Fairgrounds Relocation/Request for ProposalRequest for Proposal
January 31, 2000
Introduction:
The Flathead County Commissioners are hereby requesting bona -fide proposals from
interested entities to relocate the existing Flathead County Fairgrounds from the current
site at the NE corner of West Idaho Street and North Meridian Road. The proposal shall
include the new fairground site with required facilities provided and installed to establish
an operating fairground complex as well as the commercial redevelopment of the vacated
fairgrounds. The proposal shall provide all aspects of the intended financial structuring
of the total work scope together with a schedule of the project. The City of Kalispell 's
involvement is essential and crucial to the success of the work scope, which will require
agreements between the City of Kalispell and Flathead County in the review and
implementation process of any proposal. Flathead County as well as the City of Kalispell
reserves the right to accept or reject any or all proposals, to waive any and all minor
informalities and the right to disregard all non -conforming, non -responsive, unbalanced
or conditional proposals. The County may conduct such investigations as it may deem
necessary to assist in the execution of any proposal.
Invitation to Offer a Proposal:
Sealed separate proposals will be received at the Flathead County Board of
Commissioners office at 800 South Main, Kalispell, Montana 59901 until 4:30 p.m.,
MST on February 21, 2000. The sealed proposal package shall read: "Proposal for the
relocation of Flathead County Fairgrounds and the redevelopment of the existing
fairgrounds property." The proposal shall identify the entity proposing and the date. The
proposals shall be publicly identified at such time and taken under advisement for
analysis and response by the County of Flathead and the City of Kalispell. Interested
parties shall refer to the request for proposal introduction, invitation to offer a proposal
and instructions to proposal offerors in preparing their proposals.
Instructions to Proposal Offerors:
1. Defined terms: The term "Request for Proposal" includes the introduction, invitation
to offer a proposal and instructions to proposal offerors and comprises the document.
2. Qualifications of the proposal offeror: Each proposal offeror shall provide their
qualifications to demonstrate their credentials and methods of performance. This
includes all technical and financial associated commitments to create an acceptable
relocated fairgrounds and a redevelopment program on the existing fairgrounds. Also,
it shall include all required infrastructures to meet both project respective needs. The
schedule shall include the proposed financial structuring, schedule of the proposed
organized time structure and identify any known interfacing documentation to
necessarily by needed to meet the total project accomplishment. Any and all
participants must be qualified to do business in Montana. In analyzing the proposals,
the following elements will be considered (but not limited to) the following:
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a. Maintains a permanent place of business.
b. Has reasonable defined the required scope of work and demonstrates
the ability to perform to accomplish a successful and acceptable
completion.
c. Consider Federal, State, County and City laws and regulations that
involve the proposed project.
d. Provide adequate documentation that shows enough detail and clarity
to properly evaluate the proposal.
e. Make notice of any specifics in the proposal that are indeterminate or
unresolvable until such time a proposal is selected and direct
interaction of offeror and Government resolve any such identified
item.
f. The proposal offeror shall provide the intended methods being
proposed to assure the County and City that their respective risks are
mitigated.
Submission of proposal: The proposals shall be delivered to the following office
location: Flathead County Board of Commissioners, 800 South Main Kalispell, MT
59901. No fax or e-mail proposals will be accepted as a legitimate proposal.
Proposal to remain subject to acceptance: Proposal shall remain subject to acceptance
for 60 days after the date of proposal submission date.
The County or the County together with the City reserves the right to reject any and
all proposals, to waive any and all minor informalities, and the right to disregard all
nonconforming, non responsive, unbalanced or conditional proposals. Also, the
County reserves the right to reject the proposal of any offeror if the County believes
that it would not be in their best interest. The County and/or the City may conduct
such investigations, as it may deem necessary to assist in evaluating any proposal.
The relocated fairgrounds shall incorporate into its planning and implementation, a
culmination of the existing facilities into a new location including the required
infrastructure, land, midway, parking, structures, shop and other amenities to
accommodate the existing fairground basis of utilization. It is the intent of this
potential relocation to facilitate, as much as reasonably possible, certain existing
inadequacies such as office, storage, parking, midway area, outdated buildings, barns,
exhibit building, etc. It is recognized that finalizing of details will have to fit into an
agreed and acceptable financial structuring available to the fairground relocation. In
general, the following are guidelines to consider in any offered proposal:
a. A minimum of 80 acres is estimated as the land requirement.
b. Parking for 2500 cars is required.
c. A 4-furlong track for horse racing with a covered spectator seating for
6000 spectators with some ancillary uncovered seating capability.
Associated with this area would be an exterior rodeo arena with
associated pens, gates and control fencing.
d. An indoor multi -purpose arena is desired that will hold about 8500
seated spectators for basketball with capability to house an ice rink and
performing art activities. Consideration for rodeo performances in this
facility is a potential desired activity if feasible. Creative financial
structuring will be the only means to accommodate this facility and the
proposal will have to identify the basis to accommodate, if any, this
facility. The County and City will reserve the right to incorporate.
Postpone or delete this facility pending its review of the received
proposals.
e.
A nine -acre site with necessary infrastructure for carnival utilization
will be required.
f.
An exhibit building of approximately 50,000 square feet is required
together with approximately three acres of exterior exhibit area. A
food court area of approximately two acres is a requirement.
g.
An area to service sixteen local community service group booths will
be required.
h.
A ten -acre area including approximately 70,000 square feet of barn
building(s) will be required. Added to this area there shall be a 4-H
sales area, wash racks, grooming space and show area of an additional
2 acres.
i.
A camping area of approximately 100 camping spots shall be located
on the site where possible.
j.
It is anticipated that the fairground relocation will occur in an area
accessible to Kalispell water and sewer infrastructure.
k.
Adequate access roads shall be incorporated into the proposal together
with necessary on -site roads. All access roads shall conform to
County and City standards for roads.
1.
On -site sewer, water, power, natural gas, telephones and cable t.v.
shall be provided to serve the site.
m.
Necessary toilet, shower, sinks, coolers, hot water heating and
respective building space shall be provided to meet the code
requirements.
n.
Space and needs for an on -site dwelling shall be provided in the
relocation plan.
o.
The planning of both complexes shall implement a reasonable and
prudent approach to design and construction. This includes
infrastructure to both sites in concurrence to City and County
requirements. This effort will require substantial interface with the
City of Kalispell to accommodate sewer, water, storm drainage and
streets. The proposal shall indicate the method these items will be
addressed and what financing structure will be implemented to
facilitate them.
7. It is intended that
this request for proposal will serve the following processing in the
analysis process.
a.
The county will receive the proposals and evaluate if their interests are
adequately addressed.
b.
In the event the County's interests are adequately met, the County
would confer with the City to verify that the City's interests and
concerns are adequately addressed.
c. Assuming continued interest to move forward, the County, City and
selected proposal offeror would engage in constructive negotiations to
attempt to consummate a basis of agreement.
d. Assuming the project proceeds forward from item "c", all of the
necessary processing to accommodate the fairground relocation and
existing fairground redevelopment shall be brought forward to finality.
The proposal shall list to the extent known what all these necessary
items to address are and the schedule associated with them.
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