Submittals_-_Contractor_Information_rev_2-2023_(1).pdf

This is a Contractor Information submittal form used by the City of Phoenix Parks and Recreation Department for vendors responding to a solicitation for event-related services. The City of Phoenix is establishing a Qualified Vendors List (QVL) through a five-year contract commencing on or about February 1, 2026. The solicitation seeks sealed offers from qualified vendors to provide comprehensive entertainment and event services, including balloon artists, face painters, inflatables, DJs, bands, magicians, carnival games, photo booths, rides, laser tag, theater performances, and cultural presentations. A non-mandatory pre-offer conference is scheduled for December 2, 2025, at 11:00 a.m. via Microsoft Teams, with written inquiries due by December 9, 2025, at 2:00 p.m. Sealed offers must be submitted electronically through the City's Procurement Portal by January 9, 2026, at 2:00 p.m. Minimum qualifications require vendors to demonstrate at least one year in operation and documentation of conducting at least one event within the past two years.

Pricing will be firm and fixed based on quoted amounts for each scheduled event, with any price increases requiring written approval from the Chief Procurement Officer. Vendors must comply with the City's Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan, including annual submission and monthly reporting of DBE expenditures through the City's Certification and Compliance System. Insurance requirements include Commercial General Liability ($2,000,000 general aggregate), Automobile Liability ($1,000,000 combined single limit), and Workers' Compensation with statutory limits. Background screening at the maximum risk level is mandatory for all contract workers with potential access to vulnerable populations or City facilities. Contractors must obtain all necessary permits and comply with local, state, and federal regulations, including Phoenix City Code Chapter 18, Article V, regarding equal employment opportunity and non-discrimination policies. Evaluation criteria are equally weighted at 50 percent each, focusing on qualifications and experience (600 points) and content of response (400 points), with both components evaluated on a pass/fail basis.