4-Special Terms Conditions and Additional Requirement.pdf

Procurement Division

Request For Bid (RFB)

Project: Event Production Equipment & Services for Americas 250th Celebration

Ref #: RFB-26-158

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.

Throughout these documents, the entity responding to or awarded this solicitation may be referenced as “Bidder,” “Contractor,” or “Vendor.” These terms are used interchangeably and refer to the same party.

1. SPECIAL TERMS AND CONDITIONS

1.1. One-Time Event Contract: Contractor will hold firm, fixed pricing for all goods and services provided for the Americas 250 Celebration event. All deliveries must be made to the designated event location as specified by the City, at no additional cost. This contract applies solely to this event and does not extend beyond the completion of the Americas 250 Celebration.

1.2. BRAND NAMES: Unless otherwise specified, the mention of a particular manufacturer’s brand name or number in the specifications does not imply that this particular product is the only one that will be considered for purchase. This reference is intended solely to designate the type of quality of merchandise that will be acceptable. Alternate offers will be considered and must include descriptive literature and/or specifications. Failure to provide descriptive literature and/or specifications with alternate offers may be considered non-responsive.

1.3. 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.

1.4. 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 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.

1 https://yumaaz.bonfirehub.com/portal/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d mailto:Support@gobonfire.com https://yumaaz.bonfirehub.com/portal/

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.

mailto:purchasingweb@yumaaz.gov

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.

1.5 TERM: This contract is valid solely for the duration of the Americas 250 Celebration event and will not be renewed or extended beyond the completion of the event.

2. Additional Requirements

2.1. BACKGROUND: The City of Yuma (hereinafter referred to as the "City") is seeking bids from experienced and qualified Contractors to provide Production, Audio, Lighting, Backline, Staging and Production Services (Services) for the City of Yuma’s 250th America Celebration event (Event).

The City will commemorate 250 years of American independence by hosting “Yuma Salutes America 250 – A Star-Spangled Celebration,” a live outdoor concert taking place on Saturday, April 18, 2026, from 3:00 PM to 11:00 PM at Ray Kroc Sports Complex, located at 1280 W.

Desert Sun Dr., Yuma, AZ. This large-scale event will feature three high-profile musical performers, showcasing a variety of genres including country, blues, and rock. With an expected attendance of over 5,000 people, the event will require comprehensive production support, including professional-grade equipment, technical expertise, and contingency planning to ensure uninterrupted service and a high-quality experience for all attendees.

2.2. MINIMUM QUALIFICATIONS: Contractor must, at a minimum, meet and maintain the following verifiable qualifications and requirements for Concert Production Services. Contractor is to address these qualifications and requirements in Questionnaire Q-18DO and in the Requested Information Section in the Procurement Portal in Bonfire:

2.2.1. Prior to award, the Contractor must possess a City of Yuma business license. All Contractors awarded contracts with the City that come on City property to conduct business or perform services shall be required to obtain a City of Yuma Business License. For further information, email businesslicenses@YumaAz.gov or call (928) 373-5074.

2.2.2. Demonstrable Experience: The Contractor should have a minimum of five years of experience in successfully managing and executing concerts or similar live events. The Contractor must demonstrate experience conducting events in venues comparable to a minor league baseball stadium or outdoor sports field, with similar logistical and technical requirements.

The Contractor shall provide detailed descriptions of their experience in such venues, including the scope of services provided, challenges encountered, and solutions implemented. Additionally, the Contractor must submit visual documentation (such as photographs, stage layouts, or video clips) from previous concerts conducted in comparable stadiums or sports field settings. These visuals must be uploaded in the

Requested Document Section of the Bonfire Portal to demonstrate the Contractors capability to deliver high-quality production in similar environments.

2.2.3. Technical Expertise: The Contractor should possess a solid understanding and proven experience in working with various audio, lighting, and staging equipment. Contractor should be able to provide examples of the types of equipment they have worked with, such as digital sound consoles, line arrays, moving lights, LED screens, and hydraulic stage systems. Additionally, Contractor should demonstrate familiarity with industry-standard software for sound mixing, lighting design, and production management.

2.2.4. Client References: The Contractor should provide at least three client references from previous concert projects. These references should confirm the Contractor’s professionalism, reliability, and the successful completion of projects within budget and timeline constraints.

2.2.5. Certifications or Training: It is preferred that the Contractor have at least one certified concert production specialist on their team, with a recognized certification from a reputable organization such as the Event Industry Council, the Production Services Association or other reputable agency within the industry. If applicable, certification or training documentation is to be uploaded under the Requested Information section of the Bonfire Procurement Portal.

2.2.6. All personnel employed by the Contractor shall be trained, licensed and insured, as required.

2.2.7. Successful Contractor agrees to abide by and comply with the current federal, state, and local laws, rules, regulations, and ordinances governing Concert Production Services, such as: Occupational Safety Hazards Association (OSHA) and Environmental Protection Agency (EPA) Event Industry Council (EIC), etc. or revisions occurring after award. In addition, the successful Contractor shall ensure that any subcontractor performing under this contract complies with all applicable laws, rules, regulations, and ordinances while performing services under this agreement.

2.3. CONTRACTOR EMPLOYEES: Contractor employees shall be required to wear the proper badge or credential, such as a “Production Team” badge, as provided by the City. This credential must be worn and clearly visible at all times while working at the event. Contractor employees are not to be accompanied in the work area by acquaintances, family members, or any other person unless said person is an authorized employee and is also wearing the proper badge or credential. All employees shall conduct themselves in a professional and courteous manner.

2.4. WORK AREA: It shall be the Contractor’s sole responsibility to ensure the performance area is always maintained in a safe and secure condition. The Contractor shall carry on the services in such a manner that damage is not inflicted to existing facilities, grounds, utilities or other structures. In the event Contractor causes damage to City property, Contractor shall replace or repair the same at no cost to the City as directed by the City’s Special Event’s Coordinator. If damages caused by the Contractor must be repaired or replaced by the Facilities Maintenance Representative(s), the cost of such work shall be deducted from the Contractors fee.

2.5. EQUIPMENT: The Contractor shall provide and maintain during the entire period of the Event, equipment sufficient in number, operational condition, and capacity to efficiently perform the work and render services required by this contract. This includes “back-up” equipment to provide uninterrupted service when equipment breakdown occurs.

Equipment used in the execution of this contract shall comply with all applicable local, state, federal, and tribal laws, statues, ordinances, rules and regulations, and the acts, codes orders and decrees on any administrative bodies, councils or tribunals.

All vehicles must be maintained in good repair, appearance, and conditions at all times.

Equipment, machinery, component, or system failures that affect the safe operation of any equipment shall be corrected prior to using the equipment.

The City reserves the right to inspect equipment at any time and require the replacement of any that does not meet the minimum serviceability standards. Equipment, machinery, component or system failures that affect the safe operation of any equipment shall be corrected prior to using the equipment.

2.6. SUSPENSION OF WORK: The Contractor shall suspend operations if there may be concerns such as a structural issue with the venue, fire hazards, or other potential risks that could endanger the audience, performers, or staff. If such suspension occurs, the Contractor shall immediately notify the Special Event Coordinator.

The Special Event Coordinator may suspend work operations at any time, when in their judgement, present or impeding weather conditions are such that the work cannot be carried out in a safe and effective manner.

The Special Event Coordinator or designated City staff shall immediately suspend operations when observed work performance is in violation of safety rules, regulations or practices.

Violation of safety rules, regulations or practices may be considered grounds for termination of the contract.

2.7. SAFETY: The Contractor shall adhere to all regulations, rules, ordinances, and standards set by federal, state, county, and City of Yuma governments when providing these services. The Contractor shall be responsible for the training and instruction of all workers, employees and subcontractors on all required job safety standards. Upon request, the Contractor shall demonstrate to the City’s satisfaction any programs, procedures and other activities used to ensure compliance.

2.8. PRICING: Prices shall include all costs, including but not limited to, direct and indirect labor costs of labor, overhead, materials, equipment, travel and mileage, etc.

2.9. ARTIST PRODUCTION REQUIREMENTS AND CHANGE ORDERS: The awarded Contractor shall be responsible for providing all equipment, labor, and production services as specified in this solicitation. Additional production requirements may arise based on contractual obligations with performing artists. The Contractor must be prepared to accommodate reasonable additional requests related to artist production needs, which will be communicated by the City or its designated representative. Any such requests outside the original specifications will be addressed through the City’s formal change order process and must be approved in writing prior to implementation.