Contract No. 32600010 KKH Rentals, Inc and DBA National Structures Events and Services.pdf
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(Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) CONTRACT FOR MATERIALS AND SERVICES BETWEEN THE CITY OF BUCKEYE AND KKH RENTALS, INC DBA NATIONAL STRUCTURES EVENTS AND SERVICES AIR FAIR AND SPECIAL EVENTS TENTS AND EQUIPMENT CONTRACT NO. 32600010 This Contract is entered into ____________ by and between the City of Buckeye, a municipal corporation (“City”), and KKH Rentals, Inc DBA National Structures Events and Services, a Texas corporation (“Contractor”). WHEREAS, the City desires to receive, and Contractor is able to provide services; NOW THEREFORE, in consideration for the mutual promises contained herein, the parties agree as follows: 1. Standard Terms and Conditions: The City of Buckeye Standard Terms and Conditions, attached hereto as Exhibit A are hereby incorporated in this Contract by reference and shall apply to performance of this Contract, except to the extent modified by Exhibit D (Pricing) and Exhibit C (Scope of Work). 2. Insurance: Contractor shall meet Insurance Requirements of the City as set forth in Exhibit B attached hereto and incorporated herein by reference. 3. Compensation: Payment to the Contractor for the materials and/or services provided not to exceed $375,000.00 including other fees and taxes, to be made in accordance with the price list and terms set forth in the Pricing attached hereto as Exhibit D and incorporated herein by reference. 4. Scope of Work: Contractor shall provide the services generally described as follows: Air Fair and special event equipment and services, as more specifically described in the Scope of Work attached hereto as Exhibit C and incorporated herein by reference. 5. Contract Term: This Contract shall be effective as of the date set forth above for approval and remain in effect for one (1) year from the date listed above unless such term is modified or extended pursuant to section 8 Renewal. 6. Partial Award: The City reserves the right to make multiple awards or to award by (i) bid schedule, (ii) individual line item, (iii) by group of line items, or (iv) as a total, whichever is deemed in the best interest to the City. 7. Quantities; Non-Exclusive: Unless the solicitation states otherwise, the Contract (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) will be non-exclusive, and the City makes no guarantees as to the amount of products or services to be utilized from a Bidder. The City reserves the right to add or remove products or services during the term of the Contract. 8. Renewal: This Contract may be renewed or extended for up to four (4) additional one (1) one-year terms by mutual written consent of the parties. The City Manager, or his designee (the City’s Chief Financial Officer) if applicable, shall have authority to approve renewal on behalf of the City. 9. Notice: Any formal notice required under this Contract shall be in writing and sent by certified mail and email as follows: City: City Manager City of Buckeye 530 E Monroe Ave Buckeye AZ 85326 Contractor: KKH Rentals, Inc Karen M. Karlis 1555 Cantrell Drive San Antonio, TX 70812 With a copy to: City Attorney City of Buckeye 530 E Monroe Ave Buckeye AZ 85326 Authority: Each party warrants that it has authority to enter into this Contract and perform its obligations hereunder, and that it has taken all actions necessary to enter into this Contract. Contract Controls. In the event of any inconsistency between this Contract and the Exhibits hereto, the documents shall govern in the following order: (1) This Contract for Materials and Services; (2) Exhibit A (standard terms); (3) Exhibit B (insurance); (4) Exhibit C (scope of work); (5) Exhibit D (pricing) 12. Time is of Material Importance. Time is of material importance to each and every provision of this Contract. [signatures on following page] (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) CITY THE CITY OF BUCKEYE, an Arizona municipal corporation David B. Roderique, Interim City Manager CONTRACTOR KKH RENTALS, INC DBA NATIONAL STRUCTURES EVENTS AND SERVICES, a Texas corporation [signature] [title] RECOMMENDED: William Kauppi, Chief Financial Officer ATTEST: Lucinda Aja, City Clerk APPROVED AS TO FORM: K. Scott McCoy, City Attorney (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) EXHIBIT A STANDARD TERMS AND CONDITIONS IN GENERAL 1. NOTICE TO PROCEED: Contractor shall not commence performance until after City has issued a Notice to Proceed or similar notice reasonably expected to notify Contractor to commence delivery of goods and/or services. 2. LICENSES AND PERMITS: Contractor, at its expense, shall maintain current federal, state, and local licenses, permits and approvals required for performance of the Contract and upon request provide copies to the City. 3. COMPLIANCE WITH LAWS: Contractor shall comply with all applicable federal, state and local laws, regulations, standards, codes and ordinances in performance of this Contract. 4. NON-EXCLUSIVE: Unless expressly provided otherwise in the Contract, this Contract is non- exclusive and the City reserves the right to contract with others for materials or services. 5. SAMPLES: Any sample submitted to the City by the Contractor and relied upon by City as representative of quality and conformity, shall constitute an express warranty that all materials and/or service to be provided to City shall be of the same quality and conformity. MATERIALS 6. PURCHASE ORDERS: The City will issue a purchase order(s) for the materials covered by the Contract, and such order will reference the City’s Contract number. 7. QUALITY: Contractor warrants that all materials supplied under this Contract will be new and free from defects in material or workmanship. The materials will conform to any statements made on the containers or labels or advertisements for the materials, and will be safe and appropriate for use as normally used. City’s inspection, testing, acceptance or use of materials shall not serve to waive these quality requirements. This warranty shall survive termination or expiration of the Contract. 8. ACCEPTANCE: All materials and services provided by Contract are subject to final inspection and acceptance by the City. Materials and services failing to conform to the Contract specifications may be rejected in whole or part. If rejected, Contractor is responsible for all associated costs arising from rejection. 9. MANUFACTURER’S WARRANTIES: Contractor shall deliver all Manufacturer’s Warranties to City upon City’s acceptance of the materials. 10. PACKING AND SHIPPING: Contractor shall be responsible for industry standard packing which conforms to requirements of carrier’s tariff. Containers shall be clearly marked as to lot number, destination, address and purchase order number. All shipments shall be F.O.B. Destination, City of Buckeye, 530 E. Monroe Avenue, Buckeye, Arizona 85326, unless otherwise specified by the City (the “point of delivery”). ‘Cash-on-Delivery’ (C.O.D.) shipments will not be accepted. (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) 11. TITLE AND RISK OF LOSS: The title and risk of loss of material shall not pass to the City until the City actually receives the material at the point of delivery, and the City has completed inspection and has accepted the material, unless the City has expressly provided otherwise in the Contract. 12. NO REPLACEMENT OF DEFECTIVE TENDER: Every tender of materials shall fully comply with all provisions of the Contract. If a tender is made which does not fully conform, this shall constitute a breach and Contractor shall not have the right to substitute a conforming tender without prior written approval from the City, which such approval will not be unreasonably withheld by the City. 13. DEFAULT IN ONE INSTALLMENT TO CONSTITUTE TOTAL BREACH: Contractor is not authorized to substitute nonconforming materials, or services. Delivery of nonconforming materials, and/or services, or a default of any nature shall constitute a breach of the contract. At the option of the City, Contractor shall deliver conforming materials, or services, in each installment or lot of the contract. 14. SHIPMENT UNDER RESERVATION PROHIBITED: Contractor is not authorized to ship materials under reservation and no tender of a bill of lading shall operate as a tender of the materials. 15. LIENS: All materials and other deliverables supplied to the City shall be free of all liens other than the security interest held by Contractor until payment in full is made by the City. Upon request of the City, Contractor shall provide a formal written release of all liens. 16. CHANGES IN ORDERS: The City reserves the right at any time to make changes in any one or more of the following: (a) methods of shipment or packing; (b) place of delivery; and (c) quantities. If any change causes an increase or decrease in the cost of or the time required for performance, an equitable adjustment may be made in the price or delivery schedule, or both. Any claim for adjustment shall be evidenced in writing and approved by the City Procurement Officer or designee prior to the institution of the change. PAYMENT 17. INVOICES: A separate invoice shall be issued for each shipment and each job completed. Invoices shall include City the Contract Number and/or Purchase Order number, and dates when goods were shipped or work performed. Invoices shall be sent within thirty (30) days following performance. Payment will only be made for satisfactory materials and/or services received and accepted by City. 18. LATE INVOICES: The City may deduct up to 10% of the payment price for late invoices. The City operates on a fiscal year budget, from July 1 through the following June 30. Except in unusual circumstances, which are not due to the fault of Contractor, City will not honor any invoices or claims submitted after August 15 for materials or services supplied in the prior fiscal year. 19. TAXES: Contractor shall be responsible for payment of all taxes including federal, state, and local taxes related to or arising out of Contractor’s performance of this Contract. Such taxes include but are not limited to federal and state income tax, social security tax, unemployment insurance taxes, transaction privilege taxes (TPT), use taxes, and any other taxes or business license fees as required. (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) Exception: The City will pay any taxes which are specifically identified as a line item dollar amount in the Contractor’s bid, proposal, or quote, and which were considered and approved by the City as part of the Contract award process. In this event, taxes shall be identified as a separate line item in Contractor’s invoices. 20. FEDERAL EXCISE TAXES: The City is exempt from paying certain Federal Excise Taxes and will furnish an exemption certificate upon request. 21. FUEL CHARGES: Contractor at its own expense is liable for all fuel costs related to performance. No fuel surcharges will be accepted or paid unless the parties expressly agree to surcharges in writing. 22. DISCOUNTS: If the Contract provides for payment discounts, payment discounts will be computed from the later date of the following: (a) when correct invoice is received by the City; and (b) when acceptable materials and/or materials were received by City. 23. AMOUNTS DUE TO THE CITY: Contractor must be current and remain current in all obligations due to the City during performance. Payments to Contractor may be offset by any delinquent amounts due to City or fees and charges owed to City under this Contract. 24. OFAC: No City payments may be made to any person in violation of Office of Foreign Assets Control regulations, 31 C.F.R. Part 501. SERVICES 25. INDEPENDENT CONTRACTOR: Contractor shall be an independent contractor for purposes of all laws, including but not limited to the Fair Labor Standards Act, Federal Insurance Contribution Act, Social Security Act, Federal Unemployment Tax Act, Internal Revenue Code, Immigration and Naturalization Act; Arizona revenue and taxation, workers’ compensation, and unemployment insurance laws. 26. CONTROL: Contractor shall be responsible for the control of the scope of work. 27. WORK SITE: Contractor shall inspect the work site and notify the City in writing of any deficiencies or needs prior to commencing work. 28. SAFEGUARDING PROPERTY: Contractor shall be responsible for any damage to real property of the City or adjacent property in performance of the work and safeguard the worksite. 29. QUALITY: All work shall be of good quality and free of defects, performed in a diligent and professional manner. 30. ACCEPTANCE: If work is rejected by the City due to noncompliance with the Contract, The City, after notifying Contractor in writing, may require Contractor to correct the deficiencies at Contractor’s expense, or cancel the work order and pay Contractor only for work properly performed. 31. WARRANTY: Contractor warrants all work for a period of one (1) year following final acceptance by the City. Upon receipt of written notice from the City, Contractor, at its own expense, shall promptly correct work rejected as defective or as failing to conform to the Contract, whether observed before or after acceptance, and whether or not fabricated, installed or completed by Contractor, and shall bear all costs of correction. If Contractor does not correct deficiencies within a reasonable time specified in the written notice from the City, the City may perform the work and (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) Contractor shall be liable for the costs. This one-year warranty is in addition to, and does not limit, Contractor’s other obligations herein. This warranty shall survive termination or expiration of the Contract. INSPECTION, RECORDS, ADMINISTRATION 32. RECORDS: The City shall have the right to inspect and audit all Contractor books and records related to the Contract for up to five (5) years after completion of the Contract. 33. RIGHT TO INSPECT BUSINESS: The City shall have the right to inspect the place of business of the Contractor or its subcontractor during regular business hours at reasonable times, to the extent necessary to confirm Contract performance. 34. PUBLIC RECORDS: This Contract and any related materials are a matter of public record and subject to disclosure pursuant to Arizona Public Records Law, A.R.S. § 39-121 et seq. If Contractor has clearly marked its proprietary information as “confidential”, the City will endeavor to notify Contractor prior to release of such information. 35. [Reserved]. INDEMNIFICATION, INSURANCE 36. GENERAL INDEMNIFICATION: To the fullest extent permitted by law, the Consultant shall indemnify, defend and hold harmless the City and each council member, officer, employee, or agent thereof (the City and any such person being herein called an “Indemnified Party”), for, from, and against any and all losses, claims, damages, liabilities, costs, and expenses (including, but not limited to, reasonable attorneys’ fees, court costs and the costs of appellate proceedings) to which any such Indemnified Party may become subject, under any theory of liability whatsoever (“Claims”), insofar as such Claims (or actions in respect thereof) relate to, arise out of, or are caused by or based upon the negligent acts, intentional misconduct, errors, mistakes or omissions, in connection with the work or services of the Consultant, its officers, employees, agents, or any tier of subcontractor in the performance of this Agreement. The amount and type of insurance coverage requirements set forth below will in no way be construed as limiting the scope of the indemnity in this Section. 37. INSURANCE: Contractor shall maintain all insurance coverage required by the City, including public liability and worker’s compensation. 38. INTELLECTUAL PROPERTY INDEMNIFICATION: Contractor shall indemnify and hold harmless the City against any liability, including costs and expenses, for infringement of any patent, trademark or copyright or other proprietary rights of any third parties arising out of contract performance or use by the City of materials furnished or work performed under this Contract. Contractor shall promptly assume full responsibility for the defense of any suit or proceeding which is, has been, or may be brought against the City and its agents for alleged infringement, or alleged unfair competition resulting from similarity in design, trademark or appearance of goods, and indemnify the City against any and all expenses, losses, royalties, profits and damages, attorneys fees and costs resulting from such proceedings or settlement thereof. This indemnification shall survive termination or expiration of the Contract. (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) CONTRACT CHANGES 39. PRICE INCREASES: Except as expressly provided for in the Contract, no price increases will be approved. 40. COMPLETE AGREEMENT: The Contract is intended to be the complete and final agreement of the parties. 41. AMENDMENTS: This Contract may be amended by written agreement of the parties. 42. SEVERABILITY: If any term or provision of this Contract is found by a court of competent jurisdiction to be illegal or unenforceable, then such term or provision is deemed deleted, and the remainder of this Contract shall remain in full force and effect. 43. NO WAIVER: Each party has the right to insist upon strict performance of the Contract, and the prior failure of a party to insist upon strict performance, or a delay in any exercise of any right or remedy, or acceptance of materials or services, shall not be deemed a waiver of any right to insist upon strict performance. 44. ASSIGNMENT: This Contract may be assigned by Contractor with prior written consent of the City, which will not be unreasonably withheld. Any assignment without such consent shall be null and void. Unless expressly provided for in a separately executed Consent to Assignment, no assignment shall relieve Contractor (Assignor) from any of its obligations and liabilities under the Contract with respect to City. The Chief Financial Officer shall have authority to consent to an assignment on behalf of City. 45. BINDING EFFECT: This Contract shall be binding upon and inure to the benefit of the parties and their successors and assigns. EMPLOYEES AND SUBCONTRACTORS 46. SUBCONTRACTING: Contractor may subcontract work in whole or in part with the City’s advance written consent. City reserves the right to withhold consent if subcontractor is deemed irresponsible and/or subcontracting may negatively affect performance. All subcontracts shall comply with the underlying Contract. Contractor is responsible for Contract performance whether or not subcontractors are used. 47. NONDISCRIMINATION: Contractor warrants that it complies with all applicable federal, state and local laws and executive orders regarding employment. Contractor will not discriminate against any employee or applicant for employment or person who provides services because of race, color, national origin, religion, gender, age, disability, marital or familial status, veteran status or political affiliation. See City of Buckeye city code § 3-3-2, as may be amended from time to time. 48. DRUG FREE WORKPLACE: The City has adopted a Drug Free Workplace policy for itself and those doing business with the City to ensure the safety and health of all persons working on City contracts and projects. Contractor personnel shall abstain from use or possession of illegal drugs while engaged in performance of this Contract. 49. IMMIGRATION LAWS: Pursuant to A.R.S. § 41-4401, Contractor hereby warrants to the City that (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) the Contractor and each of its subcontractors will comply with, and are contractually obligated to comply with, all State and Federal Immigration laws and regulations that relate to its employees and A.R.S. § 23-214(A) (hereinafter “Contractor Immigration Warranty”). A breach of the Contractor Immigration Warranty shall constitute a material breach of this Contract and shall subject the Contractor to penalties up to and including termination of this Contract at the sole discretion of the City. The City retains the legal right to inspect the papers of any Contractor or subcontractor employee who works on this Contract to ensure compliance with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any such inspections. The City may, at its sole discretion, conduct random verification of the employment records of the Contractor and any subcontractors to ensure compliance with Contractor’s Immigration Warranty. Contractor agrees to assist the City in regard to any random verification performed. Neither Contractor nor any subcontractor shall be deemed to have materially breached the Contractor Immigration Warranty if Contractor or subcontractor establishes that it has complied with the employment verification provisions prescribed by sections 274A and 274B of the Federal Immigration and Nationality Act and the E-verify requirements prescribed by A.R.S. § 23-214(A). DEFAULT AND TERMINATION 50. TERMINATION FOR DEFAULT: Prior to terminating this Contract for a material breach, the non- defaulting party shall give the defaulting party written notice and reasonable opportunity to cure the default, not to exceed thirty (30) days, unless a longer period of time is granted in writing by the party asserting default. In the event the breach is not timely cured, or in the event of a series of repeated breaches the non-defaulting party may elect to terminate Contract by written notice, which shall be effective upon receipt. In the event of default, the parties may execute all remedies available at law in addition Contract remedies provided for herein. 51. CITY REMEDIES: In the event of Contractor’s default, City may obtain required materials and/or services from a substitute contractor, and Contractor shall be liable to the City to pay for the costs of such substitute service. City may deduct or offset the cost of substitute service from any balance due to Contractor, and/or seek recovery of the costs of substitute service against any performance security, and/or collect any liquidated damages provided for in the Contract. Remedies herein are not exclusive. 52. CONTRACTOR REMEDIES: In the event of City’s default, Contractor may pursue all remedies available at law, except as provided for herein. 53. SPECIAL DAMAGES: In the event of default, neither party shall be liable for incidental, special, or consequential damages. 54. TERMINATION FOR NONAPPROPRIATION OF FUNDS: The City may terminate all or a portion of this Contract due to budget constraints and non-appropriation of funds for the following fiscal year, without penalty or liability to Contractor. 55. TERMINATION FOR CONVENIENCE: Unless expressly provided for otherwise in the Contract, this Contract may be terminated in whole or part by the City for convenience upon thirty (30) days written notice, without further penalty or liability to Contractor. If this Contract is terminated, City shall be liable only for payment for satisfactory materials and/or services received and accepted by City before the effective date of termination. 56. TERMINATION DUE TO INSOLVENCY: If Contractor becomes a debtor in a bankruptcy (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) proceeding, or a reorganization, dissolution or liquidation proceeding, or if a trustee or receiver is appointed over all or a substantial portion of the property of Contractor under federal bankruptcy law or any state insolvency law, Contractor shall immediately provide the City with a written notice thereof. The City may terminate this Contract, and Contractor is deemed in default, at any time if the Contractor becomes insolvent, or is a party to any voluntary bankruptcy or receivership proceeding, makes an assignment for a creditor, or there is any similar action that affects Contractor’s ability to perform under the Contract. 57. PAYMENT UPON TERMINATION: Upon termination of this Contract, City will pay Contractor for satisfactory performance up until the effective date of termination. City shall make final payment within thirty (30) days from receipt of the Contractor’s final invoice. 58. CANCELLATION FOR GRATUITIES: The City may cancel this Contract at any time, without penalty or further liability to Contractor, if City determines that Contractor has given or offered to give any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant (“Gratuities”) in connection with award or performance of the Contract. 59. CANCELLATION FOR CONFLICT OF INTEREST (A.R.S. § 38-511): The City may cancel this Contract within three (3) years after its execution, without penalty or further liability to Contractor. MISCELLANEOUS 60. ADVERTISING: Contractor shall not advertise or publish information concerning its Contract with City, without the prior written consent of the City. 61. NOTICES: Except for Notices to Proceed, which may be issued by electronic means, all notices given pursuant to this Contract shall be delivered at the addresses as specified in the Contract, or updated by Notice to the other party. Notices may be: (a) personally delivered, with receipt effective upon personal delivery; (b) sent via certified mail, postage prepaid, with receipt deemed effective four (4) days after being sent; (c) or sent by overnight courier, with receipt deemed effective three (3) days after being sent. Notice may be sent by email as a secondary form of notice. 62. THIRD PARTY BENEFICIARIES: This Contract is intended for the exclusive benefit of the parties. Nothing herein is intended to create any rights or responsibilities to third parties. 63. CLICKWRAP TERMS EXCLUDED. In the event the Contractor’s terms of sale or service were provided to the City only upon “acceptance” of a “clickwrap” or “clickthrough” agreement, such terms of sale or service shall not be binding upon the City. No oral agreement, “clickwrap” or “clickthrough” agreement or other understanding shall in any way modify a City-issued or approved contract or these Standard Terms and Conditions. 64. GOVERNING LAW: This Contract shall be construed in accordance with the laws of Arizona. 65. FORUM: In the event of litigation relating to this Contract, any action at law or in equity shall be filed in Maricopa County, Arizona. 66. ATTORNEYS’ FEES: If any action at law or in equity is necessary to enforce the terms of this Contract, the prevailing party shall be entitled to recover its reasonable attorneys’ fees, taxable costs, expert witness fees and expenses. (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) 67. FORCE MAJUERE: There may be events that occur during the term of this Contract that are beyond the control of both the City and the Contractor, including events of war, floods, labor, disputes, earthquakes, epidemics, pandemics, adverse weather conditions not reasonably anticipated, forest fires, and other acts of God. These events may result in a temporary delay of contractual deliverables, or the permanent inability to provide the contractual deliverables that are the subject of this Contract. There will be no claims arising from a temporary delay of contractual deliverables, or the permanent inability to provide the contractual deliverables caused by the events described above, and the City will pay no additional costs incurred as a result of such events. The parties agree to act in good faith to extend the Contract completion date without any penalty to the Contractor and that the extension will be in an amount of time equal to any temporary delay. This term supersedes all other terms regarding temporary delay, permanent shut down, or increased costs. 68. NO BOYCOTT OF ISRAEL: To the extent applicable under A.R.S. § 35-393 through § 35- 393.03, the Vendor hereby certifies that it is not currently engaged in, and agrees for the duration of this Agreement to not engage in, a “boycott” of goods or services from Israel, as that term is defined in A.R.S. § 35-393(1). 69. FORCED LABOR OF ETHNIC UYGHURS: To the extent applicable under Ariz. Rev. Stat. § 35- 394, the Vendor warrants and certifies that it does not currently, and agrees for the duration of this Agreement that it will not use the forced labor, any goods or services produced by the forced labor, or 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. If the Vendor becomes aware that it is not in compliance with this paragraph, the Vendor shall notify the City of the noncompliance within five business days of becoming aware of it. If the Vendor fails to provide a written certification that the Vendor has remedied the noncompliance within 180 days after that, this Agreement shall terminate unless the termination date of this Agreement occurs before the end of the remedy, in which case this Agreement terminates on the Agreement termination date. [Remainder of Page Intentionally Blank] (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) EXHIBIT B CITY OF BUCKEYE STANDARD INSURANCE REQUIREMENTS 1. In General. Contractor shall maintain insurance against claims for injury to persons or damage to property, arising from performance of or in connection with this Contract by the Contractor, its agents, representatives, employees or contractors. 2. Requirement to Procure and Maintain. Each insurance policy required by this Contract shall be in effect at, or before, commencement of work under this Contract and shall remain in effect until all Contractor’s obligations under this Contract have been met, including any warranty periods. The Contractor’s failure to maintain the insurance policies as required by this Contract or to provide timely evidence of renewal will be considered a material breach of this Contract. 3. Minimum Scope and Limits of Insurance. The following insurance requirements are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The City does not represent or warrant that the minimum limits set forth in this Contract are sufficient to protect the Contractor from liabilities that might arise out of this Contract, and Contractor is free to purchase such additional insurance as Contractor may determine is necessary. Contractor shall provide coverage at least as broad and with limits not less than those stated below. a. Commercial General Liability - Occurrence Form General Aggregate $2,000,000 Products/Completed $1,000,000 Operations Each Occurrence $1,000,000 b. Umbrella Coverage $2,000,000 c. Automobile Liability – Any Automobile Owned, Hired and Non-owned Vehicles Combined Single Limit Per Accident for Bodily Injury & Property Damage $1,000,000 d. Workers’ Compensation and Employer’s Liability Workers’ Compensation Statutory Employer’s Liability: Each Accident $500,000 Disease - Each Employee $500,000 Disease - Policy Limit $500,000 4. Self-Insured Retention. Any self-insured retentions must be declared to and approved by the City. If not approved, the City may require that the insurer reduce or eliminate such self-insured retentions with respect to the City, its officers, agents, employees, and volunteers. Contractor shall be solely responsible for any self-insured retention amounts. City at its option may require Contractor to secure payment of such self-insured retention by a surety bond or irrevocable and (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) unconditional letter of credit. 5. Other Insurance Requirements. The policies shall contain, or be endorsed to contain, the following provisions: a. Additional Insured. All insurance coverage, except Workers’ Compensation insurance and Professional Liability insurance, if applicable, shall name, to the fullest extent permitted by law for claims arising out of the performance of this Contract, the City, its agents, representatives, officers, directors, officials and employees as Additional Named Insured as specified under the respective coverage sections of this Contract. b. Broad Form. The Contractor’s insurance shall contain broad form contractual liability coverage. c. Primary Insurance. The Contractor’s insurance coverage shall be primary insurance with respect to the City, its officers, officials, agents, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, agents and employees, shall be in excess of the coverage of the Contractor’s insurance and shall not contribute to it. d. Each Insured. The Contractor’s insurance shall apply separately to each insured against whom a claim is made, or suit is brought, except with respect to the limits of the insurer’s liability. e. Not Limited. Coverage provided by the Contractor shall not be limited to the liability assumed under the indemnification provisions of this Contract. f. Waiver of Subrogation. The policies shall contain a waiver of subrogation against the City, its officers, officials, agents and employees for losses arising from work performed by Contractor for the City. 6. Notice of Cancellation. Each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided, cancelled, reduced in coverage or in limits unless prior written notice has been given to the City. Notices required by this section shall reference the Contract Number and be sent to: City of Buckeye Finance Department 530 E Monroe Ave Buckeye AZ 85326 ATTN: William Kauppi, Chief Financial Officer 7. Acceptability of Insurers. Without limiting any obligations or liabilities of Contractor, Contractor shall purchase and maintain, at its own expense, hereinafter stipulated minimum insurance with insurance companies authorized to do business in the State of Arizona pursuant to ARIZ. REV. STAT. § 20-206, as amended, with an AM Best, Inc. rating of A- or above with policies and forms satisfactory to the City. Failure to maintain insurance as specified herein may result in termination of this Agreement at the City’s option. 8. Certificates of Insurance. The Contractor shall furnish the City with certificates of insurance (ACORD form) as required by this Contract. The certificates for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. Any policy endorsements that restrict or limit coverage shall be clearly noted on the certificate of insurance. The City Project/Contract Number and description of project shall be noted on the certificates (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) of insurance. The City must receive and approve all certificates of insurance and endorsements before the Contractor commences work. 9. Policies. The City reserves the right to require, and receive within ten (10) days, complete, certified copies of all insurance policies and endorsements required by this Contract at any time. The City shall not be obligated, however, to review any insurance policies or to advise Contractor of any deficiencies in such policies and endorsements. The City’s receipt of Contractor’s policies or endorsements shall not relieve Contractor from, or be deemed a waiver of, the City’s right to insist on strict fulfillment of Contractor’s obligations under this Contract. 10. Modifications. Any modification or variation from the insurance requirements in this Contract must have the prior approval of the City Attorney’s Office in consultation with the City’s Risk Manager, whose decision shall be final. Such action will not require a formal Contract amendment but may be made by their handwritten revision and notation to the foregoing insurance requirements. 11. No Representation of Coverage Adequacy. By requiring insurance herein, or by approving or expressing satisfaction with insurance policies and forms pursuant to the provisions of this Contract, the City does not represent that coverage and limits will be adequate to protect the Contractor. The City reserves the right to review any and all of the insurance policies and/or endorsements cited in this Contract but has no obligation to do so. Failure to demand such evidence of full compliance with the insurance requirements set forth in this Contract or failure to identify any insurance deficiency shall not relieve the Contractor from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance of this Contract. [Remainder of Page Intentionally Blank] (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) EXHIBIT C SCOPE OF WORK See following page(s) (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) REQUIREMENTS FOR THE SUCCESSFUL PROPOSER(S) The successful contractor will be responsible for meeting with City staff to understand the specific event needs and the scope of services and will produce a written plan to be submitted to City staff for review. Staff will review the contractor plan and make any changes as needed. This plan will address the planning, ordering, delivery, placement, removal and operating needs for the equipment requested. Any personnel required for the operation of the rental equipment should be provided in their proposal and pricing. 1. Professional Appearance - Contractor event personnel shall be neatly attired in a professional appearance to include acceptable uniforms, consisting of proper identification and company name/logo. Design of such uniforms shall be subject to City’s approval. 2. Contractor Communication - a. It is important that all contractor personnel who are assigned be sufficiently proficient in the English language to effectively communicate with City event staff, volunteers, and guests at all times. b. Key personnel shall have a phone number where they can be contacted and shall respond. c. The contractor shall provide the day and evening phone number(s) for emergency communications purposes of the company representative that will be responsible for each day (or hours) of event. If a change in the company representative occurs, the contractor shall immediately notify the City. 3. Quantities of Items - The City shall make the best effort to remain constant with estimated quantities within the agreed-upon contract. Contractor must have sufficient reserve and have the capacity to add additional equipment on short notice of 12 to 24 hours, which will be done via phone or email. 4. Equipment Logistics - The contractor shall advise the City on equipment availability, confirm each rental, schedule, and obtain all inspections and permits, and schedule setup and takedown of all equipment ordered under their contract. 5. Plan Development and Walk Through - Contractor and the City will work together to develop a plan indicating placement of the items per event and a “walkthrough” will be needed by the vendor to establish measurements and placement. Contractor will work with the City to make any recommendations or changes to scope of work prior to the event. Contactor attendance at monthly coordination meetings may be required. 6. Other Work to be Performed - The Contractor shall furnish all labor, materials, equipment, insurance, and obtain and coordinate permits to perform all work as described and required for the provision of tent and accessory rentals. Copies of insurance certificates naming the City as an additional insured shall be submitted to the City prior to the start of any work. 7. Costs of Providing Service - All materials, supplies, and equipment required to provide services shall be at the sole cost and expense of the contractor and considered a cost of doing business. If the Contractor wishes to install additional equipment at a location, or make modifications to the site, prior approval must be given by the Event Manager or designee. (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) 8. Staffing by Contractor - The Contractor shall have enough staff to render quick and efficient service to patrons. 9. Equipment Malfunctions and Replacements - Event equipment shall contain all materials and supplies necessary to remain in working order for the duration of the rental. Replacement of any components shall be the responsibility of the contractor and be inclusive of the original rental fee. Requests for response due to storm or crowd damage shall be fulfilled within two hours of the initial request. If unable to perform within that timeframe, City reserves the right to work with outside companies to remedy. Costs associated with remedy will be reimbursed to City by Contractor. 10. Take Down - Equipment takedown must commence immediately following the close of the event and must be completed by noon (Phoenix time) the following day unless other arrangements have been previously agreed upon or special permission has been granted. If special permission is granted by the City to extend the amount of time rental equipment remains on City property beyond the original agreed upon term, City will not be responsible for loss or damages that may occur. Site security will become the responsibility of the rental company. LOT 1: AIR FAIR EVENT REQUIREMENTS 1. Tents – A variety of tent sizes are needed for the various events including Buckeye Air Fair. Tent sizes needed range from 10’ x 10’ up to a 40’ x 400’. Tents 40’ x 40’ and larger must be structure tents with durable frames. Canopies and other special event equipment are subject to crowded traffic and extreme wind conditions and must be able to withstand heavy use. Concrete blocks, sandbags, water barrels or other means of anchoring should be provided in the proposal to secure the tent as staking may not be allowed in certain areas on the airport grounds. The contractor will be required to obtain any permits needed for anything larger than tents over 200 square feet and canopies over 400 square feet. Tents and canopies requiring a permit must also meet the Fire Code to include necessary exit lighting and fire extinguisher. Lighting, such as ceiling mounted lighting (chandeliers) or UFO high bay will need to be provided for the structure tents. 2. Tables and Chairs – Approximately 300 tables comprised of a variety of types, including rectangle, round, and high tops may be needed. Approximately 3,000 chairs are needed throughout the event location including for VIP areas, information booths and other areas. The selected vendor should have the ability to provide table linens and coverings for all types of tables. 3. Outdoor Heaters – Outdoor heaters for use during evening hours. 4. Artificial Turf – Approximately 100,000 square feet of artificial turf is needed and should include any subsurface treatment beneath the artificial turf as it will likely be placed over dirt, asphalt millings or asphalt/concrete. LOT 2: SPECIAL EVENT REQUIREMENTS 1. Tents – A variety of tent sizes are needed for the various events including Buckeye Air Fair. Tent sizes needed range from 10’ x 10’ up to 40’ x 100’. Canopies and other special event (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) equipment are subject to crowded traffic and extreme wind conditions and must be able to withstand heavy use. Concrete blocks, sandbags, water barrels or other means of anchoring should be provided in the proposal to secure the tent as staking is not allowed on the airport grounds. The contractor will be required to obtain any permits needed for anything larger than tents over 200 square feet and canopies over 400 square feet. Tents and canopies requiring a permit must also meet the Fire Code to include necessary exit lighting and fire extinguisher. Lighting, such as ceiling mounted lighting (chandeliers) or UFO high bay will need to be provided for the tents over 400 square feet. 2. Tables and Chairs – Approximately 500 tables comprised of a variety of types, including rectangle, round, may be needed. Approximately 1,000 chairs are needed at specific events. The selected vendor should have the ability to provide table linens and coverings for all types of tables. (Vendor Name) – Materials and Services Agreement (REV. 12.11.2024) EXHIBIT D PRICING See following page(s) NST/ IRD Phoenix Pricing Schedule **Price includes installation and Dismantle** **Delivery and Pick-up is billed in separately** **Heavy Equipment not included** White High-Peak Frame Tents 10' x 10' x 8' $ 175.00 10'x 20' x 8' $ 325.00 10' x 30' x 8' $ 450.00 10' x 40' x 8' $ 575.00 Additional 10' Bay $ 125.00 15' x 15' x 8' $ 325.00 20' x 20' x 8' $ 450.00 20' x 30' x 8' $ 675.00 20' x 40' x 8' $ 900.00 20' x 60' x 8' $ 1,125.00 8' x 20' White Wall $ 40.00 8' x 20' Clear Wall $ 60.00 8' x 20' Window Wall $ 60.00 Small Structure Tents - (G Series) CLEAR (White Wall Included) 3m x 3m x 3m $ 225.00 $275.00 3m x 6m x 3m $ 350.00 $550.00 3m x 9m x 3m $ 525.00 $825.00 3m x 12m x 3m $ 700.00 $1,100.00 Additional 3m Bay $ 175.00 6m x 6m x 3m $ 700.00 $1,100.00 6m x 9m x 3m $ 1,050.00 $1,650.00 6m x 12m x 3m $ 1,400.00 $2,200.00 Additional 3m Bay $ 350.00 9m x 9m x 3m $ 1,575.00 $2,475.00 9m x 12m x 3m $ 2,100.00 $3,300.00 9m x 15m x 3m $ 2,625.00 $4,125.00 9m x 18m x 3m $ 3,150.00 $4,950.00 Additional 3m Bay $ 525.00 12m x 12m x 3m $ 2,800.00 $4,400.00 12m x 15m x 3m $ 3,500.00 $5,500.00 12m x 18m x 3m $ 4,200.00 $6,600.00 12m x 21m x 3m $ 4,900.00 $7,700.00 12m x 24m x 3m $ 5,600.00 $8,800.00 Additional 3m Bay $ 700.00 3m x 3m Clear Wall $ 60.00 $60.00 3m x 3m Window Wall $ 60.00 Mid-Size Structure Tent - (M Series) (White Wall Included) 12m x 10m x 4m $ 4,000.00 $5,200.00 12m x 15m x 4m $ 4,500.00 $6,500.00 12m x 20m x 4m $ 5,950.00 $9,000.00 12m x 25m x 4m $ 7,400.00 $11,000.00 Additonal 5m Bay $ 1,450.00 15m x 15m x4m $ 5,625.00 $8,200.00 15m x 20m x 4m $ 7,425.00 $10,500.00 15m x 25m x 4m $ 9,225.00 $13,500.00 15m x 30m x 4m $ 11,025.00 $16,000.00 Additonal 5m Bay $ 1,800.00 18m x 15m x 4m $ 7,000.00 $10,000.00 18m x 20m x 4m $ 9,000.00 $1,300.00 18m x 25m x 4m $ 11,050.00 $16,000.00 18m x 30m x 4m $ 13,100.00 $19,000.00 Additonal 5m Bay $ 2,050.00 20m x 20m x 4m $ 9,800.00 $14,000.00 20m x 25m x 4m $ 12,150.00 $18,000.00 20m x 30m x 4m $ 14,500.00 $21,000.00 20m x 35m x 4m $ 16,850.00 $24,300.00 20m x 40m x 4m $ 19,200.00 $27,700.00 Additonal 5m Bay $ 2,350.00 25m x 25m x 4m $ 15,125.00 $22,000.00 25m x 30m x 4m $ 18,450.00 $26,650.00 25m x 35m x 4m $ 21,775.00 $31,000.00 25m x 40m x 4m $ 25,100.00 $36,000.00 Additonal 5m Bay $ 3,325.00 4m x 5m Clear Wall $ 125.00 $125.00 4m x 5m Window Wall $ 125.00 Large Structure (L- Series) (White Wall Included) 30m x 30m x 4m $ 25,000.00 30m x 35m x 4m $ 28,500.00 30m x 40m x 4m $ 32,000.00 30m x 45m x 4m $ 35,500.00 30m x 50m x 4m $ 39,000.00 30m x 55m x 4m $ 42,500.00 30m x 60m x 4m $ 46,000.00 Additional 5m Bay $ 3,500.00 40m x 40m x 4m $ 43,500.00 40m x 45m x 4m $ 48,800.00 40m x 50m x 4m $ 54,100.00 40m x 55m x 4m $ 59,400.00 40m x 60m x 4m $ 64,700.00 Additional 5m Bay $ 5,300.00 50m x 50m x 4m $ 67,250.00 50m x 55m x 4m $ 73,750.00 50m x 60m x4m $ 80,300.00 50m x 65m x 4m $ 86,850.00 50m x 70m x 4m $ 93,400.00 Additional 5m Bay $ 6,550.00 4m x 5m Clear Wall $ 125.00 4m x 5m Window Wall $ 125.00 Stillwater Sailcloth Tent 44' x 43' $ 4,730.00 44' x 63' $ 6,930.00 44' x 83' $ 9,130.00 44' x 103' $ 11,330.00 44' x 123' $ 13,530.00 700 lb Concrete Block n Roll $ 107.00 700 lb Concrete Block n Roll Cover $ 25.00 Series 2000 100' Wide Pole Tent 100' x 80' x 10' $ 6,800.00 100' x 120' x 10' $ 10,200.00 100' x 160' x 10' $ 13,600.00 100' x 200' x 10' $ 17,000.00 Additional 40' Mid Section $ 3,400.00 10' x 20' White Wall $ 60.00 10' x 20' Clear Wall $ 95.00 10' x 20' Window Wall $ 95.00 High-Peak Frame Tents unit Price 10' x 10' x 8' $ 280.00 10' x 20' x 8' $ 560.00 10' x 30' x 8' $ 840.00 10' x 40' x 8' $ 1,120.00 15' x 15' x 8' $ 630.00 20' x 20' x 8' $ 1,120.00 20' x 30' x 8' $ 1,680.00 20' x 40' x 8' $ 2,240.00 20' x 60' x 8' $ 3,360.00 8' x 20' White Wall $ 40.00 8' x 20' Clear Wall $ 65.00 8' x 20' Window Wall $ 65.00 A-Frame Structure 10' tall x 10' wide bays psf price 3m Structure (10') $2.80 psf 6m Structure (20') $2.80 psf 9m Structure (30') $2.80 psf 12m Structure (40') $2.80 psf 13' tall x 16' wide bays 10m Structure (32') $2.80 psf 12m Structure (40') **has 13' x 13' bays on gable side $2.80 psf 15m Structure (50') $2.80 psf 18m Structure (60') **has 13' x 13' bays on gable side $2.80 psf 20m Structure (66') $2.80 psf 25m Structure (82') $2.80 psf 30m Structure (100') $3.80 psf 40m Structure (131') $3.80 psf 50m Structure (164') $3.80 psf White Wall included Clear Wall $ 95.00 Window Wall $ 95.00 Miscellaneous unit Price Glass Double Doors $ 850.00 Safety Package $ 150.00 Hi Bay LED Light $ 125.00 Duratrac Flooring (per sf) $ 1.50 Turf (per sf) $ 1.10 **Price includes installation and Dismantle** TABLES unit Price 4' x 30" $ 13.50 6' x 18" $ 15.50 6' x 30" $ 15.50 8' x 18" $ 15.50 8' x 30" $ 15.50 60" Rd $ 15.50 communal table - WHITE $ 79.00 CHAIRS Samsonite Chair $ 3.25 White Resin $ 5.50 Miscellaneous Umbrella Heater w Propane tank $ 135.00 Linens $ 21.00 Umbrella Heater w Propane tank $ 137.00 **Local Delivery Rates per Truck** Phoenix Zones Window Options: AM or PM Zone 1 - Within 10 Miles $ 150.00 Zone 2 - 11 to 19 Miles $ 250.00 Zone 3 - 20 to 29 Miles $ 350.00 Zone 4 - 30 to 39 Miles $ 450.00 Arizona Locations $ 850.00 Prescott $ 750.00 Sedona $ 750.00 Globe $ 750.00 Tucson $ 1,000.00 Plywood Tables 4ft x 30in Plywood Table $ 11.50 6ft x 30in Plywood Table $ 11.50 6ft x 18in Plywood Table $ 14.00 8ft x 30in Plywood Table $ 11.50 8ft x 18in Plywood Table $ 14.00 30in Dining Table $ 16.00 48" Round $ 12.00 60in Round Plywood Table $ 13.50 66in Round Plywood Table $ 14.50 72" Round Plywood Table $ 17.50 Specialty Tables 6ft x 30in Communal Table - WHITE $ 225.00 Fruitwood Elizabeth Table $ 180.00 Natural Elizabeth Table $ 180.00 Sloane Table $ 195.00 Black Monroe Table $ 195.00 Fruitwood Monroe Table $ 195.00 Black London Table $ 195.00 White London Table $ 195.00 COCKTAILS 30in Round Cocktail Table $ 17.50 36" Round Cocktail Table $ 17.50 Tulum Highboy $ 150.00 Hudson Highboy $ 150.00 Amara Highboy $ 150.00 CHAIRS White Resin - Padded $ 3.95 Black Resin - Padded $ 3.95 White Samsonite $ 1.75 Ghost Chair $ 15.00 Elio Chair $ 13.50 Bentlee Chair $ 33.00 Audrey Chair $ 29.00 White Wishbone $ 35.00 Fruitwood Wishbone $ 35.00 White Willa Chair $ 15.00 Black Willa Chair $ 15.00 Kaitlin Chair $ 30.00 Naomi Chair $ 30.00 Leigh Chair $ 27.00 Barstools Sedona Barstool $ 39.00 White Willa Barstool $ 30.00 Black Willa Barstool $ 30.00 Fruitwood Wishbone Barstool $ 35.00 White Wishbone Barstool $ 35.00 Misc 9' Wooden Market Umbrella - Black/White $ 83.00 Umbrella Heater $ 125.00 Garment Rack $ 35.00 4' x 8' hedge wall $ 185.00 4' x 4' hedge wall $ 125.00 Stanchions TBD Pipe & Drape TBD Golf Rentals TBD Staging, Flooring, Dance Floor 4' x 4' White Starlight with trim $55.00 4' x 4' Black Starlight with trim $55.00 4' x 4' Neowalnut Starlight with trim $47.00 4' x 4' Bil jax bare with set & strike 8" - 24" tall $64.00 4' x 4' Bil jax bare with set & strike 24"-30" tall $96.00 Bil jax step 16" - 24" $29.00 without railing 4' x 4' bil jax ramp bare $96.00 Turf $1.10 psf $35.00 4' Railing per section $40.00 ultra stairs w/ railing $100.00 Lounge Furniture Sebastian Sectional $795.00 Lincoln Sectional $475.00 Cora Sectional $825.00 Meadow Sectional $850.00 Whitney Sectional $875.00 Avery Sofa $395.00 Avery Chair $255.00 Chloe Chair $295.00 La Jolla Sofa $475.00 La Jolla Chair $225.00 $135.00 $145.00 $195.00 Table $195.00 Madelyn Sofa $425.00 Madelyn Chair $255.00 River Sofa $495.00 River Tan Chair $285.00 River Brown Chair $285.00 Gioia Navy Ottoman $75.00 Gioia Emerald Ottoman $75.00 Gioia Burgundy Ottoman $75.00 Gioia white velvet Ottoman $75.00 Augusta Sofa $495.00 Augusta Chair $285.00 $195.00 $125.00 La Jolla End Table $95.00 Harlow End Table $75.00 Parker End Table $95.00 Isabella End Table $110.00 Agave End Table $195.00 Throw Pillow $25.00 BARS 6' Black Bar $ 350.00 8' Black Bar $ 415.00 8' White Bar $ 415.00 6' White Bar $ 350.00 Eden Bar $ 625.00 Sawyer Bar $ 625.00 White Camden Bar $ 525.00 Black Camden Bar $ 525.00 Fruitwood Aruba Bar $ 395.00 Light Wood Aruba Bar $ 395.00 Linens 90" round $ 15.50 108" round $ 17.50 120" round $ 21.00 132" round $ 24.00 90" x 132" $ 21.00 90" x 156" $ 24.00 EXHIBIT See following page(s)