1-RFP 2026-003 SYSA Concession at Schertz Soccer Complex.pdf

THE CITY OF SCHERTZ, TEXAS

REQUEST FOR PROPOSALS (RFP)

for

Soccer Complex Concessionaire

RFP # 2026-003

June 1, 2026

1400 SCHERTZ PARKWAY

SCHERTZ, TEXAS 78154

CITY OF SCHERTZ

REQUEST FOR PROPOSALS (“RFP”)

Soccer Complex Concessionaire

RFP# 2026-003

Sealed proposals in response to this RFP will be received through the City’s e-procurement portal at https://schertz.bonfirehub.com/portal/?tab=openOpportunities until 23 June, 2026, at 3:00PM.

Submissions by other methods will not be accepted. All Proposals must be in the City of Schertz’s possession on or before the scheduled date and time (no late RFP will be accepted). Proposals will be presented publicly through a virtual meeting which can be found in section 2.1.

Solicitation documents can be obtained from the City’s website above. You must register as a vendor through this portal to submit a bid or proposal. Any questions regarding this solicitation must be posted in the Q&A section on the City’s e-procurement portal. General questions about using the e-procurement portal or becoming a vendor may be directed to the City’s Purchasing Department at purchasing@schertz.com.

The City shall evaluate proposals based on the evaluation criteria set forth in the solicitation.

The City of Schertz reserves the right to refuse and reject any or all responses, waive any or all formalities or technicalities, accept the response or portions of the response determined to be the best value and most advantageous to the City, and hold the responses for a period of 90 days without acting.

The City of Schertz reserves the right to accept responses from more than one firm determined to be the best option for the City. Respondents are required to hold their responses firm for the same period.

All questions must be submitted through the City’s e-procurement portal no later than 18 June, 2026, at 5:00PM.

Upload electronic proposals to:

https://schertz.bonfirehub.com/portal/?tab=openOpportunities mailto:purchasing@schertz.com

TABLE OF CONTENTS

SECTION 1: OBJECTIVES, AND BACKGROUND

SECTION 2: NOTICE TO PROPOSERS

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: GENERAL TERMS AND CONDITIONS

SECTION 5: SCOPE OF WORK

SECTION 6: EXECUTION OF OFFER

SECTION 7: PROPOSER’S STATEMENT OF QUALIFICATIONS

SECTION 8: PRICING AND DELIVERY SCHEDULE

REQUEST FOR PROPOSAL

SECTION 1

OBJECTIVES, AND BACKGROUND

1.1 Objectives of this Request for Proposal

The City of Schertz, TX (hereafter, “The City”), operating on behalf of the Schertz Youth Soccer Alliance (SYSA), is soliciting proposals from qualified vendors to provide full-service food and beverage concession operations at the Schertz Soccer Complex, located at 75 Maske Road, Schertz, TX 78154. The awarded vendor will hold revocable exclusive rights to operate the concession stand during all regularly scheduled facility hours, including games and tournaments. These exclusive rights do not extend to private rental events, should such events occur at the facility.

SYSA seeks a concessionaire capable of delivering consistent, high-quality food and beverage services to players, families, and spectators throughout the soccer season. The vendor is expected to operate professionally, maintain compliance with all applicable health and safety regulations, and represent the facility in a manner that reflects positively on the City of Schertz, TX and SYSA.

1.2 Project Background

The Schertz Soccer Complex is a municipal owned soccer complex located in the City of Schertz and is currently operated by the Schertz Youth Soccer Alliance through an Interlocal Agreement.

The successful respondent will be responsible for providing food and beverage concessions during the soccer season during tournament weekends and scheduled league play. To include but not limited to basic refreshments like bottled water, sports drinks, snacks such as chips and candy, as well as warm options like hot dogs and pretzels.

1.3 Term of Agreement

If the SYSA enters into an Agreement (ref. Section 4) in response to this RFP, SYSA anticipates the initial term of the Agreement will be for two (2) years (“Initial Term”), with the option, upon mutual consent, to renew the agreement for three (3) annual renewals thereafter (each an “Extension Term”). The Initial Term and each Extension Term are collectively referred to as the “Term.”

SECTION 2

NOTICE TO PROPOSERS

THE PROPOSER IS CAUTIONED TO READ THE INFORMATION CONTAINED IN

THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

2.1 Submittal Deadline

Sealed proposals in response to this RFP will be received through the City’s e-procurement portal at https://schertz.bonfirehub.com/portal/?tab=openOpportunities until June 23, 2026, at 3:00PM. Submissions by other methods will not be accepted. All Proposals must be in the City of Schertz’s possession on or before the scheduled date and time (no late RFP will be accepted).

All submitted and sealed responses will be opened at the above-mentioned time and date.

Responders who wish to be present for the opening may come in person, or join the Zoom meeting at the below link:

BID OPENING TEAMS MEETING LINK

Solicitation documents can be obtained from the City’s website above. You must register as a vendor through this portal to submit a bid or proposal. Questions regarding this solicitation MUST be posted on the Q&A section of this proposal on the City’s e-procurement portal. General questions about using the e-procurement portal may be directed to the Purchasing Department at purchasing@schertz.com.

2.2 Inquiries and Interpretations

The City specifically requires that all questions regarding this RFP be submitted through the City’s e-procurement portal (Bonfire) at https://schertz.bonfirehub.com/portal/?tab=openOpportunities. All questions must be submitted no later than June 18, 2026, at 5:00PM. The City and SYSA will have a reasonable amount of time to respond to questions or concerns. It is the City’s intent to respond to all appropriate questions and concerns; however, The City and SYSA reserves the right to decline to respond to any question or concern. Only responses that are made by formal written Addenda will be binding on SYSA. Any verbal responses, written interpretations or clarifications other than Addenda to this RFP will be without legal effect.

All Addenda issued by City prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes.

https://schertz.bonfirehub.com/portal/?tab=openOpportunities https://teams.microsoft.com/meet/274514487476080?p=KdMUTej4D5wR8ugTGO https://schertz.bonfirehub.com/portal/?tab=openOpportunities

2.3 Pre-Submittal Meeting

A mandatory pre-submittal meeting and walkthrough of the concession facility will be held on June 16, 2026 at 2:00pm CENTRAL at the Schertz Soccer Complex Concession Stand located at 75 Maske Road, Schertz, TX 78154 . This meeting will allow proposers the opportunity to see and understand the layout of the facility they will be operating from and gain insight into potential layout for equipment and capabilities. This meeting and walkthrough will be strictly for general understanding of the facility and only general questions regarding the facility itself will be answered during this walkthrough. All questions otherwise related to this RFP will be required to be submitted online to the Q&A section so they can be answered for all potential vendors at the same time.

NOTE: Vendors will be responsible for ensuring they are signed in on the sign-in sheet provided by the City’s Purchasing Department. Proposals received will be matched against this sign-in sheet and any proposals received from a vendor who did not attend the walkthrough, or that failed to sign in on the sign-in sheet will be rejected and considered invalid.

2.4 Public Information

City considers all information, documentation and other materials submitted in response to this RFP to be of a non-confidential and non-proprietary nature and shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq) after the award of an Agreement.

The proposer is hereby notified that the City strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

2.5 Criteria for Selection

The successful Proposer(s), if any, selected by The City and SYSA in accordance with the requirements and specifications set forth in this RFP will be the Proposer that submits a proposal in response to this RFP on or before the Submittal Deadline that is the most advantageous to The City and SYSA. The successful Proposer is referred to as the “Contractor.”

Proposer is encouraged to propose terms and conditions offering the maximum benefit to SYSA in terms of (1) services to SYSA, (2) total overall cost to SYSA, and (3) project management expertise. Proposers should describe all applicable discounts that may be available to SYSA in a contract for the Services.

An evaluation team from The City and SYSA will evaluate proposals. The evaluation of proposals and the selection of Contractor will be based on the information provided by Proposer in its proposal. SYSA may consider additional information if SYSA deems such information relevant.

Based on the Evaluation Committee review, several vendors may be short-listed for further consideration and may be required to submit supplemental information and/or interview.

SYSA also reserves the right to reject all submissions.

After submission of a proposal but before final selection of Contractor is made, SYSA may permit a Proposer to revise its proposal to obtain the Proposer's best and final offer. In that event, representations made by Proposer in its revised proposal, including price and fee quotes, will be binding on Proposer. SYSA is not obligated to select the Proposer offering the most attractive economic terms if that Proposer is not the most advantageous to SYSA overall, as determined by SYSA.

By submitting a proposal, Proposer acknowledges (1) Proposer's acceptance of [a] the Proposal Evaluation Process, [b] the Criteria for Selection, [c] the Scope of Work (ref.

Section 5), [d] the terms and conditions (ref. Section 4), and [e] all other requirements and specifications set forth in this RFP; and (2) Proposer's recognition that some subjective judgments must be made by the City during this RFP process.

The criteria to be considered by The City in evaluating proposals and selecting Contractor, will be those factors listed below with their relative weightings:

2.5.1 Proposer’s Qualifications, Abilities, and Reputation: (30%)

2.5.1.1 Proposer’s demonstrated competence and experience in providing the services requested, including the quality of Proposer’s references from past and present clients.

2.5.1.2 The qualifications, education, and experience of the team members proposed by Proposer to conduct and supervise its services for SYSA.

2.5.1.3 Proposer’s past relationship with City of Schertz and SYSA, and Proposer’s experience performing the requested services for entities similar in nature.

2.5.1.4 Proposer’s ability to perform the required services within the time periods projected, based on Proposer’s demonstrated capabilities, staffing, financial stability, and creative resources.

2.5.1.5 Proposer’s demonstrated awareness of the present environment and likely future developments related to the requested services.

2.5.2 Cost Proposal: (40%)

The best percentage of gross sales revenue for SYSA.

2.5.3 Menu Selection: (20%)

Ability to provide a menu that offers a variety of food items as outlined in section 5.9

2.5.4 Responsiveness of Proposal : (10%)

The extent to which Proposer’s response relates to the specific environment, requirements, and needs of SYSA; the quality and level of substantive detail and clarity of content provided in Proposer’s response.

2.5.5 Threshold Criteria Not Scored:

2.5.5.1 Ability of City to comply with laws regarding Historically Underutilized Businesses; and

2.5.5.2 Ability of City to comply with laws regarding purchases from persons with disabilities.

2.5.6 Supplemental Consideration. As a supplement to the above-described criteria, we may consider any additional information and documentation submitted by a Proposer if City deems such information to be relevant, and to serve the best interests of, and provide the best value to SYSA.

2.6 Key Events Schedule

Issuance of RFP June 1, 2026, at 3:00PM Central

Pre-submittal Meeting June 16, 2026 at 2:00PM Central

Deadline for Questions/Concerns June 18, 2026, at 5:00PM Central

Submittal Deadline & Bid Open June 23, 2026, at 3:00PM Central

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Proposals must be submitted through the City of Schertz e-procurement portal (Bonfire) at https://schertz.bonfirehub.com/portal/?tab=openOpportunities. You must register as a vendor through this portal to submit a proposal. Submissions by other methods will not be accepted. Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. Javascript and browser cookies must be enabled.

Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated.

The City Request that the Execution of Offer and any/all signed Addendums be submitted as separate files with the proposal. Failure to include a signed Execution of Offer and any/all Addendums associated with the proposal WILL result in the proposal being rejected. A wet or digital signature will suffice.

3.2 Preparation and Submittal Instructions

The response to this RFP shall be submitted in the manner described in this Section.

Failure to submit the Proposal in the manner specified may result in a premature opening of, post-opening of, or failure to open and consider that proposal and may be cause for elimination of that Respondent from consideration for award.

3.2.1 Overview of Proposed System / Scope of Services

This section of the proposal should include a general discussion of the proposer’s overall understanding of the project, the scope of work, as defined in Section 5, and the proposed solution

3.2.2 Execution of Offer

The Proposer must complete, sign and return the attached Execution of Offer (ref.

Section 6) as part of its proposal. The Execution of Offer must be signed by a representative of Proposer duly authorized to bind the Proposer to its proposal. Any proposal received without a completed and signed Execution of Offer may be rejected by SYSA, in its sole discretion.

3.2.3 Proposers Qualifications Questionnaire

Respondent shall provide responses to all questions identified in the questionnaire in Section 7.

https://schertz.bonfirehub.com/portal/?tab=openOpportunities

3.2.4 Cost Proposal

Proposer must complete and return the Cost Proposal (ref. Section 8 of this RFP), as part of its proposal. In the Cost Proposal, the Proposer should describe in detail the total percentage of gross sales revenue the vendor agrees to offer the City.

The acceptance of the terms for any cost is associated with maintaining the concession area in a clean and hygienic condition as well as any repairs caused by damage of the vendors employees.

3.2.4 Addenda and Modifications

Any changes, additions, or clarifications to the RFP are made by amendments (addenda) and will be posted on the e-procurement portal. Any respondent in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation from the Purchasing Department. At the request of the respondent, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Purchasing Department. ALL addenda will be attached to the original RFP in the Public Purchase file and will become part of the RFP package having the same binding effect as provisions of the original RFP.

It shall be the respondent(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, respondents are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their Submittal. Respondent(s) signature on Addenda shall be interpreted as the respondent’s recognition and compliance to official changes as outlined by the City of Schertz and as such are made part of the original RFP documents.

Failure of any respondent to receive any such addendum or interpretation shall not relieve such Respondent from its terms and requirements. No verbal explanations or interpretations will be binding. The City does not assume responsibility for the receipt of any addendum sent to respondents

3.2.5 Sample Documents

IF APPLICABLE, Proposers should include sample copies of the documents and/or reports outlined in the scope of work. Although they are sample forms, the documents must contain all material terms so that SYSA can fairly evaluate the proposer’s forms.

3.2.6 Additional Information

1. Certificate of Insurance showing Contractor is Insured

2. Copy of Completed Form 1295

3. Supplementary Information (if necessary)

4. Other supporting materials and work portfolio which demonstrates the firm’s work quality.

3.3 Proposal Validity Period

Each proposal must state that it will remain valid for SYSA’s acceptance for a minimum of ninety days (90) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

SECTION 4

GENERAL TERMS AND CONDITIONS

4. Should SYSA enter into an agreement as the result of this RFP, Contractor will be required to agree to the following terms and conditions:

(A) Subletting. The Contractor shall not sublet or transfer any portion of the work under this Agreement, or any Scope of Work issued pursuant to this Agreement unless specifically approved in writing by the SYSA, which approval shall not be unreasonably withheld.

Subcontractors shall comply with all provisions of this Agreement and the applicable Scope of Work. The approval or acquiescence of the SYSA in the subletting of any work shall not relieve the Contractor of any responsibility for work done by such subcontractor.

(B) Compliance with Laws. The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts, administrative, or regulatory bodies in any matter affecting the performance of this Agreement, including, without limitation, worker’s compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

When required, the Contractor shall furnish the SYSA with satisfactory proof of compliance.

(C) Non-Collusion. Contractor represents and warrants that Contractor has not given, made, promised or paid, nor offered to give, make, promise or pay any gift, bonus, commission, money or other consideration to any person as an inducement to or to obtain the work to be provided to the City under this Agreement. Contractor further agrees that Contractor shall not accept any gift, bonus, commission, money, or other consideration from any person (other than from the City pursuant to this Agreement) for any of the Work performed by Contractor under or related to this Agreement. If any such gift, bonus, commission, money, or other consideration is received by or offered to Contractor, Contractor shall immediately report that fact to the City and, at the sole option of the City, the City may elect to accept the consideration for itself or to take the value of such consideration as a credit against the compensation otherwise owing to Contractor under or pursuant to this Agreement.

(D) Force Majeure. If the performance of any covenant or obligation to be performed hereunder by any party is delayed as a result of circumstances which are beyond the reasonable control of such party (which circumstances may include, without limitation, pending litigation, acts of God, war, acts of civil disobedience, fire or other casualty, shortage of materials, adverse weather conditions [such as, by way of illustration and not of limitation, severe rain storms or below freezing temperatures, or tornados] labor action, strikes or similar acts, moratoriums or regulations or actions by governmental authorities), the time for such performance shall be extended by the amount of time of such delay, but no longer than the amount of time reasonably occasioned by the delay. The party claiming delay of performance as a result of any of the foregoing force majeure events shall deliver written notice of the commencement of any such delay resulting from such force majeure event not later than seven (7) days after the claiming party becomes aware of the same, and if the claiming party fails to so notify the other party of the occurrence of a force majeure event causing such delay and the other party shall not otherwise be aware of such force majeure event, the claiming party shall not be entitled to avail itself of the provisions for the extension of performance contained in this subsection.

(E) Non-Boycott of Israel. Pursuant to Section 2270.002 of the Texas Government Code, Contractor certifies that either (i) it meets an exemption criterion under Section 2270.002; or

(ii) it does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation. Contractor shall state any facts that make it exempt from the boycott certification as an attachment to this agreement.

Relevant definitions from the bill:

"Company" means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit.

"Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

(F) Non-Boycott of Energy. Pursuant to Texas Senate Bill 13 (2021), Contractor certifies that either (i) it does not boycott Israel and will not boycott energy companies; and (2) will not boycott energy companies during the term of the contract resulting from this solicitation.

Contractor shall state any facts that make it exempt from the boycott certification as an attachment to this agreement.

(G) Non-Boycott of Firearm Entity. Pursuant to Texas Senate Bill 19 (2021), Contractor certifies that it: (a) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (b) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

(H) Access to Premises. Authorized representatives of the Contractor will be allowed access to the facilities on City premises at reasonable times to fulfil the obligations of the Contractor regarding such facilities. The contractor shall adhere to all City rules, regulations, and guidelines while on City property. It is expressly understood that the City may limit or restrict the right of access herein granted in any manner considered necessary (e.g., national security, public safety).

(I) Indemnification. CONTRACTOR AGREES TO INDEMNIFY AND HOLD THE CITY OF

SCHERTZ, TEXAS AND ALL OF ITS PRESENT, FUTURE AND FORMER AGENTS, EMPLOYEES,

OFFICIALS AND REPRESENTATIVES HARMLESS IN THEIR OFFICIAL, INDIVIDUAL AND

REPRESENTATIVE CAPACITIES FROM ANY AND ALL CLAIMS, DEMANDS, CAUSES OF

ACTION, JUDGMENTS, LIENS AND EXPENSES (INCLUDING ATTORNEY'S FEES, WHETHER

CONTRACTUAL OR STATUTORY), COSTS AND DAMAGES (WHETHER COMMON LAW OR

STATUTORY), COSTS AND DAMAGES (WHETHER COMMON LAW OR STATUTORY, AND

WHETHER ACTUAL, PUNITIVE, CONSEQUENTIAL OR INCIDENTAL), OF ANY CONCEIVABLE

CHARACTER, FOR INJURIES TO PERSONS (INCLUDING DEATH) OR TO PROPERTY (BOTH

REAL AND PERSONAL) CREATED BY, ARISING FROM OR IN ANY MANNER RELATING TO THE

WORK OR GOODS PERFORMED OR PROVIDED BY CONTRACTOR – EXPRESSLY INCLUDING

THOSE ARISING THROUGH STRICT LIABILITY OR UNDER THE CONSTITUTIONS OF THE

UNITED STATES.

(J) Dispute Resolution. In accordance with the provisions of Subchapter I, Chapter 271, TEX.

LOCAL GOV’T CODE, the parties agree that, prior to instituting any lawsuit or other proceeding arising from a dispute under this agreement, the parties will first attempt to resolve the dispute by taking the following steps: (1) A written notice substantially describing the nature of the dispute shall be delivered by the dissatisfied party to the other party, which notice shall request a written response to be delivered to the dissatisfied party not less than 5 days after receipt of the notice of dispute. (2) If the response does not reasonably resolve the dispute, in the opinion of the dissatisfied party, the dissatisfied party shall give notice to that effect to the other party whereupon each party shall appoint a person having authority over the activities of the respective parties who shall promptly meet, in person, to resolve the dispute. (3) If those persons cannot or do not resolve the dispute, then the parties shall each appoint a person from the highest tier of managerial responsibility within each respective party, who shall then promptly meet, in person, to resolve the dispute.

(K) Disclosure of Business Relationships/Affiliations; Conflict of Interest Questionnaire The contractor represents that it is following the applicable filing and disclosure requirements of Chapter 176 of the Texas Local Government Code.

Certificate of Interested Parties Effective January 1, 2016, pursuant to House Bill 1295 passed by the 84th Texas Legislature (Section 2252.908, Texas Government Code, as amended) and formal rules released by the Texas Ethics Commission (TEC), all contracts with private business entities requiring approval by the Schertz City Council will require the on-line completion of Form 1295 "Certificate of Interested Parties." Form 1295 is also required for all contract amendments, extensions or renewals. Contractors are required to complete and file electronically with the Texas Ethics Commission using the online filing application.

Please visit the State of Texas Ethics Commission website, https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm and https://www.ethics.state.tx.us/tec/1295-Info.htm for more information.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT

YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL

RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176

IS A CLASS C MISDEMEANOR.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/tec/1295-Info.htm

SECTION 5

SCOPE OF WORK

5.1 General

The minimum requirements and the specifications for the Services, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below.

5.2 Project Scope

The City of Schertz (“City”), operating on behalf of the Schertz Youth Soccer Alliance (SYSA), is seeking a Concession service vendor to provide services at the Schertz Soccer Complex, operated by SYSA and the City of Schertz. The concessionaire shall have revocable exclusive rights to operate the concession stand for all hours of regular operation of the facility (except for private rentals should such events occur).

Location: 75 Maske Road, Schertz TX 78154

5.3 Operation Requirements

The concessionaire will be required to provide services throughout the annual soccer season, which includes regularly scheduled games, tournaments, and optional practice game coverage. The structure of the operating season is as follows:

The vendor is required to be open and fully operational during all tournaments and all regularly scheduled games. The season, which runs from August through June, encompasses approximately 1500 regularly scheduled games, typically held on designated weekdays and/or weekends. The season also includes 10 tournaments annually, consisting of an average 2000 games each, typically held over weekend days.

Tournaments have an average estimated attendance of 6000-9000 people, and regularly scheduled games 3000-5000 people. The current schedule for the season running August 2026 – June 2026 is listed as Exhibit B.

Practice games occur on a recurring schedule, with vendor participation at the vendor's discretion. The vendor may elect to operate during practice games. If the vendor chooses to operate during practices on a regular basis, they must provide SYSA with advanced written notice so patrons may be properly informed. SYSA will provide the vendor with a written list of all known and scheduled practice games if the vendor elects to operate during practice games on a regular basis. If the vendor elects to operate during practice games all other requirements of this agreement will be in effect during those operations. If the vendor decides to discontinue the optional operations during practice games, they will notify the City and SYSA in advance and provide updated signs to notify patrons.

5.4 Hours of Operation:

Concession stand operations during tournaments and games shall open no later than 30 minutes before the scheduled start of the first event.

Operations shall begin shut down no earlier than 30 minutes before the conclusion of the last scheduled event of the day.

The vendor must be prepared to accommodate extended operating hours in the event that games or tournaments run beyond their originally scheduled end times.

SYSA acknowledges that events may be postponed, canceled, or rescheduled due to weather conditions or other unforeseen circumstances. SYSA will make every reasonable effort to provide the vendor with advance notice of any scheduling changes. However, SYSA makes no warranty, expressed or implied, regarding the predictability or probability of future events. The vendor is expected to maintain operational flexibility in response to schedule changes.

5.5 License and Permits

The awarded vendor is solely responsible for obtaining and maintaining all certificates, licenses, and permits required to legally operate a food service business in the City of Schertz. These requirements must be met prior to the commencement of operations and maintained in good standing throughout the contract term. At a minimum, the following are required:

1) A valid Food Handlers Permit for all staff members assigned to the concession operation.

2) Basic CPR/AED certification for all staff members working at the facility.

3) A current City of Schertz Health Permit

Vendors are strictly prohibited from subleasing the concession stand, any portion of the concession stand, or any concession-related rights, to any third party at any time during the contract term.

5.6 Financial Terms and Reporting

5.6.1 The awarded vendor agrees to remit to SYSA a payment equal to the agreed-upon percentage of monthly gross income. Payments are due at or before 5:00pm CST on the 15th day of the calendar month following the end of each respective operating month. Payments shall be submitted in person or mailed to:

Schertz Youth Soccer Alliance PO Box 205 Schertz, TX 78154

5.6.1.a Gross Income Defined. For the purposes of this agreement, gross income includes the full sale price charged to customers for all food, beverages, and any other goods sold through the concession operation at the Schertz Soccer Complex. Gross income excludes credit card service charges that are not incorporated into the customer-facing sale price.

5.6.2 Late Payment Penalty - A penalty of ten percent (10%) will be assessed against any payment received more than ten (10) days after the 15th of the applicable month.

5.6.3 All sales transactions must be recorded using a computerized point-of-sale (POS) system. The vendor's POS records must be accessible to the SYSA for audit review at any time upon request.

5.6.4 The following are required financial reports:

5.6.4.1 - A monthly summary report of gross sales organized by receipt category, submitted to the SYSA no later than 15 days after the closure of each preceding month.

5.6.4.2 - Annual financial information covering the full business year, submitted no later than 90 days after the closing of each business year.

5.7 Facilities, Utilities, Equipment

5.7.1 City and SYSA Provided Resources

SYSA will supply water and electricity necessary for ordinary and customary concession operations. SYSA will, at its cost, perform all ordinary and reasonable structural or facility repairs required to preserve the condition of City-owned property occupied under this agreement.

SYSA will notify the City of any outages of electricity or water that would hinder the operation of the concession stand. The City, upon notification, will perform required work to restore services.

The concession facility includes the following items provided as part of the space;

a sink with functioning water supply, electrical outlets for electric equipment such as coolers, grills, and blenders; cabinet storage and display space, and a lockable pantry for product.

Telephone and internet service are not included unless such services are already installed as standard accommodation at the facility.

5.7.2 Vendor Provided Equipment and Responsibilities

All equipment not listed above as City or SYSA-provided is the sole responsibility of the awarded vendor. The vendor's obligations with respect to equipment include the following:

5.7.2.1 Providing a complete inventory list of all equipment to be used at the concession stand upon contract award. Vendor shall provide a comprehensive inventory list of all electronic equipment, explicitly stating the required voltage and amperage for each item. All electrical equipment must be reviewed and approved by the City’s electrician prior to use to ensure circuit capacity.

5.7.2.2 Ensuring all equipment is in good working order and appropriate for its intended use.

5.7.2.3 Delivering and setting up all vendor-owned equipment prior to the start of operations.

5.7.2.4 Obtaining prior written approval from the City of Schertz, TX before installing any equipment that requires modifications to the existing facility structure.

5.7.2.5 Ensuring that any approved facility modifications are performed exclusively by licensed and insured contractors approved by the City of Schertz, TX.

5.7.2.6 Removing all vendor-owned equipment at the conclusion of the contract term.

5.7.2.7 Restoring the facility to its original state of repair, less normal wear and tear, prior to final release from contract obligations.

5.7.2.8 Reimbursing the City of Schertz, TX for any facility damage or missing City-owned equipment attributable to vendor operations.

5.7.2.9 Vendor is not authorized to set up equipment or conduct any concession operations outside of the primary facility, without the written approval by SYSA, with the exception of signage that will be placed immediately outside the concession stand.

5.7.3 Electrical Compliance and Safety

Vendor shall manage its electrical consumption to prevent overloading any electrical circuits or outlets. Vendor acknowledges that overloaded outlets create a severe fire hazard and may cause circuit disruption. Vendor shall, at its own expense and immediately upon request by the City or SYSA, relocate electrical equipment to alternative power sources to distribute the load safely. The use of "daisy-chained" extension cords or power strips is strictly prohibited.

5.8 Cleaning & Inspections

The City reserves the right to conduct inspection of the concession facility at reasonable times to verify compliance with fire, safety, and sanitation regulations, as well as adherence to all terms of the agreement.

The vendor is responsible for maintaining a clean, hygienic, and visually inviting concession environment at all times. This responsibility extends to all areas occupied by the vendor in connection with concession operations, including the immediate surroundings of the concession stand that are impacted by the operation or by items sold therein.

The vendor must furnish all labor, services, materials, supplies and equipment necessary to maintain cleaning and sanitation requirements, including those set by the City and applicable health inspection standards

Specific cleaning obligations include:

5.8.1 Daily cleaning and sanitization of all food preparation surfaces, serving areas, equipment, and storage spaces.

5.8.2 Maintaining orderly and sanitary conditions throughout all operating hours.

5.8.3 Removing all trash generated by concession operations at the end of each operating day and depositing it in the designated on-site dumpster or transporting it off-site if necessary.

5.8.4 Remove all debris attributable to concession operations.

5.9 Menu & Pricing

The vendor must submit a complete menu and corresponding pricing schedule to the SYSA for approval prior to the start of operations each season which may include, but not limited to, such items as hot-dogs, hamburgers, nachos, tacos, pretzels, popcorn, chips, candy, soda, sports drinks, and water. No items may be offered for sale until the menu and pricing have received written approval. Requirements governing menu and pricing management throughout the season include the following:

5.9.1 Any proposed additions to the menu or adjustments to existing pricing after the season has commenced must be submitted to SYSA in writing for review and approval before implementation.

5.9.2 SYSA retains final approval authority over all prices and new items on the menu.

5.9.3 All menu boards and price listings must be visibly and clearly displayed at the concession stand so they are easily readable by patrons.

5.9.4 All signage must be neat in appearance and receive approval from SYSA prior to display.

5.9.5 No products of any kind packaged in glass shall be sold or distributed on the premises by the vendor. Vendor is solely responsible for ensuring all inventory delivered to the site complies with this restriction. Any glass products found on the premises shall be immediately removed and disposed of at the vendor’s sole expense. The vendor shall indemnify and hold SYSA and the City harmless of any liability, injury, or damage resulting from a breach of this provision. Failure to comply with this restriction may result in immediate suspension of operations and termination of this agreement.

Vendor is solely responsible for accepting and managing all deliveries of product and equipment associated with concession operations.

5.10 Concession Employees

5.10.1 General Staffing Standards

All services under this agreement must be performed by qualified, experienced personnel of the vendor, in accordance with currently accepted food service and concession industry practices. The vendor's employees must present a neat, professional appearance at all times while on the premises, and must be clearly identifiable as concession staff through the use of appropriate uniforms and/or identification badges.

5.10.2 Language and Communication Requirements

The vendor must ensure that at least one English-speaking employee is present on-site at all times during concession operations.

5.10.3 Legal and Regulatory Compliance

The vendor and all employees must comply with all applicable federal, state, and local employment laws, ordinances, and regulations. Specific compliance requirements include the following:

5.10.3.1 All employees who are not United Stated citizens must possess valid and current work authorization permits.

5.10.3.2 All employees must wear appropriate personal protective equipment in compliance with applicable food safety standards.

5.10.3.3 The vendor must adhere to all equal employment opportunity requirements as mandated by federal, state, and local law

5.10.4 Employee Oversight

SYSA reserves the right to require background checks for any or all vendor employees performing work on the premises. SYSA also reserves the right to direct the vendor to remove or replace any employee for just cause.

5.10.5 Independent Contractor Status

All concession employees performing services under this agreement are employees of the vendor, which operates as an independent contractor of the City of Schertz, TX. The agreement does not create, and shall not be interpreted as creating, a principal-agent or joint venture relationship between the vendor and the City of Schertz, TX. The vendor and its employees are not entitled to unemployment insurance benefits through the City of Schertz, TX, and all rights to such benefits are expressly waived by the vendor and its employees

5.11 Pre-Submittal Meeting

A mandatory pre-submittal meeting and walkthrough of the concession facility will be held on June 16, 2026 at 2:00pm CENTRAL at the Schertz Soccer Complex Concession Stand located at 75 Maske Road, Schertz, TX 78154 . This meeting will allow proposers the opportunity to see and understand the layout of the facility they will be operating from and gain insight into potential layout for equipment and capabilities. This meeting and walkthrough will be strictly for general understanding of the facility and only general questions regarding the facility itself will be answered during this walkthrough. All questions otherwise related to this RFP will be required to be submitted online to the Q&A section so they can be answered for all potential vendors at the same time.

NOTE: Vendors will be responsible for ensuring they are signed in on the sign-in sheet provided by the City’s Purchasing Department. Proposals received will be matched against this sign-in sheet and any proposals received from a vendor who did not attend the walkthrough, or that failed to sign in on the sign-in sheet will be rejected and considered invalid.

SECTION 6

EXECUTION OF OFFER

Proposal of: ___________________________________ (Proposer Company Name)

To: The City of Schertz

RFP Title: Soccer Complex Concessionaire

RFP#: 2026-003

This Proposal shall remain in effect for the Proposal Validity Period (ref Section 3.3) and shall be exclusive of federal excise and state and local sales tax (exempt).

The person signing this Response on behalf of the Offeror represents to Owner that:

(1) The information provided herein is true, complete and accurate to the best of the knowledge and belief of the undersigned; and

(2) He/she has full authority to execute this Response on behalf of Offerors.

(3) Offeror has received the Addenda to this RFP, specifically, Addenda numbered

Executed this day of , .

Entity Name Signature

Street & Mailing Address Print Name of Signatory

City, State, and Zip Title of Signatory

Telephone Number Fax Number

Email Address Mobile Number

SECTION 7

PROPOSER’S STATEMENT OF QUALIFICATION

Proposals must include responses to the questions contained in this section. The proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, the Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. The proposer will explain the reason when responding N/A or N/R.

7.1 Proposer Profile

7.1.1 Number of years in Business:

State of incorporation:

Number of Employees:

Annual Revenues Volume:

Name of Parent Corporation, if any ______________________________

7.1.2 State whether Proposer will provide a copy of its financial statements for the past two (2) years, if requested by the City.

7.1.3 Proposer will provide a financial rating of the Proposer entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Proposer.

7.1.4 Is Proposer currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, the Proposer will explain the expected impact, both in organizational and directional terms.

7.1.5 Proposer will provide any details of all past or pending litigation or claims filed against Proposer that would affect its performance under the Agreement with City (if any).

7.1.6 Is Proposer currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, the Proposer will specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution.

7.1.7 Proposer will provide a customer reference list of no less than three (3) organizations with which Proposer currently has contracts and/or to which Proposer has previously provided services (within the past five (5) years) of a type and scope like those required by City’s RFP. Proposer will include in its customer reference list the customer’s company name, contact person, telephone number, project description, length of business relationship, and background of services provided by Proposer.

7.1.8 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between the Proposer and any employee of the City? If yes, the Proposer will explain.

7.2 Approach to Project Services

7.2.1 Proposer will provide a statement of the Proposer’s service approach and will describe any unique benefits to the City from doing business with Proposer. The proposer will briefly describe its approach for each of the required services identified in Section 5, Scope of Work of this RFP.

7.2.2 Proposer will provide an estimate of the earliest starting date for services following execution of the Agreement.

7.2.3 Proposer will submit a work plan with key dates and milestones. The work plan should include:

7.2.3.1 Identification of tasks to be performed.

7.2.3.2 Time frames to perform the identified tasks.

7.2.3.3 Project management methodology.

7.2.3.4 Project roles and responsibilities.

7.2.3.5 Project change control procedure; and

7.2.3.4 Implementation strategy.

7.2.4 Proposer will describe the types of reports or other written documents Proposer will provide (if any) and the frequency of reporting, if more frequent than required in the RFP. The proposer will include samples of reports and documents if appropriate.

7.3 Miscellaneous

7.3.1 Proposer will provide a list of any additional services or benefits not otherwise identified in this RFP that Proposer would propose to provide to the City.

7.3.2 Proposer will provide details describing any unique or special services or benefits offered or advantages to be gained by the City from doing business with Proposer. Additional services or benefits must be directly related to the goods and services solicited under this RFP.

SECTION 8

COST PROPOSAL

Proposal of: ___________________________________ (Proposer Company Name)

To: Schertz Youth Soccer Alliance (SYSA)

RFP Title: Soccer Complex Concessionaire RFP#: 2026-003

Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the undersigned proposes to furnish the services required pursuant to the above-referenced Request for Proposal upon the terms quoted below.

8.1 Percentage of Gross Sales

The proposer agrees to pay the SYSA the below percentage of Gross Income obtained during the operation of the concession stand at the Schertz Soccer Complex. This rate will be paid monthly during the usual operating season.

Note: The minimum percentage that will be considered for this proposal is 15.0%.

Percentage of Gross Income: _______________ (must be equal or greater than 15.0%)

8. 2 Payment Terms

The awarded vendor agrees to remit to the SYSA a payment equal to the agreed-upon percentage of monthly gross income or a specified minimum monthly rent amount, whichever is greater. Payments are due at or before 5:00pm CST on the 15th day of the calendar month following the end of each respective operating month. Payments shall be submitted in person or mailed to:

Schertz Youth Soccer Alliance PO Box 205 Schertz, TX 78154

8.3 Late Payment Penalty

The proposer agrees to pay the SYSA a penalty of ten percent (10%), which will be assessed against any payment received more than ten (10) days after the 15th of the applicable month.

8.4 Reporting Requirements

All sales transactions must be recorded using a computerized point-of-sale (POS) system.

The vendor's POS records must be accessible to the SYSA for audit review at any time upon request.

The following are required financial reports:

A monthly summary report of gross sales organized by receipt category, submitted to the SYSA no later than 15 days after the closure of each preceding month.

Annual financial information covering the full business year, submitted no later than 90 days after the closing of each business year.

EXHIBIT B

SYSA FY26-27 SCHEDULE

June 2026- 6/6-6/7-Tournament 6/8-6/11-soccer camp am 6/12-Public works Rodeo-all day August 2026: March 2027:

8/3/2026-Arsenal back on fields to practice 3/7-3/8-GRAYSA Spring Break 8/29-8/30-SA City tournament tournament 8/31/2026-GRAYSA Recreational 3/8-3/10-SA City Tournament teams back on fields for practice 3-28-3/29-Men’s League September 2026: Tournament

9/4-9/7-Tigre Tournament April 2027:

9/12/26- Games begin League play and STYSA Cup Play October 2026 Rec play ends at the end of April

League play every weekend May 2027:

November 2026: 5/2-5/3-Cinco De Mayo (Men’s)

11/14/26-League play ends 5/-5/10 SA City Spring 11/21-11/22-SA City Tournament tournament Around Thanksgiving-Defenders Cup Tournament 5/22-Lions Memorial tournament December 2026: June:

12/5-12/6-STYSA Fall Championships 6/6-GRAYSA Summer Kick 12/12-Lions Winter Blast 12/18-Select practice takes winter break July-off

January 2027:

1/11-Arsenal back on fields for practice

February 2027:

1/7-1/8-Premier and 1st Division (Men’s League)…