Performance_Entertainment_Coordination_Services_(Addendum_#1_Revision).pdf

REQUEST FOR QUALIFICATION

RFQu-24-0427

PERFORMANCE ENTERTAINMENT COORDINATION

SERVICES

CITY OF PHOENIX

PARKS AND RECREATION

200 W. WASHINGTON STREET, 16TH FLOOR

PHOENIX, AZ

85003

RELEASE DATE: October 17, 2025

DEADLINE FOR QUESTIONS: October 30, 2025

RESPONSE DEADLINE: November 13, 2025, 2:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

RFQu-24-0427

Performance Entertainment Coordination Services

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 - Submittals_-_Contractor_Information_rev_2-2023

B - Submittals_-_Contractor_Licensing_Requirements_rev_2-2023

C - Submittals_-_Conflict_of_Interest_and_Transparency_rev_2-2023

D - Submittals_-_Debarment_&_Exclusion_rev_2-2025

E - Submittals_-_Costs_and_Payments_rev_2-2023

F - Submittals_-_Offer_Page_rev_3-2023

G - Acceptance of Offer Form 2025

Request For Qualification #RFQu-24-0427 Title: Performance Entertainment Coordination Services

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 two (2) weeks prior to the meeting.

Solicitation Issue Date: October 17, 2025

Pre-Offer Conference (Non-Mandatory): October 24, 2025, 11:00am

Agenda

Click on Agenda link above to join meeting

Written Inquiries Due Date: October 30, 2025, 2:00pm

Offer Due Date: November 13, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTVkMjhmNDItZTE0OS00OTczLTg5YTMtM2M2MmZmNWEzNjhm%40thread.v2/0?context=%7b%22Tid%22%3a%2296b9695c-4f0e-42bd-8adf-ba755760346b%22%2c%22Oid%22%3a%2261eb4cea-738c-4362-9310-25110f3443bd%22%7d

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Performance Entertainment Services for a five-year contract term commencing on or about January 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 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 Agreement.

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.

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 mailto:procurement-support@opengov.com 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 City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/199785. 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.

2.6. 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.

https://procurement.opengov.com/portal/phoenix/projects/199785

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.

2.7. 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.

2.8. 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.

2.9. 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.

2.10. 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/199785. 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 https://procurement.opengov.com/portal/phoenix/projects/199785 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 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.

2.11. 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.

2.12. 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/199785 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 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.

2.13. Special Requirements

In order for an RFQu response to be considered, the Offeror shall comply with Phoenix City

Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements.

Any questions in regard to these requirements shall be directed to the Equal Opportunity

Department, (602) 262-6790.

https://procurement.opengov.com/portal/phoenix/projects/199785

2.14. Pre-Award Qualifications

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

2.15. Qualification Criteria

Statement of Qualifications shall relate specifically to the following items, listed in general order of importance, for evaluation and selection purposes.

A. All offerors must have conducted a minimum of five events within the past three years.

B. All offerors must have a minimum of two years in operation as an organization for providing the services requested in this solicitation.

C. All management personnel employed by the offeror must have a minimum of three

(2) years of relevant experience and qualifications in overseeing events within the services requested under this solicitation.

D. All offerors must provide documentation which supports the number of years in operation for the goods and services being requested within this solicitation.

E. All offerors must provide sufficient documentation which supports management personnels relevant qualifications experience as well as identified titles for all events relevant under this solicitation.

F. All offerors must provide the URL of their business website or details of the equivalent digital platform used to showcase their inventory and services relevant to this solicitation. All offerors must ensure the link is active and accessible for review.

G. In “Good Standing” with the City, if previously or in a current contract. Good Standing refers to compliance with all contractual provisions, including payments or financial obligations and performance reporting.

H. Actively registered and In “Good Standing” with the Arizona Corporation Commission.

2.16. Evaluation and Selection

After evaluating all submissions, the City may ask some or all the firms that submitted a response to participate in interviews. Upon completion of the evaluation process, the City may assign a detailed scope of work to the selected candidate and negotiate fees for services.

RFQu responses should be concise, well-organized per the requested information, clearly written and limited to the number of pages appropriate for your response, including resumes.

The review process places considerable emphasis on the responsiveness of the RFQu response to the requirements outlined above. RFQu responses that are not written specifically in response to this request cannot receive serious consideration.

All RFQu responses will be evaluated based on the criteria listed above in the Qualifications

Section of this RFQu.

The firms under consideration for this RFQu, will be evaluated in accordance with the solicitation by an Evaluation Committee and/or the Procurement Officer. The City reserves the right to request supplemental information that the Evaluation Committee deems necessary to make a selection. The Committee may be supplemented by outside professionals or professionals from other City departments who can provide additional expertise.

2.17. Agreement

The City will require the selected Offeror to participate in negotiations and to submit such cost, technical or other revisions of the submittals as may result from negotiations. The City shall draft all final contracts and documents that result from this RFQu.

The language contained in this RFQu and the Offeror's statement of qualifications will form the basis of any resulting Contract. However, this RFQu does not commit the City to enter a

Contract, to pay any costs incurred in the preparation of a submittal to this request or in subsequent negotiations, or to procure a contract for the project(s).

2.18. 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.

2.19. 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.

2.20. 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.

2.21. 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.

2.22. 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.

2.23. 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.

2.24. 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.

2.25. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and 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 will render an Offer nonresponsive.

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

2.26. 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.

2.27. 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.

2.28. Offers Not Within the Competitive Range

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

Range.

2.29. 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.

2.30. 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 Contractor shall provide, detailed vendor coordination planning for performance entertainment related services on an as needed basis. The Contractor must consider logistical planning such as event scheduling, transportation, equipment needs, and personnel deployment needs. This includes but is not limited to comprehensive event planning, technical production, equipment, personnel, setup/operation/maintenance, and takedown services for City-sponsored events (large and small) as requested. The

Contractor will be required to ensure that all equipment and services provided are fully operational according to manufacturer standard specifications and applicable federal, state and local laws, and City policies. This Agreement will operate through a Qualified

Vendors List (QVL). Upon request from the City, each event will be issued a separate

Quote by the contractor for each event that specifies a final Scope of Work, deposit requirements, schedule, and compensation.

3.2. Purpose

The purpose of this Scope of Work is to define the responsibilities and deliverables of the

Contractor in providing performance entertainment coordination services from various qualified vendors. The Contractor will be responsible for securing, scheduling, and managing live entertainment performances to enhance the overall experience for attendees. Vendors selected for this QVL will be required to provide services on an as needed basis for various events and entertainment services needs for City sponsored events. All Quotes shall include deposit requirements, schedule, compensation and final scope of work for each event.

3.3. Coordination Services – The Contractor shall:

3.3.1. Identify, recommend, and secure appropriate performers and entertainment groups that align with the Event’s theme, audience, and budget.

3.3.2. Develop and manage an entertainment schedule, ensuring seamless integration with the

Event program.

3.3.3. Provide recommendations for diverse entertainment options, including but not limited to live music, dance, theatrical acts, cultural presentations, and specialty performers.

3.3.4. Coordinate with performers, agents, or vendors to secure necessary agreements.

3.3.5. Negotiate performance fees, technical requirements, and other necessary provisions with the service provider.

3.3.6. Negotiate and pay performance fees, technical requirements, and other necessary provisions with the service provider.

3.3.7. Serve as the primary point of contact for performers before, during, and after the Event.

3.3.8. Provide on-site support to oversee performer arrival, setup, sound check, and performance execution.

3.4. Event Planning & Coordination

3.4.1. The contractor is required to develop and submit detailed plans for each event, including timelines, layouts, and vendor coordination. Plans must consider logistics such as transportation, equipment needs, and personnel deployment.

3.4.2. Vendor Management: If requested, the Contractor is required to manage third-party providers for food, beverages, entertainment, and other supplementary services.

3.4.3. Communication: The Contractor is required to establish and maintain an open line of communication with the City to confirm dates, location, and other event logistics. The Contractor shall provide weekly progress updates prior to the event.

3.4.4. Progress Reports: The Contractor is required to provide the City with regular updates on planning progress, including vendor coordination and event setup.

3.4.5. Qualified Staff: The Contractor is required to provide adequately trained and certified personnel to operate and manage equipment and stages.

3.4.6. Adequate Staffing Levels: The Contractor is required to ensure there are enough personnel to cover all aspects of the event, from equipment setup to supervision and cleanup.

3.4.7. Post-Event Report: After the event, the Contractor is required to submit a detailed report outlining the success of the event, any issues encountered, and any recommendations for future improvements.

3.5. Special Event Equipment

3.5.1. Delivery and setup: The Contractor is required to provide tables, chairs, linens, and any other required party rental equipment. Setup must be completed by the specified timeline.

3.5.2. Adequate Seating: The Contractor is required to ensure enough seating for all attendees, including seating arrangements for spectators, VIP sections, and event staff.

3.6. Concert Equipment and Stages

3.6.1. Stage Setup: The Contractor shall be responsible for the assembly of all stages, sound systems, and lighting according to event specifications. This includes microphone setups, speaker positioning, and wiring for power, video and sound.

3.6.2. Sound Checks: The contractor shall perform sound and lighting tests before the event starts to ensure optimal performance.

3.6.3. Manufacturing Standards: The Contractor is required to verify that all equipment complies with manufacturer specifications, particularly with respect to safety features (e.g., secure anchoring of tents and stages).

3.6.4. Inspection Certificates: The Contractor is required to provide inspection certificates or proof of safety compliance for all relevant equipment.

3.6.5. Backup Equipment: The Contractor is required to have contingency plans in place, including backup equipment or replacement procedures, in case of equipment failure.

3.7. Staffed Personnel

3.7.1. Security Management: The Contractor is required to provide security personnel to monitor event safety, crowd control, and secure areas (e.g., backstage, VIP sections). The Contractor shall coordinate with local law enforcement if required.

3.7.2. First Aid & Emergency Response: The Contractor is required to coordinate with the City for first aid stations and emergency procedures. The Contractor shall ensure security and staff are briefed on emergency protocols.

3.7.3. Routine Checks: The Contractor shall conduct routine checks during the event to ensure that all equipment (e.g., concert stages, audio video equipment) is operating correctly and safely.

3.8. Event Supervision

Contractor should have sufficient supervision to cover applicable responsibilities such as:

3.8.1. Onsite Management: The contractor is required to provide on-site supervisors to manage event setup and operations throughout the event, troubleshooting any issues with equipment or logistics. Managements staff title definitions and descriptions included but not limited to, are as follows:

3.8.2. Event Director: Leads the strategic development of event concepts, goals, and objectives in collaboration with City stakeholders, department directors, managers, supervisors and all other City personnel. Event responsibilities include oversight and the development of event timelines, budgets, and operational plans, ensuring all aspects align with the event’s vision and objectives.

3.8.3. Event Coordinator: Plans and coordinates various aspects of an event, including logistics, scheduling, vendor management, and guest services. Job responsibilities include direct oversight leading up to and on the day of the event to include facilitating the setup, breakdown, and takedown of the entire event.

3.8.4. Event Planner: Works closely with the City to design and organize events. Event responsibilities include budgeting, venue selection, invitations, and ensure all details align with the City’s expectation.

3.8.5. Event Manager: Oversees the entire event planning and execution process. Event responsibilities include managing teams, vendors, budgets, and logistics to ensure successful delivery of events as any issues that arise during the event as well.

3.8.6. Production Manager: Focuses on the technical aspects of an event, such as sound, lighting, stage setup, and audiovisuals. Event responsibilities include direct oversight of all technical elements to ensure correct set up and to manage staff involved in the production from the beginning, during and up to the Event’s conclusion.

3.8.7. Stage Manager: Manages the stage area and ensures performers and crews are prepared and on schedule. Event responsibilities include handling cueing performers, technical transitions, and troubleshooting stage issues during live performances.

3.8.8. Logistics Manager: Focuses on managing the transportation, equipment, and other logistical aspects of an event. Event Responsibilities include coordinating delivery schedules, managing staff, and ensuring that all necessary equipment arrives on time.

3.9.9. Equipment Manager: Supervises the inventory, transportation, setup, and breakdown of event equipment, including sound systems, lighting, AV equipment, staging, and other event-specific tools. Event responsibilities include ensuring all equipment is properly maintained, tested, and operational before the event. Has direct oversight of all storage and transportation of equipment to and from event venues.

3.9.10. Leads and manages a team of equipment technicians and support staff, ensuring they are properly trained and briefed on event requirements. Assign tasks and ensure all equipment is set up and operated according to the event schedule. And specifications and requirements.

3.9. Breakdown and Takedown

3.9.1. Takedown of Equipment: After the event, the Contractor is required to disassemble and remove all equipment, including seating, stages, etc.

3.9.2. Cleanup: The Contractor is required to ensure that all areas used for the Event are cleaned and restored to their original condition.

3.10. Licensing and Permit Requirements

All performance entertainment activities must comply with applicable local, state, and federal regulations. The Contractor is required to obtain all necessary licensing, permits and approvals prior to the commencement of the services being provided. This includes, but is not limited to, permits related to venue usage, public safety, and any specific activities or services provided during the Event. Failure to secure the appropriate permits may result in delays, penalties, or the cancellation of the Event. It is the responsibility of the Contractor to consult with City personnel and the relevant authorities to ensure full compliance with all regulatory requirements.

3.11. Fully Functional Wi-Fi with Strong Connectivity Access Requirement

The Contractor is required to provide fully functional Wi-Fi with strong and reliable connectivity to support all event and entertainment activities. The Wi-Fi network must ensure seamless access for attendees, staff, and any connected devices, with sufficient bandwidth to accommodate high-demand usage without interruptions. The Contractor is responsible for the setup, maintenance, and troubleshooting of the network throughout the event duration, ensuring optimal performance at all times.

3.12. Deliverables

The Contractor shall provide the following:

3.12.1. Entertainment plan and proposed lineup for approval prior to the Event.

3.12.2. Final entertainment schedule with confirmed performers, technical needs, and performance times.

3.12.3. Copies of all performer agreements and riders.

3.12.4. On-site management and coordination of entertainment throughout the Event.

3.12.5. Post-event report summarizing performances, issues encountered, and recommendations for future events.

4. Evaluation Process

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 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. Qualifications and Experience

All offerors must have conducted a minimum of five events within the past three years.

All offerors must have a minimum of two years in operation as an organization providing performance entertainment coordination services.

All management personnel employed by the offeror must have a minimum of two years of relevant experience and qualifications in overseeing events within the services requested under this solicitation

N/A N/A

2. Content of Response

The Offerors’ response will include the following:

A. All offerors must provide documentation which supports the number of years in operation for the goods and services being requested within this solicitation.

B. All offerors must provide sufficient documentation which supports management personnels relevant qualifications experience as well as identified titles for all events relevant under this solicitation.

C. All offerors must provide the URL of their business website or details of the equivalent digital platform used to showcase their inventory and services relevant to this solicitation. All offerors must ensure the link is active and accessible for review.

N/A N/A

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 solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller of goods or services.

5.2. 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.

5.3. 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.

5.4. Contract Interpretation

A. Applicable Law: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in

Maricopa County, State of Arizona.

B. Contract Order of Precedence: In the event of a conflict in the provisions of the

Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

1. Federal terms and conditions, if any

2. Special terms and conditions

3. Standard terms and conditions

4. Amendments

5. Statement or scope of work

6. Specifications

7. Attachments

8. Exhibits

9. Instructions to Contractors

10. Other documents referenced or included in the Solicitation

C. Organization – Employment Disclaimer: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership or formal business organization of any kind, and https://procurement.opengov.com/portal/phoenix…