Crossing Guard Services

CITY OF SUN PRAIRIE
REQUEST FOR PROPOSALS
RFP# 26-PD05
Crossing Guard Services
Date Issued: Wednesday, May 20, 2026
SUBMIT RFP TO
City of Sun Prairie
Finance Department
300 E Main St
Sun Prairie, WI 53590
SUBMISSION DEADLINE
Wednesday, June 17, 2026, 2:00 PM
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TABLE OF CONTENT
I. NOTICE TO PROPOSERS........................................................................................................................3
A. Summary.......................................................................................................................................3
B. Important Dates............................................................................................................................3
C. How to Submit a Proposal............................................................................................................3
D. Contact Information.....................................................................................................................4
E. Inquiries, Clarification & Exceptions.............................................................................................4
F. Addenda........................................................................................................................................5
G. Bid Distribution Networks............................................................................................................ 5
H. Local Vendor Preference.............................................................................................................. 5
I. Oral Presentations/Site Visits/Meetings.......................................................................................6
J. Acceptance/Rejection/Withdrawal of Proposals..........................................................................6
K. Public Record Law Compliance.....................................................................................................6
L. Public Records Notice...................................................................................................................7
M. Tax Exempt...................................................................................................................................7
N. Cooperative Purchasing................................................................................................................8
O. Terms of Contract.........................................................................................................................8
P. Cancellation/Termination of Contract..........................................................................................8
Q. Evaluation Process and Scoring....................................................................................................9
R. Insurance and Indemnification Requirements............................................................................10
II. DESCRIPTION OF RFP..........................................................................................................................13
III. REQUIRED INFORMATION..................................................................................................................18
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I. NOTICE TO PROPOSERS
A. Summary
The City of Sun Prairie department of Police is soliciting proposals from qualified vendors for
crossing guard services. Vendors submitting proposals are required to read this Request for
Proposals "RFP" in its entirety and follow the instructions contained herein.
B. Important Dates
Deliver proposals no later than the due time and date indicated below. The City will reject
late proposals:
Issue Date: Wednesday, May 20, 2026
Questions Issue Date: Wednesday, May 27, 2026
Answers Posted Date: Wednesday, June 3, 2026
Due Date: Wednesday, June 17, 2026, 02:00 PM CST
C. How to Submit a Proposal
Submit the physical copies of required documentations in a sealed envelopes except for
Form F (in separate envelope). Each envelope should be clearly marked as to the contents.
An electronic copy in PDF format should be emailed to the City with Form F as a
separate attachment.
Hardcopy proposals should be typed and securely bound on 8.5 by 11-inch paper, otherwise
identical to the electronic version (if applicable).
Signature Affidavit (Form A): Five copies
Receipt of Forms (Form B): Five copies
Vendor Profile and Qualifications (Form C): Five copies
References (Form D): Five copies
Insurance and Indemnification (Form E): Five copies
Sustainability Questionnaire (Form G): Five copies
Cost Proposal (Form F): One Copy in separate sealed envelope
Printed Proposal: Five copies (Cost separately)
All proposal costs are the expense of the proposer. The City will not consider illegible
proposals. Elaborate proposals beyond that sufficient to present a complete and effective
proposal, are not necessary or desired.
Complete and return the proposal and Forms A through G to City of Sun Prairie Finance
Department by Wednesday, June 17, 2026, 02:00 PM CST.
All proposals must be clearly labeled:
Proposer's Name and Address
RFP #: 26-PD05
Title: Crossing Guard Services
Due: Wednesday, June 17, 2026, 02:00 PM CST
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All email correspondence must include RFP # in the subject line.
Delivery of hard copies to: City of Sun Prairie Finance Department
300 East Main Street
Sun Prairie, WI. 53590
Delivery of electronic copy to: via email to purchase@cityofsunprairie.com
Proposals must be delivered as instructed. Deliveries to other City departments and/or
locations may result in disqualification.
Note: When mailing your response via a third party delivery service, the outside of the
packaging must be clearly marked with the RFP name and number. This ensures that the bid
can be delivered to the correct purchasing agent without having to open the bid.
D. Contact Information
The City of Sun Prairie Police Department is the procuring agency:
Ryan Cox, Assistant Chief of Police
Sun Prairie Police Department
Sun Prairie, WI. 53590
Phone: 608-825-0965
rcox@cityofsunprairie.com
E. Inquiries, Clarification & Exceptions
Proposers are to raise any questions they have about the RFP document without delay.
Direct all questions, in writing, to the department contact listed above in section D.
Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other
deficiency in this RFP document shall immediately notify the buyer and request clarification.
In the event that it is necessary to provide additional clarification or revision to the RFP, the
City will post addenda - see Addenda below. Proposers are strongly encouraged to check for
addenda regularly.
Proposals should be as responsive as possible to the provisions stated herein. A
prospective vendor may take "exception" to bid terms, conditions, specifications
and dates stated within the bid package. However, the City of Sun Prairie reserves
the right to disqualify any and all bids submitted which include exceptions, if deemed not in
the City's best interests.
F. Addenda
In the event that it is necessary to provide additional clarification or revision to the RFP, the
City will post addenda to the same websites as the original distribution - see G below. It is
the proposer's responsibility to regularly monitor the websites for any such postings.
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Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve
addenda and include their provisions may result in disqualification.
G. Bid Distribution Networks
The City of Sun Prairie posts all Request for Proposals, addenda, tabulations, awards and
related announcements on two distribution networks - VendorNet and DemandStar. The
aforementioned documents are available exclusively from these websites. It is the
proposer's responsibility to regularly monitor the bid distribution network for any such
postings. Proposer's failure to retrieve such addenda and incorporate their appropriate
provisions in their response may result in disqualification. Both sites offer free registration
to City proposers.
o VendorNet System: State of Wisconsin and local agencies bid network. Registration
is free.
Home Page: http://vendornet.state.wi.us/vendornet
o DemandStar by Onvia: National bid network - Free subscription is available to
access proposals from the City of Sun Prairie and other Wisconsin agencies
participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is
required if subscribing to multiple agencies that are not included in WAPP.
Home Page: www.demandstar.com
To Register: www.onvia.com/WAPP
Bid Opportunities: http://www.cityofsunprairie.com/504/Bid-Opportunities
H. Local Vendor Preference
The City of Sun Prairie has included a local vendor preference granting a scoring preference to
local suppliers. The "local area" is defined as a physical address where the entity does business
within the City of Sun Prairie. United States Post Office boxes or other private postal boxes are
insufficient to satisfy the requirements of this section.
Exemptions and limitations may apply. Due to state law, buy local preference may not apply to
public works projects. Due to federal restrictions, federally funded programs are also exempt.
Exemptions will also be made for emergencies, sole source purchases, cooperative purchasing
agreements and cases in which a local vendor is not qualified as determined by City staff. If it is
determined by City staff that a vendor has misrepresented its local status, it will be ineligible to
receive preference.
I. Oral Presentations/Site Visits/Meetings
Proposers may be asked to attend meetings, make oral presentations, inspect City locations
or make their facilities available for a site inspection as part of this RFP process. Such
presentations, meetings or site visits will be at the proposer's expense.
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J. Acceptance/Rejection/Withdrawal of Proposals
The City reserves the right to accept or reject any or all proposals submitted, in whole or in
part, and to waive any informalities or technicalities, which at the City's discretion is
determined to be in the best interests of the City. Further, the City makes no
representations that a contract will be awarded to any proposer responding to this request.
The City expressly reserves the right to reject any and all proposals responding to this
invitation without indicating any reasons for such rejection(s).
K. Public Record Law Compliance
It is the intention of City to maintain an open and public process in the solicitation,
submission, review, and approval of contracts.
a. The parties acknowledge that City is a municipal corporation legally bound to comply
with the Wisconsin Public Records Law and Open Meetings Law (see sections 19.32-19.39
and 19.81-19.98, Wis. Statutes) and that, unless otherwise clearly allowed by law to be an
exception to the Public Record Law and confidential, all aspects of this agreement are
subject to open disclosure and are a matter of public record. It is further a greed to that
neither party will take any action to obstruct the operation of these laws. To comply with
any request under said Public Record Law, the provider/contractor herein shall produce
copies of all materials, gathered or produced or modified pursuant to this Contract to City,
in their original (i.e., electronic or digital, etc.) format at actual cost of reproduction,
without profit. According to Wisconsin caselaw, even if records are created or maintained
by, or in the custody of, the provider as an independent contractor, they, along with the
raw data used to create the record, are nevertheless public records that must be made
available to the public within a reasonable time and without delay upon request by any
person, and in the format in which they were created. Provider/contractor agrees to hold
City, its agents, officials and employees harmless and to indemnify them and City for all
costs, fees, including all reasonable attorney fees and expenses of all kinds, and any
judgments, orders, injunctions, writs of mandamus, and damages or expense of whatever
kind for which City or its agents, officials or employees may expend or be held liable due
to the Provider/contractor's failure to comply with the Wisconsin Public Records and
Open Meetings laws, or with this Agreement.
b. Any Public Records Law request received directly by a contractor related to this
Contract with City shall immediately be reported to the City Administrator.
L. Public Records Notice
Proposers are hereby notified that all information submitted in response to this RFP may be
made available for public inspection according to the Public Records Law of the State of
Wisconsin or other applicable public record laws. Information qualifying as a "trade secret"
- defined in State of Wisconsin Statues - may be held confidential.
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Proposers shall separately and clearly identify all information they deem to be "trade
secrets", as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle
information deemed confidential and sealed, elsewhere in your response.
S. 19.36(5)
(5) TRADE SECRETS. An authority may withhold access to any record or portion
of a record containing information qualifying as a trade secret as defined in s.
134.90(1)(c).
S. 134.90(1)(c)
(c) "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.
The City cannot ensure that information will not be subject to release if a request is made
under applicable public records laws. The City cannot consider the following confidential: a
bid in its entirety, price bid information, or the entire contents of any resulting contract. The
City will not provide advance notice to proposers prior to release of any requested record.
To the extent permitted by such laws, it is the intention of the City to withhold the contents
of proposals from public view - until such times as competitive or bargaining reasons no
longer require non-disclosure, in the City's opinion. At that time, all proposals will be
available for review in accordance with such laws.
M. Tax Exempt
The City of Sun Prairie as a municipality is exempt from payment of federal excise taxes and
State of Wisconsin taxes per Wisconsin statue 77.54(9a). Federal Tax ID #39-6006382. A
completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City
website. Our tax-exempt number is ES 42322.
N. Cooperative Purchasing
Bidders may choose to extend prices offered on bids to other municipalities. Under
Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district;
board of school directors; sewer district; drainage district; vocational, technical and adult
education district; or any other public or quasi-public corporation, officer, board or other
body having the authority to award public contracts. This is known as "cooperative" or
"piggyback" purchasing, a practice common amongst units of government. The City is not
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responsible for any contract resulting from a cooperative purchase using this RFP as a basis;
they are made solely between the bidders and third party unit of government.
O. Terms of Contract
1. Term of Contract - The term of the contract shall be for a three (3) year period
to commence on: Thursday, August 6, 2026, ending on Friday, June 22, 2029.
2. Option to Extend - The City of Sun Prairie reserves the right to extend the
contract for two (2) additional one (1) year periods, upon the same or more
favorable terms and conditions, and under mutual agreement of both parties.
3. Contract Extension Pricing - Contract prices on an extended contract will be
adjusted (escalated or deescalated) based upon the average annual change in
the Consumer Index for "All Items" published by the Bureau of Labor Statistics
(BLS) (Table 1A. Consumer Price Index for All Urban Consumers (CPI-U): U.S. city
average, by expenditure category and commodity and service group,
Expenditure Category "All Items"). The CPI-U value is published by the BLS at its
website: http://www.bls.gov/cpi/news.htm
The price for an option year shall be based upon the percent change in the CPI-
U from the preceding year applied to the current contract year price to obtain
the option year price.
The City of Sun Prairie reserves the right to discontinue the contract's remaining
option year and may elect to re-advertise the contract in whole or in part when
changes in prices are not mutually acceptable between the contractor and the
City.
Any and all changes to the contract terms and conditions shall be evidenced in
writing by amending/modifying the contract.
4. Subcontracting Regulations - Successful vendor(s) will not be permitted to
sublet, sell, transfer, assign or otherwise dispose of the contract or any portion
therein, or its right, title or interest in, to any person, vendor or corporation.
P. Cancellation/Termination of Contract
The City of Sun Prairie may terminate the contract at any time at its sole discretion by
delivering 30 days written notice to the contractor. Upon termination, the City's liability will
be limited to the pro rata cost of the services performed as of the date of termination plus
expenses incurred with the prior written approval of the City. In the event that the
contractor terminates the contract, for any reason whatsoever, it will refund to the City
within 30 days of said termination, all payments made hereunder by the City to the
contractor for work not completed or not accepted by the City. Such termination will
require written notice to that effect to be delivered by the contractor to the City not less
than 30 days prior to said termination.
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Q. Evaluation Process and Scoring
Evaluation Team
The RFP will be reviewed by the Evaluation Team. Evaluation team consists of at least three
members and at most five members. At least one member from each of the following
departments: Department that initiated the RFP, reporting committee and Finance
Department. All proposals will be scored individually. The staff member from the Finance
Department will oversee the evaluation process to ensure fairness within the process. This
process may take a few hours or a few days, depending on the number and length of
proposals and the availability of those on the evaluation panel.
Evaluation team will examine each proposal to determine if all minimum requirements have
been met to warrant further evaluation. Proposals meeting the minimum requirements will
be evaluated in accordance with the point rating system. To qualify as a competent proposer
written proposals must achieve an overall minimum of [70] % for the categories marked
with an asterisk (*).
Minimum Requirements
1. Minimum of three references.
2. Field Supervisor available by telephone on all occasions, whether immediate or with a
callback within one (1) hour.
3. Fees provided in Fee Proposal must be stated as not to exceed.
Evaluation Criteria and Process
Evaluations of the proposals will be based on a weighted point system as follows:
Criteria Description Point Weight
1 Qualifications of Firm* 25
2 Relevant Experience of Firm* 25
3 Costs 25
4 Sustainability 10
5 DBE/WBE/DVB 10
6 Local Preference 5
TOTAL 100
Definition of Major Criteria Categories:
Qualification of Firm: The evaluation is based on qualifications and competence in
relation to the scope of the project, the overall approach and strategy described in the
proposal and company's capacity to perform the work within the specified timeframe,
the professional qualifications of key personnel related to the work described in the
scope of the project.
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Relevant Experience of Firm: Evaluation is based on the history of the company, the
experiences as it related to the requirements within the RFP, evidence of past
performance, quality and relevance of past work, reference and related items.
Sustainability: The City's vision is to create and expand sustainability practices while
always recognizing the interdependence of environmental quality, economic resiliency
and growth, and social equity. Evaluation is based on the effect business has on the
environment, society and economy.
DBE/WBE/DVB:
DBE (Disadvantaged-Owned Business Enterprise):
At least 51 percent owned by one or more socially and economically
disadvantaged individuals; and
Controlled (managed and operated daily) by one or more socially and
economically disadvantaged individuals.
WBE (Woman-Owned Business Enterprise):
Organized as a for-profit business, performing a commercially useful function;
At least 51 percent owned by one or more women; and
Controlled (managed and operated daily) by one or more women
There are no size restrictions for WBE certification
DVB (Disabled Veteran Business)
At least 51% owned, controlled, and actively managed by an identified service-
disabled veteran and serve a useful business function.
The service-disabled veteran owner has demonstrated that they: 1) Have a
certificate of release or discharge from active duty (Form DD214); 2) Reside in
Wisconsin: and 3) Have a disability rating of at least 0% with the Department of
Veteran's Affairs or an Armed Services Branch.
Local Preference: To qualify as "local," a business must meet at least two of three
criteria:
The portion of its employees working at facilities in the City of Sun Prairie (at
least 50%);
The portion of ownership vested with City of Sun Prairie residents (at least 50%);
and
The portion of sourcing within the City of Sun Prairie area (at least 15%).
Evaluation of Criteria
Criteria 1 and 2: Qualifications of Firm and Relevant Experience of Firm:
Evaluation team will use the evaluation scoring guide below to evaluate these two
criteria. Each criteria will have a maximum number of points assigned to it. Based upon
how well the proposal addressed each criteria, the evaluation team assigns a percentage
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