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2024-337-Minutes for Meeting October 28,2024 Recorded 12/9/2024Recorded in Deschutes County CJ2024-337 Steve Dennison, County Clerk Commissioners' 12/09/2024 10:46:02 AM 2024-337 Do not remove this page from original document. Deschutes County Clerk Certificate Page CO A z Es_coG� BOARD OF COMMISSIONERS JOINT MEETING: BOARD OF COUNTY COMMISSIONERS & FAIR BOARD 6:00 PM, Monday October 28th, 2024 Deschutes County Fair & Expo - 3800 SW Airport Way - Redmond (541) 388-6570 1 www.deschutes.org AGENDA MEETING FORMAT: The Oregon legislature passed House Bill (HB) 2560, which requires that public meetings be accessible remotely, effective on January 1, 2022, with the exception of executive sessions. Public bodies must provide the public an opportunity to access and attend public meetings by phone, video, or other virtual means. Additionally, when in -person testimony, either oral or written is allowed at the meeting, then testimony must also be allowed electronically via, phone, video, email, or other electronic/virtual means. Virtual Meeting Access Available To join the meeting, visit- httos://www. zoom. us/ Or Call: + 1 669 444 9171 Meeting ID: 812 5023 3197 Passcode: 877770 CALL TO ORDER ROLL CALL INTRODUCTION OF VISITORS • Public Comments on items not listed on the agenda 6:02 PM • Opening Remarks 6:07 PM BUSINESS & FINANCE REPORTS • FY 24/25 Organizational Review 6:15 PM • Budget & Finance Committee/DCFE Finance Reports 6:25PM • Fair& Rodeo 2024/2025 Overview/Report/Planning 6:45 PM FY 25/FY 26 Update and Discussion Building & Grounds Committee Report OLD BUSINESS Market Research/Master Planning Project Update NEW BUSINESS N/A OTHER ITEMS 7:00 P M 7:15 PM 7:25 P M 7:35 PM These can be anyitems not included on the agenda that the Commissioners or Fair Board members wish to discuss aspartofthe meeting, pursuantto ORS 192.640. ADJOURN 7:45 PM 131ODeschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need ** accommodations to make participation possible, please call (541) 617-4747. ORS 192,630 Meetings of governing body to be open to public; location of meetings; accommodation for person with disability; interpreters. (1)All meetings of the governing body of a public body shall be open to the public and all persons shall be permitted to attend any meeting except as otherwise provided byORS 192.610 to 192.690. At any time during the meeting, an executive session could be called to address permissible issues, as per ORS 192.660(2). Executive sessions are closed to the public, however with few exceptions and under specific guidelines, are open to the media. October 28, 2024 JOINT MEETING: BOCC & FAIR BOARD Page 2 of 2 Deschutes County Board of Commissioners & Fair Board joint meeting October 28, 2024 In attendance Board of County Commissioners: Patti Adair, Tony DeBone, Phil Chang. Deschutes County Administrator Nick Lelack; Deschutes County Chief Financial Officer Robert Tintle. Fair Board: David Bishop, Steve Curley, Arron Curtis, Wendie Every, Bill Kuhn, Carrie Novick, Libby Richie. Fair & Expo: Geoff Hinds, Director; Brandi Ebner, Sales & Marketing Coordinator; Carla Altamirano, Administrative Support Assistant; Elyse Ballinger, Management Analyst. Also in attendance: members of the Fair Association: Mike Biondo, Rachel McIntosh, Anne Maloney, and Carol Shull. The meeting was available via Zoom. Commissioner Patti Adair called the meeting to order at 6:00 p.m. PUBLIC COMMENT No public comment. OPENING REMARKS David Bishop expressed his appreciation for joining the Commissioners for the annual joint meeting. Commissioner Adair shared her enthusiasm and appreciation for her experience at the 2024 Fair & Rodeo. BUSINESS & FINANCE REPORTS Geoff Hinds shared the provided presentation and an overview of the Deschutes County Fair & Expo. He expressed his appreciation for the Fair & Expo team. He shared the financial highlights of Fiscal Year 2024 (FY24), calendar years 2023-2024: Fund 615-Fair & Expo An overview of the annual operating fund was provided. Geoff noted the fund's revenues trended over budget at the end of FY24. Food & Beverage revenue matched growth in revenue as well as the program's supporting expenses. Transient Lodging Tax continues to provide support to the fund. Expenses continued to be managed conservatively. Fund 616-Annual Fair & Rodeo Both fiscal and calendar year reports were provided for the fund, to reflect accurate profit and loss activity for the annual Fair & Rodeo event. Commissioner DeBone asked about the funds investment from 4-H/FFA Camping fees during Fair. Geoff replied that camping fees support the ability to provide the on -grounds camping opportunity during Fair; including equipment rentals, season passes and security. He noted the Deschutes County Board of Commissioners - Deschutes County Fair Board October 28, 2024 camping fees are one of two fees that support the exhibitor portion of Fair. Efforts continue to improve the program with feedback from partners. Fund 617-Fair & Expo Capital Reserve The reserve fund continues to be a focus of growth, tasked with the replacement and improvement of the facility. This newer fund balance is near $2.2 million dollars and is utilized in efforts to invest in the facility. Grant funding continues to support these projects, including Energy Trust dollars supporting recent LED lighting upgrades across the facility. As a competitive event facility, modern upgrades are necessary to grow and maintain business. Commissioner Adair asked about improvements to the First Interstate Event Center scoreboards and screens. Geoff noted the cost of competitive equipment and installation is significant, however other options are more affordable. Wendie Every inquired what the reserve fund balance should stand at to support Fair & Expo. Arron Curtis noted that a healthy reserve fund for the age and size of the facility is approximately $50 million. Fund 618-RV Park The RV Park business continues to be profitable, with revenue being added to the RV Park's reserve fund. Occupancy includes travelers through the area as well as event visitors. Fund 619-RV Park Reserve This reserve fund began with the establishment of the RV Park and continues to grow. Arron noted that current infrastructure failure is reflective of potential continual repair and replacement throughout the RV Park. Geoff noted that the Fair & Expo Operations team is now fully staffed, offering support to both event production and facility maintenance. Partnerships with County departments and community partners continue to provide benefit to Fair & Expo facility care. Steve Curley shared that the Budget & Finance Committee reviews the monthly financial reports in depth and advises the Fair Board on fluctuating items. Fiscal Year 24 is on track with budgets. Bill Kuhn noted the Committee's alignment with the County budgeting process in providing advisory review in budget creation. Libby Richie noted the Committee's focus on the future and preparation for growth. 2024 FAIR & RODEO Geoff reviewed the success of the recent 2024 Fair & Rodeo event. Successes include historical increases in admissions, Food & Beverage and Carnival revenue amounts; as well as the highest recorded Sunday attendance. The creation of a Demolition Derby was well -received and attended by the community. The Rodeo continued the new youth rodeo competition Duel in the Desert on Sunday and was also awarded the NPRA Rodeo of the Year. Efforts continue to Deschutes County Board of Commissioners - Deschutes County Fair Board October 28, 2024 create new revenue opportunities that improve Fair experience. Expenses supporting the production were increased over prior years. He shared initiatives for the 2025 Fair that the team is working on. Geoff noted the shared traffic control efforts with Deschutes County Road Department have led to reduced wait times and improved parking strategies. Efforts continue to improve ingress and egress. He noted the Buckaroo Breakfast has seen recent leadership turnover and efforts continue in partnership with the Fair Association to build a MOU with the non-profit. MOU's are also being pursued with OSU Extension, Deschutes County 4-H and FFA programs, and Youth Livestock Auction Committee to ensure the organizations' success. Geoff reviewed the provided revenue comparison of Fairs between 2018 and 2024. Growth continues to be seen in all areas. Commissioner Adair offered reminder that Fair & Expo hosted the Cascade Chute Out rodeo in 2020, bringing together the community and rodeo partners. Rachel McIntosh presented the Fair Association's 2025 Operational Plan to the Fair Board. She noted the Fair Association's collaboration with the Fair & Expo team and the Fair Board in continual improvement of Fair partnerships. Geoff shared his appreciation for the Fair Association's partnership, and noted the Fair Board will review the Operational Plan for approval. He shared that the 2025 Fair & Rodeo will host ;4Hrlitinna1 inrli ictry nartnPrt. Geoff shared the 2023 calendar year statistics of 922,200 total visitors and $104,208,600 of economic impact. The Fair & Expo team collaborates with tourism partners to define and calculate economic impact. He noted that a custom multiplier will be developed within the Master Planning effort. Fair & Expo continues to be a leader in tourism within Central Oregon. Geoff shared annual returning events Overland Expo, Fairwell Festival, and Cascade Equinox that attract a national attendance and bring significant economic impact to Central Oregon. Newly contracted annual events reach into the future; and facility date availability continues to be limited with the busy event calendar. He noted that the current Fiscal Year 25 budget will see increased expenses due to operating expenses and inflation. Additionally, many multi -year event contracts remain with little or no fee increases. Contributions to the Fair & Expo Reserve Fund will be utilized to balance Fund 615. Bill echoed the reality of having limited facility availability to grow rentals. BUILDING & GROUNDS COMMITTEE Arron shared the ongoing efforts of the Building & Grounds Committee to improve and protect the facility. As facility demand grows, the repair and improvement of the facility also grows in significance and frequency. The Committee focuses on single point of failure items and Deschutes County Board of Commissioners - Deschutes County Fair Board October 28, 2024 earmarks Reserve Fund dollars in anticipation of replacement. Energy -efficiency is a focus in all projects. He noted the Master Planning effort will have a robust vision of the current facility and needs, as well as future growth. Geoff reviewed ongoing and future projects, including the well/water system repair and replacement. Steve noted the Redmond City Council's recent potential collaboration of a waste water treatment partnership with Fair & Expo. MASTER PLANNING PROJECT UPDATE Geoff described the Master Planning timeline and recommendation delivery by Populous, with a market assessment planned as the initial step after the recent kickoff interviews. Strategies for funding will continue in conversation with partners. Arron shared his excitement participating in the planning effort. He noted the importance of incorporating capital improvements within the future plans. Carrie Novick offered her support in selecting Populous as the firm to complete the project. Commissioner Chang recognized the partnership between the County and the City in efforts to complete the DSL Land Trade. The Boards discussed the topic of a managed camp project. Geoff noted the current focuses of the City of Redmond's planning department are influential in future growth of the Fair & Expo facility. CLOSING COMMENTS Commissioner Adair expressed her appreciation for the Boards joining together for the meeting. Commissioner Adair adjourned the meeting at 8:12 p.m. Respectfully submitted, Deschutes County Board of Commissioners - Deschutes County Fair Board October 28, 2024 Q`N�u-TES C0&-' Budget to Actuals Report End of FY24 Fair & Expo - Fund 615 100.0% FY24 YTD June 30, 2024 (unaudited) Year over Year Comparison by Percent of Year Complete Year Complete Fiscal Year 2023 1 Fiscal Year 2024 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Events Revenue 745,759 948,145 127% 1,050,000 951,042 91% 1,001,720 95% (48,280)- Food & Beverage 745,000 1,045,496 140% 991,000 1,486,687 150% 1,386,422 140% a 395,422 Rights & Signage 105,000 - 0% 105,000 92,416 88% 96,416 92% (8,584); Horse Stall Rental 49,000 78,825 161% 100,000 74,925 75% 63,075 63% (36,925) Storage 65,000 0% 50,000 51,099 102% - 51,099 102% 1,099 Camping Fee 20,000 23,500 118% 22,500 33,694 150% 22,60$ 100% 108 Interest on Investments 5,221 15,485 297% 22,000 24,619 112% 24,619 112% 2,619! Miscellaneous 3,554 3,536 99% 3,000 7,001 233% 5,893 196% 2,893! TOTAL RESOURCES 1,738,534 2,114,987 122% ; 2,343>500 2,721,484 116% ; ; 2,651,853 113% ; 308,353: REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 1,256,902 1,260,867 100% 1,548,441 1,450,856 94% 1,413,5711 91% 134,870, Personnel Services - F&B 170,247 80,260 47% 148,510 79,530 54% 80,677 54% 67,833! Materials and Services 965,684 1,155,970 120% 1,422,986 1,183,858 83% 1,190,052 84% 232,934! Materials and Services - F&B 603,950 625,287 104% 514,200 797,192 155% 763,601 149% (249,403)! Debt Service 101,270 101,267 100% 100,190 100,139 100% 100,190 100% TOTAL REQUIREMENTS 3,098,054 3,223,651 104% ; 3,734,327 3,611,575 97% 3,548,093 95% 186,234; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In - Room Tax 1,101,342 1,101,336 100% 1,009,023 1,009,023 100% 975,271 97% (33,752); Transfers In - Park Fund 30,000 30,000 100% 30,000 30,000 100% 30,000 100% Transfers Out (427,215) (427,212) 100% (163,342) (10,777) 7% (10,777) 7% 152,565, TOTAL TRANSFERS 704,127 704,124 100% ; 875,681 1,028,246 117% ; 994,494 114% ; 118,813, FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 971,352 995,519 102% 547,763 547,764 100% 547,764 100% 11 Resources over Requirements (1,359,520) (1,108,664) (1,390,827) (890,091) (896,240) 494,587- Net Transfers - In (Out) 704,127 704,124 875,681 1,028,246 994,494 118,813! TOTAL FUND BALANCE $ 315,960 $ 590,979 187% ; $ 32,617 $ 685,919 999% ; $ 646,018 999% ; $613,401; oy`�Jt ES cOG2< FINANCE ... una Fair 2024 Additional Estimated Actuals to Estimated Jul 24-Dec 2024 Fair 2023 Date Jun 24 24 Projection RESOURCES Gate Receipts $ 1,042,896 Carnival 245,809 Commercial Exhibitors 436,160 Outside 67,807 Inside 46,284 Food - Concession % 322,069 ^( Livestock Entry Fees 1,940 `^ RN Camping/Horse Stall Rental 31,449 f Merchandise Sales 1,899 F€, Concessions and Catering 512,899 Group Sales Third Party DCFE - Food 27,971 i- DCFE - Alcohol 484,928 Fair Sponsorship 117,183 Rodeo 24,600 On -ground Stages Day 8,025 Golf Carts 3,000 ` Concert 17,000 Presenting Sponsors Barn Sponsors 4,500 Queen E" First Aid Sponsor Donations TOTAL FAIR REVENUES $ 2,390,236 f OTHER RESOURCES 4, State Grant 53,167 Interest 19,504 ' Miscellaneous 114 k TOTAL RESOURCES $ 2,463,020 REQUIREMENTS Personnel 175,531 ^; Materials & Services 2,124,162 TOTAL REQUIREMENTS $ 2,299,693 TRANSFERS Transfer In - TRT 1 °% 75,000 Transfer Out - F&E Reserve (170,608, Transfer Out - Fair & Expo TOTAL TRANSFERS $ (95,608 Net Fair $ 67,719 Beginning Fund Balance on Jan 1 $ 962,421 Ending Balance $ 1,020,140 I $ 780,000 $ 780,000 430,000 430,000 430,000 430:000 75,000 75,000 40,000 40,000 - 315,000 315,000 2,000 2,000 18,500 18,500 2,500 2,500 482,500 482,500 is 17,500 17,500 465,000 465,000 i (22,018) 151,018 129,000 (5,268) 35,268 30,000 (21790) 7,790 5,000 (80) 35,080 35,000 (880) - 5,380 4,500 (1,000) 18,000 17,000 (12:000) 47,000 35,000 "1 2,500 2,500 R $ $ $ 2,296,518 $ 2,274,500 y 11,236 $$(-) 53,167 53,167 12,000 23,236 2,361,685 $ 2,350,902 FUND 616 CALENDAR YEAR REPORT Actual Jan Actual July 1, through June 30, 2024 through 2024 Dec 31, 2024 Fair 2024 (22,018) (22,018) (5,268) (5,268) (2,790) (2,790) (80) (80) (880) (880) (1,000) (1,000) (12,000) (12,000) $ (22,018) $ $ (22,018) 11,236 11,236 (10,783) (10,783) 98,977 i0U,9bU 199,937 98,977 176,518 7,000 2,256,992 2,440,510 176,518 o $ 275,494 7,000 2,357,953 $ 2,640,447 276,494 37,500 37,500 75,000 (54,753) (54,750) (109,503) $ (17,253) (17,260) $ (34,503) $ (303,630) (7,000) (13,518) $ (324,047) $ 1,020,140 $ 1,020,140 $ 716,610 (7,000) 13,518) $ 696,093 37,500 (54,753) (17,253) (303,630) 1,020,140 716,610 98,977 176,518 275,494 37,500 (54,753) (17,253) (303,530) 1,020,140 716,610 \31ES CO End of FY24 �y` G2a FUND 616 FISCAL YEAR REPORT Budget to Actuais Report Annual County Fair - Fund 616 100.0% FY24 YTD June 30, 2024 (unaudited) Year over Year Comparison by Percent of Year Complete Year Complete Fiscal Year 2023 Fiscal Year 2024 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Concessions and Catering 625,000 - 0% 790,000 834,968 106% 834,968 106% = 44,968- Gate Receipts 710,000 0% 775,000 1,042,896 135% 1,042,896 135% 267,896 Carnival 385,000 - 0% 430,000 245,809 57% 245,809 57% (184,191): Commercial Exhibitors 80,000 0% 118,200 114,091 97% 114,091 97% (4,109) Fair Sponsorship 61,000 94,255 155% - 92,500 69,967 76% 76,527 83% (15,973) State Grant 53,167 - 0% 53,167 53,167 100% 53,167 100% Rodeo Sponsorship 24,000 22,430 93% 30,000 35,452 118% 36,092 120% 0 6,092 RN Camping/Horse Stall Rental 20,000 - 0% 17,250 31,449 182% 31,449 182% = 14,199! Interest on Investments 2,713 13,169 485% 13,500 25,831 191% 25,831 191% 12,331! Merchandise Sales 3,500 - 0% 2,500 1,899 76% 1,899 76% _ (601)! Livestock Entry Fees 5,000 - 0% 2,000 1,940 97% 1,940 97% (60); Miscellaneous - 75 39 39 39- TOTAL RESOURCES 1,969,380 129,929 7% 2,324,117 2,457,508 106% , 2,464,708 106% ; 140,591: REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 169,445 179,229 106% 276,531 183,190 66% 188,143 68% 88,388- Materials and Services 1,802,585 451,185 25% 2,306,325 2,191,428 95% ! 2,170,614! 94% 135,711! TOTAL REQUIREMENTS 1,972,030 630,414 32% 2,582,856 2,374,619 92% 2,358,757 91% 224,099: TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfer In -TRT 1% 75,000 75,000 100% 75,000 75,000 100% 75,000 100% Transfers Out (231,706) (231,696) 100% (109,503) (109,503) 100% - (109,503) 100% - TOTAL TRANSFERS (156,706) (156,696) 100% ; (34,503) (34,503) 100% ; ; (34,503) 100% ; FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 384,715 385,854 100% 521,447 521,447 100% 521,447 100% 0. Resources over Requirements (2,650) (500,485) (258,739) 82,889 105,952 364,691 Net Transfers - In (Out) (156,706) (156,696) (34,503) (34,503) (34,503) 0 TOTAL FUND BALANCE $ 225,358 ($ 271,326) -120%; $ 228,205 $ 569,833 250% ; $ 592,895 260% ; $364,690: Qy`�VI ES C,0 FINANCE ay X\ �O-QSC Budget to Actuals Deport End of FY24 LG Fair & Expo Capital Deserve - Fund 617 100.0% FY24 YTD June 30, 2024 (unaudited) Year over Year Comparison by Percent of Year Complete Year Complete Fiscal Year 2023 1 Fiscal Year 2024 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Interest on Investments 7,414 39,492 533% 64,800 94,239 145% 94,239 145% a 29,439. Miscellaneous - - - 130,809 ' 130,809 ' 130,809! Local Government Payments - - - - TOTAL RESOURCES 7,414 39,492 533% ; 64,800 225,047 347% ; 225,047 347% ; 160,247; REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Materials and Services 495,000 125,590 25% 343,555 273,830 80% 343,555 100% a Capital Outlay 375,000 326,764 87% 746,445 167,101 22% : 746,445 100% TOTAL REQUIREMENTS 870,000 452,354 52% 1,090,000 440,932 40% 1,090,000 100% ; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In -TRT 1% 501,683 501,672 100% 462,119 462,119 100% 447,655 97% (14,464); Transfers In - Fair & Expo 416,437 416,436 100% 152,565 - 0% - 0% _ (152,565) Transfers In - Annual County Fair; 231,706 231,696 100% 109,503 109,503 100% 109,503 100% Transfers In - Fund 165 100,000 100,000 100% 100,000 100% TOTAL TRANSFERS 1,1495827 1,149,804 100%; 824,187 671,622 81% 657,158 80% ; (167,029); FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 1,299,942 1,809,440 139% 2,592,838 2,757,229 106% 2,757,229 106% a 164,391, ResouResources over Requirements rces over -� - - - (862-5861 .---•-8 ) (41258611 -• i (1.025.2001 (215:8841 i (864:9531 e 1601247 Net Transfers - In (Out) 1,149,827 1,149,804 824,187 671,622 657,158 (167,029); TOTAL FUND BALANCE $ 1,587,183 $ 2,546,383 160% ; $ 2,391,825 $ 3,212,966 134% ; $ 2,549,434 107% ; $157,609: Qom`,'I vES C-0 FINANCE IZ oh`,�JtESC-,o Budget to Actuals Report g � end ®f Fr24 RV Park -Fund 616 FY24 YTD June 30, 2024 (unaudited) 100.0% Year over Year Comparison by Percent of Year Complete Year Complete Fiscal Year 2023 Fiscal Year 2024 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance RV Park Fees < 31 Days 605,000 548,219 91% 500,000 482,141 96% 431,944 86% _ (68,056): RV Park Fees > 30 Days 13,000 - 0% 12,500 21,682 173% 21,682 173% ° 9,182 Cancellation Fees 14,000 8,636 62% 7,000 14,045 201% 10, 82i 155% 3,827! Washer / Dryer 4,200 5,560 132% 5,000 5,449 109% 4,879 100% : (21) Miscellaneous 3,750 2,907 78% 2,500 3,801 152% 4,161 166% 1,661 Interest on Investments 552 2,764 501% 2,300 8,447 367% 8,447 367% 6,147! Vending Machines 1,750 1,492 85% 1,500 1,352 90% 1,206 87% (202)1 TOTAL RESOURCES 642,252 569,577 89% 530,800 536,917 101% ; 483,338 91% ; (47,462); REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 111,153 79,213 71% 91,328 88,110 96% 90,988 100% 340- Materials and Services 259,755 139,359 54% 303,173 202,855 67% 211,063 70% 92,110, Debt Service 223,273 223,272 100% 222,630 222,596 100% 222,630 100% TOTAL REQUIREMENTS ; 594,181 441,844 74% ; 617,131 513,560 83% 524,681 85% ; 92,450; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In - Park Fund 160,000 0% 160,000 160,000 100% 160,000 100% Transfers In - TRT Fund 20,000 19,992 100% 20,000 20,000 100% 20,000 100% Transfer Out - RV Reserve (261,566) (261,564) 100% (51,564) (51,564) 100% ' (51,564) 100% TOTAL TRANSFERS (81,566) (241,572) 296% ; 128,436 128,436 100% ; 128,436 100% ; FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 116,415 166,536 143% 93,115 166,640 179% 166,640 179% 73,525� Resources over Requirements 48,071 127,733 (86,331) 23,357 (41,343) 44,988! Net Transfers - In (Out) (81,566) (241,572) 128,436 128,436 128,436 0! i i ee e i TOTAL FUND BALANCE $ 82,920 $ 52,697 64% $ 135,220 $ 318,432 235% ; $ 253,733 188% ; $118,513; Q�,�,,c << FINANCE IES`0 Budget to Actual Re oil g � end ®f FY24 Rd 'ark Reserve - Fend 619 100.0% FY24 YTD June 30, 2024 (unaudited) Year over Year Comparison by Percent of Year Complete Year Complete Fiscal Year 2023 1 Fiscal Year 2024 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Interest on Investments 6,298 21,589 343% 34,300 45,518 133% 45,518. 133% 11,218, TOTAL RESOURCES 6,298 21,589 343% ; 34,300 45,518 133% ; 45,518 133% ; 11,218: REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Materials and Services 100,000 18,610 19% 100,000 100% - Capital Outlay 100,000 0% 74,000 26,642 36% 74,000 100% TOTAL REQUIREMENTS 100,000 - 0% 174,000 45,252 26% 174,000 100% ; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfer In - RV Park Ops 261,750 261,564 100% 51,564 51,564 100% 51,564 100% TOTAL TRANSFERS 261,750 261,564 100% ; 51,564 51,564 100% ; 51,564 100% ; FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 1,172,718 1,191,937 102% 1,372,453 1,469,559 107% 1,469,559 107% 97,106- Resources over Requirements (93,702) 21,589 (139,700) 266 (128,482) 11,218 Net Transfers - In (Out) 261,750 261,564 51,564 51,564 51,564 0 TOTAL FUND BALANCE $ 1,340,766 $ 1,475,089 110% ; $ 1,284,317 $ 1,521,389 118% ; $ 1,392,641 108% ; $108,324: Qo JiES c2<< FINANCE Q4)(�vIES(-,o Budget to Actuals Report Fair & Expo - Fund 615 FY25 YTD September 30, 2024. (unaudited) Year over Year Comparison by Percent of Year Complete 25.0% Year Complete Fiscal Year 2024 Fiscal Year 2025 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Food & Beverage 991,000 458,495 46% 1,535,000 393,332 26% 1,419,769 92% (115,231); Events Revenue I 1,050,000 311,624 30% 1,390,000 246,462 18% 767,068 55% (622,932) Rights & Signage 105,000 - 0% 110,000 55,300 50% 102,400 93% (7,600); Horse Stall Rental I 100,000 35,190 35% 67,500 - 0% 1 60,000 89% (7,500) Storage 50,000 2,254 5% 45,000 - 0% 44,800 100% _ (200) Camping Fee 22,500 17,027 76% 37,500 11,693 31% 1 45,500 121% ° 8,000 Interest on Investments I 22,000 4,409 20% 16,000 5,247 33% 20,990 131% 4,990! Miscellaneous I 3,000 3,295 110% 5,000 7,229 145% 41790; 96% (210) TOTAL RESOURCES 2,343,500 832,294 36% 3,206,000 719,262 22% 2,465,317 77% ; (740,683); REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 1,478,441 367,201 25% 1,851,584 377,659 20% 1,514,719 82% 336,865, Personnel Services - F&B I 148,510 - 0% 187,439 19,373 10% 161,386 86% 26,053! Materials and Services 1 1,492,986 205,104 14% 1,917,689 273,644 14% 1,911,743 100% 5,946 Materials and Services - F&B I 514,200 278,833 54% 781,750 213,564 27% 745,224 95% 36,52& Debt Service I 100,190 - 0% 99,700 - 0% I 99,700 100% o TOTAL REQUIREMENTS 3,734,327 851,138 23% 4,838,162 884,240 18% 4,432,772 92% 405,390: TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In - Room Tax 1,009,023 252,252 25% 963,000 240,750 25% 963,000 100% Transfers In - County Fair I - - I 196,900 49,225 25% I 196,900 100% Transfers In - Park Fund I 30,000 7,500 25% 30,000 7,500 25% 30,000 100% Transfers Out 1 (163,342) (40,833) 25% (10,777) (2,694) 25% (10,777) 100% TOTAL TRANSFERS 875,681 218,919 25% ; 1,179,123 294,781 25% 1,179,123 100% ; FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 547,763 547,764 100% 577,865 531,770 92% 518,718 90% (59,147); Resources over Requirements (1,390,827) (18,844) I (1,632,162) (164,978) 1 1 (1,967,455) I (335,293); I 1 Net Transfers - In (Out) 875,681 218,919 1,179,123 294,781 1,179,123 0� 1 1 1 I I TOTAL FUND BALANCE $ 32,617 $ 747,839 999% ; $ 124,826 $ 661,573 530% ; ; ($ 269,614) -216%; ($394,440); `�Jt ES coG2< FINANCE 0 Budget to Actuals Report Annual County Fair - Fund 616 CY24 YTD September 30, 2024 (unaudited) RESOURCES Gate Receipts Carnival Commercial Exhibitors Outside Inside Food- Concession % Livestock Entry Fees RN Camping/Horse Stall Rental Merchandise Sales Concessions and Catering Group Sales Third Party DCFE - Food DCFE - Alcohol Fair Sponsorship Rodeo On -ground Stages Day Golf Carts Concert Presenting Sponsors Barn Sponsors Queen First Aid Sponsor Donations TOTAL FAIR REVENUES OTHER RESOURCES State Grant Interest Miscellaneous TOTAL RESOURCES REQUIREMENTS Personnel Materials & Services TOTAL REQUIREMENTS TRANSFERS Transfer In - TRT 1% Transfer Out - F&E Reserve Transfer Out - Fair & Expo TOTAL TRANSFERS Net Fair Beginning Fund Balance on Jan 1 Ending Balance Adi Iona Fair 2024 Additional Estimated 1,11,111,11,11Actuals to Estimated Jul 24-Dec � 2024 Fair 2023 Date Jun 24 24 Projection iza $ 1,042,896 t 245,809 436,160 67,807 t 46,284 s 322,069 1,940 ,- 31,449 1,899 512,899 -r it 27,971 1 484,928 117,183 24,600 8,000 8,025 3,000 17,000 t- I 4,500 r - fa $ 2,390,235 r 53,167 19,504 to 114 t $ 2,463,020 175,531 2,124,162 (' $ 2,299,693 F 75,000 j( $ (95,608) $ 67,719 ft f,= $ 952,421 r. $ 1,020,140 $ 919,718 $ 919,718 3 449,198 449,198 459,657 (6,916) 452,741 93,063 93,063 44,678 44,678 321,916 (6,916) 315,000 3,139 3,139 35,788 35,788 1,608 1,608 506,105 482,500 988,605 50,734 17,500 68,234 455,371 465,000 920,371 a 122,752 35,348 158,100 39,542 (9,542) 30,000 15,080 - 15,080 11,170 29,230 40,400 4,960 160 5,120 4,000 13,000 17,000 48,000 48,000 2,500 2,500 Actual Jan Actual July 1, through June 30, 2024 through 2024 Dec 31, 2024 Fair 2024 3,292 916,426 919,718 - 449,198 449,198 459,657 469,657 93,063 93,063 44,678 44,678 321,916 321,916 3,139 3,139 (194) 35,982 35,788 - 1,608 1,608 506,105 506,105 50,734 50,734 455,371 455,371 (22,018) 144,770 122,752 (5,268) 44,810 39,542 (2,790) 17,870 15,080 (80) 11,250 11,170 (880) 5,840 4,960 (1,000) 5,000 4,000 (12,000) 60,000 48,000 j $ 2,497,963 $ $ 510,933 $ 3,008,896 $ (18,920) $ 2,616,884 $ 2,497,963 635 53,167 53,802 635 635 17,974 5,016 22,990 13,462 4,513 17,974 $ 2,616,673 569,116 $ 3,085,688 (6,459) 2,522,031 2,516,673 160,266 50,091 210,357 104,843 55,423 160,266 2,367,606 243,291 2,610,897 234,228 2,133,378 2,367,606 $ 2,627,872 293,382 $ 2,821,266 339,071 2,188,802 2,627,872 i 56,250 18,750 75,000 (54,753) - (54,753) (49,225) (§2,040) (131,265) 3 $ (47,728) (63,290) $ (111,018) 1 $ (59,028) 212,444 $ 153,416 $ 1,020,140 $ 1,020,140 11 $ 961,112 212,444 $ 1,173,556 37,500 18,750 56,250 (54,753) - (54,753) (49,225) (49,225) (17,253) (30,475) (47,728) (361,782) 302,756 (59,028) 1,020,140 1,020,140 658,368 302,766 961,112 uTES C Budget to Actuals RepotFEND sus FISCAL YEAR REPORT Annual County Fair • Fin 25.0% FY25 YTD September 30, 2024 (unauditso) Year over Year Comparison by Parcent of Year Complete Year Complete Fiscal Year 2024 = Fiscal Year 2025 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Concessions and Catering 790,000 27,971 4% 797,500 828,021 104% 1,314,795 165% = 517,295, Gate Receipts 775,000 1,036,146 134% 780,000 916,426 117% 916,912 118% : 136,912- Carnival 430,000 - 0% 430,000 449,198 104% 450,559 105% 20,559! Commercial Exhibitors 118,200 - 0% 115,000 137,741 120% 137,741 120% 22,741 Fair Sponsorship 92,500 41,526 45% 99,000 99,960 101% - 141,020 142% e 42,020 State Grant 53,167 0% 53,167 635 1% 53,167 100% Rodeo Sponsorship 30,000 - 0% 30,000 44,810 149% 44,811 149% 14,811! Interest on Investments 13,500 5,616 42% 23,000 7,114 31% 28,450 124% = 5,450! R/V Camping/Horse Stall Rental 17,250 - 0% 18,500 35,982 194% 35,982 194% 17,482! Merchandise Sales 2,500 1,899 76% 2,500 1,608 64% 2,500 100% Livestock Entry Fees 2,000 0% 2,000 3,139 157% 3,139 157% 1,139- Miscellaneous 39 - -� TOTAL RESOURCES 2,324,117 1,113,197 48% 2,350,667 2,524,632 107% ; 3,129,075 133% ; 778,408, REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 226,531 37,198 16% 229,798 55,423 24% 233,873 102% (4,075); Materials and Services 2,356,325 447,528 19% 2,442,103 2,127,441 87% 2,453,339 100% (11,236), TOTAL REQUIREMENTS 2,582,856 484,726 19% 2,671,901 2,182,864 82% 2,687,212 101% ; (15,311); TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfer In - TRT 1% 755000 18,750 25% 75,000 18,750 25% 75,000 100% Transfers Out (109,503) (27,375) 25% Transfer Out - Fair & Expo (196,900) (49,225) 25% (196,900) 100% TOTAL TRANSFERS (34,503) (8,625) 25% ; (121,900) (30,475) 25% ; (121,900) 100% ; FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 521,447 521,447 100% 600,000 509,451 85% 519,959 87% (80,041); Resources over Requirements (258,739) 628,471 (321,234) 341,768 441,864 763,098 Net Transfers - In (Out) (34,503) (8,625) (121,900) (30,475) (121,900) 0 TOTAL FUND BALANCE $ 228,205 $ 1,141,293 500% ; $ 156,866 $ 820,744 523% ; ; $ 839,923 535% ; $683,057: J[ES C oy�� C�°2{ I FINANCE Budget to Actuals Report Fair & Expo Capital Reserve a Fund 617 25.0% FY25 YTD September 30, 2024 (unaudited) Year over Year Comparison by percent of Year Complete Year Complete Fiscal Year 2024 v Fiscal Year 2025 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Interest on Investments 64,800 17,490 27% 88,000 29,504 34% 118,020 134% 30,020� Miscellaneous I - - I - 94,112 I I 94,112 I 94,112! TOTAL RESOURCES 64,800 17,490 27% 88,000 123,616 140% ; 212,132 241% ; 124,132: REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Materials and Services 343,555 0% 475,000 45,268 10% 475,000 100% Capital Outlay I 746,445 128,054 17% 785,000 7,063 1% I 785,000 100% TOTAL REQUIREMENTS 1,090,000 128,054 12% 1,260,000 52,331 4% 1,260,000 100% ; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In - TRT 1% 462,119 115,527 25% 442,396 110,599 25% 442,396 100% Transfers In - Fund 165 I 100,000 - 0% 150,000 150,000 100% 1 1 150,000 100% - I I I Transfers In - Fair & Expo 152,565 38,139 I 25% - - - Transfers In - Annual County Fair 109,503 27,375 25% - - TOTAL TRANSFERS 824,187 181,041 22% 592,396 260,599 44% 592,396 100% ; FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 2,592,838 2,757,229 106% 3,136,000 3,179,332 101% 3,179,332 101% = 43,332: Resources over Requirements (1,025,200) (110,565) (1,172,000) 71,285 (1,047,868) 124,132; Net Transfers - In (Out) I - - - I 824:187 1811041 I I 592,396 260,599 I I I 592,396 o 01 I TOTAL FUND BALANCE $ 2 391,825 $ 2,827,705 118% ; $ 2,556,396 $ 3,511,216 137% ; $ 2,723,860 107% ; $167,464: o,�Jj ES Co y` FINANCE o47 TES` � Budget to Actuals Report (' '6 RV Park - Fund 618 FY25 YTD September 30, 2024 (unaudited) Year over Year Comparison by Percent of Year Complete 25.0% Year Complete Fiscal Year 2024 1 Fiscal Year 2025 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance RV Park Fees < 31 Days 500,000 171,555 34% 450,000 155,070 34% 475,753 106% 25,753: RV Park Fees > 30 Days 12,500 - 0% 15,000 . 0% 15,000 100% - Interest on Investments 2,300 1,218 53% 8,000 3,107 39% 12,430 155% 4,430! Cancellation Fees 7,000 (3,140) -45% 7,000 12,162 174% 16,517 236% = 9,517! Washer I Dryer 5,000 1,792 36% 5,000 3,698 74% 6,101 122% ; 1,101 Miscellaneous 2,500 3,980 159% 2,500 390 16% 2,660 106% 160! Vending Machines 1,500 902 60% 1,500 690 46% 1,918 128% a 418! TOTAL RESOURCES 530,800 176,307 33% 489,000 175,116 36% 530,379 108% ; 41,379: REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 91,328 24,663 27% 159,210 34,879 22% 158,727 100% 483, Materials and Services 303,173 46,196 15% 344,054 55,681 16% 339,231 99% 4,823- Debt Service 222,630 0% 223,600 - 0% 223,600 100% - -� TOTAL REQUIREMENTS 617,131 70,859 11% 726,864 90,560 12% 721,558 99% 5,306; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In - Park Fund 160,000 - 0% 160,000 40,000 25% 160,000 100% Transfers In - TRT Fund 20,000 4,998 25% 20,000 5,000 25% 20,000 100% Transfer Out - RV Reserve (51,564) (12,891) 25% (122,142) (30,536) 25% (122,142) 100% TOTAL TRANSFERS 128,436 (7,893) -6% 57,858 14,465 25% 57,858 100% ; FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 93,115 166,640 179% 248,000 312,766 126% 300,190i 121% - 52,190; Resources over Requirements (86,331) 105,448 (237,864) 84,556 (191,179) 46,685 Net Transfers - In (Out) 128,436 (7,893) 57,858 14,465 57,858 0! i o c o TOTAL FUND BALANCE $ 135,220 $ 264,195 195% ; $ 67,994 $ 411,787 606% ; $ 166,869 245% ; $98,875; 'I ES C-OGZ-c FINANCE C,� ��1ES` G2< Budget to Actuals Report . RV Park Reserve - Fund 619 25.0% FY25 YTD September 30, 2024 (unaudited) Year Complete Year over Year Comparison by Percent of Year Complete p Fiscal Year 2024 1 Fiscal Year 2025 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Interest on Investments 34,300 8,881 26% 45,000 13,317 30% 53,270 118% - 8,270, TOTAL RESOURCES 34,300 8,881 26% 45,000 13,317 30% 53,270 118% ; 8,270; REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Materials and Services 100,000 0% 100,000 - 0% 100,000 100% Capital Outlay 74,000 0% 70,000 - 0% 70,000 100% -� TOTAL REQUIREMENTS 174,000 0% ; 170,000 - 0% ; 170,000 100% ; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfer In - RV Park Ops 51,564 12,891 25% 122,142 30,536 25% 122,142 100% - TOTAL TRANSFERS 51,564 12,891 25% 122,142 30,536 25% 122,142 100% ; FUND BALANCE Budget' Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 1,372,453 1,469,559 107% 1,513,413 1,521,389 101% 1,521,389 101% 7,976. Resources over Requirements (139,700) 8,881 (125,000) 13,317 (116,730) 8,270 Net Transfers - In (Out) 51,564 12,891 122,142 30,536 122,142 01 TOTAL FUND BALANCE ; $ 1,284,317 $ 1,491,331 116% ; $ 1,510,555 $ 1,565,242 104% ; $ 1,526,801 101% ; $16,246; Wy`,�JTES C-0 FINANCE Project Schedule Part 1 Market Research & Strategic Master Plan Stakeholder & Ioublic Engagement Meetings �0 ob 024 ( 2025 4:f 10 11 12 01 02 03 04 05 06 07 0B 03 10 11 12 mmm Strategic Recommendations Cost Analysis Economic Impact Analysas Final Market Research Report -- — ----- Part 2 Master Plan Design Services -- Programming Eull Guild -out 460 Acre Master Plan Existing 320 Acre Property Master Flan Conceptual Cost Estimate D aft Digital Media Development Final Master Flan Report f lilesto€ie S weeks' 16 weeks 16 weeks 4weeks 4 weeks 6 weeks 2 weeks x x © x x r ti 1 C, lit J-1 �- , oQJ`IK- ooJy 00 s <J �7 Q �� oJy tiV' �r` QQJ ... QQQJ U�rdG� Jy r. x Jy x x yC%� oQJ` QoQ Q0Q x 01,-1._.,.. _.- r"; S c— . —n,•:::.- POPULOUS LETTER FROM POPULOUS ! 19 APRIL 2024 DEAR SELECTION COMMITTEE OR NAME OF RECIPIENT: FIRM NAME Populous Architect, P.C. OFFICE LOCATION Headquarters: 4800 Main Street Suite 300 Kansas City, MO 64112 populous.com Local Office: 123 NE 3rd Avenue Suite 110 Portland, OR 97232 POINT OF CONTACT Dana Morrow Associate P: 971,286.3909 E: dana.morrow@populous.com Oregon is truly having a moment, where the value of event venues, public gatherings, and regional tourism tied to sports, music, shows, and celebrations is front and center in the minds of community leaders and government. As long time Oregon leaders in public venue operations, design, and development, we have not seen the level of enthusiasm for event programming that we see today, as well as the recognition of the economic, livability, and community benefits that this industry brings. The events industry in Oregon is strong and long- term venue development strategies must keep pace with the expectations of our communities and the growth needs of our clients. On behalf of our project team, we are excited for the opportunity to present our submission for your consideration regarding the Deschutes County Fair & Expo Master Plan. NATIONAL EXPERTISE ON FAIRGROUNDS AND VENUE DISTRICTS. Our proposed team brings relevant, recent experience on fairground campuses, including work on 48 state fair campuses and over 200 county and local fair and expo venues. We will generate a range of scenarios for the growth and diversity of events that are informed by successful outcomes from peer campuses nationwide. To enhance our scenario planning for the campus, Conventions, Sports & Leisure (CSL) will provide market research and analysis to determine current and future capacity as well as economic impact of the proposed improvements. OWNERSHIP STRUCTURE Populous Architects, P.C. is a New York SUCCESSFULLY DELIVERING HIGH -PROFILE EVENTS IN OREGON. professional corporation registered to Our team draws from expertise and resources across all Populous, while delivering the work from our Portland office. The Portland team combines decades of experience designing do business with the Oregon Secretary tra.n.sfnrm..aYinnal. niihlir a.n.rl. nrivata venues where Oregonians Inve to gather. Our rPginnal of State. The two officers of Populous experience includes Hayward Field at the University of Oregon, Hillsboro Ballpark, Reser Architects, P.C. are licensed to practice Stadium at Oregon State University, and the Moda Center. Chris Oxley joins as a strategic architecture in Oregon. The ultimate parent advisor, drawing upon his 25 years of experience in the public assembly venue industry. As company of Populous Architects, P.C. is a lead executive at Oregon's highest attended venues, Chris led the development, strategy, Populous Holdings, Inc. Populous Holdings, and execution of some of the state's most successful and high -profile events in history. Inc. is a Delaware company owned by stockholders. There are no individual stockholders of Populous Holdings, Inc. with a share of 10% or higher. Populous Architects, P.C. is registered with the Oregon Secretary of State - Corporations Division, our registration number is 75706482. Populous Architects, P.C. also holds an Oregon Architectural Firm Registration with the Oregon State Board of Architect Examiners, our license number is ARF-0631. Populous will continue to meet the required licensing requirements with these state entities. EXPERIENCED SUB -CONSULTANT TEAM. Our team includes key subconsultants with whom we have delivered dozens of master plans and construction projects. + HHPR, officed in Bend, will provide civil engineering support as well as natural resource and environmental consulting. + CSL will provide existing business operations assessment as well as market research and financial analysis for the proposed master plan. + JMB Consulting Group will provide cost estimating services. OUR COMMITMENT TO YOU. We will immediately commit the staff resources and time to meet the project schedule culminating with the 2025 Fair & Rodeo. We share your excitement and thank you for your consideration to be your trusted master planning advisor. JEFF YRAZABAL Populous Architect, P.C. Oregon License #5746 Principal jeff.yrazabel@populous.com CHRIS OXLEY Revenue & Operational Strategist / Public Affairs chris@adaptivestr.com Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 2 We design the6x places where Iove to Most people Innovative hp fnnpfhpr Company Sports 1\./ V t, `/ v �..,1 `/ 1 ■ 4r�hite 111 Live Events Innovation is the cornerstone of how we draw people together and By Fast create a better -built tomorrow. Company (2009, 2010, In the world's top cities and on more than 140 university campuses we have designed more 2013, 2018, than 3,S00 sports and entertainment projects worth over $40 billion combined. Our 2020, 2022) designs for places like T-Mobile Arena, the London Olympic Games, Allianz Field, and the MLB Field of Dreams game have created emotional connections between people and the civic sports and entertainment places and events they love. The top communities entrust Populous to help build their brands through design. Services Our unrivaled knowledge — both visionary and technical — is unveiled through + Architecture + Interior Design comprehensive planning and design services with experiential design at the core. + Landscape Our focus includes not just the individual buildings that define a community, such as sports Architecture architecture, conference and exhibition centre architecture or aviation design, but also + Events the urban fabric that weaves these buildings together. We have been recognized more + Brand Activation than 300 times with global design awards, including three national American Institute of + Wayfinding Architects awards. We have been listed six times as one of Fast Company Magazine's most + Urban Design innovative companies. + Product Design Every community has a story to tell — it is our mission to give life to those stories through design. We are the people who create the authentic places where communities unite. Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS' 3 1. KEY PERSONNEL 1.A Teem Shared Experience Identify shared project experience of Proposed team. Provide a grid view of firm and/or individuals' experience on common projects for the following Program Elements: + Market Research + Master Planning + Fair/Fairgrounds or Multi -Purpose Public Assembly Experience PROPOSED TEAM our proposed team is ni urnncefi illy accPmhlpd to provide the optimal combination of local knowledge and relationships and internationally recognized fairground and expo center experience. Our Portland based team of Jeff Yrazabal, Chris Oxley, and Dana Morrow are part of the events community in Oregon and have shaped the experiential and physical landscape of event spaces across the state. They are core partners for Deschutes County Fair & Expo and Deschutes County. Populous brings unrivaled international experience in the planning and design of multi -use event campus and horse race track projects. We are the trusted planning partner for organizations such as Houston Livestock Show, National Western, Calgary Stampede, Churchill Downs, Pimlico, and scores of regional and county scale venues. We are helping our clients develop benchmark venues and push boldly into new planning and design concepts that are figuratively and literally breaking down walls and barriers between event venues and surrounding communities. We have devoted our careers to perfecting venue concepts with maximum flexibility for 365 event opportunities. CSL INTERNATIONAL SI iS the mn¢t canahlP market feasihility analvSt in the multi -use event campus industry. They offer a wealth of knowledge, experience, and critical industry relationships in this market that no other feasibility analyst firm can offer. Their intimate knowledge of the multi -use campus, particularly with equine and livestock revenue drivers is far beyond data gathering as they utilize proprietary analysis methodology and a massive archive of venue data to generate trustworthy recommendations. These capabilities coupled with their ability to translate complex data and analysis to understandable and relatable presentations and discussion have earned CSL the position of trusted advisor to hundreds of multi -use event campus operators and owners large and small. Each of these skillsets and experiential backgrounds are equally critical to the success of the Deschutes County Fair & Expo and Deschutes County and we are excited and proud to present our team for your consideration. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 4 The below matrix depicts experience from both Populous and CSL on a number of projects involving Market Research, Master Planning, and Fairground / Multi -Purpose Public Assembly expertise. PROGRAM POPULOUS ELEMENTS `r'`�,��i..,✓'rq"��%� �"�tir �.,';jY�"s'�Ti'i��1tU5f?�.'',C-��1��"�a`:�,,eCy,l�"�jr{�!3''+��k%" �. �.�7,�x��`��y,��2��^�'y>��"�'��,��' � � f�r%'��``��s�'1,v�riS ��z£,J`'"3 �` `'"i'1y� �sf'�5��'s$ry�am� • • 1 �' T� � ➢�'.'>~ Y�'T��C.�C^ � �'n`a':� ^5 `�+'�' ��'��Jl`G.v��"`S"�. `��/1,.�'„�i.F`%'1�L�, {`3��/��?�2��{-C�\�f��i'�h {\Cr' � "bra `� ,z'1 �� ' (� 1 � �3 > ,� � `Jl�a�,"!�„ �.a~,�� ,�%2 ��'� � S � �§ �U ✓ ��Y� ��,,ti�,5r�'1'� J fs5`�X%!'SSJ�.�,� • • • • ✓ 5� � �..7 ��..�,T `a`� � S'✓ St'{�"5 Z : y ~rj/„\c/3�E�� `, s�%�e�j\ l<aM� �b ^f.�i"'�' Vi ��R\�„`� V,`� � �V v� ��`�`\�,' E :' � z 4 d� L� ��{ � �� C, `'>�� )`1 � �'��'E��"`. (ij 1`/�� 1 1 1 y q, • ro" • aqd •. low .; • C' Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS* 5 1.B Task Assignments For each Program Element, clarify the sequence of major tasks, who would perform them, and at what point key involvement by the County would be expected and for what purpose. Also address the following: + How will key team members work together to achieve the significant tasks needed for the Project? + How will the A/E team manage and coordinate multiple team members to ensure a high level of quality control throughout all phases of the work? MAJOR TASKS & RESPONSIBILITIES events that have a significant portion of out-of-town Task 1. Study Kickoff and Initial Project Planning Involved Parties: Populous, Chris Oxley, CSL, HHPR As an initial task in the engagement, the team will work with the County, the DCFE and other key stakeholders to establish the specific project goals and timeframe. An initial planning meeting will take place to collect pertinent project data and to identify the local organizations, officials and others that Populous and other consulting team members will need to meet with at the study's outset. This is a critical first step, and the market analyst team will spend several days in the community conducting local interviews, reviewing existing data and visiting existing visitor industry amenities. Task 2. Market Research Involved Parties: CSL & Chris Oxley The analysis will include a review of the Deschutes County area market data, both current and projected, attendance). Other areas of focus in the Market Research task will include: + Local Market Conditions Analysis + Historical Deschutes County Fair & Expo Operations Analysis + Competitive and Comparable Facility Analysis + Industry Trends Review (Populous will also be involved in this part of the Market Research) + Market Outreach, Interviews and Surveys Task 3. Strategic Recommendations and Utilization Analysis Involved Parties: CSL, Chris Oxley, Populous The purpose of this task is to synthesize findings of the previous tasks to analyze and translate market demand and opportunities into a market supportable facility program for DCFE operations and potential new, improved and/or expanded event facilities at the DCFE. This task will also outline appropriate to assess the area's ability to accommodate added development options (if any), as well as other event activity (i.e., economic impact generating visitor industry -related infrastructure, policy and/ Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' 6 or marketing initiatives that would be expected to enhance Deschutes County's competitiveness and performance. Task 4. Stakeholder Input and planning Workshop Involved Parties: Populous, CSL, Chris Oxley, HHPR) In this task, the team will conduct an interactive input and planning workshop with key members of the County, DCFE, stakeholder groups (as appropriate) and other community and facility stakeholders. The general intent is to understand DCFE's physical attributes, through on -site analysis, to determine opportunities and constraints related to existing conditions, examine options for the Master Plan and potential development options and to examine opportunities for future growth and development. Task 5. Cost Analysis Involved Parties: CSL & JMB DCFE will review preliminary findings and estimate and provide questions and feedback to the team. Task 6. Economic Impact Analysis Involved Parties: CSL In this task, the team will estimate the economic and fiscal (tax) impacts associated with new, improved and/or expanded event facilities at the DCFE, emphasizing the incremental impacts in Deschutes County. The operation of multipurpose event facilities typically attracts some level of out-of-town event attendees/exhibitors to the community. The non -local attendees and visitors brought into the community as a result of a new, improved and/or expanded facility represent the basis for added local economic and fiscal impacts. Task 7. Funding and Implementation Strategy Involved Parties: CSL Based on the analyses and findings developed in this task and experience with similar projects, the team will identify and evaluate each of the financing sources that could be available and provide the advantages and disadvantages associated with each Whenever possible, the range of revenues that might be generated from each potential funding source will be quantified. Task 8. Master plans for Future 460-acre property and Existing 320-acre property Involved Parties: Populous, Chris Oxley, HHPR Deschutes County and Deschutes County Fair & Expo will attend a collaborative design and planning session to review alternative concepts and provide input on direction of the Master Plans. Task 9. Cost Estimate Involved Parties: JMB, Populous, Chris Oxley and HHPR Deschutes County and Deschutes County Fair & Expo will participate in a review call to discuss the cost estimate, prioritize phasing of projects and make recommendations for modifications. Task 10. Final presentations Involved Parties: Populous, Chris Oxley, CSL, HHPR Before the conclusion of the Market Research program element, CSL will lead a presentation of the scope related to the research findings and industry trends. Both Populous and Chris Oxley will attend and provide support related to CSL's strategic recommendations and operational analysis. The final report will be submitted after comments from Deschutes County and Deschutes County Fair & Expo. A/E TEAM MANAGEMENT & COORDINATION Populous' fundamental strategy is to establish a core of key individuals and build the project team around that group. The most consistent and highest production comes from an exclusive commitment of architects, technicians, graphic designers, interior designers and landscape architects to a particular project. The project team is the basis of our office organization and we make every effort to assemble a team with a balance of skills and experience for the life of that project. Key team members listed above are currently involved in projects that are consuming a percentage of their time. However, within the next thirty days, those projects will be completing or winding down allowing them to focus on your project. Deschutes County Fair 8 Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 7 k B ASK MfasNAGEMENT From past experience designing more major multi- purpose arena projects than any other architectural company, we know that 100% commitment of key, knowledgeable staff particularly during the building programming and early design phases is required. This also allows us to establish project momentum and continuity of process with the Owner and our consultant team. We are committed to undivided dedication of expertise, experience and leadership. SIGNIFICANT TASK ACHIEVEMENT Our planning and design process for nearly every project is organized around a series of intensive workshops. During each workshop, we engage members of the community in dialogue, fact-finding and decision -making. Our goal is to not only receive community input, but to empower community members and leaders by providing them with tools and knowledge to advocate for themselves and their collective community vision. CSL will lead the early program element of the Market Research program element and engage Populous and Chris Oxley through conference calls. During Market Research site and event visits, as well as presentations, Populous will also attend. With Populous' comprehensive in-house staff of experts in event, fairground, equestrian and multipurpose assembly facility planners, the Master Planning process will be streamlined more than any other team that has separate architects, planners and fairgrounds experts. MANAGEMENT AND COORDINATION With our experience on large, complex projects working with substantially sized teams, we are able to ensure high -quality control throughout all project phases by implementing a standard, comprehensive strategy focused on effective management and coordination, including: Leadership and Oversight: Our team is led by experienced managers who will provide clear direction, oversight and guidance to ensure that all team members adhere to Populous' quality standard. Clear Communication: We will establish open and transparent lines of communication to facilitate seamless collaboration among team members. Regular meetings, progress check -ins and feedback sessions will be conducted to address any issues promptly and ensure that everyone is aligned with the project's objectives and timeline. Training and Development: Continuous training and skill enhancement programs are provided at Populous to equip the team with the necessary knowledge and skills to deliver satisfactory work to our partners. Quality Review Processes: Rigorous quality review processes will be integrated into each phase of the work to identify and address any potential quality issues proactively. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 8 1.0 Continuity Continuity of key staff on a project of this size and significance is critical to the success of the Project. No key team member may be replaced during this contract without prior written approval from the County. + Detail current and projected workload/capacity of key personnel proposed to work on the Project. + Detail how your team has accomplished continuity in the past when team members left teams. + Describe how your team will provide continuity of key personnel on this Project. POPULOUS WORKLOAD & CAPACITY With 500+ staff across the Americas — Populous has a deep well of creative talent to offer. Key staff are hand-picked for each project, based on their specific experience and qualifications, and frequent collaborations with our larger inter -disciplinary group mean innovation is always a part of our process. The Populous team will be led by our Portland office with Jeff Yarazabel leading the process as Principal -In - Charge. Dana Morrow will be the Project Manager and your primary point of contact througout the full duration of the proejct. Chris Oxley will support the entire project team with strategic planning. Bill Bourne and Todd Gralla bring project specific expertise. This core team will be supported by the entire design, architectural, and subconsultant team. The decision by Populous to pursue this project is wholly based on our current workload and ability to provide Deschutes County Fair & Expo and Deschutes County with our undivided attention and most qualified team. We are committing experienced staff to lead your event overlay from beginning to end. We have several current projects which have their own dedicated teams, including the Super Bowl, Warrior Games, the Final Four and NHL. We run our projects through a combination of dedicated teams (as proposed here) and with resources who can be moved between projects to support project requirements, schedule and deliverables. Our project team is energized and ready to work with you upon notification. Populous has a long history of delivering projects successfully, on time and on budget, and we would be honored to do so with the Deschutes team. PROPOSED PROJECT TEAM WORKLOAD Jeff Yrazabal - 10% capacity available through December 2024, then 25% capacity available in 2025 Dana i-iG'r'rG'v'v - 75io capacity available through i December 2024, then 100% available in 2025 Todd Gralla - 10% capacity available through December 2024, then 25% capacity available in 2025 Bill Bourne - 25% capacity available through Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' 9 I,C CONT�NU9 TY December 2024, then 50% capacity available January through March 2025 and 75% available April through December 2025 CONTINUITY ON YOUR PROJECT Successful projects result from strong team leadership and established management. The project has different program elements, each with its own timeline and requiring unique expertise depending on the task. While key personnel on our projects are assigned and engaged from the first day through the final deliverable, the level of involvement is determined by the tasks and deliverables required as defined by the schedule. Early stages of the project will require more involvement from the Market Research personnel, but the Strategic Master Planning personnel will still be participating in meetings, reviewing market research updates and attending presentations. As the market research concludes, the key personnel allocated to that program deliverable element will have less involvement, but still participate in meetings and evaluate the Strategic Recommendations. The Strategic Master Planning personnel will then ramp up their dedication to the project. Our offices utilize software packages including Revit BIM 360, Microsoft Teams, Bluebeam Studio° and Zoom as our telecommunications and information sharing protocols. All applications support a process with clear communication and accountability with the capability to share information quickly and efficiently through web -based applications. These platforms act as common share sites and design dialogue tools where access to the full project team can be provided and information can be immediately exchanged, and, more importantly, managed and tracked. They provide a resource that allows us to maintain an open and transparent dialogue with the entire project team, internally and externally, with our partners and our clients. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 10 1.D Organization Chart R. foTL�kl - , -, - A�� 7�T�,Tg_,Cff_ Vill- "I , -y fnlro . f Proposer intends to deploy multiple teams based on three Program Elements, prove unique organization chart for each team. For teams that are comprised of more than one architecture firm, identify roles and responsibilities of key team members based on its written teaming agreement. *Blue circle indicates Populous employee �0 IES C 0 POPULOUS' CORETIAM DANA BILL MORROW BOURNE Project Manager Fairgrounds & Multi - (day -to -day point of Purpose Design contact) Expert F__ PROJECT VISIONARY TEAM JEFF CHRIS TODD YRAZABAL OXLEY GRALLA Principal -in -Charge Revenue & Operational Equine / Livestock/ Strategist / Public Affairs Rodeo Expert I F- MARKET RESEARCH EXPERTS JOEL FELDMAN Market Analysis & Economic Planning, Project Director CSL JACOB GUENTHER Market Analysis & Economic Planning, Project Analyst CSL I F- SUBCONSULTANTS HHPR JMB CONSULTING Survey, Civil, Landscape, GROUP, LLC. Structural, Environmental Cost Estimating Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS11 2 . RELEVANT FIRM EXPERIENCE AND PROJECT TEAM 2.A Regional Knowledge and Experience If firms are proposing jointly, indicate which firm is the Project Lead and which firm was responsible for the listed projects. + Describe the team's experience with the Central Oregon climate. + Describe the team's knowledge of and/or experience with applicable permitting agencies. + Describe the team's proximity to project locale; describe how proximity will benefit the Project. + Describe whether the team has a local office and/or whether it will partner with a local firm. + For all members of the A/E Team not based in the central Oregon area, define their roles, from where they must travel, and how many trips are anticipated to perform their responsibilities and significant tasks for the Project. REVENUE & OPERATIONAL STRATEGIST / PUBLIC AFFAIRS ADVISOR - CHRIS OXLEY Chris recently departed the Portland Trail Blazer organization after 25-years to start his own strategic advisory firm focused on venue development, operating strategies and complex problem solving. In his final years with the team, Chris was responsible for developing and managing long-term business/ arena strategy including major renovation planning, project funding, government affairs & real estate development. Additionally, he served as embedded leader and advisor inside Paul Allen's Vulcan, Inc. overseeing significant consumer experience businesses/brands across the organizational portfolio. Chris has a long history in the public assembly venue industry and provided overall management, promotion, and operation of multiple facilities. Duties included sustainable operations, booking, marketing, finance, human resources, food and beverage, ticketing, promotion, security, production, maintenance, parking and operations. CENTRAL OREGON CLIMATE With our local team, we are well versed in the unique climate of Central Oregon. With a keen understanding of the region's semi -arid climate, characterized by hot, dry summers and cold, snowy winters, our team has successfully executed projects that have seamlessly integrated sustainable design principles with the environmental demands of the area. Our team's expertise includes extensive research and analysis of the local climate patterns, microclimates, and their impact on the built environment. Leveraging this knowledge, we have implemented innovative solutions such as passive solar design, and energy - efficient building techniques to ensure that developments are not only resilient to the climate but also minimize their environmental footprint. HHPR is our team's civil engineer consultant who brings decades of experience working in Central Oregon in the high desert. From the Civil design perspective, the Central Oregon climate drives stormwater design differently than design in the Willamette Valley. Central Oregon soils infiltrate very well; stormwater regulations can usually be addressed through the implementation of swales and drywells. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 12 2. A REG IONALK AN D EXPER I ENCE As a result, stormwater facilities generally have smaller footprints on projects in Central Oregon than they do in the rainy Willamette Valley. PERMITTING AGENCIES Being close to the Deschutes Fairgrounds enables us to leverage our established local knowledge and networks. This familiarity with the area, including zoning regulations, community dynamics, and environmental considerations, equips us to navigate the intricacies of the project with ease and proficiency. The HHPR team routinely secures land use and development permits in both the City of Redmond and Deschutes County. HHPR handles coordination with the Federal Aviation Administration (FAA) to ensure building heights are within acceptable parameters relative to flight paths. HHPR also handles permitting of new drywells through the Oregon Department of Environmental Quality (DEQ) PROXIMITY AND KNOWLEDGE OF THE PROJECT Our team is strategically located in Portland, Oregon, providing us with an advantageous position in relation to the Deschutes County Fairgrounds. With our office in Portland, this allows for seamless site visits, project meetings, and close collaboration with local stakeholders. We can be readily available for on -site inspections, consultations, and rapid response to any project -related needs. This accessibility underscores our commitment to offering personalized attention and support throughout all stages of the project while fostering a strong relationship with the local community. POPULOUS LOCAL OFFICE Populous' Portland, Oregon, office has quickly become an established arm of our growing firm. Filled with talent both seasoned and green, the office thrives on its ability to create diverse perspectives through innovative collaboration sessions. The connection between colleagues here is unique, strengthened by their commitment to creating an authentically Pacific Northwestern iteration of Populous' global presence. Our company values — entrepreneurial creativity, excellence, integrity and enjoyment — have found solid footing among our Portland team, who practice them both in and out of the office. Even in its relatively short period of operation, this team has already established a portfolio of iconic work in the state that perfectly represents the ethos, talent and grit that sets Populous apart. NON -LOCAL TEAM MEMBERS Todd Gralla is the Director of Equine Services at Populous and is globally recognized as a leading expert in equestrian design. Todd oversees all planning and design services for equestrian venues for Populous. He is an active equestrian and engaged in industry associations such as the American Horse Council, the U.S. Equestrian Federation and the League of Agriculture and Equine Centers, with recent speaking engagements at the Pan American Racing Conference, Asian Racing Conference and others. Todd will inform the market research with best practices and trends in the equestrian industry, evaluate equestrian event operations, review the market analysis recommendations related to ... Todd is based out of Populous' Norman, Oklahoma office, but is frequently in the firm's Denver and West Coast offices. It is anticipated that Todd will make one trip. Bill Bourne is an expert in Fairgrounds and Multi - Purpose Venues, leading collaborative teams across Populous' offices around the globe. He is a member of the International Association of Fairs & Expos and on the Strategic Planning for Fair Operations Committee. He will be collaborating closely with the Market Analysis team, providing event analysis, programming and leading the design and planning concepts. Bill is located in Kansas City, and it is anticipated that he will make six trips. SUSTAINABILITY AT POPULOUS At Populous, we believe that high-performance buildings go beyond environmental considerations. They must address the places, people and experiences that together form the foundation for a venue to be embraced and cherished by their communities. The combination of design, construction and community understanding highlights opportunities unique to each project. Athlete wellness, user experience, community engagement, operational efficiencies, life cycle costs, Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 13 2.B Experience Describe team's experience in providing services of at least three (3) market research plans, three (3) Strategic Master Plan submissions similar in size and type to the Deschutes County Project within the last five (5) years. When citing specific example projects, clarify the following: + Name, location, client entity and year of completion of the project. + Define the roles and responsibilities of each member of your team on each project. MULTI -USE EVENT CAMPUS MASTER PLANNING cultural and entertainment heart of the unique EXPERIENCE We have defined the standards for multi -purpose event campuses for 30 years. We design and plan multi -use event campuses and venues to provide a maximum number of diverse event opportunities in a single location with flexibility to hold multiple concurrent events. A typical multi -use event venue will combine an event arena, exposition hall and/or a convention space, and divisible meeting or banquet spaces in an interconnected facility. Often there will be ancillary spaces to this core structure such as livestock barns, outdoor or covered arenas and event lawns. Often these venues are required to host occasional events with capacity requirements far exceeding the practical extent of the permanent facility space required for average day to day functions. The Populous design team excels at designing and planning venues to accommodate temporary (or overlay) expansions for large events. One example is the Tony Nelsson Event Center in Scottsdale, Arizona. The 250,000 SF arena and exposition facility is designed to accommodate temporary overlay for the annual Barrett Jackson Auto Auction which requires more than one million square feet of exhibit space via tented overlay with direct interior connection to the permanent facility. In less than one month, the entire facility must be transformed to host the largest Arabian horse show in the world. The Populous designed venue is able to accommodate these massive events while providing Tony Nelssen Equestrian Center with a permanent facility that is right -sized and sustainable for their community throughout the rest of the year FAIRGROUNDS MASTER PLANNING EXPERTISE Fairgrounds have historically served as the social, communities they serve. Our Populous team believes they should continue to serve this function and our design and planning approach is sensitive to maintaining and enhancing this tradition. We also recognize the buildings and outdoor venues on your fairgrounds campus are intended to sell and therefore we approach fairgrounds design from the viewpoint that our work should enable your business. We are proud to have served and partnered with over 250 fairgrounds venues across North America to plan and design their campuses and facilities. Our depth of experience and exclusive focus on fairgrounds planning and design enable us to set benchmarks for the industry as thought leaders and iiiiiovators. We strive to innovate new opportunities to improve efficiency of operations and turnover within the facilities and throughout the grounds of every venue we plan. Populous designs multi -purpose facilities for maximum flexibility of use and helps determine the right level of facility scope and quality to create maximum value from the tight budget of a modern fairground. The Populous Fairgrounds team understands the diversity and economic impact of events, services, and entertainment opportunities offered by fairgrounds venues. We understand the challenges associated with operating and balancing over 200 event days throughout the year and we know each of those events brings a diverse array of facility needs and stakeholder expectations. We also understand the economic impact of your fairgrounds to your local and regional community and the importance of educating the public and political leadership of the fact that your facility is a valuable source of community revenue and offers a very significant community resource extending far beyond the annual fair event Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS' 14 Multi -Flex Venues Providing different spaces for various occasions is the heart of an event center's purpose. The building and campus must drive revenue, as well as promote community engagement and togetherness. Our collaborative process challenges clients to think beyond their current users and events to discover the full potential of their facilities. Through our industry expertise, we understand the needs of each type of event, but also how to integrate flexibility and adaptability so your venue can accommodate experiences and clients that don't exist yet. We also understand the logistical and operational challenges to deliver a design you can easily use. While a new building creates a fresh start, there's also amazing opportunity to repurpose or refresh existing assets. Making use of underutilized spaces also maintains the unique character of the venue. The more and different types of events you can do in one space, means less space to spend money on maintenance and capital improvements, and more money in the customer experience. The combination of market studies, facility assessments and innovative design allows us to curate the best and most cost effective solutions to each venue. Versatility is the centerpiece of all multi -use event centers, and must encompass all of the functional needs for the community where it lives. YOUTH SPORTS ADDITIONAL 3 COURTS VOLLEI TOURNA_ ADDITIONAL 2 COURTS BASKETBALL TOURNAMENT S( 1x 9v9 U11-U12 2x 7v7 U9-U10 4x 4v4 U6-U8 Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' 15 FLEXIBLE LAYOUTS r AG�..___ c0 •410 ENTERTAINMENT CONCERT 4,000 SEATS R---- 1,650 SEATS 120'x220' ARENA PRIVATEE______ 1,520 SEATS STALLING/ PENNING F- z Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 16 2„B E XP EIFRI E NC [E COLUMBUS, OHIO, USA Ohio Expo Center & State Fair Master Plan PROJECT DETAILS + Services: Market Research & Strategic Master Plan + Client: Ohio Facilities Construction Commission and the Ohio Expo Center & State Fair + Master Plan Completed: 2022 + Full Build -Out Completion: 2026 PROJECT DESCRIPTION The Ohio State Fair & Expo Center Masterplan is a long-range vision that establishes a framework for making the Ohio State Fair the best State Fair in the nation. This plan will optimize the entire site to best serve Ohioans both for the Ohio State Fair and all year round. The recommended new site design solves site circulation issues by organizing the framework along a figurative "river" theme, strengthening the north/south axis. It provides clear wayfinding that expands, contracts, and bends as needed to integrate existing and new site elements along its path. Signature new projects include both interior and exterior multi -purpose event venues, a museum, food halls, infrastructure improvements and new main entry gateway. TEAM ROLES AND RESPONSIBILITIES Fairground, Equestrian and Multi -purpose Expo expert. Masterplan, programminga nd design. Conducted experience audits for campus - wide events such as the Ohio State Fair, Quarter Horse Congress and Good Guys Car show. Site wayfinding strategy. Stakeholder and community engagement. National benchmarking, industry trends, space utilization study, and market research. Explored clean slate master plan for the entire 360 acres, and then one that was just for the Fairground zone proper. rvn. \ /s Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS' 17 2oIB E X P E RIETA C LOVELAND, COLORADO, USA The Ranch Events Complex PROJECT DETAILS + Services: Market Research & Strategic Master Plan + Larimer County + Master Plan Completed: 2023 + Full Build -Out Expected Completion: 2027 PROJECT DESCRIPTION The Project will transform the existing Fairgrounds and Expo Center to be one of the largest projects in Northern Colorado's history and will produce enormous economic benefit for Larimer County and the entire region. The project will bring a vast new level of activities and is designed as a destination in service of the community and the region. The Ranch will be expanded into a year-round family, cultural, sports, and music and entertainment site for all to share. Our designs capture the spirit of The Ranch while delivering a unique experience, unmatched service, elevated hospitality, experiential food and beverage, substantial meeting and event capabilities, and street -level and plaza activation and gatherings. TEAM ROLES AND RESPONSIBILITIES The work to date has involved research, analysis and collaborative design to identify specific improvement and development options at The Ranch that provide the greatest return -on -investment for the community. A Strategic Implementation Plan was created to ensure that all recommended enhancements come to fruition. The master plan included alternative scenario analysis. The design team developed design standards for the campus, and is involved in the public private partnership implementation. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS* 18 LOUISVILLE, KENTUCKY, USA Kentucky Expo Center PROJECT DETAILS + Services: Market Research & Strategic Master Plan + Client: Kentucky State Fair Board + Master Plan Completed: 2023 PROJECT DESCRIPTION Currently, the Kentucky Fair and Exposition Center accommodates such prestigious equine events as the Kentucky State Fair Quarter Horse Show, Kentucky State Fair Morgan Horse Show, U.S. National Arabian and Half -Arabian Championship Horse Show, the Annual U of L Ranch Horse Classic and the World's Championship Horse Show. Various master plans prepared by Populous have recommended the expansion of the equine facility as well as major renovations and the addition of a multipurpose exhibit space. The planned projects would result in a net increase of 377,900 gross square feet of space, including 118,100 gross square feet of sellable event space, 72,000 gross square feet of pre -function space and 187,800 gross square feet of food service, back -of -house and support space. TEAM ROLES AND RESPONSIBILITIES Populous in collaboration with CSL lead the Market Research and Master Planning for the Kentucky Expo Center. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' 19 CALGARY, ALBERTA, CANADA The Ridges PROJECT DETAILS + Client: Mercer County Economic Development Authority + Completed: 2023 PROJECT DESCRIPTION The Master Plan of the Ridges Sportsplex and Expo Center calls for multi -sport championship and entertainment destination, and boasts over 255 acres of state-of-the-art indoor and outdoor recreational event space. The Ridges will be the ultimate travel destination in the southeast region of West Virginia, and feature hospitality and shopping amenities to accompany the sports and entertainment venues. CARY, NORTH CAROLINA, USA The Center PROJECT DETAILS + Client: The Town of Cary + Completed: In Progress PROJECT DESCRIPTION The Center is a new $190M full service community recreation and sports center for the town of Cary, North Carolina. The facility will transform the recreation opportunities in the community and will serve the regional and national sport community with world class training and tournament facility. The recreation and sports center will have multiple gymnasium courts, multiple group exercise rooms, a running track, esports and technology lounge, multi -purpose community and expo spaces, full service kitchen, gymnastics, social lounges, fuel bar, full fitness area with cardio, weights, circuit training, functional fitness, and a large outdoor fitness balcony. The design is open and inviting that promotes an energetic community and cross promotes programs Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 20 IRVINE, CALIFORNIA, USA Irvine Ampitheatre PROJECT DETAILS + Client: City of Irvine + Completed: 2027 PROJECT DESCRIPTION Envisioned as one of the United States' signature urban parks, the 1,200-acre Orange County Great Park is grounded in the California landscape, inspired by Central Park traditions, and heightens the role of the urban park in the community and social fabric. It serves multiple uses, incorporating a major regional sports park as well as a cultural terrace of re -purposed military hangars adapted into a museum mall and interactive discovery exhibit. The park establishes a premier 130-acre botanical garden and research library that rivals any other in California, and celebrates the spirit of music with a new 10,000-seat amphitheater. CALGARY, ALBERTA, CANADA BMO Center PROJECT DETAILS + Client: Calgary Municipal Land Corporation + Completed: 2024 PROJECT DESCRIPTION As design lead for the expanded BMO Convention Centre in Calgary, Populous has worked closely with local architectural partners Stantec and S2, creating an iconic convention solution for the Calgary Stampede. Challenged to incorporate project themes such as 'Spirit of the West', 'Stampede 365' and 'Own the Winter', the Populous solution doubles the size of the existing facility while integrating seamlessly into the new Culture and Entertainment District at Stampede Park. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 21 2,C Sub -Consultant fist List the following proposed Sub -consultant firms (if applicable): + Civil Engineering. + Structural Engineering. + Mechanical Engineering. + Electrical Engineering. + Third -Party Estimating. + Landscape Architecture. POPULOUS PROPOSED SUB -CONSULTANTS Populous plans to work with the following subconsultant firms through each program element as applicable. CSL: Market Research Consultant HHPR: Civil Engineering, Structural Engineering, Landscape Architecture, Environmental, Survey JMB Consulting Group, LLC.: Third -Party Estimating F) i h-(nnci dt:: of FxnPriPnrp* Provide the following for above -listed Sub -consultant firms: + Sub -consultant firm name, address, phone number, website. + Contact person information including email address. + A list of the Sub -consultant's personnel by discipline who will be available to provide the capacity and capability to perform the required services for the Project. + A list of the Sub -consultant's relevant project experience limited to no more than three (3) similar projects in size and complexity. Please find information related to 2.13 Sub -Consultant Experience in the appendix. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 22 3. Project Goals and Recommendations What recommendations do you have for the County for these Projects to b successful? What one thing makes your team the best for delivery of the Project? I CRITICAL GOALS Great ideas come from multiple perspectives. Our design process is team oriented, and we will encourage participation and collaboration throughout the project. A collaborative process that integrates design flexibility, creative thinking and an understanding of the client's and stakeholders' goals are critical to the ultimate operational success of this unique project, To facilitate an effective programming and planning process we will: + Review the functional requirements of the project. + Review existing utility infrastructure, land use and traffic patterns. + Review all existing programming and planning information if available. + Establish planning guidelines and priorities. + Benchmark the proposed facility with other similar facilities we have planned. + Identify financially feasible and realistic preliminary planning options/solutions. the site and existing facilities. It will also provide valuable information needed to develop the optimum concept and sequence for phased implementation as required. This is especially important for a project that should remain in continuous operation during implementation of the proposed improvements. Finally, the programming and planning documents will serve as the cornerstone for the design, construction and operations efforts that follow. RECOMMENDATIONS FOR YOUR PROJECT The more diverse types of events you can do in one space means less money spent on maintenance and capital improvements and more money invested in the customer experience. The combination of market studies, facility assessments and innovative design allows us to curate the best and most cost- effective solutions for each venue. Versatility is the centerpiece of all multiuse event centers, allowing them to encompass all the functional needs of their surrounding communities. This understanding will be critical to a successful fit of the proposed programmatic requirements with The existing venues need enhancements that provide Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 23 3 o P R O J R. , C d GOALS AND Hil E 4 Y D A k 8 O N S better scalability of the event spaces for the wide variety of user groups, as well as the addition of meeting rooms and break-out spaces. Diversify seating, food and beverage and hospitality offerings in the arena. Central Oregon is already strong market for music events and festivals. Newly planned venues and infrastructure investments could make the Deschutes County Fair & Expo site an even more compelling destination for local and national promoters. Oregon needs to remain competitive for destination - based youth and amateur sports facilities. Central Oregon has a history of supporting these events, but additional venues serving youth sports and team play could be a differentiator for the state. As communities grow as a sports destinations, new competition facilities could allow Deschutes County to compete for national and international competitions. New and existing infrastructure investments that support exceptional experiences for local, regional and national athletes would create compelling new revenue streams. THE POPULOUS PROJECT TEAM Populous brings unrivaled international experience in the planning and design of multi -use event campus and year-round activation. We are the trusted planning partner for organizations such as Houston Livestock Show, National Western, Calgary Stampede, Churchill Downs, the International Olympic Committee and scores of regional- and county - scale venues. We are helping our clients develop benchmark venues and push boldly into new planning and design concepts that are figuratively and literally breaking down walls and barriers between event venues and surrounding communities. We have devoted our careers to perfecting venue concepts with maximum flexibility for 365-days-a-year event opportunities. Additionally, our Oregon -based team truly understands the events landscape, sports industry, music scene and all of the stakeholders invested in this dynamic event and tourism industry. Our relationships and experience are strong throughout the state, allowing our team the resources necessary to produce an actionable vision for the current facilities as well as any future development. Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 24 4. Project Approach Proposer's team will have full responsibility for the tasks and deliverables listed in the Statements of Work and shall treat the deliverables and associated tasks as guidelines for work requirements, utilizing collaboration tools and "Best Practices" as the methodology for project controls, and project delivery. + Provide a Project approach to include a detailed narrative of services, duties, and responsibilities described below by providing a narrative, schedule, or other graphic tools to describe your team's approach to performing the A/E responsibilities anticipated for this Project. We will work collaboratively with the County and key stakeholders to develop a consensus -driven vision for the Fair & Expo center. The first step will be to conduct an on -site meeting with the appropriate stakeholders from Deschutes County to confirm the study scope and objectives; discuss key issues associated with the project; understand the County's long-term objectives for the Fair & Expo Center; obtain and review available operating data (e.g., major third -party contracts, The results of this task will be combined with the data prepared throughout the study to assess Deschutes County's competitive position within the regional and national marketplace and its ability to accommodate additional event demand. By understanding the type of business currently accommodated within the community, recommendations can focus on facility development that could add to the overall level of events, attendees and economic impact. financial statements) and other information related to Historical DCFE Operations Analysis the project including any previous studies; review the public engagement plan; and tour the facilities. Local Market Conditions Analysis We will define and evaluate the local market characteristics of the Deschutes County area as well as the existing visitor industry infrastructure (i.e., event facilities, sleeping rooms, restaurants, entertainment offerings, attractions, transportation and connectors, etc.). The primary components of a successful facility destination/event package will be evaluated in order to assess the area's ability to support new, improved and/or expanded event activity at the DCFE. We will review the existing physical product offerings and conduct an in-depth analysis of the overall operational characteristics of the DCEE. This analysis will help form the basis for evaluation of future incremental demand that new, improved and/or expanded event space at DCFE could accommodate. The results of this task will assess the capacity, performance and limitations of the DCFE and, importantly, benchmark data for subsequent study tasks and phases. Competitive and Comparable Facility Analysis We will evaluate the market positioning and demand for new, improved and/or expanded event space at Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS' 25 the DCFE to gain an understanding of the competitive and comparable facility environment. Within this task, the team will assemble and review the operational and physical characteristics of existing and planned facilities throughout the competitive regional and statewide marketplace. Inventories will be developed of facilities/complexes to determine the level of competition within the marketplace and identify areas of potential need. Existing and planned local and regional competitive facilities will be analyzed to assess the relation, interaction and impact, if any, Strategic Recommendations and utilization Analysis will synthesize findings of the previous tasks to analyze and translate market demand and opportunities into a market supportable facility program for DCFE operations and potential new, improved and/or expanded event facilities at the DCFE. This task will also outline appropriate development options (if any), as well as other visitor industry -related infrastructure, policy and/ or marketing initiatives that would be expected to enhance Deschutes County's competitiveness and they may have on the demand for new, improved and/ performance. or expanded DCFE facilities. This analysis will assist in providing data as to how new, improved and/or expanded DCFE event space could compete within the greater regional marketplace, as well as later assisting in the evaluation of the associated financial operations, pricing structure and staffing levels. The Industry Trends Review We will study how the equestrian, livestock arena, exposition, conference, sport/recreation, event, entertainment, hospitality and visitor industries have undergone significant change over the past few decades. Issues impacting these industries, including changing demand for event space, technological amenities, hotel availability, service levels and other such characteristics, have been joined by recent, and sometimes dramatic, fluctuations in event activity due to nationwide economic conditions and travel costs. In addition, event center and arena product supply growth has impacted demand levels in markets throughout the country. As part of this task, the team will provide an overview of equestrian, livestock, flat floor, concert, promoted show and other multipurpose facility event trends in the local, regional and national marketplace. Market Outreach, Interviews and Surveys We will focus on developing primary industry market research specific to the DCFE and the Deschutes County community. In -person interviews, telephone/ video conferences and/or other focus group interviews with key local individuals, user groups and business leaders will be conducted near the outset of the study to gain insight into the local community's attitude toward development and operations of new, will evaluate key potential cost aspects related to new, improved and/or expanded event facilities at the DCFE. First, based on the results of the market demand, event/use levels and market supportable building program, the team will develop an order -of - magnitude cost estimate for new, improved and/or expanded event facilities at the DCFE under each of the identified development scenarios. These estimates will focus on per -unit data, adjusted for conditions in the greater Deschutes County region and cost data of comparable new, expanded and/or renovated multiuse event centers throughout the country, modified for time and location. Economic Impact Analysis We will estimate the economic and fiscal (tax) impacts associated with new, improved and/or expanded event facilities at the DCFE, emphasizing the incremental impacts in Deschutes County. The operation of multipurpose event facilities typically attracts some level of out-of-town event attendees/ exhibitors to the community. The non -local attendees and visitors brought into the community as a result of a new, improved and/or expanded facility represent the basis for added local economic and fiscal impacts. As part of this analysis, estimates of total incremental visitors to the Deschutes County area generated as a result of new visitor -oriented facility and investment strategies will be developed. Funding and Implementation Strategy We will identify and evaluate each of the financing sources that could be available and provide the improved and/or expanded DCFE event space. advantages and disadvantages associated with each. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 26 Whenever possible, the range of revenues that might be generated from each potential funding source will be quantified. Potential funding sources may include public sector or private sector participation. Within this task, the team will review each of the financing sources that are available and provide the advantages and disadvantages associated with each. The Strategic Master Man for the 460®acre property and Existing 320-acre property This will lean heavily on Populous involvement for programming, planning workshops, design development as well as the deliverables including site plan, floor plan diagrams and renderings. Both Populous and Chris Oxley will lead the visioning process to dream big for the possibilities of the 460- acre property plan and find efficiencies for proposed improvements on both sites to minimize operating costs, while maximizing and diversifying revenue generating program. HHPR would provide guidance related to Civil, Site Development, Landscape Architecture and Environmental Analysis to align the recommendations with best site locations to minimize development costs. The Master Plan will be informed by C:SI 'S market research, and the design team's survey, site analysis and industry knowledge. Prepare site development phasing and costs, including facilities and infrastructure cost for both public and private sector investment. Based on the CSL analysis, facility assessment, master plan and existing documentation we will assemble a phased implementation plan. This will include phasing scenarios and order of magnitude costs for facility improvements and/or expansion, on -site and off -site development and infrastructure. The implementation plan will also include recommended private sector land improvements and associated order of magnitude costs. Prepare final document, executive summary and implementation matrix. Upon approval of the master plan, implementation plan and economic impact analysis, we will combine all project documentation into a final comprehensive document which will include the following: + Executive summary. + Current and future users and facility capacity. + Public input and engagement process summary. + Development Program and Framework Plan — for both 460-acre property and 320-acre property. + New land use plan — for both 460-acre property and 320-acre property. + Recommended infrastructure and facility improvements. + Private sector investment and development. + Illustrative master plans, renderings and narratives. + Implementation plan including development phasing and order of magnitude costs. + Economic impact analysis. + Implementation matrix. Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 27 A "Vision- First" Process Populous has successfully applied the Vision -First process to create designs unique and transformative to their communities. By understanding how the distinctive characteristics of a city's community, economic and market factors and industry trends, Populous can foster an innovate design that best represents a communities and support the needs of its community, meeting organizers and visitors. THE POPULOUS "VISION -FIRST" PROCESS Leading with drawing and with understanding, the Populous "Vision First" process takes into consideration all the unique factors of a city to create a bespoke design that best serves the city and its community. Considerations ------------------------------- ,Lead with Drawing LTrends LCommunity i Starting Point Market Economics Lead with City understanding. ' t THE VISIONARY DESIGN Spending time to gather and synthesize community considerations leads to a visionary design. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 28 5. Schedule Management How does yourproposeo complete the three Program Elements based on proposed schedules? *vercome them? APPROACH TO THREE PROGRAM ELEMENTS We are prepared to commence this engagement upon receipt of notice to proceed. The planning and design will have started in earnest at the initial kickoff workshop but will need to be refined to fit the recommendations from the market research report and respond to potential projects and strategies identified to address potential growth areas, revenue enhancement opportunities and strategies for operational improvement. Please find our proposed project schedule on page 31. SCHEDULE CHALLENGES / DIFFICULTIES The timelines proposed in the RFP are generous and allow time for the Market Analysis to be evaluated by the Owner and to test various scenarios before moving into design and planning. As such, the team does not anticipate any difficulties in meeting or beating this schedule. With the delivery of dozens of public projects across our team, we understand how crucial schedule management is over the life of a project. At the earliest stage possible, our team establishes lines of communication with owner team's project managers, so that we can understand the necessary submittals, approvals and review times required by the local jurisdiction. Not only does this establish expectations on each side but builds a rapport of trust and a shared goal for a successful on -time project. APPROACH TO SCHEDULE MANAGEMENT The Populous team has a successful track record of adhering to project budget and schedule parameters. The Populous team has a successful track record delivering complex stadium projects of this magnitude. The major factors that create this successful track record of delivery success include: + Firm experience with the building type + Key design team member experience assembled for your project + Familiarity with each other + Collaboration and teamwork mentality + Technical expertise and depth of resources + Credibility of previous project success Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 29 Successfully meeting and delivering any project schedule is foremost a function of having highly skilled and experienced individuals placed into key roles on a project. The Populous team assembled for your project includes individuals at all levels of design, production and management who were key leaders in the successful delivery of many Master Plans and Multi -Purpose Public Assembly projects. Successfully meeting schedules also requires having key team members fully dedicated to your project. Our team will be available, dedicated to your project and have worked together on similar projects before The internal resources our firm offers our staff a wealth of knowledge developed over 40 years. Our collective expertise will be crucial in meeting project challenges head on. Our philosophy in minimizing schedule and budget issues is based upon executing a proven process, assembling an experienced team, and each team member taking responsibility. issues include: PROCESS. Utilize proven methodologies to conduct our business efficiently and accurately. + Budget, program and quality alignment incrementally throughout the project. + Being sensitive to design and constructability issues. + Designing to simplify construction and enable efficient sequencing. + Anticipating issues before problems arise TEAM. Great projects have great teams. + Develop good relationships with all team members based on mutual trust and respect. + Great communication and coordination between all parties focused on solving problems. + Helping everyone succeed to create successful outcomes RESPONSIBILITY. Every team member owns the project. + Doing our job to design and document the project to minimize errors and omissions. + Owning our responsibilities. Fixing our mistakes. + Performing as professionals. Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 30 4. P R 0 J E aN `q' A P P R0AC„g Project Schedule 2024 2025 07 08 09 10 11 12 1 01 02 03 04 05 06 07 - 12 Part 1 Market Research & Strategic Master Plan Stakeholder & Public Engagement Meetings Market Research 8-10 wks. i Strategic Recommendations -'3 wks. C'n-t AnalvSi, Economic Impact Analysis 7wks. Final Market Research Report - - -- — Part 2 Master Plan Design Services Programming 4 wks. 4 wks. Full Buildout 460 Acre Master Plan 1 16 wks. Existing 320 Acre Property Master Plan 16 wks. Conceptual Cost Estimate 4 wks. 4 wks. Draft Digital Media Development 6 wks. Final Master Plan Report 2 wks. Milestone X X X X X X X Qa� doo �� a�� o�'` OP p�� 0Q d Q` °Q 01 oQ, 0� o\ �o �L x Go of or J� �� `� xQ,�o�� ez �Gx �o� ��\��Q�o��a� xx� a� x� o�a XO Q x0 x0 x� o� sac e Phi o�` kp x`�a�eQ O Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 31 6. Project Cost Control This Project is expected to serve as an example of appropriate and efficient budget management, and to reflect Deschutes County's responsibility to its residents to minimize both initial costs and long -terra costs to build and operate the facility. + What strategies would your team employ to monitor and control costs of the Project during the design phases? APPROACH TO COST CONTROL Cost control is unequivocally one of the highest, if not the highest, priorities for any client. Cost control begins with aligning expectations with regards to revenue objectives, user needs, program requirements and total square footage as related to both construction and project budgets. Upon a notice to proceed, our design team will validate assumptions provided to -date, further confirm the detailed requirements of specific user groups, and prioritize the design components for the project. It is important to understand that managing square footage from the onset of programming is critical to hitting the project budget STRATEGIES TO MONITOR COST CONTROL Knowing that all projects have limited available funding, our team will work to maximize the amount of program area while designing within a strict budget. A delicate balancing act will occur between scope, budget and project schedule. We believe that a strong focus on cost control and maximizing value at the start of a project and programming will be used as an integral planning tool throughout the design phases. Experience with these building types will allow our team to maintain accurate and current resources for tracking construction costs. Our team involves a professional cost estimator that will monitor and evaluate potential cost increases throughout the evolution of the design, to avoid "scope creep" that could adversely affect budget compliance. At each step in the process, the design team will work with the teams and the owner's cost estimating team to prepare preliminary and detailed cost estimates to be reconciled with the construction manager, leveraging the entire team's collective expertise to balance differences between cost estimates. Reconciliation provides an excellent opportunity to maximize cost efficiencies in the building, detailing all systems. During the design and documentation phases, the design team will be diligent in identifying critical design decisions to prioritize with project stakeholders and the construction manager FONNER PARK MASTER PLAN CASE STUDY During the Nebraska State Fair & Fonner Park master plan, the design team developed a comprehensive plan that considered all potential future projects. After verifying our findings with extensive facility and Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 32 infrastructure analysis, it became clear that the site needed a robust overhaul of both its below and above ground infrastructure, just to improve the customer experience under the current layout. Because our master plan looked at the long-term development of the site, we planned the infrastructure improvements to not only fix the current needs, but to lay the foundation for a future -ready campus that is resilient and equitable. This method reinforces long-term financial sustainability by reducing or completely omitting the need for our client to redo infrastructure improvements in the future. In collaboration with the 1868 Foundation, Populous prepared a Critical Infrastructure Plan and Presentation that was presented to the State Legislature as a request for state funding. The plan's strength is in its scalability to be executed in 5-year increments. In January 2022, the 1868 Foundation was successful in getting all $24.9 million approved in the Governor's budget. THE BASE (BUSINESS, ARTS, SPORTS, ENTERTAINMENT) AT EXTRACO EVENTS CENTER During the design process, Populous worked closely with the local Construction Manager to identify the strongest skilled labor available in the market and prioritized the design around those materials and building systems. We identified steel and masonry as prime opportunities to control costs by staying within the local market. This resulted in the added benefit of keeping revenue and jobs within the County, as well as celebrating local labor and materials. Designing for mostly masonry construction in all the walls allowed the contractor to streamline sub -consultant coordination which shortened the schedule completion and occupancy. Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS' 33 ATTACHMENT A PROPOSER CERTIFICATIONS AND REPRESENTATIONS FAILURE OF PROPOSER TO COMPLETE AND SIGN THIS FORM MAY RESULT IN REJECTION OF THE SUBMITTED OFFER The undersigned, having full knowledge of the specifications for the goods or services specified herein, offers, and agrees that this offer shall be irrevocable for at least NINETY (90) calendar days after the date offers are due or as stated in the solicitation, and if accepted, to furnish any and/or all goods or services as described herein at the prices offered and within the time specified. PROPOSER FIRM NAME: Populous Architect, P.C. ADDRESS: 123 NE 3rd Avenue, Suite 110 Portland, OR 97232 Telephone No.: +1 816 221 1500 ASSURANCES Proposer attests that: 1. The person signing this offer has the authority to submit an offer and to represent Proposer in all phases of this procurement process. 2. The information provided herein is true and accurate. 3. Proposer is a resident proposer, as described in ORS 279A.120, of the State of Oregon [insert State] and has not discriminated against any minority, women, or emerging small business enterprises certified under ORS 200.055 or a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontracts, in accordance with ORS 279A.110. 4. "Resident bidder" means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a "resident bidder". ORS 279A.120 (1) (][b). 5. Any false statement may disqualify this offer from further consideration or because of contract termination. 6. Proposer will notify Deschutes County within 30 days of any change in the information provided on this form. CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS Proposer certifies to the best of its knowledge and belief that neither it nor any of its principals: 1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, departmentor agency. 2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. 3. Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in paragraph two of thiscertification. 4. Have, within a five-year period preceding the date of this certification had a judgment entered against contractor or its principals arising out of the performance of public or private contract. 5. Have pending in any state or federal court any litigation in which there is a claim against contractor or any of its principals arising out of the performance of a public orprivate contract. 6. Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason related to contract performance. Document 2024-206 Deschutes County RFP for Market Research & Strategic Master Plan Design 20 Deschutes County Fair& Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 34 CERTIFICATION REGARDING CONFLICT OF INTEREST "Organizational conflict of interest" means that, because of other activities or relationships with other persons or firms, a Contractor or Consultant (including its principal participants, directors, proposed consultants, or subcontractors) would be unable or potentially unable to render impartial, technically sound assistance or advice to Deschutes County; or the Contractor's or Consultant's objectivity in performing the Work would or might be otherwise impaired. The Proposer certifies to the best of their knowledge and believe that neither it nor any of its principal participants andagents: Has/Have/Had any relationships with any firms or individuals that are or appear to be an organizational conflict of interest? No. 2. Has or has had the following relationships with the specific firms)/individual(s), identified below, which may be determined to be an organizational conflict of interest? I understand that based on the information provided by Proposer, Deschutes County may exclude the Proposer from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Proposer further certifies that the degree and extent of the relationship of the Proposer with these named firm(s)/individual(s) have been fully disclosed below. Not Applicable, Where Proposer is unable to certify to any of the statements in this certification, Proposer shall attach an explanation t0 their offer. The inauiuty to certify- to an the statements may not necessarily preclude nuNwcl nvnl 8waru Of a contract under this procurement. ACKNOWLEDGEMENT OF ADDENDA The undersigned acknowledges receipt of and agrees to be bound byaddenda numbered 1 through 1 inclusive, and any additional addenda issued until the Notice to Proceed has been issued. SIGNATURE OF AUTHORIZED PERSON Signature: Date: 04/19/2024 Printed Name &Title: Jeff Yrazabal, Principal -in -Charge Contact Person for this Procurement: Dana Morrow, Project Manager Phone: 971.286.3909 il: dana.morrow@populous.com Document 2024-206 Deschutes County RFP for Market Research & Strategic Master Plan Design 21 Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 35 e�r�ia t�^nr^em •®� �e�v e�rc IN 1�1— w i+11111,11 ®®^r ATTACHMENT B AFFIDAVIT OF NON -COLLUSION STATE OF OREGON Countyof Multnomah I state that I am Principal (title) of Populous Architects, P.C. (name of firm) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal. I state that: (1) The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, proposer, or potential proposer, except as disclosed on the attached appendix. (2) That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a proposer or potential proposer, and they will not be disclosed before proposal opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from proposing on this contract, orto submit a proposal higherthan this proposal, orto submit any intentionally high or noncompetitive proposal or other form of complementary proposal. (4) The proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal. (5) Populous Architects, P.C. (name of firm), its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to proposing on any public contract, except as described in the attached appendix. I state that Populous Architects, P.C. (name of firm) understands and acknowledges that the above representations are material and important and will be relied on by Deschutes County in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Deschutes County of the true facts relating to the submission of proposals for this contract. Jeff Yrazabal, Principal -in -Charge 04/19/2024 Signature Printed Name Position Date Populous Architects, P.C. Name of Company Document 2024-206 Deschutes County RFP for Market Research & Strategic Master Plan Design 22 Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' 36 ATTACHMENT C BUSINESS ENTITY CERTIFICATION STATEMENT Contractor must complete Section A or B. A. CONTRACTOR IS A CORPORATION, LIMITED LIABILITY COMPANY OR APARTNERSHIP I certify under penalty of perjury that Contractor is a [check one]: Corporation _Limited Liability Company Partnership authorized to do business in the State of Oregon Jeff Yrazabal, Principal -in -Charge 04/19/2024 Signature Printed Name and Title Date B. CONTRACTOR IS A SOLE PROPRIETOR WORKING AS AN INDEPENDENTCONTRACTOR Contractor certifies under penalty of perjury that the following statements are true: 1. If Contractor is providing labor or services under this Contract for which registration is required under ORS Chapter 701, Contractor has registered as required by law, and 2. If Contractor performed labor or services as an independent Contractor last year, Contractor filed federal and state income tax returns last year in the name of the business (or filed a Schedule C in the name of the business as part of a personal income tax return), and 3. Contractor represents to the public that the labor or services Contractor provides are provided by an independently established business,and 4. All of the statements checked below are true. NOTE: Check all that apply. You must check at least four (4) to establish that you are an Independent Contractor. A. The labor or services I perform is primarily carried out at a location that is separate from my residence or is primarily carried out in a specific portion of my residence which is set aside as the location of the business. B. I purchase commercial advertising, or I have business cards for my business, or I am a member of a trade association. C. My business telephone listing is separate from my personal residence telephone listing. D. I perform labor or services only underwritten contracts. E. Each year I perform labor or services for at least two different personsor entities. _F. I assume financial responsibility for defective workmanship orfor service not provided by purchasing performance bonds, errors and omission insurance or liability insurance, or providing warranties relating to the labor or services I provide. Signature Printed Name and Title Date Document 2024-206 Deschutes County RFP for Market Research & Strategic Master Plan Design 23 Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 37 ATTACHMENT D FINANCIAL RESOURCES 1. Has your fi ever been at any time in the last ten years the debtor in a bankruptcy case? YesNo If "yes" explain. 2. Does your f M have any outstanding judgments pending against it? Yes77No If "yes" explain. 3. in the past ten years, has your firm been a party to litigation, arbitration, or mediation where the amount in VP exceeded$25,000? y Yes No If "yes" explain. Please see statement at bottom of page. 4. In the past ten years, has your firm been a party to litigation, arbitration, or mediation on a matter related to payment to subcontractors or work performance on a contract? Check "yes" even if the matter proceeded to arbitration or mediation without courtflitigation. Yes—t/—No If "yes" explain. 5. Have you or any of your affiliates discontinued business operation with outstanding debts? Yes No If "yes" explain. Authorized Signature Jeff Yrazabal, Principal -in -Charge 04/19/2024 Printed Name Position Date Populous is committed to providing its clients with a level of quality and design excellence that meets or exceeds customary design industry standards. Notwithstanding this commitment, problems invariably arise during the design and construction process. Populous is sensitive to its clients' desires that such problems be dealt with promptly and fairly. As the largest sports architectural firm in the world, Populous is occasionally the subject of claims which allege negligence and/or breach of contract. The number of such claims alleged during any given time period is consistent with industry standards, taking into account Populous' presence in the market, and no claims or lawsuits have resulted in verdicts against Populous. Populous works closely with its clients, consultants and other parties to resolve project -related issues without the need for litigation, arbitration or other formal dispute resolution proceedings. Document 2024-206 Deschutes County RFP for Market Research & Strategic Master Plan Design 24 Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 38 ATTACHMENT E PROPOSER REFERENCE FORM Proposer: Populous Architects, P.C. Ohio Expo Center & State Fair Project: Master Plan Client: Ohio Facilities Construction Commission Location: Columbus, Ohio Construction Budget: N/A Date Completed: 2022 Project Description: Reference # 1 Contact#1 Name: Alicia Shoults Contact #1 Role: Assistant General Manager Contact #1 Phone: 614-648-0757 Contact #1 Email: A.shoults@expo.ohio.gov Contact #2 Name: Contact #2 Role: Contact #2 Phone: Contact #2 Email: The Ohio State Fair & Expo Center Masterplan is a long-range vision that establishes a framework for making the Ohio State Fair the best State Fair in the nation. This plan will optimize the entire site to best serve Ohioans both for the Ohio State Fair and all year round. The recommended new site design solves site circulation issues by organizing the framework along a figurative "river" theme, strengthening the north/south axis. It provides clear wayfinding that expands, contracts, and bends as needed to integrate existing and new site elements along its path. Signature new projects include both interior and exterior multi -purpose event venues, a museum, food halls, infrastructure improvements and new main entry gateway. Document 2024-206 Deschutes County R P for Market Research & Strategic Master Plan Design 25 Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' 39 ATTACHMENT E PROPOSER REFERENCE FORM Proposer: Populous Architects, P.C. Project: The Ranch Master Plan Client: Larimer County Location: Loveland, CO Construction Budget: _ Date Completed: 2023 Project Description: N/A Reference # 2 Contact#1 Name: Mark Tinklenberg, PM Contact #1 Role: Executive Director Contact #1 Phone: 970,619.4016 Contact#1Email: tinklenm@co.larimer.co.us Contact #2 Name: Contact #2 Role: Contact #2 Phone: Contact #2 Email: The Project will transform the existing Fairgrounds and Expo Center to be one of the largest projects in Northern Colorado's history and will produce enormous economic benefit for Larimer County and the entire region. The project will bring a vast new level of activities and is designed as a destinfloineire of the mm ify nthe eioThe Ranch will be ad i expanded into a year-round family, cultural, sports, and music and entertainment site for all to share. Our designs capture the spirit of The Ranch while delivering a unique experience, unmatched service, elevated hospitality, experiential food and beverage, substantial meeting and event capabilities, and street -level and plaza activation and gatherings. Document 2024-206 Deschutes County RFP for Market Research & Strategic Master Plan Design 25 Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' 40 ATTACHMENT E PROPOSER REFERENCE FORM Proposer: Populous Architects, P.C. Project: Fonner Park Master Plan Client: Nebraska State Fair Location: Grand Island, NE Construction Budget: N/A Date Completed: 2022 Project Description: Reference # 3 Contact#1 Name: Mrs. Jaime Parr, CFE Contact #1 Role: Executive Director, Contact #1 Phone: 308.382.1710 Contact#1 Email: jparr@statefair.org Contact #2 Name: Contact #2 Role: Contact #2 Phone: Contact #2 Email: The Master Plan for the campus is to expand its multipurpose programming in a way that offers a first class, immersive destination experience for the visitor and an enhanced cultural and recreational entertainment experience for residents. The 1868 Foundation engaged Populous, with its partners the Nebraska State Fair and Fonner Park, which provided the optimal combination of local knowledge with internationally recognized event campus and horse racing expertise. The master plan's process was thorough and collaborative, providing a holistic investigation and vision for the campus, that was based on site and existing inventory analysis, a diverse neighborhood and public engagement plan, and data driven market and economic impact analysis, which fostered exploration of enhancements to ensure the sustainable development of the site. The Populous -led team developed designs that respected what is great about the existing facility but integrated simple recommendations to improve the performance and multi -use potential based on its international expertise in the industry. Key recommendations of the Master Plan include: Leverage New Assets to Attract New Events and Activities - Grand Island Casino Resort assets have the potential to increase destination appeal and drive incremental growth with existing and new events. Enhance Guest Experience - Market share and performance would be expected to decline without investment. Livestock & Equestrian Market Demand Opportunities - Near -term demand exists to support investment in livestock facility expansion. Mid-term demand anticipated to support equestrian event facility investment, based on increased appeal of the Grand Island and Fonner Park destination. Conference and Event Space Program - More shows are looking for additional breakout meeting and hospitality space on site. Develop and integrate divisible meeting space and upscale ballroom to compliment casino and hotel development. Arena and Entertainment Space Enhancements - Create diversity of seating options. Enhance food and beverage options and points of sale. New club lounge with upgraded food service and premium access. Document 2024-206 Deschutes County RFP for Market Research & Strategic Master Plan Design 25 Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS 41 Contract Co-mimPI..n.s Populous has participated in multiple projects where the Sample Contract included with the RFP was the basis of the contract discussions. On each occasion, we have been able to come to terms. We are confident that any issues with the Sample Contract can be amicably resolved in a short period of time. Deschutes County Fair & Expo Master Plan Design Services Proposal 04,19.24 POPULOUS 42 2D. Subconsultant Experience + Sub -consultant firm name, address, phone number,website. + Contact person information including email address. + A list of the Sub -consultant's personnel by discipline who will be available to provide the capacity and capability to perform the required services for the Project. + A list of the Sub -consultant's relevant project experience limited to no more than three (3) similar projects in size and complexity CSL INTERNATIONAL 120 South 6th Street, Suite 1200 Minneapolis, MN 55402 612-294-2000 https://www,cslintl.com/ MAIN CONTACT: Joel Feldman Director Minneapolis, MN JFeldman@cslintl.com CSL was established for the specific purpose of providing a source of focused research and expertise in the sports, entertainment, hospitality and leisure industries. Members of our firm have been providing services to these specialized industries since the mid-1990's and have been involved in over 2,000 engagements. We assist our clients from the earliest stages of project planning, ensuring that all decisions are informed ones. Our consultants provide in-depth information, creative solutions to underlying issues, a thorough analysis of financial implications, and various measurements of risk and return surrounding alternative courses of action. PERSONNEL RY DISCIPLINE; Joel Feldman, Market Analysis & Economic Planning, Project Director Jacob Guenther, Market Analysis & Economic Planning, Project Analyst CSL INTERNATIONAL RELEVANT PROJECTS: + Deschutes County Fairground & Expo Center Feasibility Study + Kentucky Expo Center Market Research + Ohio Expo Center & State Fair Master Plan H H P R Harper Houf Peterson Righellis, Inc. 250 NW Franklin Avenue, Suite 404 Bend, Oregon 97703 541.318.1161 https://hhpr.com/ MAIN CONTACT: Aaron Isenhart, P.E. Associate Principal Portland, OR Aaronl@hhpr.com Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS' Founded as a civil engineering firm in 1990, HHPR has grown into an integrated multi -disciplinary firm with a reputation for excellent customer service. Our commitment to quality is the foundation of our long- standing client and consultant relationships and it starts with a focus to exceed our client's expectations Our distinctive multi -disciplinary approach allows us to tailor the right team of expertise to consistently deliver creative solutions. We're located throughout Oregon and in SW Washington, connect with us and see how we can exceed your expectations. PERSONNEL BY DISCIPLINE: Aaron Isenhart, P.E. Associate Principal HHPR will provide Civil Engineering, Structural Engineering, Landscape Architecture, Environmental, Survey services. HHPR RELEVANT PROJECTS: + CORE3 Project - Regional Emergency Preparation Facility, Redmond, Oregon (adjacent to the Deschutes Fairgrounds) + Linden Lofts Site Development, Redmond, Oregon + Westmount Mixed Use Development, Redmond, Oregon J M B C O N S U LTI N G GROU P, LLC Address: N/A Phone: 206,708.7280 Website: N/A MAIN CONTACT: John Bayles Principal Email: jon.bayles@jmbconsultinggroup.com Cost Estimator Originally founded in 2009, JMB Consulting Group has provided comprehensive development management, construction management and construction cost planning to owners, architects, government agencies and institutions. JMB Consulting Group is uniquely qualified for the Deschutes County Fair & Expo project due to our continued experience in Central Oregon projects and multi -purpose assembly facilities. JMB Consulting Group is a long -trusted advisor to clients because our estimates are reliable from concept through bidding. Our cost estimates consider the purpose, scope and schedule of a proposed program and are well -documented, comprehensive, accurate, and credible, regardless of the phase of design. JMB CONSULTING RELEVANT PROJECTS: + Deschutes County OR Public Safety Campus Master Plan, Bend OR + Deschutes County OR Sheriff's Office Addition, Bend OR + Sunriver Service District Public Safety Building, Sunriver OR + Oregon State University Cascades Academic Building 2, Bend OR + Oregon State University Cascades Site Infrastructure, Bend OR + Oregon State University Cascades Energy Feasibility Study, Bend OR + Crook County Courthouse, Prineville OR + Prineville Police Headquarters, Prineville OR + Washington State Public Health Lab Conference Center, Shoreline WA + Washington State University Ag Animal Facility, Pullman WA + Washington State University Ag Animal Facility Relocation (Maintenance, Vehicle, Support, Harvest Handling, Hoops House/Green House, Cattle Barn, Sheep Barn, Goat Barn, Big Horn Sheep Barn, Feed/Bedding Storage, Compost, Freezer Farm, Administration, Isolation/Quarantine) + City of Edmonds Civic Field, Edmonds WA + Volunteer Park Outdoor Amphitheater, Seattle WA + Chambers Creek Outdoor Stage, Tacoma WA Deschutes County Fair & Expo Master Plan Design Services Proposal 04.19.24 POPULOUS Drawing People Together. 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