Stagehand and Production Personnel

The City of Surprise (“City”) seeks proposals from qualified Offerors to provide professional stagehands and production personnel in support of touring performances and special events at the Vista Center for the Arts (VCA) and other locations through-out the City of Surprise. Services will be provided on an as-needed, event-by-event basis to support theatrical, musical, dance, and other live performance productions and festivals. Production requirements vary by event and may range from minimal technical support to full-scale touring production support.

It is the intent of the City to award multiple contracts to up to five (5) Offerors as a result of this solicitation.  The basis for this decision is at the sole discretion of the City.  The initial term of the contract will be one (1) year with four (4) one (1) year renewals.

Project Details

• Reference ID: 326276
• Department: Procurement
• Department Head: Christine Frederickson (Procurement Manager)

Important Dates

• Questions Due: 2026-03-26T23:00:06.759Z
• Pre-Proposal Meeting: 2026-03-19T17:00:54.054Z — Microsoft Teams meeting Join: https://teams.microsoft.com/meet/2663105217005?p=kCqfpXIpG43DNTzA6P Meeting ID: 266 310 521 700 5 Passcode: Ez2Bg7bg ________________________________________ Dial in by phone +1 480-561-5974,,724139782# United States, Phoenix Phone conference ID: 724 139 782#

Addenda

• Official Notice #1: PreSubmittal Meeting PowerPoint Presentation (released 2026-03-19T17:30:29.173Z)

Evaluation Criteria

• Company Overview (40 pts) —

  The Offeror shall provide a brief history of its company along with information demonstrating its ability to perform the work described in the Scope of Work in providing stagehand and production services.  Included:

  • Length of time in business
  • Experience working with professional touring productions and performing arts venues.
  • Experience in delivering services comparable to the Vista Center for the Arts, including ability to manage events of similar scale, technical setup, audience size and operational coordination.
• Experience/Qualifications (25 pts) —

  Experience/Qualifications

  The Offeror shall provide at least three (3) examples of occurrences where the Offeror has provided similar production services. Include the following in your examples:

  Key Personnel

  • Roles and responsibility
  • Experience
  • List all certifications for key personnel
  • Technical expertise
  • Experience to live performance productions
• Event Experience and Services Provided (20 pts) —

  Offeror shall provide a list of events or productions supported within the last 5 years.  Events should be similar in size or scope to the service requested under this Request for Proposal.  For each event, include:

  • Type of event or productions
  • Venue
  • Size of crew provided
  • Brief description of services performed
• Photos (15 pts) —

  Offerors shall submit photos of past productions that demonstrate experience with similar event types and venue settings. Please add a short description with the photo, such as event name, venue, services provided by the Offeror and approximate production size.  Photos should reflect events of comparable size and productions needs and may include stage set, audience area, and technical arrangements. Photos will be evaluated to determine the Offeror's experience providing stagehand services for productions of similar size, complexity and technical requirements. Evaluation will consider evidence of staging, lighting, rigging, set construction and overall production to those anticipated under this contract.

• Presentation (10 pts)

Submission Requirements

• Application Debarment Certification (required) —

  By submitting a response to this solicitation, the authorized person(s) further certifies that the entity submitting a response to this solicitation IS NOT currently debarred, suspended, or proposed for debarment by any governmental entity. The undersigned agrees to notify the City of any change in this status, should one occur, before the time an award has been made under this Request for Qualifications.

• Offer Form (required) —

  The Offer and Acceptance form shall be signed by an authorized representative of the company such as the owner, partner or in the case of a corporation, the President, Vice President, Secretary or other corporate officers that is permitted to contract on behalf of the organization.

• Offer Form (required) —

  Please download the below documents, complete, and upload.

• SOQ Response (required) —

  Upload the Cover Letter and SOQ Response for your RFQu submission.

• Terms & Conditions Exceptions (required) —

  Bidders are to indicate below any exceptions they have taken to the Specifications. An Offeror that takes exceptions to a material requirement of any part of this solicitation, including Terms and Conditions, may be cause for rejection.

  If there are no Exceptions, please type "N/A".

• License Requirements (required) —

  Please select one of the following.

• License Requirement - Upload (required) —

  Please upload the following the licenses as required for this project.

  1. Attach copies of all required licensures required to furnish any goods and/or services for this contract.
• Affidavit of Non-Collusion (required) —

  Please download the below documents, complete, and upload.

• Immigration Warranty (required) —

  A.R.S. § 41-4401 requires as a condition of your contract verification of compliance by the contractor and subcontractors with the Federal Immigration and Nationality Act (FINA), all other Federal immigration laws and regulations, and A.R.S. §23-214 related to the immigration status of its employees.

  By completing and signing this form the contractor attests that it and all subcontractors performing work under the cited contract meet all conditions contained in this Immigration Warranty.

  I hereby attest that:

  1. The contractor complies with the Federal Immigration and Nationality Act (FINA), all other Federal immigration laws and regulations, and A.R.S. § 23-214 related to the immigration status of those employees performing work under this contract;
  2. All subcontractors performing work under this contract comply with the Federal Immigration and Nationality Act (FINA), all other Federal immigration laws and regulations, and A.R.S. § 23-214 related to the immigration status of their employees.
• Certificate of Insurability (required) —

  I hereby certify that I am fully aware of Insurance Requirements contained in the Contract Documents for solicitation number 326276 and by the submission of this Offer I hereby assure the City that I am able to produce the insurance coverage required if I am awarded the Contract.

  If I am awarded the Contract and then become unable to produce the insurance coverage specified within ten working days, I am fully aware and understand that this will make my submission nonresponsive and I will be disqualified for this project and future projects for the City of Surprise.

• MBWE (required) —

  Has your firm been certified by any jurisdiction in Arizona as a minority or woman owned business enterprise?

• MWBE Documentation —

  Please provide details and documentation of the certification.

• Local Vendor (required) —

  Does your firm meet the definition of a Local Vendor?

  “Local Vendor” is defined as having its headquarters, distribution point or locally-owned franchise located within the city limits; City of Surprise business license; and pays City of Surprise TPT Tax. NO PREFERENCE WILL BE GIVEN TO LOCAL VENDORS.

• COMPLIANCE WITH A.R.S. § 35-393 .01 CONFIRMATION (required) —

  The State of Arizona has enacted laws that prohibit the City from contracting with companies currently engaged in a boycott of Israel.

  A.R.S. § 35-393.01 states:

  35-393.01. Contracting; procurement; investment; prohibitions

  1. A. A public entity may not enter into a contract with a company to acquire or dispose of services, supplies, information technology or construction unless the contract includes a written certification that the company is not currently engaged in, and agrees for the duration of the contract to not engage in, a boycott of Israel.
  2. A public entity may not adopt a procurement, investment or other policy that has the effect of inducing or requiring a person or company to boycott Israel.
     A.R.S. § 35-393 defines “boycott,” “company,” and “public entity” as follows:
     "Boycott" means engaging in a refusal to deal, terminating business activities or performing other actions that are intended to limit commercial relations with Israel or with persons or entities doing business in Israel or in territories controlled by Israel, if those actions are taken either:
     1. In compliance with or adherence to calls for a boycott of Israel other than those boycotts to which 50 United States Code section 4607(c) applies
     2. In a manner that discriminates on the basis of nationality, national origin or religion and that is not based on a valid business reason.
        Company" means a sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, and includes a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate.
        Public entity" means this state, a political subdivision of this state or an agency, board, commission or department of this state or a political subdivision of this state.

  To ensure compliance with A.R.S. §35-393.01, this form must be completed and returned with the response to the solicitation and any supporting information to assist the City in making its determination of compliance.

  By submitting this response, Offeror agrees to indemnify and hold the City, its agents and employees, harmless from any claims or causes of action relating to the City’s action based upon reliance on the above representations, including the payment of all costs and attorney fees incurred by the City in defending such an action.

• COMPLIANCE WITH A.R.S. § 35-393 .01 BOYCOTT OF ISREAL (required) —

  Offeror hereby certified that it does not, and will not, participate in during the term of this contract, a boycott of Israel in accordance with A.R.S. §35-393-01

• COMPLIANCE WITH A.R.S. § 35-394 CONFIRMATION (required) —

  The State of Arizona has enacted laws that prohibit the acquisition or disposal of services, supplies, information technology, goods, or construction which utilize forced labor of ethnic Uyghurs.

  A.R.S. § 35.394 states:

  35-394. Contracting; procurement; prohibition; written certification; remedy; termination; exception; definitions

  A. A public entity may not enter into or renew a contract with a company to acquire or dispose of services, supplies, information technology, goods or construction unless the contract includes a written certification that the company does not currently, and agrees for the duration of the contract that it will not, use:

  1. The forced labor of ethnic Uyghurs in the people's Republic of China.

  2. Any goods or services produced by the forced labor of ethnic Uyghurs in the people's Republic of China.

  3. Any contractors, subcontractors or suppliers that use the forced labor or any goods or services produced by the forced labor of ethnic Uyghurs in the people's Republic of China.

  B. If a company that has provided a written certification pursuant to subsection a of this section becomes aware during the term of the contract that the company is not in compliance with the written certification, the company shall notify the public entity within five business days after becoming aware of the noncompliance. If the company does not provide the public entity with a written certification that the company has remedied the noncompliance within one hundred eighty days after notifying the public entity of the noncompliance, the contract terminates, except that if the contract termination date occurs before the end of the remedy period, the contract terminates on the contract termination date.

  C. This section does not apply to a contract entered into before the effective date of this section.

  D. For the purposes of this section:

  1. "Company" means an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate, that engages in for-profit activity and that has ten or more full-time employees.

  2. "Public Entity" means this state, a political subdivision of this state or an agency, board, commission or department of this state or a political subdivision of this state.

• AFFIDAVIT OF COMPLIANCE WITH A.R.S. § 35-394 (required) —

  Please download the below documents, complete, and upload.

• Vendor W-9 (required) —

  Please upload a current W-9

• Project Type (required) —

  What type of solicitation will this be?

• Publication Dates (required) —

  What are the publication dates for this project?

  Please use the following format:
  Friday, June 25, 2021 and Monday, June 28, 2021

• Types of Services/Goods (required) —

  Provide a brief description of the service/goods required for this project.

  If this is for an Art Project, please type "N/A".

• Location/Purpose (required) —

  If this is an art project, please provide the location and purpose for this project.

  If this is not an art project, please type "N/A"

• Submission Page Limit (required) —

  What is the maximum number of pages allowed for the proposal submission?

  Use the following format: ten (10)

• Offer Acceptance Period (required) —

  What are the number of days that the solicitation shall remain valid and irrevocable following the proposal opening?

  Use the following format: fourteen (14)

• Initial Term of Contract (required) —

  What is the initial term of the contract resulting from this solicitation?

  Use the following format: one-hundred eighty (180) days OR one (1) year

• Contract Extension (required) —

  What is the extension term of the contract resulting from this solicitation?

  Use the following format: one-hundred eighty (180) days OR one (1) year

• Contract Type (required) —

  What is the contract type for this project?

• Special Terms and Conditions (required) —

  Please select all that apply for the required items for the Special Terms and Conditions for this project.

   

• Estimated Quantities (required) —

  Please select one of the following on estimated quantities for this project.

• Price Adjustment (required) —

  Please select one of the following for price adjustments for this project.

• Bid Security (required) —

  Please select the types of Bid Securities that are a requirement of this project.

• Usage Report (required) —

  Please select the type of usage report required for this project.

• Shipping Term (required) —

  What are the shipping terms for this project?

• Delivery (required) —

  What is the number of delivery days once a Purchase Order has been received?

  If delivery is not a requirement of this project, type "N/A".

• Taxes (required) —

  Will Applicable State and Local Taxes be a part of prices offered?

• Warranty (required) —

  Which warranty applies for this project?

• Training (required) —

  Please select one of the following options.

• Samples (required) —

  Requirements for samples provided for this project.

• Constuction Services (required) —

  Will this Contract involve construction services?

Questions & Answers