at least ninety-five percent (95%) of the approved carnival operation available during scheduled public hours, excluding closures required for legitimate safety concerns, severe weather, regulatory action, major utility failure, or other circumstances beyond Contractor's reasonable control. Safety-related shutdowns will not be discouraged or penalized merely to meet an availability target.

Contractor must submit an Annual Ride Portfolio and final updates according to the OSFEC annual submission schedule. Final ride substitutions and updated attraction information must be submitted no later than thirty (30) days before opening unless OSFEC establishes an earlier deadline. Contractor should provide

Page | 18 at least one ride each year that is new to the Oregon State Fair, unless OSFEC approves an alternative attraction investment or rotation strategy providing equal or greater guest value.

6.7 Game Operations - Mandatory

Contractor must provide no fewer than thirty (30) OSFEC-approved carnival games unless OSFEC approves an alternative quantity in writing. Games must be professionally presented, fairly operated, clearly priced, appropriately staffed, and suitable for a family-oriented public event. Cash prizes, repurchase of prizes, live-animal prizes, drug paraphernalia, weapons, and other items deemed inappropriate by OSFEC are prohibited.

6.8 Carnival Food Concessions - Mandatory

Contractor may operate no more than fifteen (15) carnival food stands unless OSFEC approves additional locations. Carnival food rights do not create exclusivity over OSFEC food concessionaires or other authorized food operations. All items, categories and stands locations must be pre-approved by OSFEC. Contractor is responsible for applicable permits, food-handler requirements, sanitation, grease/oil disposal, wastewater/graywater management, and compliance with applicable OSFEC food-concession requirements.

6.9 Ticketing, Pricing & Revenue Management - Mandatory / Performance Standard Contractor must use a secure, auditable, OSFEC-approved ticketing and revenue-management system.

OSFEC will approve pricing and material pricing changes. The system must support detailed transaction reporting, audit controls, advance and online sales attribution, and real-time or near-real-time OSFEC access when technologically available. Cashless, contactless, mobile-wallet, RFID, and comparable modern capabilities will be evaluated favorably.

6.10 Safety & Emergency Management - Mandatory

Maintain all Oregon permits, inspections, and operating certifications.

Perform and document daily ride inspections and make maintenance records available to OSFEC upon request.

Submit an OSFEC-specific Safety & Emergency Plan addressing incident response, severe weather, evacuation, emergency access, fire safety, communications, and coordination with public safety.

Designate qualified safety leadership and promptly report significant incidents.

Permit OSFEC reasonable access to all carnival operations and immediately suspend an operation when directed by OSFEC for a safety, regulatory, contractual, or serious guest-service concern.

6.11 Staffing, Training & Customer Service - Mandatory / Performance Standard Contractor must provide sufficient qualified staffing, including an On-Site Carnival Manager and appropriate safety leadership during the Oregon State Fair and all Signature Events. Each operating ride, game, show, or attraction must have at least the minimum number of trained attendants required by law, manufacturer requirements, safe operating procedures, and in no event fewer than one qualified attendant while open to guests. Contractor must maintain documented training, professional appearance standards, customer-service procedures, de-escalation practices, accessibility training, and a written guest refund/guest-recovery policy approved by OSFEC.

6.12 Guest Experience & Accessibility - Mandatory / Enhancement Contractor must provide an inclusive and guest-friendly midway, including accessible routes and service practices, accessible ticketing where applicable, customer service area, staff assistance, and reasonable accommodations. Contractor must provide at least three (3) Customer Comfort Centers, each offering shade and seating for at least thirty (30) adults. Sensory-friendly practices, enhanced accessibility, queue

Page | 19 improvements, beautification and other inclusive innovations may receive additional evaluation consideration.

6.13 Marketing, Promotions & Community Engagement - Performance / Enhancement Contractor must participate in an annual coordinated marketing plan and identify its annual marketing contribution. The plan should address advance sales, digital and social content, new-attraction announcements, on-site promotions, community engagement, promotional inventory, and Signature Event support and growth. Sponsorship rights remain subject to OSFEC approval and control.

6.14 Sustainability & Environmental Stewardship - Performance / Enhancement Contractor must support OSFEC sustainability practices, including waste reduction, recycling, responsible grease and wastewater handling, and compliance with site environmental requirements. Energy-efficient lighting, water conservation, sustainable materials, reduced single-use plastics, and other measurable environmental improvements may receive additional evaluation consideration.

6.15 Janitorial Services, Maintenance, Cleanliness & Beautification - Mandatory / Performance Contractor is solely responsible for re-payment to OSFEC for routine janitorial and cleaning services throughout the Carnival Area and Signature Event carnival footprints unless OSFEC expressly agrees otherwise in writing. Additional responsibilities include adequate litter and spill response, refuse containers, recycling, back-of-house cleanliness, attraction appearance, and prompt correction of unsightly or unsafe conditions.

6.16 Utilities, Contractor Camping & Support Areas - Mandatory OSFEC may make reasonable potable water available for domestic purposes as designated annually. Unless otherwise stated in writing, Contractor is responsible for reimbursement to OSFEC of other utilities, electrical bill, plumbing, distribution equipment, generators, fuel, portable restrooms, wastewater systems, garbage and related services necessary for its operation. Historically, limited camping has included approximately twenty RV spaces and capacity for approximately one hundred carnival employees; such information is for planning only and does not guarantee future availability. Carnival employees may not reside within the active Carnival Area unless expressly authorized. Carnival is responsible and/or repayment to OSFEC for all showers, restrooms and hand washing stations, scrim, fencing and electrical usage.

6.17 Security & Public Safety Coordination - Mandatory

Contractor must coordinate with OSFEC on the annual law-enforcement and security plan and remain responsible for Contractor-specific after-hours security, money escorts, protection of Contractor property, and other security needs assigned in the final Agreement. Half of the allocation of OSFEC law-enforcement costs will be established in the resulting Agreement and is not fixed by this RFP.

6.18 Setup, Teardown & Site Restoration - Mandatory

OSFEC will establish annual move-in, setup, readiness, teardown, and final-removal deadlines. Historically, carnival setup has begun approximately two weeks before opening and complete removal has been required within approximately three days following Fair close. Contractor may not dismantle attractions before the authorized closing time without OSFEC approval and must leave the site clean, remove debris and equipment, repair damage attributable to its operation, and restore disturbed areas as directed. Ride repair must be done during non-operating Fair hours.

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6.19 Signature Events - Mandatory / Performance

Contractor must support designated OSFEC Signature Events, including the Fourth of July Spectacular, Scare at the Fair, Holiday Village, and future Signature Events identified by OSFEC. Attraction quantity and mix will be established annually based on the event. Contractor must provide on-stie management, appropriate staffing, safety, ticketing, janitorial, reporting, marketing, and guest-service support consistent with the quality expected at the Oregon State Fair and Exposition Center.

6.20 Reporting, Performance Measurement & Annual Operating Plan - Mandatory / Performance Contractor must submit an Annual Operating Plan on the OSFEC schedule. At minimum it will address the ride portfolio and 75% ownership certification, games and food, layout, management, safety, security, ticketing, utilities, janitorial, marketing, accessibility, sustainability, capital investment, and setup/teardown.

Contractor will also provide practical daily/event reporting, post-event reports, financial reports, KPI information, and corrective or continuous-improvement plans requested by OSFEC.

6.21 OSFEC Operational Authority - Mandatory

OSFEC may establish reasonable operational requirements necessary for safe, efficient, compliant, and successful events, including requirements concerning safety, emergencies, operating areas, schedules, access, site conditions, and regulatory compliance. OSFEC directives do not relieve Contractor of its independent responsibilities under the RFP or resulting Agreement.

CHAPTER 7

Financial Requirements & Revenue Proposal

7.1 Financial Structure

The following terms are mandatory minimum financial requirements. Proposers may offer terms that exceed these minimums. Enhanced financial terms may receive additional consideration, but award will be based on Best Value and not solely on the highest financial return.

7.2 Oregon State Fair - Rides & Shows

For each annual Oregon State Fair, Contractor will pay OSFEC the greater of (a) a $400,000 Guaranteed Minimum Annual Payment, or (b) forty percent (40%) of Gross Receipts generated from rides and shows for which an admission or use charge is imposed.

Financial Component OSFEC Minimum Proposer Offer

Guaranteed Minimum Annual Payment (Greater of $750,000 or 40% of all receipts before deductions)

$750,000 or 40% $____________ or________ %

7.3 Oregon State Fair - Concessions, Games, Food & Direct Sales Contractor will pay OSFEC an annual flat fee of no less than $198,000 for applicable concession space, games, carnival food concessions, direct-sales booths, and other applicable carnival concession operations not included in the Rides & Shows revenue calculation.

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Financial Component OSFEC Minimum Proposer Offer

Annual Concessions/Games/Food/Direct Sales Fee $198,000 $____________

7.4 Signature Event Financial Requirements

The following are mandatory minimum revenue percentages for rides and shows at the identified Signature Events. Proposers may offer higher percentages.

Signature Event OSFEC Minimum Proposer Offer

Fourth of July Spectacular 30% ________ %

Scare at the Fair 25% ________ %

Holiday Village 25% ________ %

Future Signature Events Proposed methodology / negotiated terms

Mutually agreed upon

7.5 Gross Receipts

Gross Receipts means all receipts charged, collected, received, earned, or attributable to the applicable rides and shows before deductions of any nature, except documented actual customer refunds and other deductions expressly permitted by the resulting Agreement. No deduction may be taken for ordinary operating expenses, labor, equipment, subcontractor payments, commissions, merchant-processing expenses, or other business costs unless expressly authorized.

7.6 Online, Advance & Third-Party Sales

Event-attributable revenue must be reported regardless of whether sold online, by mobile platform, in advance, on site, or through an approved third-party channel. Contractor remains financially responsible for approved subcontractors, sub-licensees, concessionaires, third-party ride owners, and other parties operating through Contractor and may not structure third-party arrangements to avoid amounts payable to

OSFEC.

7.7 Pricing

Carnival ride, ticket, credit, wristband, game, and other applicable pricing is subject to OSFEC approval.

Contractor may not materially modify approved prices without prior OSFEC authorization.

Proposers may offer lower or higher pricing.

Ticket Pricing OSFEC Current Proposer Offer

OSF Weekday Carnival Wristband Presale $45.00 $________

OSF Weekend Carnival Wristband Presale $55.00 $________

OSF 125 Ticket Pack Presale $50.00 $________

OSF Weekday Carnival Wristband Onsite $60.00 $________

OSF Weekend Carnival Wristband Onsite $70.00 $________

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OSF 120 Ticket Pack Onsite $50.00 $________

OSF Individual Tickets $.50 $________

Scare at the Fair Individual Tickets $.50 $________

Scare at the Fair Wristband $35.00 $________

Holiday Village Individual Tickets $.50 $________

Holiday Village Wristband $35.00 $________

4th of July Spectacular Individual Tickets $.50 $________

4th of July Spectacular Wristband $35.00 $________

7.8 Financial Reporting & System Access

Contractor must provide complete and timely reporting and…