FY27_TVR_Security_Services.pdf

REQUEST FOR QUOTATION

2026-RFQuote-005

FY27 TVR SECURITY SERVICES

City of Cottonwood

821 N. Main Street

Cottonwood, AZ 86326

RELEASE DATE: August 10, 2026

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: August 17, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Cottonwood

REQUEST FOR QUOTATION

FY27 TVR Security Services

I. Introduction II. Statement of Work

III. Pricing Proposal IV. Vendor Questionnaire V. Quote Terms

VI. Insurance VII. Indemnification

Attachments:

A - Exhibit A - Offeror Information

B - PO Standard Terms and Conditions

Request For Quotation #2026-RFQuote-005 Title: FY27 TVR Security Services

1. 1. ......................................................................... Introduction

The City of Cottonwood is seeking quotes from qualified contractors for security services for the

Cottonwood Thunder Valley Rally event September 18 and 19, 2026. This solicitation is for quotations only and is not a sealed bid process. The City will select a vendor based on the most advantageous proposal submitted for the following services. Evaluation criteria that will be used include, but are not limited to, cost and references.

1.1. 1.1. ............................................................................................. Summary

The City of Cottonwood is soliciting quotations for security services for the Cottonwood Thunder Valley

Rally event September 18 and 19, 2026. Additional information and specifications can be found in the

Statement of Work included. These services are for a term of the event only via a purchase order. The

City's Purchase Order terms and conditions are included in the attachments.

1.2. 1.2. .......................................................................................... Background

The City of Cottonwood hosts the Thunder Valley Rally (TVR) event annually each fall at the Riverfront

Park located at 1284 E. Riverfront Road, Cottonwood, AZ. This event features musical band stage performances throughout the weekend as well as food and retail vendors. Having a safe and controlled event is critical. The City has budgeted $11,000 for these services.

1.3. 1.3. ............................................................................ Contact Information

Project Contact:

Jak Teel

Parks & Recreation Director

150 S 6th Street

Cottonwood, AZ 86326

Email: jteel@cottonwoodaz.gov

Phone: (928) 639-3200 Ext: 3208

Procurement Contact:

Jeff Cook

Accounting Manager

821 N Main Street

Cottonwood, AZ 86326

Email: jcook@cottonwoodaz.gov

Phone: (928) 340-2714

Department:

Park & Rec

1.4. 1.4. ............................................................................................... Timeline

Release Date August 10, 2026 mailto:jteel@cottonwoodaz.gov tel:(928)639-3200;ext=3208 mailto:jcook@cottonwoodaz.gov tel:(928)340-2714

Quote Submission Deadline August 17, 2026, 2:00pm

2. 2. ............................................................... Statement of Work

2.1. 2.1. .................... Thunder Valley Rally Event - September 18 and 19, 2026

Please see the Pricing Proposal section for detailed requirements.

Front Gate - Front Gate Security staff serve as the first point of contact for event attendees.

Responsibilities include verifying wristbands or credentials, wanding all entrants for prohibited items, and enforcing event entry policies such as no outside food, drinks, or alcohol. Staff are also responsible for ensuring that no alcohol is taken beyond designated boundaries (e.g., "no alcohol past this point" zones). Additional duties include managing lines, providing directions and basic event information, and maintaining crowd control at the entry point. Front Gate Security Staff is also responsible for managing the access gate for approved vehicle and motorcycle entrance into the event. (This includes routine searches of motorcycle bags.) Team members must remain alert for suspicious behavior and coordinate with law enforcement or event management as needed. A professional, clear, and welcoming approach is essential to create a safe and positive first impression of the event.

Backstage - Backstage Security staff are responsible for maintaining a secure and controlled environment in all backstage areas. Duties include checking credentials and wristbands to ensure only authorized personnel, performers, and staff have access. Staff must monitor entrances and exits, prevent unauthorized access, and enforce all backstage rules, including no guests or alcohol unless explicitly approved. Backstage Security also supports artist and crew privacy, responds to any incidents or safety concerns promptly, and maintains open communication with stage managers, production staff, and event leadership to ensure smooth operations behind the scenes.

Stage Front - Stage Front Security staff are positioned between the stage and the crowd to ensure the safety of performers and attendees. Primary responsibilities include monitoring crowd behavior, preventing stage rushing or crowd surges, and responding quickly to signs of distress or unsafe conditions in the audience. Communication with event management, medical staff, and law enforcement is essential in handling emergencies. Team members must remain alert, professional, and calm under pressure to maintain a secure and enjoyable concert experience.

Roamer - Roamer Security staff serve as mobile personnel who patrol the event venue throughout the day and evening. They are expected to remain within the event grounds at all times, actively monitoring event activity and maintaining a visible presence. Key responsibilities include enforcing event policies, responding to crowd issues, assisting with disputes or medical needs, and serving as on-call support for other security zones. Roamers also patrol the perimeter of the venue regularly to ensure no unauthorized individuals are attempting to enter. Strong situational awareness, communication skills, and adaptability are essential in this role. (One roamer will be dedicated to patrolling the West perimiter for their entire shift.)

Overnight - Overnight Security staff are responsible for maintaining a secure environment throughout the event grounds during non-operating hours. Duties include monitoring all gates, access points, and key areas such as vendor spaces, stage zones, and equipment storage. Staff are expected to actively patrol the interior and perimeter of the venue to deter trespassing, theft, or vandalism, and to ensure no unauthorized individuals attempt to enter the site. Overnight personnel must remain vigilant, report suspicious activity immediately, and maintain regular communication with event leadership or law enforcement as needed. This role requires reliability, alertness, and the ability to work independently during low-traffic hours.

Parking - Parking Security staff manage and monitor all designated event parking areas to ensure safe, organized, and efficient use of space. Responsibilities include directing traffic, guiding vehicles to appropriate parking spots, preventing unauthorized access to restricted or staff-only zones, and assisting attendees with parking-related questions. Staff must remain alert to any suspicious behavior, maintain clear access for emergency vehicles, and ensure pedestrian safety throughout the area. Parking Security also supports break coverage for other positions when needed. Strong communication, patience, and a calm demeanor are key to managing high-traffic situations effectively.

Quotes should include costs for: security services, ADD ALTERNATE parking services, per diem and any and all other applicable costs.

3. 3. .................................................................... Pricing Proposal

PROPOSAL QUANTITIES: It is expressly understood and agreed by the parties hereto that the quantities of the various classes of Services and/or Materials to be furnished under this Purchase Order, which have been estimated as stated in the Offeror's quote, are only approximate and are to be used solely for the purpose of comparing, on a consistent basis, the Offerors' quote presented for the Work under this

Purchase Order. The selected Offeror agrees that the City shall not be held responsible if any of the quantities shall be found to be incorrect and the Offeror will not make any claim for damages or for loss of profits because of a difference between the quantities of the various classes of Services and/or

Materials as estimated and the Services and/or Materials actually provided.

SECURITY SERVICES PRICING

Thunder Valley Rally Event runs September 18 and 19, 2026 at Riverfront Park located at 1284 E.

Riverfront Road, Cottonwood, AZ. EVENT HOURS: Friday 1:00 p.m. - 10:30 p.m.; Saturday 10:00 a.m. -

10:30 p.m.

Line Item Description Quantity (# of staff) Hours Hourly

Staffing Cost Total Cost Date

1 Front Gate (12:00 p.m.

- 10:30 p.m.) 10.5 hours

3 10.5 9/18/2026

2 Backstage (12:30 p.m. -

10:00 p.m.) 9.5 hours 1 9.5 9/18/2026

4 Stage Front (4:00 p.m. -

10:30 p.m.) 6.5 hours 2 6.5 9/18/2026

3 Roamer (1:00 p.m. -

10:00 p.m.) 9 hours 3 9 9/18/2026

5 Park Overnight Security

(10:30 p.m. - 9:30 a.m.

next day) 11 hours

2 11 9/18-

19/2026

6 Front Gate (9:30 a.m. -

10:30 p.m.) 13 hours 3 13 9/19/2026

7 Backstage ( 10:00 a.m.

- 10:00 p.m.) 12 hours 1 12 9/19/2026

9 Stage Front (4:00 p.m. -

10:30 p.m.) 6.5 hours 2 6.5 9/19/2026

Line Item Description Quantity (# of staff) Hours Hourly

Staffing Cost Total Cost Date

8 Roamer (10:00 a.m. -

10:00 p.m.) 12 hours 3 12 9/19/2026

10 Park Overnight Security

(10:30 p.m. - 8:00 a.m.

next day) 9.5 hours

2 9.5 9/19-

20/2026

13 Per Diem Cost for

Event 1 Cost

14 Other Applicable Costs

(Including taxes) 1 Cost

TOTAL

PARKING SERVICES - ADDITIONAL ALTERNATE SERVICES

These services are not guaranteed. City will identify in the Purchase Order if they will add these services

Line Item Description Quantity (# of staff) Hours Hourly

Staffing Cost Total Cost

15 Saturday - 9/19/2026 Parking Services

(5:00 p.m. - 10:30 p.m.) 5.5 hours 5 5.5

TOTAL

4. 4. .......................................................... Vendor Questionnaire

4.1. 1. .............................................................................. Offeror Information* Please download the below documents, complete, and upload.

• Exhibit_A_-_Offeror_Informa...

*Response required

4.2. 2. ............................................................................ Offeror Confirmation* Offeror confirms to have read and agreed to specifications and all terms and conditions herein.

☐ Please confirm

*Response required

4.3. 3. .............................................. Acknowledgement of Addenda and Q&A* Offeror acknowledges that they received and reviewed all Addenda and Questions/Answers.

☐ Please confirm

*Response required

4.4. 4. .................................................................................... Purchase Order * I have read and agree to the attached City of Cottonwood Purchase Order Standard Terms and

Conditions.

☐ Please confirm

*Response required

4.5. 5. ....................................................................... Certificate of Insurability* I hereby certify that as an Offeror to the City of Cottonwood (City) for this solicitation, I am fully aware of the insurance requirements contained in the solicitation and/or agreement and by submission of this offer, I hereby assure the City that I am able to produce the insurance coverage required should be selected to be awarded this solicitation.

Should I be awarded the this solicitation by the City and then become unable to produce the insurance coverage specified within ten (10) working days, I am fully aware and understand that this shall constitute a material breach of this agreement and shall be subject to penalties up to and including termination of the agreement at the sole discretion on the City. I also understand and am fully aware that I may not be considered for further projects by the City.

☐ Please confirm

*Response required

4.6. 6. ................................................................... Indemnification Statement* I have read the Indemnification information and I understand that if awarded this solicitation, I will, to the fullest extent permitted by law, defend, indemnify, and hold harmless the City of Cottonwood, its https://government-project.s3.us-west-2.amazonaws.com/103963/e04fef6a-cba5-4561-8dbf-6c5cf889b094_Exhibit_A_-_Offeror_Information.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4B7UBZQBT%2F20260810%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260810T182652Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENn%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCICVtR4M%2FtLbOeociwN%2B7wWKtkA3eP%2F4Y60hTLRT0YQsPAiBNPynq%2F5CSbzSrpS%2FIEmOtrpOZ35A4DAzSGcUurudZnyqVBQii%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMG4QZS%2BDIWeCfc0FmKukEbus7qclkaXLrJZL40jwWuxKrgpgZUlkgRrYx2mnkqWC4LmETkMC6fzUXdjkcU3HT6BJD8kg%2FVtPNBbfdLcspeMvvPzxtZ8KtDmtHQ6Hz3yv3QDvYPPc%2FEvm0Z8Q36rrkHCTpaVGTjH8toODY2nRINauSSg1FqI18aSPNB%2BOFrqvLr5INmTtTqGbT9eMqD5un3BYPKx7NTjVQ%2Fn6fjMtqXobphkalsxncfdCEMGUHbWXCZfgVTqmTZH2Rtc4ZLG0nP7R6Y4X6GlvSgvtUMnInQPGj5eqbjn%2FNDdVtiP%2Bc4NOMhYKuaC%2BSLOhPg6rdlAY7iTXBrO%2FZWzEhcisMITPQTgmgKQuh9319DTokwDZU7MK5D14d757naJDfsEIVqer1cDgY9CJ2FXlLgBl2ZYPvgVIwSXaMFfARwZLrmYaITd8gg1Iv2bt9wtmU82trIrit%2BM9%2F9%2BB8ZGdnnCbu90F%2BkPJkMOCovN9AgXnpKXYr0kSLfLBynpBHXfVp8leCorcC1BSKF7TqgYY3IGPxNhPlgMQ5DyfRIvBJ43C5qopJi7ErZIsgb3jeVFXGBijrodBbR1dORGlPffKXICCYnXVBLBJVVpkdE0%2Fefp0ULXbb5vSAbHsGZSZtB%2FS%2BtGon9ln9hWfK1QNSwHx241JbwVRmZuGcarIzm%2B%2BLpSmOlAhW%2FDFXWNCi9k%2FUcduOtLz6iBp2L7R%2FYCLjan5AN8gocpnWTBQdOoBb4eoDppiH%2BVE%2FCUcQQt7f76pjDiGIapOANTM3Gi1l4re7rgToQOSUvMt0RBvvg7z9o3VRUjDzGsNIcWZQAs11HtB1kRkw0YLo0wY6mgEzMiYFXB8lerqw7Sqqw%2FmoaFl4KC6Ou6cL%2B3XI6MHBfzreUySTS5ekFDCSp%2BK1zC781PtA%2FxhtwmkUzGYlRXu1%2FB36wvba4%2BPYVtA2Ho8S9GCaNC4AyTHRxK5JJwI13gCoMvBUB1EBAcE2n3OkATA8%2Bg7UANjXgPjSuoaKVBEoGzn1KUI757MbDOuPE8K2nlSg1GhozqiUAOvx&X-Amz-Signature=9fbc51e411aa59bbbf73df622b2db502b38aa205e3dd5892106d5577099c50d1&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Exhibit_A_-_Offeror_Information.pdf%22&x-id=GetObject agents, officers, employees and volunteers from and against all claims, damages, losses, and expenses

(including, but not limited to attorney fees and court costs) arising from the acts, errors, mistakes, omissions, work or service of the Offeror, its agents, employees, or any tier of Offeror's subcontractors in the performance of this Purchase Order.

☐ Please confirm

*Response required

4.7. 7. .................................................... City of Cottonwood Business License* Does your firm have a City of Cottonwood Business License?

☐ Yes

☐ No

*Response required

When equals "Yes"

4.7.1. 7.1. If yes, please enter your City of Cottonwood Business License number.** *Response required

When equals "No"

4.7.2. 7.2. City of Cottonwood Business License* If you do not currently have a City of Cottonwood Business License and you are the successful offeror, you will be required to attain a license (found at www.cottonwoodaz.gov) prior to beginning any work for the City.

☐ Please confirm

*Response required https://www.cottonwoodaz.gov/

5. 5. ........................................................................ Quote Terms

5.1. 5.1. .................................................................................. Additional Terms

Work shall be scheduled to minimize disruption of the surrounding residential neighborhood.

The City and the selected Offeror will determine the dates for which all work shall be scheduled. Work must be completed within those dates in an efficient manner.

The selected Offeror shall be held responsible for any and all incidental damage occurring as a result of the work performed by the Offeror.

No additional charges or other costs incurred by the selected Offeror shall be allowed without prior authorization from the City.

The selected Offeror shall comply with all applicable OSHA safety regulations.

The selected Offeror shall give forty-eight (48) business hour notice prior to the start of the job.

The selected Offeror shall supply all required equipment, personnel, vehicles, and materials required to complete the job.

Respondents to this Request for Quotes are strongly urged to visit the sites prior to the submission of the quote.

The City reserves the right to reject any or all quotes, or to cancel the solicitation altogether. The City reserves the right to award a portion of the work quoted, and to allow, at the City's discretion, an otherwise qualified responder to furnish any missing information, and to be the sole judge of respective quotes received.

6. 6. ............................................................................. Insurance

6.1. 6.1. ...................................................................... Insurance Requirements

The selected contractor must provide the following documentation:

Proof of Insurance: The Contractor shall maintain all insurance policies which may be required by

Federal and State laws, County and City ordinances, regulations and codes during the term of this agreement in the amounts specified below by companies licensed in Arizona with a current AM

Best rating of A:VIII or better. The City's Risk Management reserves the right to review and make an exception for substitute/alternative coverage. Failure to maintain insurance as specified herein may result in termination of agreement at the City's option.

Minimum Requirements

Worker’s Compensation Statutory Requirements

General Liability $2,000,000 Aggregate

$1,000,000 per Occurrence

Products/Completed Operations $1,000,000 per Occurrence

Automobile Liability $1,000,000 per Occurrence

Professional Liability $2,000,000 Aggregate

$1,000,000 per Occurrence

Liability policy shall include coverage for:

1. Liability assumed in agreements in effect in connection with insurer’s operations.

2. All owned, hired, or non-owned automotive and truck equipment used in connection with the insured operation.

Contractor must furnish to the City a Certificate of Insurance with written evidence of the types and amounts of insurance coverage required by the City, including endorsements naming the City as an additional insured, and waiving subrogation against the City.

The Contractor’s insurance is primary as to any claims resulting from the contract.

These policies shall not expire within the term of this project. Neither the Contractor nor any subcontractor shall commence work under the project until the City has approved the insurance.

The entire project covered shall be at the Contractor's risk until final acceptance by the City.

7. 7. .................................................................... Indemnification

To the fullest extent permitted by law, the Offeror shall defend, indemnify, and hold harmless the City of

Cottonwood, its agents, officers, officials, employees and volunteers from and against all claims, damages, losses, and expenses (including but not limited to attorney fees and court costs) arising from the acts, errors, mistakes, omissions, work or service of the Offeror, its agents, employees, or any tier of

Offeror's subcontractors in the performance of this Agreement.

7. 7. Indemnification