Arts and Culture Fest Special Procurement Form

Glendale

ARIZONA

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Procurement Sole Source and Special Procurement Request

(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON)

REQUESTOR INFORMATION: a
hes : Department: Economic 7
| Requestor: Chris Taylor Date: 4/8/2025 Development/Office of Arts and Culture
Phone Number: 623-930-3557 Email Address: ctaylorl@glendaleaz.com

Return To: ctaylor] @\elendaleaz.com
tdutry@vlendaleaz.com

PROPOSED VENDOR INFORMATION: _
Proposed Vendor: Southern Arizona Arts and Cultural
Alliance
Proposed Vendor Address: 4500 N Oracle Rd., Suite 110

City, State and Zip Code: Tucson, AZ 85705

Proposed Vendor Contact: Kate Marquez

| Vendor Phone: 520-240-2766 Vendor Fax:

Procurement method requested: (1) Sole Source

[x] Special Procurement

PURCHASE INFORMATION: ee ee
[ One time purchase: Yes i] No C]

Total Cost of this Order: $150,000 Federal Money: Yes [_] No X]
If yes, explain funding source:

Org #: 21101911 / Object #: 540200 / CIP Project Code:

Description of the product or service requested: This is a sponsorship for the Southern Arizona Arts and Cultural
Alliance (SAACA) Downtown Glendale Arts and Culture Fest, a free, all-day festival in downtown Glendale that
will provide interactive arts and works by local professional artists and emerging artisans. SAACA's event will
include live performances, arts and craft vendor marketplace, pop-up art.experiences in the local downtown shops,
live music and performances at the Civic Center Plaza and the LOT, family art activities, and food vendors. The
event will engage the surrounding community downtown businesses. The Glendale Arts Commission approved the
sponsorship of this event for 2026.

In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of available _
sources and determine that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached. _
| REQUESTOR CERTIFICATION:
Chit Tayler
Requestor Chrjg Taylor Division Econ Dev/Arts Division Date 4/8/25
|DEPARTMENT DIRECTOR APPROVAL: Td
_ Director Trent Bel IK son Econ Dev _ _ Date : ¥Y. G a
| MATERIALS MANAGER APPROVAL:
In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of this
request and agree that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached.

| Levi D. Gibson, CPA, M.Acc. (Lev AES. —_ US [e225
Rev. 7/23/2024

Glendale

ARIZONA

Materials Manager

Procurement Sole Source and Special Procurement Request

(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON)

Date

Procurement will require a reevaluation and resubmission of a Sole Source / Special Procuremt after:

Single Use Only: [

Check the reason(s) below to identify why you have dete:
Procurement and attach supporting documentation, Use

Annually: oO

and a special procurement

O

O

- ~ SOLE SOURCE |
Compatibility. Indicate system, make, model and
function

Unique repair/replacement item. Identify item to be
used with previous PO number item purchased, and
warranty period

Supplementary or necessary part required from
same manufacturer. Identify in-house equipment
and use with existing system

Unique Item or Services

Proprietary Specifications (Copyright, patented,
etc.)

Other reasons, if not above. Explain in justification

_ End of Contract, including any extensions: oO

oO Substantially impede

JUSTIFICATION:
Use the Guidelines for Justification of the selected reason(s) above, and provide a full explanation of

your reason that the product/

mined the purchase is a Sole Source or Special
only column. A purchase cannot be BOTH a sole source

SPECIAL PROCUREMENT

bid or proposal process cannot reasonably be used

Discourages the use of a competitive bid or proposal as
it will result in a substantially higher cost to the city, or

will otherwise impair the city’s financial interests

the city’s
functions or the delivery of services to the public

(1_ Does not qualify as a sole source or emergency

Has only one provider with the experience and

capability to successfully perform the contract

Presents a significant time constraint as the need was
not known in sufficient time to allow for competitive

procurement and time is of the essence

service is a sole source or special procurement: The annual Glendale Arts

and Culture Fest is a one-day festival that is produced by SAACA and is sponsored by the Glendale Arts
Commission. This annual event was created by SAACA and therefore competition for this specific event
with the specific offerings would be incredibly limited or non-existent. The Special Events and Arts Division
could attempt to replicate the event, however the division does not have the individual resources to book the
amount of statewide artists/live performers that are part of SAACA's network as well as the additional costs
for logistics to produce this specific event that spans the entire downtown Glendale area would substantially
exceed the sponsorship provided to SAACA to produce their event in Downtown Glendale.

MANDATORY RESEARCH DOCUMENTATION REQUIREMENT:
Rev. 7/23/2024

Presents such limited competition that a competitive

administrative

4
Glendale
seizems Procurement Sole Source and Special Procurement Request

(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON)

Provide a detailed explanation of efforts made to determine the availability of the product or service
from any other vendor, including other distributors: This procurement is a sponsorship of an event
created by the vendor and supported/approved by the Glendale Arts Commission. Staff has evaluated the
opportunity to replicate the event and based on costs for production of an all-day festival in downtown and
booking of statewide artists/live performers, the city would need to procure with multiple organizations and
agencies to produce any similar type of event at a substantially higher cost. Staff has conducted research to
seek other non-profit art organizations that produce events of this size, type and caliber in Arizona (to
support the local arts base) and SAACA continues to remain the one provider with the skill and capacity.
This procurement is a sponsorship to support SAACA's event that they will produce.

PREPARER NOTE: If this is a vehicle or technology purchase, concurrence of the Fleet Director or the
IT Director will be required.
ADDITIONAL APPROVAL: _

IT Director _ Fleet Director Date

Approval of a vendor as a sole source or a special procurement only determines the procurement method.
Council approval and a signed contract may also be required.

Rev. 7/23/2024