INVITATION TO BID (ITB) Montrose County Event Center Naming Rights Date Issued: February 26, 2018

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1 INVITATION TO BID (ITB) Montrose County Event Center Naming Rights Date Issued: February 26, 2018 I. SUMMARY Montrose County is seeking written proposals from interested parties for the purchase of naming rights of the Montrose County Event Center located at th Street, Montrose, CO. The Event Center is a brand new, multi purpose facility that will be used for concerts, equestrian events, competitions, business meetings, and social gatherings. The right being sold is to call the Event Center the XXXXXX Event Center of Montrose County. The named Event Center will be referred to by the sponsored name in all media, website, and signage, with certain limitations, discussed below. II. ITB PACKAGE CONTENTS This ITB package contains 5 pages and Exhibit A: San Juan Bypass Proposed Signage If a bidder discovers any discrepancy, inconsistency, or other error in the ITB, the bidder must immediately notify the County of such error and request modification or clarification in writing by . Bidders may also contact the County Contacts with questions prior to the bid submission date. III. COUNTY CONTACTS It is highly recommended that any interested parties take a tour of the facility prior to bidding. Appointments maybe scheduled through either of the parties listed below. Emily Sanchez, Fairgrounds Director (970) esanchez@montrosecounty.net Stoney Field, Event Coordinator (970) sfield@montrosecounty.net IV. CONSIDERATION FOR AWARD To be considered for award the bidders must: A. Include completed page 5 of the ITB document. Any modification to the ITB will be issued as an Amendment with an Acknowledgment; all Acknowledgments must be signed and returned with the bid. Bidders should check with the County Contacts, or check the Fairgrounds website for modifications, clarifications and Amendments to the ITB, and are responsible for complying with any Amendments to this ITB. B. Comply with all ITB requirements. Failure to do so may result in disqualification.

2 C. Seal and label the bid package: Event Center Naming Rights Bid, DUE Monday, April 2, 2018 at 2:00PM. Submit sealed bid package to Montrose County, Attention: Emily Sanchez, 1001 North 2nd Street, Montrose, CO D. Understand and agree that all bid material submitted shall become the property of Montrose County and shall not be returned. E. Understand, agree, and clearly identify for non disclosure purposes, any information contained within the bid that is proprietary in nature or protected by copyright, trademark, or other intellectual property law. V. BID RECORDING, BASIS OF AWARD and NOTIFICATION Bids will be recorded, but not publicly opened, on Monday, April 2 nd, 2018 at 2:15PM, at Montrose County Fairgrounds, 1001 North 2 nd Street, Montrose, CO Contract award will be made on the determination of value and the best interests of Montrose County, as determined by the Board of County Commissioners, in its sole discretion. The County reserves the right to reject any and all bids and to waive any informality or irregularity in a bid. The action to award a contract, in whole or in part is subject to approval by the Board of County Commissioners (BOCC). The submission of a bid does not in any way commit the County to enter into an agreement with that bidder. Award will be made according to the highest score, as determined by an evaluation committee and approved by the BOCC. Scores will be based on a maximum of 100 points, using the following criteria: Proposed financial terms and structure Proposed term of contract Proposed name for the facility Other factors related to the value 50% (50 maximum points) 20% (20 maximum points) 20% (20 maximum points) 10% (10 maximum points) The County reserves the right to negotiate with finalists to maximize the value of the bid to the County. Any and all travel costs incurred for interview or negotiation purposes will be the sole responsibility of the finalists. It is anticipated that an award will be made within one (1) month of the bid deadline, or if interviews are conducted, within one (1) month of completion of interviews. The award will take place during a published meeting of the BOCC. BOCC meetings are open to the public and are advertised on the Montrose County website at All bidders will be notified of the award decision by e mail. Upon award, contract documents will be issued to the successful bidder. All contract documents must be approved by Montrose County prior to the implementation of the naming rights. VI. PROJECT TIMELINE ITB Documents Available Monday, February 26,

3 Scheduled Tours Monday, February 26 Friday, March 23, 2018 Written Questions Deadline Friday, March 23, 2018 at 5:00pm Written Answers Provided Monday, March 26, 2018 at 5:00pm BIDS DUE Monday, April 2, 2018 at 2:00pm Interviews, if necessary TBD BOCC Meeting Contract Award TBD VII. FACILITY INFORMATION The Montrose County Event Center is a 93,000 square foot facility located on the Fairgrounds property. The facility will have 1,750 fixed seats and a total occupancy of 4,200. With the addition of portable restrooms, the facility can host up to 6,000 people. The arena floor is a little over 34,000 square feet and can be used for equine events, concert seating, banquets, competitions or tradeshows. The floor is dirt, but may be rolled and packed creating multifunctional event space. Attached to the event center are three meeting rooms that can each host 50 people, along with a banquet area that can host up to 360 people. The facility includes amenities such as concession stands, kitchen, ticketing booth and showers. Construction on the facility is expected to be completed in mid March, with a grand opening celebration scheduled for the end of April. Montrose County is investing an additional one million dollars in infrastructure to the fairgrounds property. This will include parking areas, security lighting and horse stalls. Each of these improvements will result in a better experience for the users of the Event Center. Events scheduled to date include: Grand Opening Celebration April 27, 2018 projected attendance of 1,500 Montrose High School Graduation May 20, 2018 projected attendance of 3,000 Cinco De Mayo Festival May 6, 2018 projected attendance of 2,000 Best of High School Sports May 31, 2018 projected attendance of 350 Colorado Reined Cowhorse Show July 6 8, 2018 projected attendance of 200 Montrose County Fair & Rodeo July 23 28, 2018 projected attendance of 2,000 Church of LDS Retreat August 2 4, 2018 projected attendance of 500 Mountain Dog Training September 1 3, 2018 projected attendance 50 Mountain States Ranch Rodeo September 7 8, 2018 projected attendance of 1,500 National Cattleman s Beef Assn September 21 22, 2018 projected attendance of 500 Colorado K9 Competition September 28 29, 2018 projected attendance of 500 Kids Expo October 27, 2018 projected attendance of 500 Bridges Concert Series October/November Projected attendance of 3,500 Additionally, we are actively seeking other events for 2018 and beyond. We have had preliminary conversations for horse sale, cutting horse show, hunter jumper show, drone races, archery tournament, vintage antique sale, Professional Bull Riding and wrestling tournaments. 3

4 VIII. BENEFITS OF NAMING RIGHTS Why you should consider: A. Enhance corporate identity by association with a brand new and civic landmark in the heart of Montrose B. Increase market capitalization through brand recognition C. Build positive association through beloved events, experiences, traditions and memories made at the Event Center D. Drive sales E. Corporate community engagement F. Influence consumer perceptions Potential benefits: A. Name and logo identification in all official Event Center related references made by Montrose County including, but not limited to, the following: a. Media correspondence b. Media placement television, radio, print c. Website d. Wireless home screen e. County related publications f. Advertising/promotional literature B. Signage (provided by bidder) a. Exterior facility name and signage opportunities i. As allowed by CDOT and County signage code ii. Final signage facing the San Juan Bypass will be have to be approved by CDOT iii. Per CDOT code, signage facing the San Juan Bypass will be logo free. See Exhibit A San Juan Bypass Proposed Signage b. Front entrance signage c. Interior signage opportunities IX. BID SUMBISSION FORMAT AND CHECKLIST All bid packages must be submitted with completed/signed acknowledgement form. Bids should be sealed, when delivered. Proposals need not be lengthy or complex. They should include the following: A. Name, address and contact information of bidder B. Financial offer and Payment Terms The County prefers a bid offering all or most of the financial commitment to be made at the time of signing a final contract, but is open to yearly or quarterly payments during the term of the agreement, subject to termination in the event that a payment is not made when due. C. Term of the agreement (The County requests that no bid be offered for less than a five year period. The County is open to offers for longer periods of time, preferably in five year increments, or proposals for an initial period with an option to extend or renew.) D. Name of the facility and proposed logo E. Any marketing initiatives for the facility or other information deemed relevant for consideration 4

5 X. ACKNOWLEDGMENT The undersigned, having carefully read and considered the Invitation to Bid for Naming Rights, does hereby offer to perform such services on behalf of the County of Montrose, in the manner described and subject to the terms and conditions set forth in the attached Invitation to Bid. The undersigned further states that this bid is made in good faith and is not founded on, or in consequence of, any collusion, anti competitive agreement or other type of anti competitive activities between themselves and any other interested party, in restraint of free competition. Contractor Business Name/Address Authorized Representative Signature & Title Date Phone Fax PAGE 5 MUST BE COMPLETED AND RETURNED WITH BID 5