1.RFP Concessionaire Services for the Charles W. Eisemann Center Package UPDATED.pdf

CONCESSIONAIRE SERVCES AT THE

CHARLES W. EISEMANN CENTER

REQUEST FOR PROPOSALS (“RFP”) NO. 707-26

FOR

CONCESSIONARE SERVICES AT THE CHARLES W. EISEMANN

CENTER

PRE-PROPOSAL CONFERENCE:

THURSDAY, SEPTEMBER 3, 2026 @ 9:30 A.M.

Charles W. Eisemann Center-Lobby

2351 Performance Drive Richardson, TX 75082

PROPOSALS ARE DUE PRIOR TO:

THURSDAY, SEPTEMBER 24, 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. 707-26

CONCESSIONAIRE SERVICES FOR THE CHARLES W. EISEMANN CENTER

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.

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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 provide 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

INDEMNIFICATION 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 policy for bodily injury, death and property damage insuring against all claims, demands or actions relating to the Concessionaire's performance of services pursuant to the contract with a limit of not less than One Million Dollars ($1,000,000) per occurrence for injury to persons (including death), and for property damage with an aggregate of not less than Two Million Dollars ($2,000,000) including personal advertising injury and products and completed operations;

Liquor Liability with a minimum of Five Million Dollars ($5,000,000) per occurrence with an aggregate of Four Million Dollars ($4,000,0000);

Automobile Liability Insurance covering all operations of Contractor pursuant to this Agreement involving the use of motor vehicles, including all owned, non-owned and hired vehicles with minimum limits of not less than One Million Dollars ($1,000,000) combined single limit for bodily injury, death and property damage liability.

Workers’ Compensation/Employer's Liability Insurance in full accordance with the statutory requirements of the state or states where the Work is to be performed and shall include bodily injury, occupational illness or disease coverage with minimum Employer’s Liability limits of $1,000,000/$1,000,000/$1,000,000. Worker’s comp coverage policy shall contain an Alternate Employer Endorsement and such endorsement shall be provided to the City.

Commercial Crime policy with a combined single limit no less than Five Hundred Thousand ($500,000) for employee dishonesty, theft, disappearance, and destruction of property and money; and

Excess Liability Insurance. Contractor shall maintain excess liability insurance with a limit of not less than $4,000,000. 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.

Coverage limits can be fulfilled by a combination of Primary & Excess coverages as long as the primary policies are listed on the schedule of underlying coverages.

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. 707-26

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 for Concessionaire Services at the Charles W. Eisemann Center.

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

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 THURSDAY, SEPTEMBER 3 , 2026 at 9:30 A.M. Central Time. The conference will be held at the Charles W. Eisemann Center, 2351 Performance Drive, Texas 75082, for the purpose of reviewing the RFP and responding to questions concerning its content. Attendance is not mandatory but strongly recommended as specific details of the RFP will be discussed in addition to a tour of the facilities. No other tours of the Eisemann Center will be scheduled at any time.

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 THURSDAY, SEPTEMBER 24, 2026 prior to 2:00 P.M.

Central Time. The responses must be sealed when submitted. The response material must be addressed and delivered to:

City of Richardson Purchasing Manager City Hall, Suite 525 2360 Campbell Creek Blvd., Richardson, TX 75082

The outside of the envelope or container must state:

RFP NO. 707-26 CONCESSIONAIRE SERVICES FOR THE CHARLES W.

EISEMANN CENTER

PART 1 - INSTRUCTIONS TO PROPOSERS

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 THURSDAY, SEPTEMBER 10, 2026 @ 5:00 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 concessionaire services.

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

• Have a minimum of five (5) years of experience in concessionaire services for 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 INFORMALITITES 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.

40 Total Points

B. Qualifications, Experience and Ability for Providing Concessionaire 35 Total Points and Catering Services

C. Proposers Questionnaire

25 Total Points Responses

Grand Total 100 Points

A. Proposed Commission – As detailed in Attachment IV.

B. Qualifications, Experience and Ability for Providing Concessionaire and

Catering Services and References – Based on information provided in Part 4 (Technical/Staffing) and References.

C. Proposers Questionnaire Responses – Based on information provided in response to the questions asked in Part 5 (Proposers Questionnaire).

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:

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 and the Proposer’s unique qualifications 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 a mix of municipal/governmental and privately operated venue references, for which the Proposer has provided concessionaire services and/or food and bar service. 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.

F. Fee Structure Must include Commission Fee payable to the City for the base contract years and optional contract years by completing and including Attachment IV in your RFP.

Proposers are encouraged to outline any additional incentives, not included in this proposal that would add value to their proposal for the City’s consideration.

PART 3 – PROPOSAL FORMAT REQUIREMENTS

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

DEFINITION OF TERMS AND ABBREVIATIONS

DEFINITION OF TERMS

The following terms are defined.

Advertisement:

All of the legal publications pertaining to the concession operations described in these specifications.

Allowable Expenses:

Any Manager approved purchases by Concessionaire of equipment, supplies or other items that would be reimbursable to the Concessionaire and become the property of the City.

Proposer:

Any person(s), partnership, company, firm, association or corporation acting directly or through a duly authorized representative submitting a proposal for the concession operations as specified herein.

Beverages:

All types and kinds of beverages including alcoholic and non-alcoholic beverages.

Eisemann Center:

The Charles W. Eisemann Center for Performing Arts and Corporate Presentations.

Charles W. Eisemann Center:

A performing arts and corporate presentations building owned and operated by the City of Richardson, located at 2351 Performance Drive, in the Galatyn Park Urban Eisemann Center of the City of Richardson.

City:

The City of Richardson, Texas acting by and through (a) its governing body, or (b) its City Manager.

Responsibility for final enforcement of contracts involving the City of Richardson is vested in the City Manager.

City Attorney:

The City Attorney of the City of Richardson, Texas or duly authorized assistants.

City Council:

The elected governing body of the City of Richardson, Texas.

City Manager:

The City Manager of the City of Richardson, Texas, or designated representative.

PART 4 – TECHNICAL REQUIREMENTS

Commission Fee:

The percentage of Gross Receipts, after taxes are deducted, to be paid to the City by the successful proposer for the exclusive right to conduct the concession operations at the Eisemann Center.

Minimum acceptable fee is 10%.

Concessionaire:

The person(s), partnership, company, firm, association or corporation (including its employees and approved subcontractors) acting directly or through a duly authorized representative awarded a contract for the concession operations described in these specifications. (Same as Contractor)

Contract:

The written agreement by and between the City and the Concessionaire in a form prepared by and approved by the City Attorney for the conduct of the concession operations. The contract shall include the bid specifications and the successful proposer’s proposal.

Contractor:

The person(s), partnership, company, firm, association or corporation acting directly or through a duly authorized representative (including its employees and approved subcontractors) awarded a contract for the concession operations described in these specifications. (Same as Concessionaire).

Gross Receipts:

All monies paid or payable to the Contractor for beer, wine, liquor, soft drink, bottled water, and other beverage services, pre-packaged food sales, catering sales and services, wardrobe check, and all other forms of concession services provided under the terms of the contract of any kind, including catered events, any fees charged by the Contractor for any equipment, furnishings, linens etc. in connection with a catered event, and for services rendered at the Eisemann Center, whether collected or uncollected by Contractor, whether for cash or credit but excluding any sales taxes imposed by local, state, or federal law that are separately stated and paid by a purchaser of any item sold or services rendered by the Contractor.

Manager:

The Charles W. Eisemann Center Managing Director of the City of Richardson, Texas, or designated representative(s).

Operations/Concession Operations:

All concession work, including the furnishing of labor, food, beverages, supplies, equipment, and incidentals to be performed by the Concessionaire under the terms of the contract.

Proposal:

The proposer’s written statement or response to these bid specifications duly filed with the City.

Review Committee:

A committee to review proposer proposals and recommend to the City Council the selection of the lowest responsible proposer that provides the best value to the City.

Site Supervisor:

The Concessionaire’s primary staff member assigned to oversee all concession and catering activity, staffing, equipment, product inventory and other operational needs for providing concession services at the Eisemann Center.

Specifications:

The directions, provisions and requirements contained herein pertaining to the method and manner of providing and conducting the concession operations at the Eisemann Center including the quality of the food and beverages, and services to be furnished by the successful proposer under the contract.

The Services:

All services, including the furnishing of personnel, labor, materials, equipment, and incidentals necessary for the successful proposer to perform and/or provide the concession operations under the terms of the contract.

SPECIFICATIONS FOR CONCESSIONAIRE SERVICES AT THE CHARLES W.

EISEMANN CENTER

1. General Scope:

The City shall award a contract to the responsible proposer that provides the best value to the City for the exclusive right to sell, serve, and provide certain types of food and beverages, and miscellaneous concession services as specified herein, including but not limited to the necessary personnel, supervisors, staff, food and beverage concessions, and other miscellaneous services as required and approved by the Manager. The facilities at the Eisemann Center shall be used by the Concessionaire solely for concessionaire services unless otherwise approved by the Manager. The Manager will designate space(s) or areas in the Eisemann Center for the Concessionaire to use for the concession operations as set forth herein and in conformance with the priorities established by the Manager. (See Exhibit A for spaces exclusively designated for concession services and shared space for support of catering support.)

2. Charles W. Eisemann Center Activities:

The Charles W. Eisemann Center, a 117,000 sq. ft. public events facility. The Eisemann

Center features three (3) performance venues: The Hill Performance Hall, a 1,608 seat multi-purpose performance space with seating on two levels; The Bank of America Theatre, an adaptable performance space with seating for up to 415 depending upon its configuration; and the Bank of America Hall, a 3,150 sq. ft. multi-use space suitable for hosting meetings, banquets, receptions, recitals, exhibits, and other similar type events for up to 200 banquet style or 300 stand-up patrons. All venues are accessed from a common use lobby of approximately 17,000 sq. ft. A built-in concession area serves the Leftwich Grand Foyer level of the lobby. Portable concession stands may be utilized in other areas of the lobby on an as need basis. The facility has an extensive backstage area of green rooms (2), dressing rooms (8), a broadcast center, and a catering prep kitchen among other spaces. A large service elevator and a freight elevator provide additional support for loading-in and supporting events. All spaces are designed to support multiple events occurring at the same time in the various venues. It is not uncommon on many weekends for concurrent performances/events to be taking place with overlapping intermissions.

The nature of performance events varies and requires maximizing food and beverage services in a short period of time. Intermissions last an average of twenty (20) minutes at which time hundreds of patrons may require prompt, courteous and quality service.

Concession service for patrons arriving early for events must also be available at least one and one-half (1.5) hour before the advertised event start time. Post event activities may also occur that will necessitate maintaining services after events conclude.

On average walk-up concessions are open over 225 times per year to provide food & beverage services for patrons attending public events at the Eisemann Center. Events are of varying sizes and types with an annual average attendance of over 160,000.

As the range and volume of events, performances, and activities at the Eisemann Center may increase or decrease from year to year, the Concessionaire shall be required to adapt its operations and services as necessary to meet the needs of the Eisemann Center and its patrons as determined by the Manager.

3. Pre-Proposal Conference:

Proposers will have an opportunity to view the spaces designated for the concession operations and to have questions answered about the concession operation at the Eisemann Center at an optional pre-proposal conference to be held on September 3, 2026 at 9:30 A.M. at the Eisemann Center. Proposers are encouraged to attend the pre-proposal conference. Tour of the Eisemann Center may only take place as part of the pre-proposal conference. The Manager will not accept requests for private tours of the Eisemann Center.

4. Minimum Proposer 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 similar type food, beverage and miscellaneous services for a municipality, or other governmental entity or other legal entity for a major place of public assembly such as a performing arts, concert hall, theatre, hotel, convention center; or experience in operating a first-class restaurant and bar, or catering service that involves the purchase, preparation and service of food and beverages to the public on a large volume, or other equivalent experience satisfactory to the Review Committee.

2) Demonstrated ability in preparing and serving food and 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 venues 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

5) Demonstrated ability to maximize the gross receipts potential from similar venues.

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

7) Ability to begin service on or as soon after January 1, 2027 as is possible.

8) Evidence that the proposer 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 of food and beverages, including alcoholic beverages at the Eisemann Center.

B) To provide information with regard to the proposer minimum qualifications, the proposer must submit the following with the proposer’s proposal:

1) Detailed written narrative demonstrating that:

a) Proposer has experience in operating similar type food, beverage and miscellaneous services for municipalities, governmental entities or other legal entities for a major place of public assembly, such as a performing arts center, concert hall, theatre, hotel, convention center, or experience in operating a first-class restaurant and bar or catering service that involves the purchase, preparation and service of food and beverages to the public on a large volume basis.

b) Proposer has a demonstrated ability in preparing and serving food and beverages in concession format to at least five hundred (500) people, in addition to experience in selling prepared and/or pre-packaged food and beverages to the public in an expedient manner while maintaining customer-friendly service for events of all sizes.

c) The concessionaire must hold a valid liquor license authorizing the sale of alcoholic beverages. While any applicable license meeting this requirement is acceptable, proposers holding a Mixed Beverage Permit will be preferred over those operating under a Restaurant Permit or similar restaurant-based alcoholic beverage license.

d) Proposer has an established and proven reputation for quality and professional service, and a positive, successful, and satisfactory contractual relationship with other municipalities, governmental entities or other legal entities for similar venues satisfactory to the Review Committee.

2) Proposer shall certify and demonstrate that it has the ability to begin full operations on January 1, 2027 or as soon after as is possible upon award of

3) Proposer shall submit a current audited financial statement, not older than one year certified by a Certified Public Accountant. In addition, the proposer shall submit financial statements for the three years preceding the audited financial statement.

4) Proposer shall list any contracts the proposer has had with any person, corporation, partnership, municipality, governmental entity or other legal entity for public assembly facilities for the purpose of providing food and beverage service, or concession operations that expired or that were terminated during 2026 and during the five (5) preceding calendar years. Proposers shall provide a detailed explanation of the reason(s) why such contracts were not renewed, not extended, or were terminated. Proposers shall describe any pending or threatened litigation, claims or lawsuits by name, style, court, cause number, nature of the litigation, claim or lawsuit, that relate directly or indirectly to such contracts or any other contracts and include the current status thereof.

5) Proposer shall provide literature, brochures, or other written materials that describe the history and operations of the proposer that may be useful in determining the Proposer’s operating experience and reputation for quality and cooperation, and the ability to begin operations as required herein.

6) Proposer shall submit a complete list of the name and addresses of all the officers, partners, managers, and board of directors of the proposer.

7) Proposer shall provide the name and resume for the person(s) that the Proposer will employ, designate or assign as the Site Supervisor.

8) Proposer shall submit proposed labor schedules and manning charts for the

Site Supervisor and proposer personnel to staff the concession operations.

9) Proposer shall provide an organization chart for proposed concession operations and include a detailed manual of operational procedures addressing the specifications of the concession operations.

10) Proposer shall submit a descriptive list of items of equipment and furnishings, including the costs of such items, that the proposer proposes to provide and use in providing the concession operations in compliance with these specifications.

11) Proposer shall submit a detailed description of a proposed sales, marketing, and promotional program for the term of the contract. The program should be aimed at generating food and beverage business for the Eisemann Center through bar service and catered functions and include pro-forma statements and a business plan summary.

12) Proposer shall provide evidence, including the location, of off-site kitchen facilities, if any, that may be utilized to provide secondary support for fulfilling the concession and/or catering operations if applicable.

13) Proposer shall provide the name, address, phone number and point of contact for not less than five (5) clients, for which the proposer has provided food and beverage service within the past three (3) calendar years that may be verified by the Review Committee.

14) Proposer shall submit a sample listing of food, beverage and merchandise items, including suggested prices, to be offered at the concession stands for public sale (and a menu listing of food and beverage items that would be suitable and available for catered functions, if concessionaire also has a catering license and wishes to be included on the Eisemann Center’s approved caterer list).

15) Proposer shall disclose whether it intends to subcontract any portion of the work required for the concession operations including the name, address, phone number and prior experience of any proposed subcontractors, subject to the approval of the Eisemann Center Manager.

5. Contract and Proposal Information:

A) The contract shall be awarded to the most responsible proposer that…