Rental Car Concession Services

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for the award of non-exclusive rental car concession agreements to permit the operation of up to six (6) rental car concessions at the Dane County Regional Airport (MSN) pursuant to the terms and conditions herein set forth in these proposal and contract documents.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

Background

Questions:

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement portal.
2. Questions must be submitted before 4:00 pm on Monday, May 11, 2026.  Requests submitted after that time frame will not be considered.
3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process.  If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.
4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein.  No County employee or representative other than those individuals listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

Multiple Proposals:

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc.
2. Please message procurementsupport@opengov.com with any questions regarding set up.
3. A legal entity which owns multiple brands may submit one or two proposals. A brand owned by the legal entity may only be included in one proposal.

Project Details

• Reference ID: 2026-RFP-040-PR
• Department: Airport
• Department Head: Mark Papko (Director)

Important Dates

• Questions Due: 2026-05-11T21:00:00.000Z
• Answers Posted By: 2026-05-26T21:00:00.000Z
• Pre-Proposal Meeting: 2026-05-06T15:00:00.000Z — https://teams.microsoft.com/meet/22204661370048?p=1M4ymFoUaFL6x9V2B8 Meeting ID: 222 046 613 700 48 Passcode: NU34qw7T

Evaluation Criteria

• Qualifications (10 pts) —

  Upload documented responses from this section into 1.2. RFP Response Document - Upload your Proposal* of the Vendor Questionnaire.

  • In order to ensure a high level of service to the traveling public, the County will consider only proposals from organizations with experience in the rental car business.
  • Proposals from proposers who fail to meet minimum qualifications shall not be considered.
  1. Company Profile
     1. Name and address of proposer exactly as it is to appear on the agreement. 
     2. Email and Phone #
     3. Brand Name(s)
        1. Provide the brand name or brand names you intend to operate under.
        2. Said operations will be limited to no more than the brand name or names listed.
     4. Business Type - identify and confirm the intended business type to carry on the business as:
        1. Individual
        2. Partnership
           1. If Partnership is selected, provide:
              1. The name, address and share of each partner.
              2. Date of organization.
        3. LLC
           1. If LLC is selected, provide:
              1. Date of incorporation
              2. State incorporated within:
              3. Confirm if you are authorized to do business in Wisconsin and if so, as of what year. 
              4. Names and address of the following officers:
                 1. President
                 2. Vice President
                 3. Secretary
                 4. Treasurer
                 5. Other:
        4. Corporation
           1. If Corporation is selected, provide:
              1. Date of incorporation
              2. State incorporated within:
              3. Confirm if you are authorized to do business in Wisconsin and if so, as of what year. 
              4. Names and address of the following officers:
                 1. President
                 2. Vice President
                 3. Secretary
                 4. Treasurer
                 5. Other:
  2. Operations
     1. Provide confirmation that your company has been engaged in the retail rental car business for at least the last three (3) years;
     2. Describe in detail your experience in the rental car business. 
        1. List the Airports in United States with which you, a parent company, or a franchisee currently have operating agreements. 
     3. Confirm and demonstrate that your company can provide a fleet of no less than 50 rental cars;
     4. Confirm and demonstrate that your company has a national, on-line reservation system;
     5. Confirm and demonstrate that your company has a national system of one-way drop off availability or exchange anywhere within the continental United States.  
  3. Financials
     1. Provide documented confirmation that your company has produced gross revenues of at least $1,000,000 in each of the past two (2) years;
     2. Provide copies of balance sheets, profit and loss statements, and annual reports for the past three (3) years of operation for the organization.
     3. Provide a list of bank references for the past three (3) years.
  4. Franchise Proposers
     1. Franchisees shall include a letter from franchisor granting approval to propose at the Airport and operate throughout the term of the Agreement. 
     2. Franchise proposers must provide the required information on financial capabilities, franchise operations, and may include information on the operations of the franchisor.
  5. History of Default or Arrearage in any agreement with the County
     
     1. A response is not required for this.
• Proposal Form Section - Minimum Annual Guarantees (MAG) (90 pts) —

  The sum total of the minimum annual guarantees proposed for the three (3) year term of the Agreement.  

• Local Vendor Preference (5 pts)

Submission Requirements

• RFP DOCUMENT UPLOADS
• Single Proposal Submission (required) —

  Only 1 proposal is allowed to be submitted per Vendor Account. This means if you are submitting multiple proposals, you must follow the instructions set forth within the Section 2.2 RFP Guidelines and Overview - Multiple Proposals & Acceptance. 

  It is understood that if multiple proposals are uploaded using 1 vendor account, the entire submission will be subject to disqualification. 

• RFP Response Document - Upload your Proposal (required) —

  Please DO NOT include Cost information in this section.

• RFP Cost Proposal Document - Upload Cost Proposal (required) —

  Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide product in accordance with the specifications and terms and conditions of this bid document and your proposal.

   

   

   

   

• Proposal Guaranty - Upload (required) —

  Upload/scan a copy of your Bid Bond, Cashiers, Certified or Treasurer's Check or bank draft of any State or National Bank in the amount required by Section 4.5 – Proposal Guaranty in the Project Overview & Scope of Work section.

• Proposal Guaranty - Mailed to County (required) —

  Confirm that you have mailed the original Proposal Guaranty document to the County. This document should arrive to the following address by the project submission deadline. 

  Dane County Regional Airport

  Attn: Adam Ussher

  4000 International Lane

  Madison, WI 53704

• VENDOR INFORMATION
• Fair Labor Practice Certification (required) —

  Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?
  
  If yes is answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

  Additional information about the NLRB and WERC can be found using the following links:
  www.nlrb.gov and http://werc.wi.gov.

• W9 Upload (required) —

  Upload your company's W9 form.

  NOTE: The W9 is required to be signed within the past 12 months

• Designation of Confidential and Proprietary Information (required) —

  Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

  NOTE: Pricing sections cannot be designated as confidential and proprietary.

  If nothing will be designated, simply type "None" in the section below.

• Did you attend the mandatory vendor conference? (required)
• Did you attend the mandatory vendor conference? (required)
• RFP ADDENDA
• I understand that if any addendum is issued I will have to acknowledge the posted addendum. (required)
• If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that: (required) —

  1. I will have to unsubmit my proposal response.

  2. I will have to acknowledge the posted addendum.

  3. I will have to take action in responding to the changes on either the Specification Section or Pricing Section.

  4. I will then have to resubmit my proposal response.

  Further instructions on addendum(a) postings can be found here.

• SIGNATURE DECLARATION
• RFP Solicitation Response Declaration (required) —

  In submitting and confirming this solicitation response, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a solicitation response; that this solicitation response has been independently arrived at without collusion with any other vendor competitor or potential competitor; that this solicitation response has not been knowingly disclosed prior to the opening of bids to any other vendor or competitor; that the above statement is accurate under penalty of perjury.

  Further, by submitting this solicitation response, firm agrees with all the terms, conditions, and specifications required by the County in this solicitation and declares that the corresponding solicitation response and pricing are in conformity therewith.

  I have read and understood the entire document.

  I declare under penalty of false swearing under the law of Wisconsin that the foregoing is true and correct.

• Signed on: (required) —

  Write in month, day, year and city/state in which the submission occurred.
  Example: June 27, 2025 in Madison, WI

• Electronically signed by: (required) —

  Provide First Name, Last Name and Title

• What is the MUNIS ORG & OBJECT code and available funds for this project? (required)
• Purchase Description
• How soon do you desire to OBTAIN the requested products/services? —

  Enter a specific date

  Figure 2 months minimum for RFB,

  Figure 6 month minimum for RFP from posting date

• Do you need this solicitation posted sooner than three weeks from now? —

  The typical lead time from intake to solicitation posting is 3-6 weeks depending on whether it's an RFP or RFB and complexity of the solicitation.

• Justification for Rush Request —

  Please provide desired posting date and justification for rush request

• What is the anticipated cost for this solicitation? (All Applicable Terms Combined)
• Via contract or a bid, is there an existing vendor currently providing these goods/services?
• Please state the current Contract # or Bid #:
• Is a vendor conference desired for this project? —

  NOTE: All vendor conferences are defaulted to begin at 10:00 am. Select dates that you and other staff are available at 10:00 am.

• (Yes - Mandatory on Site) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Mandatory on Site) Provide address for vendor conference: —

  Include any other specific details such as Room #, directions, etc.

• (Yes - Optional on Site) Provide address for vendor conference: —

  Include any other specific details such as Room #, directions, etc.

• (Yes - Optional on Site) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Mandatory Virtual) List all dates that necessary staff are available to host the vendor conference:
• (Yes - Optional Virtual) List all dates that necessary staff are available to host the vendor conference:
• Who will be evaluating this solicitation? —
  • If this is an RFB, provide name of one evaluator
  • If this is an RFP, provide names of three evaluators minimum. If evaluator is outside of the County, provide email address also.
• Pricing table required? —

  Always select "Yes" unless this is a Highway WisDot Design Project

• External Pricing Document?* —

  Is an external pricing document being used?