Project Information

Bid Title

RFQ Fairgrounds Master Planning Services

Issuing Agency

County of Pend Oreille

Location

Washington

Published Date

Nov 17, 2025

Closing Date

Dec 2, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFQ Fairgrounds Master Planning Services

Bid/RFP Status

Open - accepting bids and proposals

Bid/RFP Due Date

Tue, 12/02/2025 - 1:30 PM

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Pend Oreille County is soliciting Request for Qualifications for the Fairgrounds Master Planning Study.

Planning study which produces actionable guidance and a clear roadmap for immediate and long-term facility improvements, while working within the County's operational and financial constraints, including a Strategic Framework Report, Implementation Planning, and Conceptual Design.

Proposals Due: 1:30 PM, Tuesday, December 2nd, 2025

Please direct any inquiries to Ben Eggleston, Facilities Maintenance Supervisor

Email: BEggleston [at] pendoreille.org (BEggleston[at]pendoreille[dot]org)

Phone: 509-447-6918

Supporting Documents

• Fairgrounds Master Planning Services RFQ 172.23 KB
• Appendix A-Site Map 6.52 MB
• Appendix B-Fairgrounds Assessments 52.92 KB
• Appendix C-Sample Professional Services Contract 258.58 KB

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PEND OREILLE COUNTY

REQUEST FOR QUALIFICATIONS (RFQ)

FAIRGROUNDS MASTER PLANNING SERVICES

I. INTRODUCTION

Pend Oreille County is soliciting Statements of Qualifications (SOQs) from qualified planning

and design firms to develop a focused, implementation-oriented master plan for the Pend

Oreille County Fairgrounds. The objective is to define the highest and best use of the

fairgrounds through a prioritized, phased, and fiscally responsible strategy.

This planning effort is scoped and budgeted at $40,000. All work products are expected at a

conceptual planning level, intended to guide future decision-making, capital programming,

and funding pursuits. Detailed design, engineering, or field investigations are explicitly

outside the scope of this solicitation.

This planning effort is intended to produce actionable guidance and a clear roadmap for

immediate and long-term facility improvements, while working within the County’s

operational and financial constraints. A phased work plan, grounded in real-world

implementation capability, is critical to success.

II. PROJECT PURPOSE

The County seeks to develop a 10-year Fairgrounds Master Plan that balances realistic

capital investments with community needs and long-term vision. The plan must identify

improvement priorities, provide conceptual-level designs, and include phasing and cost

strategies to inform decisions, guide capital programming, and support future grant

applications.

III. PROJECT BACKGROUND

The Pend Oreille County Fairgrounds is a long-standing regional asset supporting

agricultural heritage, public events, and community gatherings. The site includes a range of

aging structures, with particular attention required for the Main Exhibit Hall. The County

has completed preliminary facility and infrastructure assessments that will be provided to

the selected consultant for integration into the planning process.

With limited budget capacity, the County is seeking targeted planning that produces

implementable steps rather than a broad visionary document.

IV. SCOPE OF WORK

Note: This effort is intended to remain at a conceptual master planning level. No detailed

architectural, engineering, or field investigations are expected within the available budget.

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All deliverables are to be provided at a conceptual, planning-level scale to guide future

capital programming and funding applications.

The project will be delivered in two phases:

Phase 1: Strategic Assessment and Prioritization (30% of budget)

1. Infrastructure and Safety Review

Incorporate existing County facility assessments, identifying safety concerns,

infrastructure limitations, and potential for reuse, renovation, or replacement. No

new fieldwork or structural assessments are expected.

2. Facilitate up to three focused engagement sessions with the Fair Board, primary

users, and County staff to gather input on operational needs, programming gaps,

and feasible development options. Engagement will be issue-driven rather than

preference-driven, and broad public outreach is not included.

3. Operational and Market Assessment

Review fairgrounds utilization, underutilized assets, and regional demand for public

events and meeting spaces. Assess County operational and staffing capacity to

support expanded or improved facilities.

4. Funding and Capacity Analysis

Identify available funding sources, potential partnerships, and implementation

constraints. Develop funding strategies tied to project phasing.

Phase 1 Deliverable: Strategic Framework Report with facility improvement options, cost

ranges, and prioritization matrix for BOCC review and direction.

Phase 2: Implementation Planning and Conceptual Design (70% of budget)

1. Priority Facility Planning

Develop conceptual layouts and basic design alternatives for one to two high-

priority improvements (e.g., Main Exhibit Hall and one secondary asset).

Incorporate operational needs and program flexibility.

2. Prepare a diagrammatic conceptual site plan addressing internal circulation, general

accessibility needs, basic utility infrastructure, and signage/wayfinding in support

of priority projects. Accessibility will be considered at a planning level, with detailed

ADA compliance to be addressed in future design phases. The plan will remain

schematic and conceptual in nature, excluding detailed engineering or compliance

studies. This task is limited to conceptual-level planning only.

3. Implementation Roadmap

Prepare a phased development plan with order-of-magnitude cost estimates,

funding strategies, and implementation triggers. Emphasize feasible near-term

actions and logical long-term sequencing.

Acknowledge and incorporate cultural and historical features of the site based on existing

information and limited consultation with tribal partners and heritage organizations,

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ensuring continued community relevance and support. This effort is limited to conceptual

recognition and does not include extensive consultation or interpretive design work.

Presentation materials for County Commissioners (basic summary graphics and

PowerPoint materials, not published architectural renderings).

V. SUBMISSION REQUIREMENTS

Interested firms shall submit:

Cover letter of interest and summary of qualifications

Firm profile and team organization

Relevant experience and qualifications of proposed team members

Work samples of similar projects completed in the past five (5) years

Narrative describing the firm's understanding of the scope, methodology, and commitment

to budget adherence

Description of stakeholder engagement approach

Three (3) references from public-sector clients

Statement of current availability and ability to complete project within a 4–6 month

timeframe

VI. EVALUATION CRITERIA

Experience with implementation-driven public facility master planning (30%)

Qualifications and availability of proposed team (25%)

Understanding of scope, deliverables, and budget alignment (20%)

Experience conducting focused stakeholder engagement (15%)

References and track record with similar jurisdictions (10%)

VII. SUBMITTAL INSTRUCTIONS

Submit one (1) digital PDF (required) and up to five (5) printed copies (optional) to:

VIII. INQUIRIES

Please direct all inquiries in writing to:

Ben Eggleston, Facilities Maintenance Supervisor

Email: BEggleston@pendoreille.org

Phone: 509-447-6918

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IX. RIGHTS RESERVED

Pend Oreille County reserves the right to reject any or all submissions, waive irregularities,

and modify or cancel this solicitation at its sole discretion. Contract negotiations will begin

with the most qualified respondent based on the evaluation criteria above.

X. ANTICIPATED SCHEDULE

RFQ Release: November 12, 2025

Questions Due: November 21, 2025

Responses to Questions Issued: November 26, 2025

Submittal Deadline: December 2, 2025, at 1:30 PM

Evaluation & Selection Committee Review: December 3-5, 2025

Consultant Interviews (if necessary): Week of December 8, 2025

Anticipated Notice of Selection: December 16, 2025

Contract Execution: By December 30, 2025

Project Kickoff: January 2026

Project Completion: Within 4–6 months of contract execution

XI. CONTRACT INFORMATION

The selected consultant will be required to enter into a professional services agreement

with Pend Oreille County. The agreement will incorporate the County’s standard contract

provisions, including insurance requirements, indemnification, and compliance with

applicable federal, state, and local laws. A sample contract can be made available upon

request.

Payment will be structured on a negotiated fee-for-service basis, with invoices tied to

accepted deliverables. No retainage will be withheld, but payments may be withheld

pending receipt of acceptable work products.

XII. BUDGET CONSIDERATIONS

The total budget available for this planning effort is $40,000. Proposals shall be scoped and

staffed accordingly. Respondents are expected to demonstrate an understanding of working

within this financial framework, including a phased approach that emphasizes priority

improvements, cost-effective strategies, and realistic implementation planning.

Proposals exceeding this budget will not be considered responsive.

XIII. OPTIONAL APPENDICES

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The following materials may be included or referenced as appendices to support the RFQ:

Appendix A: Site Map of Pend Oreille County Fairgrounds

Appendix B: Summary of Preliminary Facility and Infrastructure Assessments (to be

provided to the selected consultant)

Appendix C: Sample Professional Services Agreement (available upon request)

Appendix D: County Contact Information and Submittal Checklist

Respondents are encouraged to review these supporting materials, where available, to

better understand site context and County expectations.

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Commodity Codes

• NAICS 541310Architectural Services
• NAICS 541330Engineering Services

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