1-RFB-26-272 Special Terms Conditions and Additional Requirements for Party Inflatable Rentals.pdf

Procurement Division

Request For Bid (RFB) Project: Party Inflatable Rentals

Ref #: RFB-26-272

11/3/2025

Public opening to be conducted via Microsoft Teams at 11:10 AM MST Teams: Click here to join the meeting Meeting ID: 250 375 466 245 Passcode: GNHyjB

All City of Yuma solicitations are accessed through the City’s Procurement Portal1 (Portal). A schedule of events and all other information pertaining to the solicitation are located in the Portal. Bid submittal assistance is available at Support@gobonfire.com, Monday through Friday, 8AM to 8PM, EST.

All documents issued as part of this solicitation, including but not limited to the Instructions, Standard Terms and Conditions, Special Terms & Conditions, Additional Requirements, Specifications, Addenda, and any Attachments, collectively constitute the contract between the City and the awarded party.

1. SPECIAL TERMS AND CONDITIONS

1.1. ANNUAL CONTRACTS: Bidder will hold firm, fixed pricing for a period of 12 months after notice of award. Contractors may also be requested to make multiple deliveries to one or more locations, at no additional cost to the City.

1.2. BID LIMIT (INFORMAL): In the event this contract exceeds $100,000.00, the contract will be canceled and formally bid as required by City Charter.

1.3. CONTRACT EXTENSION: In the event the City does not opt to renew the contract or the City and Contractor(s) are unable to reconfirm or renegotiate unit rates for another year, the City will have the option of extending this contract at the current rates, but not-to-exceed six months total.

1.4. COOPERATIVE USE OF CONTRACT: The City of Yuma, Arizona has entered into interactive purchasing agreements with other political subdivisions, cities and towns in order to conserve resources, reduce procurement costs, and improve the timely acquisition and costs of goods or services. The Bidder(s) to whom this contract is awarded may be requested by other parties to said interactive purchasing agreements to extend to those parties the right to purchase goods or services provided by the Contractor(s) under this contract, pursuant to the terms and conditions stated herein.

1.5. EXPANSION CLAUSE: This contract may be further expanded to include any other item normally offered by the Contractor, as long as the price of such additional products is based on the same cost/profit formula as the listed items.

1.6. INSURANCE: Before the commencement of any services, the Contractor shall name the CITY, and its employees as Additional Insured on all required insurance policies, except Workers’ Compensation. Any insurance carried by the CITY, and its employees, is excess coverage, and non-contributory coverage to include endorsements provided by the Contractor.

All insurance policies are subject to approval by the CITY.

Failure to provide required coverage and failure to comply with the terms and conditions of this Agreement shall not waive the contractual obligations herein.

Moreover, failure to provide evidence of required insurance as set forth below shall

1 https://yumaaz.bonfirehub.com/portal/ delay payment for services rendered. If the policy or policies are canceled or not renewed, the insurance company shall provide thirty (30) days written notice to the CITY prior to the effective date of such cancellation or termination.

The Certificate Holder must be named as follows: City of Yuma, Yuma, Arizona All certificates are to be emailed to: purchasingweb@yumaaz.gov

A. Commercial General Liability

The policy shall include bodily injury, property damage, personal injury, and broad form contractual liability, and at least the minimum limits of the following:

General Aggregate $2,000,000 Products – Completed Operations Aggregate $ 500,000 Personal and Advertising Injury $ 500,000 Blanket Contractual Liability – Written and Oral $ 500,000 Fire Legal Liability $ 50,000 Each Occurrence $1,000,000

The policy shall be endorsed to include the following additional language: “The City of Yuma, its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by the Contractor”.

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

B. Business Automobile Liability

The policy shall include bodily injury and property damage for any owned, hired, leased, borrowed, and/or non-owned vehicles used in the performance of this Agreement.

Combined Single Limit (CSL) $1,000,000

If hazardous materials or wastes are transported, CA 9948 endorsement must be included and $3,000,000.00 per accident, limits for bodily injury and property damage will apply.

The policy shall be endorsed to include the following additional insured language: “The City of Yuma its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by or on behalf the Contractor involving automobiles owned, leased, hired, borrowed, and/or non-owned by the Contractor”.

The policy shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf the Contractor.

C. Worker’s Compensation and Employers’ Liability Workers’ Compensation: Statutory Employers Liability

Each Accident $100,000 Disease – Each Employee $100,000 Disease – Policy Limit $500,000

The Contractor shall require sub-Contractors to provide Worker’s Compensation and Employer’s Liability with at least as much coverage as that provided by the Contractor.

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

D. The polices of insurance required under this section are to be primary insurance policies and any insurance policy maintained by the City is considered excess insurance. The existence of excess insurance policies should in no way be construed to limit the requirements of insurance described herein.

In the event, any of the above insurance policies are written on a “claims made” basis, coverage must extend for three years past completion and acceptance of the work or services as evidenced by annual Certificates of Insurance.

1.7 MULTIPLE AWARDS: The City has numerous departments that could become potential customers. In order to ensure that any ensuing contracts will allow the City to fulfill current and future requirements, the City reserves the right to award contracts to multiple companies. The actual utilization of any contract will be at the sole discretion of the City. The City may make multiple awards and should be taken into consideration by each Contractor.

1.8 PRICE ADJUSTMENT: The City’s Procurement Manager and the user department will review documented requests for price increases after any contract has been in effect for one year. Any general price increase adjustment will only be made at the time of contract extension and will be a factor in the extension review process. The City Procurement Manager will determine whether the requested price increase or an alternate option, is in the best interest of the City. Any price adjustment will be effective upon the date of the contract extension.

1.9 PRICE REDUCTION: If the contracted price is higher than the current Fair Market Value for the commodity, the City of Yuma may request the awarded Bidder(s) to reduce the price to the current Fair Market Value. The current awarded Bidder may offer to the City of Yuma a price reduction adjustment at any time during the term of contract. The price reduction adjustment will become effective upon the City’s receipt of notice.

1.10 TERM: This contract will be renewable for four (4) additional one-year terms, one year at a time.

It will be the vendor's responsibility to notify City of any price change 30 days prior to the anniversary date of contract renewal. Failure to do so may result in the denial of any increase requested. The contract will automatically be renewed annually at the same price(s) if no request has been received.

END OF SPECIAL TERMS AND CONDITIONS