1-260239 Solicitation Document.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Tuesday, September 29, 2026

REQUEST FOR PROPOSAL NO. – 260239

Sealed Request for Proposal will be received in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A. M., FRIDAY, October 23, 2026. One

(1) electronic copy of the proposal is required. Proposals are to be submitted electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using secure login/password for:

DEPARTMENT OF PARKS & RECREATION

Food Truck and Alcohol Vendors for NCAA Fan Fest

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

A PRE-BID CONFERENCE/VIRTUAL will be held on Wednesday October 7, 2026 at 10:00 a.m. CT Microsoft Teams Meeting Join: https://teams.microsoft.com/meet/236938134731601?p=fRKXjMhTwikZF7aOWd Meeting ID: 236 938 134 731 601 Passcode: hB7uz9Qe

Dial in by phone +1 316-462-9137,485411806# United States, All locations Find a local number Phone conference ID: 485 411 806#

Specifications for the sealed proposals are on file in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, (316) 268-4636. This information is also available on the City of Wichita Web Site at wichita.gov/procurementportal.

Sealed proposals shall be received (electronically as stated) in the office of the City Purchasing Manager prior to 10:00 o’clock a.m., Friday, October 23, 2026.

The review and evaluation of the submitted Proposals will take estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council. If the Purchasing Division may be of further assistance, please contact us at (316) 268-4636.

Dated at Wichita, Kansas, on the 29th day of September, 2026.

Josh L. Lauber, MBA, CPSM Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.gov/procurementportal https://teams.microsoft.com/meet/236938134731601?p=fRKXjMhTwikZF7aOWd tel:+13164629137,,485411806 https://dialin.teams.cloud.microsoft/fb3ca873-3fb9-40cb-a8ad-c0038d61ca3a?id=485411806 https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure; Provide conditions for living well.

City of Wichita 1 RFP #260239

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

455 N. MAIN ST, 12TH FLOOR, WICHITA, KS 67202

PHONE: (316) 268-4636

PURCHASING@WICHITA.GOV

WICHITA.GOV/PURCHASING

WICHITA.GOV/PROCUREMENTPORTAL

REQUEST FOR PROPOSAL #260239

Food Truck and Alcohol Vendors for NCAA Fan Fest City of Wichita – Department of Parks & Recreation

September 29, 2026

PROJECT DEFINITION

The City of Wichita Department of Parks & Recreation is seeking qualified vendors to provide food truck and alcoholic beverage services during the 2027 NCAA Men’s Basketball Championship Fan Fest at Naftzger Park. The intent of this solicitation is to select vendors that will provide high-quality food and beverage options, efficient and reliable service, reasonable pricing, and a festive experience for event attendees while providing competitive compensation to the City for the opportunity to operate at the event.

The selection of the awarded concessionaire(s) by the City’s Staff Screening and Selection Committee will be based on several factors, including: (1) ability to meet proposal terms and conditions, (2) experience, qualifications, and operational capacity, (3) menu, pricing, and service offering, (4) Fan Fest experience and added value, (5) proposed flat fee, and (6) S/EBE Small & Emerging Business Enterprise Program participation (10%).

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Jason Brogden (jbrogden@wichita.gov) no later than 5:00 p.m. October 9, 2026.

Questions must be submitted via email or procurement portal, and they will be answered through an addendum made available to all interested parties.

Tentative Schedule RFP Released September 29, 2026 Pre-Proposal Meeting Via Microsoft Teams October 7, 2026 10:00am Questions Due Via Email October 9, 2026 5:00 p.m.

Questions Answered Via Addendum October 14, 2026 Proposals Due October 23, 2026 10:00 a.m.

Evaluation Week of October 26, 2026 Project Awarded (tentative) Week of November 9, 2026 mailto:purchasing@wichita.gov https://wichita.gov/PURCHASING

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 2 RFP #260239

Table of Contents

1. OVERVIEW AND SUMMARY

2. PROJECT OBJECTIVES

3. SCOPE OF SERVICES

4. PROPOSAL TERMS

A. Questions and Contact Information:

B. Proposal Submission:

C. Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Mandatory Elements:

G. City of Wichita Responsibilities:

H. Debriefing:

I. Challenges and Protests:

5. CONTRACT PERIOD AND PAYMENT TERMS

6. INSURANCE REQUIREMENTS

7. GENERAL SPECIFICATIONS:

8. REQUEST FOR PROPOSAL CONDITIONS CERTIFICATION (SUBMITTAL LETTER)

9. S/EBE PROGRAM PARTICPIATION DOCUMENTATION

10. ATTACHMENT A – SAMPLE CITY CONTRACT

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 3 RFP #260239

1. OVERVIEW AND SUMMARY

The City of Wichita is the largest city in Kansas with a population of approximately 397,000 and is the seat of Sedgwick County. As of May 2024, the City’s total land area was approximately 167 square miles. Major highways, including the Kansas Turnpike (I-35), Interstate 135 and U.S. 54 (Kellogg Avenue) link the City with a large trade area that encompasses a population of more than 1.1 million people within a 100-mile radius. The City of Wichita employs approximately 3,100 employees providing a full range of municipal services, including police and fire protection, parks and recreation programs, libraries, public housing, municipal transportation, airports, water and sewer utilities, general administration, and other services.

Information regarding the City of Wichita can be found at wichita.gov. The legislative body of the City consists of a six-member City Council, elected by district, and a full-time Mayor elected from the City-at-large. The Council members and the Mayor serve four-year terms overlapping. The Council and Mayor establish general policies, which are executed by the City Manager.

2. PROJECT OBJECTIVES

The purpose of the proposal is to demonstrate the qualifications, competence and capacity of firms seeking to provide services specified herein for the City of Wichita, in conformity with the requirements of this Request for Proposal. The proposal should demonstrate the qualifications of the firm and the staff to undertake this project. It should also specify the proposed approach that best meets the Request for Proposal requirements.

The proposer must address each of the service specifications under the Scope of Services.

3. SCOPE OF SERVICES

The City of Wichita is seeking qualified vendors to provide food and/or alcoholic beverage sales to the public during the 2027 NCAA Men’s Basketball Championship Fan Fest at Naftzger Park, 601 E. Douglas Ave., Wichita, Kansas. The event is scheduled for March 16–17, 2027, in conjunction with the NCAA Men’s Basketball Championship opening rounds hosted in Wichita. Based on Placer.ai visitation estimates, the 2025 Men’s NCAA Fan Fest had approximately 7,300 attendees on Thursday, 3,100 on Friday, and 10,600 on Saturday. No NCAA tournament games were played in Wichita on Friday. However, the City does not guarantee any minimum level of event attendance, customer traffic, sales, or revenue to selected vendors.

The City anticipates selecting up to six (6) licensed food truck vendors and one (1) licensed alcohol vendor.

Proposers may submit a proposal for food truck operations, alcohol sales, or both. Vendors proposing both services shall clearly identify the services, proposed compensation, menu/product offerings, and other information applicable to each.

Selection does not provide a food truck vendor with exclusive rights to sell any particular food, beverage, or product at the event, and the City may select food truck vendors with similar or overlapping menu offerings.

The selected alcohol vendor will have the exclusive right to sell alcoholic beverages at the event.

The City seeks vendors that will provide high-quality food and beverage options, reasonable pricing, efficient service, and a festive atmosphere appropriate for a major community event. Proposers are encouraged to identify themed menu items, promotions, presentation, décor, or other enhancements that would contribute to the Fan Fest experience.

Selected vendors will pay the City a flat fee for the opportunity to operate at the event. Proposers shall state the flat fee they propose to pay the City as part of their proposal.

https://www.wichita.gov/

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 4 RFP #260239

Vendor must abide by the following requirements.

• Vendor shall comply with all applicable federal, state, and local laws, regulations, codes, licensing requirements, and permit requirements pertaining to the food and/or beverage services provided at the event.

• Vendor shall obtain and maintain all licenses, permits, and certificates required for its operations and shall comply with all applicable facility safety, security, and use policies and procedures. Food vendors must operate from a properly licensed mobile food vending unit/food truck. Food service from temporary tents, tables, or similar setups will not be permitted. The selected alcohol vendor must maintain all licenses and permits required to sell and serve alcoholic beverages at the event.

All required licenses and permits shall remain current throughout the event and be posted or available for inspection as required by law.

• Vendor shall provide food and beverages in compliance with all applicable federal, state, and local health and safety requirements. Vendor shall maintain sufficient product inventory to reasonably accommodate anticipated event attendance throughout the designated operating hours.

• The City of Wichita, Department of Parks & Recreation, reserves the right to approve or disapprove food, beverage, and other products proposed for sale at the event. Selected vendors shall sell only those products identified in their approved proposal unless otherwise authorized by the City. Any changes to the approved menu or product offerings must receive prior City approval.

• The City will provide designated space for vendor operations. Food trucks will be assigned vending locations on St. Francis Street adjacent to Naftzger Park. The selected alcohol vendor will operate from one or more locations within Naftzger Park, as approved by the City. Vendor shall operate only within their assigned or approved locations.

• Vendor shall comply with all City-established requirements regarding vehicle access, loading and unloading, parking, electrical connections, generators, fire safety, and other event logistics. Vendor shall coordinate any utility needs with the City in advance of the event and shall not connect to utilities or operate generators or other powered equipment except as authorized by the City.

• Vendor shall provide all vehicles, equipment, products, supplies, payment-processing equipment, signage, and other materials necessary for its operations unless otherwise specified by the City. The selected alcohol vendor shall provide all tents, bar carts, tables, coolers, barricades, and other equipment and supplies necessary to establish and operate its approved alcohol service areas.

• The selected alcohol vendor shall provide sufficient security personnel to staff the designated entrances/exits to the established alcohol consumption area during all hours of alcohol service. The final site plan will include between two (2) and six (6) designated entrances/exits, depending on the final boundaries and configuration of the alcohol consumption area. Security personnel shall monitor the entrances/exits and take appropriate measures to prevent alcoholic beverages from being removed from the designated alcohol consumption area in accordance with applicable laws and regulations.

• With prior City approval, the selected alcohol vendor may leave approved equipment, supplies, or other property onsite overnight between event days. If the vendor elects to do so, the vendor shall be solely responsible for providing overnight security for such property. The City shall not be responsible for the loss, theft, or damage of property left onsite overnight.

• Vendor shall maintain its designated vending area, equipment, and surrounding area in a clean, sanitary, and orderly condition throughout the event. At the conclusion of each day of operation, Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 5 RFP #260239

Vendor shall remove all trash and debris generated by its operations from its assigned area and dispose of such waste in event-wide trash receptacles, other designated disposal locations provided by the City, or at an appropriate off-site disposal location. Grease, cooking oil, flammable materials, chemicals, and other hazardous or potentially hazardous materials shall not be disposed of in City-provided trash receptacles or disposal locations. Vendor shall be responsible for the proper storage, handling, and off-site disposal of such materials in accordance with applicable laws and regulations. Vendor shall provide all cleaning supplies necessary for its operations.

• All advertising, signage, menus, displays, and promotional materials used by Vendor in connection with the event shall be subject to approval by the City of Wichita, Department of Parks & Recreation.

• Vendor shall operate continuously during the event hours established by the City, anticipated to be 10:00 a.m. to 10:00 p.m. on March 16–17, 2027, unless otherwise approved by the City. The City reserves the right to modify event operating hours or cancel all or any portion of the event due to weather, event needs, or other circumstances. The City will make reasonable efforts to notify Vendor of any schedule changes or cancellations as soon as practicable.

• Vendor shall comply with all City-established schedules and procedures for event access, setup, and teardown, which will be provided by the City prior to the event. Vendor shall be fully operational by the start of the designated event hours and shall not cease operations or begin teardown prior to the conclusion of the designated event hours without prior City approval.

• Vendor shall provide appropriately trained personnel to efficiently serve anticipated attendance while maintaining applicable food and beverage safety requirements and customer service standards.

• Vendor and its employees shall be readily identifiable while working at the event through uniforms, branded apparel, identification badges, name tags, or other appropriate means of identification.

• The City may request that the Contractor remove any employee if it is determined that services are not being performed in accordance with the terms and conditions of the contract, or if an employee is conducting himself/herself in an inappropriate manner.

• Vendor shall not assign, transfer, or subcontract its vending opportunity or any material portion of its responsibilities without prior written approval from the City.

• Selected Vendor shall pay the City the flat fee proposed in its proposal by the deadline established by the City. Failure to submit payment by the established deadline may result in cancellation of the award and selection of an alternate vendor.

Proposals should include all of the following components.

• Identify whether the proposal is for food truck operations, alcohol sales, or both.

• State the name, address, telephone number, and email address of the business and identify the primary point of contact responsible for event coordination.

• Provide a complete proposed menu/product list, including anticipated prices to be charged to customers. Identify whether the proposed offerings reflect the vendor's standard menu or include menu items developed specifically for Fan Fest.

• Describe any themed menu items, promotions, décor, presentation, or other features proposed to enhance the festive atmosphere and Fan Fest experience.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 6 RFP #260239

• State the flat fee proposed to be paid to the City for the opportunity to operate at the event.

Vendors proposing both food truck operations and alcohol sales should separately identify the proposed fee applicable to each service.

• Describe the vendor's experience providing food and/or beverage service at festivals, sporting events, community events, or other high-attendance events. Include examples of comparable events served and event attendance, if known.

• Describe the vendor's plan for staffing and serving anticipated event attendance, including the anticipated number of personnel assigned to the event.

• Describe the vendor's anticipated service capacity during the event, including the estimated number of customers that can be served per hour and the average time from order placement to delivery to the customer.

• Describe the vendor's inventory and restocking plan, including how initial inventory levels will be determined and how additional food, beverages, and supplies will be obtained and delivered to the event if inventory runs low. Explain how the vendor will maintain sufficient inventory to support continuous service throughout the designated event hours, including if actual attendance or demand exceeds expectations.

• For proposals including food truck operations, identify the food truck/mobile vending unit proposed for use and provide its approximate dimensions and operational requirements, including electrical, water, generator, or other utility needs.

• For proposals including alcohol sales, describe the proposed service setup, including the number and type of service locations (e.g., tents, bar carts, or other service stations) proposed within Naftzger Park and the preferred location(s) for each. Include the approximate dimensions and space requirements for each proposed service location. Final number, configuration, and location of alcohol service areas will be subject to City approval.

• For proposals including alcohol sales, describe the proposed security plan for staffing and monitoring the designated entrances/exits to the alcohol consumption area during alcohol service.

• Provide the applicable food establishment/mobile vending and/or alcohol license number(s) and identify the issuing authority. The City reserves the right to independently verify all licenses.

• Disclose any applicable health, food safety, or alcohol licensing violations occurring within the past three (3) years.

• Provide proof of insurance in accordance with the insurance specifications.

• Describe any other features, services, or enhancements the proposer would provide that would contribute to the quality and success of Fan Fest.

4. PROPOSAL TERMS

A. Questions and Contact Information:

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Jason Brogden, jbrogden@wichita.gov in accordance with the dates and times stipulated for questions. Any questions of a substantive nature will be addressed in written form as a posted addendum on the City’s Procurement Portal (wichita.gov/procurementportal) within the “Open Public Opportunities” tab under the associated solicitation number’s “Supporting Documentation.”

Respondents are responsible for checking the City’s Procurement Portal and acknowledging any

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 7 RFP #260239 addenda electronically as a part of the Procurement Portal submission’s electronic acknowledgment for all stipulated response forms and addendum acknowledgments.

To ensure interested parties receive notification of any published addendum by the City, respondents need to verify the selection of “Semi-hourly” on their Procurement Portal - Notification Center settings:

• Accept Invites from Agencies (to receive invitations for new solicitation opportunities)

• Accept Messages (to receive notifications for any published addendum)

Failure to select “Semi-hourly” notification settings will impact your Procurement Portal profile’s ability to receive notifications and messages by the City of Wichita Purchasing Division.

To view your Procurement Portal’s Notification Center settings, log into your account and select Settings, Global Vendor Record, Manage my Organization, and Notifications to view this settings screen. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

B. Proposal Submission:

Proposals will be received (electronically as stated) in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas 67202, prior to 10:00 O'CLOCK A.M., Friday, October 23, 2026. Proposals are to be submitted electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password.

If a Bonfire registration for system access has not been completed, please visit wichita.gov/purchasing for assistance. On the Purchasing website page, a video tutorial (Bonfire Registration Video) walkthrough and registration resources are available to help in the completion of the registration process. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

All cost incurred in the preparation and presentation of a proposal shall be wholly absorbed by the respondent.

All proposals, including supporting documentation/manuals, shall become the property of the City.

C. Evaluation Criteria:

A Screening and Selection Committee composed of City staff from various departments, and in requested instances, community members will evaluate received proposals. At the discretion of the Selection Committee, respondents may be asked to make an oral presentation to clarify information in their submittal. The Selection Committee will make recommendations regarding the selection to the City Council and request authorization to enter into a contract with the approved firm.

The Staff Screening and Selection Committee will evaluate proposals submitted. Proposal responses will be evaluated on the following but not limited criteria*:

Ability to Meet Proposal Terms and Conditions (10%)

• Proposal contains all required elements

• Ability to meet the requirements and conditions of the solicitation

• No conflict of interest with the City, current City Council members or staff mailto:purchasing@wichita.gov https://www.wichita.gov/purchasing mailto:purchasing@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 8 RFP #260239

Experience, Qualifications, and Operational Capacity (20%)

• Experience providing food and/or beverage service at comparable festivals, sporting events, community events, or other high-attendance events

• Adequacy of proposed staffing and operational resources

• Demonstrated ability to efficiently serve anticipated attendance

• Inventory and restocking plan and ability to maintain continuous service throughout the event

• Overall ability and capacity to successfully perform the proposed services

Menu, Pricing, and Service Offering (20%)

• Quality, variety, and overall appeal of proposed menu/product offerings

• Reasonableness and value of prices to be charged to event attendees

• Suitability of proposed offerings for the event and anticipated attendance

• For food truck proposals, anticipated service efficiency and suitability of menu for high-volume service

• For alcohol proposals, quality and variety of proposed beverage offerings and service configuration

Fan Fest Experience and Added Value (10%)

• Themed or event-specific menu/product offerings

• Proposed décor, presentation, promotions, or other enhancements

• Creativity and contribution to a festive, engaging Fan Fest atmosphere

• Other proposed features or services that enhance the attendee experience

Proposed Flat Fee (30%)

Small & Emerging Business Enterprise Program participation (10%)*

*Effective December 30, 2025, the City implemented the revised small business program titled, “Small & Emerging Business Enterprise Program” (S/EBE). Proposers interested in claiming program participation may see their requirements outlined in Section 4. Proposal Terms; F. Mandatory Elements to claim the 10 points afforded towards S/EBE participation. Additional information may be found online at wichita.gov/purchasing.

Food truck and alcohol proposals will be evaluated separately within their respective service categories.

In selecting food truck vendors, the City may consider the overall combination of selected vendors, including menu variety, product diversity, and the extent to which the selected vendors collectively provide a broad range of food options for event attendees.

The Staff Screening and Selection Committee at their discretion may or may not conduct interviews. If interviews are conducted, the Committee may interview part or all of the respondents. The City reserves the right to make an award based on the greatest benefit to the City and not necessarily on the lowest fee proposal.

Following selection by the Staff Screening and Selection Committee, the highest ranked firm(s) will be recommended. The City Council reviews and approves or disapproves the selection and authorizes the necessary signatures.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 9 RFP #260239

The City reserves the right to accept or reject any or all proposals and reserves the right to modify the scope of services during negotiation of the contract. Submission of a proposal indicates acceptance of the conditions contained in the Request for Proposal (RFP) and an agreement to negotiate a contract for services. The City reserves the right to make an award on the basis of greatest benefit to the City and is not obligated to select the lowest cost option.

The City, through its Purchasing Manager, reserves the right to accept or reject any or all proposals and any part or parts of any proposal, and to waive formalities therein to determine which is the most beneficial proposal.

D. Tentative Schedule:

The tentative schedule will apply to this Request for Proposal (RFP) and may change according to with the City’s needs or unforeseen circumstances. All dates and times will be in Central Standard Time (CST;

CDT) and can be confirmed through the Purchasing Office located at 455 N. Main 12th Floor Wichita, KS 67202, calling (316) 268-4636, or by contacting the buyer listed on the solicitation document.

Questions of a substantive nature will be reviewed and answered in written form as an addendum and posted to the City’s Procurement Portal at wichita.gov/procurementportal.

Vendors are encouraged to complete vendor registration by visiting the City of Wichita’s Procurement Portal found at wichita.gov/procurementportal, then follow the link to the Bonfire vendor registration page to register your company. Please check our website, wichita.gov/purchasing for upcoming registration opportunities, training dates & locations, and information as it is updated in the near future.

The review and evaluation of the submitted proposals historically takes an estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council.

Event Date Solicitation Advertised September 29, 2026 Pre-Proposal Meeting Via Microsoft Teams October 7, 2026 10:00am Last Day for Written Question October 9, 2026 @ 5:00 p.m.

Addendum Posting October 14, 2026 Proposal Due October 23, 2026 @ 10:00 a.m.

Evaluation/Optional Oral Presentations Week of October 26, 2026 City Council/City Manager Approval (tentative) Week of November 9, 2026

E. Minimum Respondent Qualifications:

This section lists the criteria to be considered in evaluating the ability of firms interested in providing the goods and/or service(s) specified in this Request for Proposal. Firms should meet or exceed these qualifications to be considered for award. Any exceptions to the requirements listed should be clearly detailed in the proposer’s response. Proposers shall:

1. Have a minimum of 3 years’ experience in providing similar services specified in this RFP.

2. Understanding of industry standards and best practices.

3. Have experience in providing goods and/or services of comparable size and complexity to that being requested.

4. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are applicable to public contracts in the city shall be followed with respect to the contract.

https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 10 RFP #260239

5. Registration with the Kanas Secretary of State’s Office before contract execution.

6. Having Municipal government experience is preferable; however, the City will make the final determination based on responses received and the evaluation process.

7. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this RFP.

8. Provide project supervision (as required) and quality control procedures.

9. Have appropriate material, equipment and labor to perform specified services.

10. Ensure parking occurs only in designated areas and parking permits are displayed (if provided).

11. Wear company uniform or ID badge for identification purposes.

12. Meet local, state, and federal guidelines as applicable.

F. Mandatory Elements:

All proposals must adhere to the following guidelines:

1. All proposals must be submitted on 8 ½" X 11” page sizing (no legal size or odd size pages are permitted) and fully address the Scope of Services.

2. A profile of the firm including the official contact person, telephone number and mailing address.

If the firm is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified.

3. The proposal must include the signature of an official of the firm that is authorized to contract for the firm.

4. The firm’s experience, including length of time in business, and the experience of staff members and their role in this project.

5. A minimum of three (3) professional references with the nature of the services provided and contact information for each reference. Letters of Reference provided by a City of Wichita officer, employee, or agent, participating in preparing the solicitation or participating in source selection or from any City Council member will be prohibited and not considered to prevent improper influence, improper lobbying, or a conflict of interest.

a. Letters of Reference will be submitted as a part of response submission on company letterhead/signature block to identify a submitter and source of reference.

b. A letter of reference written by a City of Wichita employee participating in preparing the solicitation or participating in source selection will not be considered.

6. Disclose any civil litigation or alternative dispute resolution proceedings involving the Proposer (and any subcontractor proposed in a response submission) within the last year.

a. Continuing disclosure required for any new litigation, arbitration, or other proceeding commencing after proposal submission within 30 days of occurrence in a written statement to the contact person identified.

b. Details of settlements that are prevented from disclosure by law may be annotated as such.

7. Proposal for services and methodology for delivery of services.

8. Reasoning that explains why the proposed approach will achieve the City’s objectives.

9. Timeline for completing the project.

10. Proposals may not be withdrawn for a period of 120 days following the opening of this Request for

Proposal. Prices MUST also be free of duties and federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

11. Proposed City commission.

12. Description of any City responsibilities or assistance sought from City staff, including assistance required from the City to ensure expedient project completion and lessen project costs.

13. Completed Request for Proposal Conditions Certification (Submittal Letter) electronic acknowledgment in City Procurement Portal (Yes/No).

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 11 RFP #260239

14. Completed Request for Proposal Addendum electronic acknowledgment in City Procurement Portal (Yes/No).

15. Small & Emerging Business Enterprise (S/EBE) participation demonstrated by a submitted S/EBE Certification by a federal or state-certified S/EBE; City certified EBE Certification; or having a provable, existing subcontractor relationship for the proposal submission in question demonstrated by the following:

a. S/EBE Utilization Form

b. S/EBE Participation Schedule

c. S/EBE Letter of Intent

d. All other S/EBE Participation attestation, short of actual, provable certification at the time of opening the proposals will warrant zero (0) points.

i. Provided S/EBE lists a respondent would utilize or provided “good faith efforts” will not qualify.

ii. Self-Attestation as an S/EBE at the time of proposal submission will not qualify.

16. Exceptions to any part of this document clearly delineated and detailed.

17. Responses that do not include all required forms/items may be deemed non-responsive.

G. City of Wichita Responsibilities:

1. Designate a Department contact person for any daily communication(s) required to ensure goods and/or services delivery.

2. Provide Contractor with appropriate facility access(es) for completion of awarded goods and/or services.

3. Provide Contractor with Contact Information for key City staff who will manage the contract.

H. Debriefing:

The City of Wichita encourages solicitation respondents to learn, grow, and improve their competitiveness for City procurement opportunities. In the event of an unsuccessful solicitation response, solicitation respondents may request a debriefing regarding the selection process from the project manager and the buyer/purchasing representative identified in the solicitation document. The City of Wichita Purchasing Office may be directly contacted at (316) 268-4636 for assistance regarding the debriefing process.

I. Challenges and Protests:

Challenges A challenge is defined as a written objection by any party interested in responding to either a bid or proposal (collectively referred to as solicitations), when that party wishes to have the City consider an addition, substitution or modification to the specifications stated in the outstanding solicitation.

The written challenge of the solicitation specifications must be filed with the Purchasing Manager located on the 12th Floor, Finance Department at City Hall, 455 N Main, Wichita, KS 67202, telephone number

(316) 268-4636, at least five (5) business days before the solicitation opening due date and time as listed on the solicitation documents. Any challenge to solicitation specifications received after the five (5) business days deadline will not be considered by the City. The Purchasing Manager will acknowledge receipt of the challenge. The written challenge is to include the name, address, email address and telephone number of the interested party, identification of the solicitation number and project title, a detailed statement of the reasons for the challenge, supporting evidence or documentation to

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 12 RFP #260239 substantiate any arguments, and the form of relief requested, e.g., the proposed addition, substitution or modification to the specifications. The Purchasing Manager will investigate the written challenge and any evidence or documentation submitted with the challenge.

In the event of a timely challenge of the solicitation specifications to the Purchasing Manager, the affected pending solicitation shall not proceed further until the challenge is resolved by Purchasing Manager decision. The Purchasing Manager will issue a written decision, which will be posted on the City’s Procurement Portal, wichita.gov/procurementportal for viewing by all interested parties. The decision rendered by the Purchasing Manager will be final.

Protests A protest is defined as a written objection to a proposed award, or the award of a contract, with the intention of receiving a remedial result. In order to be considered valid, a protest must 1) come from an actual bidder or proposer for the contract, 2) who claims to be the rightful award recipient, 3) whose economic interest may be affected substantially and directly by the award of a contract or by the failure to award a contract. Suppliers or subcontractors to a bidder or proposer cannot file a valid protest. A valid protest can only be filed by a bidder or proposer which can show that it would be awarded the contract if the protest were successful. Therefore, all conditions numbered 1 through 3 listed above in this paragraph must be met.

The written protest for bids must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS 67202 prior to 9:00 a.m. of the Tuesday immediately following the posting of the notice of intent to award on the City’s Purchasing Bid Results site wichita.gov/purchasing. Failure of a protestor to file a written protest related to the award of a contract prior to the 9:00 a.m., Tuesday deadline will invalidate that protest and cause it not to be considered.

The written protest for proposals must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS 67202 prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of award. Failure of a protestor to file a written protest related to the award of a contract prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

The Contract Compliance Officer will acknowledge receipt of the written protest. The written protest is to include the name, address, email address and telephone number of the protestor, identification of the solicitation number or contract number and project title, a detailed statement of the reasons for the protest which justify the relief sought, supporting evidence or documentation to substantiate any arguments, and a concise statement of the form of relief requested (e.g., reconsideration of the offer). All the above required information must be included in the protest at its submission. Untimely protests will be returned unopened. Incomplete protests will be rejected without consideration.

In the event of a valid, timely protest, the City shall not proceed with the execution of the contract until all City administrative remedies have been exhausted or waived, or until a determination is made that a contract award is required to protect the interests of the City.

The decision of the Contract Compliance Officer, based on review of the written protest and information available from City sources, will be rendered within ten (10) business days after receipt of protest, will recite the reasons for the decision, and be provided to the protestor by email or written notification.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 13 RFP #260239

The protestor may seek reconsideration of the decision of the Contract Compliance Officer’s decision in writing to the Internal Auditor on the 13th Floor, City Manager Office, City Hall, 455 N Main, Wichita, KS 67202 prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of decision. Failure of a protestor to file a written reconsideration request related to the Contract Compliance decision prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered. The Internal Auditor decision will be issued by email or written notification, within ten (10) business days after receiving the written reconsideration, unless this time for a response is extended in writing and agreeable by both parties.

The Internal Auditor’s decision will be final, unless the protestor seeks a hearing before the City Council, by written request filed with the City Clerk, located on the 13th Floor, City Hall, 455 N Main, Wichita, KS 67202, prior to 5:00 p.m. on the third business days after issuance of the Internal Auditor written decision.

Failure of a protestor to file a written reconsideration request related to the internal Auditor’s decision prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

If there is a timely written reconsideration request, the protestor may seek reconsideration of the decision of the Internal Auditor by means of a hearing before the City Council. This hearing must be in aid of the City Council’s legislative authority to approve contracts for goods, services, and public improvements on behalf of the City, and does not imply any due process right of the protestor in an unawarded, unexecuted contract. The hearing must be scheduled as soon as practicable according to the City Council’s calendar. The hearing must be granted only upon such facts and issues as are presented in writing to the City Clerk for submission to City Council at or before noon on the Thursday preceding the scheduled hearing. No documents or other evidence must be accepted at the hearing. The protesting party must have available no more than 20 minutes for presentation of argument, followed by no more than 20 minutes of argument presented by City staff. The City Council may deliberate in executive session to seek the assistance of the City Attorney, but must deliver its decision from the bench during the City Council meeting.

If a written protest is made against any proposed award or the award of a contract that relies in part on federal funding, then the Contract Compliance Officer must notify the Granting Authority in writing with all information regarding the protest. A protestor must exhaust all administrative remedies with the City of Wichita before pursuing a protest with the Granting Authority. Protestors are put on notice that according to federal regulations, certain determinations made at the local level are not subject to appeal to the Granting Authority. If a review is granted by the Granting Authority, it will be limited to:

1. the City of Wichita’s failure to have or follow its protest procedures, or its failure to review a complaint or protest; or

2. violations of Federal law or regulations.

The Contract Compliance Officer will provide notice to the Granting Authority Regional Office or Headquarters Office of any request for reconsideration before the City Council, and also provide notice of the decision rendered by the City Council, or any alternative resolution reached.

5. CONTRACT PERIOD AND PAYMENT TERMS

The term of this contract shall be from the date of execution through the conclusion of the Fan Fest event on March 17, 2027. Specific project details (Statement of Work, Milestones, etc.) will be negotiated prior to

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 14 RFP #260239 execution of contract. Once goals as outlined are met and parties mutually agree that terms have been satisfied, the contract shall be complete.

Either party may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, the city reserves the right to terminate this agreement upon thirty (30) days prior written notice to the contracted party.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 15 RFP #260239

6. INSURANCE REQUIREMENTS

LIABILITY INSURANCE SPECIFICATIONS

The Successful Bidder will be required to furnish a Certificate of Insurance (prior to the Purchase Order, Agreement, or Contract being issued) with the following minimum coverage:

1. Commercial General Liability

Covering premises---operations, xcu hazards, Product/Completed Operations, errors and omissions, Broad Form Property Damage and Contractual Liability with minimum limits as follows:

Bodily Injury Liability $1,000,000 Each Occurrence $2,000,000 Annual Aggregate

Property Damage Liability $1,000,000 Each Occurrence $2,000,000 Annual Aggregate Or Bodily Injury and Property Damage $1,000,000 Each Occurrence Liability (Combined Single Limit) $2,000,000 Annual Aggregate

2. Comprehensive Automobile Liability All Owned, Non-Owned, and Hired vehicles with minimum limits as follows:

Bodily Injury Liability $1,000,000 Each Occurrence

Property Damage Liability $1,000,000 Each Occurrence Or Bodily Injury and Property Damage Liability (Combined Single Limit) $1,000,000 Each Occurrence

3. Workers' Compensation to meet Statutory requirements.

4. Employers Liability $1,000,000 Each Accident $1,000,000 Occupational Disease $1,000,000 Annual Aggregate

The following additional coverages will apply when selected:

Required: YES___ NO _X__

5. Professional Liability (Claims made basis) $1,000,000 Each Claim $1,000,000 Annual Aggregate Required: YES___ NO _X__

6. Pollution Liability $1,000,000 Each Claim $1,000,000 Annual Aggregate Required: YES___ NO _X__

7. Umbrella Liability $1,000,000 Each Claim $1,000,000 Annual Aggregate The Insurance Certificate must contain the following:

The City of Wichita shall be added as primary and non-contributory additional insured. The policy shall also provide coverage for contractor’s/vendor’s contractual obligations created in the Agreement. Coverage shall be the greater of the requirements stated here or the contractor’s existing policy.

The Certificate of Insurance must be submitted within ten (10) days after notification of award to the City of Wichita Purchasing Manager, City Hall, 12th Floor, 455 North Main, Wichita, Kansas, 67202-1694.

END OF SPECIFICATIONS

(2/2026)

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 16 RFP #260239

7. GENERAL SPECIFICATIONS:

GENERAL SPECIFICATIONS

KANSAS OPEN RECORDS ACT

Pursuant to the Kansas Open Records Act (K.S.A. 45-215 et seq.), all proposals received become a public record once award of the contract or agreement has been approved by the City Council. Consultants should not expect the City to seek confidentiality protection for any claimed privileged or proprietary information in the written qualification just because the material is marked "confidential" or "proprietary." For any essential information that the consultant reasonably believes can be defended as being exempt from disclosure under the Act, the information must be capable of being separated or redacted from the balance of the qualification and should be clearly and specifically marked as confidential or proprietary. For any material so designated, the City will seek to claim confidentiality if the justification for such confidentiality is readily apparent or if the bidder requests that the City to contact the bidders for guidance before making the material public. The City cannot guarantee the confidentially of claimed material, however. Submission of proprietary or other alleged protected business information without prior notice to the City and proper marking may render a proposal or bid non-responsive resulting in disqualification from competition.

PROPOSAL FORMS

All proposals MUST be electronically submitted and acknowledged (Yes/No) by an officer or employee authorized to submit and bind the proposer to the terms of the solicitation and proposer. Any exceptions, to the specifications, terms and/or other conditions concerning the proposal, must be noted in the “proposal" submitted to be considered. The "proposal" is to be submitted electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password. Vendors are requested to submit current literature or brochures relating to their proposal.

CONFLICT OF INTEREST

The firm is required to disclose that it has no conflict of interest with regard to any officer or employee of the companies involved including the City of Wichita.

LICENSE

Vendors bidding on commodities or services for the City of Wichita must be currently licensed by the City of Wichita or the State of Kansas, where applicable, before a purchase order or contract will be issued.

CONTRACT

The successful vendor agrees to enter into a contract with the City, and when required, as per specifications, to furnish bond by a surety company authorized to do business in the State of Kansas.

SUBCONTRACTING/JOINT VENTURES

Respon…