25-PRF16 Concession Service.PDF

CITY OF SUN PRAIRIE

REQUEST FOR QUALIFICATIONS

RFQ# 25-PRF16

Concession Service

Date Issued: Friday, November 14, 2025, 12:00 PM

SUBMIT RFQ TO

City of Sun Prairie Finance Department

300 E Main St Sun Prairie, WI 53590 purchasing@cityofsunprairie.com

SUBMISSION DEADLINE

Friday, November 28, 2025, 2:00 PM mailto:purchasing@cityofsunprairie.com

TABLE OF CONTENT

I. INTRODUCTION

II. REQUEST FOR QUALIFICATIONS DEFINITIONS

III. CONTACT INFORMATION

IV. RESPONDING TO THIS REQUEST FOR QUALIFICATIONS

V. INTERPRETATIONS AND ADDENDA

VI. SELECTION SCHEDULE

VII. REVIEW AND SELECTION

VIII. INSURANCE AND INDEMNIFICATION REQUIREMENTS

ATTACHMENT A: SELECTION CRITERIA

ATTACHMENT B: DRAFT CONTRACT

I. INTRODUCTION

The purpose of this Request for Qualifications (RFQ) to provide concession services to the City’s Aquatic Center during the 2026 summer months as defined in the scope of services. An option to extend the agreement may be considered if agreed upon by both the City and Contractor.

A. PROJECT DESCRIPTION

The City of Sun Prairie is seeking potential concession services from individuals, businesses, or organizations to manage and operate the concession stand at the Sun Prairie Family Aquatic Center for the 2026 swim season. The selected Concessionaire will be responsible for all aspects of the concession operation, including staffing, food and beverage sales, inventory management, daily cleaning, customer service, and basic maintenance and upkeep of City-owned equipment.

B. SCOPE OF SERVICES

The primary goal of this RFQ is to provide dependable, family-friendly concession services that enhance the visitor experience at the Aquatic Center while offering reasonable pricing and quality products. The City seeks a vendor who will operate responsibly and professionally, maintaining compliance with health and safety standards and providing a fair return to the City in the form of a flat lease fee or percentage of gross sales.

Prior year (2025), the Aquatics Center estimated about 24,000 visitors during the summer period with the concession’s potential to generate around $17,000 in gross sales.

The Aquatic Center operates seven days a week during the summer and would prefer concession hours match public swim hours but can be adjusted upon mutual agreement. The Concessionaire is expected to develop a complete operational plan, including a proposed menu, staffing structure, food handling procedures, pricing strategy, and compensation terms.

City-owned concession equipment available for purchase includes:

Large refrigerator Stand-up freezer Ice freezer Hot dog roller Pizza oven Popcorn machine Mini donut machine Nacho cheese warmer Microwave

Vendors may propose to bring in equipment, subject to prior written approval from the City of Sun Prairie.

Facility Modifications:

Concessionaires are strictly prohibited from making any physical improvements, alterations, or permanent changes to the concession stand or surrounding facility without written approval from the Recreation Director. This includes, but is not limited to, installing fixtures, modifying plumbing or electrical systems, painting, drilling, or structural changes of any kind.

Opening and Closing Dates:

Based on a typical swim season, the Family Aquatic Center will open on Saturday, June 13, 2026, and close on Sunday, August 23, 2026. Due to the facility renovation, the opening date may be delayed.

Hours of Operation:

Preference for concession hours to match public swim hours below would be preferred but hours can be adjusted based on mutual agreement:

Monday, Wednesday, Friday: 12:30 PM – 4:30 PM & 6:00 PM – 8:00 PM Tuesday & Thursday: 12:30 PM – 4:30 PM Saturday & Sunday: 12:30 PM – 5:30 PM

Qualification Requirements include:

Business information and relevant experience Proposed operating hours (must fall within facility open hours stated above) Sample menu with pricing Financial proposal (lease fee or percentage of sales) References from past clients or facilities, if applicable

C. REQUIRED INFORMATION

Submit completed RFQ Forms A – F by the deadline of November 28, 2025, along with the additional Response Items indicated in Section IV B.

II. REQUEST FOR QUALIFICATIONS DEFINITIONS

Throughout this Request for Qualifications, the following definitions will be used:

“City” means City of Sun Prairie;

“Contract” means a written contract executed by the City and the Contractor as a result of an RFQ;

“Contractor” means a Qualified Respondent who is the successful Proponent to an RFQ who enters into a Contract with the City;

“Must” or “mandatory” means a requirement that must be met in order for a Response to receive consideration;

“Qualified Respondent” means a Respondent possessing the qualifications described in this RFQ;

“Respondent” means an individual or a company that submits, or intends to submit, a Response;

“Response” means a statement of qualifications submitted in reply to this RFQ;

“RFP” means a Request for Proposals for provision of the services described in Section 4 that may be issued to all Qualified Respondents;

III. CONTACT INFORMATION

Chad Shelton, Recreation Director City of Sun Prairie Parks, Recreation & Forestry 2598 W Main St Sun Prairie WI 53590 Phone: 608-837-3449 Fax: 608-825-0716

Email: cshelton@cityofsunprairie.com

IV. RESPONDING TO THIS REQUEST FOR QUALIFICATIONS

A. FORMAT

1. All submittals must be clearly labeled Respondent’s Name and Address, RFQ#, Title and Due Date. Submittal materials shall be in an 8 ½ “x 11” format and will be accepted in the following methods:

Delivery One (1) hard copies to:

City of Sun Prairie Finance Department 300 East Main Street Sun Prairie, WI 53590

OR

Delivery One (1) electronic copy to:

via email to purchase@cityofsunprairie.com or on a commonly used media with hard copies

B. RESPONSE ITEMS

The qualifications submittal should contain the following items:

mailto:purchase@cityofsunprairie.com

1. Introductory Letter: Provide a concise, preferably one-page letter expressing the prospective interest in the project and appropriate qualifications. The introductory letter should be bound into the proposal, not loose. The letter should provide contact information for the firm, including a contract email address for the principal of the firm.

2. Operations Plan

Hours of operation coverage and scheduling Staff training (e.g., food handling, customer service) Cash handling procedures and point-of-sale setup

3. Sample Menu and Pricing

Proposed food and beverage items Pricing structure for each item

4. Equipment Plan

List of proposed purchase and use of City-owned equipment List of any additional equipment the vendor intends to bring in (subject to City approval)

5. Required Certifications or Licenses

Proof of any required food service licenses or permits (if already held) Agreement to obtain and maintain necessary permits prior to operation

V. INTERPRETATIONS AND ADDENDA

Respondents are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the department contact listed above in section III.

Respondents finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFQ document shall immediately notify the buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFQ, the City will post addenda – see Addenda below. Respondents are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to bid terms, conditions, specifications and dates stated within the bid package. However, the City of Sun Prairie reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests.

VI. SELECTION SCHEDULE

Friday, November 14, 2025 : The complete request for qualifications (RFQ) packet will be available at:

DemandStar: https://network.demandstar.com/ VendorNet: https://vendornet.wi.gov/

Friday, November 28, 2025 : RFQ submittals due at City of Sun Prairie Clerk’s Office.

Friday, December 12, 2025 : Notification of Pre-qualification

VII. REVIEW AND SELECTION

The qualifications review committee will check proposals against the Selection Criteria (Attachment A). Responses not meeting all mandatory criteria will not be considered for review.

VIII. INSURANCE AND INDEMNIFICATION REQUIREMENTS

Insurance coverage shall be in place prior to commencing work and shall remain in force until the entire project is completed or the length of time that is specified in the contract. See form E for requirements.

ATTACHMENT A: SELECTION CRITERIA

ATTACHMENT B: DRAFT CONTRACT

https://network.demandstar.com/ https://vendornet.wi.gov/