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HomeMy WebLinkAbout2021-07-14-minutes-ec-study-sessionKITTITAS COUNTY EC STUDY SESSION MINUTES BOCC CONFERENCE ROOM/WEBEX, 205 WEST 5TH ROOM 108 - ELLENSBURG Regular Meeting WEDNESDAY 10:00 AM July 14, 2021 Board members present: Chair Brett Wachsmith, Vice -Chair Laura Osiadacz Others: Kady Porterfield (Event Center Director) 1. Call to Order 10:00am 2. General Event and Rental Updates — Things are really buzzing now down at the grounds with the reopening and two large event rentals were just held right after the 4th of July. Buck Brannaman, which took up all the northern end and rodeo grounds, and the first Cascade Cow Cutters show since 2019. Large turnovers and prep after the concert, but all was accomplished, and events were ready to roll. Buck had a great weekend. The Cow Cutters started out great with their new set up, but after their first practice on Friday they ended up over watering the arena and had to cancel remainder of their show. KVEC staff is working with them on the cancellation and trying to be a good partner by finding financial solutions to help with the mid -show blow of a cancellation. It's been great working on a plan with Cow Cutters to get them back to Ellensburg after the end of the pandemic and it's best that headway is not lost on that relationship. They are looking into rescheduling dates with us to make up this show. 4-H events can now happen too, so they are filling our schedule and getting back in to action. Horse training days, shooting sports, meetings, and then 4-H horse show coming up soon too. Posse is also coming in on Tuesdays for their rides. 3. Self Promoted Event Updates Posse also did a great job ushering for us at Patriot Night Under the Lights and we were excited to have the Ellensburg Rodeo Court there to welcome people and throw t -shirts into the crowd. The Fair Board members that volunteered were also a huge help and they make it easy to know their tasks are going to get taken care of. Kady is so thankful for all of them. All our major partners and service providers are amazing too and we can depend on them to do their jobs and have our backs. The relationships that have been built with those people are very valuable and by having successful events we are off to a great start on building our reputation as a great venue to work with back in Nashville. A full financial report has not been compiled yet since some voucher payments are still in the works. With Kady's estimated numbers she's been able to analyze thus far, it's looking better than expected for still only a second -year event. We had a little over 1300 people in attendance, which was about the same as 2019 when we had the first Patriot Night Under the Lights. 2022 Plans — will make some changes to layout and seating but will probably keep stage direction the same. Kady will start looking for new artists to book after the fair is over period. Tickets go on sale for the Kittitas County Fair tomorrow! We will be able to sell tickets online for the first time in history of the fair. Carnival wristbands will also be available 2021-07-14 MINUTES online and we're selling a weekly carnival wristband for the first time too. We're very excited to have our new carnival company. The new ticketing system is also exciting because we will be able to track our attendance a lot better than in past years to hopefully get a more accurate attendance count. The blast pass cashless payment system is also a new feature at the fair this year. Saffire, that runs our website and ticketing platform, also runs this cashless payment system. It will help keep lines down, making payment process quicker, and be more sanitary than having to pass cash around. It will also improve reporting and finance office efficiencies! Kady continued to discuss the process on how to get BlastPass and use it at the Fair. 4. Grant Updates KVEC is to receive $370,197.45 in funding through the Shuttered Venue Operator's Grant. This was the only COVID relief funding KVEC qualified for and very happy about being awarded the funds as reimbursement on lost revenue from 2020. Kady announced we might also receive a grant from the Department of Ecology for a vacuum sweeper truck for the grounds. We are on the list of approved grants, but there is some negotiating to be done to finalize the grant contract. Since next year is the earliest, we can get the truck, Kady did have to order a new sweeper attachment for our Bobcat to help keep up with the degrading dirt and rock coming from the hillside. Bobcat has been backed up on parts due to the COVID shortages, so it's taken a long time to receive the order, which we are still waiting for at this time. Kady will be applying for the WSDA Health and Safety grant again this year too for the next biennium and will be reviewing projects to apply for. The grant fund has increased in the state budget, so we are eligible for a larger portion of funding now than in the past. 5. Sponsor Business Sponsorship increased for Patriot Night this year, which was great for the short turn around. There is also new interest in facility sponsors again, so staff will be meeting with potential sponsors towards the end of this month to start conversations and hopefully receive proposals. There is interest and potential in several facilities to help bring in some needed revenue for projects. 6. Special Projects The old yellow halls are being repainted and the project is almost complete. The new color is great and blends in beautifully with the grounds. The doors on the buildings are also being repaired too so they can be locked open. The crash bars on the doors have been defective the last couple years, so new hardware is necessary for operation. We also kept up the walkway cover and had the contractor paint that up to blend into the building as well. It's a great addition. Question was presented by the Board on the status of the barns on the Rodeo Grounds. Kady confirmed all those barns need a lot of work. She was happy the wall restoration project on the one Posse Barn that was rotting is complete and it looks much better. The massive flooding this spring did not help the health of the barns either and working with partners to find solutions to keeping the creek from flooding us out, as well as City residents. Staff fixed holes in grandstands deck and repainted it. We also repainted all the seating in AA -MM sections in the grandstands. The paint deteriorates in the sun over the years. After the painting, everything was renumbered in those sections too. Brett asked about back walls to the grandstands to ask if they are staying sturdy and Kady confirmed the boards have been strong since they were fixed a couple years ago. 2021-07-14 MINUTES 2 The Western Village gates are still to be installed as that project has seen a few delays for multiple reasons. Our goal is to have that done by the end of this month. Working with Patti on talking with ALSC on the new Grandstands construction project since we received $1.5 million for from the state. We've had an initial meeting, but many things to explore as well as try to secure another $3.5 million in funding to have the project fully funded. We haven't heard of any other federal funding being secured from our federal grants submitted through The Ferguson Group. 7. Approve Public Notice for Tent Structures RFB This is the second round of bids for tent structures as the first round of tents didn't pass City code and tent orders had to be cancelled. Due to restructure of specifications, Kady must go out to bid again. She is still waiting for responses from the City of Ellensburg on what they are looking for and what she is going to be allowed to install, but due to time sensitive operations she is requesting a post for bid to keep the ball rolling. Kady will continue to contact the City to try to get answers on codes and how to permit this project. Brett will contact the City as well and request a follow up on this for them to get back to us. Laura approves posting the RFB for Tent Structures, Brett seconds. Approved to post public notice. 8. Other Business Brett asked if KVEC staff could complete mowing and weeding in Shady Acres as trailers are removed and maintain it through the summer. Kady said can be done. Patti had us do it a few times already and we have sprayed weeds, but Kady suggests contracting Noxious Weed to spray out all the weeds early next year and she is happy to arrange that as well. She will have the staff go through again soon for another round of weed control. Brett also had a meeting with West Seattle Bowl and they are interested in renovating the Bowling Alley back in to an operation Bowling Alley. Now that the County has gone out for RFP twice, the County can now work with any interested party that comes forward since no RFPs were submitted in either bid process. Brett asked for follow up on the security system project and the law and justice grant. Kady met with Doug and Jim in IT on this to start ordering more equipment and schedule installations. She will follow up with them on where the project is at. Meeting adjourned at 10:45am. Kady Po diel 2021-07-14 MINUTES KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Brett Wachsmith, Chairman - f� LP KITTITAS VALLEY EVENT CENTER Home of the Kittitas County Fair and Ellensburg Rodeo K��17AA5 VALLEY �� p 901 E. 7`h Ave, Suite 1, Ellensburg, WA 98926 FJI/I�YL{�CAVer EventCenter@co.kittitas.wa.us Office (509) 962-7639 Ali J IiAN UUUN I' - 'I Fax (509) 962-7010 KVEC STUDY SESSION STAFF REPORT AGENDA DATE: July 14, 2021 ACTION REQUESTED: Request to Approve Public Notice for Request for Bids for Tent Structures BACKGROUND: The Kittitas Valley Event Center is requesting bids for tent structures as specified in the bid packet. These tents are to be installed in place of the demolished Old Swine Barn and Clockum Room on the fairgrounds that are to be utilized for swine housing at fair and for other year-round events and fair storage needs. The specifications meet the needs of use and operation necessary to continue and expand business at KVEC. Public notice for the call for bids will be posted tomorrow, July 15, 2021 upon approval. INTERACTION: Event Center Board of County Commissioners RECOMMENDATION: Approve the Public Notice for Call for Bids HANDLING: 1 Original — Clerk of the Board 1 Copy — Event Center Director ATTACHMENTS: Tent Bid Packet Public Notice LEAD STAFF: Kady Porterfield, Director Kittitas Valley Event Center KITTITAS VALLEY EVENT CENTER Home of the Kittitas County Fair and Ellensburg Rodeo KITTKAS VALLEY ��° r 901 E. 71h Ave, Suite 1, Ellensburg, WA 98926 F�1+GCGv1w EventCenter@co.kittitas.wa.us Office (509) 962-7639 K�rrir�s r rn sr� Fax (509) 962-7010 BID OPENING DATE: TIME: LOCATION: BID TITLE: BID NO.: DEPARTMENT: NOTICE TO ALL BIDDERS REQUEST FOR BIDS JULY 15, 2021 12:00 PM EVENT CENTER DIRECTOR KITTITAS VALLEY EVENT CENTER 901 E 7" AVE, SUITE 1 ELLENSBURG, WA 98926 Tent Structures KVEC2021-02 Kittitas Valley Event Center You are hereby notified that it is Kittitas County's intent to establish a standard of competition. You are, therefore, encouraged to bid at variance with those specifications which you considered immaterial to the overall operation and performance. Kittitas Valley Event Center (a department of Kittitas County) reserves the right to include in their analysis of responsible bidder, the past and/or anticipated performance of either the bidder or the product being bid. RFB PURPOSE AND SPECIFICATIONS The Kittitas Valley Event Center (hereby referred to as "KVEC") anticipates the need for two tent structures. The item(s) shall be used and meet all the minimum specifications. Any additions, deletions or variations from the following specifications contained in this bid must be noted or the bid will be rejected. VENDOR CONTACTS KVEC conducts its procurements to maximize competition and provide all vendors with an opportunity to compete fairly. For any procurements over $100,000.00, all contacts and correspondence with the Kittitas Valley Event Center after the Request for Bids go out, must be exclusively through a designated Contact Person, and no one else. The designated contact for this procurement is Kady Porterfield, Event Center Director at (509)962-7675 or email: kady.porterfield@co.kittitas.wa.us. Questions must be submitted by email at the email address listed above. Bidders, their agents, and representatives are directed not to contact or lobby other staff members, management, or members of the Board of County Commissioners of Kittitas County regarding this RFB. Questions raised through the designated contact person and answers thereto will be emailed to all known prospective bidders. RFB TIMELINE July 15, 2021 Issuance of RFB July 15, 2021 RFB advertised in Official County Newspaper July 23, 2021 — 5:OOPM Deadline for the Submission of Bids July 26, 2021 — 8:OOAM KVEC reviews bids August 3, 2021 Kittitas County Board of Commissioners awards bid and authorizes purchase Kittitas County reserves the right to modify this schedule as it deems necessary. SUBMITTAL DEADLINE DATES All Bids must be submitted no later than 5:00 p.m. on July 23, 2021 by email to kady.porterfield@co.kittitas.wa.us. If bids would rather be submitted by mail or delivery service, then Bids must be enclosed in a sealed envelope, plainly marked as: 'BIDS — "Tent Structures", and addressed as follows: Event Center Director Kittitas Valley Event Center 901 E 7th Ave, Suite 1 Ellensburg, WA 98926 Note: Bids received by fax will not be considered. Interested parties and their agents and representatives are directed not to contact or lobby members of the Board of County Commissioners of Kittitas County or KVEC staff members regarding this invitation. QUANTITIES KVEC intends to purchase two tent structures as specified in this bid document. CONDITION Item(s) to be purchased shall meet all Federal and State laws and regulations and be in new (unused) condition. SPECIFICATIONS The specifications are set forth in Form A and form an integral part of this bid document and the bidder's response. All parts shall be of sufficient strength, quality of material and workmanship to what is generally provided in the industry. It shall be bidder's obligation to respond to the bid specifications and to indicate whether or not the item(s) they bid meets, or does not meet, each listed bid specification. For each deviation from the specifications, bidder may provide documentation, if any, of equivalence. Bidder should include any manufacturer's literature or specification sheets evidencing compliance with the specifications. BID SECURITY KVEC will not require a Bid Bond and a Performance Bond in the amount of 5% of the bid amount. EQUIVALENTS Where, in the Bid documents, one certain kind, type, brand, technology or product manufacturer is named, it shall be regarded as the required standard of quality. It is not meant to exclude competition in any way. Similar item(s), products, or services, which are equal in quality, performance, and compatibility and equally adaptable for the intended purposes, as determined by the Agency and are submitted as specified in the bid documents, will be considered and may be accepted. The decision of the Agency as to equal will be final. COMPLIANCE WITH LA WS, REG ULA TIONS AND STANDARDS The item(s) which vendor is submitting a bid shall comply with all Federal and State laws and regulations, including applicable emissions standards as well as all applicable safety standards, including those set by OSHA, PESH, the National Highway Safety Administration, the U.S. Environmental Protection Agency. MANUALS and ENGINEERING The awardee shall be required to furnish, at no additional cost to KVEC, one (1) complete set of manuals (maintenance, operation, service, and parts listing) and/or all engineering information (drawings, packets, rating, etc.) for each item purchased. All these documents shall be furnished at time of item delivery. DELIVERY and ASSEMBLY The item(s) purchased as a result of this Bid solicitation shall be delivered to the KVEC specified site contained within the bid and assembled. All responsibility and liability associated with the delivery of the purchase shall be borne by the vendor. The vendor must provide delivery and/or assembly cost in their bid, if charging for delivery and/or assembly. Purchase is to be delivered within fourteen (14) days or assembled within thirty (30) days of bid award and purchase authorization, or as otherwise arranged with the Event Center Director. INSPECTION/APPROVAL The purchased item to be delivered/constructed hereunder will be subject to KVEC's inspection and approval within a reasonable time after delivery. KVEC will have the right to reject defective or non -conforming item and at Bidder's (i.e. Seller's) risk and expense return the defective item to be promptly replaced with complying item. Such a return of defective item(s) will not extend the required delivery date. For any such defective, non -conforming or rejected item(s), KVEC shall also have the alternative option of returning the item(s) at Bidder's (Seller's) expense and cancelling all or the remainder of the order. As a third option, KVEC may accept the defective or non -conforming item(s) at an agreed upon price reduction from the Bidder (Seller), which will result in an appropriate reduction in the contract sum before final payment. LOCAL SERVICE LOCATIONS Bidders shall specify proper service and maintenance operations that can complete repairs and regular operating maintenance for the item(s) on site at KVEC facilities. The Bidder should also designate a facility, within 100 miles of Ellensburg, WA, that can perform factory -authorized warranty work, as well as other necessary repairs that otherwise cannot be completed on site. INSURANCE RESPONSIBILITY The successful bidder will be responsible for the item(s) and shall properly insure the item(s) during transit and until KVEC accepts the item(s) in writing. CONSIDERA TION AND PAYMENT The Contract will set forth the agreed upon price for the item(s) to be paid by KVEC. Payment will be made net thirty (30) days after receipt by KVEC of invoice and completed W-9 IRS Form from the seller. KVEC's tender of payment by check is sufficient. No charges for shipping, handling, packaging, or insurance will be allowed unless stated in the contract. FAILURE TO PROMPTLYEXECUTE CONTRACT If the successful Bidder fails or refuses to sign and deliver the Contract, including the attached proposed contract conditions and the necessary insurance within fifteen (15) calendar days of contract award, KVEC may cancel the award to that Bidder and award to the next lowest responsible and responsive bidder meeting the bid specifications and the original low bidder shall have no recourse against the Agency. DISQUALIFICATION OR TERMINATION If the item(s) to be provided hereunder by Bidder to KVEC exceeds $120,000.00, in total, KVEC reserves the right to disqualify the Bidder or terminate any contract with Bidder, at any time during its term, by written notification to successful Bidder, in accordance with the notification provisions above, in the event it is found that the certification filed by the Bidder during the procurement process was intentionally false or intentionally incomplete or in the event that Bidder engages in an impermissible contact. BID INSTR UC TIONS All blank spaces in the Bid Forms applicable to the Contract for which a Bid is being submitted must be appropriately filled in with ink and with both words and figures, and the Bid must be properly executed. Bids must be submitted by mail, delivery service or personal delivery and received by KVEC by the date and time specified in the Bid Solicitation. Late Bids will not be considered. Bids may not be submitted via fax or email. If the Bid is made by a corporation, the official corporate name shall be given, and the Bid shall be signed by an authorized officer of the corporation, and the corporate seal affixed. If the Bid is made by a partnership, the official name as it appears on the Assumed Name Certificate shall be given and the Bid shall be signed by a partner. If the Bid is made by a sole proprietorship, the Bid shall be signed by the individual owner. MISTAKES/DISCREPANCIES IN BIDS In the event there is a discrepancy in any Bid between unit prices and the extended totals, the unit prices shall govern. In the event there is a discrepancy between the unit or lump sum prices written in figures and those written in words, the unit or lump sum prices written in words shall govern. Bids which do not contain a price for every item contained in the applicable Bid Form (when required) shall be subject to rejection. Unless otherwise required by law, the sole remedy for a mistake in a Bid shall be the withdrawal of such Bid and the return of the Bid security, if any, to such Bidder. KVEC may, in its sole discretion, award the Contract to the next lowest Bidder or re -bid the Contract. Any amendment to or reformation of a Bid or a Contract to rectify such an error, mistake, or omission therein is strictly prohibited. APPLICABLE LAW Any Contract for the purchase of the item(s) Bid herein shall be interpreted in accordance with the laws of the State of Washington. REQUIRED INFORMATION PR0VIDED IN ATTACHMENTS All submittals must include fully completed attachments, as listed below, which are signed by a duly authorized officer or employee: Section A Item(s) Specifications Section B Bid Sheet COSTS FOR PREPARATION OF BID The Bidder is responsible for all costs associated with the preparation of a bid. None of these costs will be the responsibility of the Agency. SECTION A - ITEM(S) SPECIFICATIONS Item(s) Specifications Meets If No, explain in detail. May also provide comments Specs here. Y/N Two (2) tents — each 26' wide by 72' long. Tent structures must meet the following code requirements: • IFC 3104.2 (2015) requires that temporary and permanent tents and membrane structures meet NFPA 701 Flame propagation criteria. They are required to have documentation and attached labeling that they meet NFPA 701. • IBC 3102.3.1 (2015) Membrane and interior liner material shall be either noncombustible or meet fire propagation performance criteria of NFPA 701. • IBC 3102.7 (2015) States that the structure shall be designed and constructed to sustain dead loads, loads due to tension or inflation, live loads including wind, snow, or flood, and seismic loads. Fully enclosed with lockable, manual overhead roll -up doors on each end of each tent. Exhaust fan and intake louvre for air control. SECTION B - BID SHEET Vendor Name: Address: Business Telephone: Email: Authorized Agent: Used Unit Gross Purchase Price (including delivery, and tax) ($): Does the item(s) meet specifications exactly as written (check one): Yes= No= (If no, bidder is required to list ALL deviations in the Item(s) Specification Section) Signature: Date: Public Notice Vittitas County, Ellensburg WA This call for sealed bids is for tent structure to be purchased by the Kittitas Valley Event Center. Bids are due by July 23, 2021 at 5:OOPM, at which time bids will no longer be accepted. Bids will be opened on July 26, 2021 at 10:00AM. Specifications may be seen at the office of the Board of Commissioners and online at http://www.co.kittitas.wa.us/notices/. V Clerk of the Board � Publish: North Kittitas County Tribune: July 15, 2021 f �w>>u ;a r2� ;—Okz\