REQUEST FOR PROPOSAL

2026-RFP-056-PR

FOOD AND BEVERAGE SERVICE OPERATIONS FOR THE ALLIANT

ENERGY CENTER OF DANE COUNTY

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: August 31, 2026

DEADLINE FOR QUESTIONS: October 1, 2026

RESPONSE DEADLINE: October 22, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Food and Beverage Service Operations for the Alliant Energy Center of

Dane County

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Vendor Questionnaire VII. Standard Terms and Conditions

Attachments:

A - Exhibit A - 2024 Event Attendance

B - Exhibit B - 2025 Event Attendance

C - Exhibit C - 2026 Event Attendance

D - Exhibit D - Event Equipment Inventory

E - Exhibit E - Coca-Cola Agreement

F - Attachment F - Cost Proposal

G - Attachment G- Project Overview

H - Exhibit H- Tables- Answer #21 and #28

I - Exhibit I- AEC Concessions Commission Revenue by Building

J - Exhibit J- Concessions Sale Report 2024-2026 by Building

Request For Proposal #2026-RFP-056-PR Title: Food and Beverage Service Operations for the Alliant Energy Center of Dane County

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a solicitation response for food and beverage service operations for the Alliant

Energy Center of Dane County.

The County intends to use the results of this process to award a contract for the services(s) stated above.

1.2. Background

1. AEC seeks an experienced food service provider to operate its food service program. The provider will have outstanding credentials in convention center and entertainment complex operations, a proven track record in maximizing the guest experience and financial returns, and is adept at tailoring food service offerings to a wide variety of clients. Although this will be a vendor-client relationship, AEC seeks an Operator who will act as a partner who is energized and entrepreneurial in their approach to the AEC’s operations.

2. The AEC is a County-owned and -operated campus that is one of the most important cultural, social, and economic assets in the County. The campus routinely hosts more than 250 events and welcomes more than 1,000,000 guests. As a result, AEC has an annual economic impact of over $80 million, supports 1,700 jobs, and generates approximately 177,000 hotel room nights across its facilities. AEC is a department of Dane County and the goal for its operation is to generate user fees to meet and exceed operational expenses. A description of the campus and its facilities follows below:

1. Exhibition Hall is the premier facility for conventions, meetings, banquets, and much more, consisting of 255,000 square feet of space. The Exhibition Hall is slated for a nearly $200M expansion planned to start in FY28. Included are a 30,000 gsf ballroom, ~5,000 gsf Bistro, and a 10,000 gsf third-level multipurpose room that will have stunning views. A new kitchen is also included in the plans.

2. The New Holland Pavilions, totaling 290,000 square feet, are the campus’ two large livestock housing facilities and make AEC an industry leader in agricultural shows. These multi-use buildings also can be used for exhibition space, trade shows, and more.

3. The Arena, with 22,000-square feet of exhibition space, suits a multitude of smaller events including trade shows, staged performances, and consumer events. The Arena may potentially be relocated as part of AEC’s expansion project. A new Equestrian Center is proposed to replace the Arena building.

4. Veterans Memorial Coliseum is used for sporting events, large concerts, and entertainment productions. The County is currently negotiating a lease agreement with FPC, Live! and Live

Nation to renovate, operate, and maintain the Coliseum.

5. Willow Island is a 29-acre outdoor venue surrounded by two ponds and is used for outdoor festivals, concerts, and other outdoor events.

6. AEC Parking has over 5,700 surface parking stalls that also double as outdoor exhibition and event space.

3. In addition to the facilities above, the AEC occasionally makes use of the adjoining Quann Park for event support space. However, this is a City park facility and not formally part of the 164-acre campus.

1.3. Contact Information

Hazel Schuster

Purchasing Officer

210 Martin Luther King Jr Blvd

Madison, WI 53703

Email: schuster.hazel@countyofdane.com

Phone: (608) 896-3861

Department:

Alliant Energy Center

1.4. Timeline

Release Project Date August 31, 2026 mailto:schuster.hazel@countyofdane.com tel:(608)896-3861

Vendor Conference (Mandatory) September 10, 2026, 10:00am

Agenda

Address:

Alliant Energy Center

1919 Alliant Energy Center Way, Madison, WI

53713

RSVP:

Please RSVP to Hazel Schuster

(schuster.hazel@danecounty.gov) by September 9, 2026, 4:00pm (CST) with the number of individuals who will be attending.

Directions:

Enter the Alliant Energy Center, 1919 Alliant Energy

Center Way, Madison, through the main gate off of

Rimrock Road. Stop at the parking ticket booths and let them know you are here for the Food and

Beverage Service RFP Vendor Conference. You will be directed to the South Parking Lot. There will be a greeter in front of the Administration Building (a one-story, brown building adjacent to the South

Parking Lot) to direct you to the meeting room. The meeting will be held in the New Holland Pavilion 1

Prefunction area.

See attached Agenda for map with parking location and where to meet for the vendor conference.

Round 1: Question Submission Deadline September 17, 2026, 4:00pm

Round 1: Question Response Deadline September 24, 2026, 4:00pm

Round 2: Question Submission Deadline October 1, 2026, 4:00pm

Round 2: Question Response Deadline October 8, 2026, 4:00pm

Proposal Submission Deadline October 22, 2026, 2:00pm https://government-project.s3.amazonaws.com/277961/7f229626-378e-46f1-8316-38a6e8e3dc8e_Vendor_Conference_Site_Map.pdf mailto:schuster.hazel@danecounty.gov

Shortlist Notification to Bidders November 4, 2026

Oral Interviews November 17-19, 2026

Contractor Award November 30, 2026

Contract Negotiations December 2026-June 2027

Transition In July 1, 2027

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Round 1 questions must be submitted before on or before September 17, 2026, 4:00pm (CST).

3. Round 2 questions must be submitted before on or before September 24, 2026, 4:00pm (CST).

1. Requests submitted after these time frames will not be considered.

4. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

5. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Hazel Schuster. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Thursday, October 22, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. RFP responses are public records under Wisconsin Law. Dane County may be required to release your RFP response if someone makes a public records request. There are few exceptions to disclosure under Wisconsin’s Open Records Law.

2. All proposed restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the

“Designation of Confidential and Proprietary Information” section.

3. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s) to determine whether such information must be disclosed. Dane County shall not provide advance notice prior to release of any requested record.

4. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential. Designating the RFP response or proposal in its entirety as confidential is never warranted and will result in its release.

5. One exception under the Wisconsin Open Records Law is if information constitutes a “trade secret.” Trade secret is defined in Sect. 134.90 (1)(c)) of the WisconsinStatutes, as follows:

"Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

County cannot guarantee that such information will be treated as a trade secret or confidential.

6. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

7. In the event the Designation of Confidentiality of this information is challenged, undersigned agrees to provide legal counsel or other necessary assistance to defend the Designation of

Confidentiality and to hold Dane County harmless for any costs or damages arising out of Dane

County withholding the materials. .

8. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

mailto:risk.management@danecounty.gov

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The initial term of the agreement will be for five years, beginning on July 1, 2027.

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

AEC or the Center: Alliant Energy Center

City: City of Madison

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Fair Labor Practices websites: www.nlrb.gov and http://werc.wi.gov

Proposer/Bidder/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Project Overview

1. The Alliant Energy Center is committed to serving as a historic yet vibrant cultural hub where the spirit of Dane County thrives. The Center proudly manages and operates top-notch venues for local, regional, national, and international events of all kinds. AEC facilities consistently provide convenience, accessible, and genuinely welcoming services to every customer, client, guest, and employee – delivering the unrivaled hospitality the Midwest is known for. The AEC is cared for with professionalism and pride, ensuring it remains a well maintained, efficiently operated resource for all to enjoy. AEC continuously strives to provide economic and quality of life benefits to Dane County communities through the success of its conventions, meetings, entertainment events, and diverse range of gatherings.

2. The awarded Operator must work cooperatively with AEC to positively impact the guest experience at the Center.

3. AEC seeks profit-and-loss proposals from all respondents. The Center will also accept management fee proposals as an alternate.

4. The Center shall provide all existing equipment, leasehold improvements, catering furniture, and smallwares that currently exist at AEC in “as-is” condition. The Operator shall provide new uniforms, equipment, leasehold improvements, catering furniture, and smallwares necessary to maintain AEC’s food service operations.

5. Operator will be exclusive provider of all food services at AEC. The Center retains the right to authorize another caterer to provide food services at the Center for special religious food requirements, in the event that Operator is unable to provide food services required by client, or for any other reason deemed necessary by AEC. These events could be subject to a reasonable, defined, buy-out fee.

https://www.danepurchasing.com/ http://www.nlrb.gov/

6. The initial contract shall be developed by the awarded Operator detailing the standards of performance outlined in this RFP. The contract shall adhere to all AEC rules and regulations and shall be subject to final approval by the Dane County Board of Supervisors.

4.2. AEC Campus Planning

1. The AEC has benefited from substantial planning and due diligence in support of campus development efforts. A brief description of various planning initiatives is provided below, and the attached link provides a comprehensive list of relevant documents, plans and activities, and stakeholder activities related to the AEC.

2. AEC Redevelopment Committee

1. The AEC Redevelopment Committee was created by the Dane County Board of Supervisors in March 2019, and was been reactivated in 2023 to guide County investments in the AEC campus. The purpose of the committee is to provide guidance on financing and governing issues associated with the campus redevelopment, as well as review of public and private investment in the AEC.

3. Destination District Vision

1. In the 2017 AEC Vision & Strategic Framework, a set of foundations were identified upon which the AEC Campus Master Plan was built. A key outcome from that process was a need to better integrate the campus with its surroundings and to establish a recognizable

“destination district” (District), with the AEC at its core. Accordingly, the Destination District

Vision and Strategy (DDVS) process was undertaken simultaneously and in close coordination with the AEC Campus Master Plan (completed in 2019) process so the two processes could inform each other. The study explored opportunities to increase the utility of the parks, design the District with year-round family activities, and build upon and tie the nearby neighborhoods and community assets to the District. The vision of the Destination

District is provided below:

1. The Destination District will become a recognizable and cohesive “go to” hub of activity anchored by expansive lakefront and park areas, the AEC and lively private development at its core. Hotels, restaurants and entertainment, employers, and a range of new mixed income housing will build a critical mass of activity, drive new community revenue, and create an attractive place-enriched user experience and gateway that visitors and community residents seek.

2. The AEC is located adjacent to several City neighborhoods that are impacted by our events. Therefore, it is critical that we continue to operate our venues respecting our valued neighbors. The AEC Redevelopment Committee and County staff have held several stakeholder and neighborhood outreach events throughout the years. A summary of those meetings can be found (here).

https://aecstudy.danecounty.gov/Documents-and-Presentations https://aecstudy.danecounty.gov/documents/AEC-Community-Engagement-Summary-2017-Present.pdf

4. AEC Vision Plan and Master Plan

1. The AEC Vision Plan and Master Plan will be used as a guide for decisions related to the campus. The Vision Statement from the AEC master planning process is provided below:

1. "The AEC is a key regional asset that serves as a dynamic convening campus providing an exceptional and authentic experience for the community and visitors alike. The seamlessly integrated campus serves as a catalyst for a vibrant destination district driving tax base growth and increased access to economic opportunity for area residents.”

5. AEC Plans and Projects Underway

1. The County has several projects currently underway at the AEC designed to attract more business, service existing business, and/or enhance the space by attracting new revenue streams. These projects are part of the AEC Master Plan mentioned above. The image below identifies projects currently underway and/or planned.

1. Letter A is the current footprint of the Veterans Memorial Coliseum. The County is currently negotiating a lease agreement with a third party. This venue will not be included in the awarded Operator’s scope of services, once the contract with the third party is executed.

2. Letter B represents an ongoing project to expand the Exhibition Hall, described below.

This venue will be included in the awarded Operator’s scope of services.

3. Letter C represents space the County has identified as ideal for future mixed-use development. The County intends to issue a procurement in 2026 for potential development of this land. These venues will not be included in the awarded Operator’s scope of services.

4. Letter D identifies the site that currently houses the Arena building. This building is an aging former practice ice arena that currently is used as a support space for the World

Dairy Expo, Midwest Horse Fair, Brat Fest, and hosts Roller Derby and small trade shows. It is the County’s desire to repurpose that area into a central campus plaza/gathering place. This venue will be part of the awarded Operator’s scope of services.

5. It is the County’s intention to relocate the Arena building to Letter E on the map to better align with the Agricultural events. This venue will be part of the awarded

Operator’s scope of services.

https://aecstudy.danecounty.gov/documents/AEC%20Vision%20Framework%20Document_Committee%20Draft%208.7.17.pdf https://aecstudy.danecounty.gov/documents/AEC-Master-Plan-Document---12-21-2018-Final.pdf

Exhibition Hall-specific plans

4.3. Approved Projects - 2025-2028

1. Approved projects from 2025-2028 are discussed in greater depth below.

1. Exhibition Hall Expansion Design and Funding Strategy

1. In its 2025 budget, the County allocated $1.5M to complete design development drawings and detailed cost estimates for the expansion of the Exhibition Hall. The plans include 50,000 SF of additional exhibition space, a new 30,000 SF ballroom, 20,000 SF of additional meeting rooms, administrative offices, site improvements, utilities, hotel connector, stormwater and ring road improvements. The project will allow the County to retain its current client list and draw additional customers between the additional exhibition, meeting, and ballroom spaces. In its 2024 report, Hunden Partners estimated that the additional exhibition hall space will result in an additional 17,004 annual room nights and a 5% long-term growth rate. The County is currently defining a funding strategy for the construction of the desired addition.

2. Traffic and Stormwater Planning and Design

1. In its 2025 budget, the County allocated an additional $1.5M to conduct an overall

Traffic and Stormwater Management Plan for the campus, including preliminary design for key facilities. The plans may include new stormwater facilities, parking structures for passenger vehicles, multi-modal access for pickup and drop off, parking lot rehab, campus lighting, pedestrian path within campus and interior wayfinding signage. The plans will also assist in working with WISDOT, Dane County Highway Department, and the City of Madison Traffic Engineering on adjacent infrastructure improvements that have a critical impact on the campus and surrounding area.

3. Campus Place-Based Experience Overlay and Guideline Development

1. A Placemaking concept and guidelines are being developed for the AEC campus (with guidance from the Redevelopment Committee) to ensure that investments foster a sense of place and reflect the spirit of the County and State of Wisconsin. The outcome will be an overall placemaking concept plan and identification of key elements (place-based features, unifying themes, “image” statement, a consistent palate of material etc.) and guidelines to inform architects and engineers as they develop their detailed plans for individual building and grounds improvements. The link to the plan is provided here.

4.4. Demographic Profile

1. The AEC sits at the heart of the County, just south of downtown Madison – where a thriving business sector, the world-renowned UW-Madison, and the state capitol building are just a short drive or bike ride away along the shores of Lake Monona. Situated along a natural isthmus bounded by four freshwater lakes, the City alone features over 200 miles of biking and hiking trails, and over 6,000 acres of parkland across 270 parks. The City and County communities are often named by national reports as one of the healthiest, fittest, and best places to live in the country, attracting thousands of new residents every year.

2. From a demographic standpoint, the County has approximately 600,000 residents and is one of the fastest growing places in the Midwest region having added over 100,000 residents since

2010. Population statistics also do not fully account for UW-Madison enrollment, which was

49,844 as of Spring 2025 (approximately 50% out-of-state), including 35,399 undergraduates and 14,445 graduate and professional students. The population aged 20 to 24 also grew by nearly 20% between 2010 and 2023, while the population aged 62 and over grew by a whopping

40%. Both outpaced the County’s overall 15% growth over that period. To support this growth, nearly 23,000 new housing units have been constructed in the City over the past decade.

Madison Metro Transit has also recently implemented an all-electric fleet to serve along its new bus rapid transit route, connecting the east and west sides of the metro area together through the heart of downtown with an additional north-south route planned.

https://dane.legistar.com/View.ashx?M=F&ID=14553214&GUID=8DABFE17-2C8F-41BC-9CD2-9E7315DC690C

1.

3. The County’s growth is driven by a diverse and burgeoning health and biotech sector highlighted by global headquarters for companies like Epic Systems, Exact Sciences, and Promega, which all attract top tier talent to the region. The County’s strong corporate base is partly reflected in median household income levels, which are estimated at $88,200; this figure exceeds both state and nationwide rates ($78,700 and $81,600, respectively).

4.5. Historical Attendance and Event Numbers

1. AEC has seen robust growth in attendance over the past several years. Monthly attendance for the past two and a half calendar years is provided below.

2. This growth in attendance corresponds with an increase in total events.

2.

3. While 2026 is far from complete, AEC is trending higher in total events than the previous two years. It expects to meet or exceed the prior year’s event total. AEC expects the event totals to increase further to 300-400 events annually once all master plan work is complete. These historical and projected future figures are merely provided for illustrative purposes. Bidders should refer to figures provided in Proposal Requirements when developing financial projections.

4. A more detailed breakdown of historical event attendance and totals are attached as Exhibit A -

2024 Event Attendance, Exhibit B - 2025 Event Attendance and Exhibit C - 2026 Event

Attendance.

4.6. Food Service Areas

1. There are multiple dedicated food service outlets at AEC. The Exhibition Hall features three separate food service stands which can be activated together or individually depending on whether an event uses all or a portion of the Hall. These outlets are not equipped with full-cooking capabilities and must be supported by the main production kitchen. Menu offerings currently consist of basic concessions fare such as hot dogs, pretzels, nachos, popcorn, and alcoholic/non-alcoholic beverages. Menu offerings are displayed on digital overhead signage and all offerings are served on disposable ware. There is also an additional outlet located directly off the Exhibition Hall lobby with similar offerings. This location has the added benefit of being directly connected to the main production kitchen.

1. One of three stands in Exhibition Hall

2. The Holland New Pavilion also has two dedicated food service stands. This is the only outlet

(apart from the main production kitchen) which has full cooking capabilities. These outlets features pass through windows on either side of the outlet; the interior-facing window must be closed whenever livestock are present within the Pavilions. Like the Exhibition Hall outlets, this stand features basic concessions fare and menu offerings displayed on overhead digital signage.

This outlet was built in the early 2010s, making it the newest dedicated food service area on campus.

1. Food service stand looking into Pavilion

3. In addition to the above-mentioned permanent food service stands, there are numerous areas used for temporary retail, catering, or subcontracted food services. The Exhibition Hall’s entry lobby is frequently used by the incumbent for temporary retail stands. Power along the glass-lined façade also allows for easy catering setups.

1. Exhibition Hall Entry Lobby

4. The hallway on the immediate right of the above picture also leads to a small gathering space which supports eight (8) meeting rooms and an atrium totaling 20,828 gsf. While this space does host one of the Exhibition Hall’s food service stands, the incumbent occasionally uses this space for small catering set-ups as well.

1. Breakout room gathering space break-out room interior

5. The New Holland Pavilion also has two beautiful spaces used primarily for catering events. The pre-function space on the ground floor of Pavilion 1 can accommodate up to 120 people, followed by the mezzanine event space above with a capacity of 240. Load-in and load-out of the mezzanine are accomplished via an elevator located near one of the two Pavilion food service stands.

1. New Holland Pavilion Pre-Function & Mezzanine spaces

6. Lastly, subcontractors utilize a wide variety of areas on the AEC grounds for food truck operations and pop-up concepts. The main area is utilized is the wrap-around patio located between the New Holland Pavilions and Arena. This space is easily accessed from all AEC venues and wraps around behind the New Holland Pavilions for additional square footage.

1. Food truck patio between Pavilions & Arena

7. The…