County Fair Livestock Sales

Garfield County is soliciting competitive sealed proposals for a livestock sale contractor to manage the Junior Livestock Sale during the Garfield County Fair & Rodeo on Saturday, July 27, 2024. The Request for Proposals (RFP-GC-FE-01-24) seeks a vendor to provide a comprehensive, turnkey livestock sale management service, including pre-sale marketing, online and in-person sales, buyer registration, sales administration, and post-sale reporting. The selected contractor must offer simultaneous online and in-person sales with quality audio-visual livestreaming, manage financial transactions, and distribute payments to exhibitors within 45 days. Proposals will be evaluated using a 100-point scoring system, with points allocated across Experience and Qualifications (20 points), Work Plan and Approach (25 points), Marketing (15 points), Project Schedule (15 points), and Price (25 points). The proposal submission deadline is January 25, 2024, at 3:00 P.M. through the Rocky Mountain E-Purchasing System, with a proposed contract term from February 5, 2024, through December 31, 2024, and potential renewal options for two additional one-year terms.

The procurement does not specify explicit set-aside designations for disadvantaged enterprises, but does offer a local vendor preference with a 5% scoring advantage for Garfield County resident businesses. The vendor will be responsible for tracking livestock sales, collecting commissions (4% for beef, 5% for other livestock types), and managing vendor fees, with the 2023 revenue serving as a baseline of $880,201.40. Previous software used for livestock sales was "Fair Entry," which may inform technical requirements. The county will provide the venue, auctioneer, electrical power, security, and arena setup, while the contractor must maintain a trust account for funds, handle buyer payments, collect W-9 forms, and provide animal destination reports. Insurance requirements include Commercial General Liability with $2,000,000 aggregate limits, Automobile Liability, Worker's Compensation, and potentially Professional Liability. Specific pricing details will be based on the evaluation of the vendor's proposed approach and historical revenue figures.