Submittals_-_Costs_and_Payments_rev_2-2023_(1).pdf
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- Attached to
- Parks and Recreation Event-Related Services
- Solicitation number
- PKS-RFQu-26-0119
- Issued by
- Maricopa County, Phoenix City, Arizona
About this file
This is a Cost and Payments submittal form for the City of Phoenix Parks and Recreation Department's solicitation for event-related services. The City of Phoenix is establishing a five-year Qualified Vendors List (QVL) for 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. Offerors must demonstrate minimum qualifications of at least one year in operation and documentation of conducting at least one event within the past two years. 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. The contract term commences on or about February 1, 2026, and continues for five years.
The payment terms outlined in this submittal require vendors to select one of two options: either a prompt payment discount of a specified percentage for payment within 30 days or zero percent discount with net 45 days payment, effective after receipt of invoice or final acceptance of products, whichever is later; or enrollment in the City's Single Use Account (SUA) Program for immediate payment upon invoice approval, provided the vendor accepts all associated merchant bank transaction costs and agrees not to transfer those charges to the City. 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. The solicitation includes mandatory requirements for Disadvantaged Business Enterprise (DBE) and small business participation, substantial insurance requirements including Commercial General Liability of $2,000,000 general aggregate and Automobile Liability of $1,000,000 combined single limit, and maximum-level background screening for all contract workers with potential access to vulnerable populations or City facilities.
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COSTS AND PAYMENTS
(please complete and return with the submittal)
PAYMENT TERMS & OPTIONS: Vendors must choose an option, if a box is not checked, the
City will default to 0% - net 45 days:
____ Contractor offers a prompt payment discount of either ______% - 30 days or 0% – 45 days - to apply after receipt of invoice or final acceptance of the products (invoice approval), whichever date is later, starts the 30 days. If no prompt payment discount is offered, the default is 0%, net 45 days; effective after receipt of invoice or final acceptance of the products, whichever is later. Payment terms offering a discount will not be considered in the price evaluation of your offer.
____ Contractor may be paid immediately upon invoice approval, if enrollment is made to the
Single Use Account (SUA) Program, administered by the City’s servicing bank (“Bank”). By checking this box, the vendor accepts transaction costs charged by their merchant bank and agrees not to transfer to the City those extra charges. The City will not pay an increase in our services for the SUA charges; if an audit uncovers an upcharge for the SUA charges the vendor will owe the City all costs. The vendor may opt-out of the SUA program once, but then may not rejoin during the same contract term. For more information about the SUA program or to enroll, send email to mailbox.sua@phoenix.gov.
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