ALCOHOLIC BEVERAGE

CONCESSIONAIRE FOR FESTIVALS

AND SPECIAL EVENTS

REQUEST FOR PROPOSALS (“RFP”) NO. 701-27

PRE-PROPOSAL CONFERENCE:

TUESDAY, OCTOBER 27, 2026 @ 3:00 P.M.

ONLINE VIA ZOOM

PROPOSALS ARE DUE PRIOR TO:

TUESDAY, NOVEMBER 17, 2026 @ 2:00 P.M. Central Time

**NO LATE PROPOSALS WILL BE ACCEPTED**

PROPOSALS MAY BE SUBMITTED ELECTRONICALLY TO:

HTTPS://COR.BONFIREHUB.COM

DOCUMENTS MAY BE DELIVERED TO:

CITY OF RICHARDSON

PURCHASING MANAGER

2360 CAMPBELL CREEK BLVD, SUITE 525

RICHARDSON, TEXAS 75082

Proposals should be submitted in envelopes marked with the RFP number, closing date, and name and address of the proposer on the outside of the envelope.

REQUEST FOR PROPOSALS CHECKLIST

RFP NO. 701-27

Alcoholic Beverage Concessionaire for Festivals and Special Events

Please ensure that you complete and return the following documents and information to the City of Richardson Purchasing Division before the deadline. Late submittals will not be accepted.

1. ___

2. ___

3. ___

4. ___

5. ___

One (1) ORIGINAL response to the RFP packaged in a container clearly marked with the RFP number, title, due date/time, and company name and address on the outside of the container. A proposal submitted electronically through Bonfire meets this requirement.

Proposer Acknowledgement Form. This document MUST be completed in blue or black ink or electronically signed.

Signed acknowledgements of addenda, if any

Complete responses and documentation as requested in the RFP

All forms included in this RFP.

FAILURE TO PROVIDE ANY OF THE ABOVE MAY RESULT IN YOUR PROPOSAL BEING

DEEMED NON-RESPONSIVE.

PLEASE INCLUDE THIS COMPLETED PAGE AS THE SECOND PAGE OF YOUR SUBMITTAL.

CITY OF RICHARDSON TERMS AND CONDITIONS FOR PAPER SUBMISSIONS ONLY

1. LATE PROPOSALS: Proposal packets received in the Purchasing Division after submission deadline will be returned unopened and will be considered void and unacceptable. The City is not responsible for the lateness of mail carrier, weather conditions, etc.

2. ALTERING PROPOSALS: Proposal prices cannot be altered or amended after the submission deadline. Any alternation or erasure made before opening time must be initialed by the signer of the proposal submission, guaranteeing authenticity.

3. PRESENTATION OF A SUBMISSION: Complete proposal packets must be presented to the

Purchasing Manager in a sealed envelope. The solicitation number and the name and address of the Proposer must be written on the outside of the envelope or package.

CITY OF RICHARDSON CONTRACTOR INDEMINIFICATION AND INSURANCE

REQUIREMENTS

INDEMINIFICATION

CONTRACTOR DOES HEREBY COVENANT AND CONTRACT TO WAIVE ANY AND

ALL CLAIMS, RELEASE, DEFEND, INDEMNIFY, AND HOLD HARMLESS THE CITY,

ITS OFFICERS, EMPLOYEES, AND AGENTS (COLLECTIVELY THE CITY), FROM AND

AGAINST ALL LIABILITY, CAUSES OF ACTION, CITATIONS, CLAIMS, COSTS,

BODILY INJURY INCLUDING DEATH, DISEASE, SICKNESS, PROPERTY DAMAGES

OR LOSS, DEMANDS, EXPENSES, FINES, JUDGMENTS, LOSSES, PENALTIES OR

SUITS, CAUSED BY OR RESULTING FROM THE NEGLIGENCE, INTENTIONAL TORT,

INTELLECTURAL PROPERTY INFRINGEMENT, FAILURE TO PAY A SUB-

CONTRACTOR OR SUPPLIER, A VIOLATION OF ANY ORDINANCE, REGULATION,

STATUTE OR OTHER LEGAL REQUIREMENT, IN THE PERFORMANCE OF THIS

AGREEMENT BY THE CONTRACTOR, ITS AGENTS, CONSULTANTS AND SUB-

CONTRACTORS, OR ANY OTHER ENTITY OVER WHICH THE CONTRACTOR

EXERCISES CONTROL INCLUDING ANY ACTION AGAINST CITY FOR PERSONAL

INJURY OF ANY EMPLOYEE OF THE CONTRACTOR, ITS SUB-CONTRACTORS,

CONSULTANTS OR ANYONE DIRECTLY OR INDIRECTLY EMPLOYED BY THEM,

BROUGHT BY SUCH INJURED EMPLOYEE OR THE EMPLOYEE'S WORKERS

COMPENSATION INSURANCE CARRIER, EXCEPT TO THE EXTENT CAUSED BY THE

NEGLIGENCE OF CITY. INDEMNIFIED ITEMS SHALL INCLUDE REASONABLE

ATTORNEYS’ FEES AND COSTS, COURT COSTS, AND SETTLEMENT COSTS IN

PROPORTION TO THE CONTRACTOR’S LIABILITY. THE CONTRACTOR’S

OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF

COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY

CONTRACTOR UNDER THIS AGREEMENT OR BY ANY OTHER EMPLOYER UNDER

THE WORKER’S COMPENSATION OR DISABILITY LAWS OR ACTS, OR SIMILAR

EMPLOYEE BENEFITS ACTS. THIS PROVISION SHALL SURVIVE THE TERMINATION

OR EXPIRATION OF THE AGREEMENT, COMPLETION, OR ABANDONMENT OF THE

WORK OR SERVCIES TO BE PROVIDED PURSUANT TO THIS AGREEMENT AND THE

TERMINATION OF THIS AGREEMENT. IF ANY ACTION OR PROCEEDING SHALL BE

BROUGHT BY OR AGAINST CITY IN CONNECTION WITH ANY SUCH LIABILITY OR

CLAIM, THE CONTRACTOR, ON NOTICE FROM CITY, SHALL DEFEND SUCH

ACTION OR PROCEEDINGS AT THE CONTRACTOR’S EXPENSE, BY OR THROUGH

ATTORNEYS REASONABLY SATISFACTORY TO CITY. IT IS AGREED WITH

RESPECT TO ANY LEGAL LIMITATIONS NOW OR HEREAFTER IN EFFECT AND

AFFECTING THE VALIDITY OR ENFORCEABILITY OF THE INDEMNIFICATION BY

CONTRACTOR, SUCH LEGAL LIMITATIONS ARE MADE A PART OF THE

CONTRACTUAL OBLIGATIONS AND SHALL OPERATE TO AMEND THE

OBLIGATIONS TO THE MINIMUM EXTENT NECESSARY TO BRING THE PROVISION

INTO CONFORMITY WITH THE REQUIREMENTS OF SUCH LIMITATIONS, AND AS SO

MODIFIED, THE OBLIGATIONS SHALL CONTINUE IN FULL FORCE AND EFFECT.

INSURANCE REQUIREMENTS

Commercial General Liability Concessionaire shall maintain commercial general liability (CGL) insurance with a limit of not less than One Million ($1,000,000) each occurrence with a Two Million ($2,000,000) general aggregate. Coverage shall be provided on an ISO occurrence form CG 00 01 or equivalent coverage. CGL insurance shall cover liability including, but not limited to, liability arising from premises, operations, independent contractors, products, completed operations, property damage, personal injury, advertising injury, and Broad Form Contractual Liability specifically in support of, but not limited to, the indemnity section of this Agreement. City shall be included as an Additional Insured. This insurance shall apply as primary insurance with respect to any other insurance maintained by City. Concessionaire waives all rights against City and its agents, officers, directors, and employees for recovery of damages to the extent these damages are covered by the CGL insurance maintained pursuant to this requirement.

Liquor Liability Insurance. Concessionaire shall maintain liquor liability with a minimum limit of Four Million ($4,000,000) each common cause and a Four Million ($4,000,000) aggregate. Coverage shall be written on an ISO occurrence form CG 00 33 or equivalent.

Liquor Liability shall be endorsed to include City as additional insured and shall be primary with respect to any other insurance programs maintained by City. Concessionaire waives all rights against City, and its agents, officers, directors, and employees for recovery of damages. There shall be no endorsement or modification of the Liquor Liability limiting the scope of coverage.

Worker’s Compensation and Employer’s Liability Insurance. Concessionaire shall maintain workers compensation insurance with employer’s liability limits of at least $500,000 each accident for bodily injury by accident and $500,000 each employee for disease. The alternate employer endorsement shall be attached showing City in the schedule as the alternate employer. Concessionaire waives all rights against City, and its agents, officers, and employees for recovery of damages.

Business Automobile Liability Insurance. Concessionaire shall maintain business automobile liability insurance with a limit of not less than One Million ($1,000,000) each accident. Such insurance shall cover liability for claims for damages due to bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a motor vehicle (including owned, hired, and non-owned autos) Business automobile coverage shall be written on ISO form CA 00 01 or equivalent. Coverage shall contain contractual liability coverage. Concessionaire waives all rights against City, and its agents, officers, directs and employees for recovery of damages to the extent these damages are caused by the actions of Concessionaire or any employee or subcontractor for which Concessionaire is responsible. City shall be included as an additional insured under this policy.

Excess Liability Insurance. Contractor shall maintain excess liability insurance with a limit of not less than $2,000,000. Such insurance shall be excess of the commercial general liability insurance, business auto liability insurance and employers liability insurance. This insurance will apply as primary insurance with respect to any other insurance or self-insurance programs maintained by City and shall be provided on a “following form basis.” Contractor waives all rights against City, and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the umbrella liability insurance obtained by City pursuant to this Paragraph. Continuing commercial umbrella coverage, if any, shall include liability coverage for damage to the insured’s completed work equivalent to that provided under ISO form CG 00 01.

Waiver of Subrogation Rights. The Commercial General Liability, Worker’s Compensation, Business Auto and Excess Liability insurance required pursuant to this Agreement shall provide for waivers of all rights of subrogation against the City and/or City Indemnitees.

Additional Insured Status. All insurance shall be endorsed to name the City, its officers, and employees as additional insureds as to all applicable coverage except for the Workers Compensation Insurance and Professional Liability Insurance. A specific endorsement needs to be added to all policies, with a copy of the endorsement provided to the City that indicates the insurance company will provide to the City at least a thirty (30) day prior written notice for cancellation, non-renewal of the policy. In the event the companies providing the required insurance are prohibited by law to provide any such specific endorsements, the Contractor shall provide at least thirty (30) days prior written notice to the City of any cancellation, non-renewal and/or material changes to any of the policies of insurance. The Additional Insured status for the City must remain in force and effect for 24 months following completion of the project.

Carriers; Certificates. All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. All policies, except the Workers Compensation policies, must be written on a primary basis, non-contributory with any other insurance coverage and/or self-insurance maintained by the City. A certificate of insurance and copies of policy endorsements evidencing the required insurance shall be submitted to the City prior to commencement of the work or services. On every date of renewal of the required insurance policies, the Contractor shall cause a certificate of insurance and policy endorsements to be issued evidencing the required insurance herein and delivered to the City. In addition, the Contractor shall within ten (10) business days after written request provide the City with certificates of insurance and policy endorsements for the insurance required herein.

CONFLICT OF INTEREST QUESTIONNAIRE

Chapter 176 Texas Local Government Code requires the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Richardson, including family, business, and financial relationships such persons may have with City of Richardson officers or employees involved in the planning, recommending, selecting, and contracting of a vendor for this procurement.

For a copy of Form CIQ and CIS:

https://www.ethics.state.tx.us/forms/conflict/

The Proposer acknowledges by doing business or seeking to do business with the City of Richardson that he/she has been notified of the requirements under Chapter 176 of the Texas Local Government Code and that he/she is solely responsible for complying with the terms and conditions therein. Furthermore, any individual or business entity seeking to do business with the City of Richardson who does not comply with this practice may risk award consideration of any City contract.

For a listing of current City of Richardson Officers:

https://www.cor.net/modules/showdocument.aspx?documentid=9001 https://www.ethics.state.tx.us/forms/conflict/ https://www.cor.net/modules/showdocument.aspx?documentid=9001

CERTIFICATE OF INTERESTED PARTIES

Texas Government Code section 2252.908 provides that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties form to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The form discloses any interested parties who have a controlling interest (10% or more ownership) in the business entity and those who actively participate in facilitating the contract or negotiate the terms of the contract (broker, intermediary, advisor, and/or attorney), if any.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015 and new rules (Chapter 46) on November 30, 2015.

The successful proposer will be required to submit a signed 1295 form to the City prior to signing a contract with the City. The successful proposer will be required to download the form via the Texas Ethics Commission’s website at:

https://www.ethics.state.tx.us/filinginfo/1295/

The “identification number” to be used on the 1295 form for this procurement is:

RFP No. 701-27

All prospective proposers shall familiarize themselves with this requirement and agree to provide the https://www.ethics.state.tx.us/filinginfo/1295/

A. INTENT

The City of Richardson, hereinafter referred to as “the City,” is soliciting proposals from qualified firms (“Concessionaire”) with demonstrated experience in the operation and management of alcoholic beverage concession services at festivals and special events under a revenue-sharing agreement. The selected Concessionaire shall be responsible for the complete operation and management of the alcoholic beverage concession program, including all staffing, permitting, licensing, inventory, equipment, point-of-sale operations, compliance, and other services necessary to provide a safe, efficient, and successful program at each designated event.

The City appreciates the Proposer’s expertise and capabilities and does not intend to write a detailed specification to address every feature and component.

Various minimum requirements are outlined in this document. The intent of this RFP is to allow Proposers to provide the City with the best solution given the requirements set forth by the City. This approach enables the City to take advantage of the most advanced program available while allowing fair evaluation of all responses and remain within standard purchasing procedures established by the City.

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be conducted on Tuesday, October 27, 2026 at 3:00 P.M. Central Time via Zoom. IT IS HIGHLY RECOMMENDED THAT ALL BIDDERS ATTEND THE PRE-BID CONFERENCE. Firms may ask questions about the Invitation to Bid process during this conference. Questions and answers will be made in the presence of all attendees. If a question cannot be answered during the conference, answers will be provided via written addendum distributed through https://cor.bonfirehub.com. Prospective Bidders should download the bid and have a copy to the pre-bid conference.

C. PROPOSAL SUBMISSION PROCESS, DUE DATE, AND REQUIRED

DOCUMENTS

If a paper proposal is submitted, proposer shall submit one (1) ORIGINAL response to the RFP, including all supporting documentation. A proposal submitted electronically through Bonfire meets this requirement.

Proposals shall be accepted until Tuesday, November 17, 2026 prior to 2:00 P.M. Central Time. The responses must be bound and sealed when submitted.

The response material must be addressed and delivered to:

City of Richardson Purchasing Manager 2360 Campbell Creek Blvd# 525, PART 1 - INSTRUCTIONS TO PROPOSERS

Richardson, TX 75082

The outside of the envelope or container must state:

RFP NO. 701-27

Responses received later than the above date and time will be rejected and returned unopened. Timely proposals will be opened and kept secret during the process of negotiations. All proposals that have been submitted shall be open to public inspection after the contract is awarded, except for trade secrets and confidential information contained in the proposals to the extent marked “confidential” by the proper responding party.

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by Proposer shall become the property of the City of Richardson when received.

D. CLARIFICATION OF REQUIREMENTS

All requests for additional information or clarification concerning this RFP must be submitted via https://cor.bonfirehub.com no later than Friday, October 30, 2026 @ 4:00 P.M. Central Time. Responses to all questions submitted will be posted on https://cor.bonfirehub.com for all prospective Proposers to review.

E. CONTRACT PERIOD

The initial contract shall be for a one (1) year period from the date of award. The City shall have the option to extend the contract for four (4) additional one-year periods upon the same terms and conditions of the original invitation to bid. Each renewal period, if exercised and mutually agreed upon by both parties, will be for one (1) additional year. Prices shall remain firm for the duration of the initial contract period.

The City shall also have the right and option to terminate the agreement upon sixty

(60) days written notice.

The City is a home-rule municipal corporation operated and funded on an October 1 to September 30 basis; accordingly, the City reserves the right to terminate, without liability to the City, any contract (or renewal option) for which funding is not available with the exception of any mutually agreed upon fees for cancellation.

The provisions of the proposal responses shall be considered part of any contract and shall control in the event of any conflict with any other provision(s) of the contract, notwithstanding any provisions in the contract to the contrary. Proposals should be signed by a duly authorized officer or employee of the firm.

F. CANCELLATION

The successful agency will be awarded a contract on an exclusive basis. The City has the option to terminate the contract during the first six (6) months of the contract if the successful proposer does not perform the contract to the City’s satisfaction.

Either party may terminate the contract by giving the other party sixty (60) days prior written notice. The successful proposer may not assign the contract to any other party without the prior written consent of the City.

G. QUALIFICATIONS OF PROPOSER

By submitting a proposal, the Proposer certifies that they are duly qualified, capable, and otherwise bondable business entity that is not in receivership or contemplates same, nor has filed for bankruptcy. The Proposer must not be indebted to the City and shall not owe any back taxes to the City. The Proposer warrants that they are familiar with all laws, regulations, and customs applicable to the type of business required herein.

The contract will be awarded by the City to a responsible Proposer only. To qualify as responsible, a Proposer must meet the following qualifications as they relate to this RFP.

• Have adequate insurance, technical, and financial resources for performance.

• Have the necessary experience, organization, and technical skill in the field of alcohol service.

• Have a satisfactory record of performing the services requested in this

RFP.

• Have a minimum of five (5) years of experience in operation and management of alcoholic beverage concessions at festivals, special events and other large-scale public events or similar or larger size municipalities such as the City.

• Able to provide financial reports on an annual basis, if requested.

H. EXCEPTIONS

Any exceptions to the requirements stated herein must be stated in the formal proposal. Explanation must be made for each item for which exception is taken, giving in detail the extent of the exception, and the reason for which it is taken, for consideration to be given to the proposal.

I. RIGHT OF THE CITY TO REQUEST FURTHER DOCUMENTATION

The City reserves the right to request additional documentation that it deems appropriate and necessary for the review and award process during both the initial proposal review process and the negotiation/award/appointment phase.

Financial statements may be requested to determine the eligibility of a proposer to receive a contract. Financial statements shall be composed of a balance sheet, income statement, and appropriate supporting schedules, such as note disclosures or cash flows, as of the end of the company’s most recent fiscal year. Financial statements are to be audited, reviewed, or compiled by an independent Certified Public Accountant. Pro-forma financial statements will not be accepted by the City.

All financial statements are reviewed by a member of the City of Richardson Finance Department and will be returned to the proposer upon request.

J. RIGHT OF THE CITY TO CANCEL REQUEST FOR PROPOSALS, ELECT NOT

TO AWARD, REJECT PROPOSALS, AND WAIVE INFORMALITES OR

IRREGULARITIES

The City expressly reserves the right to cancel this RFP at any time, to elect not to award any or all of the contracts cited in this RFP, to reject any or all proposals, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received. The City may also accept or reject any alternates that may be set forth in a proposal. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such Proposer fails to satisfy that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

K. ADDENDA & MODIFICATIONS

Any Proposer in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing Manager. At the request of the Proposer, or in the event the Purchasing Manager deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Division. Any changes, additions, or clarifications to the RFP are made by addenda available at https://cor.bonfirehub.com at least three (3) business days prior to the response deadline and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. To have a request for interpretation considered, the request must be submitted in accordance with Part 1.D. above. The City does not assume responsibility for the receipt of any addenda sent to Proposer.

L. EXAMINATION OF DOCUMENTS AND REQUIREMENTS

Each Proposer shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to attendance of the pre-proposal conference and/or prior to submitting a proposal to ensure that the proposal meets the intent of this RFP.

Before submitting a proposal, each Proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP.

M. PROPOSAL PREPARATION COSTS

Issuance of this RFP does not commit the City, in any way, to pay any costs incurred in the preparation and submission of a proposal. The issuance of this RFP does not obligate the City to enter into a contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the Proposer.

N. TRADE SECRETS, CONFIDENTIAL INFORMATION, AND THE

TEXAS PUBLIC INFORMATION ACT.

If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

Proposals will be opened in a manner that avoids disclosure of the contents to competing Proposers and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection.

The City will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

O. CONFLICT OF INTEREST

The Proposer shall not offer or accept gifts or anything of value nor enter any business arrangement with any employee, official or agent of the City.

By signing the response to this RFP, the Proposer certifies and represents to the City the Proposer has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP.

P. ANTI-LOBBYING PROVISION

During the period between proposal submission date and the contract award, Proposer, including their agents and representatives, shall not directly discuss or promote their proposal with any member of the Richardson City Council or City Staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations, unless requested by the City.

This provision is not meant to preclude Proposer from discussing other matters with City Council members or City Staff. This policy is intended to create a level playing field for all potential Proposer, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Violation of this provision may result in rejection of the Proposer's proposal.

Q. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL

Proposals must show the name and address of Proposer. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions. Person signing proposal must show title or authority to bind their firm in a contract. Failure to manually sign proposal will disqualify it.

R. ABOUT THIS DOCUMENT

This document is a Request for Proposals. It differs from an Invitation to Bid in that the City is seeking a solution, as described in the Intent, as outlined in Part 1 – A, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. Sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a Proposer's approach meets the desired requirements and needs of the City. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received. The City will also utilize its best judgment when determining whether to schedule a meeting with Proposer(s) after the receipt of proposals. A Purchase Order/Contract will be awarded to a qualified Proposer submitting the best proposal. The City reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints.

The City is aware of the time and effort you expend in preparing and submitting your response. Please let us know of any requirement causing you difficulty in responding to this RFP. We want to facilitate your participation so that all responsible firms can compete for the City’s business. Awards are made approximately four to six weeks after the opening date. If you have any questions, please contact the City of Richardson Purchasing Manager at (972) 744-4130.

A. Responses to this RFP will be reviewed by an Evaluation Committee. A short list of firms may be identified and may be interviewed by the Evaluation Committee.

B. All Proposers will be given fair and equal consideration and discussions may be conducted with the Proposers. For the purposes of obtaining the best and final offers, the proposals may be revised before awarding a contract. The City, when in the best interest of the City, reserves the right to request additional information or clarification from Proposers, or allow corrections of errors or omissions. After the Evaluation Committee makes its initial selection, it shall proceed to negotiate a contract at a fair and reasonable price with the highest-ranking firm.

C. If the City is unable to negotiate a satisfactory contract with the most highly qualified firm, the City shall formally end negotiations with that person or firm, in writing, and begin negotiations with the second most highly qualified person or firm.

D. Negotiations shall be undertaken in this sequence until a contract is made. Following any interviews and/or negotiations, the Evaluation Committee will recommend a contractor to the Richardson City Council. The City Council will make the final selection of the Contractor based on the Evaluation Committee’s recommendation and whether the qualified Proposer’s proposal is determined to be the most advantageous to the City, considering the evaluation factors set forth in this RFP.

E. No individual or any City department has the authority to legally and/or financially commit the City to any contract, agreement, or purchase order for goods or services unless specifically sanctioned by the requirements of this RFP.

F. The selection shall be based on the following evaluation factors:

1. Completeness – Each response will be reviewed before the selection process for completeness and adherence to format. A response will be considered complete if all requested sections are included in the proper order.

2. Formal Evaluation

a. Evaluation Process The Evaluation Committee will formally evaluate each response. The evaluation process will objectively grade the responses on their merit and responsiveness. Responses will be evaluated based on the material and substantiating evidence presented in the response and not on the basis of what could be inferred. The evaluation process will include verification of references, verification of project team resumes, confirmation of financial stability, Proposer questionnaire responses, technical information responses and any other added value incentive(s) offered by the proposer.

b. Grading Format Each award criterion will be graded individually. All scores will be summed to give the grand total score. The maximum possible total score for the RFP response is 100 points.

PART 2 – PROPOSAL EVALUATION, SELECTION & AWARD PROCESS

c. Award Criteria and Point Values

A. Proposed Commission Payable to City

25 Total Points

B. Qualifications, Experience and Ability for Providing

40 Total Points

Services C. Equipment and Operational

35 Total Points

Support Requirements

Grand Total 100 Points

A. Proposed Commission Payable to the City – The commission percentage offered to the City from sales and any guaranteed minimums.

B. Qualifications, Experience, and Ability – Qualifications shall clearly demonstrate the ability to provide the Scope of Services and availability for all event dates listed. Provide a minimum of three (3) references of similar services provided for a festival or large scale outdoor event, as well as proof of certified responsible-training for all bartenders and staff. Proof of ability to secure state alcohol permits and required insurance. Proof of certified responsible-server training for all bartenders and managers.

C. Equipment and Operational Support Requirements –The Concessionaire shall identify all equipment, furnishings, supplies, technology, and other resources the Concessionaire will provide as part of the alcoholic beverage concession operation, included but not limited to mobile bars, draft systems, Point-of-Sale systems, etc.. The Concessionaire shall also identify any equipment, utilities, infrastructure, or other resources requested or required from the City of Richardson for successful operation of the concession services. The concessionaire will provide plans for checking IDs, managing long lines and cutting intoxicated patrons off. The Concessionaire will be provided a timeline for event setup, restocking and post event cleanup.

3. Oral Interview The Evaluation Committee may request oral interview(s) with the top-ranking Proposer(s).

4. Final Selection/Notification The Proposer with the highest overall evaluation shall be selected. The City will notify the selected firm.

Proposer shall use the prescribed format outlined in this RFP to clearly describe their proposal.

The City reserves the right to eliminate from further consideration any response that is deemed to be unresponsive to this RFP. The intent of the City is that all responses follow the same format in order to fairly evaluate each response. Proposals will be evaluated based on the material and substantiating evidence presented in the proposal and not on the basis of what could be inferred.

Begin each section and subsection described herein on a separate page. Number the pages in each section consecutively. Each page shall have the name of the Proposer indicated clearly at the upper right corner. To assure consistency, proposals must conform to the following format:

Technical Proposal

A. Table of Contents Responses shall include a table of contents properly indicating the section and page numbers of the information included.

B. Introduction Responses shall include a summary of the Proposer’s understanding of the City’s needs and objectives regarding festival and event beverage operations, and the Proposer’s unique qualifications, experience, and services.

C. Technical Requirements Information requested in Part 4 must be completed and included in your RFP.

D. Proposer Questionnaire Information requested in Part 5 must be completed and included in your RFP.

E. References The Proposer shall include five (5) references, preferably municipal/governmental references, for which the Proposer has provided large-scale event alcoholic beverage concession services within the last five (5) years. References shall include the agency’s name, address, telephone number, and current contact person for each reference. References must be documented on the attached forms. References for projects where the responding firm was the prime contractor are preferred.

DO NOT INCLUDE PROPOSED COMMISSION FEE ON TECHNICAL PROPOSAL.

PART 3 – PROPOSAL FORMAT REQUIREMENTS

Financial Proposal A. Fee Structure & Commission Proposal

The Proposer shall itemize the financial return structure proposed to the City. The City intends to receive compensation in the form of a percentage commission based on the total sales generated during festivals and events. Proposers must clearly outline their financial offer by detailing the following:

i. Commission Percentage: The exact percentage of gross sales (before expenses) or net sales (after allowable deductions, if applicable) that will be paid directly to the City.

ii. Additional Fees: Proposers shall provide a detailed fee proposal outlining all costs associated with providing staffing and alcohol service for donated alcoholic products at any City event, including applicable labor, service, and administrative fees.

Proposers should clearly state the proposed revenue-sharing percentage and provide a detailed explanation of the proposed financial structure, including any applicable fees, expenses, minimum guarantees, or other financial considerations, based on the anticipated scope of work and required deliverables.

This section shall address detailed technical requirements as outlined below and Proposers shall address each item in their response.

Scope of Services

The selected Concessionaire shall furnish all labor, supervision, management, equipment, materials, materials, furnishings, permits, licenses, and other resources necessary to operate alcoholic beverage concession services at designated City events. Services shall include, but are not limited to:

• Procurement, transportation, setup, operation, maintenance, and removal of all equipment, furnishings, and other items necessary to operate the alcoholic beverage concession areas;

• Recruitment, staffing, training, supervision, and management of all personnel required for alcoholic beverage concession operations;

• Procurement, transportation, storage, and sale of alcoholic beverages and related products approved by the City. The Concessionaire shall work collaboratively with the City of Richardson to determine the alcoholic beverage products and brands offered at each festival or event. The Concessionaire acknowledges that certain festivals or events may have existing or future sponsorship agreements that include specific alcoholic beverage brands, products, or categories. The Concessionaire may be required to purchase, stock, promote, and sell designated alcoholic beverage products in accordance with the terms and requirements of such sponsorship agreements. The City will communicate applicable sponsorship requirements to the Concessionaire, and the Concessionaire shall cooperate with the City in fulfilling those obligations.

• A proposed menu price list for all beverages (beer, wine, spirits, and non-alcoholic options). The Concessionaire shall work closely with the City of Richardson to finalize pricing menus for each event, and all final beverage pricing shall be mutually agreed upon by the Concessionaire and the City of Richardson prior to implementation.

• Management of all point-of-sale systems, including cash handling, credit/debit card transactions, financial reconciliation, and submission of required sales and revenue reports to the City;

• Acquisition, maintenance, and display, as applicable, of all permits, licenses, certifications, and approvals required for the lawful sale and service of alcoholic beverages;

• Compliance with all applicable federal, state, and local laws, regulations, ordinances, rules, and City of Richardson policies governing the purchase, possession, sale, service, and consumption of alcoholic beverages;

• Implementation and enforcement of responsible alcohol service practices, including age verification and prevention of sales or service to intoxicated persons, in accordance with applicable laws and regulations; and

• Provision of all additional materials, supplies, equipment, personnel, and operational support necessary to ensure safe, efficient, compliant, and professional alcoholic beverage concession operations throughout each designated event.

• The Concessionaire will work with the City of Richardson to determine the number of and location of service areas within each festival or event. The City of Richardson will have the final approval of the number, location, and hours of service areas.

PART 4 – TECHNICAL REQUIREMENTS

Minimum Qualifications

A) In order to qualify for the award of the concession contract, the proposer must meet the following minimum qualifications:

1) Experience in operating beverage services for a festival or special event on a large volume, or other equivalent experience satisfactory to the Review Committee.

2) Demonstrated ability in preparing and serving beverages to at least five hundred

(500) people in an efficient, organized short period of time and in a professional manner.

3) Established and proven reputation for quality and professional service, and a positive relationship with similar festivals satisfactory to the Review Committee.

4) Financial worthiness and resources that, in the opinion of the Review Committee, are adequate to ensure full and proper performance of the contract.

5) Demonstrated ability to maximize the gross receipts potential from similar festivals and events.

6) The ability to provide onsite experienced, professional management staff and support staff to ensure quality and professional services.

7) Evidence that the concessionaire holds, has been issued, or has the ability to obtain and secure all necessary federal, state, and local licenses and permits for the sale and service alcoholic beverages.

B) To provide information regarding the concessionaire minimum qualifications, the concessionaire must submit the following along with their proposal:

1) Detailed written narrative demonstrating that:

a) Experience in operating beverage services for a festival or special event on a large volume, minimum of 500 people.

b) The concessionaire must have previously obtained and executed a valid Texas

Alcohol and Beverage Commission (TABC) license authorizing the sale of alcoholic beverages at special events.

c) Concessionaire has an established and proven reputation for quality and professional service, and a positive, successful, and satisfactory contractual relationship with other festival and or special events satisfactory to the Review Committee.

Specifications

The Concessionaire shall be solely responsible for and shall have the exclusive right to operate and manage the alcoholic beverage concession program for the designated City of Richardson events identified in this Request for Proposals (RFP).

Event Calendar

The scope of services shall include, but is not limited to, the events listed below. The City reserves the right to add, remove, or modify events included in the program during the term of the agreement.

Wildflower! Arts & Music Festival Annually held the third weekend in May, Friday and Saturday The City of Richardson's Wildflower! Arts & Music Festival is an award-winning, three-day community festival held annually in May. For more than 30 years, the festival has welcomed thousands of attendees from across North Texas to experience nationally recognized and regional live music performances, visual arts, interactive attractions, family-friendly activities, culinary offerings, and a wide variety of food and beverage options. The festival features multiple entertainment stages, artisan vendors, a marketplace, interactive experiences, and attractions designed to appeal to guests of all ages. Estimated attendance is 30,000.

Cottonwood Art Festival Annually held the First weekend in May and October, Saturday and Sunday The Cottonwood Art Festival is a nationally recognized, juried fine arts festival presented twice annually in Richardson, Texas. Held each spring and fall, the festival showcases approximately 200 exhibiting artists from across the United States, representing a wide range of artistic mediums including painting, sculpture, photography, ceramics, jewelry, glass, wood, mixed media, and more. In addition to its exceptional fine art, Cottonwood Art Festival features live acoustic music, local food vendors, hands-on children's art activities, and an inviting outdoor atmosphere that draws art enthusiasts, collectors, and families. The festival is recognized for its high-quality programming and loyal attendee base, creating an excellent environment for thoughtfully managed alcoholic beverage concessions that enhance the overall guest experience. Estimated attendance is 30,000 each May and 30,000 each October.

July 4th Family Festival

Annually held on July 4th, One Day Sparks will fly at the City of Richardson’s annual Family 4th Celebration on July 4th at Breckinridge Park. This traditional, patriotic salute is free and open to the entire community.

Attendees are encouraged to bring picnics, blankets and/or lawn chairs and enjoy the evening under the stars! Estimated attendance is 5,000. The City of Richardson currently does not contract an alcohol concessionaire to provide services at this event; however, it is included in the RFP for potential future activation.

Huffhines Harvest Fest Annually held on the third weekend in October, Saturday and Sunday

Shop the trails of Marketplace Vendors, a whimsical array of local makers, curators, and creative talent; visit our Pumpkin Patch; create unique crafts, dress up as a scarecrow or participate in a variety of Family Fall Activities, including a family Costume Contest on Sunday! Live music will carry throughout the park from two stages featuring your favorite local musicians, the perfect background for a cold beverage in our beer garden or a tasty fall treat from our food vendors.

Estimated attendance is 5,000.

Staff Requirements

Employ, manage, and supervise all individuals responsible for the service of alcoholic beverages at the concession booth and to perform all such duties with due diligence and in accordance with the Texas Alcohol and Beverage Code, and all other applicable laws, rules, and regulations; allow only persons who hold a valid seller server certificate from the Texas Alcoholic Beverage Commission.

Staff apparel, personal appearance, and cleanliness shall be professional, appropriate, and consistent with the atmosphere and standards of the event and the City of Richardson.

Reporting

Concessionaire shall provide the City with copies of direct reports of the Concessionaire’s Point of Sale System that include the following data within (30) days after the conclusion of the festival.

(i) Sales Report for each day of the festival, including total weekend sales.

(ii) Sales Report for each booth operated and managed by the concessionaire, broken down by each operating day of the Festival. Each report must include gross sales, service charges, returns, discounts and comps, net sales, taxes, tips, gift card sales, and total sales.

(iii) Sales Report for each type and brand of product sold at the festival by day (ex: beer, wine, etc.).

Cash and Credit Card Payments

Concessionaire must accept cash and credit cards for payment for beverages. The Festival will not use a coupon system for beverage purchases. The Concessionaire is responsible for collecting and safekeeping its money and receipts.

Festival Rules

Concessionaire shall comply with the Festival Rules, which are incorporated herein by reference.

The operations and conduct of Concessionaire during the Festival shall be subject to the approval of the Festival Director. If the Festival Director or other City personnel determine that any of the Concessionaire’s operations or conduct are in violation of the Festival Rules or applicable law or are inconsistent with the standards of the Festival (including Festival rules related to golf cart usage and operation), the Festival Director shall notify the Concessionaire. If the Concessionaire fails to correct such violation, operation, or conduct, the Festival Director shall have the right to require the Concessionaire to immediately cease operations at the Festival.

The following questions must be answered and returned as part of your response to this RFP.

Failure to do so will result in disqualification. Evaluation of this questionnaire will be a major factor in the award of this contract. Please be thorough.

A. Please provide a list of three (3) high-volume festivals or special events where you managed alcohol concessions in the last three years. Include estimated daily attendance and a client reference contact for each.

B. Describe a past event where your team had to serve a large crowd in a short, high-pressure timeframe. What strategies did you use to keep service quick, organized, and professional?

C. Have you ever worked with a city or event that had exclusive brand sponsorship agreements (e.g., specific beer or spirit partnerships)? How did you adjust your ordering, stocking, and menus marketing to meet those rules?

D. Describe your process for vetting, hiring, and verifying that 100% of your event staff hold active TABC certifications prior to working.

E. Provide your team’s internal dress code and appearance standards policy to ensure workers match the professional atmosphere required by the City of Richardson

F. Identify all equipment, furnishings, supplies, technology, and other resources you will provide as part of your alcoholic beverage concession operation. Additionally, please identify any equipment, utilities, infrastructure, or other resources requested or required from the City of Richardson for successful operation of the concession services.

G. How do you plan to handle overnight logistics, such as restocking heavy inventory and securing high-value alcohol supplies between multi-day festival hours?

H. Please…