Theatrical_Rigging_(Addendum_#2_Revision).pdf

INVITATION FOR BID

IFB-PCC-26-0109

THEATRICAL RIGGING

CITY OF PHOENIX

PHOENIX CONVENTION CENTER

100 N. THIRD STREET

PHOENIX, AZ

85004-2231

RELEASE DATE: May 29, 2026

DEADLINE FOR QUESTIONS: June 12, 2026

RESPONSE DEADLINE: June 30, 2026, 12:00 pm

City of Phoenix

INVITATION FOR BID

IFB-PCC-26-0109

Theatrical Rigging

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 - Equipment General Requirements

B - Manual Counterweight Theatrical Rigging Systems Inventory

Invitation For Bid #IFB-PCC-26-0109 Title: Theatrical Rigging

1. Introduction

1.1. Contact Information

Dorene Boyd

Phoenix Convention Center

Email: dorene.boyd@phoenix.gov

Phone: (602) 534-1242

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 (Dorene Boyd) at 602-534-1242/Voice or 711/TTY, or dorene.boyd@phoenix.gov, no later than two (2) days prior to the meeting.

Solicitation Issue Date: May 29, 2026

Pre-Offer Conference (Non-Mandatory): June 5, 2026, 10:00am

100 North Third Street, Phoenix Arizona.

Second Floor Room 207

Site Visit (Non-Mandatory): June 5, 2026, 10:30am

100 North Third Street, Phoenix Arizona.

Second Floor Room 207

Written Inquiries Due Date: June 12, 2026, 12:00pm

Offer Due Date: June 30, 2026, 12:00pm

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Motorized Rigging System Inspection, Maintenance and Repair (Part A) and Manual Counterweight Riggin System Inspection, Maintenance and

Repair (Part B), 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.

Part A: Motorized Rigging Systems, Inspection, Maintenance, and Repair

The contractor shall perform an annual onsite physical and visual inspection of the motorized rigging system and its associated components for a five (5)-year contract period, beginning on or about October 1, 2026. The inspection shall include, but is not limited to, the items listed under this scope. Tasks not expressly listed but reasonably required to complete the inspection shall be considered included. All repair and maintenance work must receive prior approval from the Phoenix Convention Center Department Authorized Department Representative (ADR) or their designee.

Part B: Manual Counterweight Rigging Systems, Inspection, Maintenance, and Repair

The Contractor shall conduct an annual onsite physical and visual inspection of the manual counterweight rigging system and all associated components for a three (3)-year contract period, beginning on or about November 1, 2028. The inspection shall include, but is not limited to, the items specified within this scope. Tasks not expressly listed but reasonably required to complete the inspection shall be considered included. All repair and maintenance work must receive prior approval from the Phoenix Convention Center Department’s Authorized

Department Representative (ADR) or their designee.

This solicitation consists of two distinct parts:

• Part A: Motorized Rigging Systems, Inspection, Maintenance, and Repair

• Part B: Manual Counterweight Rigging Systems, Inspection, Maintenance, and Repair

Bidders may submit proposals for Part A and/or Part B.

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.

mailto:procurement-support@opengov.com

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 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/197370. 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, Phoenix Convention Center Department, Fiscal and Procurement Services Division, 100 North

3rd Street, Phoenix, AZ 85004. 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.

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. 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.

https://procurement.opengov.com/portal/phoenix/projects/197370

2.9. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/197370. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. 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 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.

2.10. 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.

2.11. 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/197370 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 https://procurement.opengov.com/portal/phoenix/projects/197370 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/197370 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.

2.12. Pre-Award Qualifications

Offeror must have been in operation a minimum of five (5) years. The Offeror’s normal business activity during the past five (5) years will have been for providing the goods or services in this solicitation.

PART B Scope of Work Requirement: The Contractor shall provide at least one Entertainment

Technician Certification Program (ETCP) Theater Certified Rigger with current certification.

Offeror that currently contracts with the City must be in good standing for its Offer to be considered responsive. For the purpose of this IFB good standing means compliance with all contractual provisions, including payment of financial obligations.

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 agreement. Insurance requirements are non-negotiable.

2.13. 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.

2.14. 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.

2.15. 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.

2.16. 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.

2.17. 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.

2.18. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.19. 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.

2.20. Performance Bond

A performance surety in the amount of $10,000 of the total contract amount shall be provided by the Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

2.21. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. 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.

2.22. 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.

2.23. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

3. Scope of Work

3.1. Introduction

The City of Phoenix invites sealed offers for Motorized Rigging System Inspection, Maintenance and Repair (Part A) and Manual Counterweight Rigging System Inspection, Maintenance and

Repair (Part B), 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.

Part A: Motorized Rigging Systems, Inspection, Maintenance, and Repair

The contractor shall perform an annual on-site physical and visual inspection of the motorized rigging system and its associated components for a five (5)-year contract period, beginning on or about October 1, 2026. The inspection shall include, but is not limited to, the items listed under this scope. All repair and maintenance work must receive prior approval from the Phoenix

Convention Center Department Authorized Department Representative (ADR) or their designee.

Part B: Manual Counterweight Rigging Systems, Inspection, Maintenance, and Repair

The Contractor shall conduct an annual on-site physical and visual inspection of the manual counterweight rigging system and its associated components for a three (3) -year contract period, beginning on or about November 1, 2028. The inspection shall include, but is not limited to, the items listed under this scope. All repair and maintenance work must receive prior approval from the Phoenix Convention Center Department Authorized Department

Representative (ADR) or their designee.

3.2. Authorized Department Representative

The Authorized Department Representative (ADR) for this contract or their designated representative. The ADR or their designee will serve as the sole authority in determining product quality and acceptability. All concerns or issues arising during the performance of this contract shall be directed to the ADR or their designee for consultation and resolution.

3.3. Venue Locations

• Symphony Hall

75 N. 2nd Street, Phoenix, AZ 85004

• Orpheum Theatre

203 W. Adams Street, Phoenix, AZ 85003

• Herberger Theater Center

222 E. Monroe Street, Phoenix, AZ 85004

• South Ballroom Stage

33 S. 3rd Street, Phoenix, AZ 85004

3.4. Labor Rates

The contractor shall provide a detailed written estimate for each inspection with in 10 business days. Each estimate must include an itemized breakdown of materials and labor costs. The City reserves the right to review and approve material costs prior to the commencement of any project.

3.5. Certification and Licenses

Part B Only: The contractor shall provide at least one Entertainment Technician Certification

Program (ETCP) Theater Certified Rigger with current certification.

3.6. General Requirements

3.6.1 CONTROLS

Controls shall be inspected, cleaned, and operated to confirm all components and software are functioning correctly. Manufacturer firmware and software updates and patches shall be evaluated for applicability and installed if required. All discovered safety hazards, damage, or malfunctions covered within this scope of work shall be reported with 24 hours of inspection to the ADR or designee representative This includes all pendants and control stations with their operators and lamps, as well as motor control centers with interfacing electronics, PLCs, starters, and fuses. Software trim limits shall be adjusted as needed based on environmental and/or equipment changes. Travel limits shall be checked and adjusted if required.

3.6.2 GEAR MOTOR ASSEMBLIES

Assemblies shall be cleaned, lubricated, and operated to confirm all components are functioning correctly. Any required adjustments shall be made by the contractor. Lubrication shall include proper servicing of clutches, flange/pillow blocks, and chain couplings. All set screws and fasteners shall be checked for proper tightness. Electrical motors shall be tested under load to ensure operation within manufacturer’s electrical specifications. All motor brakes and electric/pneumatic parking brakes shall be tested and properly adjusted.

3.6.3 RIGGING SYSTEMS

All rigging shall be cleaned, lubricated, and operated to confirm all components are functioning correctly. Any required adjustments shall be made. T-Track and Lattice Track shall receive proper lubrication. All set screws and fasteners shall be checked for proper tightness. All wire rope lift lines and release line ropes shall be inspected for wear. All cable connections shall be inspected for proper installation, wear, and tightness. All stay chains shall be inspected and connections verified. All electrical cable management systems shall be inspected for proper operation, including rigging components, lift lines, and their connections.

3.6.4 EXCLUDED ITEMS

The contractor shall not be directly responsible for multi-circuit electrical cables used for lighting power or lighting control data lines, lighting fixtures or lamps, finish materials of the eyebrow or acoustic ceiling, rigging attachments on speakers or the speakers themselves, Grand Drape fabric, or curtain attachment ties or chains. In addition to the formal inspection scope defined herein, the Contractor shall conduct a documented visual survey of the surrounding rigging environment during each site visit. The survey shall identify any observable hazards within line of sight from the work area. The Contractor shall immediately notify the ADR or designee verbally within one (1) hour and a written notification shall be submitted via email and include photographs when applicable within 24 hours of any observed condition, whether within or outside the formal inspection scope, that may constitute a safety hazard, structural deficiency, or operational malfunction.

3.7. Inspection Requirements

Contractor shall inspect each motorized line set within each venue’s rigging system, including all associated components. The inspection shall ensure compliance with acceptable industry standards for system functionality and associated components. The following itemized list of system components is not all-inclusive but illustrates a minimum standard of inspection.

3.7.1 Head Blocks

Inspect all head blocks and associated components for general and overall condition, lubrication, proper bearing operation, sheave groove, mounting hardware, and positioning as per house hang plot.

3.7.2 Loft Blocks

Inspect all overhung and underhung loft blocks and associated components for overall condition, including idler pulleys, lubrication, proper bearing operation, sheave groove, side plates, mounting hardware, and positioning as per house hang plot.

3.7.3 Tension Blocks

Inspect all tension blocks for movement, hardware, connection, side plates, and bearings.

3.7.4 Mule Blocks

Inspect all mule blocks and associated components for overall condition, including idler pulleys, lubrication, proper bearing operation, sheave groove, side plates, mounting hardware, and positioning.

3.7.5 Arbors

Inspect all arbors from top to bottom, including all associated components such as; arbor rods, arbor stop/crash rail, fittings, nuts, bolts, lock plates and collars, spreader plates, for signs of cracking, deformation, tightness, and/or any other damage.

3.7.6 Wire Rope

Inspect all wire rope between termination connections for damage, abrasions, breaks, kinks, rubbing on other rigging components or building architecture, and ensure all fleet angles are within acceptable industry standards.

3.7.7 Termination Connections

Inspect all termination connections such as wire rope clips, Nicopress sleeves, trim chain, turnbuckles, batten clamps, shackles, along with connecting hardware associated with motorized rigging system for damage, overloading, distortion, viability, and proper connection.

3.7.8 Battens

Inspect all battens and batten sleeve connection hardware for condition and proper torque specification, bent battens, corrosion, and labeling.

3.7.9 Traveler Track Systems

Inspect all traveler track systems and associated hardware, operational control hand lines, stage drapery fabric, and attachment ties or chains.

3.7.10 T-Track/T-Bar Guides

Inspect T-Track/T-Bar guides for alignment, missing bolts, section splicing, horizontal supports, wall knees, hardware connections, and termination to structure.

3.7.11 Pin Rails

Inspect pin rails at each level for mounting bolts and welds, bends, pins, and rope.

3.7.12 Overhead Stage Electric Pipe Cable Pickup Terminations

Inspect all overhead stage electric pipe cable pickup terminations.

3.8. Standards and Workmanship

All work shall be executed by competent and qualified (as defined within ESTA standards, listed below) personnel skilled in the respective line of work.

Contractor shall follow all applicable published standards including but not limited to:

• Occupational Safety Health Administration (OSHA)

• American National Standards Institute (ANSI)

• Entertainment Services and Technology Association (ESTA)

• All fall protection Personal Protective Equipment (PPE) shall be provided by the contractor

Rescue training certification is preferred but not required.

3.9. Reports

All discovered safety hazards, damage, or malfunctions covered within this scope of work shall be reported with 24 hours of inspection to the ADR or designee representative.

Contractor shall submit for approval any required parts or repairs that would significantly impact or exceed the scope of work and scheduling with ADR.

A final report shall be issued within 90 business days and will provide a detailed assessment that includes, at a minimum: itemized inspection findings by component; photographs of deficiencies; recommended corrective actions; the date and time of the inspection; an evaluation of the general safety and fitness of the covered systems; work completed; and recommendations for any alterations, hardware or software updates or upgrades, and major or minor repairs not included within the inspection scope of work.

3.10. Additional Services or Materials

Upon request, the Contractor shall perform additional services according to the regular hourly repair rate indicated in Price Proposal section.

Additional supplies and materials needed to complete work outside of preventive maintenance must be pre-approved by the ADR or designee representative, provided by the Contractor, and billed separately. Supplies and materials approved prior to work being performed will be reimbursed by the City. Documentation must be provided by Contractor to substantiate the actual cost of the item(s). The City reserves the right to provide materials for Contractor's use in performing contracted services.

3.11. Part A: Motorized Theatrical Rigging Systems Description

3.11.1 Symphony Hall Acoustic Ceiling and Front of House Eyebrow System Description

3.11.1.1 The acoustical rigging system at Phoenix Symphony Hall consists of six (6) hoists and a Programmable Logic Controller (PLC) control system using Rockwell Panel

View Plus Compact 2711PC-T10C4D1 touch screen and a pendant for the user interface.

Communication to the Rockwell SLC 5/05 processors is via Cat6 Ethernet. The system controls and lifts the Front of House (FOH) Eyebrow, the center and side speaker cluster hoists, and the Acoustic Ceiling. The PLC, interfacing electronics, and motor starters are housed in two Motor Control Centers (MCC).

3.11.1.2 The Acoustic Ceiling has a secondary air brake system with an air compressor and a manually started backup air compressor. The front of house eyebrow and speaker cluster winches have a secondary speed brake system.

3.11.1.3 The MCC for the acoustic eyebrow and speaker clusters is located on the Front of House (FOH) cantilever grid that supports the eyebrow and speaker clusters. The MCC controls two hoists for the eyebrow including their electromechanical parking brakes and the two hoists for the three speaker clusters.

3.11.1.4 The MCC for the control of the Acoustic Ceiling is located on the stage grid. It controls two counterweight-assisted hoists for the ceiling including their pneumatic parking brakes and the required air compressors.

3.11.1.5 The operator control station is located on the stage right proscenium wall. The panel consists of one 9" touch screen, a system power key switch, a hard-wired

Emergency Stop operator, Auto/Pendant Selector, and a receptacle for the pendant.

3.11.1.6 A control pendant is provided for manual operation of the ceiling, speaker clusters, and eyebrow. The pendant includes an E-STOP operator, hoist selector and

UP/DOWN operators for the ceiling; UP/DOWN operators for both the Center and Side speaker clusters; TILT & HEIGHT operators for the eyebrow. A second backup control pendant is also included.

3.11.1.7 Safety features include normal travel and ultimate limits, crosswind and slack line interlocks, and a line contactor at both motor control centers operated through an E-stop circuit.

3.11.1.8 Acoustic Ceiling weight – approximately 24,000 lbs. Eyebrow weight – approximately 10,000 lbs.

3.11.2 Symphony Hall Acoustic Ceiling Hoists

3.11.2.1 Acoustic Ceiling Downstage Hoist – 24" Diameter cable drum; 14,000 lbs.

capacity.

3.11.2.2 Acoustic Ceiling Upstage Hoist – 24" Diameter cable drum; 20,000 lbs. capacity.

The upstage hoist is counterweight-assisted.

3.11.3 Symphony Hall Eyebrow Hoists

3.11.3.1 Eyebrow Upstage Hoist – 12" Diameter cable drum; 8,000 lbs. capacity.

3.11.3.2 Eyebrow Downstage Hoist – 12" Diameter cable drum; 8,000 lbs. capacity.

3.11.4 Symphony Hall Speaker Hoists

3.11.4.1 Center Speaker Cluster Hoist – 12" Diameter cable drum; 2,000 lbs. capacity.

3.11.4.2 Side Speaker Cluster Hoist – 12" Diameter cable drum; 4,000 lbs. capacity.

3.11.5 Orpheum Theatre Speaker Hoist

Center cluster speaker hoist consists of one (1) Eurodrive #S72DT90S4 Gear Motor, control station pendant, idler block, loft block, and lift lines.

3.11.6 Symphony Hall Grand Drape System

The Grand Drape system consists of a JR Clancy Power Assist™ Pro motorized rigging system and a JR Clancy SceneControl® 100 wall-mounted control station with a Siemens

"Simatic Panel" touch screen.

3.11.6.1 The motor, gearbox, and drum are located on the stage floor level.

3.11.6.2 The SceneControl station is located on the stage level at the proscenium end of the Fly Rail, stage right.

3.11.6.3 The Motor Control Center (MCC) has a SEW Eurodrive "MOVIDRIVE Compact" drive inverter MCV41A-00 and is mounted approximately 6 feet above the control station.

3.11.7 Symphony Hall Fire Curtain System

The fire curtain system consists of a straight lift Thermotec Industries fiberglass fire curtain, SEW Eurodrive Helical-bevel Gearmotor, drum, hoist motor starter with control station, two (2) release line stations with sixteen (16) 165-degree fusible links, SureGuard release system, three

(3) rate-of-rise detectors, release line trip detector limit, Smoke Pocket Track, loft blocks, lattice track, and lattice track arbor.

3.11.8 Orpheum Theatre Fire Curtain System

The fire curtain system consists of a Hub City 3805 Power Cube Worm Gear Drive, Canvass

Specialties #CSC-G2WC Fire Curtain, yield pad, Smoke Pocket Track, Schedule 40 pipe batten, Hydraulic Dash Pot, 40' Lattice Track, 8' Lattice Track arbor, Loft blocks and lift lines, clutch release, starter, control station, two (2) release stations, release line with 165-degree fusible links.

3.11.9 Symphony Hall External Banner Hoist

Banner hoist consists of one (1) Them Series 4WPT8 worm gear power winch, pendant controller, 5/16" 6x19 IWRC wire rope, two (2) 5/8" 6x19 IWRC wire rope vertical guide cables, two (2) 3" diameter aluminum pipe with four (4) three-wheel bearing guides, ¾" turnbuckle termination hardware and connections, general duty 2-pole safety switch.

3.12. Equipment General Requirements

All components that comprise each fully operational system shall be inspected. The following is a list of the covered systems and their major component parts. This is not intended to be a complete or exhaustive list of all covered system components. Further detailed in Attachment

A.

3.13. Part B: Manual Counterweight Theatrical Rigging Systems Inventory

The number of installed line sets for each venue is outlined below and further detailed in

Attachment B:

• Symphony Hall – 65 line sets

• Orpheum Theatre – 48 line sets

• South Ballroom Stage – 46 line sets

• Herberger Theater Center Stage – 72 line sets

• Herberger Theater Stage West – 58 line sets

3.14. Repairs on an as needed basis

Contractor shall provide local representative possessing a current ETCP theater rigger certification for emergency and/or necessary repairs. All emergency and necessary repairs shall include but not be limited to itemized components listed under the inspection clause of this contract. All requested emergency repairs shall be responded to within 24 hours of notification via a phone call or an email. All requested necessary repairs shall be responded to within 48 hours of notification. Emergency repair: a condition posing immediate risk to life safety or preventing venue operations. Necessary repair: a condition requiring correction within the contract period that does not pose an immediate safety risk. Any abnormalities or unsafe conditions of the systems shall be reported by the contractor and scheduled for repair at the earliest availability. Failure to meet required response times may result in assessment of liquidated damages.

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

Will, Must, Shall: 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

"Contract Administrator" Shall refer to the contract administrator as designated by the Director.

"Contract Manager" Shall refer to a staff member designated by the Director.

"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.

"PCCD" Phoenix Convention Center Department

“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.

4.2. 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.

4.3. 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.

4.4. 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 https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/procure

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…