Required_Report_Formats_.docx

This is a required report formats document for the City of Phoenix's RFP No. 16-006 for Exclusive Pouring Rights at the Phoenix Convention Center, Symphony Hall, and Orpheum Theatre. The document establishes the preferred reporting standards that the selected vendor must follow throughout the contract term. The contract concerns non-alcoholic bottled, canned, and fountain beverage products distributed within the Phoenix Convention Center venues and City-managed parking facilities. The agreement will operate for an initial five-year term commencing on or about January 1, 2027, with one five-year renewal option available. The contract terminates upon the earliest occurrence of reaching the end of the term, including any extensions exercised, or upon termination pursuant to the agreement's provisions.

The document specifies five mandatory reporting formats that vendors must submit: Annual Sponsorship and Pouring Rights Fees Reports detailing amounts due and payment dates; Monthly Vending Sales Commission Reports documenting total monthly sales with backup documentation; Quarterly Bottles and Cans Rebate Reports listing cases sold and rebate amounts; Quarterly Gallon/Case Rebate Reports including gallons sold with warehouse invoice copies; and Bi-Annual Equipment Inspection Reports documenting inspection dates, equipment descriptions, and inspection results. Vendors unable to provide information in the specified formats may propose alternative report formats for City consideration. All reports must include supporting documentation such as warehouse invoices and equipment inspection records to substantiate the reported figures and transactions.