Acceptance_of_Offer_Form_2025.pdf

This is an Acceptance of Offer Form issued by the City of Phoenix, Arizona, for the Parks and Recreation Event-Related Services contract. The City is establishing a Qualified Vendors List (QVL) for a comprehensive range of event-related services including balloon artists, face painters, inflatables, DJs, bands, magicians, carnival games, photo booths, rides, laser tag, theater performances, and cultural presentations. The contract term is five years, commencing on or about February 1, 2026, or upon City Council award and City Clerk signature, whichever is later. A non-mandatory pre-offer conference is scheduled for December 2, 2025, at 11:00 a.m. via Microsoft Teams, with written inquiries due by December 9, 2025, at 2:00 p.m. Sealed offers must be submitted electronically through the City's Procurement Portal by January 9, 2026, at 2:00 p.m.

Pricing will be firm and fixed based on quoted amounts for each scheduled event, with any price increases requiring written approval from the Chief Procurement Officer. Vendors must meet minimum qualifications including at least one year in operation and documentation of conducting at least one event within the past two years. Evaluation criteria are equally weighted at 50 percent each: qualifications and experience (600 points) and content of response (400 points), both evaluated on a pass/fail basis. Substantial insurance requirements apply, including Commercial General Liability ($2,000,000 general aggregate), Automobile Liability ($1,000,000 combined single limit), and Workers' Compensation with statutory limits. The solicitation mandates Disadvantaged Business Enterprise (DBE) and small business participation, requiring contractors to track and report DBE involvement, submit annual DBE participation plans, and provide monthly reporting of DBE expenditures. Background screening at the maximum risk level is mandatory for all contract workers with potential access to vulnerable populations or City facilities. Contractors must comply with all local, state, and federal regulations and obtain necessary permits.