The Arizona Sports Foundation dba Fiesta Bowl

Transcription

1 The Arizona Sports Foundation dba Fiesta Bowl Request for Proposal Equipment/Fencing Rentals Due: June 30, 2017 PURPOSE The Fiesta Bowl is seeking a response from qualified vendors to provide equipment and fencing for all of our games and events. INSTRUCTIONS The vendor shall present their services and prices based on the following: Please indicate Please submit a rental price list for the equipment your company offers. Please include daily, weekly, and monthly rates. Please include all sizes/shapes/colors/materials that your company offers. Your list should include, but not be limited to, the following items: Tents/Canopies - please include availability and prices for corresponding side-wall - please include prices for sandbag vs. water barrel vs. staked - fire extinguishers and signage (including retardant certificate) must be provided to be compliant with fire safety regulations Chairs/Furniture Staging - please include a description of type of staging your company uses Lighting - please include all available lighting options including decorative and tent interiors Heaters - if available, please include umbrella, box blower, and column heaters Bars - please include material of each available bar Umbrellas Linens and Skirting - please include kwik cover style, if available

2 Fencing - Please include pricing and dimensions for chain link, bike barricade, concrete bast, and lattice fencing, if available Misc. Items - PA Systems - Ice Chests - Troughs - Extension Cords - Rollaway Beds - Hedge Walls - Slat Walls - Trussing - Cooking equipment (warmers, ovens, etc) Vendor must include all costs and explanations for the cost of all equipment: Installation Charges, Delivery and Pick-Up Charges, Weekend and Holiday Rates, Permitting, Engineering, On-Site Labor, etc. Following the response to the RFP, individual meetings will be set up to go over scope of needs and timeline to determine if vendor can sufficiently supply the company needs for all events. Please base your pricing off the tentative schedule below with the assumption that load-in and load out dates/times, can and will change. TENTATIVE SCHEDULE - Cactus Bowl Pregame Party o Load-In Date: TBD (between December 23 December 26) o Event/Game Date: December 26, 2017 o Load-Out Date: TBD (between December 26 December 27) o Location: Downtown Phoenix near Chase Field - Fiesta Bowl Fan Fest Pregame Party o Load-In Date: December 27-29, 2017 o Event/Game Date: December 30, 2017 o Load-Out Date: by January 1, 2018 o Location: University of Phoenix Stadium Great Lawn - Fiesta Bowl Stadium Club Pregame Party o Load-In Date: December 27-29, 2017 o Event/Game Date: December 30, 2017 o Load-Out Date: by January 1, 2018 o Location: University of Phoenix Stadium Great Lawn/Lawn B

3 - Fiesta Bowl Parade o Load-In Date: December 28-29, 2017 o Event Date: December 30, 2017 o Load-Out Date: December 30, 2017 o Location: North Phoenix Baptist Church - Duck Race o Date: Spring 2018, TBD o Location: Scottsdale Waterfront - Other Potential Events o Team Arrivals, PHX Executive Terminal o Cactus Bowl and/or Fiesta Bowl Team Pep Rally Event(s) o Private Alumni Pregame Party Area o Golf Tournament/Hole-in-One Tournament o Kickoff Luncheon/Dinner/Watch Party 1. The term of the official agreement between the Fiesta Bowl and selected equipment rental company is proposed to expire after the events. 2. The equipment rental company and the Arizona Sports Foundation staff will determine which invoices will be responsibility of the Arizona Sports Foundation and which invoices will be sent directly to the university s attention. Detailed back-up information is required with each invoice. 3. The Fiesta Bowl reserves the right to conduct discussions with the proposer(s) to negotiate price changes and has the right to revise and negotiate the proposal. 4. The proposal determined to be the most suitable to the organization shall be chosen based on the evaluation factors set forth in this Request for Proposal. The price will not be the sole determining factor in our decision-making, but will be taken into consideration. 5. There will be no obligation between the parties until a valid contract is executed. Company subject to reference and background check. Company will be asked to provide a certificate of insurance naming the following as additional insured prior to contact being executed. The Arizona Sports Foundation, Fiesta Events, Inc., the Valley of the Sun Bowl Foundation and the Arizona College Football Championship Foundation. 6. INSURANCE REQUIREMENTS: Vendor shall procure and maintain, until all of their obligations have been discharged including any warranty periods, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Vendor, his agents, representatives, employees or sub-contractor.

4 The insurance requirements herein are minimum requirements and in no way limit indemnity covenants. Arizona Sports Foundation, Fiesta Events, Inc., Valley of the Sun Bowl Foundation and Arizona College Football Championship Foundation in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise. Proposer(s) shall provide coverage with limits of liability not less than stated below and name the following as additional insured; The Arizona Sports Foundation, Fiesta Events, Inc., the Valley of the Sun Bowl Foundation and the Arizona College Football Championship Foundation. A. Commercial General Liability Occurrence Form Policy shall include bodily injury, property damage and broad form contractual liability coverage. (*additional coverage may be required depending upon scope of contract). General Aggregate $2,000,000 Products-Complete Operations Aggregate $2,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence $1,000,000 Fire Damage (Damage to Rented Premises) $50,000 B. Automobile Liability Bodily injury and Property Damage for any owned, hired and non-owned vehicles in the performance of this Contract. Combined Single Limit (CSL) $1,000,000 C. Workers Compensation and Employers Liability Workers Compensation Statutory Employers Liability Each Accident $100,000 Disease-Each Employee $100,000 Disease-policy limit $100,000 DELEGATION AND/OR ASSIGNMENT The vendor selected to perform the services requested under this RFP shall not delegate any of these duties to a subcontractor other than a subcontractor named in the response unless the Fiesta Bowl has given its written consent to the vendor. The primary vendor may not assign the right to receive money due under the contract without the prior written consent of the Fiesta Bowl.

5 RFP PROPOSAL RECOMMENDED RESPONSE: 1. Executive Summary Provide a brief overview and profile of your company. 2. Related experience and references Provide a list of a minimum of three and a maximum of six clients and/or events that utilized your company s services. Please list any applicable licenses, certifications, awards, etc. 3. Project Cost Provide the cost for services in detailed itemized format (include all costs such as any fuel surcharges, management fees, permitting, engineering, etc.) Please also list any available rate structures, i.e. flat daily rate for 10+ hours, holiday rates, etc. 4. Other Information Provide any other information deemed necessary to support the proposal. 5. Contact information Name, address, telephone number and of the person in your organization managing the proposal/bid. 6. Concessions Consideration will be given to vendor(s) that are willing to participate in a reciprocal business agreement, for example: sponsorship, advertising, purchase of tickets, trade/donation of services, etc. Please provide a detailed outline of opportunities your company is willing to consider. 7. Confirm your acceptance to the conditions. 8. For additional information or clarification to the above information, please contact Collin Mattoon at cmattoon@fiestabowl.org or (480) Anticipated Process Timeline Release of RFP 06/06/2017 intent to respond upon receipt Deadline for submissions 06/30/2017 Interview of finalists 07/10 07/14 Notification of successful candidate 07/21/2017 Please submit proposals no later than 5:00 pm PST on Friday, June 30, 2017.