1-RFP - Indoor Activity Center Venue Management Operations - Fairgrounds Reimagined.pdf

Town of Prescott Valley

7501 E. Skoog Blvd.

Prescott Valley Arizona 86314

Request for Proposals

Indoor Activity Center Venue Management & Operations

General Information

The Town of Prescott Valley (Town) is seeking the services of a professional venue management firm (or combined team) with business management experience and skills to serve as the facility licensee/operator of the 63,682 sq ft Activity Center located at the Fairgrounds in the Town. The proposed facility is envisioned as an indoor multi-use Activity Center supporting youth and adults of the region to provide a dynamic experience in a multi-venue facility that would host activities year-round.

Background

The facility is located at 10401 E State Rt 89A, Prescott Valley, AZ 86314, also known as the Fairgrounds.

The building is 63,682 sq ft, concrete slab on grade steel frame building built in 2001. Concrete flooring exists around the interior perimeter of the east and west sides of the building, extending approximately

35’ from the walls to the interior columns. The central portion of the building footprint is a mix of native/aggregate base course soils. The building was purchased by the Town in September of 2021 and was most recently operated as a multi-use sports facility and meeting/event space for groups, including indoor skating rinks (sports court), basketball, volleyball, wrestling, and boxing areas. The property is adjacent to other entertainment, such as a BMX and RC track, an RV park, as well as the Arizona Downs

Racetrack (currently inactive). The Town recently entered into a five-year license agreement with a dance studio which occupies approximately 4,200 sq ft in the NE corner of the building and has a separate entrance. The Town has also entered into a five-year license agreement with a BMX operator located to the south of the structure and may enter into another agreement with a RC track operator adjacent to the BMX track.

Question & Answer Process

Proposers may utilize the internal chat feature of Bonfire to ask any questions about the Project. Please note that these chats are considered public and will be housed on the Project listing. Questions will not be accepted via phone or email. In-person questions may only be asked during the Pre-Proposal

Meeting. In-person questions asked during the Pre-Proposal meeting will be compiled and posted to the

Project as an Addendum. Any such attempt to directly ask questions of Town staff through phone, email, or in-person outside of the Pre-Proposal Meeting may result in the rejection of the proposal.

Town of Prescott Valley – Indoor Activity Center Venue Management & Operations

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Any and all questions regarding the solicitation must be submitted virtually through the Q&A feature of the Town of Prescott Valley’s eProcurement portal (Bonfire). All questions must be submitted no later than the date and time indicated on the Town of Prescott Valley’s eProcurement portal (Bonfire). Any violations of these guidelines by a Bidder may constitute grounds for immediate disqualification from this procurement.

Solicitation Contact Restrictions

The Town is conducting a competitive solicitation process for this licensee/operator contract, free from improper influence or lobbying. Contact with members of Town staff, Town Council, Town Mayor, or anyone connected to the solicitation regarding this opportunity is strictly prohibited until the conclusion of the associated evaluation period and contract award. Contact includes direct or indirect contact by the

Proposer, its employees, attorneys, lobbyists, etc. in an attempt to influence the solicitation process.

Submission

Proposal documents may be obtained from the Town of Prescott Valley’s Bonfire website at https://prescottvalleyaz.bonfirehub.com. Vendors will be required to initially register with the Town’s

Bonfire portal before submitting a proposal.

Electronic submissions will be accepted until 3:30 PM Arizona MST on Monday, March 23rd,2026 on the Town’s Bonfire portal. Please note that only electronic submissions will be accepted . Proposals will not be accepted after the deadline.

Prior to submitting a proposal, each proposer shall make all investigations and examinations necessary to ascertain conditions and requirements affecting operation of the proposed services. Failure to make such investigation and examinations shall not relieve the successful proposer of the obligation to comply, in every detail, with all provisions and requirements, nor shall it be a basis for any claim whatsoever for alteration in any provision required by the contract.

The Town of Prescott Valley will not be liable for any costs incurred in the preparation and presentation of the proposal response. The proposals and any information made a part of the proposals will become part of the Town of Prescott Valley’s official files without any obligation to return them to the individual proposer(s).

The Town of Prescott Valley reserves the right to accept or reject any and all proposals, or any part thereof, to withhold the award, and waive any informalities deemed in the best interests of the Town.

This RFP and the selected proposal may, by reference, become a part of any formal contract with the

Town of Prescott Valley and the proposer resulting from this solicitation.

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Pre-Proposal Meeting

A non-mandatory pre-proposal meeting will be held on Monday, March 2nd, 2026 at the facility 10401 E

State Rt 89A, Prescott Valley, AZ 86314, at 1:30pm, at which time questions concerning the RFP will be addressed. Any questions and answers will be converted into an addendum and added to the project listing on Bonfire. Vendors are highly encouraged to attend. Following the meeting, vendors will have the opportunity to view the space.

Scope of Work

The Town is seeking qualified individuals, operators, joint ventures, or firms seeking to operate and maintain the Town-owned 63,682 sq ft indoor activity facility through a multi-year license agreement. Based on public input, the Town's goal is to create an indoor activity center that will serve the region in providing a place for recreation. While recreation type activities are preferred, other uses will be considered that benefit the public. The Town prefers a single operator for the facility vs entering into multiple sub-licensee agreements. The successful entity selected to operate the facility may enter into sublicensees if they will not be utilizing the entire facility.

The facility will be offered in an “as is condition” (building floor plan in Appendix “B”).

Proposers will be required to provide a list of proposed capital improvements.

License Fee Offset

Proposed capital improvements as approved in writing by the Town Manager and/or his/her designee may be eligible for a license fee credit. The purpose of this process is to ensure that any offset is granted in a transparent, equitable, and fiscally responsible manner while maintaining compliance with all applicable building, safety, and ethics standards.

Prior to submitting a formal request, a firm shall participate in a pre-application meeting with the Town. This meeting will include representatives from Development Services, Engineering, and Finance. The pre-application conference is intended to determine whether the proposed capital improvement is eligible, confirm applicable building and engineering standards, identify required permits, and provide an initial assessment of whether the improvement may qualify for a license fee offset. Capital improvements must be located within or directly adjacent to the facility, provide a clear public benefit aligned with Town priorities, and constitute permanent infrastructure with a useful life consistent with Town capital asset standards.

Following the pre-application meeting, the firm shall submit a formal application. The application must include a detailed description of the proposed capital improvement, its

4 | P a g e location, scope, estimated cost, construction schedule, and the public benefit to be provided.

An independent, itemized cost estimate prepared by a licensed professional is required and shall reflect only eligible construction-related costs.

As part of the application, the firm must provide full disclosure of related parties and potential conflicts of interest. This disclosure shall include ownership interests of five percent or greater, parent companies, subsidiaries, and affiliates, as well as any financial or employment relationships involving Town elected officials, Town employees, or their immediate family members. The disclosure must be certified as true and complete, with acknowledgment that failure to disclose may result in denial or revocation of the offset, repayment of fees, revocation of permits, or disqualification from future participation.

All proposed capital improvements must comply with the Town of Prescott Valley’s adopted building codes, engineering standards, and design manuals, as well as applicable International

Codes, accessibility requirements, and state or federal regulations. Construction plans shall be submitted for review by Building Safety, Engineering, and the Fire Marshal when applicable. Any required revisions must be completed and approved prior to permit issuance.

All required building and construction permits must be obtained before work begins. Permit fees may be waived for improvements to Town property. Permit issuance is contingent upon approval of the plans, execution of a license fee offset agreement, and posting of any required bonds or financial assurances.

If the project is approved, the firm and the Town shall enter into a license fee offset agreement.

This agreement shall define the approved scope of work, the maximum offset amount, the specific fees eligible for offset, the duration of the offset, construction and completion deadlines, inspection and acceptance requirements, maintenance and warranty obligations, and provisions for default, termination, and audit rights.

Construction of the capital improvement shall proceed in accordance with approved plans and permits and shall be subject to all required Town inspections. Upon completion, the firm shall request a final inspection and provide as-built drawings and any required certifications. The

Town must formally accept the improvement before any license fee offset is applied.

After acceptance, the firm shall submit final cost documentation, including paid invoices, lien waivers, and professional certification of completion. The Finance Department shall verify eligible costs and apply the approved offset to applicable license fees in accordance with the executed agreement. No offset shall be applied prior to Town acceptance of the improvement.

The Town shall retain the right to audit all records related to the capital improvement and offset during the time of the agreement. Failure to comply with the terms of the agreement or any misrepresentation may result in revocation of the offset and recovery of fees.

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Any outstanding license fee offsets at the conclusion of the agreement shall be forfeited.

SCOPE OF SERVICES

Facility Operations Management The Licensee/Operator shall:

• Establish and maintain regular operating hours that maximize community access while ensuring financial sustainability

• Develop and implement operational policies and procedures for all facility functions, including emergency evacuation and safety plans submitted to the Town

• Create and maintain facility use schedules that accommodate diverse user groups and activities

• Coordinate with the Town of Prescott Valley on matters related to facility operations and community needs, including other possible users and potential Town programming

• Manage all day-to-day operations including opening/closing procedures, activity supervision, and patron services

• Implement and maintain quality control industry standards for all facility operations and services

• Maintain and clean facility, including restrooms

Program Development and Management The contractor shall develop and oversee comprehensive programming that includes, but is not limited to, the following types of activities:

• Youth sports leagues and instructional programs

• Adult recreational leagues and fitness activities

• Community events and special programs

• Educational and skill development workshops

• Summer camps and seasonal programming

• Tournament and competition hosting capabilities

• Drop-in recreational activities and open play sessions

Programming requirements include:

• Development of age-appropriate activities for all demographic groups

• Creation of inclusive programs accessible to participants of varying abilities

• Establishment of program registration and enrollment systems

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• Implementation of participant safety protocols and supervision standards, including screening staff/volunteers, mandatory training, establishing strict Codes of Conduct, and clear reporting procedures

• Regular evaluation and adjustment of program offerings based on community demand

• Town and licensee should coordinate complimentary programs, but neither entity has exclusive rights to any activity offered at the facility or elsewhere within the Town

Staffing and Personnel Management The Licensee/Operator shall:

• Recruit, hire, train, and supervise all facility personnel

• Maintain appropriate staffing levels for all operational hours and programs

• Ensure all staff possess required certifications and qualifications

• Implement comprehensive staff training programs covering customer service, safety procedures, and emergency response

• Establish and enforce personnel policies consistent with applicable employment laws

• Conduct regular performance evaluations and professional development activities

• Maintain appropriate background screening procedures for all personnel working with youth

• Limit one-on-one interactions with youth (Two-Adult Rule/Two-Deep Leadership)

• Licensee shall adhere to all applicable federal and state hiring and employment laws.

Employees are hired and managed directly by the Licensee and are not employees of the

Town.

Financial Management Financial responsibilities include:

• Development and management of annual operating budgets

• Establishment of fee structures for programs, rentals, and services

• Implementation of financial controls and accounting procedures

• Collection and processing of all revenues generated by facility operations

• Payment of operational expenses within approved budget parameters

• Implementation of point-of-sale and registration systems

• Management of cash handling procedures and internal controls

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• Annual financial reporting as described in the Reporting Requirements section of this document

Marketing and Community Outreach The contractor shall:

• Develop and implement comprehensive marketing strategies to promote facility usage

• Create promotional materials and advertising campaigns

• Maintain active social media presence and digital marketing initiatives

• Establish partnerships with local schools, youth organizations, and community groups

• Conduct regular community needs assessments and stakeholder engagement

• Develop and maintain facility website with current program information and registration capabilities

• Implement customer feedback systems and satisfaction measurement processes

Facility Maintenance and Custodial Services Maintenance responsibilities encompass:

• Daily custodial services for all facility areas

• Preventive maintenance programs for building systems and equipment

• Prompt response to maintenance issues and repair needs

• Coordination with the Town of Prescott Valley for major repairs and capital improvements. The Town shall be responsible for any major repairs costing over $5,000 and licensee shall be responsible for all other repairs and maintenance

• Maintenance of facility cleanliness and appearance standards

• Management of supplies and equipment inventory

• Implementation of sustainable practices for facility operations

• Regular inspections and documentation of facility conditions

Safety and Risk Management The Licensee/Operator shall:

• Develop and maintain comprehensive safety policies and procedures

• Implement emergency response plans and evacuation procedures

• Ensure compliance with all applicable building and fire codes

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• Maintain required insurance coverage as specified by the Town of Prescott Valley

• Conduct regular safety training for all personnel

• Implement injury prevention programs and protocols

• Maintain incident reporting and documentation systems

• Coordinate with local emergency services and first responders

Facility Description

The Indoor Activity Center encompasses 63,682 square feet of interior space designed to accommodate multiple concurrent activities and events. The facility includes:

• Main activity floor areas with configurable space for various sports and recreational activities

• Support spaces including restrooms on the NE and SW corners of the facility

• Parking areas and exterior grounds as designated by the Town of Prescott Valley. A limited area directly to the north of the facility is paved with asphalt, but other parking areas are unimproved

• The Town previously entered into 5-Year license agreements with a dance studio for approximately 4,200 sq ft on the NE corner of the facility and a BMX track on the south side of the facility

Site Location

The facility is situated within the Fairgrounds property in Prescott Valley, AZ, conveniently located just off of Highway 89A, providing regional accessibility and visibility for community members and visitors. The location offers adequate parking capacity and infrastructure to support year-round operations and special events. See Appendix A for further information regarding the Fairgrounds Re-Imagined Concept Plan.

Experience

Proposers will be required to demonstrate past experience in business operation. The ideal proposer would have experience in managing multi-use recreational facilities of similar size and scope, with emphasis on facilities serving both youth and adult populations. Proposers should have experience specifically with fairground or municipal facility operations in communities of

9 | P a g e similar size to Town of Prescott Valley. Proposers should demonstrate a proven track record of managing multi-venue facilities with diverse concurrent programming including youth sports leagues, adult recreational activities, and community events. Proposals should include qualifications and certifications of key management personnel proposed for this facility, including relevant degrees, professional certifications in recreation management, and specialized training in venue operations as well as the number of years operating indoor activity centers or recreational facilities of 50,000 square feet or larger.

Roles and Responsibilities Matrix

Area Town Responsibilities Operator Responsibilities

Facility

Operations Contract oversight

Capital Improvements; Daily operations;

staffing; scheduling; customer service

Maintenance Pest control; Major repairs costing over $5,000 Janitorial; minor repairs

Utilities Provides utilities to facility

Actual usage utilities will be billed to

Operator by the Town based on square footage pro-rated amount monthly in arrears

Marketing &

Branding N/A

Development and execution of marketing strategy

Programming N/A unless Town-sponsored events or programming Full program development and delivery

Safety &

Compliance

Facility code compliance for structural systems

ADA compliance in operations; staff training;

life-safety procedures

Financial

Reporting Review reports; audits

Budgeting; financial reporting; revenue tracking

Capital

Improvements Approval of operator proposals

Proposal of improvements; execution of approved work; Operator must follow the

Town’s procurement policies and procedures

Service Standards The venue operator shall maintain high standards of service delivery including:

• Professional and courteous customer service at all times

• Timely response to patron inquiries and concerns

• Clean, safe, and well-maintained facility conditions

• Reliable and consistent program delivery

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• Transparent communication with facility users and stakeholders

Reporting Requirements

Regular reporting to the Town of Prescott Valley shall include:

• Monthly operational reports detailing facility usage, program participation, and financial performance

• Quarterly reports on facility conditions, maintenance activities, and capital needs

• Annual reports summarizing overall performance, community impact, and strategic recommendations

• Immediate notification of significant incidents, emergencies, or operational issues

• The Licensee shall provide the Licensor, within one hundred twenty (120) days after the close of each fiscal year, financial statements prepared in accordance with generally accepted accounting principles (GAAP). In lieu of an annual audit, and upon the

Licensor’s prior written approval, the Licensee may provide a review or compilation of financial statements prepared by an independent certified public accountant, which shall be accepted by the Licensor as satisfying the audit requirement under this

Agreement

Community Engagement The Licensee/Operator shall demonstrate ongoing commitment to community engagement through:

• Regular participation in Town of Prescott Valley meetings and planning sessions

• Collaboration with local stakeholders on program development and facility usage

• Responsiveness to community needs and feedback

• Support for Town of Prescott Valley initiatives and special events

Monitoring and Compliance

The Town will monitor the Operator’s performance and compliance with the License Agreement and this

RFP through a structured oversight process. Monitoring activities will ensure safe, efficient, and community‑oriented operations. The Operator will be required to cooperate fully with all monitoring efforts and provide documentation as requested.

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The Town will monitor operations using the following tools:

• Site Inspections – Routine and unannounced inspections of the facility to observe operations, cleanliness, maintenance conditions, programming activity, and safety compliance.

• Incident & Safety Reporting – Submission and review of incident reports, safety logs, accident documentation, and risk‑management records.

• Maintenance Logs – Review of preventive maintenance schedules, work orders, repair logs, and documentation demonstrating compliance with maintenance responsibilities.

• Keys – Operator will be supplied with all keys and locks to facility, and must

Transition and Implementation

Initial Setup Phase Upon contract award, the contractor shall:

• Conduct comprehensive facility assessment and inventory

• Develop operational plans and procedures specific to the facility

• Establish vendor relationships and service contracts

• Implement technology systems and administrative infrastructure

• Recruit and train initial staffing complement

• Develop initial program offerings and marketing materials

Ongoing Operational Improvements Throughout the contract term, the Licensee/Operator shall:

• Continuously evaluate and improve operational efficiency

• Adapt programming to meet changing community needs

• Pursue opportunities for revenue enhancement and cost optimization

• Maintain current knowledge of industry best practices and trends

• Implement innovative approaches to facility management and programming

Terms of Agreement

This agreement is anticipated for an initial 5 year term with a 5 year renewal option utilizing the same terms and conditions, unless sooner terminated as hereinafter provided. Written notice of such an option to renew shall be given by either party sixty (60) days prior to the expiration of this contract and the other party will then have thirty (30) days to concur in writing.

Alternate terms may be negotiated if capital investments require a longer term for cost

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Insurance

The successful applicant will be required to name the Town as an additional insured on their insurance policy prior to the execution of a contract. The insurance requirements below are considered minimum requirements:

1. Commercial General Liability — Occurrence Form

2. Policy shall include bodily injury, property damage and broad form contractual liability coverage.

- General aggregate $2,000,000

- Products Completed

Operations

$1,000,000

- Personal & Advertising

Injury

$1,000,000

- Each Occurrence $1,000,000

Policy shall be endorsed to include the following additional-insured language: “The Town of

Prescott Valley, as Licensor, shall be named as an additional-insured with respect to liability arising out of the activities performed by, or on behalf of, Licensee".

Safety and Accessibility

The facility must be maintained and comply with federal, state, and local laws. Prescott Valley adopted building codes, ADA accessibility, and fire codes must all be met.

Proposal Requirements

In order for a proposal to be considered, the following documents must be submitted via the

Bonfire Project listing:

1) RFP response, including:

a. Operations plan (including the proposed hours of operation)

b. Business plan

c. Marketing plan

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d. Experience (including 4 references)

e. License payment offer

f. Capital Improvement Plan

2) Completed Proposer Warranties form

3) Completed Affidavit of Non-Collusion form

4) Signed Conflict of Interest Form

5) Copy of Arizona Corporation Commission registration

6) W-9 form

Evaluation Procedures

All submitted proposal will be evaluated by a five-member Evaluation Committee taking into consideration all aspects of the Proposal Requirements as well as all Evaluation Criteria as it is laid out below.

Mandatory Requirements

Applicants proposing to submit a response to this Request for Proposals must meet the following criteria to be considered further in the process:

• Registration with the Arizona Corporation Commission with an active status

• Possess an Employer Identification Number (EIN) or equivalent taxpayer ID Number

RFP Response Evaluations

Applicants meeting mandatory elements will be evaluated based on the criteria below with weighted scoring.

1. Operations plan (20 points)

This measures how well the proposer understands how the facility will actually run day-to-day. A strong Operations Plan should explain:

• Staffing levels and roles

• Hours of operation

• Programming schedule

• Customer service approach

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• Safety and risk-management practices

• Maintenance procedures

• How the operator will ensure smooth, efficient, and reliable operations

2. Business Plan (20 points)

This evaluates the proposer’s ability to maintain a financially sustainable operation. A strong Business Plan should include:

• Revenue projections

• Expense budget

• Staffing costs

• Cash flow assumptions

• Pricing structure for programs/services

• Financial controls

• Timeline for operation commencement

3. Marketing Plan (15 points)

This assesses how the proposer intends to attract users and promote the facility. Key elements include:

• Community engagement and public relations efforts

• Branding and positioning strategy

• Outreach and promotional tactics

• Partnerships with schools, community organizations, and local businesses

• Program launch and seasonal promotion strategies

• Customer retention and loyalty initiatives

• Methods for tracking marketing effectiveness

4. Experience (15 points)

This measures the proposer’s background and proven ability to run similar facilities or programs. Strong submissions will include:

• Past or current management of similar venues

• 4 References

• Performance history

• Staff qualifications

• Demonstrated success in community programming or facility operations

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5. License Payment Offer (15 points)

This evaluates the financial benefit provided to the Town through the proposer’s license payment or revenue share. This may include:

• Base license payment

• Percentage rent or revenue share

6. Capital Improvement Plan (15 points)

This evaluates the applicant’s knowledge of the facility and necessary capital improvements to ensure its long-term viability.

• Maintenance of existing facility

• Proposed improvements

Final Selection

Optional interview or presentations may be conducted at the Town’s discretion.

It is anticipated that a final selection will take place by April 9, 2026. Following the selection, the

Town will contact the applicant and request any outstanding documentation. Due to the nature of this contract, this contract is slated to be taken before Town Council on April 23, 2026, at which point the contract will be considered executed if approved.

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Appendix A

Fairgrounds Re-Imagined Concept Plan

See following page

SERVICE DRIVEWAY

L

RT

RI

AF YT

N U

O C

SERVICE DRIVEWAY

STATE ROUTE 89A

Ingress/Egress

Fairgrounds Re-Imagined Concept Plan Town of Prescott Valley

3 Parks Operations Center

APN: 401-01-370B

Area: ±7.14 acres Owner: Town of PV

2 BMX & RC Track (Existing)

APN: 401-01-370B

Area: ±5.6 acres Owner: Town of PV

4 Flexible Area

APN: 401-01-370A

Area: ±11.4 acres Owner: Town of PV

1A Fairgrounds Building (Existing)

APN: 401-01-370B

Area: ±3.6 acres

SF: ± 63,800

Owner: Town of PV Zone: PL (Public Lands)

1B Potential Tenant

APN: 401-01-370A

Area: ±8.9 acres Owner: Town of PV Zone: PL (Public Lands)

6D RV Park Storage

APN: 401-01-135E

Area: ±1.1 acres Owner: J & J EQUINE ENTERPRISES LLC Zone: PL (Public Lands)

Arizona Downs Racetrack

APN: 401-01-127G

Area: ±8.5 acres Owner: ARIZONA DOWNS LLC Zone: PL (Public Lands)

7B

Arizona Downs Racetrack

APN: 401-01-127F

Area: ±98.2 acres Owner: J & J EQUINE ENTERPRISES LLC Zone: PL (Public Lands)

7A

8 Nackard Pepsi

APN: 401-01-009Y

Area: ±11.6 acres Owner: NACKARD-PRESCOTT LLC Zone: CI (Commercial; Minor Industrial)

6C Fairgrounds RV Park

APN: 401-01-135D

Area: ±6.8 acres Owner: FAIRGROUNDS RV LLC Zone: PL (Public Lands)

6B Fairgrounds RV Park

APN: 401-01-135F

Area: ±7.1 acres Owner: FAIRGROUNDS RV LLC Zone: PL (Public Lands)

6A Fairgrounds RV Park

APN: 401-01-135L

Area: ±7.9 acres Owner: FAIRGROUNDS RV LLC Zone: PL (Public Lands)

9A Livestock Evacuation

APN: 800-33-001K

Area: ±2.95 acres Owner: YAVAPAI COUNTY Zone: PL (Public Lands)

10A Right of Way

APN: 401-01-135B

Area: ±1.5 acres Owner: J & J EQUINE ENTERPRISES LLC Zone: PL (Public Lands)

10B Right of Way

APN: 401-01-127B

Area: ±1.5 acres Owner: J & J EQUINE ENTERPRISES LLC Zone: PL (Public Lands)

9B Livestock Evacuation

APN: 401-01-135K

Area: ±3.95 acres Owner: YAVAPAI COUNTY Zone: PL (Public Lands)

5 PVPD Canine Training

APN: 401-01-370B

Area: ±1.25 acres Owner: Town of PV Zone: PL (Public Lands)

0 200 400 600 800 Ft.

Maxar, Microsoft

SMITTYS PL

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0 10,000 20,000 Ft.

Site Town Limits

3 2

1B

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6B

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9B 9A

6D

7B

7A

10A

10B

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Appendix B

Fairgrounds Multipurpose Room Floor Plans

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Appendix C

Proposer Warranties

A. The firm warrants that the proposal is submitted by and all proposal documents are signed by an authorized officer or representative of the firm, has the legal authority to bind the firm, and is otherwise authorized to sign and submit the response to the Town.

B. The firm warrants that it is willing and able to comply with Arizona laws with respect to foreign (non-state of Arizona) corporations

C. The firm warrants that it is willing and able to obtain any needed insurance policies providing a prudent amount of coverage for the willful or negligent acts or omissions of any officers, employees, or agents thereof as outlined previously.

D. The firm warrants that it will not delegate or subcontract its responsibilities under a contract without the prior written permission of the Town of Prescott Valley.

E. The firm warrants that all information provided by it in connection with this proposal is true and accurate.

Signature of Official: ___________________________________________________________

Name (typed): ___________________________________________________________

Title: ___________________________________________________________

Company: ___________________________________________________________

Date: ___________________________________________________________

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Appendix D

Affidavit of Non-Collusion

I, , who submits to the Town of Prescott Valley, a proposal for the Fairgrounds Reimagined Venue Operator RFP, submits…

THAT all statements of fact in such proposal are true;

THAT said proposal was not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation;

THAT said proposal is genuine and not collusive or a sham;

THAT said proposer has not, directly or indirectly by agreement, communication or conference with anyone, attempted to induce action prejudicial to the interest of the Town of Prescott

Valley or of any proposer or anyone else interested in the proposed Contract; and further, THAT prior to the proposal submittal deadline, said proposer:

1. Did not directly or indirectly induce or solicit anyone else to submit a false or sham proposal;

2. Did not directly or indirectly collude, conspire, connive or agree with anyone else that said proposer or anyone else would submit a false or sham proposal, or that anyone should refrain from proposing or withdraw his/her proposal;

3. Did not directly or indirectly seek, by agreement, communication or conference with anyone, to raise or fix the proposal price of said proposer or of anyone else, or to raise or fix any overhead, profit, or cost element of his/her proposal price or of that of anyone else;

4. Did not directly or indirectly submit his/her proposed price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, or to any individual or group of individuals, except the Town of Prescott Valley, or to any person or persons who have a partnership or other financial interests with said proposer in his/her business.

Signature of Official: ___________________________________________________________

Name (typed): ___________________________________________________________

Title: ___________________________________________________________

Company: ___________________________________________________________

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Date: ___________________________________________________________

Appendix E

Statement of Independence & Conflict of Interest

Vendor Disclosure Form

In connection with this proposal, the undersigned certifies the following:

1. Independence from the Town

The bidder, including its employees, officers, agents, and subcontractors, has no current or past financial interest, employment, or other relationship with the Town of Prescott Valley, or with any of its officials, agents, or employees, that would create—or appear to create—a conflict of interest or confer an unfair competitive advantage in this procurement process.

2. Disclosure of Professional Relationships

The bidder shall provide a list of any current or prior professional relationships, engagements, or affiliations involving the Town of Prescott Valley or its staff that could reasonably be perceived as a conflict of interest. If no such relationships exist, the bidder shall affirmatively state that none are known.

3. Compliance with Ethical Standards

The bidder agrees to comply with all applicable federal, state, and local laws, as well as the Town of Prescott Valley’s procurement policies and ethical standards (*PLEASE SELECT ONE BELOW)

❑ I have no conflict of interest to report

❑ I have the following conflict(s) to report (please list relationships on next 2)

The undersigned acknowledges that failure to disclose relevant relationships may result in disqualification from the solicitation process or termination of any awarded contract.

Signature of Official: ___________________________________________

Name (typed): ________________________________________________

Title: ________________________________________________________

Company: ____________________________________________________

Date: _____________________________________________________________

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Please describe below any relationships, transactions, positions you hold (volunteer or otherwise), or circumstances that you believe could contribute to a conflict of interest. Use additional pages if necessary.

If “I have no conflict of interest to report” box is checked on previous page, please leave blank.

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Appendix F

Sample Agreement

LICENSE AGREEMENT

______________________(Licensee)

THIS LICENSE AGREEMENT (“Agreement”), made this __ day of ___, 2026, by and between the Town of Prescott Valley, a municipal corporation of Arizona, hereinafter referred to as "Licensor", and ____________________, an ___________________, hereinafter referred to as "Licensee";

W I T N E S S E T H:

WHEREAS, Licensor owns real property shown in Exhibit “A” attached hereto and expressly made a part hereof (“Property”); and

WHEREAS, Licensee proposes to use the Property to operate a

___________________________________; and

WHEREAS, Licensor acknowledges the benefit to be derived from Licensee’s operations of a __________________ on the Property and therefore wishes to enter into this Agreement with Licensee for use of the Property;

NOW, THEREFORE, IN CONSIDERATION OF THE PREMISES AND THE

MUTUAL COVENANTS HEREIN CONTAINED, and for other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged by each party to the other), the parties hereto agree as follows:

1. LICENSE TO USE PROPERTY. Licensee is hereby granted the right to enter upon and use the Property as set forth in this Agreement, including operation of a _____________________ (“Licensed Premises”) on the Property, all as shown in Exhibit A.

2. EFFECTIVE DATE; ACCEPTANCE OF PROPERTY. The term of this Agreement shall begin on ________, 2026 (”Effective Date”). Upon the Effective Date (and subject to the terms and conditions of this Agreement), Licensee shall accept the Property in “as-is” condition. The Licensor and Licensee shall work cooperatively in good faith to address necessary improvements to the facility, including electrical, HVAC, gutters, or other improvements to maintain the facility in good working condition.

3. TERM & CANCELLATION. The term of this Agreement shall be five (5) calendar years from the Effective Date. Unless earlier terminated or cancelled as herein provided, at the expiration of the term the parties agree in good faith to consider an additional five (5) year term IF the provisions of this Agreement have been fully met by Licensee during the course of the initial term. Tenancy shall continue on a month to month basis after the conclusion of the agreement with the same conditions unless renewed or extended by both parties.

4. RENT. Licensee shall pay rent to Licensor calculated on a monthly basis of

_______________ dollars ($___________) for the first five-year term ($___________ annually). Payment for ___________, 2026 shall be paid upon execution of this agreement and monthly on the first of the month thereafter. If renewed for a subsequent five-year term, rent shall increase 10% to ___________________________ ($_________) on a monthly basis payable on July 1 of each year ($____________ annually).

5. ABANDONMENT. If Licensee abandons the Licensed Premises, Licensee shall automatically forfeit any and all rights under this Agreement and Licensor may exercise any and all available remedies as set forth in this Agreement (or as otherwise allowed by law). “Abandonment” is defined as Licensee failing to operate the Licensed Premises for any period of thirty (30) consecutive days, but shall expressly not include periods of closure (i) required due to national or natural disaster or local emergency, (ii) necessary to allow Licensee or Licensor to comply with their respective obligations under this Agreement, (iii) occurring due to circumstances beyond Licensee’s control, or (iv) for which Licensee has given prior written notice to Licensor and Licensor has approved thereof in writing before the date set for closure.

6. LICENSEE'S RESPONSIBILITIES. In accordance with the other provisions of this Agreement, Licensee's responsibilities shall be as follows:

A. Maintain and clean licensed areas.

B. Comply, at Licensee’s expense, with all applicable statutes, ordinances, rules, regulations, orders, and requirements in effect during the term of this Agreement. Such statutes, ordinances, rules, regulations, orders, and requirements shall similarly govern the use of the Property after this Agreement is entered into by the parties.

C. Ensure that no lien shall encumber, be placed upon, or recorded against the Property or improvements thereon. Should any such lien arise, Licensee (at its own cost and expense) shall bond or otherwise discharge the same within 30 days after receiving notice thereof.

D. Make any alterations or additions to the Property at its own discretion and expense, after first obtaining Licensor’s prior written consent. In so doing, it is understood that -

i. Licensee shall comply fully with all applicable laws, regulations or ordinances controlling the construction of any additions or alterations, including (but expressly not limited to) the requirements of the Americans with Disabilities Act and the Arizona Disabilities Act. All improvements require an application for a building permit (submitted by a licensed architect) and approved plans prior to construction. There shall be no cost for the issuance of the permit (similar to all Town owned facilities).

ii. All additions and alterations that qualify as fixtures shall become property of Licensor upon termination of this Agreement. The parties understand that “Fixtures” are those additions and alterations that have been annexed to the Property, adapted to the use or purpose to which the Property is devoted, and intended by the parties to be permanent. A relevant factor is the removability of additions and alterations without material injury to the Property.

E. Not assign, mortgage, or encumber this Agreement, nor enter into sublicense agreements for use of the Property, without the prior written consent of Licensor in each instance (which consent shall not be unreasonably withheld). The consent of Licensor to an assignment or sublicense agreement shall not be construed to relieve Licensee from obtaining the consent, in writing, of Licensor to any further assignment or sublicense agreement. Notwithstanding, it is expressly understood that Licensee may assign, mortgage or encumber this Agreement to any entities controlled and operated by Licensee and/or its principals.

F. Not hold Licensor responsible for any theft or vandalism that may occur within the boundaries of the Property (including the Licensed Premises).

G. Defend, indemnify, and hold harmless Licensor, its officers, employees, agents, successors or assigns herein (collectively “Indemnified Licensor Party”), in both their public and private capacities, for, from and against any and all causes of action, claims, demands, expenses, liabilities, judgments, costs, losses or damages that any Indemnified Licensor Party may suffer or be subject to on account of, or in any way relating to or growing out of any and all known or unknown personal injuries, up to and including death, property damages, or claims of any type or any other matter in any way relating to the Property, to Licensee’s operations on the Property, or to such matters arising from acts or omissions by patrons or invitees of Licensee, or sublicensees. Provided, however, that the Arizona laws, statutes, court cases and other laws pertaining to comparative fault apply to any and all of the matters subject to this paragraph and to Licensee’s obligation to indemnify, defend and hold harmless any Indemnified Licensor Party. Licensee’s obligation hereunder to indemnify, defend and hold harmless any Indemnified Licensor Party shall not apply to causes of action, claims, demands, expenses, liabilities, judgments, costs, losses or damages relating to the actions or omissions of any Indemnified Licensor Party.

H. Obtain and maintain in effect during the term of this Agreement a Policy of liability insurance with limits not less than those stated here. The insurance requirements herein are minimum requirements for this Agreement, and in no way limit the indemnity covenants contained in this Agreement.

Commercial General Liability — Occurrence Form

Policy shall include bodily injury, property damage and broad form contractual liability coverage.

- General aggregate $2,000,000

- Products Completed Operations $1,000,000

- Personal & Advertising Injury $1,000,000

- Each Occurrence $1,000,000

Policy shall be endorsed to include the following additional-insured language: “The Town of Prescott Valley, as Licensor, shall be named as an additional-insured with respect to liability arising out of the activities performed by, or on behalf of, Licensee".

Licensee shall provide copies of Policy to Licensor upon request.

Licensor may adjust liability insurance amounts and requirements as may be required because of changes in the insurance requirements imposed by Licensor’s insurer or by applicable law. In such case, Licensor and Licensee shall mutually agree in good faith to the extent of such adjustments or increases. In the event agreement cannot be reached with regard to such adjustments or increases, Licensee may terminate this Agreement in accordance with Paragraph 13.

The insurance shall be in a form and from an insurance company with A.M. Best’s rating of at least A-VII. Licensee shall furnish certificates of insurance evidencing the required coverage. Such certificates shall provide for unequivocal 30-day notice of cancellation or material change of any Policy limits or conditions.

Policy shall include bodily injury, property damage, and broad form contractual liability coverage (which shall include coverage for all risks associated with this Agreement). All insurance required pursuant to this Agreement must be written by an insurance company authorized to do business in the State of Arizona as evidenced by a Certificate of Authority defined in ARS Section 20-217 (a copy of which certificate is to be attached to each applicable bond or binder).

Licensee may, but shall not be required to, procure and maintain a policy of insurance covering its personal property. Except in the case of damages caused by Licensor or its agents or employees, Licensor shall not be liable for any damages to the personal property of Licensee.

If Licensee fails to procure and maintain any insurance Licensee is required to procure pursuant to the terms of this Agreement, Licensor may (but shall not be required to) procure and maintain the same at Licensee’s expense.

I. Agree that the terms and conditions of this Agreement shall be binding upon Licensee, its successors and assigns.

J. Should it become necessary for any Indemnified Licensor Party to incur costs and expenses to retain the services of an attorney to enforce the indemnity and defense provisions of this Agreement (or any portion thereof), pay such Indemnified Licensor Party’s reasonable costs and attorneys’ fees thereby expended (or for which liability is incurred as provided by law). Provided, however, that Licensee and the Indemnified Licensor Party shall mutually select the attorney or attorneys providing the services (subject to the dispute resolution provisions of this Agreement).

K. Except as otherwise provided herein, be solely responsible for any and all costs associated with Licensee’s programs and operations on the Property, including (but not limited to) costs relating to materials, employees, and reception services.

L. Permit reasonable inspection of the Property (including the Licensed Premises) by Licensor or Licensor’s agents or representatives during reasonable hours at any time during the term of this Agreement. If access to the Property for such purposes cannot be obtained (or if at any time entry shall be deemed necessary for protection of the Property, whether for the benefit of Licensor or Licensee), Licensor, its agents or representatives, may enter the Property (including the Licensed Premises) to accomplish such purposes. The provisions contained in this paragraph are not to be construed as creating or increasing any obligation on the part of Licensor under this Agreement.

M. Provide proof of payments of any and all personal property taxes and insurance coverage required under the terms of this Agreement to Licensor.

7. LICENSOR’S RESPONSIBILITIES. Licensor shall defend, indemnify, and hold harmless Licensee, its officers, employees, agents, successors or assigns herein (collectively “Indemnified Licensee Party”), for, from and against any and all causes of action, claims, demands, expenses, liabilities, judgments, costs, losses or damages that any Indemnified Licensee Party may suffer or be subject to on account of, or in any way relating to or growing out of any and all known or unknown personal injuries, up to and including death, property damages, or claims of any type or any other matter in any way relating to the Property, to Licensor’s operations on the Property, or to such matters arising from acts or omissions by patrons or invitees of Licensor.