Central_Park_Community_Center_Operations.pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

PKS-RFP-27-0430

CENTRAL PARK COMMUNITY CENTER OPERATIONS

CITY OF PHOENIX

PARKS AND RECREATION

200 W. WASHINGTON STREET, 16TH FLOOR

PHOENIX, AZ

85003

RELEASE DATE: August 31, 2026

DEADLINE FOR QUESTIONS: September 10, 2026

RESPONSE DEADLINE: September 25, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

PKS-RFP-27-0430

Central Park Community Center Operations

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

B - Central Park Site Map

Request For Proposal - Goods and Services #PKS-RFP-27-0430 Title: Central Park Community Center Operations

1. Introduction

1.1. Contact Information

Felix (Andres) Ruiz

Parks and Recreation

Email: felix.ruiz@phoenix.gov

Phone: (602) 262-6742

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Felix (Andres) Ruiz) at (602) 262-6742/Voice or 711/TTY, or felix.ruiz@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: August 31, 2026

Pre-Offer Conference (Non-Mandatory): September 4, 2026, 10:00am

Agenda

Access meeting by clicking on the above agenda link.

Site Visit (Non-Mandatory) (Non-

Mandatory):

September 4, 2026, 1:00pm

Central Park Community Center

920 South 2nd Street

Phoenix, Arizona, 85004.

Written Inquiries Due Date: September 10, 2026, 2:00pm

Offer Due Date: September 25, 2026, 2:00pm https://teams.microsoft.com/meet/257683512364989?p=jaB4r6NWUayimCgLnO

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Central Park Community Center Operations . The

Effective Date of this Agreement will be upon final signature and recording by the City Clerk’s department.

The “Commencement Date” of this Agreement will be the latest of (a) December 1, 2026, (b) the contract term start date last approved by the Phoenix Parks and Recreation Board (the “Parks

Board”) and the Phoenix City Council (c) the Effective Date.

The term of this Agreement will be for 3 years, beginning on the Commencement Date, with (1) two-year option and (1) additional (5) five-year option to extend for a total term not to exceed ten years.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/259239. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Parks and Recreation Department, 200 W. Washington Street, 16th Floor, Phoenix, AZ 85003.

It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/259239

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

The City of Phoenix Parks and Recreation Department is accepting only electronic Offers for this solicitation. Offerors are responsible for submitting the Offer before the due date and time of the solicitation deadline.

The Offeror is responsible for managing potential delays due to delays caused by the Carrier or technical difficulties.

Submission of Offer – Electronic Submission:

Offers shall be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/259239. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-

4a21-bb0d-715edb7794ed.

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/259239 within five business https://procurement.opengov.com/portal/phoenix/projects/259239 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/259239 days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of (3) three-years. The Offeror’s normal business activity during the past will have been for providing the goods or services in this solicitation.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.24. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.25. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.26. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.27. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.28. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.29. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Overview

The City of Phoenix Parks and Recreation Department (Department) is seeking a non-profit organization to provide quality recreational and educational programs and services with a youth component at Central Park Community Center. The Contractor will operate and manage the

Community Center providing recreational, educational and cultural opportunities to the citizens of Phoenix consistent with the Department’s mission.

3.2. Premises

The Contractor shall provide quality recreational, educational, and cultural community programs and services at Central Park Community Center located at 920 South 2nd Street, Phoenix, Arizona, 85004 (the “Premises”).

3.3. Operational Requirements

A. Use of Premises: The Contractor shall occupy, manage and use the Premises, or any part thereof, solely for the purpose outlined in this Agreement in a manner that supports the mission of the Department. All services and activities offered at the Center must align with the Department's mission and the Phoenix Parks Code of Conduct.

B. Utilities and Janitorial: The Contractor will be responsible for all programing costs, including 100% of all building utility expenses. This includes the payment of the electric, gas, water, sewer, security alarm system, phone and internet utility bills. Additionally, the Contractor shall be responsible for maintaining janitorial services in the Center building consistent with the Department’s standards.

C. Facility Alarm System: The Contractor shall monitor the facility alarm system and provide the first response for alarms. The Contractor will be responsible for alarm code management. This includes requesting an alarm code from the Department for each employee or volunteer that is required to secure the facility and ensure that alarm codes are used only by the person authorized to use each code and are not given out or shared with others. The contractor shall attend mandatory alarm training; set and monitor alarm system on a daily basis; and report alarms and alarm maintenance issues to the Department in a timely manner. The Contractor shall pay for false alarm fees, including police responses in excess of one false alarm response annually unless false alarm is caused by City staff.

D. Hours of Operation: The Contractor shall operate the Center and expand services as their capacity develops. The Center shall maintain a consistent schedule Monday through Friday, with the same hours each day and a minimum of four open hours. The

Center shall also maintain a separate Saturday schedule, with a minimum of four open hours. Weekly special community events may occur on Saturdays throughout the day and into the evening. Once Center hours of operation have been approved by the

Department, they shall be posted on site in plain view.

1. Additional hours of operation are permissible. The Center may be closed for City holidays and Sundays.

2. Seasonal hours may be adjusted with mutual agreement of the parties.

3. Hours of operation may be adjusted to meet the needs of the community with

Department approval

E. Food Program: The Contractor shall provide an after-school food program for youth participants.

F. Programming: The Contractor shall develop and offer a variety of cultural, recreational, and educational community programming for youth and adults. All programming offered at the Center shall be reviewed and approved by the Department. The Contractor shall develop and provide programming during scheduled school breaks including, winter, spring, summer and fall breaks.

G. Website Integration: The Center’s website shall include a link to the City of Phoenix

Parks and Recreation Department website.

H. Description and Schedule of Events: The Contractor shall develop and provide a full description and schedule of events and activities to be held at the Center. A quarterly calendar of events including descriptions and a schedule of activities shall be publicly posted at the Center and on the Center’s website.

I. Community Events: The Contractor shall allow use of the Center for outside community events. The Contractor shall provide a minimum of one community event per calendar quarter for a total of four community events per year. Additional community events are permissible. Organized events with more than 50 people are required to be submitted through the City's Special Activity Request (SAR) process for necessary approvals.

J. Registration System: The Contractor shall implement and maintain a registration system that has the capability, at a minimum, to identify youth participants and their parents/guardians and to track participation numbers.

K. Event Clean Up: The Contractor will assist the Department with trash pick-up around the Premises and will be responsible to clean up after events and outdoor activities in which the Contractor was a participant or led the event.

L. Legal Activity: The Contractor will not engage in or permit any use of activity in or upon the Premises or any part thereof in violation of any applicable laws, statutes, rules, or regulations of any Federal, State, or local government authority.

3.4. Occupancy Fees

The City may assess fees to the Contractor for Contractor’s use and benefit of the Premises

(the “Occupancy Fee”). The Occupancy Fee reflects the value of the Contractor’s use of the

Premises and is intended to offset the City’s costs associated with maintenance of the Premises and to recover additional benefits that the Contractor receives from use of the Premises. The

Occupancy Fee is not rent, but a financial adjustment to ensure equitable use of public resources and does not confer a leasehold interest in the Premises or otherwise create a landlord/tenant relationship between the City and the Contractor.

The Contractor will pay monthly Occupancy Fees, plus applicable tax, for the Central Park

Community Center in the amount of $3,380.00. The first monthly Occupancy Fee will be due 30 days after Commencement Date, and monthly on the first business day of the month thereafter for the term of this Agreement.

All Occupancy Fees as referenced in this section are due within 30 days of the invoice date. If payment is not received by the due date, the account is considered delinquent and is subject to a late fee of one and one-half percent (1.5%) per month, not to exceed eighteen percent (18%) per annum.

A market analysis of the Occupancy Fee will be performed six months prior to the exercise of the last five-year renewal period, at which time the Occupancy Fee may be adjusted as a result

3.5. Required Reporting

• Annual Business Plan – The Contractor shall submit a business plan with clear Service

Delivery Levels annually to the Department, a minimum of 60 days before the beginning of the calendar year.

• Financial Report – Prepare and submit to the Department an annual financial report, pursuant to generally accepted accounting standards.

• Quarterly Calendar of Events – Every quarter, the Contractor shall submit to the

Department a calendar of events. The Quarterly Calendar of Events is due 90 days prior to the beginning of the calendar quarter.

• Non-Profit Facility Quarterly Report – Every quarter, the Contractor shall submit to the

Department a Non-Profit Facility Report (Attachment E) as well as any documentation that supports the information contained in the report. This report is due 30 days after the end of the calendar quarter.

3.6. Community Survey

The Contractor shall conduct an annual survey of the community to assess current needs, priorities, and concerns of residents related to the services provided under this agreement. The survey shall be designed to gather meaningful input from a representative cross-section of the community and must include both qualitative and quantitative data. The Contractor shall compile the findings into a comprehensive written report, including analysis and recommendations, and submit the report to the City.

3.7. Required Quarterly Meetings

The Contractor shall meet once per calendar quarter with Department staff to discuss Center programming as well as any other operational issues.

3.8. Parking

Street parking is available at the Premises.

3.9. Assignment

The Contractor shall not assign its interest in this Agreement, or any part thereof without prior written consent and approval of the Parks Board and the Department.

3.10. Staffing

A. The Contractor shall provide and pay for all expenses and staffing related to their programs and events, including classes, exhibits and fundraising, and assume responsibility for paid staffing and volunteers to operate the classes, activities and other programming aspects of the Premises. A minimum of two staff members shall be on the premises during all hours of operation.

B. The Contractor shall utilize experienced personnel and organizations to provide for successful operation and programming at the Center. The Contractor is responsible for taking steps to implement the appropriate action if, during the Agreement, any of the

Contractor's staff or volunteers’ job performance or conduct is deemed unacceptable.

The Department may bring such issues to the attention of the Contractor and both parties will work toward an acceptable resolution.

C. The Contractor's staff shall wear an acceptable uniform clearly identifying them as contracted personnel. The uniform shall include a name tag/badge.

3.11. Maintenance of the Center

A. The City shall provide a Department Liaison to work with the Contractor to facilitate communication regarding the City processes, facilities/site issues, programming review and partnership activities.

B. The Contractor shall be responsible for minor improvements and repairs to the facility required by their scheduled programming and use of the facility. Except as provided in the next sentence, all minor improvements and repairs shall be approved by the City in writing prior to the repair or improvement taking place. Routine maintenance tasks do not require prior approval. For purposes of this paragraph, “routine maintenance” means regular, non-structural tasks performed to maintain normal operations and preserve the facility’s condition, such as changing consumable items (e.g. light bulbs and filters), lubricating non-structural components, routine adjustments to operating equipment, etc.

C. The City shall be responsible for all facility repairs including repairs to the surrounding park area. The City will provide all major repairs to the building as allowed by the budget, to include the heating, ventilation, and air conditioning (HVAC) system, roof, doors/windows, plumbing system and restroom fixtures, fire/life safety system, irrigation system, exterior paint and lighting improvements.

D. The City shall be responsible for providing trash collection at designated sites.

E. The City shall be responsible for providing pest control services for the interior and exterior of the building, including inspection and treatment services for termites and rodents.

3.12. Personal Property

A. Personal property belonging to the City which is on the premises at the commencement of the term of the Agreement shall remain the property of the City and may be removed or replaced by the Department at its discretion.

B. Personal property may be placed on the Premises by the Contractor so long as it is not physically attached to or becomes a fixture to, the premises. It shall remain the property of the Contractor and may be removed by the Contractor at any time or upon expiration or termination of the Agreement. Personal property cannot be placed on the roof top of any building or structure without consent from the Department.

3.13. Permitted Charges

A. The Contractor shall not sub-lease or rent any portion of the Premises for long-term use, except to charge reasonable fees for hourly or daily use.

B. The Contractor shall have the right to impose reasonable charges for the use now or hereinafter of any facilities on the Premises by any organization or person with the review and approval of the Department. The Contractor shall maintain such proceeds only for use by the Contractor for expenses relating to the Permitted Use and the

Department shall have no right, title, claim, or interest in such proceeds.

C. The Department shall not be permitted to rent out the Premises to other entities while the Agreement is in place with the Contractor.

3.14. Access by the City

The City shall have the right to enter and inspect the Premises at any time and shall have access to the Premises to fulfill any of its contractual maintenance obligations provided, however, that:

a. The City shall use its best efforts to minimize any interference with the Contractor's use of the Premises; and

b. The City and the Contractor shall use their best efforts to schedule all major renovations of the Premises at a mutually convenient time.

3.15. Maintenance of 501(c)(3) Status

Contractor warrants that it presently is an exempt organization pursuant to Section 501(c)(3), Internal Revenue Code, as amended (the "Code") and that it has not engaged in any prohibited transaction which would cause it to be denied such exemption under Sections 503 and 504 of the Code. Contractor further agrees that its ability to occupy the Premises is expressly and absolutely conditioned upon its maintenance of such exempt status, and that the loss of such status shall forthwith terminate the Agreement, and the Contractor shall cease operations and vacate the Premises within ninety (90) days following the conclusion (or abandonment by

Contractor) of any action or actions determining that such exempt status has been lost. With regard to the foregoing, Contractor will execute and deliver to the City a Tax Compliance

Certificate.

3.16. Surrender

Upon the expiration of this Agreement, or upon its earlier termination, Contractor shall immediately surrender peaceable possession of the Premises and all buildings and permanently affixed improvements then located thereon, in good condition and repair, normal wear and tear accepted, which permanently affixed improvements shall thereupon be and become the property of the City.

3.17. Parks Board Approval

In accordance with Chapter 23 of the Phoenix City Charter, material changes to any term of this

Agreement relating to the use of recreational facilities, operating policies for recreational facilities, and use fees are subject to Parks Board approval.

4. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Section 3 (Scope of Work). The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach

• Provide a detailed description on the approach your organization will take to provide recreational, educational and cultural programs and services to adults and youth.

• Detail your organization’s ability to provide services to the community including program variety and expected number of individuals to be served.

• Include a narrative outlining your organization’s approach to operating a successful recreational/educational/cultural program.

• Identify when programming and services will begin. Include a detailed implementation timeline/schedule.

• Identify Center hours of operation.

Points Based 400 (40% of Total)

2. Qualifications and Experience

• Number of years including type/size of programs managed and operated. Offeror(s) must demonstrate the Minimum

Qualifications of three (3) years in this section.

• Experience with large scale community events of an educational or athletic nature.

• Specific staff qualifications and experience relevant to the Scope of Work.

• A list of personnel and/or volunteers and their qualifications related to the Scope of Work.

• References relevant to the Scope of Work.

Points Based 350 (35% of Total)

3. Financial Capability

The Offeror shall provide a copy of IRS form 990 or the following four (4) documents for the last three years;

• Statement of financial position

• Statement of Activities

• Statement of Cash Flow

• Statement of Functional Expenses

Points Based 250 (25% of Total)

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a…