REQUEST FOR PROPOSALS FOR: AIRPORT COMMON

USE PASSENGER PROCESSING SYSTEM (CUPPS)

RFP#: 025-26-AIR-RFP

RFP CLOSING DATE: Monday, January 12, 2026

RFP CLOSING TIME: 3:00 P.M CT

City of Brownsville, Texas Procurement Department Solicitation No. 025-26-AIR-RFP

Table of Contents

1 GENERAL INFORMATION

1.1 INVITATION SUMMARY

1.2 LEGAL ADVERTISEMENT NOTICE

1.3 CALENDAR OF EVENTS

1.4 PROJECT OVERVIEW

1.5 CONTRACT TERM

1.6 POINT OF CONTACT

1.7 UNAUTHORIZED COMMUNICATION

1.8 SUBMISSION OF CLARIFICATIONS OR CHANGES

1.9 SUBMISSION OF PROPOSALS

1.10 BUDGET INFORMATION

1.11 FUNDING NOTICE

1.12 EQUAL EMPLOYMENT OPPORTUNITY

2 SCOPE OF WORK

2.1 PROJECT DESCRIPTION

As part of its commitment to enhancing passenger experience, and operational efficiency, the Brownsville South Padre Island International Airport (BRO) is experiencing increasing demands on their airport technology infrastructure. Current proprietary or airline-specific systems do not fully address the evolving operational needs of a growing airport environment, particularly as new carriers, seasonal services, and fluctuating passenger volumes place added pressure on check-in, boarding, and baggage processes The implementation of Common Use equipment will support a modern, flexible, and cost-efficient operational model. This investment will allow multiple airlines to share standardized resources, reduce infrastructure redundancies, and ensure consistency in passenger processing. The project will help establish a reliable and scalable technology framework that meets both current and future needs, while aligning with industry standards and practices at comparable airports

2.2 SCOPE OF SERVICES

2.3 SYSTEM REQUIREMENTS

2.4 MINIMUM QUALIFICATIONS

2.5 OBJECTIVES

1. Implement a Common Use platform that provides flexibility for multiple airlines to operate seamlessly using shared equipment and infrastructure

2. Enhance passenger processing efficiency at check-in, boarding, and baggage areas through standardized, reliable, and scalable technology solutions

3. Maximize cost efficiency by reducing duplicative airline-specific infrastructure and creating a sustainable model for equipment lifecycle, maintenance, and upgrades

4. Support operational growth and adaptability by implementing technology that can accommodate seasonal fluctuations, new carriers, and evolving passenger service models

5. Establish a partnership framework with a respondent capable of providing ongoing technical support, system upgrades, and training to ensure long-term success of the Common Use environment

2.6 PROJECT SCHEDULE

2.7 PERFORMANCE REQUIREMENTS

2.8 REFERENCE TO TECHNICAL DOCUMENTS

3 PROPOSAL INSTRUCTIONS

3.1 GENERAL REQUIREMENTS

3.2 PROPOSAL FORMAT

3.3 WITHDRAWAL OR MODIFICATION OF PROPOSALS (PRIOR TO DEADLINE)

3.4 CONFIDENTIALITY / TEXAS PUBLIC INFORMATION ACT

4 EVALUATION AND AWARD

4.1 GENERAL EVALUATION APPROACH

4.2 EVALUATION COMMITTEE

4.3 STEPS IN THE EVALUATION PROCESS

4.4 EVALUATION CRITERIA AND SCORING

4.5 ORAL INTERVIEWS, PRESENTATIONS, AND NEGOTIATIONS

4.6 BASIS OF AWARD

4.7 SINGLE PROPOSAL

5 TERMS AND CONDITIONS

5.1 STANDARD TERMS AND CONDITIONS REFERENCE (EXHIBIT A)

5.2 PROPOSAL VALIDITY / FIRM OFFER PERIOD

5.3 WITHDRAWAL OF PROPOSAL

5.4 PROPOSAL PRICE REVISIONS (IF APPLICABLE)

5.5 AVAILABILITY OF FUNDS / NON-APPROPRIATION

5.6 TERMINATION BY THE CITY

5.7 INDEMNIFICATION

5.8 INSURANCE REQUIREMENTS

5.9 PROTEST PROCEDURES

5.10 RESTRICTIONS ON LOBBYING & POLITICAL CONTRIBUTIONS

5.11 CONFLICT OF INTEREST DISCLOSURES

5.12 STATE AND FEDERAL CERTIFICATIONS (AS APPLICABLE)

5.13 PUBLIC INFORMATION ACT & CONFIDENTIALITY

5.14 GOVERNING LAW & VENUE

5.15 INDEPENDENT CONTRACTOR STATUS

5.16 RESERVATION OF RIGHTS

5.17 CONSTRUCTION ONLY TERMS AND CONDITIONS (IF APPLICABLE)

5.17.1 Materials Testing and Compliance (Construction Only; or Goods/Materials, If Applicable)

5.17.2 Proposal Security/Bid Bond (Construction Only)

5.17.3 Payment and Performance Bond Requirements (Construction Only) (Exhibit B)

5.17.4 Liquidated Damages (Construction Only)

5.17.5 Change Orders (Construction/Renovation Only)

5.17.6 Application for Progress Payment; Retainage (Construction/Renovation Only)

5.17.7 Contractor’s Warranty of Title (Construction/Renovation Only)

6 EXHIBIT “A” - STANDARD PURCHASING TERMS AND CONDITIONS

7 EXHIBIT “B” - CHAPTER 2253. PUBLIC WORK PERFORMANCE AND PAYMENT BOND

1 General Information

1.1 Invitation Summary

The City of Brownsville (the “City”) is soliciting sealed proposals from qualified firms to provide the services described in this Request for Proposals (RFP). All proposals must be prepared and submitted in accordance with the instructions in this solicitation All dates and times referenced in this RFP are Central Standard Time (CST).

Proposers are responsible for ensuring their response is complete and submitted electronically through the City’s Bonfire portal at https://brownsvilletx.bonfirehub.com by the deadline stated in this solicitation. Late responses will not be accepted.

For questions or assistance, please contact the designated Buyer listed in Section 1.4 (Point of Contact).

1.2 Legal Advertisement Notice

* B/P/Q (Bid/Proposal/Qualifications)

Sealed,bids/proposals must be submitted electronically via the City’s Bonfire portal, at City of Brownsville (bonfirehub.com)

Copies of the bid documents consisting of detailed specifications, general requirements or other information may be obtained at http://www.brownsvilletx.gov City of Brownsville (bonfirehub.com)

Interested Bidders/Proposers are invited to attend the Pre-Bid/Pre-Proposal and the Bid/Proposal opening Virtually on the dates specified. Presence is not mandatory. Specifications may also be viewed and downloaded at: City of Brownsville (bonfirehub.com)

Description NUMBER Pre-Bid Meeting OPENING

REQUEST FOR

PROPOSALS FOR:

AIRPORT COMMON USE

PASSENGER

PROCESSING SYSTEM

*P

025-26-AIR-

RFP

Tuesday, December 9, 2025 @

10:00 A.M CT

TEAMS VIRTUAL MEETING

Monday, January 12, 2026 @ 3:00 P.M

CT

TEAMS VIRTUAL

MEETING

https://brownsvilletx.bonfirehub.com/ https://brownsvilletx.bonfirehub.com/portal/?tab=openOpportunities https://brownsvilletx.bonfirehub.com/portal/?tab=openOpportunities http://www.brownsvilletx.gov/ https://brownsvilletx.bonfirehub.com/portal/?tab=openOpportunities https://brownsvilletx.bonfirehub.com/portal/?tab=openOpportunities

1.3 Calendar of Events

Release Date Saturday, November 22, 2025 Pre-Proposal Meeting 12/9/2025 10:00 AM

The Proposal meeting is open to the public.

Participants may attend via Microsoft Teams (link below).

Join the meeting now Meeting ID: 231 089 155 736 97 Passcode: nM6pN2BD

Questions Due Date 12/15/2025 3:00 PM Addenda Issue Date Friday, December 19, 2025 Proposal Closing Due Date 1/12/2026 3:00 PM Proposal Opening Meeting 1/12/2026 3:00 PM

The Proposal Opening meeting is open to the public.

Proposal Opening meeting participants may attend via Microsoft Teams (link below).

Join the meeting now Meeting ID: 264 740 331 667 04 Passcode: Bo3Gu2Y8

Evaluation Period 14-21 Days Anticipated City Commission Award 2nd City Commission Meeting of March 2026

This timeline is subject to change at the sole discretion of the City. Potential Proposers will be notified via addendum if a change in the schedule is made by the City.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTNkNDJhOTItZGRjZS00OTk2LTljODQtMDk0NzczYjU5N2Mx%40thread.v2/0?context=%7b%22Tid%22%3a%22c30e4065-a0a1-41b1-a77f-03a5d3ed092a%22%2c%22Oid%22%3a%22f68dc64b-6c91-4b9b-8f82-3fe3a2e28961%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTM1ODM0NzctYzhmYi00YmFjLWJkZWItZWJhZGQ1MjFhOTFj%40thread.v2/0?context=%7b%22Tid%22%3a%22c30e4065-a0a1-41b1-a77f-03a5d3ed092a%22%2c%22Oid%22%3a%22f68dc64b-6c91-4b9b-8f82-3fe3a2e28961%22%7d

1.4 Project Overview

As part of its commitment to enhancing passenger experience, and operational efficiency, the Brownsville South Padre Island International Airport (BRO) is experiencing increasing demands on their airport technology infrastructure. Current proprietary or airline-specific systems do not fully address the evolving operational needs of a growing airport environment, particularly as new carriers, seasonal services, and fluctuating passenger volumes place added pressure on check-in, boarding, and baggage processes.

The implementation of Common Use equipment will support a modern, flexible, and cost-efficient operational model. This investment will allow multiple airlines to share standardized resources, reduce infrastructure redundancies, and ensure consistency in passenger processing. The project will help establish a reliable and scalable technology framework that meets both current and future needs, while aligning with industry standards and practices at comparable airports.

The Brownsville South Padre Island International Airport (BRO) seeks a qualified firm to provide, implement, and support a Common Use Passenger Processing System (CUPPS) and related equipment. The selected contractor will deliver a comprehensive solution that includes hardware, software, implementation, training, and ongoing subscription services to support airport operations. The project will establish a reliable, scalable, and industry-compliant Common Use environment that enhances passenger processing, improves operational efficiency, and supports future growth at the airport.

The Brownsville South Padre International Airport is owned and operated by the City of Brownsville. The Airport is governed by a seven-person City Commission.

The Airport serves South Texas as a tourism gateway to South Padre Island and Northern Mexico, among other attractions in the Lower Rio Grande Valley. In 2024 the Airport had approximately 310,000 passengers, with an average growth of 20% and projected additional growth of approximately 15% over the next year. Currently, three airlines provide service to the Rio Grande Valley market from Brownsville. Non-stop flights are offered on a year-round basis to four destinations.

Historically, airfare pricing relative to competing regional airports has been a community concern, and the lack of a low-cost carrier has hampered the growth of leisure travel. More recently, competitive forces with the other two airports in the Lower Rio Grande Valley appear to have restricted the opportunity for growth, due to having the same airlines service those markets as well. In addition, we have provided services to international markets without success due to airfare pricing. These markets can be viable with the proper airfare pricing structure.

Airlines:

1. American Airlines

2. United Airlines

3. Aerus

Nonstop Destinations:

1. Domestic

2. Dallas Fort Worth (DFW) American

3. Houston Intercontinental (IAH) United

4. Monterrey International Airport (MTY) Aerus

1.5 Contract Term

Contract Term Details: The Contract, pending City Commission approval, includes a Base Period, an Optional Renewal Period, and a Total Contract Term as follows:

• Base Period: This initial period will begin upon City Commission approval and end on September 30, 2028

• Optional Renewal Period: There will be one (1) optional renewal period of up to two (2) years.

o First/Final Renewal Period: October 1, 2028, to September 30, 2030

• Total Term of the Contract: Including the three (3) Year Base Period and the two (2)-year Optional Renewal

Period, the total contract term shall not exceed five (5) years, with a final end date of September 30, 2030, if all renewals are exercised.

The City reserves the right to make a single award, multiple awards, or no award, as determined to provide the best value to the City and consistent with the evaluation criteria in this RFP.

1.6 Point of Contact

For information regarding bidding procedures contact Ms. Jaydy Valdez , Buyer or Mr. Damian Espinoza, Procurement Director, via Bonfire or email at purchasing@brownsvilletx.gov

1.7 Unauthorized Communication

Any oral communications are considered unofficial and non-binding with regard to this RFP. After the release of this solicitation, Proposer(s) are prohibited from contacting or communicating with any City officer, employee, or representative regarding this RFP other than (i) the point of contact designated herein. No officer, employee, agent, or representative of the Proposer(s) shall, directly or indirectly through others, have any contact or discussion, oral or written, with any members of the City Commission; members of the RFP evaluation, interview, or selection panels; City staff or City’s consultants, or seek to influence any City Commission Member, RFP evaluator, City staff, or City’s consultants regarding any matters pertaining to this solicitation, except as expressly provided herein. IF A REPRESENTATIVE OF ANY PROPOSING

COMPANY VIOLATES THE FOREGOING PROHIBITION BY CONTACTING ANY OF THE

ABOVE-LISTED PARTIES WITH WHOM CONTACT IS NOT AUTHORIZED, SUCH CONTACT

MAY RESULT IN THE PROPOSER BEING DISQUALIFIED FROM THE IFB/RFP/RFQ/OR ANY

OTHER PROCUREMENT RELATED PROCESS.

https://brownsvilletx.bonfirehub.com/ mailto:purchasing@brownsvilletx.gov

1.8 Submission of Clarifications or Changes

All requests for clarifications must be submitted in Bonfire no later than the date specified in the Calendar of Events.

1.9 Submission of Proposals

Respondents are responsible for ensuring their RFP response is complete and submitted in a timely manner.

Proposals received after the deadline will not be opened, evaluated, or considered, regardless of circumstances.

The City of Brownsville reserves the right to negotiate with proposers within a competitive range and to reject any and all proposals. At the sole discretion of the City, the events and dates listed in this solicitation are subject to change or cancellation, with notice provided through addenda posted on the Bonfire portal. The contents of the proposal will become part of the resulting contract; therefore, Proposers should ensure that all information is accurate, complete, and free of conditions that might limit the City’s rights.

1.10 Budget Information

The City of Brownsville will not be disclosing budget information for this project. Proposers are expected to submit their most competitive pricing in response to this RFP.

1.11 Funding Notice

Local funds will be used and shall comply with all applicable local procurement laws, regulations, and policies.

1.12 Equal Employment Opportunity

The City of Brownsville is an Affirmative Action/Equal Opportunity Employer. Minority Business Enterprises, Small Business Enterprises, Women Business Enterprises, and Labor Surplus Area firms are encouraged to submit proposals.

2 Scope of Work

2.1 Project Description

As part of its commitment to enhancing passenger experience, and operational efficiency, the Brownsville South Padre Island International Airport (BRO) is experiencing increasing demands on their airport technology infrastructure. Current proprietary or airline-specific systems do not fully address the evolving operational needs of a growing airport environment, particularly as new carriers, seasonal services, and fluctuating passenger volumes place added pressure on check-in, boarding, and baggage processes.

The implementation of Common Use equipment will support a modern, flexible, and cost-efficient operational model. This investment will allow multiple airlines to share standardized resources, reduce infrastructure redundancies, and ensure consistency in passenger processing. The project will help establish a reliable and scalable technology framework that meets both current and future needs, while aligning with industry standards and practices at comparable airports.

2.2 Scope of Services

The selected respondent will be responsible for providing all necessary hardware, software, implementation services, and ongoing support to establish a fully functional Common Use environment at Brownsville South Padre Island International Airport (BRO). The scope of work shall include, but is not limited to, the following:

1. Installation and Configuration o Installation of Common Use hardware and software at:

Ticket Counter Workstations: three (3) ticket counters, with two (2) positions each, for a total of six (6) positions.

Gate Area Workstations: two (2) gate counters, with two (2) positions each, for a total of four (4) positions.

o Site preparation, cabling, and device setup based on tailored requirements for check-in, bag drop, and boarding areas.

o Hardware to include monitors, CPUs, keyboards, printers, scanners, and any required peripherals to support Common Use Passenger Processing Systems (CUPPS) standards.

o Hardware to include all necessary equipment for passenger check-in, boarding, and baggage processing.

o Full installation, configuration, and integration of all Common Use equipment and software.

o Testing, certification, and acceptance of the system prior to operational use.

2. System Implementation o Full installation, configuration, and integration of all Common Use equipment and software.

o Validation and testing with airline partners to ensure operational readiness.

o Testing, certification, and acceptance of the system prior to operational use.

o Verification of system performance, connectivity, and compliance with industry standards.

3. Training and Documentation o Comprehensive user training for both airport and airline staff.

o Provision of detailed operational manuals, quick reference guides, and access to online knowledge bases.

4. Software as a Service (SaaS) / Subscription Licensing o Provision of a subscription-based licensing model for Common Use software, including all updates and upgrades, for a period of five (5) years.

o Annual costs must be clearly itemized on a per-year basis.

5. Spare Equipment o Respondents shall provide an adequate number of spare units (to be proposed) for critical equipment such as workstations, printers, and scanners to ensure uninterrupted operations.

6. Maintenance and Support o Ongoing technical support, preventive maintenance, and corrective repair services throughout the duration of the agreement.

o Clearly defined Service Level Agreements (SLAs) including response and resolution times.

o Provision of software updates, security patches, and hardware lifecycle management.

7. Future Expansion (Optional) o Pricing and implementation plan for the potential addition of:

Up to Four (4) additional ticket counters with two (2) positions each (8 additional positions).

Two (2) additional gate counters with two (2) positions each (4 additional positions).

o Expansion costs shall be provided in the proposal but will only be executed at the discretion of the airport during the term of the agreement.

8. Other Costs o Proposers must disclose any additional costs required for project completion and ongoing operations over the life of the agreement (e.g., cabling, installation labor, integration fees, travel, shipping, etc.).

2.3 System Requirements

The CUPPS solution must deliver a secure, reliable, and scalable environment that complies with industry standards and supports the operational needs of Brownsville South Padre Island International Airport (BRO).

1. Core Features

• Cloud-hosted CUPPS application compatible with Windows-based terminals.

• Access to multiple airlines’ Departure Control Systems (DCS) from a single workstation.

• Seamless integration with peripherals, including:

o Boarding pass and bag tag printers.

o Boarding pass scanners and passport readers.

o Weight scales and baggage belts.

o Monitors, CPUs, keyboards, and other necessary hardware.

• Plug-and-play capabilities for device management.

2. Cloud Integration and Customizability

• Centralized cloud platform for real-time device monitoring, diagnostics, and updates.

• Usage analytics for operational insights and revenue management.

• Configurable device combinations for check-in, bag drop, and gate operations.

• Ability to add or update supported airlines remotely.

3. Cybersecurity, Data Protection, and Compliance

• End-to-end encryption for all data in transit and at rest.

• Role-based access controls (RBAC) and multi-factor authentication (MFA).

• Regular vulnerability assessments and penetration testing.

• Compliance with applicable federal, state, and local data protection regulations (e.g., NIST, CJIS, or

GDPR if applicable).

• Documented incident response and breach notification procedures.

4. System Interoperability and Integration

• Integration with existing airport systems (e.g., baggage handling, access control, and flight information display systems).

• Compliance with IATA, AEA, and CUPPS standards.

• Open APIs or middleware to support third-party system integrations.

• Remote configuration and airline onboarding without on-site intervention.

5. Cloud Hosting and SaaS Requirements

• Disclosure of hosting region and data residency policies.

• Minimum 99.9% uptime SLA and disaster recovery capabilities.

• Secure remote access for authorized personnel.

• Updates, patches, and upgrades must be included in the SaaS subscription.

6. Auditability, Reporting, and Lifecycle Management

• Comprehensive audit logs for all user and system activity.

• Real-time dashboards and historical reporting for operational metrics.

• Exportable reports in standard formats (CSV, PDF, etc.).

• Five-year technology roadmap outlining planned upgrades and support timelines.

• Five-year hardware and software support commitment.

• 24/7 technical support with defined escalation procedures.

• Provisions for end-of-life transitions and data migration.

2.4 Minimum Qualifications

Each Proposer must provide information demonstrating that it is qualified to perform the services described in the Scope of Work. Proposers must demonstrate their capability to deliver the required services, manage the project effectively, and ensure successful completion in compliance with applicable laws and standards. At a minimum, Proposers must demonstrate the following qualifications:

1. Relevant Experience – A minimum of five experience providing services of comparable size and scope.

2. Past Performance – At least three completed projects of similar nature within the last five years.

3. Key Personnel –Identification of certified installation personnel and a designated customer support/contract oversight representative, with proven qualifications in airport technology infrastructure implementing Common Use Passenger Processing Systems.

4. Financial Capacity – Sufficient financial strength to successfully perform under the resulting contract (as demonstrated by financial statements or other supporting documentation).

If a Proposer cannot meet one or more of the minimum requirements, the Proposer may provide supporting evidence demonstrating its ability to successfully complete the services, including the experience of management staff on similar contracts.

Insurance and Bonding (if applicable)

• All Proposers must be able to provide insurance coverage meeting the requirements outlined in Section 5 (Terms and Conditions).

2.5 Objectives

1. Implement a Common Use platform that provides flexibility for multiple airlines to operate seamlessly using shared equipment and infrastructure.

2. Enhance passenger processing efficiency at check-in, boarding, and baggage areas through standardized, reliable, and scalable technology solutions.

3. Maximize cost efficiency by reducing duplicative airline-specific infrastructure and creating a sustainable model for equipment lifecycle, maintenance, and upgrades.

4. Support operational growth and adaptability by implementing technology that can accommodate seasonal fluctuations, new carriers, and evolving passenger service models.

5. Establish a partnership framework with a respondent capable of providing ongoing technical support, system upgrades, and training to ensure long-term success of the Common Use environment.

2.6 Project Schedule

The City anticipates issuing a Notice to Proceed within fourteen (14) calendar days of contract execution. The successful Proposer shall conduct a kickoff meeting with City staff within two (2) weeks of the Notice to Proceed.

2.7 Performance Requirements

The successful proposer must comply with the following performance requirements, as applicable to the project:

• Timely delivery of goods or completion of services within the project schedule.

• Compliance with all applicable federal, state, and local codes, standards, and regulations.

• Quality assurance and warranty provisions as specified.

• Coordination with City staff and other contractors as necessary.

• Safety compliance with OSHA and City standards.

2.8 Reference to Technical Documents

The following technical documents are incorporated by reference and provided as separate files in the City’s Bonfire procurement portal at https://brownsvilletx.bonfirehub.com. Proposers are responsible for reviewing these documents in their entirety prior to submission. Failure to acknowledge or comply with the requirements set forth in these documents may result in disqualification.

• Ticket and Gate Area Drawings

3 Proposal Instructions

3.1 General Requirements

All proposals must be submitted electronically through the City’s Bonfire portal at https://brownsvilletx.bonfirehub.com no later than the date and time specified in Section 1 (General Information). Proposals received after the deadline will not be opened or considered.

Proposals must be complete, organized, and signed by an officer or other authorized representative of the firm.

Any costs incurred in preparing or submitting a proposal are the sole responsibility of the Proposer

3.2 Proposal Format

Proposals shall be organized into chapters. Each chapter should be clearly labeled, and responses should be complete and concise.

Once submitted, proposals become the property of the City and will not be returned. Proposals must be signed by a duly authorized official of the firm or by an authorized agent with written proof of authority. Proposals that fail to follow the required format or omit requested information may be deemed non-responsive and excluded from further evaluation. Proposals transmitted by telegraph, facsimile, or other non-approved electronic means will not be considered. Proposals may not be withdrawn after the closing deadline, except as permitted by law.

The City of Brownsville reserves the right to reject any and all proposals, to waive informalities or irregularities in the best interest of the City, and to rely on information contained in the proposal, obtained from references, or secured through other sources as part of its evaluation. Conditional or incomplete proposals may be rejected at the City’s sole discretion. At the sole discretion of the City, the events and dates listed in this solicitation are subject to change or cancellation, with notice provided through addenda posted on the Bonfire portal. The contents of the proposal will become part of the resulting contract; therefore, Proposers should ensure that all information is accurate, complete, and free of conditions that might limit the City’s rights.

Proposers shall furnish documentation that identifies the following:

Chapter 1 – Letter of Intent

• Signed by an authorized representative, confirming the Proposer’s intent to provide services in accordance with this RFP 's terms and conditions, for the Rates (prices) submitted with the Proposal.

• Identify the primary point of contact for the proposal.

Chapter 2 – Experience, Qualifications, and Past Performance

• Company history, years in business, and areas of expertise.

• Relevant experience with projects of similar size and scope within the last five years.

• Provide at least three references for comparable projects (include client name, project title, year completed, and contact information). (Please use form 11- References and include in chapter).

https://brownsvilletx.bonfirehub.com/

• Disclosure of any litigation or default history within the last ten (10) years.

Chapter 3 – Staffing/Key Personnel & Implementation

• Organizational chart showing key personnel and reporting structure.

• Résumés of the Project Manager/Lead Professional and other key staff.

• Availability of proposed personnel for this project.

• Identification of subcontractors (if any) and their role in the project.

• Explanation of training and knowledge transfer approach for airport and airline staff.

• Explanation of risk management strategies for implementation and operations.

Chapter 4 – Project Methodology/Management and Technical Approach

• Narrative description of the Proposer’s approach to accomplishing the Scope of Work.

• Description of deliverables and schedule for completing the project. Provide a realistic project timeline, including milestones, and resource allocation.

• Explanation of quality control and project management processes.

• Explanation of proposed solutions for hardware, software, SaaS/subscription, spares, and support.

• Showcase compliance abilities with industry standards (IATA, CUPPS, AEA).

• Explanation of scalability of the proposed solution to accommodate future expansion needs.

Chapter 5- Support and Maintenance

• Description of proposed maintenance services and support program, including Service Level Agreements (SLAs).

• Explanation the availability of spare equipment and approach to maintain proper responsiveness to service calls.

• Explanation of Approach to software updates, security patches, and technology lifecycle management.

Chapter 6 – Budget and Fees

• Itemized fee schedule or cost proposal.

• Estimated reimbursable expenses.

• Identification of any cost assumptions or contingencies.

• Lead Time and Implementation Schedule: Proposer shall include a detailed lead time schedule outlining delivery timelines for hardware, software, installation, training, and any related services.

Chapter 7 – Required Forms and Certifications Proposers must submit all required forms and certifications listed below. Failure to complete and submit these forms may result in the proposal being deemed non-responsive.

• City-Issued Forms The following forms are provided as separate attachments on the City’s Bonfire procurement portal and must be completed and returned with the proposal:

o Form 1 –Proposal Acknowledgment & Authorized Contact Information o Form 2 – Statement of Conflict of Interest o Form 3 – Texas Ethics Commission Certificate of Interested Parties (Form 1295) o Form 4 – Respondent’s Statement of Organization o Form 5 – Non-Collusive Affidavit o Form 6 – Litigation Disclosure o Form 7 – Disclosure of Interest o Form 8 – References o Form 9 – Proposed Deviations o Form 10 – Cost/Price Proposal Form o Addenda Acknowledgement Form (to be provided with each issued addendum) o HUB Information

• Vendor-Produced Forms

In addition to the City forms, vendors are responsible for providing certain documents that are not prepared or issued by the City. These must be completed by the vendor and uploaded in Bonfire with the proposal response in addition to City-issued forms. Proposers must submit the following documents prepared by the Proposer:

o Certificate of Insurance (meeting requirements in Section 5 – Terms and Conditions).

o Financial Statements or Proof of Financial Capacity (if requested under Section 2 – Scope of

Work or Section 2.3 – Minimum Qualifications).

o Manufacturer Documentation, Technical Data Sheets, or Service Descriptions (if requested in

Section 2 – Scope of Work).

o Any additional documents specifically requested in this RFP.

3.3 Withdrawal or Modification of Proposals (Prior to Deadline)

Proposals may be withdrawn or modified at any time prior to the submission deadline through the City’s Bonfire portal. After the deadline, no changes, additions, or withdrawals will be permitted.

3.4 Confidentiality / Texas Public Information Act

All documents submitted in response to this solicitation are subject to the Texas Public Information Act (Texas Government Code Chapter 552). Proposers must clearly mark any portion of their submission that they consider confidential, proprietary, or trade secret.

The City will honor such designations to the extent allowed by law; however, the final determination of whether such information may be withheld rests with the Texas Attorney General or a court of competent jurisdiction.

4 Evaluation and Award

4.1 General Evaluation Approach

Proposals will be evaluated to determine which Proposer offers the best overall value to the City, considering price and other evaluation factors identified in this RFP. The evaluation process will be conducted in a fair, impartial, and transparent manner consistent with applicable local, state, and federal laws and regulations. Final award and contract execution are subject to approval by the Brownsville City Commission.

4.2 Evaluation Committee

All proposals will be evaluated by an Evaluation Committee composed of City staff and/or subject matter experts. The Committee may consult with other City representatives, legal counsel, or outside advisors as needed.

4.3 Steps in the Evaluation Process

• Step 1 – Compliance Review Proposals will undergo an initial screening to confirm that they meet the mandatory submission requirements outlined in this RFP. Proposals failing to meet these requirements may be deemed non-responsive and excluded from further consideration.

• Step 2 – Review and Scoring of Technical Criteria Responsive proposals will be evaluated on technical merit, which may include:

o Understanding of the project requirements and scope.

o Methodology, approach, and work plan.

o Qualifications, abilities, and reputation of the Proposer.

o Experience of key personnel and project team.

o Past performance and references.

o Financial and litigation history.

• Step 3 – Review and Scoring of Cost Proposal Cost proposals will be evaluated for overall cost-effectiveness. The City may use a variety of methods to assign cost scores, including formula-based scoring, ranked or tiered scoring, range or band scoring, or other approaches that ensure fair and meaningful differentiation between proposals. Where appropriate, the City may also consider life-cycle costs, cost reasonableness, cost realism, and cost balance. The specific approach may vary depending on the number of proposals received, the funding source, and the nature of the procurement. Where federal funds are involved, evaluations will comply with applicable cost principles and procurement requirements under 2 CFR Part 200.

• Step 4 – Shortlisting (Competitive Range) Based on initial technical and cost evaluations, the Committee may establish a competitive range of the most highly rated proposals. Proposers within this range may be invited to participate in oral interviews, presentations, or clarifications.

• Step 5 – Negotiations and Best and Final Offer (BAFO) The City may conduct negotiations with Proposers in the competitive range. Following negotiations, the City may request Best and Final Offers (BAFOs). BAFOs will be evaluated against the same criteria, with adjustments based on negotiations and clarifications. The City reserves the right to make an award without negotiations or BAFOs if deemed in the City’s best interest.

• Step 6 – Recommendation and Award The Evaluation Committee will prepare a recommendation to the City Commission. The Commission, at its sole discretion, will make the final award decision. The City reserves the right to reject any or all proposals, waive minor informalities, and award in whole, in part, or not at all.

4.4 Evaluation Criteria and Scoring

Criteria Points

Minimum Qualifications (Pass/Fail) –

Relevant Experience & Qualifications 30

Technical Approach & Solutions Design 20

Support and Maintenance (Lifecyle Services) 15 Implementation Plan and Project Management 15 Cost 20

Total Available 100

• Relevant Experience & Qualifications (30 points): Demonstrated competence and experience with similar projects implementing Common Use Passenger Processing Systems (CUPPS), and related solutions at airports of similar size or complexity. Demonstrated proven track record of successful deployments, with a minimum of three (3) references from previous clients. Qualifications and availability of the key staff/ project team, including technical certifications and industry expertise.

Demonstrated financial stability and ability to deliver within project requirements.

• Technical Approach & Solutions Design (20 points): Strength and clarity of proposed methodology, work plan, schedule, and quality control measures. Completeness and clarity of the proposed solution for hardware, software, SaaS/subscription, spares, and support. Demonstrated Ability to comply with industry standards (IATA, CUPPS, AEA). Scalability of the proposed solution to accommodate future expansion needs.

• Support and Maintenance (Lifecyle Services) (15 points): Strength of proposed maintenance and support program, including Service Level Agreements (SLAs). Availability of spare equipment and responsiveness to service calls. Approach to software updates, security patches, and technology lifecycle management.

• Implementation Plan and Project Management (15 points): Completeness, organization, and relevance of the proposal; alignment with City requirements; and demonstrated understanding of the City’s needs. Realistic project timeline, including milestones, and resource allocation. Approach to training and knowledge transfer for airport and airline staff. Risk management strategies for implementation and operations. Lead time and implementation schedule including the delivery timelines for hardware, software, installation, training, and any related services.

• Cost (20 points): Total proposed cost and overall value to the City, including evaluation of cost reasonableness and realism. Clarity and transparency of all costs, including hardware, SaaS/subscription, maintenance and support, integration and customizability, installation and configuration, system implementation, training, spare equipment, and optional expansion.

4.5 Oral Interviews, Presentations, and Negotiations

As part of the evaluation process, the City may invite shortlisted Proposers to participate in oral interviews, presentations, or demonstrations. These sessions are intended to clarify proposals, confirm the Proposer’s ability to meet project requirements, and provide evaluators with additional insight into the qualifications, methodology, staffing, and technical approach of each Proposer. The Evaluation Committee may adjust scores based on interview results; however, adjustments must be tied to the evaluation criteria in Section 4.4.

Interviews should not introduce new evaluation criteria beyond those identified in this RFP.

If negotiations are conducted, they may address technical requirements, terms and conditions, pricing, or other elements of the proposal. Following negotiations, the City may request Best and Final Offers (BAFOs).

Proposers are advised to submit their proposals on the most favorable terms, as the City reserves the right to award a contract without conducting interviews, negotiations, or requesting BAFO.

4.6 Basis of Award

The City may award a contract in whole, in part, or by groupings of services, if such action is determined to provide the best value to the City, consistent with the evaluation criteria set forth in this RFP. The City also reserves the right to make multiple awards when such possibility is stated in this RFP and when consistent with applicable laws and funding requirements. In the event of a tie score, the City will follow the procedures outlined in Texas Local Government Code §271.901. If federal or state funding requirements prohibit the use of local preference in resolving a tie, the City will use a random selection method (such as drawing lots) to determine the award.

4.7 Single Proposal

In the event that only one proposal is received, the City will evaluate the proposal in accordance with the published evaluation criteria to determine whether it represents best value to the City. The City may also conduct a cost and technical analysis to determine whether the proposal is fair and reasonable. Based on this review, the City may make an award, negotiate with the Proposer, or reject the proposal and re-advertise the solicitation.

5 Terms and Conditions

5.1 Standard Terms and Conditions Reference (Exhibit A)

The City of Brownsville’s Standard Purchasing Terms and Conditions (Exhibit A) are incorporated herein by reference and shall govern all resulting contracts unless expressly modified by this solicitation. By submitting a proposal, the Proposer acknowledges receipt and acceptance of Exhibit A.

5.2 Proposal Validity / Firm Offer Period

A proposal may not be withdrawn or cancelled by the Proposer for a period of ninety (120) calendar days following the proposal due date, and Proposer so agrees upon submittal. During this period, the City may accept a proposal and negotiate terms consistent with this RFP. Any attempted withdrawal after the deadline and within the irrevocability period may result in forfeiture of any proposal security (if applicable) and may affect the Proposer’s responsibility determination in future City solicitations.

5.3 Withdrawal of Proposal

Proposal may not be withdrawn or cancelled by the Proposer after the submission deadline. By submitting a proposal, the Proposer acknowledges and agrees that its proposal shall remain valid and enforceable for the full Pricing Period identified in Section 5.2.

5.4 Proposal Price Revisions (If Applicable)

Unless otherwise stated in this RFP or the resulting contract, prices shall remain firm for the initial contract term. If a price revision mechanism is permitted, revisions may occur only when supported by verifiable market documentation (e.g., published indices or manufacturer notices) and must:

• Be submitted in writing to the City before the revised prices go into effect; and

• Include detailed documentation supporting the revision.

Such revisions must also be supported by continuing written notices for each thirty (30) day period that the revised prices remain in effect.

Discounts, delivery, and services accepted as part of the proposal are not subject to revision.

5.5 Availability of Funds / Non-Appropriation

This procurement is subject to the availability of funding. The City’s obligation hereunder is contingent upon the availability of appropriated funds from which payment for the Contract purposes can be made. No legal liability on the part of the City for any payment shall arise until funds are made available to the Contracting Officer for this Contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. Any award of Contract hereunder will be conditioned upon said availability of funds for the Contract. In the event sufficient appropriation, grants, and monies are not made available to City to pay these services for any fiscal year, this Agreement shall terminate without further obligation of City. In such event, the City Manager of City shall certify to contractor that sufficient funds have not been made available to City to meet the obligations of this Agreement; such certification shall be conclusive upon parties.

5.6 Termination by the City

The City may terminate the contract, in whole or in part, for convenience or cause by providing thirty (30) days’ written notice to the Contractor. If terminated for cause due to the Contractor’s default, the City may pursue all remedies available under law or equity, including procurement of substitute services at the Contractor’s expense.

5.7 Indemnification

PROPOSER covenants and agrees to FULLY INDEMNIFY, DEFEND and HOLD HARMLESS, the CITY and the elected officials, employees, officers, directors, volunteers and representatives of the CITY, individually and collectively, from and against any and all costs, claims, liens, damages, losses, expenses, fees, fines, penalties, proceedings, actions, demands, causes of action, liability and suits of any kind and nature, including but not limited to, personal or bodily injury, death and property damage, made upon the CITY directly or indirectly arising out of, resulting from or related to PROPOSER’S activities under this contract, including any acts or omissions of PROPOSER, any agent, officer, director, representative, employee, consultant or subcontractor of PROPOSER, and their respective officers, agents employees, directors and representatives while in the exercise of the rights or performance of the duties under this contract. The indemnity provided for in this paragraph shall not apply to any liability resulting from the negligence of CITY, its officers or employees, in instances where such negligence causes personal injury, death, or property damage. IN THE EVENT PROPOSER AND CITY

ARE FOUND JOINTLY LIABLE BY A COURT OF COMPETENT JURISDICTION, LIABILITY SHALL

BE APPORTIONED COMPARATIVELY IN ACCORDANCE WITH THE LAWS FOR THE STATE OF

TEXAS, WITHOUT, HOWEVER, WAIVING ANY GOVERNMENTAL IMMUNITY AVAILABLE TO

THE CITY UNDER TEXAS LAW AND WITHOUT WAIVING ANY DEFENSES OF THE PARTIES

UNDER TEXAS LAW.

The provisions of this INDEMNITY are solely for the benefit of the parties hereto and not intended to create or grant any rights, contractual or otherwise, to any other person or entity. PROPOSER shall advise the CITY in writing within 24 hours of any claim or demand against the CITY or PROPOSER known to PROPOSER related to or arising out of PROPOSER's activities under this contract, and shall see to the investigation and defense of such claim or demand at PROPOSER's cost. The CITY shall have the right, at its option and at its own expense, to participate in such defense without relieving PROPOSER of any of its obligations under this paragraph.

5.8 Insurance Requirements

The Proposer shall, at its own expense, maintain insurance coverage meeting or exceeding the following requirements for the duration of the contract:

• Workers’ Compensation: Statutory, with Employer’s Liability limits of not less than $500,000 each accident/disease. If Contractor is not legally required to carry Workers’ Compensation, Contractor shall provide alternative coverage acceptable to the City.

• Commercial General Liability (CGL): $1,000,000 per occurrence / $2,000,000 aggregate, including premises, operations, independent contractors, products/completed operations, personal injury, and contractual liability coverage.

• Automobile Liability: $1,000,000 combined single limit, covering all owned, hired, and non-owned vehicles.

• Umbrella/Excess Liability: $1,000,000 per occurrence and aggregate.

• Additional Coverages (as applicable): Professional Liability/Errors & Omissions ($1,000,000 minimum); Cyber Liability ($1,000,000 minimum).

Required Endorsements:

• The City of Brownsville shall be named as Additional Insured on the CGL and Auto policies.

• Policies shall include a Waiver of Subrogation in favor of the City.

• Coverage shall be primary and non-contributory to any insurance carried by the City.

Certificates of Insurance:

Contractor shall provide valid certificates of insurance prior to contract execution and upon renewal. Each certificate must state that coverage shall not be canceled, materially changed, or non-renewed without thirty

(30) days’ prior written notice to the City.

5.9 Protest Procedures

The City of Brownsville maintains a formal protest procedure in accordance with its Procurement Policy.

Prior to Bid/Proposal Due Date:

• If a prospective Proposer/proposer becomes aware of a deficiency in the solicitation or solicitation process before the due date, the Proposer/proposer must notify the City Attorney’s Office in writing no later than five (5) calendar days before the due date. This allows the City to address the situation prior to the closing date.

After Bid/Proposal Due Date:

• A Proposer/proposer may protest the solicitation process or recommended award by:

1. Filing a written notice of intent to protest within five (5) calendar days of the date the Proposer/proposer knew or should have known of the facts giving rise to the protest. Failure to file this notice waives the right to protest.

2. Filing a formal written protest within seven (7) calendar days after the notice of intent is filed.

The protest must include:

• Name, address, telephone, and email of the protestor;

• The solicitation number;

• A detailed statement of the factual grounds for the protest with supporting documents;

• Signature of the protestor or authorized representative;

• The form of relief requested; and

• A concise and logical presentation of facts.

Review and Hearing:

• Upon receipt of a timely protest, the City Attorney will determine whether the grounds are sufficient.

• If sufficient, the Procurement Office will schedule an informal hearing (not subject to the Open Meetings Act) usually within five (5) working days.

• A written decision will typically be issued within fifteen (15) calendar days after the hearing.

Exceptions; Restrictions:

• The City will generally not make an award until a protest is resolved.

• However, the City Manager may authorize award without delay if:

o The City urgently requires the goods or services, or o Failure to award promptly will unduly delay delivery or performance.

Federal Agency Review:

• Protestors must exhaust all administrative remedies with the City before appealing to a federal agency.

• Federal review is limited to:

o Violations of federal law/regulations, or o Violations of the City’s Protest Procedures for failure to review a complaint.

• Any protest sent to a federal agency outside these grounds will be referred back to the City.

5.10 Restrictions on Lobbying & Political Contributions

A vendor/contractor or their agent is prohibited from lobbying activities with City officials, including elected officials, and employees regarding a proposed contract from the time a solicitation (RFP, RFQ, IFB, or other procurement) has been released until the contract is posted as a City Commission agenda item. If contact is required, such contact shall be made only in accordance with the procedures set forth in Section 1.6 (Authorized Contact) of this IFB. Violation of this provision by respondents or their agents, including lobbyists, may result in disqualification of the respondent’s offer. A parallel no-contact provision applies to lobbyists and their agents.

Further, the following…