Field Trip- Arcade

Littleton Elementary School District #65, serving approximately 6,000 students across nine K-8 schools and a district office in Avondale and Tolleson, Arizona, is seeking vendor quotations for a group field trip to an arcade under solicitation Q27-002. The request outlines a comprehensive scope requiring vendors to provide student and chaperone admissions, optional lunch packages, and a reserved private event area, with all pricing required to include material, equipment, and labor costs while explicitly excluding tax. Vendors must adhere to strict procedural requirements, including accepting all district-issued purchase orders before any services are rendered, and must submit proposals electronically by the hard deadline of June 18, 2026, at 3:00 p.m. Arizona time via the designated procurement portal. The district will evaluate responses based on complete, accurate, and compliant cost estimates, with no guaranteed quantities and full payment contingent upon proper purchase order authorization under terms listed on the district’s Business Resources webpage. All vendors must meet extensive federal and state compliance standards, including certification of adherence to the Energy Policy and Conservation Act, Equal Employment Opportunity, Buy America (applying only to food purchases), Davis-Bacon Act, Contract Work Hours and Safety Standards Act, Clean Air Act, Federal Water Pollution Act, and 2 C.F.R. § 200.336 regarding access to records. Vendors are required to submit a completed W-9 form and complete a detailed vendor questionnaire affirming compliance with all contractual terms, including insurance obligations such as a $2 million general aggregate and $1 million products-completed operations coverage under a commercial general liability policy, along with workers’ compensation coverage meeting statutory requirements and employers’ liability limits of $100,000 per accident, $100,000 per employee for disease, and a $500,000 policy limit. Insurance must be primary and noncontributory, and indemnification coverage must not be limited to contractual liability assumptions. Federal contracts exceeding $10,000 trigger termination for cause or convenience provisions, while those over $150,000 are subject to formal breach remedies. The venue must coordinate with district personnel for scheduling, confirm participant counts, designate on-site contacts, ensure equipment functionality, provide trained staff, accommodate dietary restrictions, and comply with all safety and supervision expectations as agreed upon in advance.