RFP 14067-0-2025-BG.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 14067-0-2025-BG

Title: Alcoholic Beverage Services

City Agency: Public Library

Due Date: Wednesday, October 22nd, 2025 2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 14067-0-2025-BG

RFP 14067-0-2025-BG.docx Page i

1 OPPORTUNITY AND WELCOME

Thank you for your interest in bidding on a City of Madison contract opportunity. The City’s mission is to provide the highest quality service for the common good of our residents and visitors.

The City of Madison Public Library is seeking proposals from qualified vendors for Alcoholic Beverage Services.

Purpose of this RFP

The Central Branch of Madison Public Library (MPL) is seeking proposals from established alcohol vendor for event alcohol beverage service in the Central Library. MPL is seeking to establish a single vendor for operation of alcohol beverage service for MPL events. Alcohol service will not provide food;

Madison Public Library has approved caterers for food service.

The Library desires innovative proposals that offer the highest caliber professional alcohol beverage service to meet the financial objectives and desire of MPL for a unique experience for its members, patrons, visitors and guests. The library alcohol beverage services are expected to draw from a wide variety of patrons: library members, visitors, employees and volunteers, as well as local residents and workers.

Proposers must demonstrate substantial experience in professional alcohol beverage service and sufficient financial capability to operate and manage these services at the highest level. MPL expects the on-site Event Manager to be the single point of contact for all alcohol beverage needs.

Madison Public Library will select a highly responsible vendor to provide beverage service. This vendor will prove its ability to hold a Class B Liquor License. The selected vendor will be available to provide beverage service at all Madison Public Library events, which will feature alcohol and/or non-alcohol beverages, whether they be public or private events. The selected vendor will acknowledge that exclusive beverage service at Madison Public Library will require a commitment to both profitable and break-even events, though the vendor will not be expected to lose money through beverage service. The elected vendor will not be a competitor to food catering vendors, but will rather demonstrate through financial records that their main focus is on beverage sales and not food sales.

Background

The Central Library is located at 201 W. Mifflin Street. This facility of 120,000 square feet in the heart of Madison’s downtown, and part of a decade long upgrade of the Mifflin and Fairchild Streets intersection. It is one block from historic State Street and the Wisconsin Capitol Building and is surrounded by high-rise offices and condominiums. The area therefore serves many residents, downtown workers, and Capitol visitors. The Central Library expects many visitors from events such as Saturday Farmer’s Markets (April through October), Taste of Madison, and a host of other downtown events.

Contemporary library facilities are focused on creating an outstanding customer experience. That includes high-speed broadband, public computer access, private study and meeting rooms, and user amenities. Patrons should be able to visit the library, read a magazine, and eat their meal. That is the atmosphere we want and need to create to capture the library users of the 21st century.

Libraries also host a wide variety of public and private meetings. The library space at Central hosts library-sponsored programs, library fundraising events, free meetings for non-profits and community groups, paid meetings, social functions, conventions, and weddings.

Thank you for considering this opportunity to work with the City and further our mission!

https://www.cityofmadison.com/vision-awards

RFP 14067-0-2025-BG.docx Page ii

2 IMPORTANT INFORMATION

DEADLINE FOR PROPOSALS: Wednesday, October 22nd, 2025 at 2:00 PM Central Time.

The City will not accept late proposals. Any changes to the deadlines will be posted as an addendum on the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.

RFP NAME: [Enter Title]

DEADLINE FOR

QUESTIONS:

The deadline for questions is Monday, October 6th, 2025 at 2:00 PM Central Time. Questions and/or inquiries must be submitted by email.

CITY’S ANSWERS

POSTED BY:

The City’s answers to your questions will be posted as an addendum by Thursday, October 9th, 2025. You must check the bid distribution websites for any addendums.

DUE DATE FOR

PROPOSALS:

Wednesday, October 22nd, 2025 2:00 PM Central Time

BID DISTRIBUTION

WEBSITES:

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/

CONTACT

INFORMATION:

Brittany Garcia Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

Phone: (608) 243-0529 Email: bids@cityofmadison.com https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ mailto:bids@cityofmadison.com

RFP 14067-0-2025-BG.docx Page iii

Table of Contents

1 OPPORTUNITY AND WELCOME .................................................................................................... i 2 IMPORTANT INFORMATION .......................................................................................................... ii

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT Contact Information

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy Equity in Contracting Equitable Hiring & Affirmative Action Plan Limitations on Nuclear Weapons Producers Sweatfree Purchasing

5 SCOPE OF WORK AND REQUIRED INFORMATION

Contract Term Contract Start Date Financial Objectives Quality of Service Operating Maintenance Standards Employee Standards Environmentally Friendly (“Green”) Products and Practices Permits and Licenses Site Visits

6 SPECIAL EVENT ALCOHOL BEVERAGE SERVICES

Special Event Alcohol Beverage Services Schedule Menu and Pricing Food MPL Policies and Procedures Booking of Events Library Responsibilities Vendor Responsibilities

7 Required Information and Content of Proposals Section 1: Table of Contents Section 2: Required RFP Forms Section 3: Executive Summary Section 4: Qualifications, Experience, and References Section 5: Alcohol Beverage Service Concepts Basis for Selection

8 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist Submit your Proposal by the Deadline Format Questions Addendum (Changes or Clarifications to this RFP) Multiple Proposals Changing or Withdrawing your Proposal Correcting Errors in your Proposal after the Due Date No Exceptions from Bidders

You are Responsible for all of your Costs in Making a Proposal Public Records and Trade Secrets

9 RULES FOR THE SELECTION PROCESS

RFP 14067-0-2025-BG.docx Page iv

10 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance

Sample Contract

Form A: Price Proposal and Signature Affidavit

Form B: References

Form C: Vendor Profile

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT

The City of Madison posts all requests for proposals (RFPs), addendums, updates, awards, and announcements on two websites: VendorNet and DemandStar. Both sites are free to register for City of Madison bids.

These two websites are the only places to get the official RFP and updates to the RFP.

Updates and addendums will only be posted on these websites. It is your responsibility to check the websites for updates and “addendums.” An addendum is a document that answers questions from bidders. It could make important changes to the RFP. If the addendum requires a response, and you fail to respond to it, you could be disqualified.

State of Wisconsin VendorNet System

State of Wisconsin and local government bid network. Registration is free. Search for City of Madison in the Agency search field.

VendorNet link https://vendornet.wi.gov/Bids.aspx

DemandStar by Onvia National bid network. Free subscription is available. Sign up for the free “Basic Plan” and select Wisconsin Association for Public Procurement (WAPP) as the agency to access City of Madison RFPs.

DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75- 86ec-401cd5abf736/

Register on DemandStar www.demandstar.com/app/registration

Contact Information

City of Madison Purchasing Contact (Buyer)

Brittany Garcia Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

PH: (608) 243-0529

bids@cityofmadison.com

Questions about Affirmative Action Plans

Contract Compliance, Department of Civil Rights 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

Email note Some email to the City gets lost in “spam.”

If you send the City an email and you do not hear back within 3 days, please call the Buyer at (608) [Enter Buyer Phone Number].

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/registration mailto:dcr@cityofmadison.com

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy

The City of Madison gives preference to local vendors and suppliers. You must be registered with the City as a local vendor by the RFP due date to get preference points. Learn more and register at the City of Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

If you are a local vendor, be sure to complete the Local Vendor section on Form C.

Equity in Contracting

The mission of the City of Madison is to provide the highest quality service for the common good of our residents and visitors. The City’s values include

• Equity - fairness, justice and equal outcomes for all, and

• Shared prosperity - where all are able to achieve economic success and social mobility.

It is our goal to spend money equitably, including among businesses owned by women, people of color, and small businesses. Our contractors should reflect shared dedication to equity in their work and employment practices, and we invite you to become part of this mission!

Equitable Hiring & Affirmative Action Plan

Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual contracts with the City (each calendar year) must submit an Affirmative Action Plan.

Information about the Affirmative Action Plan and how to comply is found here:

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Or call the Affirmative Action Division at (608) 266-4910.

See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.

Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin if you have 15 or more employees. You must agree to interview candidates that we refer to you through our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:

http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The job posting requirement is found in Section 13 A. of the Sample Contract.

Limitations on Nuclear Weapons Producers

It is the City’s policy not to make purchases from companies that produce nuclear weapons, or their subsidiaries. See Common Council Resolution 79719 for more information.

Sweatfree Purchasing

It is the City’s policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors who source their materials from sweatshops, where labor practices are inconsistent with international standards of human rights. See Madison General Ordinances Section 4.25 (https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1-- 10_CH4FI_4.25PRITAP) for more information.

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/vision-awards https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://madison.legistar.com/ViewReport.ashx?M=R&N=Text&GID=205&ID=5490426&GUID=A7280DE2-DFCB-40F2-8200-E9C3EA95902B&Title=Legislation+Text https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP

5 SCOPE OF WORK AND REQUIRED INFORMATION

Contract Term

MPL anticipates negotiating an initial one-year term agreement with options to renew for three additional one-year terms, upon mutual agreement of the parties involved. Extensions, if executed shall be enforced under the same terms and conditions of the original bid and/or agreement. The absence of any such notice or action by the City to renew shall not be construed as automatic renewal by the contractor.

Six months after the start of the agreement, MPL shall evaluate the operations of alcohol beverage services to determine if the operation is satisfactory and is meeting the objectives of MPL. Thereafter, the vendor will be evaluated on an annual basis.

Contract Start Date

The awarded vendor shall be expected to start offering alcohol beverage services by January 1, 2026.

Financial Objectives

Vendors are invited to submit financial proposals for the above-mentioned services using the following guideline:

The library expects a minimum 20% commission of gross alcohol beverage sales for all outside groups.

MPL requires this payment on a quarterly basis, within 30 days after the end of the quarter. (Payments due to MPL by 5/31, 7/31, 10/31 and 1/31.) All payments must be accompanied by a statement of the events serviced, including, but not limited to: date of event, name of event, and gross sales at the event.

These statements are subject to Madison Public Library and City of Madison auditing via examination of vendor’s financial records.

With the exception of participation in the Madison Public Library’s main annual fundraiser known as “Ex Libris,” no donations and no “free” services are possible for alcohol beverage services. The 20% commission does not apply to Madison Public Library staff events, Madison Public Library Foundation events, or Friends of the Madison Public Library events.

Quality of Service

1. It is the intention of MPL to contract for services that are of the highest quality attainable. All alcohol beverage service areas must be kept clean, orderly and sanitary at all times and in strict accordance with all applicable laws, ordinances, rules and regulations.

2. All alcohol and non-alcohol beverages sold or kept for sale shall be first quality, wholesome and pure. All materials and equipment kept on hand shall be stored and handled with due regard for sanitation and in compliance with Public Health of Madison and Dane County and State Health Codes.

3. All merchandise kept for sale by the Contractor shall be subject to inspection, approval, or rejection by the Director and/or his/her duly authorized representative.

4. The Director or his/her designee shall have the right to reject the character of service and require that undesirable practices be discontinued or remedied. Failure of the Contractor to take appropriate action after notification may be cause for cancellation of the contract.

5. The city may call to the Contractor’s attention any act or behavior by contractor’s employees that

MPL finds to be not in the best interest of MPL. Contractor shall take immediate corrective action appropriate to the particular situation.

6. Contractor is expected to respond to an event inquiry in a timely fashion; whether from

City staff or a potential client in no more than 5 business days. Contractor shall provide two (2) official contacts with phone numbers and email addresses.

7. All beverage contracts between Contractor and Event Organizer must be completed a minimum of 30 days before an event. Or, if the event is scheduled within 30 days, the contract will be completed as soon as possible.

8. Contractor shall provide a copy of settled bill with client after the close of each event.

Operating Maintenance Standards

1. Contractor(s) is responsible for maintaining high standards of appearance and cleanliness, keeping the alcohol vendor areas neat, clean, and in good repair.

2. Contractor will alert the Event Manager if waste and recycling receptacles need to be addressed to avoid overfilled during public hours or during the event hours.

3. Evaluation of compliance with maintenance requirements shall be at the City’s sole discretion.

Employee Standards

1. Contractor will recruit, train, supervise, direct, and deploy the optimum number of employees and licensed bartenders to match customer demand and work requirements.

2. Each employee will: 1) be clean, neat, and well groomed; 2) be professional, courteous, friendly to the public; 3) have met any required health examinations and requirements before employment at the alcohol beverage service.

Environmentally Friendly (“Green”) Products and Practices

The recently renovated public library is a Gold LEED certified building and therefore, MPL shall follow LEED requirements to maintain the appropriate certification. The City of Madison and MPL are committed to implementing eco-friendly initiatives to create a positive impact on the environment and health of visitors and residents of the City. Therefore, MPL shall require the contractors to use eco-friendly products and employ sustainable practices in the operation and maintenance of the alcohol beverage services.

The Contractor shall, as appropriate, use chlorine free biodegradable products such as, but not limited to, paper towels, napkins, utensils and plates if the contractor intends to use disposable products.

Furthermore, the contractor shall use “Green Seal” eco-friendly products such as, but not limited to, soaps and cleaners for operational and cleaning purposes. A list of Green Seal certified products can be found at http://www.greenseal.org/FindGreenSealProductsandServices/RestaurantsandFoodServices.aspx.

MPL also prefers the serving of sustainable products and the training of staff on environmentally friendly practices.

Permits and Licenses

1. The vendor shall, at its own expense and cost, procure and keep in force during the entire period of the Agreement all permits and licenses required by law for the conduct of its operation.

2. It is understood that this Agreement is conditioned upon the vendor's acquisition and maintenance of valid licenses to sell fermented malt beverages and intoxicating liquors on MPL Central Branch premises.

3. Nothing contained herein shall be construed as binding the City to the issuance of any license or permit needed by the Vendor for the conduct of its operations hereunder.

http://www.greenseal.org/FindGreenSealProductsandServices/RestaurantsandFoodServices.aspx

4. In the event the City fails to issue to the Vendor any license or permit needed for the conduct of its operations under this Agreement, the Vendor may, at its option, terminate this Contract paying only those amounts which are due to the City for events which have already taken place. This shall in no way obligate the City for any contract breach the Vendor may be accused of by a third party.

5. In the event of termination or expiration of this Agreement by either party, it is mutually understood and specifically agreed that any and all permits or licenses issued by the City for operations at MPL Central Branch shall be canceled or surrendered without further notice or hearing.

Site Visits

Proposers will have an opportunity to schedule site visits. MPL will attempt to coordinate site visits to include as many vendors as possible. To schedule a site visit please contact Heather Gillespie at hgillespie@madisonpubliclibrary.org or call 608-243-0478.

mailto:hgillespie@madisonpubliclibrary.org

6 SPECIAL EVENT ALCOHOL BEVERAGE SERVICES

Special Event Alcohol Beverage Services

Selected proposer shall be the alcohol beverage vendor for alcohol-designated events at Central Library.

Spaces available for events include the Central Library’s third floor reception room (2,665 square feet/250 maximum capacity) and the third floor Madison Room (approx. 1,500 square feet) as reception set up and overflow. Both rooms feature beautiful views of the Overture and downtown, and will attract many interested and diverse parties. These rooms are also adjacent to the Central Library Art Gallery, and will provide flexible opportunities for unique and attractive reception layouts. The other space available is located on the ground floor in a room known as The Bubbler, seats approximately 75.

Schedule

The vendor shall be available to provide alcohol beverage service for lunch and dinner 365 days a year,as needed. Vendor will be informed of event dates and times when event contract is completed. Event Manager will provide as much notice as possible for scheduled events (usually a minimum of 2 months).

Menu and Pricing

Proposers must be able to offer a menu sufficiently diverse to satisfy a wide range of tastes and price points. Examples would include a range from rail liquor and domestic beer to craft drinks and premium brands. Vendor must have options for all budget types including full cash bar, partly hosted bar, and fully hosted bar.

Food

All food sales and service will be managed and performed by one of MPL’s designated catering vendors.

MPL expects alcohol vendor to plan and coordinate with the designated caterers for all joint events in a seamless and professional manner, this will be coordinated by the Event Manager.

MPL Policies and Procedures

Private events are subject to the Madison Public Library Policies & Procedures for Private Events, provided upon request. Please contact Heather Gillespie at hgillespie@madisonpubliclibrary.org.

Booking of Events

All event bookings must be made through the MPL events office with the MPL events office being the initial and final point of contact.

Library Responsibilities

The library will provide:

1. Full access to the Central Library.

2. Coordinated access to a bar support area near the third-floor reception space. This area includes a secure liquor storage area.

3. 6-foot rectangle tables

4. Rolling Flatbed carts

5. General building security

6. All waste and recycling containers

7. Two portable bars

8. Shared Lockable commercial cooler in catering kitchen

9. 2 Kegerators

10. Access to an ice machine mailto:hgillespie@madisonpubliclibrary.org

11. Access to a small dishwasher for glassware

12. Eight round cocktail tables

13. Access key cards to enter building after hours

Vendor Responsibilities

The vendor will provide:

1. Above mentioned alcohol beverage services.

2. Staffing, event setup/take down, and material transport to and from loading dock facility.

3. Cleaning services for alcohol service areas at conclusion of event.

4. All alcohol specific equipment, i.e. glasses, napkins.

5. All alcohol beverages and supplies.

6. All alcohol catering coordination

REQUEST FOR PROPOSALS RFP #

7 Required Information and Content of Proposals

Response Format: Please submit your proposals in sequential order as listed below.

Section 1: Table of Contents

Arrange proposals to match the following outline. Respond to each and every question and/or statement.

In the context of this section “you” and “your” is the same as “Proposer” and “Proposer’s”, respectively.

The City shall use your responses as the basis of its evaluation.

Please create a Table of Contents at the beginning of your submission. The Table of Contents should outline in sequential order the major areas of your proposal.

Section 2: Required RFP Forms

Complete and submit the following forms as part of your proposal.

1. Form A – Price Proposal and Signature Affidavit

Proposers are invited to suggest innovative and alternate options for financial arrangements to compensate MPL.

2. Form B – References

3. Form C – Vendor Profile

Section 3: Executive Summary

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.).

Provide a brief summary introducing your firm. Limit two (2) pages.

1. Briefly describe your business organization, experience and qualifications in relation to providing services required in this RFP.

2. Provide a brief statement of project understanding and the distinguishing characteristics of your proposal.

Section 4: Qualifications, Experience, and References

(Example: Question 1, Question 2, etc.). Please limit response to five (5) pages

1. Background and History

a. Describe briefly your firm’s background and history. State organization’s size: local, regional, national and international, in relation to providing services requested in this RFP. State the location of the office from which this engagement will be serviced and the range of activities performed at that office.

b. Provide a statement of the length of time you have been in business supplying the services referenced herein and/or experience in serving governmental entities.

c. Demonstrate your firm’s capability and evidence of your experience providing services equal to or greater in scope than those requested in this RFP.

2. Contractor Organization.

a. Organization Chart. Provide your company's organizational chart, beginning with the Chief Operating Officer of the company through the level of the on-site general manager who would be assigned to MPL.

b. Contract Team. Describe proposed organizational structure for the team involved in the execution of the contract, their role, reporting responsibilities, level of responsibility and team interface with City project management. The general manager should have experience operating in banquet & special event environments. Include a brief statement of the availability of key assigned personnel of the team.

c. Provide resumes of all staff proposed to have major responsibilities in this operation.

(This will not be counted towards the five page limit)

d. MPL requires that the on-site manager will be the single point of contact for on-site operations. The same on-site manager or a principal or partner-level individual shall be the contact provided for all service and billing issues.

3. Experience and References.

a. Demonstrate the firm’s capability, experience and qualifications in providing services equal to or greater in scope than those requested in this RFP. Describe the project team’s relevant experience, especially in contracts of similar size and scope.

b. List any and all contracts your firm has done for the public sector.

c. References – RFP Form E. (This will not be counted towards your five pages) Proposers must include in their RFPs a list of at least three and no more than ten organizations, from recent projects, similar in size and scope, which can be used as references for work performed in the area of service required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. Use RFP Form E and additional forms, as needed to provide the following information for each client reference:

• Client (contact person, address, and telephone numbers)

• Contract period, Year completed

• A description of the scope of alcohol beverage service provided

• Annual revenues from special events alcohol beverage service

4. Disclosure of Conflict of Interest

Disclose any potential conflict of interest due to any other clients, contracts, or property interests. Include a statement certifying that no member of your firm's ownership, management, or staff has vested interest in any firm, consultant or sub consultant involved in the potential contract or any aspect of the operation, or with the City of Madison.

5. Disclosure of Contract Failures, Litigations Disclose any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigation pending within the last three (3) years which involves your firm and all subcontractors involved in the project. List any contracts in which your firm or any subcontractor has been found guilty or liable, or which may affect the performance of the services to be rendered herein.

6. Financial Capability The proposer must provide evidence that he or she has the financial stability and capability to perform the work outlined within the scope of work. Therefore, the proposer must submit one or more of the following financial statements or reports: 1) Audited balance sheets for the past three (3) years (If unavailable, an unaudited balance sheet is acceptable); 2) Internal report which provides a three (3) year financial tread analysis; 3) Current credit report; 4) Letter from proposer’s bank verifying financial stability; or 5) Any other financial status report which can be used to demonstrate financial stability.

7. Insurance

Provide acknowledgement that you will carry the insurance required under par. 27, Insurance, of Appendix B, Contract for Purchase of Services.

8. Health Department Inspections Provide copies of two recent health department inspections in one of the facilities with whom you currently have a contract.

9. Food Safety Programs Provide a description of your Hazard Analysis and Critical Control Point (HACCP) plan, or how you incorporate HACCP principles into your operations.

10. Alcohol/Food Sales Mix The proposer must provide evidence of their total dollar sales for alcohol and for food for the three most recent years of operation.

Section 5: Alcohol Beverage Service Concepts

(Example: Question 1, Question 2, etc.).

The City will evaluate the proposer's understanding of and ability to meet contract requirements as defined in RFP Section 3, Special Event Alcohol Beverage Services.

Describe in detail how you intend to operate the MPL alcohol beverage services operation.

Please provide a point-by-point response to the items below.

1. General Concepts: Describe the theme or menu orientation of the alcohol beverage service.

2. Menu Items and Prices: Provide a list of menu items and prices. See section 3.3 for menu requirements. Include cycle and/or seasonal menus and explain how they will be rotated.

3. Other Information: Provide other information or other value-added concepts and capabilities that will convey the type of alcohol beverage service operation you intend to operate.

4. Implementation, Operating, and Marketing Plan

a. Marketing Plan

i. Describe how you will market your special events services to potential clients.

ii. Describe the plan you will use to encourage your existing clients to book spaces at MPL for their special events, including annual events.

iii. Explanation of customer satisfaction programs you have in place or intend to put in place at MPL. How will the Library receive customer feedback from alcohol beverage service patrons?

b. Fit of Approach

i. Describe why the firm’s selected alcohol beverage services approach fits this particular operation.

ii. Provide an explanation of your approach to alcohol beverage service; how you plan events, how you determine what drinks are offered, and what on-site support you will have.

iii. Provide a list of offerings for a variety of events. Assume 100 people for each type of event and list all costs including rentals, staff, and delivery.

c. Use of MPL Resources

Basis for Selection

1. Price Proposal (30%)

2. Alcohol Beverage Service Concepts (20%)

3. Qualifications and Experience (45%)

4.Local Vendor Preference (5%)

8 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist

Submit your Proposal by the Deadline

Submit your proposal by email to City of Madison Purchasing Services by Wednesday, October 22nd, 2025 at 2:00 PM Central Time.

• Make sure your proposal is complete (see checklist above) and readable.

• Include RFP 14067-0-2025-BG in the email subject line.

• Email proposals to: bids@cityofmadison.com

• Do not send your proposal to any other City email or agency

• If you cannot send your proposal by email, please contact the Buyer at (608) 243-0529

You must include RFP 14067-0-2025-BG on your proposal and all other communication to the City. For email, include RFP 14067-0-2025-BG in the subject line.

For example, an email subject line could read: RFP 14067-0-2025-BG Library Alcohol Services Questions

Format

• Electronic – proposals are submitted electronically. Exceptions can be made for paper submittals but you must contact the Buyer ahead of time to make those arrangements.

• Legible and readable – if not the City might reject it.

Required Documents to Submit:

Your Technical Proposal

Required Forms to Submit:

Form A: Price Proposal and Signature Affidavit

Form B: References

Form C: Vendor Profile

RFP ADDENDUM

Check the bid websites for any addendum. See Section 3.1.

• You can use the area below to track addendums.

• An addendum might require you to submit additional documents. Make sure to read it carefully and send any additional documents.

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

Addendum # _______

Addendum # _______

• Simple – not necessary to include elaborate/ high tech/ expensive graphics or similar features.

• Complete – your proposal must include all required sections and forms. See checklist.

Questions

You can ask questions about the RFP until the deadline for questions of Monday, October 6th, 2025 at 2:00 PM Central Time.

Email questions to Brittany Garcia at bids@cityofmadison.com. Remember to include RFP 14067-0- 2025-BG in the subject line.

Any questions that are asked in person, over the phone, or on-site visits, and subsequently answered by City staff are considered "off the record" and "unofficial". The only official answers must be submitted through email and answered on the addendum(s).

We post answers to bidder questions as an addendum on the bid websites. Check the websites regularly.

Addendum (Changes or Clarifications to this RFP)

RFP addendums make clarifications, answer bidder questions, make changes to RFP timeline, and provide other important information. Addendums are posted on the bid websites listed in Section 3.1.

IMPORTANT: It is your responsibility to check for addendums. An addendum might require you to submit additional information. Your proposal could be disqualified if you do not:

• Check the bid websites regularly during the posting period

• Read all addendum

• Follow the instructions in the addendum

Multiple Proposals

You may submit more than one proposal if you are proposing more than one way to fulfill the scope requested by this RFP. If so, each proposal must meet the requirements of the RFP. Clearly label each proposal by number (Proposal #1, Proposal #2) and submit each separately.

Changing or Withdrawing your Proposal

You may make changes to your proposal before the due date of Wednesday, October 22nd, 2025 at 2:00 PM Central Time.

You may withdraw your proposal before the due date. After the due date, no proposals may be withdrawn for 90 days or as otherwise provided by law.

Correcting Errors in your Proposal after the Due Date

The City will notify you if we believe you made an error in your proposal and may allow you to correct the error. The City will decide if correcting the error is in the City’s best interest, is fair to the other bidders, and preserves competition. The City will decide whether an error can be corrected and will notify you.

No Exceptions from Bidders

Exceptions to this RFP are not permitted. The City of Madison reserves the right to reject bids that take exceptions or don’t follow the requirements of this RFP. If you ask to change the requirements, specifications, sample contract, or legal terms, that is considered an “exception.” A statement that you will not or cannot comply with any part of this RFP or the sample contract will also be considered an “exception.” (If this RFP allows substitutions or alternate solutions, the Scope of Services (Section 5) will make this clear, and that is not considered an “exception.”)

You are Responsible for all of your Costs in Making a Proposal

You participate in this RFP at your own expense. You may be asked to attend virtual or in-person meetings, make presentations, give demonstrations, inspect City locations, or make your facilities available for a site inspection. The City will not pay any costs incurred in your preparation of bids, even if this RFP is changed or cancelled.

Public Records and Trade Secrets

Your response to this RFP is a public record. Wisconsin and other public records laws may require the City to share your proposal or the resulting contract if someone makes a public records request. If a public records request is made, the City’s Records Custodian applies the law to decide whether the record must be disclosed, or if any part of the record can be redacted or not disclosed. There are very few exceptions to disclosure under Wisconsin law. One exception is for “trade secrets” as defined by sec.

134.90(1)(c) of the Wisconsin Statutes. It is your responsibility to research trade secrets as defined by Wisconsin law if you think any part of your proposal might be a “trade secret.” The City cannot give private legal advice to you. Most things will NOT meet this exception.

You may label items you believe meet this definition as a “trade secret” and submit them separately from the rest of your proposal, but the City cannot guarantee that information will be treated as a trade secret or confidential.

Things that are not considered confidential: your proposal or bid in its entirety, price proposal, pricing information, references, or the resulting contract. This is not a complete list.

Preserving competition: To the extent permitted by law, the City intends to withhold proposals under this RFP from public view until competitive or bargaining reasons no longer require it, in the City’s opinion. At that time, all proposals will be available for review in accordance with public records laws.

The City will not provide advance notice to bidders prior to releasing any requested public record.

9 RULES FOR THE SELECTION PROCESS

This RFP does not commit the City to award a contract. The City can cancel this RFP at any time. There is no guarantee that the City will award any contract as a result of this RFP. While the City considers this procurement important to City operations, the circumstances could change.

The City might make a partial award. By submitting a proposal you are willing to accept an order for all or part of the items/services. Note in your proposal if you do not agree to accept a partial award.

The City reserves the right to make changes to this RFP. Any changes will be made with an Addendum. Changes could impact due dates or specifications, or could require additional information from all bidders.

The City reserves the right to reject any proposal. We can reject all or part of a proposal without explaining the reason. Proposals could be rejected if they are missing information (non-responsive) or fail to demonstrate that the bidder is responsible and capable of doing the work (not responsible.)

The City may negotiate with finalists or the selected vendor. One or more bidders may need to submit additional technical proposals, best and final price proposals, or other changes to their bids.

Federal or State Laws may apply to this RFP (such as federal regulations or procurement policies that apply to grant funding). Those laws will apply over any conflicting procedure in this RFP.

Responsible and Responsive Bidders You should read the Scope of Work (Section 5) carefully to determine your ability to perform and complete the work required. This contract will only be awarded to a bidder who is “responsible” and “responsive” and whose bid is most advantageous to the City, with price and other factors considered. This RFP is designed to help the City select responsive and responsible bidders.

“Responsive” means that your proposal responds to all parts of this RFP – it is complete, not missing any information, and addresses all of the required work. Failure to provide all of the information requested in this RFP could result in being considered “not responsive.”

A “Responsible” bidder has demonstrated the ability to perform successfully under the terms of the proposed contract. This includes having adequate financial resources or the ability to obtain them; can perform and deliver on time, delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills. A bidder that cannot demonstrate these things may be considered “not responsible.”

Contractors with past problems with the City The City reserves the right to refuse to accept any bid from any person, firm or corporation who

• owes the City money

• is in default to the City

• has been debarred through an official process such as through the Department of Civil Rights

• has had performance or other problems on past contracts with the City

Such bidders may be deemed “not responsible.”

10 LEGAL CONTRACT REQUIREMENTS

Sample Contract

You must review the Sample Contract attached to the end of this RFP. This contract* will be used for the work resulting from this RFP.

By submitting a proposal, you are willing to enter into a contract with the terms found in the Sample Contract. Exceptions to the legal terms are not allowed and may result in your proposal being rejected. The City does not negotiate legal terms prior to award.

*While the City strives to provide the most appropriate sample contracts, the City reserves the right to modify the form for any contract resulting from this RFP.

Affirmative Action Requirements for Contractors

City contractors must show they hire and promote employees equitably and make their best efforts to have a diverse workforce.

Affirmative Action Plan: Bidders with 15 or more employees that will earn $50,000 or more in total contracts with the City in the calendar year must file an Affirmative Action Plan (AA plan) with the City.

Submit your AA plan online using the form provided by the City. See the sample AA plan for “vendors and suppliers” at: https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Exemptions: Bidders who have fewer than 15 employees or will earn less than $50,000 in total contracts with the City in the calendar year will be exempt from filing a full AA plan. You will need to fill out a request for exemption form. If you have 15 or more employees, you must complete an exemption form, provide some workforce statistics, and participate in the “RaISE” program.

Release of Payment: The City cannot make any payments under a contract until the Affirmative Action plan or request for exemption form are completed.

Referrals and Interviews for Sustainable Employment (RaISE) Program: The RaISE program is designed to match qualified people to employment. If you have 15 or more employees and are awarded the contract, you must let the City know about all external job openings in Dane County, Wisconsin. You must also agree to interview candidates the City refers to you. See this link for information and instructions: https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The City has a Small Business Enterprise program described here:

https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs.

You will be encouraged to provide opportunities for small business enterprises (SBE) to compete for any subcontracts allowed in the contract.

See the Sample Contract, section 13, for all requirements for the City’s Affirmative Action program for contractors. Call the Contract Compliance Specialist at (608) 266-4910 with questions.

Insurance

All City contractors must provide a Certificate of Insurance. You must carry the insurance policies required by section 27 of the Sample Contract. This includes general liability insurance, workers compensation, and could include automobile and professional liability insurance. Please see the instructions and section 27 of the Sample Contract for the insurance requirements.

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs

Appendix B

Rev. 05/05/2025-RFP 14067-0-2025-BG.docx

INSTRUCTIONS FOR CONTRACTOR

DO NOT ATTACH TO CONTRACT

Your contract MUST include the following information, or it will not be signed by the City.

Check one box at top of Page 1 for the type of business entity.

Sections 3 & 4 will be completed by the City and should be complete before you sign.

Put a name in Sec. 7.A. – person responsible for administering the contract.

Affirmative Action: Check the appropriate box in Sec. 13.B., Article IV and complete the appropriate online form for the box you have checked:

All contractors:

Access the online forms for Affirmative Action compliance at this link: www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers. If you do not already have an approved, current Affirmative Action Plan on file with the City of Madison, read the “Instructions for Completing City of Madison Affirmative Action Plan” at the above link. This will direct you to register for an account. If you already have an account you may click on the link for “Affirmative Action Plan for Vendors and Suppliers” to proceed. If you have never filed a plan or request for exemption, you must create an account in our online system. If you are exempt under Article IV, Sections C or D you will still need to create an account and go through some steps to confirm your exemption. Register for an account here: https://elam.cityofmadison.com/citizenaccess.

Affirmative Action Questions? Contact Dept. of Civil Rights, Contract Compliance: (608) 266-4910.

Complete Sec. 15 – Official Notices. This is the name/job title/address of the person at your organization to receive legal notices under the contract.

Signature line. A person with authority to bind the organization should sign, date, and print name and job title where shown on the signature page. Contractor signs first, City signs last.

Use any electronic method to sign where indicated, and email signed PDF to your agency contact, unless otherwise instructed.

− Make sure all exhibits/attachments are labeled and attached to the PDF after the signature page, unless otherwise instructed.

− City will sign last, and will email you an electronic signed copy unless otherwise requested.

Enclose CERTIFICATE OF INSURANCE (C.O.I.) showing proof of insurance required by Sec. 27.

Insurance Instructions:

Certificate Holder: City of Madison

Attn: Risk Manager 210 Martin Luther King Jr. Blvd. Room 406 Madison, WI 53703

Proof of all insurance required in the contract must be shown. Use City’s certificate at this link:

https://www.cityofmadison.com/finance/documents/certinsurance.pdf

Insurance delivery options: (a) enclose hard copy of certificate with hard copies of contract mailed to the address in Section 15 of the contract, or (b) email certificate to City Risk Manager Eric Veum at:

eveum@cityofmadison.com and cc: your City contact person on the email. Call Eric Veum at

(608) 266-5965 with insurance questions.

Failure to complete these steps will result in contract not being signed.

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://elam.cityofmadison.com/citizenaccess/ https://www.cityofmadison.com/finance/documents/certinsurance.pdf mailto:eveum@cityofmadison.com

THIS PAGE IS INTENTIONALLY BLANK

Rev. 05/05/2025-RFP 14067-0-2025-BG.docx

City of Madison

CONTRACT FOR PURCHASE OF SERVICES

1. PARTIES.

This is a Contract between the City of Madison, Wisconsin, hereafter referred to as the "City" and hereafter referred to as "Contractor."

The Contractor is a: Corporation Limited Liability Company General Partnership LLP (to be completed by contractor) Sole Proprietor Unincorporated Association Other:

2. PURPOSE.

The purpose of this Contract is as set forth in Section 3.

3. SCOPE OF SERVICES AND SCHEDULE OF PAYMENTS.

Contractor will perform the following services and be paid according to the following schedule(s) or attachment(s):

List all attachments here by name, and attach and label them accordingly.

Order of Precedence: In the event of a conflict between the terms of this Contract for Purchase of Services and the terms of any document attached or incorporated herein, the terms of this Contract for Purchase of Services shall control and supersede any such conflicting term.

4. TERM AND EFFECTIVE DATE.

This Contract shall become effective…