SLED Opportunity · OREGON · WASHINGTON COUNTY
AI Summary
Washington County Fair seeks proposals for professional staging equipment rental services for 2026-2028 fairs. Services include supply, setup, and dismantling of staging meeting specific size and safety standards. Evaluation focuses on experience, cost transparency, structural safety, and communication. Proposals due May 14, 2026.
Washington County Fair - Hillsboro Oregon, is seeking proposals from qualified vendors to provide professional staging equipment rental services for the 2026 - 2028 Washington County Fairs. The selected vendor will be responsible for supplying, delivering, setting up, and dismantling staging equipment to support various events and performances during the fair.
Washington County Fair is a 10-day event with an attendance of 180,000 to 200,000. Event hours will be established annually by the Venue Manager and are subject to change.
2026 WASHINGTON COUNTY FAIR : July 24 2026 - August 2 2026
2027 WASHINGTON COUNTY FAIR : July 23 2027 - August 1 2027
2028 WASHINGTON COUNTY FAIR : July 21 2028 - August 30 2028
Proposal was within the page count limit of five (5) pages maximum, and conformed to all instruction in regards to submittal.
Please provide a brief company overview and relevant experience in delivering services for mid-size to large-scale public events with varied attendance capacities.
Describe the company’s business approach for successfully meeting project requirements.
The proposal meets the minimum requirements for stage specifications. Specifications below may be subject to change. You may provide sample layouts or past staging plans that meet the requirements below:
32 floor length
24 floor width
17" Roof trim height
Stage height preferred adjustable 42 inches to 60 inches
Stage roof, covered, 2 foot over clearance, 34x26
Fly bays left and right, 2000# per bay
Upstage beam 1,000#
Downstage beam, 1,000#
Center beam, 500#
Side beams, 500#
Based off the minimum requirements above, please provide a detailed estimate/quote of full rental cost including set up and breakdown. Please provide approach for transparency regarding additional costs or change orders when necessary. Describe company’s response to a client’s changing needs as they arise and how such changes are communicated to the client (Transparency around incidents or required corrections)
Pricing sheet must include:
Rental rates
Setup/teardown costs
Hourly crew rates
Emergency/after‑hours rates
Optional add‑on equipment
Fly-Bay Load rating (worth 5 points):
Roof Load rating (worth 5 points):
Total Load rating (worth 5 points):
Engineering report & Age of Structure (worth 5 points):
Total Wind Load Tolerance (worth 5 points):
Describe company’s strategy during pre-fair planning and post fair procedures. Provide an action plan designed to ensure onsite and off-site communication between contractor & Fair representative remains in adherence to site plan/layout.
Please outline company’s procedure with PPE use and hazard-awareness. Provide company’s procedures in adhering to OSHA, local fire codes, and jurisdictional requirements.
By electronically submitting this response the Supplier attests and certifies that:
1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.
2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.
3. Respondent agrees that the action of electronically submitting its response constitutes:
a. an electronic signature on the responses, generally,
b. an agreement to conduct business electronically,
c. an electronic signature on any form or section specifically calling for a
signature, and
d. an affirmative agreement to any statement contained in the solicitation
that requires a definite confirmation or acknowledgement.
Proposer read through and confirm that you met all of the Solicitation requirements?
Enter your CCB #
Contractor confirms the stage that is proposed meets the minimum requirements for stage specifications. Failure to meet these specifications will result in being found unresponsive.
32 floor length
24 floor width
17" Roof trim height
Stage height preferred adjustable 42 inches to 60 inches
Stage roof, covered, 2 foot over clearance, 34x26
Fly bays left and right, 2000# per bay
Upstage beam 1,000#
Downstage beam, 1,000#
Center beam, 500#
Side beams, 500#
Will the proposer extend pricing and terms to other public agencies?(there is no penalty for not agreeing to extend pricing)
Have you or a member of your staff been an employee of Washington County in the last six months?
Enter your registry number without dashes or spaces. If you are not currently registered enter N/A. If you are the successful bidder you will be required to register with the Secretary of State in order to contract with the County, per OAR 125-246-0330.
The proposer hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318. Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.
Provide the name, email, and phone number for the contact in case of questions, or interview or demonstration arrangements.
The proposal shall be prepared succinctly, providing a straight forward, concise description of the proposer’s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits.
Proposal should contain no more than five (5) 8.5" x 11", pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the proposer to perform the work described. The minimum font shall be twelve (12) point single spaced and the minimum margins shall be one (1) inch on all sides.
Upload your proposal here. After uploading documents responders are encouraged to open and review uploaded documents to verify that they can be opened and are the correct documents before submitting. If the County cannot open any of the documents submitted the entire proposal will be disqualified.
Confirm that your fee proposal is not attached in your Proposal and is attached separately here.
County insurance requirement can be found under the section titled Attachments. The County may consider reducing insurance for these services. Please upload your Certificate of Insurance (Accord form) to indicate the level of insurance you currently possess.
Upload any alterations requested to Washington County's contract standard terms and conditions per the Form of Contract article of the Terms and Conditions Section.
How did you hear about this opportunity?
Will there be a Pre-Proposal Conference?
Would you like to have bidders respond to an electronic pricing table through ProcureNow?
Choose this if you want them to provide rates or pricing in a format dictated by you.
Will you want your bidder to separate a Price Proposal from the rest of the Response?
Proposal should contain no more than 'Page Limit 8.5" x 11", pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the proposer to perform the work described.
Is this a multiple award type solicitation?
Unless authorized by the Board a contract cannot exceed five years, but there are various ways that contracts can be set up. Please choose your preference. Options 2 - 3 will require amendments to extend the contract at the designated times.
Will Federal Funds be used to pay part or all of the agreements made under this solicitation
What is the expected resulting Contract Type with a selection of "Firm-Fixed-Lump-Sum" Firm-Fixed-Unit-Price", "Cost-reimbursement + Fee/Profit/Incentive" "Mixed/Flexible" would then provide us a clear picture of what the price-proposal or cost-proposal structure needs to be, and this the approriate instructions to the proposer can be provided.
Based on the intended scope of work for the awarded agreement, will the proposer be case as a subrecipient under 2 cfr 200.331
Do you have prior approval from the federal awarding agency to enter into a fixed awward? Did you inform them of the requirement for them to upload documentation of the pre-approval either from official guidance or from direct communication (email).
Is this a solicitation for proposals/applications for a beneficiary program?
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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