4-Addendum 1 RFP 707-26 QA.pdf

ADDENDUM NO. 1 – RFP NO. 707-26

A/R/C: Concessionaire Services at the Charles W. Eisemann Center

September 16, 2026

Please note that the RFP package for Concessionaire Services at the Charles W.

Eisemann Center has been updated. See under Contract and Proposal Information, Page 25, Item 5, B & C for corrections. See below for changes.

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

C). The City shall also have the right and option to terminate the agreed upon sixty (60) days written notice.

PUBLIC QUESTIONS FROM SEPTEMBER 3, 2026, PRE-BID MEETING AND TOUR OF THE

EISEMANN CENTER (EC)

Question# 1: How many events does the Bank of America Hall book for catered events in a given year?

Answer: 40-50 events

Question# 2: Are the warming units that are in the catering kitchen available to the concessionaire to use?

Answer: Generally, no. On a special occasion, if no catering activity is taking place, the warmers access can be scheduled through EC management, but largely the usage of the warmers in the Lower Level catering kitchen is for the Catering contractors to use.

Question# 3: If a different caterer has an event at the Eisemann Center, how does the liquor service work?

Answer: Concessionaire and the caterer will need to coordinate as the Concessionaire is the holder of the liquor license.

Question# 4: Can we get a report of the past two years of alcohol and food sales?

Answer: See attached.

Question# 5: Are there specific food items that you do not allow to be served in the concession area?

Answer: We allow almost all items in the concession area and in the lobby; food that are not allowed in the theaters are those that are inherently greasy, and/or uncontained such as nachos with dripping cheese sauce, hot dogs or pretzels with condiments potentially dripping or oozing which might soil or stain the seats of the venues. We do ask that foods such as popcorn not be popped on site, as the aroma tends to stick to the surface of the walls and floors and is hard to eradicate. When there is catering provided in the lobbies or in the Bank of America Hall, we do ask that plates of food are not carried into the theaters from the catering buffets unless there are banquet tables set up in the theater for dining.

Question# 6: How often do you have all venues inside the Eisemann Center used at the same time?

Answer: 25 percent of the time.

Question# 7: Is there ever a time during a catered event that glassware can be used?

Answer: Exceptions are on a case-by-case basis and must be cleared through the Eisemann Center’s executive director or a senior manager. Exceptions largely depend on what the scope of the event is and what spaces are being occupied.

Question #8: Is it possible to do mobile ordering?

Answer: Yes, the concessionaire would have to work with the Eisemann Center to facilitate transactions securely.

Question# 9: Can the financial documents be submitted separately from the RFP Proposal?

Answer: Yes, the vendor is allowed to upload multiple files in Bonfire under proposal response.

Question# 10: What do we do with our documents, such as financial statements, if we want them to be excluded from public record?

Answer: Mark the document “Confidential” so that, in the event of an open records request, you will be notified.

Question# 11: Please provide the number of events during the most recent 12 months where bar and/or concession service was provided or required, along with approximate attendance for those events, if available.

Answer: See attached.

Question# 12: Is the concessionaire required to provide concession and/or bar service for every event requested by the Eisemann Center, regardless of anticipated attendance, or are service requirements determined based on event size and expected attendance?

Answer: The concessionaire is required to provide concessions/bar service for every event requested by the Eisemann Center, regardless of anticipated attendance.

Question# 13: Please identify the concession, bar, refrigeration, ice, beverage, storage, and POS- related equipment currently available for use by the selected concessionaire, and clarify responsibility for major repairs and replacement of City-owned equipment.

Answer: A list of the equipment is attached to the RFP packet as ATTACHMENT I, ATTACHMENT II, AND ATTACHMENT III (pages 41-44).

The concessions equipment listed in Attachment I is for the exclusive use of the concessionaire; Eisemann Center arranges a 6-month preventative maintenance contract with a third party company for the equipment listed in Attachment I at no cost to the Concessionaire. Any routine maintenance repairs are covered by the Eisemann Center as long as the damage is not due to vendor negligence. The catering prep equipment Attachment II is not guaranteed for the concessionaire. They are available for catering services. Attachement III is a shared resource equipment available for caterers or concessionaire on a first come basis.

Question# 14: Must the successful proposer possess the applicable TABC permit at the time of the proposal submission, or may the required permit be obtained after award and prior to commencement of alcoholic beverage service?

Answer: TABC permit can be obtained after award but MUST be in place prior to commencement of contract term and alcoholic beverage service.

Question# 15: Is our sales team allowed to bring private events to the Eisemann Center in conjunction with the internal events team? If so, how does the commission or revenue share work?

Answer: Yes, those events would be handled as a rental event. The commission remains the same for all events, per the proposers’ commission indicated in Bid attachment IV worksheet.

Question# 16: Is it possible to include VIP beverage packaging in ticket pricing for certain events?

Answer: Yes, provided all TABC rules and regulations are satisfied.

Question# 17: Can we have a rough breakdown of anticipated events in each room for the upcoming calendar year: Large theater, small theater, ballroom, lobby events, private events, caterings, etc.?

Answer: See calendar attached.

Question# 18: How do we become a preferred caterer for the Eisemann Center?

Answer: If selected as the preferred concessionaire, and you are also a caterer, then you will be added to the approved caterer list for the Eisemann Center. If not selected, or if another company inquires, we do an annual review of our catering list, and if needed, will issue an RFP for additional caterers to be added to our list.

THE FOLLOWING ADDITIONS, DELETIONS, MODIFICATIONS, AND/OR CLARIFICATIONS

SHALL BE MADE TO THE APPROPRIATE SECTIONS OF THE REFERENCED DOCUMENT

AND SHALL BECOME PART OF THE CONTRACT DOCUMENTS. RESPONDENTS SHALL

ACKNOWLEDGE RECEIPT OF THIS ADDENDUM FOR BID 707-26 BY SIGNING BELOW &

RETURNING THIS ADDENDUM WITH THE SUBMITTAL.

Name of Bidder: ___________________________________________________________

Signed: ___________________________________________________________

Company Name: ___________________________________________________________

Address: ___________________________________________________________

City & State: ___________________________________________________________

Date: ___________________________________________________________

Ally Dobbins Purchasing Manager | City of Richardson, Texas