Project Information

Bid Title

ENTERTAINMENT STAGES FOR THE ANNUAL CLARK COUNTY FAIR

Issuing Agency

County of Clark

Location

Washington

Published Date

Nov 5, 2025

Closing Date

Dec 3, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP Number: 943

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

ENTERTAINMENT STAGES FOR THE ANNUAL CLARK COUNTY FAIR

RFP Number: 943

It is the responsibility of the proposer to monitor this site prior to proposal submission, in case additional information, which may be pertinent to the proposal is provided.

General Information:

The Fairgrounds Site Management Group (FSMG) is initiating this Request for Proposal to solicit proposals for temporary stage rentals, delivery, setup, tear down and removal for the annual Clark County Fair.

Release Date: Wednesday, November 5, 2025
Closing Date: Wednesday, December 3, 2025

Pre-Bid Conference: N/A

Attachments:

• RFP #943
• Plan Holder List

Attachment Preview

REQUEST for PROPOSAL # 943

PROFESSIONAL, TECHNICAL AND EXPERT SERVICES

Clark County Washington

RELEASE DATE: WEDNESDAY, NOVEMBER 5, 2025

DUE DATE: WEDNESDAY, DECEMBER 3, 2025, by 11:00 am

Request for Proposal for:

ENTERTAINMENT STAGES for the ANNUAL CLARK COUNTY FAIR

SUBMIT:

One (1) Original

Four (4) Complete Copies

of the Proposal to:

UPS / FedEx or Hand Delivery

Clark County

ATTN: Office of Purchasing

1300 Franklin Street, 6th Floor, Suite 650

Vancouver WA 98660

564-397-2323

United States Postal Service

Clark County

ATTN: Office of Purchasing

PO Box 5000

Vancouver WA 98666-5000

564-397-2323

Office Hours: 8:00 am – 3:00 pm, Monday – Friday, except Legal Holidays.

No electronic submissions.

**Proposals must be delivered to the Purchasing office – No Exceptions

**Proposals must be date and time stamped by Purchasing staff by 11:00 am on due date – No Exceptions

**Proposal shall be sealed and clearly marked on the package cover with RFP #, Title & Company Name

Refer Questions to Project Manager:

Brian Loos

Director of Operations, Fairgrounds Site Management Group (FSMG)

brian.loos@cceventcenter.org

564.397.6170

General Terms and Conditions

ADMINISTRATIVE REQUIREMENTS - Contractors shall comply with all management and

administrative requirements established by Washington Administrative Code (WAC), the

Revised Code of the State of Washington (RCW), and any subsequent amendments or

modifications, as applicable to providers licensed in the State of Washington.

ALL proposals submitted become the property of Fair Site Management Group (FSMG). It

is understood and agreed that the prospective Proposer claims no proprietary rights to the

ideas and written materials contained in or attached to the proposal submitted. FSMG has

the right to reject or accept proprietary information.

AUTHORSHIP - Applicants must identify any assistance provided by agencies or indivi-

duals outside the proposers own organization in preparing the proposal. No contingent

fees for such assistance will be allowed to be paid under any contract resulting from this

RFP.

independently, without consultation, communication, or agreement for the purpose of

restricting competition. This does not preclude or impede the formation of a consortium

of companies and/or agencies for purposes of engaging in jointly sponsored proposals.

INTERLOCAL AGREEMENT - FSMG has made this RFP subject to Washington State

statute RCW 39.34. Therefore, the proposer may, at the proposers option, extend identical

prices and services to other public agencies wishing to participate in this RFP. Each public

agency wishing to utilize this RFP will issue a purchase order (or contract) binding only their

agency. Each contract is between the proposer and the individual agency with no liability

to FSMG.

LIMITATION - This RFP does not commit FSMG to award a contract, to pay any costs

incurred in the preparation of a response to this RFP, or to procure or contract for services

or supplies.

CANCELLATION OF AWARD - FSMG reserves the right to immediately cancel an award

if the contractual agreement has not been entered into by both parties or if new state

regulations or policy make it necessary to change the program purpose or content,

discontinue such programs, or impose funding reductions. In those cases where

negotiation of contract activities are necessary, FSMG reserves the right to limit the period

of negotiation to sixty (60) days after which time funds may be unencumbered.

CONFIDENTIALLY - Proposer shall comply with all applicable state and federal laws

governing the confidentiality of information.

CONFLICT OF INTEREST - All proposals submitted must contain a statement disclosing

or denying any interest, financial or otherwise, that any employee or official of FSMG or the

appropriate Advisory Board may have in the proposing agency or proposed project.

CONSORTIUM OF AGENCIES - Any consortium of companies or agencies submitting a

proposal must certify that each company or agency of the consortium can meet the

requirements set forth in the RFP.

COST OF PROPOSAL & AWARD - The contract award will not be final until FSMG and

the prospective contractor have executed a contractual agreement. The contractual

agreement consists of the following parts: (a) the basic provisions and general terms and

conditions, (b) the special terms and conditions, (c) the project description and goals

(Statement of Work), and (d) the budget and payment terms. FSMG is not responsible for

any costs incurred prior to the effective date of the contract. FSMG reserves the right to

make an award without further negotiation of the proposal submitted. Therefore, the

proposal should be submitted in final form from a budgetary, technical, and programmatic

standpoint.

LATE PROPOSALS - A proposal received after the date and time indicated above will not

be accepted. No exceptions will be made.

ORAL PRESENTATIONS - An oral presentation may be required of those prospective

contractors whose proposals are under consideration. Prospective contractors may be

informed that an oral presentation is desired and will be notified of the date, time and

location the oral presentation is to be conducted.

OTHER AUDIT/MONITORING REQUIREMENTS - In addition, auditing or monitoring for

the following purposes will be conducted at the discretion of Clark County: Fund

accountability; Contract compliance; and Program performance.

PRICE WARRANT - The proposer shall warrant that the costs quoted for services in

response to the RFP are not in excess of those which would be charged any other individual

or entity for the same services performed by the prospective contractor, in a similar

socioeconomic, geographical region.

REQUEST for PROPOSALS – This solicitation is an invitation by FSMG for Proposers to

submit an offer, which may be subject to subsequent discussions and negotiations by

FSMG and the Proposer. It is not a request for a competitive bid.

A Proposal means any document, submittal, interview presentation, negotiation, and

everything and anything provided in response to this RFP regardless of whether the

submission is an oral or written submission.

FSMG reserves the right to accept or reject any or all proposals received as a result of this

RFP, to negotiate with any or all prospective contractors on modifications to proposals, to

waive formalities, to postpone award, or to cancel in part or in its entirety this RFP if it is in

the best interest of FSMG to do so.

DISPUTES - FSMG encourages the use of informal resolution to address complaints or

disputes arising over any actions in implementing the provisions of this RFP. Written

complaints should be addressed to Clark County – Purchasing, P.O. Box 5000, Vancouver,

Washington 98666-5000.

DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS - It is the

policy of FSMG to require equal opportunity in employment and services subject to

eligibility standards that may be required for a specific program. FSMG is an equal

opportunity employer and is committed to providing equal opportunity in employment

and in access to the provision of all county services. Clark County's Equal Employment

Opportunity Plan is available at http://www.clark.wa.gov/hr/documents.html. This

commitment applies regardless of race, color, religion, creed, sex, marital status,

national origin, disability, age, veteran status, on-the-job injury, or sexual orientation.

Employment decisions are made without consideration of these or any other factors that

are prohibited by law. In compliance with department of Labor Regulations implementing

Section 504 of the rehabilitation Act of 1973, as amended, no qualified handicapped

individual shall be discriminated against in admission or access to any program or

activity. The prospective contractor must agree to provide equal opportunity in the

administration of the contract, and its subcontracts or other agreements.

MUNICIPAL RESEARCH and SERVICE CENTER - Clark County (WA) contracts with

the Municipal Research and Service Center (MRSC) to maintain our Consultant, Small

Works and Vendor rosters. To be eligible to participate in this Clark County public

solicitation and the resulting contract, your business must be registered with the MRSC

Rosters. Failure to register may result in your proposal being marked nonresponsive.

Be sure to select Clark County in your application. If you have questions about the

registration process, contact the MRSC Rosters at 206-436-3798 or

https://mrscrosters.org/businesses/business-membership/

PROTESTS - Must be submitted to the Purchasing Department.

PUBLIC SAFETY - May require limiting access to public work sites, public facilities, and

public offices, sometimes without advance notice. The successful Proposer’s employees

and agents shall carry sufficient identification to show by whom they are employed and

display it upon request to security personnel. FSMG project managers have discretion

to require the successful Proposer’s employees and agents to be escorted to and from

any public office, facility or work site if national or local security appears to require it.

SUBCONTRACTING - No activities or services included as a part of this proposal may

be subcontracted to another organization, firm, or individual without the approval of

FSMG. Such intent to subcontract shall be clearly identified in the proposal. It is

understood that the contractor is held responsible for the satisfactory accomplishment

of the service or activities included in a subcontract.

VERBAL PROPOSALS - Verbal proposals will not be considered in making the award of

any contract as a result of this RFP.

WORKERS COMPENSATION INSURANCE – The contractor shall comply with R.C.W.

Title 51- with minimum coverage limits of $500,000 for each accident, or provide

evidence that State law does not require such coverage.

FOR ALTERNATIVE FORMATS

Clark County ADA Office: V: 564-397-2322

ADA@clark.wa.gov

INDEPENDENT PRICE DETERMINATION - The prospective contractor guarantees that,

in connection with this proposal, the prices and/or cost data have been arrived at

Request for Proposals

Table of Contents

PART I

PART II

PROPOSAL REQUIREMENTS

Section IA: General Information

1. Introduction

2. Background

3. Scope of Project

4. Project Funding

5. Title VI Statement

6. Timeline for Selection

7. Employment Verification

Section IB: Work Requirements

1. Required Services

2. FSMG Performed Work

3. Deliverables and Schedule

4. Place of Performance

5. Period of Performance

6. Prevailing Wage

7. Debarred / Suspended

8. Americans with Disabilities Act (ADA) Information

9. Public Disclosure

10. Insurance/Bond

11. Plan Holders List

PROPOSAL PREPARATION AND SUBMITTAL

Section IIA: Pre-Submittal Meeting/Clarification

1. Pre-Submittal Meeting

2. Proposal Clarification

Section IIB: Proposal Submission

1. Proposals Due

2. Proposal

Section IIC: Proposal Content

1. Cover Sheet

2. Project Team

3. Management Approach

4. Respondent’s Capabilities

5. Project Approach and Understanding

6. Proposed Cost

PART III

PROPOSAL EVALUATION & CONTRACT AWARD

Section IIIA: Proposal Review and Selection

1. Evaluation and Selection

2. Evaluation Criteria Scoring

Section IIIB: Contract Award

1. Consultant Selection

2. Contract Development

3. Award Review

4. Orientation/Kick-off Meeting

ATTACHMENTS

A: Proposal Cover Sheet

B: Letter of Interest

C: Certification Regarding Debarment, Suspension and Other Responsibility Matters Form

EXHIBITS

A. N/A

Request for Proposal #943

Entertainment Stages for the Annual Clark County Fair

Part I

Proposal Requirements

Section IA

1. Introduction

General Information

The Clark County Event Center and Clark County Fair managed by the Fairgrounds Site

Management Group (FSMG) hereafter called Clark County Fair (CCF), is initiating this Request

for Proposal to solicit proposals for temporary stage rentals, delivery, setup, tear down and

removal for the annual Clark County Fair.

The first stage, referred to as Main stage at the Grandstands, is utilized for the first three (3)

days of the Clark County Fair. Its use takes place on the first Friday, Saturday and Sunday with

options to extend in the future, to possibly include Monday and Tuesday. Stage to be provided

with SL 320 or an equivalent make or model with video bays and barricade within industry

standards.

The second stage will be referred to as B-stage to be provided with a SL 100 or an equivalent

make or model. This stage is utilized starting the first Friday in August, extending ten (10) days,

and will conclude on the close of the Fair on the 2nd Sunday in August.

Clark County (WA) contracts with the Municipal Research and Service Center (MRSC) to

maintain our Consultant, Small Works and Vendor Rosters. To be eligible to participate in this

Clark County public solicitation and the resulting contract your business must be registered with

the MRSC Rosters. Failure to register may result in your proposal being marked nonresponsive.

Be sure to select Clark County in your application. If you have questions about the registration

process,

contact

the

MRSC

Rosters

at

206-436-3798

or

https://mrscrosters.org/businesses/business-membership/

If your company contact details are not on the Plan Holder List at https://clark.wa.gov/internal-

services/request-proposal-1

Attachment B, Letter of Interest must be submitted to participate in this RFP.

Proposers shall respond to all sections to be considered.

Clark County has made this Request for Proposal subject to Washington State statute 39.34 RCW

Interlocal Cooperation Act. The proposer may opt to extend identical services and prices to

qualified public agencies. Each contract is between the proposer and individual agency binding

only their agency, with no liability to Clark County.

2. Background

The Clark County Fair plans to produce at least three (3) days of musical entertainment at the

grandstands with seating capacity of 9,000. The B-stage is dedicated to a multitude of different

types of performances throughout the full ten (10) days of Fair. The Clark County Fair is seeking

an exclusive stage contractor, with exceptions for non-Fair, small events. The Clark County Fair is

therefore undertaking a competitive process to enter into a contract for these services.

Estimated Yearly events

• Annual Clark County Fair

Request for Proposal #943

Entertainment Stages for the Annual Clark County Fair

3. Scope of Project

The Clark County Fair is seeking an experienced professional concert and event industry

contractor. To provide two stages annually for CCF, the Main stage and B-stage.

A. Provide 2 stages one SL 320 or equivalent for the duration of the concert series at the

Main stage and one SL 100 or equivalent for the duration of the ten (10) days of Fair at

the B Stage for the duration of the contract and subsequent extensions.

B. Hire and manage staff and labor to ensure safe and timely setup and removal of each

stage at the appropriate times.

C. Manage and maintain equipment to ensure safe usage of said equipment in the manner

for which it was meant to be used.

D. Actively work with our choice of sound, lighting, electrical companies, and stagehands.

E. Acquire and maintain an inventory of equipment sufficiently to provide complete stages

and services for CCF. All stage equipment will meet all city and state codes and

requirements.

F. Immediately notify and provide CCF with a transition plan if a change of business

ownership takes place. In the event the business is sold and/or ownership is transferred

for any reason, FSMG reserves the right to interview the new business owner(s). FSMG

will reserve the right to terminate the contract without cause.

4. Project Funding

Funding is contingent upon the execution of the annual CCF.

5. Title VI

Statement

Title VI Statement

Clark County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. §§ 2000d to 2000d‐4) and the Regulations, hereby notifies all bidders that

it will affirmatively ensure that any contract entered into pursuant to this advertisement,

disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in

response to this invitation and will not be discriminated against on the grounds of race, color, or

national origin in consideration for an award.

El Condado de Clark, de acuerdo con las disposiciones del Título VI de la Ley de Derechos Civiles

de 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d a 2000d‐4) y el Reglamento, por la presente notifica a

todos los postores que se asegurará afirmativamente de que cualquier contrato celebrado de

conformidad con este anuncio, las empresas comerciales desfavorecidas tendrán la oportunidad

plena y justa de presentar ofertas en respuesta a esta invitación y no serán discriminadas por

motivos de raza, color u origen nacional en consideración a un laudo.

Политика округа Кларк заключается в том, что никого нельзя отстранять от участия,

лишать льгот или подвергать дискриминации по признаку расовой принадлежности, цвета

кожи и национального происхождения в рамках любой деятельности округа Кларк, как это

предусмотрено разделом VI Закона о гражданских правах 1964 г. и сопутствующими

законами. Эта политика распространяется на всю деятельность округа Кларк, в том числе

на его подрядчиков и всех, кто действует от имени округа Кларк. Эта политика также

распространяется на деятельность любого департамента или учреждения, которому округ

Кларк предоставляет федеральную финансовую помощь. Федеральная финансовая

помощь включает в себя гранты, обучение, использование оборудования, передачу

избыточного имущества и другую помощь.

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.