Active SLED Opportunity · COLORADO · DOUGLAS COUNTY GOVERNMENT
AI Summary
Douglas County, Colorado seeks qualified concert producers to submit bids electronically for concert production services. The IFB is open until August 17, 2026, with questions due by July 24, 2026.
The Douglas County Department of Facilities & Fleet Services, referred to as the County, is soliciting responses from responsible, qualified concert producers for Douglas County. Specific details of required services are listed in the Detailed Scope/Specification Requirements Section below. **Solicitation Type**: IFB - Invitation for Bid (Formal) **Source ID**: PU.AG.USA.1469.C18131676 **Piggyback Contract**: No **Question Acceptance Deadline**: 07/24/2026 05:00 PM EDT **Questions are submitted online**: Yes **Bid Submission Type**: Electronic Bid Submission **Additional Bidding Instructions**: Bids shall be received ELECTRONICALLY ONLY through the Rocky Mountain E-Purchasing/BidNet System website at (www.bidnetdirect.com/colorado/douglas-county-government). All bid responses should consist of one (1) PDF document, without password protection. It is the sole responsibility of the bidder to ensure that their bid response is received on time. Bids will... **Owner Organization**: Douglas County Government **Solicitation Number**: 025-26 **Reference Number**: 0000430495 **Pricing**: In attached document **Bid Documents List**: | Item Name | Description | Mandatory | Limited to 1 file | |---|---|---|---| | Bid Documents | Documents defining the proposal | Yes | No | **Questions and Answers**: | Question | Answer | |---|---| | Beyond the annual Fair & Rodeo concert, can the County estimate an expected number and type of "other possible special events" per year? | Answered in Addendum 1 | | 2. How does the requested "estimated revenue to the County" interact with the all-inclusive Producer budget — is it computed on ticket sales net of the budget, a flat percentage of gross ticket revenue, or another method? | Answered in Addendum 1 | | Does the County have a historical Producer-fee percentage or dollar range that has worked well for past Fair & Rodeo concerts? | Answered in Addendum 1 | | Given the March 1st artist-contract-execution deadline for same-year shows and a September 2026 contract start, is there any flexibility for the first contract year ahead of the 2027 Fair & Rodeo? | Answered in Addendum 1 | | Can the County share the relative weighting among the six stated evaluation criteria (qualifications, client list, track record, Front Range connections, service plan, fees)? | Answered in Addendum 1 | | Will the County or a separate vendor hold responsibility for alcohol sales and security at Producer-booked events, and if so, is any coverage or coordination expected from the Producer? | Answered in Addendum 1 | | 1. Please describe any concert production infrastructure the County provides at the performance venue(s), including available electrical service for show load. | Answered in Addendum 1 | | 2. Please indicate the expected performance location for the flagship concerts and specific capacities for both seated and standing audience. | Answered in Addendum 1 | | 3. The Bid Schedule requests estimated revenue to the County for Years 1–4, while the Detailed Scope states the budget, including producer fees, artist fees, production, and expenses will be determined by County Management. Please clarify the intended financial model: does the County fund the all-inclusive concert budget and retain gross box-office revenue while compensating the Producer via fee, or is there some other financial arrangement to compensate the producer? | Answered in Addendum 1 | | 4. Is the producer fee separate from performance fees and local production (sound, staging, lighting, etc.) fees? | Answered in Addendum 1 | | 5. How should the Producer's fee be expressed on the Bid Schedule; flat fee per concert, flat fee for both concerts, or as a percentage of artist and local production budget or something else? | Answered in Addendum 1 | | The RFP states that all terms and conditions will be directly connected to the Producer. Does this mean that all contracts will exist between the producer and artists/local production and that producer will need to submit invoices for payments for deposits and final payments? | Answered in Addendum 1 | | Are the Year 1–Year 4 blanks in the Bid Schedule intended to capture the Producer's fee, the estimated revenue to the County, or both as separate line items? Will the County accept a Producer fee expressed as a percentage of the approved show budget or of net proceeds rather than a fixed dollar amount, and should that be submitted on the Bid Schedule or on company letterhead? Is the "estimated revenue to the County" a guaranteed amount the Producer is expected to underwrite, or a good-faith projection — and if a show underperforms, does the County or the Producer absorb the shortfall? Since the Producer contracts directly with all talent and vendors, will the County advance funds or pay artist deposits directly, or is the Producer expected to front deposits and invoice on Net 30 terms? Is the $150,000–$250,000 range all-inclusive of the Producer's fee, and is it per show or the total annual entertainment budget? Does the County have preferred, incumbent, or exclusive production vendors (audio, lighting, video, staging, backline) the Producer must use, or is the Producer expected to competitively bid production services? If the Producer competitively bids production, does the County's own purchasing policy or dollar threshold flow down to those subcontracts, and does the County want a role in vendor selection? Can the County provide a venue technical pack for the Outdoor Arena and Performance Platform — including stage dimensions and load rating, rigging capacity, available shore power, load-in and bus/truck access, and licensed concert capacity? Are there existing labor agreements, union requirements, or a house stagehand crew at the James E. Sullivan Events Center, and are security, EMS, and traffic control County-provided or the Producer's responsibility within budget? | Answered in Addendum 1 | | Who holds ticketing revenue and contracts with the ticketing platform, who sets ticket pricing, and does the County retain ancillary revenue (F&B, alcohol, parking, merchandise, sponsorship)? How will the fee criterion be weighted against the qualitative criteria (a–e), and will interviews of finalists be held? | Answered in Addendum 1 | | -What is the estimated number of meetings the Producer would be expected to attend throughout the planning and execution of the event? -What is the expected attendance and ticket capacity for the event? -Who sets ticket prices and fee structures, and does the Producer have input into pricing strategy? -Is the performance platform at the outdoor arena a permanent stage? If so, what are its dimensions? If not, what size stage has been used previously or is recommended for this event? -What is the typical turnaround time for Douglas County to review and approve artist offers and contracts submitted by the Producer? -The RFP notes a budget of $150,000 to $250,000 for the Douglas County Fair & Rodeo Concert. Can respondents assume additional concerts/events would have separate budgets outside of that amount? -Would Douglas County be willing to share attendance figures with Swallow Hill Music so they may be included in our annual SCFD attendance reporting? -What has been the average gross ticket revenue for the Douglas County Fair & Rodeo Concert over the past three years? If available, could you also share attendance figures for those years? (This helps put the revenue in context.) -Is the Producer expected to assume any financial risk if ticket sales do not meet projections? -Are there any existing sponsorships, production vendors, or venue partners that the Producer would be expected to use? -Is production subcontracting possible? -What production elements are provided by DC (stage, roof, barricade, power, backline, security, ticketing, audio and lighting equipment etc.), and what is the Producer expected to procure? -Is there a target attendance or financial performance goal that Douglas County considers a successful event? -As a nonprofit partner, would we be able to receive publicity as the booking provider/partner? -What media recognition would be possible? -Would we be able to receive a set amount of comp tickets to events as a nonprofit partner? | Answered in Addendum 1 | | -Is there a target attendance or financial performance goal that Douglas County considers a successful event? -As a nonprofit partner, would we be able to receive publicity as the booking provider/partner? -What media recognition would be possible? -Would we be able to receive a set amount of comp tickets to events as a nonprofit partner? -Would Douglas County be willing to share attendance figures with Swallow Hill Music so they may be included in our annual SCFD attendance reporting? -Are there any existing sponsorships, production vendors, or venue partners that the Producer would be expected to use? | Answered in Addendum 1 | | -What is the estimated number of meetings the Producer would be expected to attend throughout the planning and execution of the event? -What is the typical turnaround time for Douglas County to review and approve artist offers and contracts submitted by the Producer? | Answered in Addendum 1 | | -Is the performance platform at the outdoor arena a permanent stage? If so, what are its dimensions? If not, what size stage has been used previously or is recommended for this event? -What production elements are provided by Douglas County (stage, roof, barricade, power, backline, security, ticketing, audio and lighting equipment etc.), and what is the Producer expected to procure? -Is production subcontracting possible? | Answered in Addendum 1 | | -The RFP notes a typical budget of $150,000 to $250,000 for the Douglas County Fair & Rodeo Concert. Should respondents assume any additional concerts or events would have separate budgets outside of that amount? -What is the expected attendance and ticket capacity for the event? -Who sets ticket prices and fee structures, and does the Producer have input into pricing strategy? -What has been the average gross ticket revenue for the Douglas County Fair & Rodeo Concert over the past three years? If available, could you also share attendance figures for those years? (This helps put the revenue in context.) -Is the Producer expected to assume any financial risk if ticket sales do not meet projections? | Answered in Addendum 1 | **Addendums**: | Addendum | Date | Note | |---|---|---| | Addendum No. 1 | 08/03/2026 03:32 PM EDT | |
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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