Centennial_Park_Softball_Leagues_and_Concessions.pdf

REQUEST FOR PROPOSAL

CITY OF KINGMAN

Parks

2025-RFP-005

CENTENNIAL PARK SOFTBALL LEAGUES AND

CONCESSIONS

ISSUE DATE: March 5, 2025

PROPOSAL DUE DATE: April 7, 2025, 3:00 pm (Arizona Time)

CONTACT PERSON:

Sherie Sixkiller-Wing, Administrative Assistant

(928) 692-3107 ssixkillerwing@cityofkingman.gov

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofkingman https://secure.procurenow.com/portal/%7bproject.government.code%7d

Request for Proposal #2025-RFP-005, Centennial Park Softball Leagues and Concessions 2

PLEASE NOTE: Bidder is responsible for obtaining any addenda and acknowledging it through the procurement portal.

CITY OF KINGMAN

I. INTRODUCTION

II. SCOPE OF WORK

III. PROPOSAL INSTRUCTIONS AND REQUIREMENTS

IV. INSURANCE REQUIREMENTS

V. PRICING PROPOSAL

VI. PROPOSAL EVALUATION PROCESS AND CONTRACT AWARD

VII. EVALUATION CRITERIA

VIII. PREFERENCE IN PURCHASING

IX. VENDOR QUESTIONNAIRE

Attachments:

A - Appendix A

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1. INTRODUCTION

1.1. General Information

The City of Kingman, Arizona (City) is seeking a firm qualified to perform the management and operations of the Centennial Park Softball Leagues and Concessions.

The City's goal is to reward a professional service agreement with a qualified Proposer to perform these services necessary to successfully complete the Centennial Park Softball Leagues and Concessions.

The City provides a full range of services including public safety, highways and streets, economic development, parks, golf, pools, recreation, water, wastewater, solid waste, airport, development services, and other administrative/support services. The City serves as the Mohave County, Arizona seat and has a population of more than 35,000. It employs 400+ full-time employees who provide services for 31 divisions. More detailed information on the City and its finances can be found in the City's Annual

Comprehensive Financial Report on the City's website at www.cityofkingman.gov.

1.2. Submittal Location and Details

Proposals must be submitted electronically through the City's procurement portal at https://procurement.opengov.com/portal/cityofkingman by no later than 3:00 pm, Arizona time, on

Monday, April 7, 2025. Any proposal received after the submission deadline will not be accepted.

The City anticipates selecting and notifying the selected Proposer by April 9, 2025 and requesting the award of the contract at the City Council Meeting on April 8, 2025 . There is not an expressed or implied obligation for the City of Kingman to reimburse responding Proposers for any expenses incurred in preparing proposals in response to this request.

Mailed, faxed, hand-delivered, and e-mailed responses will not be accepted. Mailed responses will be disposed of, unopened, and will not be returned to the Proposer.

During the evaluation process, the City of Kingman reserves the right, where it may serve in the City’s best interest, to request additional information or clarification from Proposers. At the discretion of the City of

Kingman, a selection of firms submitting proposals may be requested to attend interviews as part of the evaluation process.

The City of Kingman reserves the right to retain all proposals submitted and to use any ideas in a proposal, regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the proposer of the conditions contained herein.

The objective of requesting proposals is for the City to contract with the firm offering the highest quality of service at the best value possible.

1.3. RFP Schedule

The City anticipates the following general timeline of key events during the proposal evaluations and contract award period:

Issue RFP: March 5, 2025 http://www.cityofkingman.gov/ https://procurement.opengov.com/portal/cityofkingman

Request for Proposal #2025-RFP-005, Centennial Park Softball Leagues and Concessions 5

Pre-Proposal Meeting (Non-Mandatory): March 11, 2025, 10:00am

3333 Harrison Street

Questions from Proposers Due: March 18, 2025, 3:00pm

Last Day for an Addenda: March 25, 2025

Proposal Due Date: April 7, 2025, 3:00pm

Evaluate Proposals: April 18, 2025

Notice of Intent to Award: April 21, 2025

Contract negotiations: April 21- May 2, 2025

Council Contract Award: May 20, 2025

1.4. Terms of Engagement

The term of this contract will be three (3) years from the contract execution date, with monthly contract terms thereafter, and no requirement to renew for additional annual terms. The maximum overall contract term, including any optional renewals, cannot exceed five (5) years.

1.5. Questions

Questions regarding this solicitation must be submitted online through the OpenGov portal. Questions must be received by no later than the date and time specified in the timeline included in this RFP (Questions Due

From Proposers).

2. SCOPE OF WORK

2.1. Scope of Work

A. General

Following is a list of the desired services. The City will consider input from Proposer as to other suggested services operating the Centennial Park Softball Leagues and the two Concession areas scope of work. These services should be listed as optional and additional in the submission with associated costs clearly delineated separately in the budget.

B. BACKGROUND INFORMATION

The Centennial Park Softball Leagues and Concessions is responsible for serving food, cold beverages including beer & wine, and the operation of a Recreational Adult Softball program. The proposer is responsible for paying all field rentals from the City of Kingman for all games and tournaments offered and a percentage of all gross sales. Proposer is also required to maintain all city/county licenses and certifications required by law.

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C. COMPETETIVE ANALYSIS

Potential Proposers should detail their understanding of the current market, identify key competitors, analyze their strengths and weaknesses, and explain how their product or service will differentiate itself to win market share, effectively outlining their competitive strategy in relation to the existing players. Include any reports with details of previous operations; how Proposer will determine what types of leagues will be promoted, how you will fill the rosters, and assign divisions.

a) Management Structure and Operations Plan

Identify potential partners and define their roles and responsibilities. Include a hierarchy of individuals and detailed responsibilities. Examples may include:

1. CEO, Presidents, Administrative Officers, etc.

2. Umpires, Scorekeepers, Concessionaires, etc.

3. Concession Operations and Management of all sales and Revenue

4. Public/Nonprofit partner – nonprofit partner provides programs and services

b) Prepare an operation plan identifying the following:

1. Daily operations entity and responsibilities

2. Hours of operation and identify the seasons (does this change during the year?)

3. Concession and league operations should coincide with all sporting events held within the softball complex

4. Outreach and media presence, methods of outreach and the entity responsible for outreach and communications

5. Determination method used for league divisions

6. Detailed description of how the Proposer plans to coordinate operations including any personnel who contribute to the operations

D. Deliverables

The Proposer shall compile findings in a series of report documents consistent with the scope. The materials shall be prepared for web publication in a user-friendly manner. Expected deliverables are a report including a market demand analysis, economic feasibility study, competitive analysis and community engagement outcomes and priorities. Examples are:

• Project plan: A detailed plan for the project

• Timeline: A schedule for completing the project, including deadlines

• Budget: A breakdown of the project's budget

• Team members: A list of team members and their roles

• Outcomes: A list of specific products or outcomes the project is expected to produce

• Project needs: A description of the project's goals, scope, and needs

• Potential concerns: A list of potential challenges or roadblocks for the project

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• Success metrics: A way to measure the project's success

• Evaluation criteria: A set of criteria for evaluating and selecting a vendor

The Proposer will present the final report to the City Council

3. PROPOSAL INSTRUCTIONS AND REQUIREMENTS

3.1. Proposal Format

The City will follow the evaluation process and selection criteria described in this RFP. In order to provide each Proposer with an equal opportunity for consideration, adherence to a standardized proposal format is required. The format of each proposal must contain the following elements organized into separate chapters and sections, in an order determined by the Proposer:

A. Cover Letter: Provide a cover letter that confirms the Proposer’s understanding of this RFP, and provide an overview of the history and qualifications of the firm.

B. Sample Contract with Terms and Conditions

C. A detailed response to all requirements (as listed in Section 3. Proposal Instructions and

Requirements).

D. A sufficient description of the experience and knowledge base of the Proposer to show the

Proposer’s capabilities should be included in the proposal. At a minimum, the description of the experience and knowledge base of the Proposer included in the proposal should include:

1. A brief description of the history and mission of the Proposer, the length of time the Proposer has been in business, a description of the Proposer’s organizational culture and a description of the Proposer’s customer make-up;

2. A statement of how long the Proposer has provided services similar to the Services requested herein;

3. A general description of the Proposer’s experience and background in providing services similar to the Services requested herein;

4. Any other relevant information about the experience and knowledge base of the Proposer which is deemed to be material; and,

5. Disclosure of any past or pending litigation.

E. Proposer signature page

F. Proposer Guarantee and Warranties

G. References (a minimum of three (3) must be provided);

H. New Vendor Application

I. IRS W-9 Form

J. Optional - Vendor EFT Form

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All requested items must be included with the proposal or it will be considered non-responsive and will be rejected. The City is not responsible for failure to locate, consider and evaluate qualification factors presented outside of this format.

Each Proposer must demonstrate a clear understanding of the work to be performed and must provide detailed specific qualifications and prior working experience.

Unsigned proposals will be considered non-responsive and will be rejected. Proposals must be signed by a duly authorized representative of the Proposer. If a Proposal is signed by an agent of the Proposer, a Power of Attorney showing the authority of the agent to sign must be submitted with the proposal or the proposal will be rejected.

The City will not be liable for any cost incurred by Proposers in preparing and submitting proposals.

Proposers may not collect proposal preparation charges from the City as a result of cancellation of this RFP.

In the case of error in the extension of prices in the proposal, the unit price will govern. No proposal shall be altered, amended or withdrawn after the specified RFP closing date and time.

It is the responsibility of the Proposer to examine the entire request for proposal package and seek clarification for any item, service or requirement that may not be clear.

It is the responsibility of the Proposer to check the proposal for accuracy before submitting a proposal.

3.2. Minimum Qualifications

Qualities sought in the successful Proposer for the Centennial Park Softball Leagues and Concessions, include demonstrating skills and experience in the following:

A. Multi-use facility league, tournament development and operation

B. Strong understanding of current trends in Softball Leagues, tournaments and Concessions. The economic impact to having these types of events.

C. Previous work with local government the approximate size the City of Kingman in Softball

Leagues, tournaments and Concessions serving food, cold beverages including Beer and Wine.

D. Be able to work with local youth leagues in shared use of fields (ie: girls’ softball, soccer, etc.) and may need to assist in facilitating sport officials for youth softball league.

3.3. Periods of Time

Periods of time, stated as a number of days, shall be calendar days unless otherwise specified.

3.4. Proposal Withdrawal

Any proposal may be withdrawn at any time prior to the specified date and time for RFP closing. The City will not accept late proposals, late requests for modifications, or late withdrawals. All proposals shall be irrevocable for one hundred twenty (120) calendar days from the day of RFP closing.

Delays in submitting your proposal will not be considered excusable to the time requirements contained within this RFP.

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3.5. Subcontractors

Proposer must include in their submittal a list of any subcontractors that will be utilized in the performance of the work awarded under this procurement. Proposer must describe the subcontractors qualifications in detail in their response.

3.6. Addenda

All addenda shall be issued no later than five (5) business days prior to the RFP closing date.

It is the responsibility of the Proposer to ensure that they have received all Addendums. Solicitation

Addenda will be posted to the RFP on the City's OpenGov procurement portal where the RFP is posted.

Vendors that have registered at https://procurement.opengov.com/portal/cityofkingman and who also follow the City of Kingman will receive email notifications of addenda.

3.7. Copies

Proposer may obtain copies of current or past procurement documents through the OpenGov procurement portal. If a document is not available through the procurement portal, Proposers may request copies through the City Clerk's office. The charge per copy is payable in advance. Please contact the City Clerk’s Office for a current per copy cost.

3.8. Late Delivery of Proposal

Late proposals will not be considered under any circumstances. Delays in submitting your proposal will not be considered excusable to the time requirements contained within this request for proposal.

3.9. Extension of Time

Prior to proposal opening, the City shall have the authority to extend the deadline for the submittal of proposals when unforeseen circumstances arise.

3.10. Collusion

Upon evidence that collusion exists among Proposers, none of the proposals of participants in such collusion will be considered. All involved proposals shall be rejected. Proposals in which prices are unbalanced may be rejected. The Proposer will be required to complete, notarize and submit a "No-

Collusion Affidavit" upon request by the City. Failure of the Proposer to submit a properly executed affidavit upon request by the City shall be grounds for rejection of the proposal.

3.11. Conflicts of Interest

A. Notify. Prior to taking an action in connection with a City contract, every employee shall, in writing, notify the employee's supervisor, the City Attorney, and Purchasing Officer of any actual or potential conflict of interest of such employee. City employees shall comply with A.R.S. Title 38 regarding conflicts of interest in the purchasing of and contracting for goods, services, and construction for the City.

B. Review potential conflict of interest. Upon receiving notice of an actual or potential conflict of the interest, the City Attorney or designated representative shall review the purchasing procedures for compliance with applicable laws and regulations.

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C. Determination of conflict of interest. If the City Attorney determines that an employee has an actual or potential conflict of interest in connection with a purchase, no contract shall be awarded without City

Council review and approval.

3.12. Rejection of Proposals

The City reserves the right to waive technical defects, discrepancies and minor irregularities in a proposal.

The City reserves the right to re-seal any proposal that was opened prematurely; the City has determined this event as a minor irregularity. The Deputy City Manager/Finance Director shall be notified and shall log the event and place it in the procurement file.

The City reserves the right to award any alternatives set forth in the RFP documents at its sole discretion.

Proposals may be rejected if there are any alterations to the required forms, additions not called for, conditional proposals, incomplete proposals, or irregularities of any kind. The City reserves the right to reject any proposal not in compliance with the RFP documents, or prescribed public proposal procedures and requirements. Written notice of rejection of all proposals shall be sent to all Proposers. ALL

UNSIGNED PROPOSALS SHALL BE REJECTED.

3.13. Rejection of All Proposals and Cancellation of Award

The City reserves the right to reject all proposals or to cancel award of the contract at any time prior to the execution of the contract by both parties if rejection of all proposals or cancellation of the award is deemed to be in the City's best interest. In no event shall the City have any liability for the cancellation of award.

3.14. Reissuance of RFP

The City reserves the right to re-issue a subsequent procurement for this service at any time if deemed to be in the best interest of the City.

3.15. Protest of Award

A protest of award must be physically delivered to the Purchasing Officer within seven (7) business days of the notice of award date. Our office is open Monday through Thursday from 7:00 am to 6:00pm (closed on holidays). Packages containing protests shall be marked as follows:

RFP Award Protest, RFP - 2025-RFP-005

City of Kingman

Attn: Tina Moline

310 N. 4th Street

Kingman, AZ 86401

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3.16. Vendor Registration

Prior to the execution of a Contract, the successful Proposer must properly fill out and complete a City

Vendor Application and IRS W-9 Form, and include the documents with the proposal.

3.17. Licenses

Proposer will maintain, in current status, all Federal, State, and local licenses and permits required for the operation of the business.

Pursuant to the Kingman Municipal Code, Chapter 8, Article 1.5, Business Licenses, Vendors conducting business within the City of Kingman with a permanent or temporary physical business location within the city limits must apply for a business license and pay the applicable license fee, unless exempted under section 8-13. The full municipal code can be found on the City's website or at the following link:

https://www.codepublishing.com/AZ/Kingman/.

For details regarding how to submit an application, pay the license fee, etc., please visit our website at:

https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses.

3.18. Disputes

In the event any doubt or differences of opinions exists as to the items or service to be furnished hereunder, or from evaluation and/or testing of substitutes, or the interpretation of the provisions of this procurement, the decision of the City of Kingman shall be final and binding upon all parties.

3.19. Confidentiality

A. All documents, reports, proposals, submittals, responses, or other materials submitted to the City by

Proposers shall become the sole and exclusive property of the City and become a public record.

B. Proposals shall be opened publicly at the time and place designated in the RFP. The name of each

Proposer and such other relevant information as is specified by rule shall be publicly read and recorded.

The proposals shall be open for public inspection after contract award.

C. To the extent the Proposer designates, trade secrets or other proprietary data contained in the proposal documents shall remain confidential. The City of Kingman is subject to the Arizona Revised Statutes, Title

39, Chapter 1, relating to public records.

3.20. Transaction Privilege Tax (TPT)

The City is not exempt from Transaction Privilege Tax (TPT); Proposer must include tax in the pricing proposal, when applicable.

4. INSURANCE REQUIREMENTS

4.1. Required Insurance Policies

All insurance, with the exception of Workers Compensation and Professional Liability, must name the City as additional insured before a final contract can be executed. The City reserves the right to request a copy of the full policy for review. A copy of additional insured endorsement will be required prior to contract execution. Insurance must be be primary and include a waiver of subrogation. Proposer agrees to obtain and maintain the following insurance coverage from insurers licensed to do business in the state of Arizona that have an "A.M. Best" rating of not less than "A-VII" with the following minimum insurance required:

https://www.codepublishing.com/AZ/Kingman/ https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses

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4.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits of not less than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

4.3. Commerical Automobile Liability

$1,000,000 Commercial Auto (can be waived, depending on circumstances)

4.4. Worker's Compensation

Per Occurrence: statutory requirement

4.5. Other and Professional Liability

$1,000,000 - Applicable to design services (architects or engineers).

Pollution, where necessary.

Builders Risk (for new construction). Bid bonds may be required and if awarded, payment and performance bonds. All bonds must be verified before work can begin.

4.6. Minimum Limits

The City in no way warrants that the minimum limits contained herein are sufficient to protect the firm from liabilities that might arise out of the performance of work under this contract/agreement. The firm is free to purchase such additional insurance as may be determined necessary.

5. PRICING PROPOSAL

LICENSE FEE

In consideration of the license for the use of the premises by the Proposer, Proposer hereby covenants and agrees to pay to City as a license for said premises.

Line Item Description Unit of Measure Unit Cost

1 Proposed Percentage of Total Gross Income (must be filled in) Percentage

6. PROPOSAL EVALUATION PROCESS AND CONTRACT

AWARD

6.1. Evaluation Process

An Evaluation Committee, comprised of a minimum of three (3) City team members will be assigned to evaluate each proposal received. Proposals will be evaluated using the criteria specified in Section 7:

Evaluation Criteria of this RFP.

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For purposes of evaluation, when provided for in the solicitation, the using department may award the contract based on:

a. Solely the ranking of offers based on criteria developed by the City.

b. Selection committee discussions leading to the best and final offers, in which the using department may not disclose private discussions leading to the best and final offers or information derived from proposals submitted by competing proposers.

c. Serial negotiations, beginning with the highest ranked offeror.

d. Competitive simultaneous negotiations.

e. Multiple-tiered competition designed to identify, at each level of review, a class of offerors that fall within a competitive range or to otherwise eliminate from consideration a class of lower ranked offerors.

f. A multi-step solicitation first requesting the submission of unpriced technical submittals, which are evaluated and ranked based on criteria created by the using department, and then requesting prices from only the highest ranked and qualified offerors of the unpriced technical submittals.

g. Any combination of methods described in this subsection.

The successful Proposer shall submit all required information and documents as a condition of final award of the contract.

6.2. Interviews

The City may interview some or all of the Proposers at any point during the evaluation process. Information provided during the interview process will be taken into consideration in the evaluation process.

6.3. Other Information

Information that Evaluation Committee Members have regarding a specific proposer, aside from what is provided in the response, may be taken into consideration during the evaluation process.

6.4. Special Conditions for Submitting a Response

Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this RFP.

The contents of the proposal and any clarifications distributed by the City shall become part of the contractual obligation and incorporated by reference into the ensuing contracts.

6.5. Notice of Intent to Award a Contract

The firm selected to move forward with contract negotiations will be notified in writing (either by email or other formal means), which serves as the Notice of Intent to Award, on April 9, 2025. A Notice of Intent to

Award does not create a contract. Contracts are not considered executed until formal award by the City

Council and signature of the selected Proposer.

RFP results will be posted on the City of Kingman's OpenGov portal.

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6.6. Contract Negotiations

Within ten (10) days after the Notice of Intent to Award a Contract, Proposer shall submit all documents necessary for the successful execution of the contract, such as insurance or performance and payment bonds, if required.

Negotiations may be considered in person, in writing, or by telephone.

Terms, conditions, prices, methodology, or other features of the fee proposal may be subject to negotiation and subsequent revision. As part of the negotiation, the Proposer may be required to submit supporting financial, pricing, and other data in order to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the fee proposal.

The mandatory requirements of the RFP shall not be negotiable and shall remain unchanged unless the City determines that a change in such requirements is in the best interest of the City.

In the event the City is unable to negotiate terms it deems acceptable, the City may withdraw its selection and select another firm. It is anticipated that negotiations will be concluded and a contract for Centennial

Park Softball Leagues and Concessions will be presented for consideration and approval by the City Council on April 8, 2025.

Additionally, if the City and the Proposer are unable to agree on final contract terms by the end of the negotiation period (as set forth in the RFP Schedule) , the City may withdraw its selection and move forward with contract negotiations with another Proposer.

6.7. Commencement of Work

Proposer will not perform any billable work, provide any material or service under this contract until the

Proposer receives a purchase order, or is otherwise directed to do so in writing by the City of Kingman.

7. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Methodology Points Based 20 (13.3% of Total)

2. Qualifications and Relevant Experience Points Based 45 (30% of Total)

3. Project Schedule Points Based 20 (13.3% of Total)

4. References Points Based 20 (13.3% of Total)

5. Innovation of a Community Engagement

Plan Points Based 10

(6.7% of Total)

6. % of Daily Concession Receipts Proposer will pay to the City Points Based 35

(23.3% of Total)

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8. PREFERENCE IN PURCHASING

Preference in Purchasing (City of Kingman, Procurement Code, 2-349):

A. Resident bidders. When evaluating a bid, except for procurement of construction services, the applicable amount of the City’s transaction privilege taxes shall not be included when the City is evaluating an award to be made between a City of Kingman bidder and an Arizona based non-City of Kingman bidder. This section may be utilized for non-bid purchases as well.

B. Non-resident bidders; award of identical offers. When a department receives offers identical in price, fitness, availability, and quality, and chooses to award a contract, the department shall award the contract based on the following order of precedence:

1. The department shall award the contract to the offeror among those submitting identical offers that is offering goods and/or services that have been manufactured or produced in

Arizona.

2. If 2 or more offerors submit identical offers, and they offer goods and/or services manufactured or produced in Arizona, the department shall award the contract by drawing lots among the identical offers offering goods and/or services that have been manufactured or produced in Arizona. The department may request either in the solicitation document, following closing of the solicitation or at any other time deemed appropriate, any information needed to determine if the goods and/or services in the solicitation are manufactured or produced in Arizona. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

3. If the department receives identical offers, and none of the identical offers offer goods and/or services manufactured or produced in Arizona, and then the department shall award the contract by drawing lots among the identical offers. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

C. Determining if offers are identical. A department shall consider offers identical in price, fitness, availability, and quality as follows:

1. Bids received in response to an invitation to bid (IFB) or request for quotation are identical in price, fitness, availability, and quality if the bids are responsive and offer the goods and/or services described in the IFB or request for quotation at the same price.

2. Proposals received in response to a request for proposals (RFP) are identical in price, fitness, availability, and quality if they are responsive and achieve equal scores when scored in accordance with the evaluation criteria set forth in the RFP.

3. Evaluating each offeror’s performance of previous work history for the City.

D. Procedure for drawing lots. In any instance when this section calls for the drawing of lots, the department shall draw lots by a procedure that affords each offeror subject to the drawing a substantially equal probability of being selected, and that does not allow the person making the selection the opportunity to manipulate the drawing of lots to increase the probability of selecting 1 offeror over another.

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If the solicitation is for the procurement of goods for less than $50,000, the offeror shall include a statement as to qualification for any preference in purchasing pursuant to CC 2-349.

9. VENDOR QUESTIONNAIRE

9.1. Proposal Package*

The proposal package shall include at a minimum, in this order:

A. Cover Letter: Provide a cover letter that confirms the Proposer’s understanding of this RFP, and provide an overview of the history and qualifications of the firm.

B. Sample Contract with Terms and Conditions

C. A detailed response to all requirements (as listed in Section 3. Proposal Instructions and

Requirements).

D. A sufficient description of the experience and knowledge base of the Proposer to show the

Proposer’s capabilities should be included in the proposal. At a minimum, the description of the experience and knowledge base of the Proposer included in the proposal should include:

1. A brief description of the history and mission of the Proposer, the length of time the Proposer has been in business, a description of the Proposer’s organizational culture and a description of the Proposer’s customer make-up;

2. A statement of how long the Proposer has provided services similar to the Services requested herein;

3. A general description of the Proposer’s experience and background in providing services similar to the Services requested herein;

4. Any other relevant information about the experience and knowledge base of the Proposer which is deemed to be material; and,

5. Disclosure of any past or pending litigation.

E. Proposer signature page

F. Proposer Guarantee and Warranties

G. References (a minimum of three (3) must be provided);

H. New Vendor Application

I. IRS W-9 Form

J. Optional - Vendor EFT Form

All requested items must be included with the proposal or it will be considered non-responsive and will be rejected. The City is not responsible for failure to locate, consider and evaluate qualification factors presented outside of this format.

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Each Proposer must demonstrate a clear understanding of the work to be performed and must provide detailed specific qualifications and prior working experience.

Unsigned proposals will be considered non-responsive and will be rejected. Proposals must be signed by a duly authorized representative of the Proposer. If a Proposal is signed by an agent of the Proposer, a Power of Attorney showing the authority of the agent to sign must be submitted with the proposal or the proposal will be rejected.

The City will not be liable for any cost incurred by Proposers in preparing and submitting proposals.

Proposers may not collect proposal preparation charges from the City as a result of cancellation of this RFP.

In the case of error in the extension of prices in the proposal, the unit price will govern. No proposal shall be altered, amended or withdrawn after the specified RFP closing date and time.

It is the responsibility of the Proposer to examine the entire request for proposal package and seek clarification for any item, service or requirement that may not be clear.

It is the responsibility of the Proposer to check the proposal for accuracy before submitting a proposal.

*Response required

9.2. Proposer Signature Page*

Please download the below documents, complete, and upload.

• PROPOSER_SIGNATURE_PAGE.pdf

*Response required

9.3. Proposer Guarantees and Warranties*

Please download the below documents, complete, and upload.

• PROPOSER_GUARANTEES_AND_WAR...

*Response required

9.4. References*

Please download the below documents, complete, and upload. Proposers shall provide a minimum of three

(3) references.

• REFERENCES.pdf

*Response required

9.5. Proposer Addenda Confirmation*

Proposer hereby acknowledges it is the responsibility of the Proposer to ensure they have received all

Addendums and responses to questions. Solicitation Addenda will be posted to the RFP on the City's

OpenGov procurement portal where the RFP is posted. Vendors that have registered at https://procurement.opengov.com/portal/cityofkingman and who also follow the City of Kingman will receive email notifications of addenda.

All addenda shall be issued no later than five (5) business days prior to the RFP closing date.

☐ Please confirm 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Request for Proposal #2025-RFP-005, Centennial Park Softball Leagues and Concessions 18

*Response required

9.6. Please state the full name, title, and organization name of the person confirming the items in 9.5.* *Response required

9.7. New Vendor Application/Existing Vendor Verification Form* Please download the below documents, complete, and upload. If you are a new vendor, please complete the

New Vendor Application. If you are already a vendor with the City of Kingman, please complete the Vendor

Verification Form.

• New_Vendor_Application.pdf

• Vendor_Verification_Form.pdf

*Response required

9.8. (Optional) Vendor EFT Form Please download the below documents, complete, and upload.

• Vendor_EFT_form,_FAQ_and_in...

9.9. W-9*

Please download the below documents, complete, and upload.

• W-9.pdf

*Response required

9.10. Please upload a copy of your City of Kingman business license (if applicable)

9.11. Please attach a purchasing contract/service agreement.* *Response required 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