Exclusive Event Utilities Service

Seeking an exclusive provider for temporary event utilities and electrical services at multiple Arizona theatrical venues, with responsibility for timely repair and replacement of equipment.

Demonstrate a minimum of 10 years of verifiable experience providing event utility services at comparable convention centers or trade show industry.
Possess Arizona State electrical licenses (Category L-11 and A-17) for a minimum of 5 years.
Maintain all required licenses for the duration of the contract.
Ensure all electrical work complies with current National Electrical Code(s), NFPA 70E, and City of Phoenix Codes.
Provide all necessary parts, materials, equipment, labor, lubricants, cleaning supplies, and tools at no cost to the Phoenix Convention Center Department (PCCD).
Repair and/or replace broken, defective, or malfunctioning equipment in a timely manner.
Repair and/or replace City-provided equipment damaged due to Offeror's negligence, abuse, misuse, or failure to protect.
Develop and implement a preventative maintenance schedule, providing annual updates.
Perform all electrical maintenance on PCCD exhibit areas, meeting rooms, and infrastructure.
Provide utility portal, bail-out, and conduit maintenance, including regular cleaning.
Maintain PCCD utility tunnels and catwalks in a clean, neat, and safe manner.
Maintain, clean, repair, and/or replace all infrastructure equipment, including receptacles, covers, and electrical trim.
Supply and replace all fuses as needed, keeping at least one spare fuse for each type used onsite.
Ensure all maintenance schedules are approved by the Authorized Department Representative (ADR).
Complete additional maintenance, repair, and cleaning at least twice per year.
Be responsible for the full cost of any required repairs to systems, equipment, or facilities damaged by Offeror's activities.
Maintain and provide certified journeyman electricians and fully qualified staff for all services.
Ensure staffing levels are sufficient to achieve a response time of no more than 20 minutes to any location within PCCD facilities.
Maintain a current onsite/standby contact schedule, updated as changes occur.
Maintain sufficient management, administrative, and service personnel onsite, readily available as specified.
Ensure the onsite contract General Manager has broad overall responsibility and full authority for day-to-day operations.
Ensure uniforms are neat, clean, freshly laundered, and approved by the Director or designee.
Prohibit employees from working while impaired by drugs or alcohol, consuming alcoholic beverages on campus, and restrict smoking to designated areas.
Ensure all field electrical personnel have successfully completed approved NFPA 70E safety training and hold an active certification.
Ensure all field personnel are supervised by an Arizona State Licensed and Certified Journeyman Electrician who completed a federally approved 4-year apprenticeship.
Ensure temporary or other staff assisting in field electrical services are at a minimum electrical apprentice level.
Have a Journeyman Electrician on-call and available onsite within 30 minutes outside event hours.
Ensure Field Supervisors are journeyman electricians with a minimum of 5 years of foreman/supervisory experience.
Ensure all other field personnel providing direct services are at the journeyman and second-year apprentice level.
Ensure all employees providing services are identified by an approved picture identification badge issued by PCCD Security.
Ensure employees adhere to PCCD Security ID/Badge and Access requirements.
Provide all necessary communications equipment, including a 24-hour telephone contact number for emergencies.
Provide reliable cellular phone communication for staff, with a detailed list of phone numbers updated weekly.
Provide and maintain all necessary computer systems, hardware, software, and support compatible with City systems.
Ensure all administrative, sales, and management personnel complete Guest Experience Training within 6 months of contract execution.
Ensure employees attend all mandatory PCCD training courses.
Be responsible for daily cleaning of assigned office spaces and provide safety data sheets for onsite chemicals.
Empty trash and recycling containers as required.
Provide all basic furnishings and equipment for office space.
Be responsible for repairing or replacing furnishings and/or equipment.
Provide two copies of all required monthly reports (Commission Report, Semi-Annual Commission Projections, Annual Rate and Service Survey).
Pay City commission on all gross receipts for services rendered.
Pay all monies to the City on a monthly basis no later than the 1st of the month.
Provide an Annual Rate Recommendation to the ADR for establishing rates.
Ensure proper operation of PCCD's Event Management System (EMS), including data input and report generation.
Provide Internet access via an Internet Service Provider (ISP) and necessary hardware for EMS access.
Ensure all personnel with access to City information systems read and acknowledge City Administrative Regulations and IT Standards.
Provide third-party credentialing and bonding for employees granted access to City IT systems.
Maintain a customer satisfaction score of 4.5 or higher.
Ensure a representative attends all necessary operation, event, and contract management meetings.
Agree to modify contract terms as necessary for major special events (e.g., political conventions, NCAA tournaments).
Provide phase-out services for up to 30 days to a successor at no extra charge upon contract expiration.
Comply with all federal immigration laws and regulations.
Not discriminate against any worker, employee, or applicant based on race, color, religion, sex, national origin, age, or disability.
Comply with all applicable Federal, State, and local health, environmental, and safety laws, regulations, standards, codes, and ordinances.
Certify that the submission of the Offer did not involve collusion or other anti-competitive practices.
Certify that the Offeror does not discriminate against any employee or applicant in violation of Federal or State Law.
Certify that the Offeror has not given, offered to give, nor intends to give any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.
If contract value is $100,000 or more and requires 10+ full-time employees, certify that the Contractor does not and will not boycott goods or services from Israel.
If contract value is $100,000 or more and requires 10+ full-time employees, certify that the Contractor does not and will not use forced labor of ethnic Uyghurs.
Ensure all Contract Workers are subject to background and security checks at Contractor's sole cost.
Perform maximum risk background screening every five years for Contract Workers with specific assignments (e.g., vulnerable adults, financial control, unescorted access to restricted areas).
Maximum risk background check must include criminal records, sexual offender search, outstanding warrants, criminal investigation, and parole/probation checks.
For child care staff members, conduct Federal Bureau of Investigation fingerprint checks and searches of relevant registries.
Comply with City information technology policies and security standards when accessing City networks and computerized systems.
Process City Data only within the United States and for the intended purpose of providing services to the City.
Do not input City Data into artificial intelligence tools or prompts unless expressly permitted by the City.
Implement and maintain appropriate technical and organizational measures to protect City Data against unauthorized or unlawful processing.
Notify the City at [email protected] without undue delay within 48 hours of any security incident affecting City Data.
Provide equipment for confined space entry and comply with OSHA regulation 1910.146.
Have a written Confined Space Entry Program that meets all Federal, State, and local regulations.
Ensure supervisory personnel have successfully completed an accredited Confined Space Entry Training Program and a 40-hour HAZWOPER Training Program.
Prevent dust generating operations from exceeding 20% visible emission opacity limit.
Do not use grading, blading, disking, gannon, or similar equipment to control weeds without prior written authorization.
Obtain a Maricopa County Dust Control Permit for earthmoving on areas greater than 0.1 acres.
Prohibit the use of leaf blowers.
Provide current Safety Data Sheets (SDS) for all products offered.
Provide required safety and health training for City employees on products and accept returned empty containers/products.
Ensure all products are labeled per 29CFR 1910.1200.
Submit an emergency spill response plan if hazardous materials require one.
Properly and safely store all hazardous materials, including designated storage sites with secondary containment and appropriate signage.
Maintain an onsite SDS notebook for all materials used.
Clearly label all packaged products.
Procure and maintain insurance against claims related to performance of work.
Provide Commercial General Liability coverage with specified limits and name the City as an additional insured.
Provide Worker's Compensation Statutory and Employers' Liability coverage with specified limits, including a waiver of subrogation against the City.
Provide Technology Errors and Omissions Liability coverage with specified limits.
Provide Network Security and Privacy Liability coverage with specified limits if accessing personal or confidential data.
Provide notice to the City within 5 business days if any insurance policy is suspended, voided, or cancelled.
Ensure insurers are licensed in Arizona with an A.M. Best rating of B+ VI.
Furnish the City with certificates of insurance (ACORD form or equivalent) prior to work commencement.

Solicitation Issue Date: March 12th, 2026

Pre-Offer Conference (Mandatory): March 27th, 2026, 10:00am

Site Visit (Mandatory): March 27th, 2026, 10:30am

Written Inquiries Due Date: April 3rd, 2026, 2:00pm

Offer Due Date: April 27th, 2026, 2:00pm

Contract Commencement: October 1st, 2026

City of Phoenix

Organization overview and procurement intelligence available on paid plans.

This RFP seeks a vendor to provide exclusive event utilities services for several theatrical venues, including Symphony Hall, Orpheum Theatre, and Herberger Theatre. The selected provider will have an agency and non-exclusive right to deliver temporary electrical services directly to exhibitors and clients through direct arrangement. Temporary electrical services encompass service connections and disconnections from multiple power sources, such as floor boxes, access panels, company switches, and main busways, necessary for energizing displays and exhibits.

Transformers are not permitted on the show floor unless approved by the Director due to specific exhibitor requirements. The provider will also be responsible for repairing or replacing broken, defective, or malfunctioning equipment in a timely manner, regardless of whether the equipment is in active or backup use. The initial contract term is for one year, and there will be a required pre-bid meeting and opportunity for questions prior to the submission deadline.

Exclusive Event Utilities Service

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