CITY OF LONGVIEW Public Development Authority c/o Bob Gregory, Executive Director P.O. Box 128 1525 Broadway Longview, Washington 98632 Phone: 360.430-4946 Fax: 360.442.5950 Request for Proposals for Professional Services to Conduct a Market & Financial Feasibilty Study for a Proposed Equestrian Facility to be Located at the Cowlitz County Event Center Grounds, Longview, Washington DUE DATE/TIME: March 8, 2016 5:00 pm All proposals shall be sealed and marked Event Center Equestrian Market and Financial Feasibility Study and must be received by the Longview Public Development Authority by the above stated due date and time. POINT OF RECEIPT: Mailing Address CITY OF LONGVIEW Public Development Authority c/o Bob Gregory, Executive Director PO Box 128 Longview, WA 98632 Physical Address CITY OF LONGVIEW Public Development Authority c/o Bob Gregory, Executive Director 1525 Broadway Longview, WA 98632 Requests for information regarding this Request for Proposals should be directed in writing by letter or email, or by telephone call to Bob Gregory, (360) 430-4946 or by email to bgregory@longviewpda.com.
LONGVIEW PUBLIC DEVELOPMENT AUTHORITY Request for Proposals for Professional Services to Conduct a Comprehensive Market and Financial Feasibilty Study for the Equestrian and related event facilities to be Located at the Cowlitz County Event Center Grounds, Longview, Washington Overview After an initial feasibility study sponsored by Cowlitz County, in partnership with the City of Longview, the City of Kelso, and the Cowlitz County Public Facilities District, the Longview Public Development Authority was created to assist and redevelop the property within the Cowlitz County Event Center. The Longview Public Development Authority (PDA) wishes to promote improving and enhancing the equestrian facilities within or near the Cowlitz County Event Center. The 47- acre project site at the corner of Washington Street and 7 th Avenue in Longview, owned by Cowlitz County, includes the Cowlitz County Expo/ Fairgrounds and the Cowlitz Regional Conference Center. The goal of the PDA s feasibility and market study is to: Perform both a market analysis element and a financial and economic impact study of the current event center equestrian facilities and operation. The suggested work scope would include: stakeholder interviews and public input, site and facility assessment, community attribute assessment, competitive and comparable facility analysis, assessment of horse industry and horse show trends, assessment of potential equestrian and non-equestrian uses, potential markets and usage projections of performance center, proposed facility recommendations, and recommended marketing and operational structures. The financial feasibility and economic impact analysis would entail financial projections of operational costs, assessment of funding options, economic impact analysis, and a final report and presentation. The Longview Public Development Authority is requesting proposals from qualified consultants to conduct a market demand analysis and feasibility study that will provide objective, researchbased guidance to the prospective operation and enhancement of the equestrian facilities at the Cowlitz County Event Center, in the City of Longiew, WA. Community Background The Events Center Project is a result of an Interlocal Partnership between Cowlitz County, the City of Longview, the City of Kelso, and the Cowlitz County Public Facilites District. A Community Resource Team was created during the formation of the Cowlitz County Event Center MASTER PLAN. Their imput and findings helped create the recommendations of a new hotel, a new sports complex facility, new and/or improved equestrian facilities, among other improvements. The MASTER PLAN can be found here: http://www.mylongview.com/modules/showdocument.aspx?documentid=1267
The Cowlitz County Event Center annually hosts the Cowlitz County Fair and the Thunder Mountain Pro Rodeo as well as horse shows, music festivals, car shows and motorcycle rallys Event Center Statistics: Event Days 2012 644 Event Days 2013 663 Event Days 2014 757 Event Days 2015 665 Event Days Attendance 2012 175,000 2013 179,000 2014 191,000 2015 180,500 Revenue 2012 Room Rental & Event Service - $321,069 Catering - $619,095 2013 Room Rental & Event Service - $325,697 Catering - $628,871 2014 Room Rental and Event Services - $359,000 Catering - $683,000 2015 Room Rental and Event Services - $368,000 Catering - $684,000 Total Population in Longview, WA as of 2010 Census Results: 36,648 Objectives The improvement of the existing horse facility will have many benefits to the community by offering a safe and inviting place to gather for equestrian events. In the short term, the improved facility will generate additional rental revenue for the Event Center and provide the local equestrian users with a facility that they can utilize more frequently, including 4-H and Washington High School Equestrian Team (WAHSET) events. Riding clubs would have a convenient and enticing facility in which to conduct their local shows and events. The outdoor and indoor arenas and surrounding grass areas also host numerous other animal events such as dog agility trials, llama and alpha shows, and search and rescue canine training. Longer-term, the improved facility would enhance the reputation and draw of the Cowlitz
County Event Center to an as yet untapped market - the regional equestrian community, who now have to travel to Clark County and Pierce County for the closest large-scale facilities. The local WAHSET equestrian team has won many state level team and individual championships despite the current conditions of the arena. This improved facility would both prevent the loss of revenue from local riders leaving the area as well as generate new revenue by enticing regional riders and horse shows to come into Cowlitz County. The additional indirect benefits, such as increased hotel use, increased restaurant and shopping revenue from the additional visitors would benefit the whole county. Scope of Work The following is a list of the desired services to be performed. The Longview Public Development Authority will consider input from respondents as to other suggested services to be included in the feasibility study. Those services should be listed as optional and additional in the submission. Scope of Work Description: The proposed feasibility study would include the following tasks for the Market Demand Analysis: interview and public input, site and facility assessment, community attribute assessment, competitive and comparable facility analysis, assessment of horse industry and horse show trends as well as potential equestrian and non-equestrian uses, potential markets and usage projections, proposed facility recommendations, and recommended marketing and operational structure. The Financial Feasibility and Economic Impact Analysis would include: financial projections of operations, assessment of funding options, economic impact analysis, and the final report and presentation. The best estimate for a time frame is approximately twelve weeks to complete the analysis. Infrastructure Construction Support: The purpose of the study will determine the feasibility of renovations, potential programmatic opportunities that would identify and justify additional infrastructure needs, and further development of the equestrian facility. The initial consultation with the firm Equine Facility Design positively indicated that the indoor arena was structurally sound. The deferred maintenance of the facility, however, has lead to inadequate lighting, footing, security, sanitation, viewing, and ventilation problems. Private Investment Interest: One of the purposes of this study would be to uncover both public and private investment interest. To date, there has not been private investment interest except for various rental fees for use of the equestrian facilities.
Proposed Submission Requirements for RFP The following must be submitted: 1. Basic information regarding the presenting firm or department including contact names and backgrounds of principals and professionals who will be involved in the project and history or presenting organization. 2. Similar information to any sub-consultants or sub-contractors who will be used to complete the study. 3. Qualifications and experience of all involved that will enable the Longview Public Development Authority (PDA) to evaluate your team and your relevant experience. Please provide client references on all appropriate projects. 4. Describe in detail the approach or process that your firm will undertake that will enable the PDA to make a sound decision. 5. A fee proposal for the study. A detailed estimate of out of pocket expenses and a not to exceed cap on such expenses is to be included. 6. Provide a schedule and time frame for completion of the study. 7. The PDA shall not pay any costs incurred by any proposing company for time and/or materials used to prepare the response or make the presentation(s) related to this RFP. Selection and Evaluation Process Selection shall be based upon information gained from the personal review, including relevant experience, pricing, personnel assigned to the work, interviews, references and other relevant criteria as determined by the Longview Public Development Authority. A response to the RFP should be submitted and received by Tuesday, March 8, 2016 at 5:00pm local time. The response should include seven (7) original copies, one bound and six unbound, as well as a digital PDF copy of the RFP. Proposals received after this date may not be accepted. No proposals will be accepted by fax. Proposals should be marked Cowlitz Event Center Equestrian Market and Financial Feasibility Study and sent to the attention of: CITY OF LONGVIEW Public Development Authority c/o Bob Gregory, Executive Director P.O. Box 128 1525 Broadway Longview, Washington 98632 Phone: 360.430-4946 bgregory@longviewpda.com Any submitted proposals become property of the Longview Public Development Authority (PDA). The PDA and/or its agents will then review the proposal and investigate the qualifications of the team members and the demonstrated ability to perform satisfactorily, as well as the financial stability of the firms submitting the proposals. The PDA reserves the right to require either telephone or personal interviews with each firm or consultant submitting a
proposal. The PDA reserves the right to reject any or all proposals in any order of combination, accept or reject portions of the proposal, make modifications to the work after submission of proposals, and waive any formalities in proposals if they deem it is in the best interest of the PDA to do so, without liability on the part of the Longview Public Development Authority. Other dates of interest concerning this RFP process (Subject to Change) A pre-proposal conference will be held on Tuesday, February 16, 2016 at 3:30 p.m. Potential respondents may attend in person. Meeting will be held at the Longview City Hall (1525 Broadway) in the 2 nd floor conference room unless otherwise noted. All dates are subject to change. Attendance at the conference is NOT mandatory. It would be helpful if any questions from proposing companies be emailed prior to the conference to bgregory@longviewpda.com. Proposal Deadline - Tuesday, March 8, 2016 at 5:00 p.m. local time Evaluations of RFP s completed by Friday, March 23rd, 2016 Notification of Finalists on or before Friday, March 30, 2016 Negotiations will be conducted with the selected company. In the event a mutually acceptable contract cannot be negotiated with the selected company, the PDA reserves the right to negotiate with other responding companies. Upon negotiation of a mutually acceptable contract, the Longview Public Development Authority will award the contract(s), if any. The PDA reserves the right to reject all qualifications and/or re-issue the RFP at their discretion. All contracts are subject to the formal approval of the PDA, and the standard terms and conditions listed. Longview Public Development Authority Standard Terms and Conditions 1. ACCEPTANCE OF PROPOSAL CONTENT: The contents of the proposal of the successful contractor will become contractual obligations if procurement action ensues. 2. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By signing this proposal, the proposer certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this procurement: a. The prices in this proposal have been arrived at independently, without a consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other prosper or with any competitor; b. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the prosper and will not knowingly be disclosed by prosper prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other proposer or to any competitor; and; c. No attempt has been made or will be made by the proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. d. Each person signing this proposal certifies that: He/she is the person in the organization responsible for the decision as to the prices being offered herein
and that he/she has not participated, and will not participate in any contrary to 2.1 through 2.3 above; (or) He/she is not the person in the organization responsible within that organization for the decision as to the prices being offered herein, but that he/she has been authorized in writing to act as agent for the persons responsible for such decisions in certifying that such persons have not participated, and will not participate in any action contrary to 2.1 through 2.3 above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above. 3. ACCEPTANCE-REJECTION: The Longview Public Development Authority reserves the right to accept or reject any or all proposals, to waive any technicality in any proposal submitted, and to accept any part of a proposal as deemed to be in the best interests of the Longview Public Development Authority. 4. PAYMENT TERMS AND INVOICING: The Longview Public Development Authority normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified. A good faith dispute creates an exception to prompt payment. 5. APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Washington. The Contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. 6. ASSIGNMENT: No right or duty in whole or in part of the Contractor under this contract may be assigned or delegated without the prior written consent of the Longview Public Development Authority. 7. NONDISCRIMINATION: In connection with the performance of work under this contract, the Contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition or development disability. 8. INSURANCE RESPONSIBILITY: The Contractor performing services for the Longview Public Development Authority: a. Maintain worker s compensation insurance as required by Washington State, for all employees engaged in work. b. Maintain commercial liability, bodily injury, and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage. c. The Longview Public Development Authority reserves the right to require higher or lower limits where warranted. 9. CANCELLATION: The Longview Public Development Authority reserves the right to cancel any contract in whole or in part without penalty due to misappropriates of funds or for failure of the Contractor to comply with terms, conditions and specifications of this contract. 10. PUBLIC RECORDS ACCESS: It is the intention of the PDA to maintain an open and public process in the solicitation, submission, review and approval of procurement activities.
Proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract. 11. PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request must be clearly stated in the proposal itself. Proprietary information submitted in response to a request will be handled in accordance with applicable City of Longview procurement regulations and the Washington public records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor s responsibility to defend the determination in the event of an appeal or litigation. a. Data contained in a proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations become property of Longview Public Development Authority. b. Proposal prices cannot be held confidential. 12. HOLD HARMLESS: The Contractor will indemnify and save harmless the Longview Public Development Authority, along with all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the Contractor, or of any of its Contractors, in prosecuting work under this agreement. 13. FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault negligence of the party. Additional Information MASTER PLAN: Cowlitz County Event Center; prepared for Cowlitz County by BergerABAM of Vancouver, WA. Web link: http://www.mylongview.com/modules/showdocument.aspx?documentid=1267