Parks and Recreation Event-Related Services

The City of Phoenix Parks and Recreation Department is seeking to establish a Qualified Vendors List (QVL) for event-related services through a five-year contract commencing on or about February 1, 2026. The solicitation invites sealed offers from 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. Offerors must demonstrate minimum qualifications, including 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 evaluation criteria are equally weighted at 50 percent each, focusing on qualifications/experience (600 points) and content of response (400 points), with both components evaluated on a pass/fail basis.

The solicitation includes specific requirements for Disadvantaged Business Enterprise (DBE) and small business participation, mandating contractors to track and report DBE involvement and demonstrate good faith efforts to engage certified firms. Contractors must comply with the City's DBE and Small Business Participation Plan, which requires annual submission and monthly reporting of DBE expenditures through the City's Certification and Compliance System. Insurance requirements are substantial, including 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. While no specific contract value was disclosed, contractors must obtain all necessary permits, comply with local, state, and federal regulations, and adhere to Phoenix City Code Chapter 18, Article V, regarding equal employment opportunity and non-discrimination policies. 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.