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Basic Information

Reference Number

0000368396

Issuing Organization

Douglas County Government

Owner Organization

Douglas County Government

Solicitation Type

IFB - Invitation for Bid (Formal)

Solicitation Number

#041-24

Title

Video Screen and Production Services for the Douglas County Fair & Rodeo

Source ID

PU.AG.USA.1469.C2678601

Details

Location

United States, Colorado, Douglas County

Delivery Point

Castle Rock, Colorado 80104

Purchase Type

Term: 07/30/2025 12:00 AM MDT - 08/04/2025 12:00 AM MDT
Option: with four (4) one-year extension options

Piggyback Contract

Description

The Department of Facilities, Fleet and Emergency Support Services of Douglas County Government, hereinafter referred to as the County, respectfully requests bids from responsible, qualified companies for the provision of the rental of a video screen and all associated production, as specified, for the 2025 Professional Rodeo Cowboys Association (PRCA) Rodeos at the Douglas County Fair & Rodeo. The Douglas County Fairgrounds is located at 500 Fairgrounds Drive, Castle Rock, Colorado 80104.

The purpose of this solicitation is to obtain equipment and services from an experienced and qualified Video Screen Production Contractor to provide a turnkey operation for one (1) rough stock event, three (3) PRCA sanctioned rodeos, and three (3) slack sessions at the Douglas County Fair & Rodeo. The 2025 dates are listed below:

Thursday, July 31, 2025 (Morning) PRCA Rodeo Slack
Thursday, July 31, 2025 (Evening) PRCA Rough Stock Event
Friday, August 1, 2025 (Morning) PRCA Rodeo Slack
Friday, August 1, 2025 (Evening) PRCA Rodeo
Saturday, August 2, 2025 (Morning) PRCA Rodeo Slack
Saturday, August 2, 2025 (Evening) PRCA Rodeo
Sunday, August 3, 2025 (Mid-Day) PRCA Rodeo

The initial contract, issued as a result of this IFB, will be for the 2025 Douglas County Fair & Rodeo. The County shall have the option to renew this contract for four (4) additional periods, with the same terms and conditions. All prices proposed shall be firm and fixed for the initial contract period and may be re-negotiated after the initial contract period. This agreement and/or extension to the original period of a subject contract shall be contingent upon annual funding being appropriated, budgeted, and otherwise made available for such purposes and subject to the County’s satisfaction with services received during the preceding contract period.

Dates

Publication

11/13/2024 03:58 PM MST

Question Acceptance Deadline

11/19/2024 05:00 PM MST

Questions are submitted online

Yes

Closing Date

12/03/2024 04:00 PM MST

Contact Information

Carolyn Riggs

303-660-7434

criggs@douglas.co.us

Buyer Preferences, Guidelines & Requirements

General Requirements

- FOB Destination

- Insurance Required

- Local Service Required

- Onsite Maintenance Required

- Payment by Credit Card

Award Requirements

- All or None Award

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Bids shall be received ELECTRONICALLY ONLY through the Rocky Mountain E-Purchasing/BidNet System website at (www.bidnetdirect.com/colorado/douglas-county-government). All bid responses should consist of one (1) PDF document with the bidders name as the first word in the document name. It is the sole responsibility of the bidder to see that their bid response is received on time. Bids will not be considered which are received after the time stated.

Douglas County officially distributes solicitation documents through the Rocky Mountain E-Purchasing System only. Copies of solicitations obtained from other sources are not considered official copies and the County cannot attest to their accuracy. All BidNet website/system questions must be addressed with BidNet Vendor Support at 800-835-4603, option 2.

Douglas County Government reserves the right to reject any or all bids, to waive formalities, informalities, or irregularities contained in a said bid and furthermore, to award a contract for items herein, either in whole or in part, if it is deemed to be in the best interest of the County to do so. Additionally, we reserve the right to negotiate optional items and/or services with the successful bidder.