SKATE AND PRO SHOP CONCESSIONAIRE

RFP #009-2027
CITY OF SPRINGFIELD, MISSOURI
DIVISION OF PURCHASES
Todd Cox, Buyer Date Issued: Thursday, July 16, 2026
City of Springfield Buyer's Email: tcox@springfieldmo.gov
Division of Purchases Telephone Number: 417-864-1708
218 E. Central
Springfield, MO 65802
REQUEST FOR PROPOSAL #009-2027
TITLE-SIGNATURE PAGE
The City of Springfield will accept electronically submitted proposals through its' e-bidding service provider, Euna OpenBids (formerly DemandStar),
from qualified persons or firms interested in providing the following:
SKATE AND PRO SHOP CONCESSIONAIRE
PROPOSALS MUST BE UPLOADED INTO THE EUNA OPENBIDS (FORMERLY DEMANDSTAR) E-BIDDING SYSTEM PRIOR TO
3:00 P.M. (CST) ON THURSDAY, AUGUST 13, 2026. Proposals will be opened by the Buyer listed above. Only the names of Offerors will
be read aloud publicly at the specified proposal opening date and time via teleconference. To participate, dial (978) 990-5387, then enter access
code 322594.
* Proposals shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to
legally bind the company. Offeror must complete, execute, and submit all Pages identified with "RETURN THIS PAGE" of this RFP document
to be deemed responsive and considered for award. Failure to do so shall render your proposal non-responsive.
* Proposals received after the opening date and time shall not be considered.
* The attached Terms and Conditions shall become part of any contract resulting from this request for proposal.
* The cutoff for any questions pertaining to this RFP is Thursday, August 6, 2026, at 3:00 P.M. (CST). Any questions shall be submitted in
writing to the buyer identified above.
* HAND DELIVERED, FAXED, OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.
A pre-proposal conference and site visit is scheduled for Thursday, July 23, 2026, at 10:00 A.M. (CST). The pre-bid conference shall be conducted
at the Brightspeed Ice Park meeting room 635 E. Trafficway, Springfield, MO 65806. The site visit immediately follows the pre-bid conference. All
interested bidders are strongly encouraged to attend.
The undersigned certifies that they have the authority to bind the Offeror in a contract to supply the service or commodity in accordance with all terms and
conditions contained herein. Please type or print the information below.
Offerors are REQUIRED to complete, sign, and return this form with their submittal.
NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter
number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter
number.
Company Name Authorized Person (Print)
Address Signature
City/State/Zip Title
Telephone # Fax # Date Tax ID #
Email Address State of Missouri Charter Number or Exemption Number
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RETURN THIS PAGE

RFP #009-2027
LEGAL NOTICE:
REQUEST FOR PROPOSAL #009-2027
The City of Springfield will electronically accept submitted proposals through its' e-bidding service provider, Euna OpenBids (formerly
DemandStar) from qualified persons or firms interested in providing the following: SKATE AND PRO SHOP CONCESSIONAIRE
VENDOR NOTE 1: To register with Euna OpenBids (formerly DemandStar) go to: https://www.demandstar.com/registration
VENDOR NOTE 2: For information on how to navigate Euna OpenBids (formally DemandStar) go to:
https://network.demandstar.com/agency-support-2/
VENDOR NOTE 3: If you have issues registering or uploading a proposal, please contact Euna OpenBids (formerly DemandStar) toll-
free at (866) 273-1863. Euna OpenBids (formerly DemandStar) office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through
Friday. You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this
solicitation document between the hours of 8:00 A.M. to 5:00 P.M. Central Time, Monday through Friday.
It is strongly recommended that Offerors register with Euna OpenBids (formerly DemandStar) as soon as possible to ensure your ability
to provide a response to this solicitation by the due date and time.
Proposals must be received electronically in the City's e-bidding service provider Euna OpenBids (formerly DemandStar) by 3:00 P.M. (CST),
THURSDAY, AUGUST 13, 2026. Proposals will be read aloud publicly at the specified opening date and time via teleconference. To
participate, dial (978) 990-5387. Then, enter access code 322594.
Proposal documents and any addendums are available via the following methods:
1. By accessing the City's e-bidding service, Euna OpenBids (formerly DemandStar):
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
2. By accessing the Division of Purchases' webpage: https://www.springfieldmo.gov/bids.aspx
A pre-proposal conference and site visit is scheduled for Thursday, July 23, 2026, at 10:00 A.M. (CST). The pre-bid conference shall be conducted
at the Brightspeed Ice Park meeting room 635 E. Trafficway, Springfield, MO 65806. The site visit immediately follows the pre-bid conference. All
interested bidders are strongly encouraged to attend.
For any contract for services greater than $5,000, the successful Offeror shall comply with 285.530, RSMo., as amended, and (1)
provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide
documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees
working in connection with this contract. The required documentation affirming enrollment must be from the federal work
authorization program provider. A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work
Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract.
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RFP #009-2027
TABLE OF CONTENTS
Cover Title-Signature Page
Legal Notice
Table of Contents
PART I
Description of Project and Services Required
1.0 Introduction
2.0 Scope of Services
3.0 City Provided Services
4.0 Additional Agreements
5.0 Timeline for RFP Process and Project Completion
PART II
Standard Instructions to Offerors and Conditions of Request for Proposal
1.0 Definitions and Interpretations
2.0 Preparation of Proposals
3.0 Submission of Proposals
4.0 Legal Name and Signature
5.0 Modifications, Corrections, or Withdrawal of Proposals
6.0 Clarification and Addenda
7.0 Responsive and Responsible Offeror
8.0 Reserved Rights
9.0 The Right to Audit
10.0 Right to Protest
11.0 Ethical Standards
12.0 Applicable Law
13.0 Jurisdiction
14.0 Collusion
15.0 Conflict
16.0 Debarment and Suspension Status
17.0 RFP Forms
18.0 Payment Terms
19.0 Regulations
20.0 Proposal Opening
21.0 Request for Additional Information
22.0 Contract Documents
23.0 Ownership of Documents
24.0 Confidentiality of Documents
25.0 Equal Opportunity Clause
26.0 Business License
27.0 Nonresident/Foreign Contractors
PART III
Format, Content, and Submission of Proposals
1.0 Forms and Attachments
2.0 Proposal Due Date
3.0 Addenda
4.0 Selection Process
5.0 Awards
6.0 Budgetary Constraints
7.0 Order of Precedence
8.0 Affidavit for Service Contracts
9.0 Open Competition
10.0 Additional Purchases by Other Public Entities
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11.0 Work Authorization Affidavit and E-Verify
12.0 Insurance Requirements
13.0 Compliance
14.0 Sample Contract
15.0 Renewal/Renegotiation Option
16.0 Criteria for Award
Enclosure I, Proposal Ranking Score Sheet
Enclosure II, Interview Ranking Score Sheet
Enclosure III, Table of Contents for Submittal
Form No. 1: Provider Profile
Form No.2: Key Outside Consultants
Form No. 3: List of References and Experience
Form No. 4: Personnel Qualifications
Form No. 5: Project Approach Narrative
Form No. 6: Total Rent Proposed
Form No. 7 Affidavit of Compliance
Form No. 8 Certification Regarding Potential Conflicts of Interest
Form No. 9 Certification of Signature Authority Form
Form No. 10 Statement of "No Proposal"
PART IV
Insurance Requirements
PART V
Standard Terms and Conditions
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RFP #009-2027
PART I
DESCRIPTION OF PROJECT AND SERVICES REQUIRED
1.0 INTRODUCTION/DESCRIPTION OF PROJECT/SERVICES:
The City of Springfield by and through the Springfield-Greene County Park Board is seeking proposals from qualified firms/providers
to operate the Brightspeed Ice Park Pro Shop year-round:
1.1 Description of Operations or Background:
Brightspeed Ice Park is located in downtown Springfield and features two (2) indoor NHL-size ice rinks for skating and
hockey. Amenities include skate rentals, a large lobby, spectator seating, concessions and the pro-shop.
The facility serves all ages and skill levels, offering public skating sessions, learn to skate lessons, and organized hockey
programs. During the school year, the park hosts collegiate hockey games, and in the summer, host roller derby events.
Public skating is available year-round.
Peak usage for the ice park generally occurs from August through March:
* Weeknights: 4:00 p.m. through 8:00/9:00 p.m.
* Fridays: May run late due to doubleheader college hockey games.
* Saturdays: Facility is operational all day.
* Sundays: Facility is operational all day. There is heavier usage between 3:00 p.m. and 9:00/10:00 p.m. for adult
hockey leagues.
2.0 SCOPE OF SERVICES
OVERVIEW: The City desires to partner with a Concessionaire to occupy space provided by the City to operate a full-service
Skate & Hockey Pro Shop. Size of retail space is approximately 1100 sq ft.
2.1 CONCESSIONAIRE RESPONSIBILITIES:
2.1.1 Operating Hours:
2.1.1.1 Be open for service during Public Skating, Figure Skating, In-House Hockey, Travel Hockey, Adult Hockey
Events, College Games, and Practices.
2.1.1.2 Accommodate the City's regular schedule and planned activities (Facility operates seven (7) days per
week. Pro shop hours will be negotiated).
2.1.1.3 Adjust hours for school vacations/breaks and holiday closures (New Year's Day, Easter Day, Memorial Day,
Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, and Christmas Day).
2.1.1.4 Submit proposed Operating Hours with your proposal.
2.1.1.5 Obtain final approval from City for Operating Hours.
2.1.2 Equipment and Services:
2.1.2.1 Supply all necessary equipment needed to run a successful Pro Shop (counters, racks, shelving, displays,
skate sharpener, etc.). Current equipment in shop may be negotiated with new vendor for purchase or
lease prior to contract execution.
2.1.2.2 Provide telephone, Internet, cable and/or satellite service.
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RFP #009-2027
2.1.2.3 Provide skate sharpening services for customers (City will handle sharpening for their rental skates).
2.1.2.4 Minimum inventory requirements and merchandise mix recommendations.
2.1.2.5 Equipment maintenance schedule and procedures.
2.1.3 Space and Maintenance Requirements:
2.1.3.1 Obtain City's approval prior to completing any modifications/alterations or improvements.
2.1.3.2 Complete all alterations/improvements at Concessionaire's expense.
2.1.3.3 All alterations/improvements will become property of the City.
2.1.3.4 Use licensed electrician for all electrical work.
2.1.3.5 Maintain the Pro Shop in a clean and safe condition.
2.1.3.6 Handle waste and rubbish removal (compacting and disposing in dumpster supplied by Springfield-Greene
County Parks).
2.1.3.7 Coordinate all deliveries with City employees that are the facility coordinators for Brightspeed Ice Park.
2.1.3.8 Assume responsibility for maintenance and repairs due to improper use or abuse.
2.1.4 Merchandising and Marketing:
2.1.4.1 No selling food/drinks without City of Springfield's prior approval.
2.1.4.2 Obtain City's approval prior to installing any signage.
2.1.4.3 Obtain City's approval before conducting marketing activities in the retail space.
2.1.4.4 Provide list of proposed merchandise including prices.
2.1.4.5 Provide list of proposed merchandise and services, including potential pricing.
2.1.4.6 Submit proposed marketing strategy and promotional activities.
2.1.4.7 Provide quarterly performance reports (sales data, customer feedback, etc.).
2.2 PERMANCE REVIEW AND REPORTING:
2.2.1 Quarterly Business Review:
2.2.1.1 The Concessionaire will participate in a quarterly review meeting with City's representatives.
2.2.1.2 Reviews will occur within fifteen (15) days after the end of each calendar quarter.
2.2.1.3 Concessionaire must prepare and submit a Quarterly Performance Report one (1) week prior to each
review meeting.
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2.2.2 Quarterly Performance Report Requirements:
2.2.2.1 Sales data and revenue trends.
2.2.2.2 Customer traffic statistics.
2.2.2.3 Customer survey feedback summary and responses.
2.2.2.4 Inventory levels and popular item analysis.
2.2.2.5 Staffing updates.
2.2.2.6 Maintenance issues or facility concerns.
2.2.2.7 Upcoming promotions or special events.
2.2.2.8 Recommendations for improvements or adjustments.
2.2.2.9 Progress on any previously identified action items.
2.2.3 Performance Metrics:
2.2.3.1 City and Concessionaire will jointly develop key performance indicators (KPIs) within thirty (30) days of
contract execution.
2.2.3.2 KPIs will be reviewed quarterly and may include:
* Revenue targets.
* Customer satisfaction scores.
* Inventory turnover rates.
* Responsiveness to maintenance issues.
* Compliance with operating hours.
* Quality of products and services.
2.2.4 Corrective Actions:
2.2.4.1 Any performance deficiencies identified during quarterly reviews will be documented.
2.2.4.2 Concessionaire will develop and implement corrective action plans as needed.
2.2.4.3 Failure to address significant performance issues within agreed timeframes may result in contract review.
2.3 FEE STRUCTURE REQUIREMENTS:
2.3.1 Monthly flat fee rent proposal (to be paid to the City).
2.3.2 Storage fee (if applicable for any additional storage space beyond the 1100 square foot retail area).
2.3.3 Annual dollar amount of promotional items to be supplied to City (listed separately).
2.3.4 List of proposed merchandise including prices.
2.3.5 Proposed revenue-sharing options (if any).
2.3.6 Seasonal pricing adjustments (if applicable).
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3.0 CITY PROVIDED SERVICES:
3.1 Provide Heating/Air Conditioning, Gas, Electrical and Burglar Alarm Services.
3.2 Continue to control, operate and maintain all Ice Skate Rentals.
3.3 Provide Sharpening Services for all Brightspeed Ice Park Ice Skate Rentals, using City-owned equipment.
4.0 ADDITIONAL AGREEMENTS: If applicable, any additional agreement(s)/contract(s) proposed by the Offeror shall be included
with the Offeror's proposal as an attachment and may become exhibits of an ensuing City contract.
5.0 TENTATIVE TIMELINE:
5.1 TENTATIVE TIMELINE FOR THE REQUEST FOR PROPOSAL (RFP) PROCESS: The tentative timeline listed below is the City's
estimation of time required to complete the RFP process. All efforts shall be made to abide by this schedule, but it may
change due to different circumstances.
Post RFP Notification Thursday, July 16, 2026
Pre-Proposal Conference Thursday, July 23, 2026, at 10 :00 A.M.
Question Cutoff date Thursday, August 6, 2026, at 3:00 P.M. (CST)
Receive Proposals Thursday, August 13, 2026, at 3:00 P.M. (CST)
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RFP #009-2027
PART II
STANDARD INSTRUCTIONS TO OFFERORS AND CONDITIONS OF REQUEST FOR PROPOSAL
1.0 DEFINITIONS AND INTERPRETATIONS: For the purposes of this solicitation and any resulting contract, the terms "Contractor,"
"Service Provider," "Consultant," "Third Party," "Vendor," or "Supplier" may be used interchangeably. All terms refer to the
individual, partnership, corporation, or entity awarded the contract to furnish the supplies, services, or construction required
herein. Any obligation, restriction, or right applied to one term shall apply equally to all.
2.0 PREPARATION OF PROPOSALS:
2.1 By submitting a proposal, the Offeror certifies that he has fully read and understands the proposal method and has full
knowledge of the scope, nature, and quality of the work to be performed.
2.2 All proposals submitted shall be binding for one hundred twenty (120) calendar days following the opening.
2.3 The City of Springfield does not pay federal excise and sales tax on direct purchases of tangible personal property. Missouri
tax ID #12493651.
3.0 SUBMISSION OF PROPOSALS:
A proposal submitted by an Offeror must (1) be manually, electronically, or digitally signed by the authorized agent of the Offeror
on the Division of Purchases Request For Proposal (RFP) Affidavit of Compliance form; (2) contain all information required by the
RFP; (3) be priced as required; (4) be uploaded into the City's e-bidding service provider, Euna OpenBids (formerly DemandStar),
no later than the exact time and date specified in this RFP via the following link:
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
(5) include a security deposit if one is required.
3.1 Incurred Expenses: The City is not responsible for any expenses that Offerors may incur in preparing and submitting
proposals called for in this Request for Proposal.
3.2 Late Proposals: Proposals received by the City after the time specified for receipt will not be considered. Offerors shall
assume full responsibility for the timely uploading of the proposals to the location designated for receipt of proposals. All
proposals will be received at the time and place specified and made available for public inspection when a fully executed
contract is in place.
3.3 Completeness: All information required by the Request for Proposal must be supplied to constitute a responsive proposal.
The City of Springfield reserves the right to use any and all information presented in any response to the Request for
Proposal. Acceptance or rejection of the RFP does not affect this right. Offerors are to submit all pages of this RFP identified
with "RETURN THIS PAGE" stated on the bottom right corner of said pages. Failure to do so shall render your proposal
non-responsive.
3.4 Errors in Submittals: Offerors or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications of this solicitation before submitting their proposals; failure to do so will be at
the Offerors' own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. Said unit
price shall be utilized by the City to calculate the correct extended price for determining the potential award.
4.0 LEGAL NAME AND SIGNATURE: Proposals shall clearly indicate the legal name, address, e-mail address, and telephone number
of the Offeror (company, firm, corporation, partnership, or individual). The Offerors' legal company name must be identified as
the SAME on their submitted W-9 and Certificate of Insurance (COI). Proposals may be manually, electronically, or digitally signed
above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to legally
bind the company to the submitted proposal. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it
shall not be considered for award.
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5.0 MODIFICATIONS, CORRECTIONS, OR WITHDRAWAL OF PROPOSALS:
5.1 A proposal may only be withdrawn by the following method prior to the official opening date and time specified:
5.1.1 A proposal may be withdrawn via e-mail to the buyer identified on page one of this document, by the Offeror or
its' authorized representative.
5.2 A proposal may only be modified by the following method prior to the official opening date and time specified:
5.2.1 A proposal that has already been uploaded may be modified by uploading another proposal and identify
"MODIFICATION" on your proposal submittal.
5.3 All modified proposals shall not be opened until the official opening date and time to preserve the integrity of the RFP
process. Telephone or electronic requests to modify a proposal/solicitation shall not be honored. No modification or
withdrawal of any response will be permitted after the RFP specified official opening date and time.
6.0 CLARIFICATION AND ADDENDA:
6.1 Each Offeror shall examine the Request for Proposal documents and shall judge all matters relating to the adequacy and
accuracy of such documents. Any inquiries or suggestions concerning interpretation, clarification, or additional information
pertaining to the Request for Proposal shall be made through the Division of Purchases in writing. The Division of Purchases
shall not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of
written addenda is the official method whereby interpretation, clarification, or additional information can be given. Receipt
of an addendum to an RFP by an Offeror must be acknowledged by signing and uploading the addendum with your proposal
to https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to the opening time
and date.
6.2 It shall be the responsibility of each Offeror, prior to submitting their proposal, to check the Division of Purchases e-bidding
service Euna OpenBids (formerly DemandStar) at:
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 to determine if addenda were
issued and to make such addenda a part of their proposal.
7.0 RESPONSIVE AND RESPONSIBLE OFFEROR: To be considered a responsive Offeror, the Offeror shall submit a proposal that meets
the minimum requirements set forth in the Request for Proposal. To be a responsible Offeror, the Offeror shall have the capability
in all respects to perform fully the minimum requirements, and the tenacity, perseverance, experience, integrity, reliability,
capacity, facilities, equipment, and credit that will ensure good faith performance.
8.0 RESERVED RIGHTS:
8.1 The City reserves the right to make such investigations as it deems necessary to determine the Offeror's responsiveness
and responsibility. Such information may include but should not be limited to current financial statements, verification of
availability of equipment and personnel, past performance records, and any additional documentation as deemed
necessary by the City.
8.2 The City reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed
most advantageous to the City.
9.0 THE RIGHT TO AUDIT: The Offeror agrees to furnish supporting detail as may be required by the City to support charges or
invoices, to make available for audit purposes all records covering charges pertinent to the purchase, and to make appropriate
adjustments in the event discrepancies are found. The cost of any audit will be paid by the City. The City shall have the right to
audit the Offeror's records pertaining to the work/product for a period of three (3) years after final payment.
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