1-IFB-0624-CPAO TENTING AWNING.pdf

GILA RIVER INDIAN COMMUNITY

INVITATION FOR BIDS

IFB-0624-CPAO

TENTING & AWNING

MUL-CHU-THA FAIR AND RODEO

MARCH 13 – 15, 2026

Issue Date: OCTOBER 22, 2025

Responses Due: MONDAY, NOVEMBER 10, 2025

Gila River Indian Community IFB-0624-CPAO IFB for TENTNG & AWNING

TABLE OF CONTENTS

SECTION I: ADMINISTRATIVE INFORMATION AND BID INSTRUCTIONS

SECTION II: OVERVIEW

SECTION III: INSTRUCTIONS FOR submitting A BID

SECTION IV: SPECIAL TERMS AND CONDITIONS

EXHIBIT A - SOLICITATION/OFFER

EXHIBIT B - SCOPE OF WORK

EXHIBIT C - FEE BID FORM & BIDDER’S CERTIFICATION

EXHIBIT D - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion. 28

EXHIBIT E - INDIAN ENTERPRISE QUALIFICATION STATEMENT

EXHIBIT F - NON-COLLUSIVE AFFIDAVIT

SECTION I: ADMINISTRATIVE INFORMATION AND BID INSTRUCTIONS

ADMINISTRATIVE INFORMATION

SOLICITATION TYPE: Invitation for Bid (IFB)

IFB NUMBER: IFB-0624-CPAO

DESCRIPTION: Rodeo Tenting & Awning

IFB SUBMISSION: Upload electronic bids and documents at https://gilariver.bonfirehub.com/portal/?tab=openO ppurtunities

DIRECT INQUIRIES IN WRITING TO: Via Bonfire Hub at:

https://gilariver.bonfirehub.com/portal/?tab=openO ppurtunities

BIDDING TIMELINE

ISSUE DATE: Wednesday, October 22, 2025

DEADLINE FOR QUESTIONS: Tuesday, October 28, 2025, 5:00 pm

DEADLINE FOR RESPONSES: Monday November 3, 2025, 5:00 pm

BID SUBMISSION DEADLINE: Monday, November 10, 2025, 11:00 am

BID-OPENING DATE: Monday, November 10, 2025 11:15 am via WebEx

Email Catherine.Lopez.PROC@gric.nsn.us to be added to WebEx bid Opening invitation list

BID REVIEW AND SELECTION: Friday, November 14, 2025

APPROX. NOTIFICATION TO CONTRACTORS: Monday, November 17, 2025

The responsibility for submitting a response to this IFB to the Contracts Management Department on or before the stated time and date will be solely the responsibility of the respondent. All responses are subject to the conditions, instructions and the specifications attached hereto.

Terminology: Bids/Proposal may be used interchangeably. Bidder/Proposer/Vendor/Contractor may be used interchangeably.

INSTRUCTIONS TO BIDDERS FOR AMENDMENTS

https://gilariver.bonfirehub.com/portal/?tab=openOppurtunities https://gilariver.bonfirehub.com/portal/?tab=openOppurtunities https://gilariver.bonfirehub.com/portal/?tab=openOppurtunities mailto:Catherine.Lopez.PROC@gric.nsn.us

Amendments to this Invitation for Bid (IFB)

1. If this solicitation is amended all terms and conditions that are not modified remain unchanged.

2. Bidders shall acknowledge receipt of any amendment to this by identifying the amendment number and date on the bid form. Bids failing to acknowledge the bidder’s receipt of any amendment will result in the rejection of the bid if the amendment(s) contained information substantively changing the requirements.

ADDITIONAL INSTRUCTIONS REGARDING IFB

Read all bid documents thoroughly and carefully. If questions arise, submit them to the Community no later than Tuesday, October 28, 2025, at 5:00 pm via the e-Procurement platform.

All questions regarding the bid, scope of work, specifications, exhibits and the submission of bids should be submitted via the Bonfire Platform. Responses will be provided in an addendum and will be posted on the Bonfire platform.

In order for a bid to be considered, all forms listed must be submitted. See following Section III, Instructions for Submitting a Bid.

In order for a bid to be considered, all forms listed, with the exception of Exhibit E if not applicable, must be submitted. See following Section II, Submittal of Bids.

SECTION II: OVERVIEW

A. Purpose

The Gila River Indian Community (“Community”), a federally-recognized Indian Community, is seeking bids from qualified Vendors to provide temporary tenting, awning, lighting, chairs, etc. for the 61st Annual Mul-Chu-Tha Fair and Rodeo. The event is scheduled for March 13–15, 2026.

The annual Mul-Chu-Tha Fair and Rodeo is an annual cultural event that celebrates the culture and traditions of the Gila River Indian Community. The Gila River Indian Community consists of tribal members of Pima (Akimel O’odham) and Maricopa (Pee Posh) tribes. The event includes an all Indian rodeo, midway rides, food Contractors, craft Contractors, Pow-Wow, entertainment, parade, cultural demonstrations, and sporting events. The event is hosted in Sacaton, Arizona and has an expected attendance of 10,000 to 13,000 visitors throughout the weekend.

B. Location & Project Description:

The Gila River Indian Community is located in Central Arizona in Maricopa and Pinal Counties. The reservation is south of the Phoenix metropolitan area divided by Interstate

10. The reservation contains approximately 372,000 acres (581 square miles) of which about one third lies in Maricopa County and remainder in Pinal County (Tribally-owned land account for about 26 percent). A majority of the land is held by the Federal Government in a Trust status. The Tribal headquarters is located in Sacaton, Arizona, which is about 30 miles southeast of Phoenix. The Tribal government is made up of elected officials who consist of a Governor, Lieutenant Governor and seventeen members of the Community Council. For governmental purposes, the Reservation is organized into seven districts.

The annual Mul-Chu-Tha event site is constructed on approximately 240 acres of tribal land and located at 158 S. Blue Bird Road, Sacaton, AZ 85147; the site has relative flat topography with little to no vegetation. The only built-up structures on the site are the rodeo arena, bleachers and corals. Our goal this year is to safely accommodate several thousands of spectators, participants, and visitors by establishing a comprehensive three year term contract for the Rodeo Tenting & Awning.

C. Solicitation Cost Preparations

GRIC assumes no obligation to pay any costs incurred in the preparation and submission of bids in the response to this IFB or to enter into a contract with any of the bidders.

D. Questions

Read all bid documents thoroughly and carefully. If questions arise, submit them to the Community no later than Monday, November 10, 2025, 11:15 am via the e-Procurement platform. Should there be any doubt as to meaning or intent of any IFB statement or provision, the Contractor should submit their inquiries in writing as prescribed. Official answers to questions will be answered in the form of an Addendum. It is the Contractor’s responsibility to retrieve all addendums and also acknowledge that they have been reviewed in the bid document.

E. Propriety Information:

Clearly state any restrictions on the use of the data contained within this bid in the bid itself.

F. Delivery of Bid to Community

Bids will only be received by the Community’s e-Procurement portal, Bonfire. Bids must be uploaded electronically and shall include all required documents. The link is provided herein: https://gilariver.bonfirehub.com/portal/?tab=openOppurtunities.

F. Acceptance and Rejection

The Community reserves the following rights:

• To reject any or all submittals, or any portion thereof;

• To reissue the Invitation for Bid

• To request additional information from any or all respondents

• To extend the date for submission of responses through an Addendum

• To supplement, amend, or modify the IFB and cancel this request with or without the substation of another IFB

• To disqualify any Bidder who fails to provide information or documents requested herein or who provides inaccurate or misleading information or data

• To disqualify any Bidder based on any real or apparent conflict of interest

• To waive any minor defects in the submittal if this is to the advantage of the

Community

• To accept the bid that is in the best interest of the Community

The Community’s decision to waive any irregularities or minor defects in a bid shall in no way modify the Contractor’s obligations if awarded a Contract. Responses that contain false or misleading statements or provide references that do not support an attribute or condition claimed by the Contractor may be rejected.

IFB for STOCK CONTRACTOR

SECTION III: INSTRUCTIONS FOR SUBMITTING A BID

A. Bid must be received by the date and time specified. The e-Procurement portal clock is the official clock for the determination of all deadline dates and times. Without exception, bids will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections.

B. Contractors are solely responsible for ensuring timely submission of their bid to the Community via the eProcurement Portal as given in this solicitation. Proposals must be uploaded, submitted, and finalized prior to the closing date and time listed in this document.

It is strongly recommended that Contractors give themselves sufficient time and at least one (1) day before the closing date to begin the uploading process and to finalize their submissions.

C. The Community assumes no responsibility for failure of any computer or other equipment to deliver all or a portion of the bid at the time and in the manner required by the solicitation. Neither Bonfire nor the Community warrant that access to and use of the Bonfire website will be free from interruptions or free from errors, nor shall Bonfire or the Community be responsible for any inadvertent disclosure of proposal repository information or any unauthorized access to proposal repository information by third persons.

D. In the case of disruption of electronic communications or loss of services by Bonfire within two (2) hours prior to the deadline for submission of proposals, the Community will delay the deadline for proposal submissions to ensure the ability of potential Contractors to submit proposals. If this occurs, instructions will be communicated to known Plan Holders.

E. Failure of a bidder to provide information required in this IFB will result in disqualification of the Bid. The bidder who has submitted a Bid that is most cost effective, responsible, and responsive to the Community’s needs and in the best interest of the Community will be recommended for award of the contract.

G. Submission Modifications: Bidders will have the ability to modify their submission up to the submission deadline listed for this IFB directly through Bonfire. Any bid may be withdrawn prior to the scheduled date and time set for the bid opening by clicking un-submit within Bonfire by the proposer or their authorized agent. No bid may be withdrawn after the date and time set for the bid opening.

H. Submittal Format: the following documents must be uploaded as prescribed in Bonfire:

1. Statement of Qualifications:

i. Cover Letter introducing the Contractor and explaining their ability to conduct the work. The cover letter must include the name, telephone number and email address of the primary contact for the proposer, with such contact to be available by telephone between 8:00AM and 5:00PM Monday through Friday.

ii. Provide your Company’s statement of qualifications to include the following:

1. General information, including company profile, ownership and legal status.

2. Company history.

3. Organizational structure.

4. Years in Business.

5. Details regarding any current or past litigation within the last five (5) years, and the current status of the litigation.

6. Provide a description of current/recent customers/projects that are relevant and three client references, to include the Business Name, Individual Name and Title, telephone number and email address.

7. Provide a listing of any subcontractors that will be utilized if selected.

iii. Outline your Company’s capabilities to complete the requested services.

iv. Identify contact person or provide a resume of the person who will be available and authorized to remedy any issues prior to and during the event.

2. Exhibit A, Solicitation / Offer

3. Exhibit C, Fee Bid Form/Bidder’s Certification

Each prospective bidder must submit the Fee Bid Form. Only the Fee Bid Form included in this IFB will be accepted. No other forms or formats will be accepted.

4. Exhibit D, Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion

5. Exhibit E, Indian Enterprise Qualification Statement, if applicable

6. Exhibit F, Non-Collusive Affidavit

I. Native American Preference

The requirements of this section are subject to the Indian-Owned economic enterprise or organization meeting the requirements and qualifications as indicated in the Invitation for Bid documents. Upon meeting the requirements and qualifications, the award shall be made to the qualified Indian-Owned economic enterprise or organization if they are the overall lowest responsive bidder. If the lowest responsive bid of the qualified Indian-Owned economic enterprises or organizations is not the overall lowest responsive bid, however if such bid is no more than “X” higher than the overall lowest responsive bid price, the award shall be made to this qualified Indian-Owned economic enterprise or organization. The factor “X” is determined as follows:

When the lowest responsive, responsible bid is:

Native Owned

Less than $100,000 10% of that bid, or $9,000

At least $100,000, but less than $200,000

9% of that bid, or $16,000

When the lowest responsive, responsible bid is:

At least $200,000, but less than $300,000

8% of that bid, or $21,000

At least $300,000, but less than $400,000

7% of that bid, or $24,000

At least $400,000, but less than $500,000

6% of that bid, or $15,000

At least $500,000, but less than $1,000,000

5% of that bid, or $40,000

At least $1,000,000, but less than $2,000,000

4% of that bid, or $60,000

At least $2,000,000, but less than $4,000,000

3% of that bid, or $80,000

I. Additional Required Documents

1. Native American Qualification Statement. Each Contractor seeking to qualify for Indian Preference shall submit proof of Indian ownership with their bids as stated in the Indian Enterprise Qualification Statement, Exhibit E.

SECTION IV: SPECIAL TERMS AND CONDITIONS

A. Pricing

All prices, inclusive of discounts, shall be firm, fixed and shall include all labor, equipment, materials, products, freight (FOB Destination), and all other costs incidental to the scope of work (excluding applicable taxes).

Pricing accuracy and completeness are critical. All items contained within the scope of work must be included in your bid.

B. Payment

The Community prefers payment at the conclusion of the event; however Vendors should specify any alternate payment, pre-payment, deposit, terms with their response. Pre-payment cannot exceed 50% of the Bid in accordance with GRIC policies. The selected Contractor shall submit an invoice no later than February 1, 2026, describing the services pursuant to the Agreement; the original shall be submitted to the Community’s Finance Department, and the copy shall be submitted to the Program.

A copy of each invoice shall be provided to the Department for approval prior to submittal to the Community’s Finance Department. Compensation will be released to the Contractor on March 15, 2026, at the close of all events.

Final payment amount may be negotiated between the Program and the Contractor if the Contractor has not met all obligations satisfactorily pursuant to the work provided for in the Agreement. In the event the final payment is reduced pursuant to the Agreement, the Community shall make payment within thirty (30) calendar days after the receipt of the revised invoice and provided that the Community has no disputes with the revised invoice.

The Community shall review and approve all invoices submitted by the Contractor prior to payment; such review may include an inspection of the work. The Contractor is required to deliver invoices to the Community’s Finance Department at the following address:

Gila River Indian Community Finance Department/Accounts Payable Post Office Box 2160 Sacaton Arizona

C. Subcontracting

Subcontracting is permitted. Any intent to subcontract must be described in writing with a list of subcontractors. If a bid does not provide a subcontractor(s) list and/or Contractor declaration, the Gila River Indian Community reserves the right to request such information from the bidder. The bidder must respond to such request within twenty-four

(24) hours. If the information requested is not received within twenty-four (24) hours, the bid shall be rejected.

Catherine Lopez I added this language is this ok?

The Contractor is responsible for assuring subcontractor(s) compliance with all terms and conditions of this IFB including requirements such as holding a valid Gila River Business License. The Contractor will assume sole responsibility for any payments due the subcontractor(s). Nothing contained in the IFB shall be construed as creating any contractual relationship between any subcontractor(s) and the Gila River Indian Community.

The Gila River Indian Community reserves the right to approve the use of subcontractor(s) and all contractual agreements between the Contractor and the subcontractor(s).

If a Contractor desires to substitute any subcontractor(s) listed in the bid, the Contractor will so notify the Gila River Indian Community and provide the required information on the proposed subcontractor(s). The Gila River Indian Community reserves the right to reject any proposed substitute subcontractor(s).

The Gila River Indian Community reserves the right to demand the same information on any subcontractor(s) as is required from the bidder under this IFB.

D. Safety Standards

All work must comply with the current applicable occupational safety and health standards and regulations, and any applicable standards as required by state, tribal and federal law.

E. Termination

The Community may terminate the Agreement, or a portion thereof if conditions encountered during the progress of the work make it impracticable or undesirable to proceed with the work, or if a local or national emergency exists.

In the event the Agreement, or any portion thereof, is terminated before completion of all work under the Agreement, an adjustment to the Total Compensation shall be made, and Contractor shall be paid only for completed and acceptable work already executed in accordance with the Agreement. No claim for loss of anticipated profits will be considered.

Termination of the Agreement, or any portion thereof, shall not relieve the Contractor of its responsibilities for the completed work.

The Community may terminate the Agreement without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting, or creating the Agreement, or any related document or undertaking, on behalf of the Community, is or becomes, at any time while the Agreement or any extension of the Agreement is in effect, an employee of or a consultant to any other party to the Agreement. The termination of the Agreement shall be effective when the Contractor receives written notice of the termination, unless the notice specifies a later time.

In the event either party provides written notice to the other party asserting a claim of non-performance, this Agreement may be terminated by the asserting party upon five (5) business days’ written notice following the provision of such notice, unless the non-performance is cured within the five (5) business days.

F. Responsibilities

It is the responsibility of each prospective Contractor, prior to submitting a Bid, to:

1. Examine thoroughly the data identified in the Bid Documents.

2. Additional Requirements:

A. Gila River Furnished Codes

1. The Department will maintain and furnish the Contractor with the applicable Community Ordinances.

2. Applicable codes and standards will be those in effect at time of contract award.

B. Communications

All notices, requests, instructions, approvals, proposals, and claims must be in writing to:

Catherine Lopez, Contract Specialist Catherine.Lopez.PROC@gric.nsn.us

Office Number: 520-796-3950

G. Insurance

The Contractor shall maintain adequate insurance coverage throughout the term of this Agreement. The Seller shall provide Certificate of Liability Insurance to the Community. Insurance coverage shall include, but is not limited to, General Liability Insurance, Automobile Liability, Excess Liability, and Workers Compensation Insurance.

Before commencing work under this Agreement, and as a condition precedent hereto, the Contractor shall forward to the Department and/or the Community documentary proof of insurance showing the following:

Commercial General Liability Insurance- with limits of $1,000,000.00 per occurrence and $2,000,000.00 general aggregate limit. This policy shall cover the use of all equipment, hoists, and vehicles on the Fair Grounds not covered by the Automobile Liability Policy below. If the Contractor has a “Claims Made” policy, then the policy must provide a retroactive date which must be on or before the execution date of this Agreement and the extended reporting period may not be less than five years following the expiration date of this Agreement.

mailto:Catherine.Lopez.PROC@gric.nsn.us

Automobile Liability Insurance- Automobile liability insurance shall cover any owned, non-owned, and hired vehicles, used in connection with this agreement with $1,000,000.00 combined single limits.

Excess Liability- in the amount of $2,000,000. Such excess liability policy shall provide coverage as broad as the underlying policy or policies.

Workers Compensation Insurance as required by Arizona law, including

Employer’s Liability, with limits of:

• For bodily injury by accident, $500,000 per accident

• For bodily injury by disease, $500,000 per employee and $1,000,000 policy limit

Waiver of Subrogation- To the extent permitted by law and without affecting the coverage provided by insurance required to be maintained hereunder, Contractor waives any right to recover against the Community on account of any and all claims Contractor may have against the Community with respect to any loss or damage insured against under the insurance actually carried to the extent of the proceeds realized had the insurance required hereunder been carried by the Contractor. Contractor agrees immediately after execution of this Agreement to give each insurance company, which has issued to it policies of insurance, written notice of the terms of the mutual waivers contained in this paragraph, and if necessary, to have the insurance policies properly endorsed.

Contractor will also provide Gila River Indian Community with a copy of the additional insured endorsement along with any other requested coverage forms demonstrating that the insurance policy complies with the requirements of this Section. The Certificate of Insurance will expressly entitle Gila River Indian Community to thirty (30) calendar days notice, by certified mail, before any insurance policy referred to therein is modified or canceled. At least thirty (30) calendar days prior to the expiration of the coverage required in this Agreement, Contractor shall provide certificates evidencing that all coverage required herein has been renewed.

Contractor agrees that its failure to obtain or maintain the insurance required by this Section, or to provide a satisfactory Certificate of Insurance, shall be deemed to be a material breach of this Agreement and shall entitle Gila River Indian Community to cancel this Agreement and/or recover damages at its election.

It is understood and agreed that the insurance coverage and limits, required above, shall not limit the extent of this Contractor’s responsibilities and liabilities specified within the contract documents or by law.

It is understood and agreed that authorization is hereby granted to Gila River Indian Community to withhold payments to the Contractor until a properly executed Certificate of Insurance providing insurance as required herein, accompanied by a signed Agreement, is received by Gila River Indian Community.

Contractor agrees that any contract it enters into with a lower tier contractor for the performance of any aspect of Contractor’s work under this Agreement shall expressly bind such other contractor to this language and requirements herein, making such obligations applicable to the other contractor to the same extent as the Contractor.

Contractor shall also require its lower tier subcontractor to likewise bind and obligate any additional lower tier with which it contracts for any portion of the work under this Agreement. This purpose of this provision is to require any lower tier contractors, regardless of level, to provide the insurance and indemnity required by this Agreement.

H. Tribal Business License

The Contractor and Subcontractor(s) shall be responsible for obtaining a Tribal Business License with the Office of Internal Audit prior to entering into contract with the Community.

I. Taxes

Gila River Indian Community is exempt from all material, sales and construction services taxes and as such, taxes shall not be included in the bid amount.

J. Choice of Law

The Contract shall be governed by the laws of the Gila River Indian Community.

K. Ownership of Work Product

The Contractor agrees that all documents or other work product generated on behalf of the Community in connection with this Agreement are property of the Community.

L. Confidentiality

The Contractor agrees that neither they nor their agents or representatives shall communicate, whether in writing or verbally, any information concerning work performed in connection with this Agreement except in strict compliance with the terms and conditions of an express authorization by the Community Governor, the Lieutenant Governor, or the General Counsel of the Community.

M. Bid Protest Procedure

In the event a Contractor wishes to contest a contract awarded under the provision contained within this IFB, the Company shall initiate a written document stating the reason(s) to be the basis of the protest. In addition, the Company shall provide supporting documents. Written protests shall be sent to Tecumseh Manuel, Director, Procurement Department, 1632 South Nelson Drive, Chandler, Arizona, 85226.

EXHIBIT A - SOLICITATION/OFFER

Solicitation Number: IFB-0624-CPAO Solicitation Type: Invitation for Bid Date Issued: October 27, 2025

Issued By: Gila River Indian Community Procurement Department 1632 South Nelson Drive Chandler, Arizona, 85226

SOLICITATION

One Bid for furnishing the services or supplies in the attached solicitation will be received via Bonfire as specified herein until 11:00 am local (AZ) time on Monday, November 10, 2025. Contractors should allow sufficient time to upload their bid to ensure receipt of the Bid by the time specified. Late Submissions will not be accepted. All offers are subject to all terms and conditions in this solicitation.

Contractors should not mail their bids.

For information Contact: via Bonfire Alternate Contact information Catherine Lopez, Contract Specialist

Catherine.Lopez.PROC@gric.nsn.us Office Number: 520-796-3950

OFFER

In compliance with the above, the undersigned agrees, if the offer is accepted within 30 calendar days from the date for the receipt of offers specified above, to furnish any and all items at the prices bid.

The Offeror/Bidder acknowledges addendums: _____ through _____ by signing below.

Name and Address of Offeror/Bidder:

Name and Title of Person Authorized to sign Offer/Bid:

Telephone Number: ________________________ Email Address: _________________________

Signature: Date:

EXHIBIT B - SCOPE OF WORK

Overview

This Scope of Work outlines the requirements for tenting, awning, fencing, and safety equipment to be provided and installed for the Mul-Chu-Tha Fair & Rodeo event. The selected vendor will be responsible for ensuring all installations meet safety, fire, and OSH inspection standards in preparation for the event.

1. Project Overview

The vendor shall provide, deliver, and install all tenting, fencing, barricades, and related safety equipment necessary for the operation of the Mul-Chu-Tha Fair & Rodeo. The work must be completed by close of business on March 12, with all equipment in place, secure, and ready for inspection. See Ex.

A, for placement.

2. Event Schedule

• Setup and installation complete by March 12 (EOD)

• Event Dates: Friday through Sunday

• Hours of Operation:

- Friday: 3 p.m. – 10 p.m.

- Saturday: 11 a.m. – 11 p.m.

- Sunday: 11 a.m. – 9 p.m.

• Teardown to begin following the conclusion of the event.

3. Tent Inventory & Specifications

See Site Plan Ex. B for overview.

• Main Entrance – 10′×20′ Festival Tent, lighting (basic white), 6′ table

• Staff Entrance – 10′×20′ Festival Tent, lighting (basic white), 8′ table

• Elder Entrance – 10′×20′ Festival Tent, lighting (basic white), 8′ table

• Rodeo Entrance – 10′×10′ Tent, lighting (basic white), 6′ table

• Powwow Entrance – 10′×10′ Tent, lighting (basic white), 6′ table

• Elder Tent – 60′×100′×8′ High Peak Push Pole Tent, safety package, exit lighting, windows, side door, banquet tables (8′×30′), poly folding white chairs, subfloor, and climate control (cooling 20 degrees)

• Rodeo Structure – Shade structure with truss and safety package, lighting (basic white). Bleacher measurement 55’x30’15’ for awning.

• Fair Office – 10′×40′ Festival Tent, safety package, lighting (basic white), banquet tables (8′×30′), poly folding white chairs

• Info Booth – 40′×60′ Tent, lighting, safety package, banquet tables (8′×30′), poly folding white chairs (all equipment set within 40′×60′ tent)

• Powwow Area – (2) 10′×40′ Festival Tents, lighting, safety package, banquet tables (8′×30′), poly folding white chairs

• VIP Green Room – 20′×40′ Tent located near main stage (See Main Stage Placement Ex. C), safety package, sidewalls (8′×10′), lighting (basic white), banquet table (8′×30′), sectional rattan furniture set, barstools, and 48″ round wood bar table

• Meet N Greet Tent – 10′×20′ Festival Tent, lighting (basic white), double door frame, tent door, banquet table (8′×30′), linen, poly black chairs

• Front of House Tent – 10′×20′ Festival Tent, cable safety ramp, lighting (basic white), 8 bleachers (30-person, 21′×5′W) and 10 bleachers (50-person, 24′L×7′W×2.5′H)

4. Barricades & Bike Racks

Barricades and bike racks shall be positioned at all major entrances and near the stage area to manage pedestrian flow, enhance security, and maintain orderly access during peak hours. Vendor shall coordinate placement with event staff to ensure compliance with public safety and traffic management plans.

5. Orange Safety Netting

Install orange safety netting at restricted access zones and designated perimeter areas to control entry and provide visual boundaries for staff and attendees. The netting must be high-visibility, durable, and properly secured for multi-day use.

6. Fence Between Carnival & Main Stage

Provide and install a continuous temporary fence to separate the carnival area from the main stage and viewing sections. Fencing must be of uniform height and securely fastened to prevent movement during high traffic or inclement weather.

7. Scrim Installation

Install scrim material along the front perimeter fence and other designated areas near entrances. The scrim shall act as a safety and privacy barrier, blocking visual access and preventing the passing of prohibited items from outside the event area. Material must be weather-resistant, uniform in color, and securely attached to fencing.

8. Power & Generators

Provide generators and necessary power distribution to support tents, lighting, and the stage area.

Vendor must coordinate with the event’s electrical layout and ensure all cables are safely routed and protected. Generators shall be fueled, tested, and ready for operation prior to event start.

9. Vendor Responsibilities

• Comply with all applicable local, state, and federal safety regulations.

• Adhere to all fire marshal and OSHA inspection requirements.

• Maintain a clean and organized work area during setup and teardown.

• Provide on-site supervision during installation and event operations.

• Coordinate with CPAO and event management to confirm final placement and safety checks.

• Remove all equipment and materials promptly after the event, restoring the site to original condition.

• Pick up all items by Monday, March 16 by close of business (5 p.m.).

See Site Plan Exhibits A–E for detailed placement, ticket booth security (Ex. D), and general fairground mapping (Ex. E).

10. Adjustments to Tenting Requirements

As planning progresses, event needs may evolve to require additional tenting or minor reductions in previously specified structures. The vendor shall work collaboratively with the Communications & Public Affairs Office to identify and implement reasonable adjustments, whether involving added tents, relocation of existing equipment, or scaling back certain areas to reallocate resources elsewhere on the fairgrounds. All modifications must be mutually agreed upon, feasible within event timelines, and coordinated in a timely manner to ensure safety, efficiency, and continuity of operations.

Ex. A

Ex. B

Ex. C

Ex. D

Ex. E

Assumptions and Agreements

Bids will not be returned and Gila River Indian Community reserves the right to dismiss any bid for any reason.

EXHIBIT C - FEE BID FORM & BIDDER’S CERTIFICATION

Date: __________________

TO: Gila River Indian Community Procurement Department 1632 South Nelson Drive Chandler, Arizona, 85226

PROJECT: IFB-0624-CPAO IFB for Rodeo Tenting & Awning

Bid Submitted By: _____________________________________________________

(state whether bidder is corporation, partnership, individual, etc.)

Certifications: I hereby certify the information and data contained in this submission are true and correct. The Company’s governing body has authorized this application and document, and the Company will comply with the attached representation if the contract is awarded. I certify that I shall complete the work as described in this IFB-0624-CPAO at the following cost to the Community:

Year 2026 1: $______________Year 2027 2: $ ________________Year 3: 2028$_________________

I will provide all items in the scope of work at the price bid herein, unless specifically noted in the bid document. Upon request, I will provide an itemization of these costs.

I accept the payment terms described in this IFB or am requesting the following considerations for alternate payment terms:

Signature of Company Official:

Date Signed:

Printed name of company official signing above:

Award to the successful Offeror/Bidder will be based on the criteria set forth in the IFB. If any revisions in the scopes are made to Year 2 and Year 3, the selected Contractor will have the opportunity to revise the offered price. The Contract Price to be entered on the Agreement will be the total amount proposed herein or awarded portions thereof.

EXHIBIT D - CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

INELIGIBILITY AND VOLUNTARY EXCLUSION

As a matter of its own internal policy, the Community follows Federal Law (A-102 Common Rule and OMB Circular A-133) which prohibits non-federal entities from contracting with or making sub-awards under covered transactions to parties that are suspended or debarred or which principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $25,000 and all nonprocurement transactions (e.g., sub-awards to sub-recipients).

If you need to determine whether your agency/firm has been debarred or suspended, or if a subcontractor you plan to hire is suspended or debarred, please refer to the following sources:

• List of Parties Excluded From Federal Procurement and Nonprocurement Programs, issued by the U.S. General Services Administration, Office of Acquisition Policy. Contact the Superintendent of Documents, U.S.

Government Printing Office, Washington D.C. 20402.

• The telephone number is 202-512-1800.

• Internet access is also available at http://epls.arnet.gov

(1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals:

(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency;

(b) Have not within a three year period preceding the effective date of this contract been convicted of or had a civil judgment rendered against me or _______________________________ (Contractor’s/Company Name) for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction;

violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

(d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

(2) Where the prospective primary participant is unable to certify to any of these statements in this certification, such prospective participant shall attach an explanation to this bid.

Signed: Date:

(Authorized Recipient Name/Title)

Print Name:

Organization: IFB#:

http://epls.arnet.gov/

EXHIBIT E - INDIAN ENTERPRISE QUALIFICATION STATEMENT

This Invitation for Bid is not restricted to Indian Organizations and Indian-owned Economic Enterprises;

however Native American preference will be given to qualified Native American owned firms. The prospective firm is subject to cancellation for failure to comply with Indian preference requirements.

The above signed certifies under oath the truth and correctness of all answers to questions made herein after:

1. Contractor wishes to qualify for preference for one of the following (circle one):

A. Gila River Indian Community owned economic enterprises

B. Gila River Indian Community member Contractor.

C. Enrolled member(s) of an Indian tribe, provided that such Indian ownership shall constitute not less than fifty-one percent (51%) ownership of the enterprise and that ownership shall encompass active operation and control of the enterprise.

D. Minority and women owned business enterprises.

2. Attach list of names for preference, their certification by a tribe or other evidence of enrollment in a federally recognized Indian tribe, as well as evidence of ownership and percentage of Indian ownership in corporation or enterprise of those claiming preference. Based on evidence provided, Contractor may be requested to provide additional information.

NOTES:

I. Omission of any information may be cause for this statement not receiving timely and complete consideration. II.

The person signing below certifies that all information in this REQUEST FOR AWARD OF INDIAN PREFERENCE, including exhibits, is true and correct.

Signed: Date:

(Authorized Recipient Name/Title)

Print Name:

EXHIBIT F - NON-COLLUSIVE AFFIDAVIT

State of ______________________________)

County of ________________________)

__________________________________, being first duly sworn, deposes and says:

(print name)

That I am an owner, a partner or an officer of _____________________________________

_____________________________________, the party making the foregoing bid, that such bid is genuine and not collusive or sham, that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference with any person, to fix the bid price submitted or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Owner or any person interested in the proposed Contract, and that all statements in said proposal or bid are true.

(signature of bidder)

Subscribed and sworn to before me this ______ day of ____________________, by ______________________________.

Witness my hand and official seal.

My commission expires: ________________________

Notary Public