REQUEST FOR PROPOSAL

RFP No. 2026-055

Baggage Handling System (BHS) and Passenger Boarding Bridge (PBB) On-Call Maintenance, Repairs and

Inspection Services

Issue Date: September 17, 2026 All Questions Due: October 9, 2026, 5:00 P.M. CT

Closing Date & Time: October 20, 2026, 2:00 P.M. CT Opening Date & Time: October 20, 2026, 2:01 P.M. CT

For Information Contact:

Daryle Bullard, Sr. Purchasing Agent, 254-750-6616, or daryleb@wacotx.gov

Pre-Proposal Meeting:

Waco Regional Airport

7909 Karl May Dr., Waco TX 76708 September 29, 2026, at 10:00 A.M.

RFP Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

Please see Page 3

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFP 2026-055 Page 1 mailto:%20XXX@wacotx.gov mailto:daryleb@wacotx.gov DaryleB Highlight mailto:daryleb@wacotx.gov

EUNA / BONFIRE ELECTRONIC BIDDING

The City of Waco utilizes Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions through the City’s e-Procurement database system, EUNA / Bonfire.

We ask vendors to register with EUNA / Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

• Register with the City of Waco.

• Receive notifications for bids and services requests from the City.

• Stay updated on changes, addendums, open solicitations.

• Submit bids and proposals electronically.

• Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact EUNA / Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

RFP 2026-055 Page 2 https://waco-texas.bonfirehub.com/login

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

RFP 2026-055 Page 3 https://wacotx.zoomgov.com/j/1652271877?pwd=tt95OkLUYfbSntcCQOzrDa1LXiexMC.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Waco III. Definitions IV. Requested Services V. Request For Proposals – Submission and Award Procedures

Appendices A. Scope of Services and Specifications / Pricing Forms

(1) Detailed Scope of Services and Specifications

B. Contract Requirements

( 1) City of Waco General Terms and Conditions ( 2) Additional Terms of Service ( 3) Insurance & Indemnification Requirements ( 4) Worker's Compensation ( 5) Wage Rates ( 6) Sales Tax Information ( 7) HB 89 Energy Form ( 8) HB 89 Firearms Form ( 9) HB 89 Israel Form

( 10) HB 1295 Information Sheet ( 11) Foreign Terrorist Organization Form ( 12) Protest Procedure ( 13) Registered with the Texas Secretary of State ( 14) W9 Taxpayer Identification Form

C. Forms to Complete and Return

( 1) Submission of Bid/Proposal and Acknowledgment of Addenda ( 2) Business Identification Form ( 3) Conflict of Interest Questionnaire (CIQ Form) ( 4) Disclosure of Relationships with City Council/Officers (City Charter) ( 5) HUB Business Certification ( 6) Litigation Disclosure ( 7) Certification Regarding Debarment ( 8) Non-collusion Affidavit ( 9) Texas Public Information Act

( 10) Drug Free Workplace

D. Agreement Requirements

(1) Anticipated Service Agreement Requirements

E. (1) Evaluation Score Sheet

RFP 2026-055 Page 4

RFP No. 2026-055 (Baggage Handling System (BHS) and Passenger Boarding Bridge

(PBB) On-Call Maintenance, Repairs and Inspection Services)

Please Register for Notification

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: daryleb@wacotx.gov.

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFP 2026-055 Page 5 mailto:XXXXX@wacotx.gov.

http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com/

I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED

PROPOSAL

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

• Issuance of the RFP

• Pre-Proposal Information

• Deadline for questions at 5:00 P.M.

• Proposals Due Date 2:00 P.M.

• Proposal Opening Date at 2:01 P.M.

• Evaluation of submission

• Interviews or Presentations may be conducted

Tentatively, the final selection decision will be made, and submitters will be notified of award by, November, 2026. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Daryle Bullard, Sr. Purchasing Agent who can be reached at:

Email: daryleb@wacotx.gov Telephone: (254) 750-6616 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s e-Procurement portal (Bonfire) at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services

Attn: Daryle Bullard, Sr. Purchasing Agent 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s e-Procurement portal (Bonfire) at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

September 17, 2026 September 29, 2026 October 9, 2026 October 20, 2026 October 20, 2026 October - November November

RFP 2026-055 Page 6 mailto:XXXXX@wacotx.gov https://waco-texas.bonfirehub.com/login https://waco-texas.bonfirehub.com/login https://www.waco-texas.com/Departments/Purchasing/Open-Bid-Opportunities

7909 Karl May Dr, Waco, TX 76708 ● (254) 750-8656 ● waco-texas.com/airport

REQUEST FOR PROPOSALS FOR

BAGGAGE HANDLING SYSTEM (BHS)

AND

PASSENGER BOARDING BRIDGE (PBB)

ON-CALL MAINTENANCE, REPAIRS AND INSPECTION SERVICES

Requested Services

I. Definitions

a. “Airport” Waco Regional Airport (ACT), owned and operated by the City of Waco.

b. “BHS” Airport-owned Baggage Handling System, including conveyors, drives, controls, safety devices, electrical components, and other Airport-owned associated equipment identified in the equipment inventory.

c. “City” The City of Waco, Texas, acting through Purchasing Services and Waco Regional Airport, as applicable.

d. “Contractor / Selected Contractor” The Proposer selected by the City for negotiation and, if approved, execution of the Service Agreement.

e. “PBB” Airport-owned Passenger Boarding Bridge, including structural, mechanical, electrical, hydraulic, control, safety, and other Airport-owned associated components identified in the equipment inventory.

f. “Preventive Maintenance / PM” Scheduled inspection, adjustment, lubrication, testing, cleaning, and replacement activities intended to reduce failures and maintain equipment in safe and reliable operating condition.

g. “Proposal / Submission” A complete response submitted to this RFP.

h. “Proposer” A firm, corporation, partnership, joint venture, or other legal entity submitting a Proposal.

i. “Service Agreement” The negotiated agreement resulting from this RFP, if awarded.

j. “Work Order / Service Request” Authorization issued by the Airport for a specific inspection, maintenance, repair, training, or support activity.

II. Project Overview

The City of Waco seeks formal proposals from qualified firms to provide operations support, inspection, preventive maintenance, corrective maintenance, repairs, emergency response, technical support, parts support, and Airport staff training for Airport-owned Baggage Handling System (BHS) and Passenger Boarding Bridge (PBB) equipment at Waco Regional Airport.

RFP 2026-055 Page 7

The City intends to negotiate and enter into a non-exclusive Service Agreement with an initial term of five (5) years and one (1) optional one-year renewal period. The City makes no guarantee of a minimum quantity of work, labor hours, parts purchases, service calls, or compensation.

III. Project Objectives

a. Maintain Airport-owned BHS and PBB equipment in safe, reliable, and serviceable condition.

b. Reduce unscheduled outages and disruptions to airline and passenger operations.

c. Establish consistent inspection and preventive maintenance practices.

d. Provide responsive 24/7 technical support and emergency repair capability.

e. Provide qualified technicians with airport, industrial mechanical, electrical, hydraulic, and controls experience.

f. Train Airport staff in safe operation, routine inspection, basic maintenance, and troubleshooting.

g. Create complete maintenance histories and condition reports for covered equipment.

h. Identify deteriorating or obsolete components before failure and support lifecycle planning.

i. Establish transparent and predictable labor, mobilization, parts, and service pricing.

IV. Contract Structure

The resulting Service Agreement will be non-exclusive. The City may perform work with City personnel; obtain services from manufacturers, authorized service providers, or other contractors; separately procure parts and specialized services; or take any action reasonably necessary to protect Airport safety and operations.

V. Existing Equipment

The final solicitation should include an equipment inventory identifying the Airport-owned PBBs and BHS components to be covered. Proposers are responsible for reviewing available equipment information and site conditions. The City may add, remove, replace, or modify covered equipment during the term through written authorization consistent with the Service Agreement.

VI. Operations Support

“Operations” under this RFP means technical operational support, troubleshooting, commissioning assistance, recovery from equipment faults, and training of Airport-designated personnel. It does not require continuous Contractor staffing or routine airline baggage handling or bridge operation unless separately authorized in writing.

RFP 2026-055 Page 8

RFP Submission and Award Procedures I. Proposal Organization

1. Transmittal Letter and Executive Summary.

2. Proposer Identity, Ownership, Organization, and Key Personnel.

3. Relevant BHS, PBB, Airport, Industrial Controls, and Maintenance Experience.

4. Technical Approach and Preventive Maintenance Program.

5. Staffing, Technician Qualifications, and Certifications.

6. Emergency Response and Service Coverage Plan.

7. Parts, Materials, and Supply Chain Approach.

8. Airport Staff Training Program.

9. Reporting, Documentation, and Quality Control Approach.

10. Price Proposal.

11. References and Past Performance.

12. Exceptions, Assumptions, and Requested Contract Changes.

13. Completed City Forms and Certifications.

II. Required Proposal Content

1. Transmittal Letter and Executive Summary

Provide a letter signed by an authorized representative committing the Proposer to the submission for at least one hundred eighty (180) days. Summarize the firm, proposed service approach, emergency response capability, service location supporting Waco, and principal exceptions or assumptions.

2. Proposer and Team Information

Identify the proposed contracting entity, legal structure, ownership, primary office, nearest service location, key management personnel, field technicians, subcontractors, and any manufacturer-authorized relationships relevant to the proposed services.

3. Relevant Experience

Describe at least three comparable airport or industrial maintenance contracts, emphasizing passenger boarding bridges, baggage handling systems, conveyor systems, electrical controls, PLC/VFD troubleshooting, hydraulic systems, and emergency response. Identify the Proposer's role and contract duration.

4. Technical Approach

Describe inspection methods, preventive maintenance, troubleshooting, repair authorization, quality control, documentation, parts management, and recommended maintenance intervals for PBB and BHS equipment.

5. Staffing and Response Capability

RFP 2026-055 Page 9

Identify the technicians expected to support the Airport, their qualifications and certifications, normal dispatch procedures, after-hours support, backup staffing, and the location from which technicians will respond.

6. Training Program

Describe proposed operator and maintenance training for Airport personnel, including equipment-specific training, refresher training, and training materials.

7. Price Proposal

Complete all pricing forms. Proposed prices must include all overhead, supervision, administrative expenses, profit, ordinary tools, and diagnostic equipment except items specifically identified as separately reimbursable.

8. References and Past Performance

Provide at least three references for comparable services performed within the previous five years. Airport references are preferred.

9. Exceptions and Assumptions

Identify every exception, qualification, proposed deviation, or requested City commitment. Silence will be interpreted as acceptance of the RFP framework, subject to negotiation of final documents.

III. Evaluation Criteria

Experience and Qualifications 20

Technical Approach and Preventive Maintenance Program 20

Staffing, Technical Capabilities, and Certifications 15

Emergency Response and Service Coverage 15

Price Proposal 20

References and Past Performance 10

TOTAL AVAILABLE POINTS 100

RFP 2026-055 Page 10

Appendix A

Scope of Work

RFP 2026-055 Page 11

Scope of Work A.1. General Scope

The Contractor shall provide all qualified supervision, labor, technicians, tools, diagnostic equipment, transportation, materials, supplies, replacement components, documentation, and other resources necessary to perform scheduled and on-call services for Airport-owned BHS and PBB equipment. Work shall be performed in accordance with applicable manufacturer recommendations, accepted industry practices, Airport requirements, and applicable laws and safety standards.

Scheduled inspections and preventive maintenance.

• Predictive and condition-based maintenance when appropriate.

• Corrective maintenance and component replacement.

• On-call troubleshooting and emergency repairs.

• Mechanical, electrical, hydraulic, and controls support.

• Technical operational support and fault recovery.

• Parts procurement and critical spare-parts recommendations.

• Airport staff training.

• Maintenance records, service reports, and annual condition assessments.

• Budgetary recommendations for repair, rehabilitation, modernization, or replacement.

A.2 Passenger Boarding Bridge - Structural Integrity

Inspect PBB structural components for cracks, corrosion, deformation, excessive movement, loose or missing fasteners, metal fatigue, damage, wear, and other deterioration. Inspection shall include, as applicable, structural framing, tunnel sections, cab, rotunda, columns, supports, walkways, platforms, stairs, handrails, guardrails, flooring, access panels, welded connections, and mounting points. Conditions requiring immediate attention shall be promptly reported to the Airport.

A.3 Passenger Boarding Bridge - Electrical and Control Systems

Inspect, test, maintain, troubleshoot, and repair electrical cables, cable reels, panels, breakers, contactors, relays, fuses, control circuits, operator stations, limit switches, sensors, interlocks, emergency stops, warning devices, proximity switches, wiring, grounding, programmable controls, and auto-leveling systems. Inspect cables and wiring for deterioration, abrasion, cracking, improper routing, loose connections, overheating, damage, or other unsafe conditions. Test auto-level operation and associated safety controls during scheduled inspections.

A.4 Passenger Boarding Bridge - Mechanical and Hydraulic Components

Inspect, maintain, adjust, lubricate, troubleshoot, and repair drive systems, motors, gearboxes, bearings, chains, sprockets, wheels, tires, brakes, lift mechanisms, lift columns, slide pads, rotunda components, cab rotation mechanisms, tunnel movement systems, hydraulic components, RFP 2026-055 Page 12

James Harris Inserted Text Add: 400 Hz Aircraft Ground Power Systems, including fixed ground power units, frequency converters, electrical distribution equipment, controls, cables, cable reels, aircraft connectors, interlocks, protective devices, cooling or ventilation components, and associated electrical and electronic equipment.

bearings, bushings, docking equipment, and other moving components. Identify abnormal wear, leakage, noise, vibration, misalignment, or other indications of failure.

A.5 Passenger Boarding Bridge - Safety Features

Inspect and function-test warning bells, audible and visual alarms, emergency stops, interlocks, limit switches, braking systems, safety rails, handrails, guarding, ramp and platform edge protection, auto-level safety devices, and operator controls. Safety devices shall not be intentionally bypassed or disabled except for controlled troubleshooting by qualified personnel and only when authorized. Any inoperative safety device shall be immediately reported to the Airport.

A.6 Passenger Boarding Bridge - Exterior and General Condition

Inspect exterior panels, weather seals, bumpers, aircraft-interface components, canopy components, doors, windows, lighting, signage, protective coatings, water intrusion, corrosion, and visible physical damage. Reports shall identify deterioration requiring maintenance, repair, rehabilitation, or future capital replacement.

A.7 Passenger Boarding Bridge - Pre-Conditioned Air (PCA) and Associated HVAC Systems

Inspection, preventative maintenance, troubleshooting, repair, refrigerant service, electrical and control-system diagnostics, filter replacement, condensate management, fans, compressors, coils, hoses, connections, thermostatic/control components, and other components associated with Airport-owned PBB-mounted or gate-associated pre-conditioned air systems.

A.8 Baggage Handling System - Conveyor and Mechanical Systems

Inspect, maintain, troubleshoot, and repair Airport-owned conveyor belts, belt tracking and tension, splices, frames, rollers, idlers, pulleys, bearings, shafts, chains, sprockets, drive assemblies, take-up assemblies, supports, guards, and related hardware. Identify excessive wear, improper tracking, loose components, damaged belts, vibration, abnormal noise, worn bearings, damaged rollers, improper tension, and other conditions that could reasonably result in system failure.

A.9 Baggage Handling System - Motors, Drives, Electrical and Controls

Inspect, maintain, troubleshoot, and repair electric motors, gear motors, gearboxes, drive assemblies, couplings, motor starters, braking devices, electrical panels, motor controls, control circuits, PLCs, VFDs, relays, contactors, circuit protection, sensors, photoeyes, limit switches, emergency stops, control stations, wiring, communications between system components, and other associated devices. The Contractor shall have adequate diagnostic equipment and qualified personnel capable of troubleshooting controls-related failures.

Changes to programmable equipment, software, system logic, passwords, or control configurations shall not be made without prior Airport authorization. Authorized changes shall be documented and copies of updated logic, configuration, or backup files shall be provided to the Airport when applicable.

RFP 2026-055 Page 13

A.10 Baggage Handling System - Safety and Debris Control

Inspect emergency stop devices, pull cords, safety switches, guards, interlocks, warning devices, access panels, disconnects, protective covers, and other safety-related components. Missing, damaged, or inoperative safety equipment shall be immediately reported. During maintenance, identify and remove debris associated with the Contractor's work that could affect system operation or create a hazard.

A.11 Exclusions / Ownership Boundary

The Contractor is responsible only for Airport-owned equipment identified in the final equipment inventory or otherwise specifically authorized in writing. TSA-owned screening equipment, airline-owned equipment, tenant-owned equipment, and other third-party systems are excluded unless expressly added by written authorization. The Contractor shall coordinate with the Airport when a failure appears to originate in or affect third-party equipment.

A.12 Preventive Maintenance Program

The Contractor shall develop, maintain, or assist the Airport in maintaining an equipment-specific preventive maintenance program based on manufacturer recommendations, equipment age and condition, operating history, Airport requirements, industry practices, and prior inspection findings. The Airport anticipates routine PM at least quarterly unless manufacturer recommendations or equipment conditions require a different interval. The Proposer shall provide its recommended PM schedule as part of the Proposal.

A.13 Inspection Checklists

Inspection documentation shall identify the equipment inspected, date and time, technician, operating condition, components inspected, PM completed, measurements or testing performed, deficiencies, safety issues, parts requiring replacement, repairs completed, repairs recommended, priority or urgency, and photographs when useful. The Airport may review and approve inspection checklist formats.

A.14 Annual Condition Assessment

At least annually, the Contractor shall provide a comprehensive condition assessment of each covered PBB and the overall BHS. The assessment shall identify current condition, recurring failures, obsolete components, parts-availability concerns, safety concerns, major repair needs, rehabilitation or modernization needs, and recommended one-to-five-year capital planning considerations.

A.15 On-Call and Emergency Availability

The Contractor shall maintain the ability to receive emergency service requests twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays. Emergency contact information shall be provided to the Airport and kept current throughout the Agreement.

RFP 2026-055 Page 14

A.16 Response Priorities and Minimum Standards

Service requests may be classified by the Airport as Critical/Emergency, Urgent, or Routine.

Unless otherwise accepted by the City in the final Agreement, the following minimum response standards will apply:

Priority Requirement Minimum Standard

Critical/Emergency Telephone acknowledgment Within 30 minutes

Critical/Emergency Remote technical support, when appropriate Within 1 hour

Critical/Emergency On-site response Target 8 hours or less

Urgent On-site response Within 24 hours

Routine As mutually scheduled Normally within 2 business days

Proposers shall clearly identify whether these standards can be met and shall state any guaranteed response times offered. Faster guaranteed response times may be considered favorably during evaluation.

A.17 Repair Authorization and Estimates

Except during emergencies requiring immediate action, the Contractor shall provide an estimate before beginning significant repairs. Estimates shall identify anticipated labor hours, labor classification, parts, parts pricing, mobilization or travel, specialty equipment rental, anticipated completion time, and total estimated cost. Work shall not exceed authorized amounts without additional City approval.

A.18 Emergency Repairs

When immediate action is required to protect life, safety, property, equipment, or continued Airport operations, the Airport may authorize emergency work verbally. The Contractor shall document the authorization and provide written documentation as soon as practicable following the emergency.

A.19 Parts, Materials, and Critical Spares

The Contractor shall provide OEM, manufacturer-approved, or equivalent replacement components appropriate for the equipment being serviced. Substitute parts shall not be used when their use could materially affect equipment safety, reliability, compatibility, or manufacturer requirements without Airport approval. The Contractor shall disclose all parts and materials markups and shall provide supporting acquisition-cost documentation upon request.

Following initial equipment assessment, the Contractor shall recommend a critical spare-parts inventory considering failure frequency, lead time, cost, equipment criticality, availability, obsolescence, and impact on operations. The City will determine which spare parts, if any, will be purchased and maintained onsite.

RFP 2026-055 Page 15

The City reserves the right to independently procure any replacement part, component, material, or critical spare recommended by the Contractor or otherwise determined by the City to be necessary. When requested by the City, the Contractor shall install City-procured parts and materials at the applicable contracted labor rate. No parts or materials markup, procurement fee, handling fee, or administrative surcharge shall apply to City-procured parts or materials.

The Contractor shall reasonably cooperate with the City in identifying appropriate part numbers, specifications, manufacturers, approved equivalents, compatibility requirements, and other technical information necessary for City procurement. Installation of a City-procured part shall not relieve the Contractor of responsibility for proper installation and workmanship; however, the Contractor shall not be responsible for defects inherent in a part or material procured directly by the City, unless such defect should have been reasonably identifiable by the Contractor prior to installation.

A.20 Airport Staff Training

The Contractor shall provide equipment-specific training for Airport-designated personnel concerning safe operation, routine inspection, basic maintenance, and troubleshooting of covered BHS and PBB equipment. Training may include normal startup/shutdown, safety systems, emergency procedures, daily inspections, lubrication requirements, equipment limitations, identification of abnormal conditions, fault recovery, and maintenance activities appropriate for Airport staff. Electronic copies of training materials shall be provided when available.

A.21 Service Reports and Deliverables

A written service report shall be completed for each inspection, preventive maintenance visit, service call, repair, or other maintenance action. Reports shall include date, arrival/departure times, equipment identification, service request, technician, condition found, diagnostic work, PM performed, repairs completed, parts repaired or replaced, reason for replacement, labor hours, equipment status upon departure, outstanding deficiencies, recommended repairs, priority/urgency, and photographs when appropriate.

Routine reports shall be submitted electronically to the Airport Manager or designee within two

(2) business days. Reports involving equipment that remains out of service, a significant safety concern, or a major operational deficiency shall be provided as soon as practicable and no later than twenty-four (24) hours after the service visit.

A.22 Maintenance History and Records

The Contractor shall maintain records sufficient to establish a complete maintenance and repair history for equipment serviced under the Agreement. Records shall be available to the City upon request and shall be provided to the City at expiration or termination of the Agreement.

A.23 Personnel Requirements

Technicians shall have training and demonstrated experience appropriate for the equipment being serviced, including passenger boarding bridges, baggage handling systems, pre-conditioned air systems, 400 Hz aircraft ground power systems, industrial conveyor systems, electrical troubleshooting, industrial controls, Programmable Logic Controllers (PLCs), Variable Frequency Drives (VFDs), mechanical drive systems, hydraulic systems, HVAC/refrigeration systems, or comparable airport equipment.

RFP 2026-055 Page 16

Where applicable, HVAC or refrigeration work shall be performed by appropriately licensed or qualified personnel in accordance with applicable laws and manufacturer requirements.

The Contractor may utilize qualified subcontractors for specialized HVAC, refrigeration, controls, or other technical services, provided the Contractor remains fully responsible for the work.

The Contractor shall designate a primary Contract Manager and a 24/7 emergency service contact.

A.24 Airport Safety, Security, and Work Coordination

Contractor personnel shall comply with all Airport safety, security, identification, access-control, escort, vehicle, work-area, foreign object debris, and operational coordination requirements. The Contractor shall coordinate work that could affect aircraft, passengers, airline operations, baggage operations, security, terminal operations, or public access before beginning work.

A.25 Work Hours

Routine work shall be coordinated to minimize interference with airline and passenger activity.

The Airport may require work during periods of reduced flight activity, at night, on weekends, on holidays, or during other operationally appropriate periods. Emergency work may occur at any time.

A.26 Warranty

The Contractor shall warrant labor and workmanship for a minimum of ninety (90) days following completion unless a longer standard warranty is offered. Replacement parts shall carry the manufacturer's applicable warranty. Defective workmanship identified during the warranty period shall be corrected without additional labor charge to the City.

A.27 Equipment Condition and Capital Recommendations

The Contractor shall advise the Airport when continued repair may no longer be economically or operationally reasonable because of age, obsolescence, recurring failures, safety concerns, parts availability, excessive maintenance cost, or significant deterioration. The City may request budgetary estimates for major repair, overhaul, rehabilitation, modernization, or replacement.

Such recommendations do not constitute authorization to perform the work.

A.27 Minimum Proposer Qualifications

1. At least five (5) years of relevant experience providing maintenance, repair, inspection, or technical services for PBB, BHS, industrial conveyor systems, or comparable equipment.

2. Demonstrated experience working in active airport or comparable mission-critical operating environments.

3. Personnel with appropriate mechanical, electrical, hydraulic, and controls experience.

RFP 2026-055 Page 17

4. Ability to provide emergency telephone support 24 hours per day, 7 days per week.

5. Ability to dispatch qualified field technicians to Waco Regional Airport within the response times proposed.

6. Appropriate licenses, certifications, training, and manufacturer qualifications required for assigned work.

7. Ability to obtain required insurance coverage and comply with City contracting requirements.

8. Satisfactory record of contract performance and financial capacity to support the five-year Agreement plus option period.

9. Ability to obtain replacement parts and technical support for the covered equipment.

A.28 Price Proposal and Annual Price Adjustments

All accepted pricing shall remain firm and fixed during Contract Years 1 and 2. Beginning with Contract Year 3, and on each subsequent contract anniversary through Contract Year 5 and any exercised optional Contract Year 6, the Contractor may request an annual price adjustment. Any approved increase shall not exceed the lesser of: (a) the percentage increase in the Consumer Price Index for All Urban Consumers (CPI-U), All Items, U.S. City Average, not seasonally adjusted, as published by the U.S. Bureau of Labor Statistics, measured over the most recent twelve-month period for which data are available at the time of the request; or (b) three percent (3%). Price adjustments are not automatic and shall require a written request from the Contractor, supporting CPI documentation and calculations, and prior written approval by the City. Requests must be submitted at least sixty (60) days before the applicable contract anniversary and shall not be applied retroactively. If the applicable CPI-U reflects no increase or a decrease, no price increase will be permitted for that contract year. Percentage markups for parts, materials, subcontractors, and equipment rental, if any, shall remain fixed for the entire term of the Agreement, including any renewal period. No fuel surcharge, administrative fee, environmental fee, shop fee, or other miscellaneous charge will be permitted unless expressly identified in the Proposal and accepted by the City.

PRICE PROPOSAL

Labor

Service Unit Proposed Rate PBB Technician - Regular Hours Per Hour $________ PBB Technician - After Hours Per Hour $________ PBB Technician - Weekend/Holiday Per Hour $________ BHS Technician - Regular Hours Per Hour $________ BHS Technician - After Hours Per Hour $________ BHS Technician - Weekend/Holiday Per Hour $________ Electrical / Controls Specialist Per Hour $________ PLC / Programming Specialist Per Hour $________

RFP 2026-055 Page 18

Supervisor / Project Manager Per Hour $________

Mobilization and Service Calls

Service Unit Proposed Rate Standard Mobilization / Service Call Per Call $________ Emergency Mobilization Per Call $________ Travel Time, if applicable Per Hour $________ Mileage, if applicable Per Mile $________

PCA / HVAC Services

Service Unit Proposed Rate PCA/HVAC Technician – Regular Hours Per Hour $________ PCA/HVAC Technician – After Hours Per Hour $________ PCA/HVAC Technician – Weekend/Holiday Per Hour / System $________ Routine PCA/HVAC Inspection & Preventive Maintenance Per Unit $________

Comprehensive Annual PCA/HVAC Inspection & Preventive Maintenance Per Unit $________

PCA/HVAC Operator/Maintenance Training Per Session $________

Preventive Maintenance / Inspections

Service Unit Proposed Rate Routine PBB Inspection / PM Per Bridge $________ Comprehensive Annual PBB Inspection Per Bridge $________ Routine BHS Inspection / PM Per Visit / System $________ Comprehensive Annual BHS Assessment Per System $________ Annual Equipment Condition Report Annual $________

Training

Service Unit Proposed Rate PBB Operator Training Per Session $________ PBB Maintenance Training Per Session $________ BHS Operator / Maintenance Training Per Session $________ Additional Training Per Hour $________

Parts and Materials Markups

Parts markup above documented acquisition cost _____ % Materials markup _____ % Subcontractor markup _____ % Equipment rental markup _____ %

RFP 2026-055 Page 19

A.29 Equipment Inventory

Prior to contract execution, the City and selected Contractor may establish an agreed inventory of equipment covered by the Agreement. The inventory may include the following information:

• Asset Type

• Asset Number

• Manuafacturer

• Model

• Serial No.

• Location

• Condition

• Notes

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APPENDIX B

Contract Requirements Please be advised:

The City of Waco mandates that the successful bidder submit the following documents before the official contract is awarded.

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Worker’s Compensation

(5) Wage Rates

(6) Sales Tax Information

(7) HB 89 Energy Form

(8) HB 89 Firearms Form

(9) HB 89 Israel Form

(10) House Bill 1295 Information Sheet

(11) Foreign Terrorist Organization Form

(12) Protest Procedure

(13) Registered with the Texas Secretary of State

(14) W-9 Taxpayer Identification Form

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City of Waco Insurance & Indemnification Requirements Basic (03/22/2019)

Insurance Requirements:

A contractor’s financial integrity is of interest to the City. Therefore, subject to a contractor’s right to maintain reasonable deductibles, a contractor shall obtain and maintain in full force and effect for the duration of the contract, and any extension hereof, at contractor’s sole expense, insurance coverage written on an occurrence basis by companies authorized to do business in the State of Texas that are rated A- or better by A.M. Best Company and/or otherwise acceptable to the City in the following types and amounts:

Type Amount

Workers' Compensation Statutory

Employer’s Liability $1,000,000/$1,000,000/$1,000,000

Commercial General Liability Including:

• Premises/Operations

• Independent Contractors

• Products Liability/Completed Operations

• Personal & Advertising Injury

• Broad form property damage, to include fire legal liability

$1,000,000 per occurrence; $2,000,000 General Aggregate, or its equivalent in Umbrella or Excess Liability Coverage

Business Automobile Liability

a. Owned/leased vehicles

b. Non-owned vehicles

c. Hired vehicles

$1,000,000 per occurrence or its equivalent on a combined single limit (CSL basis).

Modification of Insurance Requirement: The City reserves the right to review these insurance requirements during the effective period of the contract and any extension or renewal hereof and to modify insurance coverages and their limits when deemed necessary and prudent by City’s Risk Manager or designee, based upon changes in statutory law, court decisions, or circumstances surrounding this contract.

Proof of Insurance Required and When to Submit:

Examination & Approval. All insurance policies shall be subject to the examination and approval of the City for their adequacy as to form and content, form of protection, and financial status of insurance company.

When to Submit. Prior to the execution of the contract by the City of Waco and before commencement of any work under this contract, a contractor shall furnish proof of insurance to the City’s Risk Manager which is clearly labeled with the contract name and City department. The proof will include completed/current Certificate(s) of Insurance, endorsements, exclusions, and/or relevant extracts from the insurance policy, or copies of policies. Thereafter, new certificates, policy endorsements, exclusions, and/or relevant extracts from insurance policies, or policies shall

RFP 2026-055 Page 28 be provided prior to the expiration date of any prior certificate, endorsement, or policy. No officer or employee other than the City’s Risk Manager or designee shall have authority to waive this requirement.

Additional Insured. Except for Workers’ Compensation and Employers’ Liability, the City, its elected officials, officers, servants, agents, volunteers and employees shall be named as additional insureds. No officer or employee, other than the City Risk Manager or designee, shall have authority to waive this requirement.

Other-Insurance Endorsement -- All insurance policies are to contain or be endorsed to state that an “Other Insurance” clause shall not apply to the City where the City is an additional insured shown on the policy.

Agent Information. The certificate(s) or other proof of insurance must be completed by the broker of record and must be signed and include the agent information including the agent name, title and phone number. The proof of insurance shall be sent directly from the insurance agent to the City’s Risk Management Office by U.S. Postal Service to City of Waco, ATTN: Risk Manager, P.O.

Box 2570, Waco, Texas 76702-2570 or by delivery service to 1415 North 4th Street, Waco, Texas 76707. To send by email, please contact the Risk Management Office at 254-750-5730 to obtain the email address.

Precondition to Performance & Basis for Termination. The City shall have no duty to pay or perform under the contract until such certificate(s), policy endorsements, exclusions, and/or relevant extracts from the insurance policy have been delivered to and approved by the City’s Risk Manager. The contractor understands that it is the contractor’s sole responsibility to provide this necessary information to the City and that failure to timely comply with these insurance requirements shall be a cause for termination of a contract. If the City determines that it will deny payment, not perform, or terminate the contract because of the failure to provide certain information or documents, the City shall give the contractor notice of that determination and allow contractor fifteen (15) days to correct the deficiency.

Waiver of Subrogation. All liability policies will provide a waiver of subrogation in favor of the City.

Notice of Cancellation, Non-renewal, Material Change. The Contractor shall provide written notification to the City of the cancellation, non-renewal, or material change of any insurance required herein. The Contractor shall provide such written notice within five (5) business days of the date the Contractor is first aware of the cancellation, non-renewal, or material change, or is first aware that the cancellation, non-renewal, or material change is threatened or otherwise may occur, whichever comes first. Contractor shall provide the City with a replacement certificate(s) of insurance, policy endorsements, exclusions, and/or relevant extracts from the insurance policy either before the cancellation, non-renewal, or material change is effective, if it knew in advance of such, or within ten (10) business days of first learning of the cancellation, non-renewal, or change if it did not learn of that such action in advance.

INDEMNIFICATION.

A CONTRACTOR EXECUTING A CONTRACT WITH THE CITY AGREES TO ASSUME

FULL RESPONSIBILITY AND LIABILITY FOR THE SERVICES RENDERED PURSUANT TO

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THE CONTRACT AND AGREES TO INDEMNIFY, PROTECT, DEFEND, AND HOLD

HARMLESS THE CITY, ITS EMPLOYEES, AGENTS, AND SERVANTS, OF AND FROM

ALL CLAIMS, DEMANDS, AND CAUSES OF ACTIONS OF EVERY KIND AND

CHARACTER, INCLUDING THE COST OF DEFENSE THEREOF, FOR ANY INJURY TO,

INCLUDING DEATH OF, PERSONS AND ANY LOSSES FOR DAMAGES TO PROPERTY

CAUSED BY OR ALLEGED TO BE CAUSED, ARISING OUT OF, OR ALLEGED TO ARISE

OUT OF, EITHER DIRECTLY OR INDIRECTLY, OR IN CONNECTION WITH, THE

SERVICES TO BE RENDERED HEREUNDER, WHETHER OR NOT SAID CLAIMS,

DEMANDS, CAUSES OF ACTIONS ARE CAUSED BY CONCURRENT NEGLIGENCE OF

THE CITY AND A PARTY TO THIS AGREEMENT, OR WHETHER IT WAS CAUSED BY

CONCURRENT NEGLIGENCE OF THE CITY AND SOME OTHER THIRD PARTY.

Employee Litigation: In any and all claims against any party indemnified hereunder by any employee (or the survivor or personal representative of such employee) of the contractor, any subcontractor, any supplier, or any individual or entity directly or indirectly employed by any of them to perform any of the work, or anyone for whose acts any of them may be liable, the indemnification obligation herein shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for contractor or any such subcontractor, supplier, or other individual or entity under workers’ compensation or other employee benefit acts.

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City of Waco Workers’ Compensation Coverage Verification Form

The City of Waco, a State of Texas Governmental Entity and Municipality, is required to comply with the Texas Labor Code. Specifically, Texas Labor Code – Section 406.096 directs Contractors who enter into a building or construction Contract with a Municipality to certify in writing that (1) they provide workers’ compensation insurance coverage for each employee of the contractor employed on public projects, and (2) they receive a certificate from each subcontractor showing that every employee of the subcontractor is covered by workers’ compensation insurance.

For your convenience, Texas Labor Code – Section 406.096 is attached.

Please review Section 406.096 prior to completing the City of Waco Workers’ Compensation Coverage Verification Form.

If you have questions concerning this form, contact City of Waco Risk Management office at (254) 750- 5730.

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LABOR CODE

TITLE 5. WORKERS' COMPENSATION

SUBTITLE A. TEXAS WORKERS' COMPENSATION ACT

CHAPTER 406. WORKERS' COMPENSATION INSURANCE COVERAGE

EXTRACT:

Sec. 406.096. REQUIRED COVERAGE FOR CERTAIN BUILDING OR CONSTRUCTION

CONTRACTORS. (a) A governmental entity that enters into a building or construction contract shall require the contractor to certify in writing that the contractor provides workers' compensation insurance coverage for each employee of the contractor employed on the public project.

(b) Each subcontractor on the public project shall provide such a certificate relating to coverage of the subcontractor's employees to the general contractor, who shall provide the subcontractor's certificate to the governmental entity.

(c) A contractor who has a contract that requires workers' compensation insurance coverage may provide the coverage through a group plan or other method satisfactory to the governing body of the governmental entity.

(d) The employment of a maintenance employee by an employer who is not engaging in building or construction as the employer's primary business does not constitute engaging in building or construction.

(e) In this section:

(1) "Building or construction" includes:

(A) erecting or preparing to erect a structure, including a building, bridge, roadway, public utility facility, or related appurtenance;

(B) remodeling, extending, repairing, or demolishing a structure; or

(C) otherwise improving real property or an appurtenance to real property through similar activities.

(2) "Governmental entity" means this state or a political subdivision of this state. The term includes a municipality.

Acts 1993, 73rd Leg., ch. 269, Sec. 1, eff. Sept. 1, 1993.

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Office Use Only Date Received:

City of Waco Workers’ Compensation Coverage Verification Form. For Building or Construction Contractors

This form is being filed in accordance with Texas Labor Code – Section 406.96. Required Coverage For Certain Building Or Construction Contractors.

1. Name of Company doing business with the City of Waco.

2. Company Primary Point of Contact for Insurance issues.

Name: _______________________________ Phone: ____________________.

Address: _________________________________________________________.

Email: __________________________________________ (Optional)

3. Name of Insurance Company providing Workers’ Compensation Coverage for Company Employees.

Name Address Phone

4. Is this an update to previously provided information on workers’ compensation insurance?

______ YES ______ NO.

Note: Please inform the City of Waco of changes in Insurance Companies.

5. Has the Company hired one or more Subcontractors for this project?

______ YES ______ NO

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6. Has each Subcontractor provided the Company with a certificate showing workers’ compensation insurance coverage for each of the Subcontractor’s employees?

______ YES ______ NO

7. Name of each Subcontractor and Name of its Insurance Carrier providing Workers’ Compensation Coverage for Subcontractor’s Employees:

Subcontractor Insurance Carrier

Please provide a copy of each Subcontractor’s proof of Workers’ Compensation Coverage.

8. Printed Name and Title of person completing this form, and have Witness sign.

Print Name: ____________________________ Title: _______________________

Signature: ______________________________ Date Signed: _________________

WITNESS:

Signature: _______________________________ Date Signed: ________________

Print Name: ______________________________

Print Title: _______________________________

PLEASE SIGN AND RETURN WITH BID

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"General Decision Number: TX20260260 05/18/2026

State: Texas

Construction Types: Building

Counties: Texas Counties of McLennan

Modification Number Publication Date 0 01/02/2026 1 05/18/2026

BOIL0074-003 01/01/2025

Rates Fringes

BOILERMAKER.........................................$ 33.17 24.92

ELEC0072-002 06/01/2025

Rates Fringes

ELECTRICIAN.........................................$ 36.50 10.40

ENGI0178-005 06/01/2020

Rates Fringes

POWER EQUIPMENT OPERATOR ((3) HYDRAULIC CRANES 59

TONS AND UNDER).....................................$ 32.35 13.10

POWER EQUIPMENT OPERATOR ((1) TOWER CRANE)..........$ 32.85 13.10

IRON0084-011 06/01/2024

Rates Fringes

IRONWORKER: ORNAMENTAL..............................$ 28.26 8.13

PLUM0286-011 09/01/2025

Rates Fringes

PIPEFITTER (EXCLUDES HVAC PIPE INSTALLATION)........$ 37.15 16.92

PLUM0529-002 10/01/2024

Rates Fringes

PLUMBER.............................................$ 32.85 12.74

SUTX2014-036 07/21/2014

Rates Fringes

TRUCK DRIVER: WATER TRUCK..........................$ 12.00 4.11

TRUCK DRIVER: SEMI-TRAILER TRUCK...................$ 12.50 0.00

TRUCK DRIVER: FLATBED TRUCK........................$ 19.65 8.57

TRUCK DRIVER: DUMP TRUCK...........................$ 12.24 1.62

TILE SETTER.........................................$ 14.74 0.00

TILE FINISHER.......................................$ 11.22 0.00

SHEET METAL…