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Description:
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Introduction
The Archuleta County Fair Board, on behalf of The Board of County Commissioners of Archuleta County, Colorado (“Archuleta County” or “County”), is soliciting proposals for a Rodeo Contractor for Archuleta County’s 2025 Archuleta County Fair, which will be celebrating its 74
th
Anniversary. Archuleta County anticipates entering into a one-year contract for the 2025 Fair.
The Archuleta County Fair is held annually at the Archuleta County Fairgrounds located at 344 U.S. Highway 84, Pagosa Springs, CO 81147. The Archuleta County Fair will run from July 31 through August 3, 2025, and features rodeos, merchandise booths, contests, and more.
This Request for Proposal (“RFP”) guides Offerors with specifications deemed pertinent to complete a proper proposal in accordance with the required specifications outlined in Paragraph 2.0 below. All proposalssubmitted must be signed by Offeror and remain valid for 60 days following the due date of Proposals.
Offerors intending to submit a proposal must register their official email address with the Archuleta County Fair Board at For security reasons, you must enable JavaScript to view this E-mail address.. Offerors shall carefully review the entire RFP. Offerors shall promptly notify the procurement coordinator, Tonya Steadmon, in writing of any ambiguity, inconsistency, unduly restrictive specification, or error in this Request for Proposal. In this notice, the Offeror shall include any terms or requirements within the RFP that prevent the Offeror from responding or adding unnecessary costs. In addition, offerors may provide an explanation with suggested modifications. The notice must be received by the deadline for the inquiries set forth below. Archuleta County reserves the right to make or decline to make any changes to the RFP.
Offerors having questions or requiring clarification or interpretation of any section within this RFP must address these issues in writing via email to Tonya Steadmon, at
For security reasons, you must enable JavaScript to view this E-mail address. before 5:00 p.m. (MST) on February 6, 2025. The County will provide a written response by email on or before 5:00 p.m. (MST) on February 7, 2025, to all questions timely received. The County’s response will be by a written addendum to the email address provided to the ACFB as directed above.
Any other form of interpretation, correction, or change to this RFP will not be binding on the County. Offerors shall sign and return with their RFP response an Acknowledgment of Addendum for any addendum issued.
Archuleta County shall not be liable for any loss, expense, damage, or claim arising from the advice given or not given or statements made or omitted in connection with this Request for Proposal. Archuleta County shall not be liable for any expenses incurred by the Offeror in preparing its response to this Request for Proposal. This Request for Proposal shall not be construed as a contract or a commitment of any kind by Archuleta County.
Archuleta County reserves the right to conduct relevant inquiries, research, and reference checks regarding the Offeror. Archuleta County reserves the right to select any offer deemed in the best interest of Archuleta County or, at its complete discretion, to reject all bids.
Archuleta County intends to follow the following schedule regarding this RFP but reserves the right to modify such dates at its complete discretion:
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Publication Date/Time:
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1/14/2025 12:00 AM
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Closing Date/Time:
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2/11/2025 4:00 PM
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Submittal Information:
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Attn: Tonya Steadmon
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Contact Person:
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Tonya Steadmon
970-264-8424
archuletacountyfair@gmail.com
tsteadmon@archuletacounty.org
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Plan & Spec Available:
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/DocumentCenter/View/7299/Request-for-Proposal-Rodeo-2025
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Business Hours:
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M-F, 8a.m. - 5p.m.
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Qualifications:
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SPECIFICATIONS
The Offeror must provide the following:
A. General Rodeo Requirements:
1. Archuleta County Fair is seeking to provide exciting, family-friendly rodeo performances the evenings of Friday, August 1, 2025, with a Bulls, Bares, Broncs events. This is our Tough Enough to Wear Pink Event; Saturday, August 2, 2025, with an Open Rodeo; and Sunday, August 3, 2025, with a Kids Rodeo.
2. No soliciting for sponsors or funds to any person or business in Archuleta County. This includes but is not limited to persons or companies that have previously donated to the Archuleta County Fair.
3. The Archuleta County Fair veterinarian will inspect all animals before unloading unless the animals have a health certificate less than five days old.
B. Rodeo Requirements for Friday, August 1, 2025:
1. One 2 to 4-hour rodeo performance, including all three different events.
2. Events must be Bull Riding, Saddle Bronc Riding, and Bareback Riding.
3. Events must be traditional rodeo events.
4. Added money and prizes for the Rodeo.
5. All stock necessary for the event.
6. All necessary personnel including, but not limited to:
a. Judges and flaggers.
b. An Announcer and sound system.
c. Office personnel, including a secretary and timers.
d. Bullfighters, pickup men, and animal handlers.
e. A clown for entertainment is encouraged but not mandatory.
7. Offeror shall only employ and utilize individuals lawfully present and legally authorized to work in the United States.
8. Provide advertising outside of Archuleta County.
9. Provide a flyer to the ACFB by April 30, 2025.
10. RFP shall be for ten riders in each event.
11. This will be Tough Enough to Wear Pink Rodeo. Special Events to be discussed.
C. Rodeo Requirements for Saturday, August 2, 2025:
1. One 2 to 4-hour Open Rodeo with a minimum of 5 events.
2. Added money and prizes for the Rodeo.
3. All Stock necessary for the event.
4. Events must be traditional Rodeo Events.
5. All necessary personnel including, but not limited to:
a. Judges and flaggers.
b. An Announcer and sound system.
c. Office personnel, including a secretary and timers.
d. Animal handlers.
6. Offeror shall only employ and utilize individuals lawfully present and legally authorized to work in the United States.
7. Provide advertising outside of Archuleta County.
8. Provide a flyer to the ACFB by April 30, 2025.
D. Rodeo Requirements for Sunday, August 3, 2025:
1. Kids Rodeo
a. All necessary personnel including, but not limited to:
i. Judges and flaggers.
ii. An Announcer and sound system.
iii. Office personnel, including a secretary and timers.
iv. Animal handlers.
v. Offeror shall only employ and utilize individuals lawfully present
and legally authorized to work in the United States.
b. All stock necessary for the event.
Please bid and provide stock for the following events:
1. 20 mutton busters (sheep) CAPPED AT 20 MUTTON BUSTERS
2. 10 calf riders
3. 10 steer riders
4. 10 wild cow riders
5. 20 breakaway ropers
6. 20 team roper teams
7. 20 family ribbon roper teams
c. The Archuleta County Fair Board will provide the following for the Kids Rodeo
i. Entry Forms/Rules
ii. Prizes
iii. Helmets and vests for the Mutton Bustin’ event
E. Archuleta County agrees to provide the following in conjunction with the rodeo events:
1. Arena, bucking chutes, roping chutes, crow’s nest.
2. Animal pens and water troughs.
3. 2 Tons of Hay for Livestock
4. Some local Advertising
5. An ambulance stationed during the event.
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Special Requirements:
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SPECIAL INSTRUCTIONS TO OFFERORS
In addition to the items outlined in Paragraph 2.0 Specifications, Offeror shall include the following with their Proposal:
1. General outline of each Rodeo with proposed events.
2. Pricing for each individual and pricing for the whole event.
3. Approximate event payout distributions.
4. A certificate of insurance verifying Archuleta County as an additional insured. The insurance company must be rated a minimum of A-, IX by the A.M. Best Guide. The type of insurance will be Commercial General Liability - Occurrence Form. No “Claims-made form” coverage will be accepted. Limits of Liability will be $1,100,000 Each Occurrence/$2,000,000 General Aggregate. The coverage must include Bodily Injury and Property Damage, Products Liability, Personal Injury Liability, and Contractual Liability.
5. Provide at least three (3) references, including a current phone number, for the contact person where Offeror has provided a rodeo within the last three years.
6. A completed Contract Price Sheet for Full Rodeo Stock Contractor as included in Exhibit A, signed by Offeror. All prices indicated in the Contract Price Sheet must be firm for 60 days following the due date of proposals.
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Miscellaneous:
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EVALUATION PROCESS
Archuleta County’s evaluation committee will utilize the criteria listed below to evaluate RFP Rodeo Contractor submittals. Archuleta County reserves the right to conduct onsite or otherwise interviews with the three (3) highest-scoring Offerors at its sole and complete discretion. In addition, Archuleta County reserves the right to conduct relevant inquiries, research, and reference checks regarding the Offeror. In conjunction with the evaluation process, Archuleta County reserves the right to select any offer deemed in the best interest of Archuleta County or, at its complete discretion, to reject all bids.
A. EVALUATION CRITERIA Rodeo Contractor POSSIBLE POINTS
1. Experience and past performance history 20
2. Past Experience with Archuleta County 20
4. Meeting Specifications of RFP 20
5. Contract Price 40
TOTAL Points Available: 100
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Related Documents:
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