Exclusive Pouring Rights At The Phoenix Convention Center, Symphony Hall and Orpheum Theatre

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.  

Background

The Phoenix Convention Center Department (“PCCD”) is an Enterprise Department of the City of Phoenix that provides a significant impact to the local economy through income generated from conventions, tradeshows, meetings, concerts, and community events.  The Department is responsible for managing the daily operations of the Phoenix Convention Center, Symphony Hall, Orpheum Theatre, and seven public parking facilities. Phoenix Convention Center Department (“PCCD”) is an Enterprise Department of the City of Phoenix that provides a significant impact to the local economy through income generated from conventions, tradeshows, meetings, concerts, and community events.

The award-winning Phoenix Convention Center & Venues is one of the largest convention venues in the United States. It boasts nearly one million square feet of rentable meeting and event space. As a department of the City of Phoenix, the Phoenix Convention Center is a vital economic enterprise for the state and local economy. The Phoenix Convention Center has recently hosted the WNBA All-Star Game fan events, NCAA Men's Final Four Fan Fest, Super Bowl LVII and is scheduled to host the upcoming NBA All-Star fan events in 2027. 

The Phoenix Convention Center features an Executive Conference Center, the largest ballroom in the State, PHX Kitchens Downtown Food Hall, exceptional customer service and state-of-the-art amenities on a 1.1 million square foot campus.  For more information about the Phoenix Convention Center & Venues, visit www.phoenixconventioncenter.com

Project Details

• Reference ID: RCS PCC 26-0314
• Department: Phoenix Convention Center
• Department Head: Jerry Harper (Phoenix Convention Center Director)

Important Dates

• Questions Due: 2026-07-01T19:00:00.000Z
• Pre-Proposal Meeting: 2026-06-24T18:00:00.000Z — 100 North Third Street, Phoenix Arizona. Second Floor Room 207

Meetings & Milestones

Evaluation Criteria

• Financial Return (Questionnaire 8 ) (350 pts)
• Product Availability, Pricing, and Packaging (Questionnaire 9A, 9B & 9C ) (200 pts) —
  • Provided clear, competitive pricing for all Products listed in 9A, 9B and 9C,  with transparent justification for alignment with prevailing market rates. 
  • Packaging & Sustainability - Offers recyclable or environmentally responsible packaging and outlines processes to prevent expired or non‑compliant product distribution.
• Operations Plan and Method of Approach (Technical Proposal Questionnaire 7) (175 pts) —
  • Proposers shall prepare a detailed method of approach to the scope of work which indicates the services proposed to be performed by the Proposer.  This section should confirm the Proposer’s understanding of the RCS. The Proposer should clearly outline the recommended approach of the organization in meeting the responsibilities the City has outlined. The method of approach should be addressed in a manner that reflects understanding and commitment to providing services as needed in a professional and timely manner.
  • Describe how the Proposer will meet required response times for equipment service, restocking needs, and operational support during event and non-event hours.
  • Proposer shall submit a detailed 30-day transition plan which will describe how the Proposer plans to start operations and bring about a smooth transition of the work to be performed. 
• Service Level, Marketing, and Promotions Commitment (Technical Proposal Questionnaire 7) (150 pts) —
  • Explain the Proposer’s plan to maintain, service, and replace vending and fountain equipment to ensure consistent and uninterrupted operations.
  • Marketing and Promotional Collaboration. Outline how the Proposer will work with the City to develop coordinated marketing campaigns, event promotions, and brand visibility efforts that support PCCD activities.
  • Annual Promotional Program. Provide details on the Proposer’s approach to delivering the required annual vending promotion and any additional promotional initiatives that enhance customer engagement.
• Firm’s Experience and Qualifications (Years In Business And References Questionnaire 3, Technical Proposal Questionnaire 7) (125 pts) —
  • Executive Summary. Provide an overview of the Proposer’s company, including  years in business, organizational stability, and established presence.
  • Submit a list of three relevant clients served by Proposer within the last three years. Include a contact person, title, address, telephone number, dates of service, venue/facility type, and description of services provided.
  • Provide relevant experience managing exclusive beverage pouring rights, sponsorship, marketing programs, and promotional partnerships for comparable venues of similar size and complexity at six comparable venues.
  • Provide any additional information that would assist in evaluating the Proposer’s ability to provide innovative and effective services at PCCD.

Submission Requirements

• Affidavit (required) —

  Please download the below documents, complete, and upload.

• Conflict of Interest (required) —

  Please download the below documents, complete, and upload.

• Years In Business And References (required) —

  Please download the below documents, complete, and upload.

• Letter of Declaration (Equal Pay) (required) —

  Please download the below documents, complete, and upload.

• Do you understand that the minimum starting bid requirement is $200? (required)
• Do you understand that if you are awarded a site there will be a $150 non-refundable fee? (required)
• Upload your Letter of Clearance. (required)
• Upload your government issued ID. (required)
• Is your privilege tax license under suspension? (required)
• Do you have any unpaid transaction privilege and use tax license fees? (required)
• Do you have any outstanding privilege tax liabilities? (required)
• Do you have any unfiled privilege tax returns? (required)
• Do you understand that if a site is awarded, you must provide the following: 2018 AZ Dept. of Revenue license number; Food Handler's card; City of Phoenix City Clerk ID; and Commercial General Liability Insurance? (required)
• Please list a site number as your priority for a primary site. (required)
• Please list a site number as your priority for a secondary site. (required)
• Please list a site number as your priority for a daily site. (required)
• Emergency 24-Hour Service Contact (required) —

  Please provide a full contact name, telephone number, alternate contact, and their phone number. 

• Place of Business (required) —

  Bidder’s place of business will be an award factor in order to minimize the City’s transportation and handling costs. If additional service locations are available or if different from the address in the Offer Section, enter below:

• Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit a signed Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion will deem your offer non-responsive and result in disqualification from further consideration. 

• Technical Proposal (WITHOUT PRICING) (required)
• Financial Return (required) —

  Please download the below documents, complete, and upload.

• Proposed Vending Products & Pricing, Proposed B&C And B.I.B Pricing, Cups, Lids and CO2 (required) —

  Please download all the below documents, complete, and upload.

• Proposed Vending Machine and Fountain Dispensing Equipment* (required) —

  Please download the below documents, complete, and upload.

• Will you be providing any additional Pricing Proposal information? (required)
• Do you have any confidential information you would like to include with your response? (required)
• Please upload any additional Pricing Proposal information or Confidential information here (required) —

  Clearly label the uploaded file

• Certification of Recycled Products (required) —

  Please download the below documents, complete, and upload.

• Mitigation of Heat-Related Illnesses (required) —

  Please download the below documents, complete, and upload.

• Offer (required) —

  Please download the below documents, complete, and upload.

• Please confirm that all required documents have been duly signed and uploaded, including but not limited to: the Offer Page, Conflict of Interest and Transparency, and any other mandatory forms requiring signature. (required) —

  Failure to submit all required signed documents may deem our offer non-responsive and result in disqualification from further consideration.

• Department Name(s) (required) —

  Select from one of the following Department Names to insert department-specific provisions and/or attachments.

• Description (required) —

  Enter the description of the procurement here in lowercase.

• Contract Term (required) —

  Enter the contract term in lowercase.

  Examples:

  five-year contract (strongly recommended)

  three-year term, with two option years

  one-time purchase

• Contract Start Date (required) —

  Enter the contract start date (on or about).

  Example: March 1, 2023

• Will Delivery be a factor in determining award? (required) —

  Selecting "Yes" will insert the Delivery provision into the Instructions section.

  Delivery

  Delivery is an important consideration and will be a factor in determining the award. A delivery time after receipt of order (ARO) must be stated in definite terms. Should there be variations in delivery times by item, the submittal should be clear concerning these variations.

• Include Pre-Award Qualifications Instructions to Offeror? (required) —

  Selecting "Yes" will insert the Pre-Award Qualifications provision into the Instructions section.

• Number of Years in Operation (required) —

  Enter the number of years an Offeror must have been in operation.

• Will a Site Inspection be conducted? (required) —

  Selecting "Yes" will insert the Site Inspection provision into the Instructions section.

• BONDS —

  Select if appropriate.

  Discuss with your supervisor and attorney the standard bonds for your scope. It may depend on the cost and type of project as to whether bonds are advisable.

• Performance Bond Amount (required) —

  Enter the Performance Bond percentage or dollar amount.

  Example: 10% or $1,000.00

• Solicitation Bond Percentage (required) —

  Enter the Solicitation Bond percentage.

  Example: 10%

• Payment Bond - Required By (Number of Days) (required) —

  Enter the number of days the Payment Bond is required after notice award.

  Example: 7

• Payment Bond - City Retention of Surety (in Days) (required) —

  Enter the number of days the City will retain a surety if submitted in a form other than a bond.

  Example: 7

• Include Professional Services Terms and Conditions? (required)
• SPECIAL TERMS AND CONDITIONS (required) —

  This is a list of the Special Terms and Conditions sections available to add to a document. Select all that are applicable.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• FOB Options (required) —

  Select the option(s) appropriate for this document.

• Destination Address(es) (required) —

  Enter the destination address(es) where delivery should be made.

  Example: 251 W Washington St, Flr 8, Phoenix, AZ 85003

• Delivery Timeframe (Hours Range) (required) —

  Enter the delivery timeframe (hours range).

  Example: between the hours of 8:00 a.m. and 2:00 p.m.

• Delivery Contact Phone Number (required) —

  Enter the delivery contact's phone number.

  Example: (602) 555-1234

• Price Options (required) —

  Select the option(s) appropriate for this document.

• Fixed Price Term (required) —

  Enter the fixed price term (years, months, or days) in lowercase.

  Example: one-year, or six-months, or ninety-days

• Catalog Price Adjustment - Number of Copies (required) —

  Enter the number of copies of a revised price list that will be required to be submitted with a price adjustment request.

  Capitalize the first letter of the first word.

  Example: One

  If this is not a requirement, this question may be skipped by typing N/A.

• SPECIAL TERMS AND CONDITIONS (APPLICABLE TO MOST AGREEMENTS) (required) —

  Options should be applicable to most agreements. Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this solicitation. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Method of Payment - Frequency (If periodic invoicing is applicable) (required) —

  Enter the frequency of payment in lowercase.

  Example: one-year, or six-months, or ninety-days

  If this is not a requirement, this question may be skipped by typing N/A.

• Delivery Date (required) —

  Please enter the date that delivery is required by.

  Example: March 1, 2022.

  If this is not a requirement, this question may be skipped by typing N/A.

• MISCELLANEOUS OPTIONAL ITEMS —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Liquidated Damages Amount (required) —

  Enter the dollar amount of the liquidated damages to be collected.

  Note: Consult with your Procurement Manager and the Department to determine the appropriate amount.

  Example: $50.00

  If this is not a requirement, this question may be skipped by typing N/A.

• Procurement Reports - Frequency (required) —

  Enter the frequency with which the Contractor should submit procurement reports.

  Example: monthly, quarterly, yearly

  If this is not a requirement, this question may be skipped by typing N/A.

• Procurement Reports - Day of the Month Due (required) —

  Enter the day of the month that procurement reports are due from the Contractor.

  Example: 15th

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Repair Response Time (required) —

  Enter the reasonable number of hours or days (in lowercase) within which a Contractor should respond. If you are unsure, please consult with the Department.

  Example: four hours or one business day

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Term (required) —

  Enter the minimum period of years (in lowercase) from the date of acceptance by the City that a Contractor's warranty should be fully guaranteed.

  Example: two

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO MATERIALS —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Equipment Installation Property Address(es) (required) —

  Enter the property address(es) where equipment shall be installed.

  If this is not a requirement, this question may be skipped by typing N/A.

• Training - Duration (required) —

  Enter the required duration in hours/days (in lowercase) of onsite training to be provided by the Contractor.

  Example: eight hours

  If this is not a requirement, this question may be skipped by typing N/A.

• Training - Number of Staff to be Trained (required) —

  Enter the minimum number of staff / City personnel to be trained (in lowercase) to assure proper operation and utilization of the equipment.

  Example: three

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO SERVICES —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• GENERALLY PERTAINING TO ENVIRONMENTAL/SAFETY —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• GENERALLY PERTAINING TO VEHICLE/FLEET —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Warranty - Fleet Services - Labor Reimbursement (required) —

  Enter the current warranty hourly labor reimbursement rate.

  Example: $70.00

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Fleet Services (required) —

  Enter the minimum of years, hours, and miles that vehicles supplied shall be fully warranted by the manufacturer against mechanical and electrical defects.

  Example: three years, 200 hours, and 36,000 miles

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO WATER SERVICES —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Include Federal Contract Clauses - Housing HUD Specific? (required)
• Include Federal Contract Clauses - Public Transit FTA Specific? (required)
• Include Federal Contract Clauses - DBE Program Requirements? (required)
• Include Special Program - Supplemental Terms and Conditions? (required)
• Special Program - Supplemental Terms and Conditions (required)
• DEFENSE AND INDEMNIFICATION (required) —

  LAW DEPARTMENT APPROVED INDEMNIFICATION LANGUAGE

  (Revised August 2020)

  If applicable, Environmental Services Contracts and Technology Software/Hardware Contracts selections shall be used in addition to the appropriate Indemnification clause.

• INSURANCE SPECIFICATIONS BY CONTRACT TYPE (required) —

  Choose the best and most comprehensive option based on the contract type.

  If additional insurance policies are required or if you have questions as to whether additional insurance policies are required, please consult with Finance Risk Management and the Law Department.

• Construction, Engineering & Design Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Professional Services Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Services Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Crime Insurance (or Fidelity Bond) —

  Enter the Crime Insurance (or Fidelity Bond) amount.

  Example: $250,000

  If this is not a requirement, this question may be skipped.

• Commercial Lease / Rental Agreements (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Use of City Premises (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Commodity Purchase Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Environmental Services & Consulting Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Insurance-related Communications (required) —

  Please enter the mailing and/or email address that insurance-related communications/documents should be sent.

  Example: City of Phoenix Finance Department, Procurement Division, 251 W Washington Street, Phoenix, AZ 85003 OR procurement@phoenix.gov

• Technology
• Is this solicitation/contract for technology? (required)
• Submittals Section
• Number of Pages double-sided (required) —

  Type in the [number of pages (XX)] double-sided/single-sided

  Example: fifty (50) double-sided

• Catalogs and/or Discount from Published Price List (required)