This is a service / maintenance or supply contract in Surprise, Arizona. Contact the soliciting agency for additional information.

The City of Surprise Sports & Tourism and Parks & Recreation Departments are seeking bids from qualified vendors to produce event signage for events taking place at the Surprise Recreation Campus including Spring Training and other signature events. Final Date/Time for Questions: July 23, 2025, 3:00pm Contact Information Michael Smiley Procurement Officer Senior 16000 N. Civic Center Plaza Surprise, AZ 85374 Email: michael.smiley@surpriseaz.gov Phone: (623) 222-1857. Any question related to the Request for Proposal must be submitted in writing through online. Anticipated Contract Award: September 1, 2025 3.2. PREPARATION OF PROPOSAL All proposals must be on the forms provided in this Request for Proposal package. It is permissible to copy these forms if required. Faxed or e-mailed responses will not be considered. The Offer and Contract Award document must be submitted with a signature by a person authorized to sign the offer. If price is a consideration and in case of error in the extension of prices in the proposal, the unit price will govern. No proposal may be altered, amended, or withdrawn after the specified proposal due date and time. Periods of time, stated as a number of days, will be calendar days. It is the responsibility of all prospective offerors to examine the entire Request for Proposal package and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing a Proposal confers no right of withdrawal after proposal due date and time. 3.3. PROPOSAL FORMAT Proposals shall be submitted in via the City's e-Procurement Portal. Proposal submissions are limited to a maximum of Twenty Five (25) pages in length, excluding the Offer & Acceptance page, Cover Letter, Past Performance Verification Exhibits, and any other required forms. Adherence to the maximum page criteria is critical; each page side with evaluation criteria information will be counted. Detailed written responses shall be on 8 1/2 " x 11" paper using font no smaller than 11 point and printed on one side. Pages that have photos, charts, graphs or criteria information will be counted towards the maximum number of pages. Supplemental Resumes are not allowed and will be counted towards the page limit. The Proposal response shall be submitted with the following sections: a) Offer and Acceptance The first section of the proposal shall contain the Offer and Acceptance Form. 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 officer(s) that is permitted to contract on behalf of the organization. b) Cover Letter Identification of Offeror including name, address, telephone number, fax number and email address. The letter must include signature of an officer of the Offeror authorized to contract for work. c) Proposal Response (Twenty Five (25) The proposal response should address the following evaluation criteria. Overall Capabilities: 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. 3.6. LATE PROPOSALS Late proposals will not be considered. 4.1. GENERAL REQUIREMENTS: 1. The Offerors will be required to provide for design, printing/production and installation/delivery of event signage and banners as needed. 2. Signage for Spring Training, Youth Baseball Complex, Dick McComb Softball Complex and Dreamcatcher Park will be displayed for approximately 12 months. 3. Signage needs to withstand weather and fading while displayed. (Sample material may be requested prior to award.) 4. Proofing and approval documents (individual artwork as well as comprehensive) will be provided daily. Print proofs must be turned back to the City for approval within one (1) calendar day for Spring Training signage and 2-3 calendar days for signage not related to Spring Training. 5. Proofs shall be shared with the City as soon as they are ready, but no later than the times outlined in the scope. 6. The Offeror will provide a reasonable turn-around on printed items. The City will make every effort to order signage in advance of need. Event changes may necessitate an order to be placed at the last minute. Contractor will make a reasonable effort to complete items as quickly as possible. 7. The Offeror will provide a 24-hour turnaround on reasonable order sizes and many of the Spring Training items listed, which includes printing and installation if requested by the City. 8. The Offeror will provide a company Project Manager to be on-site during all Spring Training signage installation. This position shall not be filled by a subcontractor. 9. All event signage will be replaced annually regardless of banners that have no changes from the previous year. 10. For signage that requires installation, the Offeror shall provide all the necessary equipment to properly complete the installation. The City shall not provide any installation equipment. 11. All installations shall include the removal and disposal of old signage. 12. The Offeror shall coordinate all installations with the City representative prior to starting an installation. 13. The City will retain rights to all artwork submitted or created by company and will be provided final files at the completion of the job each year or when requested. 6.4. TERM OF CONTRACT The term of any resultant Contract shall commence on the date of award and shall continue for a period of one year (1) thereafter, unless terminated, cancelled or extended as otherwise provided herein. 6.5. CONTRACT EXTENSION By mutual written Contract Amendment, any resultant Contract may be extended for supplemental periods of up to a maximum of Four (4) one (1) year renewalsone Hundred Twenty. 6.14. BID BOND Non-revocable bid security payable to the City in the amount of 10% of the total bid price is required. This security shall be in the form of a bid bond, certified check or cashier's check and must be in the possession of the City, Procurement Division by the due date and time cited for this solicitation. The City will hold all bid security during the evaluation process. As soon as is practicable after the completion of the evaluation, the City will: a. Issue a contract award notice for those offers accepted by the City; b. Return all checks to those who have not been issued a contract award notice. All bid security from the contractors who have been issued an award notice shall be held until the successful execution of all required contractual documents and bonds (performance bond, insurance, etc.). If the Contractor fails to execute the required contractual documents and bonds within the time specified, or ten (10) days after notice of award if no period is specified, the Contractor may be found to be in default and the contract terminated by the City. In case of default, the City reserves all rights inclusive of, but not limited to, the right to purchase material and/or to complete the required work in accordance with the City of Surprise Procurement Code and to recover any actual excess costs from the Contractor. Collection against the bid security shall be one of the measures available toward the recovery of any excess costs. All bid bonds must be executed and uploaded under Section 12.6. Vendor Response either utilizing the form attached or your own format. All bid bonds duly executed by the Bidder as Principal and having as Surety thereon a Surety Company approved by the City and holding a Certificate of Authority to transact surety business in the State of Arizona, by the Arizona Department of Insurance. Individual sureties are unacceptable. All Insurers and Sureties shall have at the time of submission of the proposal and AM Best rating of "A-" or better. 6.15. PERFORMANCE BOND The Contractor shall be required to furnish non-revocable security binding the Contractor to provide faithful performance of the Contract in the amount of one hundred percent (100%) of the total Contract price payable to the City. Performance security shall be in the form of a performance bond. This security must be in the possession of the City Procurement Division within the time specified or ten (10) Days after notice of award if no period is specified. If the Contractor fails to execute the security document as required, the Contractor may be found in default and the Contract terminated by the City. In case of default the City reserves all rights. All performance bonds duly executed by the Bidder as Principal and having as Surety thereon a Surety Company approved by the City and holding a Certificate of Authority to transact surety business in the State of Arizona, by the Arizona Department of Insurance. Individual sureties are unacceptable. All Insurers and Sureties shall have at the time of submission of the proposal and AM Best rating of "A-" or better. 6.16. PAYMENT BOND The Contractor shall be required to furnish non-revocable security for the protection of all persons supplying labor and material to the Contractor or any subcontractor for the performance of any work related to the Contract. Payment security shall be in the amount of one hundred percent (100%) of the total Contract price and be payable to the City. Payment security shall be in the form of a payment bond. This security must be in the possession of the City Procurement Division within the time specified or ten (10) Days after notice of award if no period is specified. If the Contractor fails to execute the security document as required, the Contractor may be found in default and the Contract terminated by the City. In case of default the City reserves all rights. All payment bonds must be duly executed by the Bidder as Principal and having as Surety thereon a Surety company approved by the owner and holding a Certificate of Authority to transact surety business in the State of Arizona, by the Arizona Department of Insurance. Individual sureties are unacceptable. All Insurers and Sureties shall have at the time of submission of the proposal and A.M. Best's Key Rating Guide of "A-" or better as currently listed in the most recent Best Key Guide, published by the A.M. Best Company, payable without condition to the Owner.