Request for Proposals

Automobile Rental Service Concessionaire Eugene Airport

Solicitation No. RFP 20262028 Due Date and Time:

Tuesday, July 28, 2026 at 2:30PM PST

NON-MANDATORY PRE-PROPOSAL CONFERENCE

Tuesday, June 16, 2026 at 1:00PM PST Location: Eugene Airport Terminal Mezzanine

28801 Douglas Dr., Eugene OR or via Microsoft Teams Meeting Microsoft Teams Meeting Link

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F260318288065161%3Fp%3DAYCsJRP3tjEnfv8TAu&data=05%7C02%7CDSchmidt%40eugene-or.gov%7C920a242634ec4552c78608debd965da8%7C0c0d3453aa1d41bc8aa35c843d4ca0e8%7C0%7C0%7C639156650691649370%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=PvfjqTQFHeLFIV59NVzw9NAAkcy1shXKopnR%2FRGiD5I%3D&reserved=0

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 1

I. REQUEST FOR PROPOSALS

CITY OF EUGENE

REQUEST FOR PROPOSALS

Solicitation No. RFP 20262028

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Automobile Rental Service Concessionaire at the Eugene Airport for the City of Eugene will be accepted by the Purchasing Office until Tuesday, July 28, 2026 2:30 PM PST. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of proposals received will be made.

Proposals will not be accepted after the Request for Proposals (RFP) closing time and date.

Proposals shall be valid for 60 days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description The City owns and operates the Eugene Airport (EUG) and is soliciting proposals from interested companies for providing rental car services to benefit air travelers and the public at the Eugene Airport. The agreement, in the form of a concessionaire contract, will be for a five-year term, with the option to renew it for an additional 5-year term. The City anticipates awarding up to six contracts dependent on counter space available.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046. Contact the Purchasing Analyst below if a proposal cannot be submitted via OregonBuys.

Non-Mandatory Pre-Proposal Conference A non-mandatory pre-proposal conference will be held on Tuesday, June 16, 2026 at 1:00 pm PST at the Eugene Airport Terminal Mezzanine located at 28801 Douglas Dr., Eugene OR.

or remotely via Microsoft Teams Meeting. Proposers are encouraged to attend but the meeting is not mandatory. Statements made by the City’s representatives at the pre-Proposal conference are not binding upon the City unless confirmed by written addendum issued under Section II(8.0) of this RFP.

https://teams.microsoft.com/meet/278739455529710?p=MTBtzZYM04yPBPKPDx https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F260318288065161%3Fp%3DAYCsJRP3tjEnfv8TAu&data=05%7C02%7CDSchmidt%40eugene-or.gov%7C920a242634ec4552c78608debd965da8%7C0c0d3453aa1d41bc8aa35c843d4ca0e8%7C0%7C0%7C639156650691649370%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=PvfjqTQFHeLFIV59NVzw9NAAkcy1shXKopnR%2FRGiD5I%3D&reserved=0

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 2

Single Point of Contact

City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: June 1, 2026

Darren Schmidt Purchasing Analyst dschmidt@eugene-or.gov mailto:dschmidt@eugene-or.gov

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 3

II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046, or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a request for solicitation clarification or change, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047- 0730(6), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 4

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under ORS 279B.055, 279B.060, and 279B.085 as set forth in 279B.405(2). Pursuant to 137-047-0730, before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies.

Protests must be submitted in writing to the City’s Purchasing Manager no less than seven

(7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 Title VI Solicitation Notice

The City of Eugene, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), 28 CFR § 50.3, and 49 CFR Part 21, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, creed, age, or disability in consideration for an award.

6.0 ACDBE

The requirements of 49 CFR Part 23 and 26, Regulations of the U. S. Department of Transportation, apply to this contract. It is the policy of the Sponsor to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. The Owner encourages participation by all firms qualifying under this solicitation regardless of business size or ownership.

mailto:Eugene.Purchasing@ci.eugene.or.us

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 5

This contract does not have an Airport Concessions Disadvantage Business Enterprise goal. The Owner encourage participation and has determined that the following Small Business Element (SBE) strategies apply to this contract:

(1) Consider the concession opportunities available through all concession models.

(2) On concession opportunities that do not include ACDBE contract goals, require all concession models to provide subleasing opportunities of a size that small businesses, including ACDBEs, can reasonably operate.

(3) Identify alternative concession contracting approaches to facilitate the ability of small businesses, including ACDBEs, to compete for and obtain direct leasing opportunities.

7.0 RESERVED

8.0 ADDENDA AND INTERPRETATIONS

8.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda, but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

8.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

9.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

10.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with the preparation of proposals in response to this

RFP.

11.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

12.0 CITY FURNISHED PROPERTY

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 6

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

13.0 RESERVED

14.0 RESERVED

15.0 RESERVED

16.0 RESERVED RIGHTS

The City reserves the right:

16.1 To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

16.2 To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

16.3 To reject any and all proposals not meeting or differing from the specifications set forth herein.

16.4 To waive any or all informalities in the proposals submitted.

16.5 To consider the competency and responsibility of proposers in making any awards.

16.6 In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

16.7 In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

16.8 To extend the deadline for submitting proposals, in accordance with City Rule 137- 047-0430(3).

16.9 To negotiate additions or deletions to goods and services requested.

16.10 To seek other Proposals, if deemed in the public interest.

17.0 CONSIDERATION OF PROPOSALS

17.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum. Proposers and other interested parties are invited to attend the opening; however, the identity of the successful proposer will not be determined at the opening time.

17.2 The City intends to award up to six (6) contracts to responsible proposer’s submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

17.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

17.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

17.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

17.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-047-0740.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 7

18.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-047-0261 and 137-047-0600 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

19.0 RECYCLABLE PRODUCTS

Proposers shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document, provided said recycled materials meet all applicable standards. Preference for such recycled materials shall be given pursuant to City Rule 137-046-0320

20.0 PUBLIC RECORDS

20.1 This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

20.2 The above restrictions may not include cost or price information which must be open to public inspection.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 8

III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination, and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

http://www.eugene-or.gov/sustainpurch

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 9

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as Eco Logo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of services.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises (DBE) and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level.

The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of services:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 10

IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ..................................................................... June 01, 2026

Non-Mandatory Pre-Proposal Conference ........................... June 16, 2026 at 1:00 PM

Last date to request solicitation clarification or change…………July 20, 2026 by 4:00 PM

Last date to protest solicitation…………………...……...…… ….July 21, 2026 by 4:00 PM

Proposals due no later than………...……....…............... . ……July 28, 2026 at 2:30 PM

Notice of Intent to Award……………………………..…………no later than August 6, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 11

V. REQUIREMENTS / SPECIFICATIONS

Introduction

Eugene Airport is a small-hub commercial service airport with nonstop service to Burbank, Denver, Las Vegas, Los Angeles, Oakland, Phoenix – Mesa, Phoenix – Sky Harbor, Sacramento, Salt Lake City, San Diego, San Francisco, San Jose, Santa Ana, Portland, Chicago, Palm Springs and Seattle. The airport is served by seven scheduled airlines, frequent charter operations, cargo operations and general aviation. The airport is owned and operated by the City of Eugene, Oregon.

EUG consistently served over 1.7 million passengers per year.

Eugene Airport is requesting proposals from qualified automobile rental providers to provide vehicle rental service to EUG air travelers as well as the public, with the intent to establish up to six (6) five-year term concessionaire contracts, with one optional extension term of five (5) years, exercisable at the sole discretion of the Airport. The successful proposers will be able to operate a profitable automobile rental service at the Eugene Airport that meets the needs of EUG customers.

History

The current terminal building was originally constructed in 1964, with major remodeling and additional construction completed in 1989. A small expansion of the A-gate hold room was completed in 2008.

In 2017, the Eugene Airport completed a major renovation and expansion of the existing terminal building. The 24-month project focused on several key areas, including the security screening checkpoint, B-gate hold room, A-gate concourse, and baggage claim area, with the goal of easing congestion and improving passenger functionality. The terminal expansion included 12,800 square feet of new construction and 19,350 square feet of reconfigured and renovated space, bringing the total terminal footprint to approximately 109,000 square feet.

In 2022, the Airport constructed a 5,600 square foot Quick Turn Around (QTA) facility to support rental car operations. The facility includes two automated car wash bays, two 10,000-gallon above-ground fuel storage tanks serving six dual-handle fuel pumps, and a six dual-hose vacuum system.

The Airport has completed the repaving and restriping of the Rental Car Ready Lot and the construction of the new Rental Car Return Lot, improving operational efficiency and vehicle flow within the rental car service area.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 12

Historic Calendar Year Passenger Counts for EUG

Calendar Year Calendar Year Enplanements Total Passengers

2015 456,903 909,121 2016 494,461 984,175 2017 541,591 1,078,504 2018 585,640 1,168,110 2019 610,374 1,218,104 2020 274,903 546,212 2021 574,804 1,144,028 2022 791,028 1,575,025 2023 859,414 1,719,629 2024 838,645 1,682,311 2025 855,322 1,711,855

Scope of Services

The awarded concessionaires will operate automobile rental services within the Eugene Airport in a manner consistent with the Eugene Airport Standards of Operations (see Exhibit C of the Sample Contract) and the resulting Concession Contract terms and conditions. Airport Automobile Rental Service Concessionaire Contracts awarded will be limited to six.

Automobile rental service providers will not be permitted to service the airport from off-site locations during the term of the Concession Contracts.

The Airport maintains six (6) full-size counter spaces. Concessionaire may operate as a single-brand, dual-brand, or family-brand operation; however, no Concessionaire shall operate more than three (3) brands under a single agreement. Subject to availability and the Airport’s sole discretion, a Concessionaire approved to operate two (2) or three (3) brands may lease up to two

(2) counter spaces and two (2) associated office spaces. If six (6) separate brands are awarded agreements, each Concessionaire shall be limited to one (1) counter space and one (1) office space, though dual-branding within a single space may be permitted with Airport approval. If fewer than six (6) agreements are awarded, each Concessionaire shall lease an equal proportional share of the total counter area identified in Exhibit E, as determined by the Airport. Counter areas will be selected by Companies and agreed to by Airport staff based on the resulting RFP score, with the selections order being from highest to lowest score. Airport may elect to place brands from a single company together to improve staffing efficiency and Company communication.

Each awarded contract will afford the contractor the right to operate an automobile rental service business at the Eugene Airport and will allow use of the following areas:

• Rental Car Counter Area: A space consisting of a counter area and a private office space, within the terminal building as shown in Exhibit E of the Sample Contract. The Rental Car Counter Area shall be for the exclusive use of Concessionaire and shall be used for operation of Concessionaire's automobile rental service and for no other purpose. Concessionaire shall provide all leasehold improvements that it deems necessary, subject to the prior written approval of City. Concessionaire shall also be responsible for providing all office equipment, cabinets, furniture, furnishings and fixtures necessary for the conduct of its business in the Rental Car Counter Area.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 13

• Ready Parking Lot: Airport has identified 146 parking spaces for the purpose of parking rental vehicles readied for use for all Concessionaires’ customers as shown in Exhibit F of the Sample Contract. Concessionaire's proportionate share of the parking spaces in the Ready Parking Area shall be determined as stated in section 3.2 of the attached Sample Contract.

• Return Parking Lot: Airport has constructed a new parking lot for the purpose of parking returned rental vehicles for all Concessionaire’s customers as shown in Exhibit G of the Sample Contract. Concessionaire’s proportionate share of the parking spaces in the Return Parking Lot Area shall be determined as stated in section 3.3 of the Sample Contract.

• QTA Staging Parking Lot: Concessionaire shall be allocated an exclusive area for parking vehicles located near the QTA. Concessionaire’s proportionate share of the parking spaces in the QTA Staging Parking Lot Area shall be determined as stated in section 3.4 of the Sample Contract.

• Consolidated Quick Turn Around Facility (QTA): Concessionaire shall be allocated an exclusive operational area within the Consolidated Quick Turnaround Facility (QTA), as designated by the City, for non-mechanical servicing, interior and exterior cleaning, fueling/charging, and short-term storage of rental vehicles. This space shall include access to wash bays, vacuum stations, and other supporting service functions necessary for efficient turnaround operations. Concessionaire’s proportionate share of the Consolidated Quick Turn Around Facility shall be determined as stated in section 3.5 of the Sample Contract.

1. Rent and Fees

During the contract period, the concessionaire shall pay the City the following rent and fees at the rates specified in the Airport Fee Schedule. This will be paid on a monthly basis.

• Rental Car Counter Area Rent. This is based on Terminal Building Rental Rate, Exclusive & Preferential Space, Signatory.

• Rental Car Ready Space Rent. This is based on Rental Car Ready Space Rent.

• Return Lot Parking Area Rent. This is based on commercial ground lease rate.

• Quick Turn Around Facility Rent. This is based on commercial ground lease rate.

• Customer Facility Charge. During the term of the contract, the Airport shall impose, and the Concessionaire shall collect and remit to the Airport, a Customer Facility Charge (CFC). The amount of each CFC shall be payable directly by each of the Concessionaire’s customers and listed as a separately identified charge for each day or portion thereof that a rental agreement is in force. The CFC shall be designated as “Customer Facility Charge” in the rental agreements, invoices and other communications with customers. Concessionaire shall collect and remit the CFCs to the Airport for each Transaction Day.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 14

2. Concession Fees As consideration for the Concessionaire's right to operate its business at the Airport and to use the Airport to generate customers, in addition to space rentals and other fees specified above, Concessionaire agrees to pay to City a Minimum Annual Guarantee (MAG) or Percentage Fee, whichever is greater. MAG will be in a manner as provided by the Proposer. Percentage Fees over MAG will be paid at 10% (ten percent). EUG reserves the right to inquire into the proposer’s

MAG.

• MAG: A minimum annual guarantee (MAG). MAG will be provided by the proposer for the first year of this Agreement.

• Percentage of Gross Sales Fee. A Percentage Fee in an amount equal to 10% of Concessionaire's Gross Revenue.

The MAG for each subsequent year of this Agreement shall be reset to 85% of the Tenant’s actual Concession Fee paid to the Airport for the previous contract year of this agreement. For any period of less than one (1) calendar year that this Agreement shall be in effect, the Minimum Annual Guarantee shall be calculated on a pro rata basis. Payments of one-twelfth (1/12) of the MAG shall be due in advance without demand, offset of invoice of the first (1st) day of each month during the term of this Agreement.

MAG shall be paid in equal monthly installments on the first day of each calendar month throughout the term of this Contract and any extension or renewal thereof. For example January MAG will be paid on January 1. Percentage of Gross Sales Fee, if owed, shall be paid on or before the 20th day of each calendar month during the term of this Contract and on or before the 20th day of the calendar month following the expiration or earlier termination of this Contract.

Concessionaire shall deliver to City on or before the 20th day of each calendar month a written statement, signed and certified by Concessionaire as being true and correct, setting forth the amount of Concessionaire's Gross Sales during the calendar month preceding.

If the resulting total concession fees paid by Concessionaire exceed the final accounting based on the audited Gross Revenues, Concessionaire shall be entitled to a credit equivalent to such excess. See Sample Contract, Section 4.11 Audits by Concessionaire for more info.

3. Standards of Operation In addition to the Eugene Airport Standards of Operation, see Exhibit C of the Sample Contract, Concessionaire will operate its automobile rental business at the Airport with a high degree of professionalism and operating standards and will strictly comply with the following requirements:

• Manager: Concessionaire shall appoint a full time qualified Manager of its operations at the Airport who shall have full authority to act for and on behalf of Concessionaire. The Manager shall be available during regular business hours. At all times during the Manager's absence, a designated subordinate shall be in charge and available at the Airport.

• Hours of Operation: Concessionaire’s rental car operations shall be open and staffed no later than 7:00 a.m. each day. However, Concessionaire shall ensure that a minimum of one (1) Return Lot attendant is on duty no later than one (1) hour before the first scheduled airline departure each day and shall provide a minimum of two (2) Return Lot attendants during peak travel periods, as reasonably determined by the City.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 15

Concessionaire’s rental car operations shall remain open and staffed until the last airline arrival of the day, including delays, and during such other hours as Concessionaire may desire, unless otherwise approved in writing by the Airport Director. Such hours of operation shall be subject to change in accordance with standards the City may establish in the exercise of its sole discretion.

It is understood that the City may establish required hours of operation without regard to the arrival or departure of regularly scheduled airlines; provided, however, that any additional hours required by the City shall be consistent with the public interest served by Concessionaire’s operations at the Airport.

Concessionaire’s, at a minimum, operate its concessions 7-days a week, 365-days a year from no later than ninety minutes prior to the first scheduled commercial flight of the day until no earlier than sixty minutes after the last schedule commercial flight arrival.

• Type of Operation: Concessionaire shall maintain and operate its rental business in a first-class manner, in accordance with the highest industry standards for operations of similar nature at major airports. Concessionaire shall keep the Premises in a safe, clean, sanitary, orderly, and inviting condition at all times, satisfactory to City. Concessionaire shall furnish good, prompt, courteous, and efficient car rental service, adequate to meet all reasonable demands for its services at the Airport.

• Condition of Automobiles: The automobiles made available to the public for rental by the Concessionaire shall not be more than three (3) model years old, plus current-year models. For example, in 2026, the Concessionaire may rent 2023 and newer models. All automobiles shall be maintained at the Concessionaire’s sole expense, in good operating order, free of known mechanical defects, and kept in a clean, neat, and attractive condition, inside and out.

• Provision of Services to Customers of Fixed Base Operators: Concessionaire shall provide rental car service to customers of the Airport's Fixed Base Operators (FBO's) in a prompt and efficient manner, with minimal delay and inconvenience. Concessionaire shall work with the FBO's concerning location, delivery of rental cars, the times and in quantities that are reasonably necessary to meet the requirements of the FBO's customers. In particular, Concessionaire shall provide rental cars and documentation to the FBO's at time of arrival of customers, upon request, and shall coordinate after-hour rental requirements.

• Personnel: Concessionaire's personnel at the Airport shall be neat, clean and courteous. Concessionaire shall not permit its agents or employees to conduct themselves in a loud, noisy, boisterous, offensive, or objectionable manner or to solicit business outside the space assigned in any manner whatsoever, except for the use of signs constructed and maintained in accordance with the provisions of Section 29 of the Sample Contract.

Concessionaire shall ensure that its employees and agents operate all vehicles on Airport property in a safe and lawful manner. Speeding, reckless driving, or any unsafe operation is strictly prohibited. The City may take the following actions in response to unsafe driving or other unsafe conduct by Concessionaire personnel:

i. First Incident: Verbal warning issued to the employee and notification to Concessionaire.

ii. Second Incident: Written notice issued to Concessionaire’s manager identifying the unsafe conduct and required corrective action.

iii. Third Incident: The City may require the immediate removal of the employee from all Airport property. The employee shall not return without the City’s written

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 16 consent.

Concessionaire shall immediately take any corrective or disciplinary action required by the City. The City may require Concessionaire to remove any employee or agent whose conduct the City determines, in its reasonable discretion, to be detrimental to public safety or to Airport operations. All such actions shall comply with applicable law and Concessionaire’s obligations under any governing collective bargaining agreement.

• Solicitation Prohibited: Concessionaire shall not permit its agents or employees to use pressure sales tactics or to overtly solicit for car rentals or related services offered by Concessionaire under this Agreement. City shall be the sole judge of whether conduct amounts to a violation of this subsection. Upon written notice from City, Concessionaire shall take all necessary steps to eliminate conduct in violation of this subsection and to prevent its recurrence.

• Relationship with Competitors: Concessionaire shall maintain cooperative, albeit competitive, relationships with its competitors at the Airport, and shall not engage in open, notorious, or public disputes, disagreements, or conflicts with competitors that would tend to interfere with quality of the rental car concessions at the Airport.

• Branding: Concessionaire shall be prohibited from operating at the Airport under any brand name or trade name other than the brand name or trade name designated in its response to this RFP, unless this Agreement has been assigned or sublet during its term with the approval of the Airport, pursuant to the terms and conditions of this Agreement.

Except in the event of assignment during the term of this Agreement, Concessionaire shall operate and maintain all signage only under the brand or trade name originally designated in its response to the RFP. No other brand name shall be used or displayed by Concessionaire at the Airport or on the Premises.

• Diversion of Customers Prohibited: No rental car companies will be permitted to service the airport from off-site, during the term of this Agreement. Concessionaire shall not divert or allow the diversion of any prospective rental car concession customers from the Airport to another location. If any such diversion does occur, the diverted transaction shall be deemed to have occurred at the Airport.

• Cost of Operation: Except for the QTA Facility and the Parking Lots, the City shall furnish standard building utilities—including heat, light, air conditioning, water, and electricity—to the Terminal areas of the Premises. Concessionaire shall, at its sole cost and expense, bear all costs associated with operating the concession and shall be responsible for all expenses arising from its use of the Premises and the rights and privileges granted under this Agreement. Such expenses include, without limitation, permit fees, license fees, taxes, and assessments lawfully levied or assessed upon the Concessionaire’s property or upon any structures or improvements situated on the Premises.

• Deliveries: All deliveries to Concessionaire shall be in a manner and location approved in advance by City. Concessionaire is responsible for informing the third-party transporter of the goods as to the proper location for delivery. Further, Concessionaire shall be responsible for all damages incurred by the third-party transporter.

• Washing of Vehicles: Concessionaires shall perform all vehicle washing exclusively within the designated washing areas of the Quick Turnaround (QTA) Facility that are engineered to discharge wash water into the Airport’s sanitary sewer system. All such activities shall be conducted in full compliance with applicable Airport environmental and operational standards.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 17

• Annual Inspection: It is anticipated that on or about July 1 of each year, City will perform an annual maintenance inspection of the Premises. Any deficiencies that are identified in the inspection shall be promptly cured by Concessionaire.

• Limitations: Concessionaire shall not solicit passengers for hire and shall not transport passengers on specific trips or to specific destinations or otherwise engage in any taxicab business or render any type of service to patrons or passengers which are customarily performed by taxicab and limousine services.

• Fuel Facilities Requirements: If Concessionaire operates a Fuel Storage Area at the Airport; Concessionaire shall deliver to City, within thirty (30) days of the commencement of this Agreement, an inspection report dated between September 1, 2026 – November 30, 2026 The inspection shall be of the fuel facilities and the Fuel Storage Area and must be inspected by a qualified independent inspection company approved by City for compliance with then existing applicable laws, rules, regulations and orders, including all environmental laws. Concessionaire shall also obtain and deliver an inspection report no earlier than sixty (60) days prior to the termination of this Agreement with the exception of an incumbent Concessionaire retaining its existing facilities. Additionally, Concessionaire shall provide copies of reports submitted to the Department of Environmental Quality (DEQ) for compliance with DEQ regulations (OAR 340-150-001 through 150) annually on the anniversary of the commencement of this Agreement. If any inspection reveals that there is a deficiency in compliance, Concessionaire shall promptly undertake corrective action to fully cure the deficiency.

• Employee Parking. Employees will park in the Employee parking for a $10 monthly charge. Parking may be paid by either the Employee or Concessionaire. Concessionaire may allow employees to park in designated spaces in their allocated areas if desired.

• Compliance with Laws, Regulations, and Rules: In addition to all other provisions of this Agreement governing Concessionaire’s actions and compliance with laws, during the term of this Agreement, Concessionaire shall at all times strictly observe and comply with the following:

o Airport Rules and Standards.

o City Rules and Directives.

o Laws and Ordinances.

o FAA Rules.

o DHS Rules.

o Environmental Rules and Laws.

• Maintenance. Concessionaires shall comply with all Maintenance, Repair, Alterations, and Improvement obligations as set forth in Section 6 of the Sample Contract. These requirements govern the manner in which Concessionaires must maintain, repair, and improve all areas under their control and ensure that all related activities meet the standards and procedures established by the City.

• Waste Management and Disposal. All Selected Concessionaires operating on City Property are required to separate recyclables and compostable materials from their waste streams and ensure that they are not placed into landfill bound waste containers.

The City administers the waste management contract for the hauling of solid waste and recyclable/compostable materials at the Terminal. Garbage removal from the designated pickup area is included in the Monthly Rent at no additional cost.

• Leasehold Improvements. Concessionaire is responsible for all improvements to the Automobile Rental Service retail locations. Leasehold improvements must be pre-approved by the Airport Director.

Rev 07/2025 RFP No. 20262028 Automobile Rental Service Concessionaire Eugene Airport 18

VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals

1. Cover Letter. A signed cover letter acknowledging that the RFP and sample contract have been fully reviewed. (limit to 1 page)

2. Written proposal. Complete written proposal form addressing the evaluation criteria.

3. Signed Standard Proposal Form

4. Reference Form

5. Active Participation List

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

1. Experience (Maximum Points 10). Acknowledge your experience in operating an automobile rental service at an airport of comparable size to the Eugene Airport.

2. Customer Service Plan (Maximum Points 10). Acknowledge your firm has a plan for dealing with customer requests or complaints and that the plan addresses what measures are available to ensure a great customer experience.

3. Marketing Plan (Maximum Points 10). Acknowledge that your firm has a marketing plan that…