CB-2703 Request for Proposals (PDF).pdf

REQUEST FOR PROPOSALS

FOR

ABILENE REGIONAL AIRPORT TERMINAL

FOOD, BEVERAGE & VENDING CONCESSIONS

RFP NO. CB-2703

The City of Abilene (City) is soliciting proposals to operate the Food, Beverage and Vending (Concessions) in the passenger terminal upon award of a contract. The City is open to considering all proposals regarding the type of service, menu, pricing, and lease/operating fee to the City.

The City invites Proposers to propose: 1) The operation of the Terminal Food and Beverage Concession/Vending; 2) How it will be operated, including Concession menu/Vending machines and selections, pricing, hours of operation, consideration of morning service in the Gate/Boarding area, and staffing.

The City may, in its sole discretion, approve a vending kiosk program in lieu of traditional vending machines, either as a standalone concession service or as a supplement to food and beverage service. For purposes of this RFP, a “vending kiosk” means a self-service, unattended, or partially attended equipment unit designed to display, store, vend, or dispense approved food, beverage, and convenience items through a secure retail interface.

The proposer shall identify the specific kiosk equipment proposed, the manufacturer, model, dimensions, power and data requirements, payment systems, inventory monitoring features, security features, and operational method for each kiosk location proposed.

The proposer shall state whether the kiosk will be operated as a self-service unit, remote-monitored unit, attended unit, or hybrid unit. If attended, the proposer shall identify staffing hours and procedures. If unattended, the proposer shall identify how product security, replenishment, sanitation, transaction oversight, cash handling, and malfunction response will be performed.

This Request for Proposals (RFP) contains information to help the Proposer understand the nature of the concessions in the airport terminal.

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A sample Concessions Agreement is included in this RFP. Should conflicts exist between these specifications and the Sample Concessions Agreement (Exhibit 1), the wording of the Agreement will prevail. The Sample Agreement is written for the operation of the Concessions. The specifications in this RFP are intended to be descriptive in nature.

1. GENERAL INFORMATION

Abilene Regional Airport is a primary commercial service airport owned and operated by the City of Abilene, Texas. The Abilene city government is directed by a seven-member City Council elected for 3-year terms, and a city manager. The mayor is the Council’s presiding officer. The Airport Development Board is comprised of eleven members appointed by the City Council, serves as an advisory board to monitor the development and operation of the City’s airport.

The Airport is currently served by American Airlines/American Eagle with daily flights to Dallas/ Ft. Worth International Airport and Phoenix International, and SkyWest/United Express with daily flights to Denver International and Houston George Bush Intercontinental (See Exhibit 2 for schedule).

The Airport is located approximately five miles southeast of downtown Abilene situated on approximately 1,700 acres of land and is located within the city limits of the City of Abilene, Taylor County, Texas

The Airport enplaned over 102,000 passengers in 2025 with passenger boardins up 9% YTD in 2026.

In addition to airline passenger traffic, 11 employers with over 450 employees are located within walking distance of the terminal, with the exception of one, Tige Boat, which is about two miles from the terminal. Terminal Area employees make up the majority of the Concession customers.

The Airport has also established the policy of allowing the Concessionaire to validate parking tickets for up to two hours for its bonafide customers who use the parking lot strictly for purposes of purchasing food/beverages at a Terminal restaurant, but not for travel.

2. GOAL and OBJECTIVES

While the ability to generate revenue to offset the cost of providing the concession space and contribute financially to the operation of the Airport is a high priority for the City, a higher priority, and the objective of this solicitation, is to ensure the provision of a high quality, consistent food/beverage/vending service for the traveling public using the Abilene Regional Airport. Therefore, the highest criteria for

RFP No. CB-2703 Page 3 of 17 considering proposals resulting from this solicitation, is the level and quality of service of the food/beverage and vending operation proposed.

The City desires the Concession operator to provide high-quality various food and beverage items that meet the demand of the passengers, meeters/greeters, and employees of the terminal and its surrounding area. The following applies to a Food/Beverage proposal only: 1) Operate at least 6 days per week, with the possible exceptions of New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day (this does not apply to Vending concessions);

2) Accept all major credit cards; 3) Contract with an exterminator for monthly service;

4) Repair/replace city-owned kitchen equipment as as needed; 5) Applicable to a restaurant, contract with a licensed company to empty the kitchen grease trap on a scheduled basis as required by volume and City ordinance, or other City-approved arrangement; 6) Maintain all leased areas in a clean and orderly manner, including waxing and buffing floors as needed; 7) Consider operating a kiosk service in the Passenger Boarding Area for at least early morning departures.

The following applies to Vending Concessions and Vending Kiosks: 1) All vending machines and vending kiosks shall be modern, commercial-grade equipment suitable for airport use, with secure enclosures and tamper-resistant construction;

2) Product selection shall include food, snacks, assorted beverages, and coffee, and may include other approved convenience items; 3) All vending machines and vending kiosks must accept cashless payment, including credit cards, debit cards, tap-to-pay, Apple Pay, and Google Pay, and may accept cash only if specifically approved by the City; 4) Vending machines and vending kiosks shall be located only in designated areas approved by the City, including pre-security and post-security locations as authorized by the City; 5) Proposer shall provide a written schedule for restocking, inspecting, cleaning, and servicing all machines and kiosks; 6) All vending machines and vending kiosks shall be equipped with remote inventory monitoring and malfunction notification capability, including notification of low inventory, device failure, payment failure, network outage, and product outage; 7) All vending machines and vending kiosks shall maintain reliable sustained data connectivity sufficient to process transactions and transmit inventory and operational data; and

8) Concessionaire shall not use the City’s guest Wi-Fi unless expressly authorized in writing by the City

Each proposer shall include with its proposal a detailed vending kiosk operations plan describing the equipment to be used, the method of operation, staffing, replenishment procedures, product security, maintenance response time, sanitation procedures, and all power, internet, and installation requirements.

As part of the selection process, the City may conduct interviews of selected Proposers to clarify the proposal and the intent of the City for this public service.

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3. CONTRACT TERM

The term of the Concession Agreement shall commence per negotiated start date, with term options negotiable up to five (5) years with optional extensions at the mutual agreement between the Concessionaire and the City.

The City may require relocation, modification, or temporary suspension of vending machines and vending kiosks during construction, terminal expansion, or operational changes, and the Concessionaire shall cooperate with such changes without additional compensation unless otherwise agreed in writing by the City.

4. FACILITIES AND EQUIPMENT

A. Kitchen - The kitchen was renovated in 2005. It will be the Concessionaire’s responsibility to meet any Health and Fire Code requirements. The Concessionaire will be responsible for all maintenance, repairs, and replacement of existing kitchen equipment. There are tables and chairs owned by the airport that are available for use. Kitchen will be removed in Phase 2 of Airport Terminal Reconstruction and not replaced.

B. The Terminal will be undergoing a significant expansion and improvement project in phases during the term of the Concession Agreement. Details of the project will be discussed in the Pre-Proposal meeting. The selected Concessionaire will have to be flexible as vending will be relocated during construction.

C. A restaurant kitchen is not included in the Terminal project, but a concession area in the pre-screening area could have some kitchen equipment installed at Concessionaire’s expense.

D. Vending machines and vending kiosks shall be furnished, installed, maintained, repaired, sanitized, replenished, and removed by the Concessionaire at its sole cost unless otherwise stated in the final agreement. The Concessionaire shall be responsible for all equipment, cabinetry, shelving, refrigeration, payment devices, telemetry systems, signage, and related accessories associated with vending machines and vending kiosks. All equipment shall comply with applicable health, safety, fire, accessibility, and building code requirements and shall be approved in advance by the City.

The Concessionaire shall provide all power cords, data connections, network devices, mounting hardware, security devices, and any other equipment necessary for proper operation of vending machines and vending kiosks. The City shall identify the approved installation locations and may require prior review of equipment specifications, photographs, cut sheets, and sample layouts before installation.

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5. DUTIES AND OBLIGATIONS OF CITY

The City shall provide and pay the cost of water, electrical power and building heating and cooling.

The City shall identify the approved locations for vending machines and vending kiosks and shall provide reasonable access to such areas during approved hours, subject to airport security rules, terminal operations, and construction or maintenance activities.

6. NO INDEBTEDNESS

Proposer agrees that no payments owed by him/her of any nature whatsoever to the City, including payment in advance for service charges or any sums of any character whatsoever, shall become delinquent or in arrears.

The City will not knowingly award contracts for goods or services to any proposer in arrears to the City for any debt, claim, demand, or account whatsoever, including taxes, penalty and interest. Professional is responsible for ensuring that no indebtedness exists.

Section 130 of the City Charter authorizes the City to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation in arrears to the City for any debt, claim, demand or account of any nature whatsoever, including taxes, penalty and interest.

The Concessionaire shall remain current on all fees, commissions, utility reimbursements, repair charges, and other sums due under the agreement, and any failure to maintain such current status shall constitute a material default.

7. EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of the City to recruit, employ, and to provide compensation, promotion, and other conditions of employment without regard to race, color, religion, sex, age, national origin, or disability. The City affirms that employment decisions shall be made only onthebasis of bonafide occupational qualifications. The City shall continually review its employment practices and personnel procedures and take positive steps to assure that equality of employment opportunity in the City of Abilene, Texas, is a fact as well as an Ideal.

8. TITLE VI SOLICIATION NOTICE

The City of Abilene, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby

RFP No. CB-2703 Page 6 of 17 notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, [select businesses, or disadvantaged business enterprises or airport concession disadvantaged business enterprises] will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

9. VERIFICATION OF EMPLOYMENT ELIGIBILITY

Proposer must comply with the Immigration Reform and Control Act (IRCA) and may not knowingly obtain labor or services of an unauthorized alien. Proposer -- not City

– must verify eligibility for employment as required by IRCA.

10. MINORITY AND WOMEN BUSINESS ENTERPRISES

The City hereby gives notice that Minority and Women Business Enterprises will be afforded equal opportunities to submit bids for this contract and will not be discriminated against on the grounds of race, ethnicity, color, sex, religion or national origin in awarding the contract. Technical assistance is available to Minority and Women Business Enterprises through the America's Small Business Development Center, 749 Gateway St. #301 Building C, Abilene, TX 79602.

11. PROPOSAL REQUIREMENTS

Proposers submitting a proposal under this solicitation are encouraged to use the sample Concession and Lease Agreement as a guide. However, this by no means should restrict proposers who believe that alternative agreement rights, responsibilities and terms would better enable a concession operation which achieves the City’s objectives, as stated above.

As a minimum proposal, please provide the information requested on the attached Proposal Form. Use additional sheets as needed.

Proposers selected by the Selection Committee may be asked to present their proposal to the committee and/or Airport Development Board prior to final selection.

Prospective proposers are cautioned that in no event shall failure to familiarize themselves with the requirements of this solicitation, or to resolve ambiguous or inconsistent terms or conditions of this solicitation or proposed resultant Contract, constitute grounds for a claim of any kind after resultant Contract award.

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Please contact Alex Cargile, Management Analyst, at alex.cargile@abilenetx.gov or at (325) 676-6224 with any questions before October 8 at 2:00 p.m. Questions will be answered by October 13th at 5:00 p.m.

12. PRE-PROPOSAL CONFERENCE

A Pre-proposal conference will be held at 3:00 pm on October 5, 2026 in the Lawrence E. Gill (lower level) Conference Room of the airport terminal.

Proposers are encouraged to attend the pre-proposal conference to review the proposed vending machine and vending kiosk locations, equipment requirements, electrical and data availability, security requirements, and any approved stocking or service routes.

The City may discuss acceptable kiosk formats, unattended service models, and any restrictions on product categories during the conference.

13. EVALUATION CATEGORIES / CRITERIA

Evaluation of proposals will be performed by a Selection Committee composed of Airport staff, Airport Development Board members and tenant employee representatives. Failure to provide information requested in this RFP may result in disqualification of a proposal. The sole objective of the evaluation will be to evaluate the responsiveness of each Proposer to the requirements of the RFP. The following are the categories to be evaluated:

CRITERIA MAXIMUM POINTS

BUSINESS PLAN with details of meeting the objectives in Section 2 15

DEMONSTRATED EXPERIENCE 10

SCOPE OF MENU / VENDING / KIOSK SELECTION 10

VENDING KIOSK EQUIPMENT AND OPERATING PLAN 10

MINIMUM STOCKING PLAN AND SERVICE INTERVALS 10

TECHNOLOGY, MONITORING, AND RESPONSE CAPABILITY 5

PRICING OF MENU/ITEMS 5

MORNING SERVICE IN GATE AREA CONSIDERATION 5

PROPOSED REVENUE TO THE CITY 5

(Revenue may include a flat monthly or a commission on gross sales and will be discussed at the Pre-Proposal meeting.)

mailto:alex.cargile@abilenetx.gov

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14. PROPOSAL RESPONSE REQUIREMENTS

Each Proposal should be responsive to the requests for information in this RFP and should be sufficiently detailed and contain all information necessary for complete evaluation thereof by the Selection Committee.

15. PROPOSAL REJECTION AND DISQUALIFICATION

The City may in its discretion reject or disqualify proposals. The following list is not exhaustive but includes:

1. Failure to provide complete documentation as required.

2. Evidence of collusion.

3. Default or termination of other contracts.

4. Lack of ability to operate as proposed.

5. Omissions or fraudulent statements.

6. Current or past outstanding overdue debts to City of Abilene.

7. Other causes as deemed relevant by the City.

8. The City reserves the right to reject any and all proposals.

16. VENDING KIOSK OPERATIONS REQUIREMENTS

If a proposer offers vending kiosks, the proposal shall include:

1. A description of the kiosk type, make, model, size, and configuration;

2. A description of whether the kiosk is staffed or unattended;

3. A description of all payment methods accepted;

4. A description of how products are displayed, dispensed, and secured;

5. A description of remote inventory monitoring and reporting capabilities;

6. A description of maintenance, cleaning, and malfunction response procedures;

7. A proposed stocking plan, including minimum stock levels and replenishment intervals; and

8. A proposed product list for each kiosk location.

17. MINIMUM STOCK LEVELS AND STOCKING TIMES

The Concessionaire shall maintain minimum stock levels for all approved vending kiosk items and vending machine items at all times during operating hours. The Concessionaire shall replenish any item that falls below the minimum stock level within the time stated in its approved operating plan, but in no event later than the following maximum times unless the City approves otherwise in writing:

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1. Low-stock alerts: within 4 hours of notice;

2. Out-of-stock items during operating hours: within 6 hours of notice;

3. Critical high-demand items, including coffee, bottled water, and grab-and-go beverages: within 2 hours of notice during peak operating periods when reasonably practicable;

4. Required cleaning and inspection: at least once each operating day; and

5. Full inventory count and service review: at least weekly.

The City may require more frequent stocking for specific locations, seasons, or flight schedules.

18. PRODUCT MINIMUMS

Each approved vending machine or vending kiosk shall maintain, at a minimum, a product mix reasonably sufficient to meet terminal demand, including beverages, snacks, and at least one healthier option in each main category unless otherwise approved by the City. The Concessionaire shall not allow repeated stock-outs of approved items and shall replace slow-moving items only with City-approved substitutions.

19. VENDING KIOSKS AND VENDING OPERATIONS

The Concessionaire shall operate any vending machine or vending kiosk approved under this Agreement in accordance with the approved operating plan, which shall include equipment specifications, operating method, product categories, minimum stock levels, replenishment times, cleaning frequency, maintenance response times, and inventory monitoring requirements. The Concessionaire shall maintain continuous compliance with such plan throughout the term of the Agreement, and failure to do so shall constitute a material breach.

20. FORM 1295

The successful proposer is required to complete online the Certificate of Interested Parties Form 1295 and the form must be submitted to the Purchasing contract listed in the solicitation before the purchase/contract will be presented to City Council.

This form may be completed at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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21. MAINTENANCE

The Concessionaire shall maintain all vending machines and vending kiosks in a clean, safe, sanitary, and fully operational condition. All equipment shall be inspected regularly and repaired promptly. Any malfunction affecting payment processing, inventory monitoring, product dispensing, or secure operation shall be corrected as soon as practicable and no later than the repair timeframe stated in the approved operating plan.

22. INSURANCE REQUIREMENTS

i. Comprehensive General (Public) Liability to include: (At

$1,000,000/occurrence) A) Premises/Operation B) Independent Contractors C) Personal Injury Liability D) Product / completed operations liability E) Liquor Liability, if applicable

ii. Workers Compensation and Employers Liability (Statutory $100,000/occurrence), if applicable A) The preceding amounts notwithstanding, the City reserves the right to increase the minimum amount required insurance to be effective 90 days after notice is sent to provided address.

The City of Abilene must be named as Additional Insured on the certificate. Further requirements listed in sample contract.

23. AIRPORT SECURITY AND ACCESS

The concessionaire shall comply with Airport security rules, the Airport Security Program to the extent applicable, TSA requirements, badging requirements, access-control procedures, delivery and loading restrictions, escort rules, vehicle rules, and restricted-area limitations. The city may deny or revoke Airport access privileges consistent with applicable procedures. The concessionaire shall immediately report security incidents, suspicious activity, lost credentials, unattended items, and data/security breaches affecting Airport operations.

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ABILENE REGIONAL AIRPORT TERMINAL

FOOD, BEVERAGE & VENDING CONCESSIONS

RFP #CB – 2703

PROPOSAL FORM

Due: October 27, 2026 at 4:00 p.m.

Purchasing Manager at City Hall

555 Walnut Street Room 201 A

Abilene, TX 79601

1. Name of Proposer: ___________________________________________ Phone Number: _____________________________________________ Email: ______________________________________________________

a. Organized as: i. Individual ____

ii. Partnership ____

iii. Corporation ____

iv. Joint Venture ____

b. Physical Address: ________________________

c. Names of Partners/Other Parties to Proposer:

2. Is Proposer/Operator a certified DBE? Yes No If “yes” please provide DBE certification documents

3. Concession Privilege Fee to Airport: (Describe/Explain)

RFP No. CB-2703 Page 12 of 17

4. Concession Agreement Accepted As Is? Y N If “No”, list and explain exceptions:

Signed By: _____________________________________________ Title: __________________________________________________ Date: __________________________________________________

Required Attachments

Attachment A –Business Plan describing plans for the type of operation, days/hours open and addressing how the City’s goals and objectives will be met.

Attachment B – Menu and Pricing (Restaurant); or Selection and Pricing (Vending)

Attachment C — Vending Kiosk Operations Plan, including equipment specifications, operating model, stocking plan, minimum stock levels, replenishment intervals, maintenance response times, and product list by location.

* City may conduct interviews of selected Proposers to further clarify their proposal and assist in determining the Proposer to award a contract.

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PROPOSAL FORM PT I

PROPOSED AIRPORT TERMINAL CONCESSIONS

TO: MS. MELISSA GORMAN, PURCHASING MANAGER

CITY HALL, 555 WALNUT STREET, ROOM 201A

ABILENE, TEXAS 79601

Dear Ms. Gorman:

The undersigned, having examined the Instructions to Proposers, the Sample Agreement, and any and all related documents for the proposed AIRPORT TERMINAL CONCESSIONS at 555 WALNUT STREET, ABILENE, TEXAS 79601 and having become familiar with the proposed sites therefor and operations thereof, hereby proposes the following cost to the City for the afore-described service under the Agreement to be executed if the undersigned is the successful Proposer.

Primary Proposal:

1. BUSINESS PLAN WITH DETAILS OF MEETING THE OBJECTIVES IN SECTION 2 -

15PTS

Describe the type and scope of food and beverage service or vending proposed and its value to overall customer satisfaction, the Airport and the City of Abilene (this may be done on a separate attachment, if needed):

2. DEMONSTRATED EXPERIENCE - 10 pts

Previous background and experience of Proposer (this may be done on a separate attachment, if needed):

3. SCOPE OF MENU / VENDING / KIOSK SELECTION - 10 pts

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4. VENDING KIOSK EQUIPMENT AND OPERATING PLAN - 10 pts

5. MINIMUM STOCKING PLAN AND SERVICE INTERVALS - 10 pts

6. TECHNOLOGY, MONITORING, AND RESPONSE CAPABILITY - 5 pts

7. PRICING OF MENU/ITEMS - 5 pts

Vending Kiosk Operations Plan - Describe the proposed vending kiosk equipment, operation method, payment systems, remote monitoring, staffing, replenishment schedule, minimum stock levels, response times, cleaning plan, and product categories.

8. MORNING SERVICE IN GATE AREA CONSIDERATION - 5 pts

9. PROPOSED REVENUE TO THE CITY - 5 pts

(Revenue may include a flat monthly or a commission on gross sales and will be discussed at the Pre-Proposal meeting.)

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PROPOSAL FORM PT II

Date:

Proposal of , (“Proposer”), organized and existing under the laws of the

State of_ , doing business as: . (corporation, partnership, or individual)

To: THE CITY OF ABILENE, TEXAS, hereafter called “Owner”. Proposal for: AIRPORT

TERMINAL CONCESSIONS. In compliance with the Request for Proposals, Proposer hereby certifies to perform all work in strict accordance with the Contract Documents, within the time set forth herein, and at the stated terms in the Proposed Schedule.

By submission of this Proposal, the Proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, that this proposal had been arrived at independently without consultation, communication of Agreement as to any matter relating to this proposal with any other proposer or any competitor.

The undersigned hereby acknowledges receipt of copies of the City Contract and Instruc-tions to Proposers for the AIRPORT TERMINAL FOOD and BEVERAGE CONCESSION and that the same have been reviewed prior to the execution of this proposal; that the premises have been inspected by the undersigned, who has become thoroughly familiar herewith and with the proposed method of operation. The undersigned further:

(a) Acknowledges the right of the City in its sole discretion to reject any or all pro-posals submitted, and that an award may be made to a Proposer other than one of the lowest monetary cost to the City of Abilene.

(b) Acknowledges and agrees that the discretion of the City in selection of the successful Proposer shall be final, not subject to review or protest, and

(c) Acknowledges that this proposal is made with full knowledge of the foregoing and in full agreement thereto.

By submission of this proposal, the Proposer acknowledges that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information

RFP No. CB-2703 Page 16 of 17 contained in the proposal and related documents, and authorizes release to the City of any and all information sought in such inquiry.

Dated at _______________________________________________ this _______ day of _________________2026

Signature of Proposer: _________________________________________

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