Submittals_-_Costs_and_Payments_rev_2-2023_(1).pdf

This is a Cost and Payments submittal form for the City of Phoenix Parks and Recreation Department's five-year event-related services contract commencing February 1, 2026. The solicitation seeks vendors to provide a comprehensive range of 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. Vendors must meet minimum qualifications including at least one year in operation and documentation of conducting at least one event within the past two years. The evaluation will be equally weighted between qualifications and experience (600 points) and content of response (400 points), both evaluated on a pass/fail basis.

The form requires vendors to select one of two payment options: a prompt payment discount of either a specified percentage at 30 days or 0% at 45 days following invoice receipt or product acceptance, whichever is later, or immediate payment upon invoice approval through enrollment in the City's Single Use Account (SUA) Program, with vendors accepting responsibility for transaction costs imposed by their merchant bank. Contractors must comply with the City's Disadvantaged Business Enterprise and Small Business Participation Plan, maintain substantial insurance coverage including $2,000,000 Commercial General Liability and $1,000,000 Automobile Liability, and undergo background screening at the maximum risk level. 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. Contractors must obtain all necessary permits and comply with local, state, and federal regulations and Phoenix City Code requirements.