Summary of Addendum and Parks and Recreation Event-Related Services Contract Opportunity

This addendum document pertains to the City of Phoenix Parks and Recreation Department's solicitation for event-related services and establishes a Qualified Vendors List (QVL) for a five-year contract commencing on or about February 1, 2026. The solicitation invites sealed offers from vendors to provide comprehensive entertainment and event services, including balloon artists, face painters, inflatables, DJs, bands, magicians, carnival games, photo booths, rides, laser tag, theater performances, and cultural presentations. 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. The original sealed offer submission deadline has been extended to October 18, 2022, at 2:00 p.m. through this addendum, with offers submitted electronically via the City's Procurement Portal. Vendors must demonstrate minimum qualifications, including at least one year in operation and documentation of conducting at least one event within the past two years.

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. The evaluation criteria are equally weighted at 50 percent each, focusing on qualifications and experience (600 points) and content of response (400 points), with both components evaluated on a pass/fail basis. The solicitation includes specific requirements for Disadvantaged Business Enterprise (DBE) and small business participation, mandating contractors to track and report DBE involvement and demonstrate good faith efforts to engage certified firms. Insurance requirements are substantial, including Commercial General Liability ($2,000,000 general aggregate), Automobile Liability ($1,000,000 combined single limit), and Workers' Compensation with statutory limits. Background screening at the maximum risk level is mandatory for all contract workers with potential access to vulnerable populations or City facilities. No specific contract value was disclosed; however, contractors must obtain all necessary permits and comply with local, state, and federal regulations, including Phoenix City Code Chapter 18, Article V regarding equal employment opportunity and non-discrimination policies.