Exclusive_Event_Utilities_(Addendum_#4_Revision).pdf

REVENUE CONTRACT SOLICITATION

RCS-PCC-26-0218

EXCLUSIVE EVENT UTILITIES

City of Phoenix

Phoenix Convention Center

100 N. 3rd Street

Phoenix, AZ

85004

RELEASE DATE: March 12, 2026

DEADLINE FOR QUESTIONS: April 3, 2026

RESPONSE DEADLINE: April 27, 2026, 2:00 pm

City of Phoenix

REVENUE CONTRACT SOLICITATION

RCS-PCC-26-0218

Exclusive Event Utilities

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Revenue Contract Solicitation #RCS-PCC-26-0218 Title: Exclusive Event Utilities

1. Introduction

A. Offeror will have the exclusive right to furnish Event Utility Services at the Phoenix

Convention Center campuses (PCC) and non-exclusive right to furnish the following services at the Theatrical venues, Symphony Hall, Orpheum Theater and Herberger

Theater (Theater).

1.1. Contact Information

Doug Hayes

Phoenix Convention Center

Email: doug.hayes@phoenix.gov

Phone: (602) 495-7165

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 (Doug Hayes) at (602) 495-7165/Voice or 711/TTY, or doug.hayes@phoenix.gov, no later than one (1) week prior to the meeting.

Solicitation Issue Date: March 12, 2026

Pre-Offer Conference (Mandatory): March 27, 2026, 10:00am

Phoenix Convention Center 100 N. 3rd

Street, West Building, Lecture Hall, Room

Site Visit (Mandatory): March 27, 2026, 10:30am

Phoenix Convention Center 100 N. 3rd

Street, West Building, Lecture Hall, Room

Written Inquiries Due Date: April 3, 2026, 2:00pm

Offer Due Date: April 27, 2026, 2:00pm

1.3. Good Standing

Any Respondent and Partners, as defined in the Response Limitation to this RCS section, that currently contracts with the City must be in good standing for its Response to be considered responsive. For purposes of this RCS, good standing refers to compliance with all contractual provisions, including payment of financial obligations.

1.4. Execution of the Contract

A. The City will approve the final Contract to the recommended Respondents after Phoenix

City Council approves the Award Recommendation. Within 30 days from the date the

Contract was sent, the recommended Respondents must sign and submit the final

Contract to the City. The City may request City Council approval to award the Contract to the next highest qualified Respondent in the event the City does not receive the signed Contract and all other required documentation from the recommended

Respondent within 30 calendar days. The Contract terms may be amended at the sole discretion of the City at any time during the RCS process and/or prior to execution.

B. If the recommended Respondents are subject to regulation by the Arizona Corporation

Commission (ACC), it must be authorized to transact business in Arizona and be in good standing with the ACC at the time it signs the Contract.

1.5. Pre-Proposal Meeting

Respondents must attend the Pre-Proposal meeting that will be held on the date and time listed in the Schedule of Events.

To request a reasonable accommodation, please contact the Procurement Officer Doug Hayes, no later than seven calendar days prior to the date and time listed in the Schedule of Events.

In addition, a tour of the Phoenix Convention Center will be offered following the meeting.

1.6. Questions and Answers (Q&A) Process

Respondents are strongly encouraged to read this RCS in its entirety, including all attachments, exhibits and appendices. Failure to read and/or understand any portion of this RCS shall not be cause for waiver of any portion of the RCS or subsequent Contract.

If Respondents discover any mistakes, improprieties or defects, they should submit a report of any mistakes, improprieties or defects in writing to the Procurement Officer no later than the question deadline listed in the Introduction section.

Respondents and their Partners, as defined in section "Response to the RCS Limitation" are encouraged to submit questions as a team rather than individually to avoid submitting repetitive questions, which will allow PCCD to answer all questions more efficiently.

All questions about this RCS, including the draft Contract, must be submitted in writing no later than the question deadline listed on page 1 to the Procurement Officer. All written questions will be responded to in writing and available at City's Procurement Portal.

1.7. Response Limitation to this RCS

Respondents may submit only one (1) Response for this RCS. Multiple Responses are prohibited. The following shall be deemed Multiple Responses.

The following shall be deemed Multiple Responses:

• The City receives more than one (1) Response from a Respondent.

• The City receives one (1) Response from a Respondent and one (1) or more Responses from any entity or person affiliated with the Respondent.

If Multiple Responses for this RCS are received from a Respondent, all Responses from that

Respondent shall be deemed non-responsive and rejected.

Respondent and an entity or person affiliated with the Respondent (Partner) include:

• A parent and its subsidiary.

• A holding company and its constituent company.

• Constituent companies of a single common holding company.

• Subsidiaries of a common parent.

• A limited liability company and a member or manager of the limited liability company.

• Limited liability companies with common members or managers.

• A partnership and one of its partners, or multiple partners in a single partnership.

• A person or entity proposing as a joint venture partner or joint venture on separate

Responses.

• A person or entity proposing as a prime or sole Respondent also proposing as a joint venture partner on a separate Response.

• Two or more Respondents where the president, vice president, officer (including chief operating officer, chief executive officer, and chief financial officer), agent, majority owner or stockholder, management employee, managing or controlling partner, or controlling owner of one Respondent is also the president, vice president, officer

(including chief operating officer, chief executive officer, and chief financial officer), agent, majority owner or stockholder, management employee, managing partner, or controlling owner of any other Respondent.

It is the intent of the City that this prohibition applies regardless of whether the affiliated person or entity submits a response independently or as a partner of a joint venture or other partnership.

The prohibition on Multiple Responses does not preclude a person or entity from participating on more than one Response as a subtenant only or submitting a Response as a Respondent and participating as a subtenant, licensee or vendor on a different Respondent’s team.

CONTINGENT RESPONSES WILL BE REJECTED.

2. Instructions

2.1. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s e-Procurement Portal by clicking on

“Draft Response” via https://procurement.opengov.com/portal/phoenix/projects/234461. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. 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 e-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.

2.2. Delivery of Responses

Respondent’s response must include the following:

• All Completed Submittal forms.

• Attachment A - Commission Rates

• Attachment B - Cost Proposal to Client

• Completed Client Order Exercise utilizing Attachments D & E (See Tab 4 below)

• Statement of Bonding Ability

• Evidence of ability to obtain required insurance coverages https://procurement.opengov.com/portal/phoenix/projects/234461 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Respondents may submit electronic signatures on documents that do not require a Notary

Public. The City does not accept electronic signatures for notarized documents; these documents must be submitted in paper form (hard copy) with original or “wet signatures” at the time of the Solicitation Deadline.

2.3. Organization of the Response

All responses should include all the following and must be organized using the Tab numbers listed below:

TAB 1 – GENERAL INFORMATION

• Cover Letter (1-page limitation) including the following information on the first page of the letter:

o Name of Respondent. If Respondent is a joint venture, then indicate all partners and each partner’s percentage of ownership interest in joint venture.

o Names of all sublessees, if any.

o List of all concepts and names of the firms that will be operating the proposed concepts.

• Table of Contents for entire Response with page numbers included.

• Conflict of Interest and Solicitation Transparency Disclosure Form. (Submittal)

• Business References. (Submittal)

• Notices and Contacts (Submittal)

• Debarment and Exclusion (Submittal)

• Heat Safety Compliance (Submittal)

• Contractor Information (Submittal)

• Offer Page (Submittal)

• Statement of Bonding Ability. Bank’s Letter of Commitment - Respondent must provide a letter from its bank communicating the bank’s commitment to provide the Respondent, if successful, with a Letter of Credit or Cash Deposit, in an amount of $300,000.00. See

2.20 below.

• Evidence of ability to obtain required insurance coverages, such as a commitment letter from an underwriter or a current certificate of insurance showing comparable insurance limits, confirming that the Respondent is insurable for the required coverages at the required limits as defined in the Insurance requirements section. The City reserves the sole right to determine if the Respondent will meet the required insurance limits as defined in this solicitation.

TAB 2 – EVALUATION CRITERIA NO. 1

Respondents should provide a narrative regarding the Firm Qualifications and Key Personnel and include the following in Tab 2 of their Response:

• Executive summary and company profile, including range of services offered and years in business.

• Experience with convention center and trade show clients comparable to the Phoenix

Convention Center within the past ten (10) years, including contact information and a description of services provided.

• Resumes and qualifications of key personnel assigned to the contract, including General

Manager, Field Supervisors, Journeyman Electricians, and Apprentices.

• Roster of all journeyman-level electricians and apprentices proposed for this contract, including licenses, certifications (NFPA 70E), credentials, and completed training.

• Arizona State electrical licenses (Category L-11 and A-17), including license numbers, expiration dates and duration of possession.

• Capacity to dedicate adequate staffing and resources to support the needs of the

Phoenix Convention Center.

TAB 3 – EVALUATION CRITERIA NO. 2

Respondents should provide a narrative regarding the Operational Plan and Technical

Approach and include the following in Tab 3 of their Response:

• Detailed method of approach for executing the Scope of Work, including how services will be staffed, delivered, and maintained.

• Event response protocols and coordination with PCCD during move-in, event, and move-out periods.

• Preventative maintenance strategy, cleaning procedures, and infrastructure upkeep.

• Safety practices, compliance with NFPA 70E and NEC codes, and staff training.

• Equipment management, including replacement schedules and compliance with OEM standards.

TAB 4 – EVALUATION CRITERIA NO. 3

Respondents should provide a narrative regarding the Business Plan and Competitive Rate

Structure and include the following in Tab 4 of their Response:

• Submission of a completed client order utilizing Attachments D & E, including service descriptions, rates, terms, and any supplemental information.

• Ability to communicate services and pricing clearly and professionally to clients.

• Demonstrated understanding of PCCD’s reporting, invoicing, and data management requirements.

• Competitive rate structure strategy to clients and exhibitors. (See Attachment B - Cost

Proposal to Client)

TAB 5 - EVALUATION CRITERIA NO. 4

Respondents should complete and provide "Attachment A - Commission Rates" in Tab 5 of their

Response:

2.4. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors must also be registered in the City’s procurePHX Self-Registration System at https://www.phoenix.gov/procure prior to contract execution.

The City may, at its sole discretion, reject any offer from an Offeror who has not registered.

2.5. Preparation of Offer

All forms provided in Submittal Section 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.

https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure

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.

2.6. 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.

2.7. Inquiries

All questions that arise relating to this solicitation should be directed via City’s 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 Procurement Portal.

2.8. 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 by signing and returning the document with the Offer submittal.

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.

2.9. 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.

2.10. 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.

2.11. 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.

2.12. 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 website.

The City will post a preliminary offer tabulation on the Solicitation's Public Page:

https://procurement.opengov.com/portal/phoenix/projects/234461 within five business 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 website. By signing and submitting its Offer, each Offeror agrees that this posting of the award recommendation to the City’s website 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 for a minimum of 10-years. The Offeror’s normal business activity during the past 10-years will have been for providing the goods or services in this solicitation. Each Respondent must submit documentation in its Response to demonstrate it meets the required minimum qualifications and includes all information requested in this section or the Response will be rejected as non-responsive. The City of Phoenix, Convention

Center Department reserves the sole right to determine if Respondents meet the minimum qualifications.

10-years experience managing Event Utility Services in a large-scale Convention Center environment.

Offeror must possess Arizona State electrical licenses (Category L-11 and A-17) for a minimum of 5-years prior to the response deadline listed on page 1.

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 the most 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, https://procurement.opengov.com/portal/phoenix/projects/234461

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. 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.

2.18. 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.

2.19. Site Inspection

A one-time walk-through site inspection tour will be conducted at the date and time indicated in the Schedule of Events. Submission of an offer will be prima facie evidence that the Offeror did, in fact, make a site inspection and is aware of all conditions affecting performance and offer prices.

2.20. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

2.21. Performance Bond

A performance surety in the amount of $300,000.00 of the total contract amount shall be provided by the Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

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 multiple award contracts.

2.23. 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 commission request and the most advantageous offer to the City will prevail.

2.24. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from Solicitation’s

Public Page: https://procurement.opengov.com/portal/phoenix/projects/234461. 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, Phoenix Convention https://procurement.opengov.com/portal/phoenix/projects/234461

Center Department, Fiscal and Procurement Services Division, 100 North 3rd Street, Phoenix, AZ 85004. It is the Offeror’s responsibility to check the website, read the entire solicitation, and verify all required information is submitted with their Offer.

2.25. Description – Statement of Need

The City of Phoenix invites sealed offers for Event Utility Services for a 5-year term commencing on or about October 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through Arizona Relay Service 7-1-1. Please call TTY 800-367-8939 for assistance.

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 Agreement.

2.26. Offer Evaluation Criteria

In accordance with 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 below, and more details are provided in Scope of Work. The following evaluation criteria will be used to evaluate all Offers:

Evaluation Criteria (maximum 1000 points)

Evaluation Criteria #1 - Firm Qualifications and Key Personnel 200 pts

Evaluation Criteria #2 - Operational Plan and Technical Approach 250 pts

Evaluation Criteria #3 - Business Plan and Competitive Rate Structure 250 pts

Evaluation Criteria #4 - Financial Return to the City (see Attachment A) 300 pts

3. Scope of Work

3.1. General Requirements

A. Offeror will have the exclusive right to furnish the following services at the Phoenix

Convention Center campuses (PCC) and non-exclusive right to furnish the following services at the Theatrical venues, Symphony Hall, Orpheum Theater and Herberger

Theater (Theater).

B. Theater services will be based on competitive individual pricing.

C. Offeror, at its expense, must maintain the required licenses as indicated in the pre-award qualification section, for the duration of the resulting contract. All electrical work performed within the scope of the contract must comply with current National Electrical

Code(s), NFPA 70E, and all other applicable supplemental City of Phoenix Codes.

D. The Phoenix Convention Center Department (PCCD) Authorized Department

Representative (ADR) may, at its discretion, request Offeror to provide services at any

PCCD venue including Parking facilities.

E. The PCCD reserves the right to furnish all electrical services required for the maintenance of city buildings and equipment through the City's own workforce and at its discretion.

F. PCCD will provide electrical infrastructure from fixed equipment as currently deployed and configured. Offeror will, at no cost to the PCCD, provide all parts, materials, equipment, labor, lubricants, cleaning supplies, and all tools and equipment necessary to perform all services under the resultant contract.

G. Any work that requires shutdown of utility services must be coordinated with the ADR or his designee.

H. PCCD will furnish total water supply and electricity at no cost to Offeror. If, in the determination of the Director or designee, consumption is excessive, City reserves the right to levy a charge to the lessee or exhibitor directly in addition to Offeror's service fee.

3.2. Client Services

A. Electrical: The Offeror will provide temporary electrical services directly to exhibitors and clients of the PCCD through direct arrangement with the client or exhibitor. Temporary electrical services will be defined as service connections and disconnections from floor boxes, access panels, company switches, main busways, and such other primary power sources as may be required to energize the lighting and/or operating systems in displays and exhibits installed in the Phoenix Convention Center Department Campus. Such services will also include the furnishing, on a rental or sale basis, lighting fixtures, extension cords, power strips, and other equipment to be used in connection with exhibits and displays, plus labor involved in the connection and disconnection of electrical services in exhibits and displays.

1. The use of transformers on the show floor is prohibited unless, in the opinion of

Director, the requirements of an individual exhibitor are such that a transformer is required to render proper service. In this event, all exhibitors in the same row or group may be served from the same transformer provided there is no crossing of pedestrian aisles. No wiring will extend across pedestrian aisles unless the situation is such that, in the opinion of the Director or designee, it is necessary to make such crossings.

2. If wiring or cables must cross any pedestrian aisle or aisles, the offeror must take all necessary steps to ensure that all safety hazards have been eliminated, including, but not limited to, electric shock hazards and trip hazards, and all work meets applicable NEC and local codes per the Authority Having Jurisdiction (AHJ).

3. All cords or cables used on show floors must be affixed to the floor in a manner that eliminates trip hazards and meets the requirements of the AHJ and the Americans with Disabilities Act (ADA) as amended. If tape is used to secure cords, the tape must be low residue and approved by the ADR. Offeror agrees to keep floors free of tape residue.

4. Offeror must be permitted to use existing specialized electrical equipment of a client in conjunction with Offeror's equipment. Certain events involve inventories which are used infrequently, and it may be advantageous for both Offeror and the client to pool certain equipment. Offeror must retain all responsibility for proper installation and operation of all equipment and must obtain approval of the Director or designee in advance of such joint venture. The decision of the Director on joint use of equipment will be final.

B. Water Services: Offeror will furnish certain temporary water supply and drain services as required in the erection, operation, and dismantling of exhibits and related displays at the

PCC and Theaters. Any connectors, cables, hoses or special connecting devices required for the exhibits or displays will be the responsibility of Offeror or the exhibitor.

Offeror will be responsible for securing permits as may be required by the AHJ to provide potable water to clients and exhibitors.

C. Compressed Air: Offeror will operate the compressed air systems servicing the exhibition floors in the North, West, and South buildings. Offeror must maintain and operate these systems in such condition as to be able to supply compressed air whenever needed on the exhibition floors. All equipment connected to these systems will become the property of the City upon installation. Any supplemental or additional equipment and/or materials needed to install or otherwise provide compressed air services must be provided by Offeror.

D. Offeror must strike services provided immediately following a show's move out day, including all exhibit areas, hallways, utility service tunnels, garages, and auxiliary areas, unless authorized by the City in writing. The timeframe for removal must meet any event-specific deadlines provided in writing by the City.

E. Service Charges: Offeror must levy the service connection charges as indicated in

Attachment B (Cost Proposal) and as approved by the Director to clients and exhibitors who request such services. The service charges will apply to electrical, water, and compressed air in the exhibition halls, meeting rooms and other areas of the PCCD where service was provided.

1. Utility services on the outdoor plazas and Theatrical Venue Facilities will be priced individually by Offeror based on a job price or on a time and materials basis.

Individual service pricing is subject to approval of the Director, whose decision will be final in the event of a disagreement.

2. Any additional work required in exhibit booth areas must be charged on the basis of material at prevailing prices and labor at a rate previously agreed to in writing by the

Director and Offeror. The schedule must also include other anticipated services not listed on the provided form.

3. Rates charged for non-profit events must be discounted twenty percent (20%) from the prevailing rate. The City's approval of the rates must be in writing by the

Director or designee.

4. Discounted Electrical Services:

a. Offeror may provide PCCD audio-visual Service Partner, electrical services at a discounted rate. PCCD agrees to waive commission on all such services.

b. Offeror will, at no cost to the City or Service Partner, provide temporary electrical connections for all in-house temporary and portable concession sale locations for the PCCD exclusive food and beverage service provider.

5. In addition, the Offeror must adhere to the discount provisions as authorized within the Client Agreement executed between the PCCD and its clients. Any deviation from PCCD's established policies must be approved by the Director or designee in writing.

6. Each year by February 1, the Offeror will submit a proposed rate schedule to the

Director for review and approval. The City will endeavor to respond to the proposed rate schedule changes by March 1, of each year. Rates will be effective July 1, through and including June 30, of each year.

3.3. Equipment and Maintenance

A. Equipment: all equipment and replacement parts provided in conjunction with this agreement must be original equipment manufacturer (OEM). If OEM parts are not available, Offeror can submit a replacement recommendation for review and approval by

ADR.

1. Offeror must repair and/or replace broken, defective, or malfunctioning equipment, whether such equipment is in active use or is being used as a backup, within a reasonable time after the need for such repair and/or replacement is discovered.

2. To the extent caused by Offeror, Offeror must provide repair or replacement of all

City provided equipment when the need for such repair or replacement is caused by

Offeror's negligence, abuse, misuse, or failure to reasonably protect such equipment.

Repair or replacement under this paragraph must be accomplished within a reasonable time after the need for such repair and/or replacement is discovered.

Coverage under this paragraph includes City provided equipment that is damaged, lost, or stolen due to Offeror's negligence, abuse, misuse, or failure to reasonably protect such equipment.

3. City hereby expressly reserves the right to install, operate or remove any and all

City-owned and/or Offeror-owned equipment at any time as deemed appropriate by

City to assure a safe and professional environment.

4. Failure to comply with these requirements must result in liquidated damages against the Offeror as specified herein.

B. Maintenance: City will provide normal, routine maintenance for City provided equipment, except for Air Compressors, the offeror is responsible for maintenance of the Air

Compressors. Further, City will repair and/or replace City provided equipment that becomes obsolete or that is no longer serviceable for any reason, except to the extent caused by the Offeror's negligence, abuse, misuse, or failure to reasonably protect such equipment. Offeror will not be liable for normal use, wear and tear.

1. Offeror is responsible for the development and implementation of a preventative maintenance schedule submitted to the ADR within 30 days of start of any resultant contract and must provide an annual update on the completion of the preventative maintenance program including documentation of work performed, parts replaced, and any deficiencies identified with corresponding corrective actions.

2. Offeror must perform all electrical maintenance on PCCD exhibit area, meeting rooms, electrical infrastructure including, but not limited to busway plugs, outlets, floor boxes, and electrical trim.

3. Offeror must provide utility portal, bail-out and conduit maintenance, which must include regular maintenance of no less than twenty percent (20%) of the portals on an annual basis.

4. Offeror must provide cleaning of all portals on an "as-needed" basis, as determined by the ADR. The cleaning must consist of pneumatic and/or brush cleaning methods. Thorough cleaning of the portals must include clearing blockage from the portals, removal of debris from the portals and replacement of portal lids/covers.

5. Offeror will be responsible for maintaining PCCD utility tunnels and catwalks by keeping them clean, neat, and safe, and subject to monthly inspection by the City.

6. Offeror must maintain, clean, repair and/or replace all infrastructure equipment including 120/208-volt and 277/480-volt 3-phase receptacles, floor receptacle covers, floor box lids, bail out lids, portal lids, and electrical trim, including repairs for physical damage regardless of cause, including damage caused by third parties unless otherwise approved by the City.

a. Offeror must maintain and clean all company switches and busway plugs.

b. Offeror must supply and replace all fuses as needed and keep onsite at least one spare fuse for each fuse used, at no cost to the City.

7. Schedules for all maintenance must be approved by the ADR.

8. Any additional maintenance, repair, and cleaning must be completed at a minimum of two (2) times per year or as needed and must follow a mutually agreed upon maintenance schedule. Inspection of all maintenance, cleaning, repairs, and replacements performed by Offeror must be inspected by ADR or designee.

9. If Offeror fails to comply with the agreed upon maintenance schedule the City reserves the right to complete the maintenance on their behalf and the Offeror will be required to reimburse City any expenses incurred to perform this maintenance.

C. Offeror will be responsible for the full cost of any required repairs to systems, equipment, or facilities that are damaged due to the activities of the Offeror. Repairs must be made in a timely manner by Offeror as specified by the ADR.

3.4. Staffing

A. Offeror must maintain and provide certified journeyman electricians, when electrical services are provided, and appropriate fully qualified staff, for all other services, on site to service all PCC events and any Theater event where services are provided, during each move in, event day and move out day. Staffing levels must be sufficient to ensure a response time of no more than 20 minutes to any location within the PCCD facilities.

1. The Offeror must maintain a current onsite/standby contact schedule provided to the

ADR which must be updated by the Offeror any time changes are made to the schedule.

B. Offeror must maintain sufficient management, administrative, and service personnel on site to render the highest quality of service required by clients and exhibitors at the

PCCD. Offeror must be on duty, onsite, and readily available at the times and dates specified by the Director or designee in order to facilitate the planning and execution of service orders.

C. Offeror will not employ the services of a sub-contractor without the express written permission of the ADR or designee, for each occurrence. Sub-contractors may only be used as a supplement to the offeror’s staff, and not in lieu of.

D. The onsite contract General Manager (GM) must have broad overall responsibility for business operations and organization to support this contract. The General Manager must have the responsibility for all planning, directing, monitoring, and controlling day-to-day onsite operations, and must have full authority to make immediate decisions as they apply to any part of the resultant contract.

E. Uniforms must be at all times neat, clean, and freshly laundered at the expense of

Offeror. The Director or designee will have the right to approve the type, design and color of the uniforms, which must be coordinated with those other special event personnel uniforms for consistency and identification purposes at the facilities covered by the resultant contract.

F. Offeror employees may not work at PCCD while impaired by drugs or alcohol to the slightest degree. Alcoholic beverages may not be consumed by Offeror employees while on work status at the PCCD or while on campus and in uniform. Smoking must be allowed only in designated areas as provided under the City of Phoenix Ordinance.

G. Electrical Staff:

1. All field electrical personnel utilized to provide electrical services, including accessing any 120/208-volt and 277/480-volt circuits, floor receptacles, company switches, busway plugs, electrical trim, etc. must have successfully completed an approved

NFPA 70E safety training and hold an active certification to work with or near live energy.

2. All field personnel must be supervised by and in the presence of an Arizona State

Licensed and Certified Journeyman Electrician who has completed a federally approved minimum four-year apprenticeship program.

3. Temporary or other staff assigned to assist in field electrical preparation and/or services must be, at a minimum, an electrical apprentice level and either actively enrolled in or have successfully completed a federally approved electrical apprentice program.

4. Outside event hours when Offeror has no authorized representative on-duty/on-site, a Journey Electrician must be on-call and available to respond, on-site, within 30 minutes.

5. Field Supervisor must be a journeyman electrician who has served in a foreman/supervisory capacity with direct reporting technical staff for a minimum of 5 years.

6. All other field personnel that must provide any direct services under this contract must be at the level of journeyman and second year apprentice. Journeyman and

Apprentice electrical staff must have the minimum qualifications. First-year apprentices are not to perform services under this contract.

7. Journeyman Electrician: An Arizona State Licensed and Certified Electrician who has successfully completed a federally approved minimum 4-year apprenticeship program. Performs skilled level electrical work in the installation, alteration, maintenance, and repair of electrical systems, equipment, and fixtures (both high and low voltage) in accordance with standard practices of the electrical trade. Can perform electrical construction and maintenance, including installation of all sizes of electrical conduit, cables, wires, switches, automatic starting equipment, and pole line construction. The Offeror's employees must also have training in occupation hazards and safety precautions.

8. Electrical Apprentice: An apprentice is one who is enrolled in and actively attending a federally recognized and accredited inside wireman apprenticeship program and has completed a minimum of two (2) years/3500 hours on the job training (OJT) and 360 hours of related classroom training of a minimum 4-year program. Apprentices are required to complete the OSHA 10-hour hazard awareness and NFPA 70E electrical safety course.

9. All training required to maintain employee certifications, including electrical code update training, employee training of all types required by law or code are the sole responsibility of the Offeror.

10. The Offeror must maintain the minimum required personnel protective equipment

(PPE) on site, for all field staff and journeyman level electricians to safely work up to and including Category Ill as defined by NFPA 70E.

H. All Offeror employees providing any services under the resultant contract will, at all times, be identified by an approved picture identification badge to be…