The Arizona Sports Foundation dba Fiesta Bowl

Request for Proposal Equipment/Tenting Rentals Due: May 15, 2020

PURPOSE The Fiesta Bowl organization is seeking a response from qualified vendors to provide various equipment, fencing and tenting rentals for all of the annual Fiesta Bowl games and events.

INSTRUCTIONS Please submit a rental price list for the equipment your company offers. Please include daily, weekly, and monthly rates and include the cost of all rentals: Set-up/Breakdown, delivery and pick-up charges, weekend and Holiday rates, permitting, engineering, on-site labor, etc.

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 o Please include availability and prices for corresponding side-wall o Please include prices for sandbag vs. water barrel vs. staked vs. concrete block o Fire extinguishers and signage (Including retardant certificate) must be provided to be compliant with fire safety regulations

- Fencing o Please include pricing and dimensions for chain link, bike barricade, concrete base, and lattice/picket fencing, if available

- Staging o Please include a description of type of staging your company uses

- Lighting o Please include all available lighting options including decorative and tent interiors

- Heaters o If available, please include umbrella, box blower, and column heaters

- Umbrellas

- Pipe & Drape

- Bars

- Carpet/Astroturf

- Tables/Chairs o Include Banquet/Round/Cocktail

- Linens and Skirting o Please also include “kwik cover” pricing

Additional Misc. Items - PA Systems - Ice Chests - Troughs - Extension Cords - Rollaway Beds - Hedge Walls - Slat Walls - Trussing - Stanchions - Cooking equipment (warmers, ovens, 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.

While the needs are subject to change on a year-by-year basis, the 2019-2020 event needs were as follows:

Team Arrivals - 40’ x 100’ Tent with corresponding sidewalls, concrete blocks, lighting, signs, fire extinguishers, poles, heater consoles, tanks, generator, permitting and fees - 8’ x 16’ x 18” stage - 10 - 60” Rounds, 10 – 8’ Banquet tables; 135 Chairs - 144’ of Picket Fencing (42” high) - 360 sq. ft. Red Carpet - Misc. Supplies

Cheez-It Bowl - 2,532 sq ft. Black Astroturf (4’ x 533’) & (8’ x 50’) - 425 Black Polyfold Chairs - 25 Tables: 8’ x 18” - 17 Tables: 8’ x 30” - 5 Tables: 6’ x 30” - 20 Drape: 8’H x 5’W Bengaline Black Panel - 7: Pipe & Drape Upright 6’ – 10’ w/ Base plates & Rods - 20 Billjax Legs 18” & Adjustable Footpads

Cheez-It Bowl Oasis Pregame Party - 5 Tents: 10’ x 10’ - 640’ Picket Fence (42” high) - 50 Tables: 48” Rounds - 20 Tables: 6’ Banquet - 30 Tables: 30” Cocktail Round - 30 Patio Propane Heaters - 300 Folding Chairs - 150 Kwik Covers

PlayStation Fiesta Bowl - 100 Tables: 8’ x 30” - 850’ Velon black 54” wide - 128 Drape: 8’H x 5’W Bengaline black panel - 36 Pipe & Drape Upright 8’ w/ base plates & rods - 2 Tents: 15’ x 40’ w/ sandbags, fire extinguishers, no smoking signs - 5 Tents: 10’ x 10’ w/ sandbags, poles, propane heaters, 20 tables & 30 chairs

Fiesta Bowl Fan Fest & Stadium Club Pregame Parties - Tents - 15: 10’x 10’, 25: 10’ x 20’, 5: 10’ x 30’, 4: 20’ x 20’, 2: 20’ x 30’, 2: 40’ x 80’ - Tables – 40: 8’ Banquet, 80: 60” Round, 100: 30” Cocktail, 100: 36” Cocktail - 320 Kwik Covers - 2000 Folding Chairs - Bars – 14: 4’ Rolling Bar, 10: 6’ Whiskey Bar - Hedge Wall – 20: Dbl 4’ Pieces - Picket Fencing – 300: 8’ pieces - Misc. Supplies – 50 Fire Extinguishers, 20 Troughs, 4 Ovens/Warming Cabinet, 1 Fridge

Desert Financial Fiesta Bowl Parade - Pipe & Drape: 100’ w/ base plates & rods - 12: 10’ x 10’ Tents - 2: 10’ x 20’ Tents - 270 Folding Chairs - 55: 8’ x 30” Tables - 5 Umbrella Heaters & 6 Short Column Heaters - 300 sandbags - 164’ Picket Fence - 12’ x 12’ x 29” Stage - PA System - Red Carpet, stanchions and rope

Please base your pricing off the tentative schedule below with the assumption that load-in and load out dates/times are subject to change:

TENTATIVE 2020-2021 SCHEDULE

- Cheez-It Bowl/PlayStation Fiesta Bowl Team Arrivals o Load-In Date: TBD (Between December 18 – December 26) o Event Date: TBD (Between December 22 – December 28) o Load-Out Date: December 29 o Location: Phoenix Sky Harbor Executive Terminal

- Cheez-It Bowl o Load-In Date: TBD (Between December 16 – December 26) o Event/Game Date: TBD (Between December 26 - 30) o Load-Out Date: TBD (Between December 27 – January 5) o Location: Chase Field

- Cheez-It Bowl – Oasis Pregame Party o Load-In Date: TBD (Between December 23 – December 29) o Event/Game Date: TBD (Between December 26 - 30) o Load-Out Date: TBD (Between December 26 – December 31) o Location: Downtown Phoenix – Street Level near Chase Field

- PlayStation Fiesta Bowl o Load-In Date: December 28 – January 1, 2021 o Event/Game Date: January 2, 2021 o Load-Out Date: by January 4, 2021 o Location: State Farm Stadium

- Fiesta Bowl Fan Fest & Stadium Club Pregame Parties o Load-In Date: December 30, 2020 – January 1, 2021 o Event/Game Date: January 2, 2021 o Load-Out Date: by January 4, 2021 o Location: State Farm Stadium – Great Lawn

- Desert Financial Fiesta Bowl Parade o Load-In Date: January 1, 2021 o Event Date: January 2, 2021 o Load-Out Date: January 2, 2021 o Location: North Phoenix Baptist Church

- Other Potential Events o Kickoff Luncheon o Fiesta Bowl Par-3 Challenge o Fiesta Bowl Parade Grand Marshal Announcement o Cheez-It Bowl and/or Fiesta Bowl Team Pep Rally Event(s)

o Private Alumni Pregame Parties o Volunteer Kickoff & Appreciation Parties o Fiesta Bowl Aerospace Challenge o Various Community Outreach events

A. The term of the official agreement between the Arizona Sports Foundation and selected equipment rental company is proposed for three (3) years/”seasons”, set to expire after the 2022-2023 season of events.

B. 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.

C. 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.

D. 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.

E. 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.

F. INSURANCE REQUIREMENTS: Vendor shall procure and maintain, until all of its 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 contemplated herein by Vendor, its agents, representatives, employees or sub- contractors.

 The insurance requirements are minimum requirements and in no way limit indemnity covenants. Arizona Sports Foundation, Valley of the Sun Bowl Foundation, Fiesta Events, Inc. and Arizona College Football Championship Foundation in no way warrants that the minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise. Additionally, depending on the scope of work, Foundation reserves the right to request additional amounts and types of insurance applicable to the service Vendor provides. All policies of liability insurance: (i) SHALL NAME ARIZONA SPORTS FOUNDATION, VALLEY OF THE SUN BOWL FOUNDATION, FIESTA EVENTS, INC. AND THE ARIZONA COLLEGE FOOTBALL CHAMPIONSHIP FOUNDATION AS ADDITIONAL INSUREDS; (ii) shall be primary and non-contributing with or supplemental to any other insurance carried on behalf of any of the additional insureds; (iii) shall not lapse, be cancelable, or subject to material modification until after thirty (30) days’ written notice from the insurer to Foundation; and (iv) shall remain valid and

enforceable notwithstanding the insured’s waiver of subrogation and rights of recovery as provided in an Agreement.

 Commercial general liability insurance (including coverage for bodily injury and death, complete operations, and product liability)—Such policy must provide limits of liability for at least Two Million US Dollars ($2,000,000.00) for any one occurrence caused or alleged to have been caused by an act or omission of Vendor. The term of the insurance policy must be for a time period of no less than the duration of this Agreement. Any “care, custody, and control” policy provisions purporting to exclude coverage of Foundation and its contents shall be deleted from such policy. Such policy shall be non- cancelable with respect to Foundation and not subject to any change with respect to Foundation except after thirty (30) days’ written notice, by registered mail.

 Fire and extended coverage insurance—Such policy must cover all equipment, materials, and other property placed in Foundation and insure all such property for the full value thereof. In the event that Vendor sustains any loss by reason of fire or other casualty which is covered or which could have been covered by such fire and extended coverage insurance policy, (excepting such fire or casualty caused in whole or in part by the negligent acts or omission or willful conduct of Foundation, its agents, representatives, or employees) then Vendor agrees to look solely to its fire and extended coverage insurance proceeds (if any) for the satisfaction of such casualty or loss. Vendor shall have no right of recovery against Foundation, or its agents, representatives, or employees. No third party shall have any right of recovery against Foundation, its agents, representatives, or employees by way of subrogation, assignment, or otherwise.

 Workers’ compensation insurance, employer’s liability insurance, and all other insurance coverages of a similar nature or character applicable or relating to the employment by Vendor of its officers, employees, representatives, agents, or independent contractors—Such policies must include coverage of no less than what is required by statute.

 Business automobile liability coverage—Such policy must include coverage with a combined single limit coverage of no less than One Million US Dollars ($1,000,000) for all vehicles, whether owned, leased, or otherwise by Vendor.

 Companies issuing the insurance policies referenced above shall have no recourse against Foundation for payment of any premiums or assessments for any deductibles, which are at the sole risk of Vendor. ALL SUCH POLICIES SHALL CONTAIN WAIVERS OF SUBROGATION.

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.

RFP PROPOSAL RECOMMENDED RESPONSE:

1. Executive Summary – Provide a brief overview and profile of your company. Please also include a description of your delivery and pick-up scheduling process (Assigned time window, specific time, truck tracking etc.)

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 for outlined event needs and include any delivery, management fees, permitting, engineering, etc. Please also list any available rate structures, i.e. daily/weekly rates, weekend/holiday rates, etc.

4. Contact information – Name, address, telephone number and email of the person in your organization managing the proposal/bid.

5. 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, discounting, trade/donation/credit of services, etc. Please provide a detailed outline of opportunities your company is willing to consider.

6. Other Information – Provide any other information deemed necessary to support the proposal.

7. Confirm your acceptance to the conditions.

8. For additional information or clarification to the above information, please contact Ryan Diller at [email protected] or 505-249-4562.

Anticipated Process Timeline Release of RFP 04/08/2020

Email intent to respond upon receipt

Deadline for submissions 05/15/2020 Interview of finalists 05/16 – 05/29,

Notification of successful candidate 06/01/2020

Please submit proposals to Ryan Diller no later than 5:00 pm PST on Friday, May 15, 2020

Ryan Diller Director of Game & Event Operations [email protected] 505-249-4562