ESBD_566675_1791558133380_RFP 2026-046 Proposal Package.pdf

REQUEST FOR PROPOSAL

RFP 2026-046

Zoo Foodservice, Retail Merchandise &

Admissions / Ticketing Operations

Issue Date: October 9, 2026

All Questions Due: October 30, 2026, 5:00 P.M. CT

Closing Date & Time: November 6, 2026, 2:00 P.M. CT

Opening Date & Time: November 6, 2026, 2:01 P.M. CT

For Information Contact:

Christopher Hanchard, Purchasing Agent, 254-750-6640, or ChristopherH@wacotx.gov

Pre-Proposal Meeting (On-Site):

Date: October 22, 2026 10:00 AM Address: 1701 N. 4th. St Waco, TX 76707

Pre-Proposal Meeting (Zoom Video):

See Page 3

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 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 1 mailto:ChristopherH@wacotx.gov

RFP BOILER PLATE – PROJECTS OR SERVICES 05/2026

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 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 2

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL

INFORMATION

PRE-PROPOSAL

RFP NUMBER: RFP 2026-046

DATE: OCTOBER 15, 2026

TIME: CENTRAL 10:00 AM

QUICK LINK: https://wacotx.zoomgov.com/meeting/register/bfj-Ofq_Q1mhUgQAywNytg

MEETING ID: 165 932 6322

DIAL IN NUMBER: 551 285 1373

PASS CODE: 292561

ADDITIONAL

INFORMATION:

Non- Mandatory Via Zoom Video & Dial In

PROPOSAL OPENING

RFP NUMBER: RFP 2026-046

DATE: NOVEMBER 6, 2024

TIME: CENTRAL 2:01 P.M.

QUICK LINK:

https://wacotx.zoomgov.com/j/1655729801?pwd=HEVfU4aewTKbcJaq7AaWepqGLThtlc.

MEETING ID: 165 572 9801

DIAL IN NUMBER: 551 285 1373

PASS CODE: 522515

ADDITIONAL

INFORMATION:

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 3 https://wacotx.zoomgov.com/meeting/register/bfj-Ofq_Q1mhUgQAywNytg https://wacotx.zoomgov.com/j/1655729801?pwd=HEVfU4aewTKbcJaq7AaWepqGLThtlc

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) General Condition for Construction Work

(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) HB1295 Information Sheet

(11) Foreign Terrorist Organization Form

(12) Protest Procedure

(13) Registered with the Texas Secretary of State

(14) W-9 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. Specifications

(1) Site Images and Location Information

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 4

RFP 2026-046

Zoo Foodservice, Retail Merchandise & Admissions / Ticketing

Operations

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: ChristopherH@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 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 5

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.

October 9, 2026

October 15,, 2026

October 22, 2026

October 30, 2026

November 6, 2026

November 6, 2026

Issuance of the RFP

Pre-Proposal Meeting (Virtual) Pre-Proposal Meeting (On-Site) 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 November 7 - 13, 2026 Interviews or Presentations may be conducted

Tentatively, the final selection decision will be made, and submitters will be notified of award by, December 15, 2026. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Christopher Hanchard, Purchasing Agent who can be reached at:

Email: ChristopherH@wacotx.gov Telephone: (254) 750-6640 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: Christopher Hanchard, 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.

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 6

III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Proposal” or “Submission” or “Submittal” refers to a response submitted to an RFP.

(4) “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(5) “RFP” means and refers to this Request for Proposals.

(6) “Selected submission” means and refers to the submission sent to the City of Waco by the Selected Firm.

(7) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City Manager awards a contract for the services or commodities requested in this solicitation.

(8) “Solicitation” means an RFP issued by the City Waco seeking products or services described in the document.

(9) “Submitter” or “Vendor” or “Proposer” or “Contractor” means a firm that submits a response to a solicitation.

(10) “Contract documents” includes the RFP and all of the Appendices attached to the RFP.

(11) “Day” means a calendar or working day (this should be defined based on the bid) unless otherwise specifically defined.

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 7

IV. REQUESTED SERVICES/PRODUCTS

A. Scope of Services / Specifications The City of Waco (the “City”) doing business as Cameron Park Zoo (the “Zoo”) is seeking proposals from qualified, high-performing firms interested in operating the foodservice, catering, retail, and ticketing amenities at the Zoo.

The primary purpose of this Request for Proposals is for the Zoo to seek a partnership with these services to add value to our guest’s experience at the zoo and add consistency to those services.

Additionally, the Zoo is looking for a partner with mission alignment and a respect for sustainable business practices.

(1) Detailed drawings, scope of services, and/or specifications are attached as Appendices.

(2) A digital version of this document can be obtained from 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.

B. Terms Conditions & Requirements

In addition to the specifications for the Project, the attached Appendices include the City’s

Contract Requirements.

C. Duration of Services The term of the contract will be up to ten (10) years. There shall exist an option to renew for five

(5) one-year terms (unless otherwise agreed to by the parties). Operator must have all applicable permits and licenses before commencing operations.

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D. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse proposers for any costs incurred during the preparation or submittal of responses to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

(g) Retain all proposals submitted and to use any ideas in a proposal regardless of whether or not that proposal is selected

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 9

V. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD

PROCEDURES

A. Requirements

(1) Proposals should be kept to the minimum necessary length to explain the proposer’s attributes and pricing. Typed responses are preferred in Times New Roman, Arial or Calibri font.

Responses must be clear and may be subject to disqualification if illegible.

(2) Qualified firms should submit their qualifications through the City of Waco’s e-Procurement portal (Bonfire) at waco-texas.bonfirehub.com/login. Paper/Physical submissions will still be accepted and should include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(a) Cover sheet containing RFP number, project name, and proposer’s name, address, and telephone number.

(b) A brief company history.

(c) Completed and signed copies of Forms included in Appendix C.

(d) A short narrative of the proposer’s approach to the project and a statement of understanding targeting the specific nature of this project.

(e) Information on the proposer’s current workload and ability to complete the project.

(f) Certificate showing current insurance coverage.

(g) Pricing/Cost Information – Pricing Forms

1. All pricing and cost information is to be submitted less Federal Excise and State of Texas Sales Taxes. A tax exemption certificate will be executed upon request. The City’s federal tax identification number is 1-74-6002468-4.

(h) Names of the Subcontractors for the major components of the Project

(i) List of Proposer’s and Subcontractors’ experience on projects completed in McLennan County (include value of project and the owner’s phone and email contact information)

(j) List of Proposer’s and Subcontractors’ experience on projects for the City of Waco or other municipalities (include value of project and contact information (phone and email) at the municipality)

(k) List a minimum of five (5) projects that are of similar size and type performed by the Proposer and each Subcontractor (include the value of each project and owner’s phone and email contact information)

(l) List of five (5) references for the Proposer and three (3) references for each Subcontractor.

(m) Resume, project history, and other information on Proposer’s job superintendent for the project.

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 10

B. Completeness of Submission

(1) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

(2) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative of the proposer authorized to bind the proposer contractually. The proposer must include a statement identifying any exceptions to this RFP or declare that there are no exceptions taken to the RFP.

C. Response Date and Location Responses to this solicitation must be received by 2:00 p.m. (Central Time) on November 6, 2026.

The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/login, paper submissions will still be received at the address listed below Via Delivery Services or Personal Delivery to:

Attn: Christopher Hanchard, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

“RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations”

Proposals will be opened at 2:01 P.M. (Central Time) on November 6, 2026

Proposers accept all risk of late delivery bids regardless of instance or fault. A proposal received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a response submitted by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

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D. Modification to or Withdrawal of Submission

Submissions cannot be altered or amended after the submission deadline passes. Submissions may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification WITHOUT revealing the pricing/cost or terms information. The modification should provide the addition, subtraction, or other modifications so that the final pricing/costs or terms will not be revealed to the City until the sealed proposal is opened.

(2) The written modification may be submitted by electronic transmission (fax or email or personal delivery to Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

(3) If the modification is submitted through an electronic transmission (fax or email), the City must receive an original of the modification document signed by the proposer and submitted to a delivery company (UPS, FedEx, etc.) prior to the proposal closing time. If the original of the modification was not submitted to a delivery company prior to the closing time or is not received within three (3) days after the closing time of the bid, consideration will not be given to the modifications provided in the electronic transmission.

A submission may also be withdrawn by providing the notice in person by a representative of the vendor who can provide proof of his authority to act for the proposer. The representative will be required to execute a receipt reflecting the submission is being withdrawn. If a submission is withdrawn before the submission deadline stated herein, the proposer may submit a new sealed proposal provided the new proposal is received prior to the closing date and time deadline stated on page 1. This provision does not change the common law right of a submitter to withdraw a submission due to a material mistake in the submission.

E. Submission Validity Period

A submission responding to this RFP signifies the vendor’s agreement that the submission and the content thereof, are valid for ninety (90) days following the submission deadline unless otherwise agreed to in writing by all parties. The submission may become part of the contract that is negotiated between the City and the successful proposer.

F. Cost to Develop Submission

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the proposer and shall not be reimbursed in any manner by the City.

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 12

G. Evaluation Procedures The proposals will be initially reviewed and evaluated by a Project Review Committee. Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal.

H. Vendor Presentation The evaluation by the Project Review Committee will be presented to the City Manager or Executive staff, who will determine whether proposers may be invited to make a formal presentation of their proposal and/or sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection

I. Evaluation Criteria The following criteria will be used to evaluate the submittals (scoring points available):

RFP Scoring Criteria Scoring Points

Available Concepts, innovation, creativity of overall operational proposal;

Proposer’s ability to add to the attraction power of the Cameron Park Zoo.

Proposed rent/commission (percentage of gross revenue) to the Cameron Park Zoo. 11

Proposer’s understanding of the importance of serving guests, donors, loyal customers, Cameron Park Zoo’s members and varied staff needs.

Proposer’s experience and reputation (with other clients) in operations most similar to the Cameron Park Zoo. 11

Proposer’s financial and personnel resources commensurate with the size and scope of the Cameron Park Zoo’s operation and the Proposer’s concept and operational plans, financial strength, resources and track-record in managing operations is of critical importance.

Proposed investment in the Cameron Park Zoo. 11 Proposer’s willingness to hire existing team members of the Cameron Park Zoo employed by the City of Waco. 11

Compliance with the Cameron Park Zoo’s terms and conditions contained in the Request for Proposal document. 11

Quality and content of overall proposal submission. 12

TOTAL AVAILABLE POINTS 100

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 13 of the contract will exceed $100,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

The Recipient, 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) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

RFP BOILER PLATE – PROJECTS OR SERVICES 05/2026

J. Final Selection Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the proposals.

(1) During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from proposers.

K. Contact Award and Execution The final contract must be awarded and approved by the Waco City Council if the amount

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 14

APPENDIX A

Scope of Services and Specifications / Pricing Form

(1) Detailed Scope of Services and Specifications

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 15

Request For Proposals

Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations

The Cameron Park Zoo is seeking qualified firms interested in managing and operating the foodservice, retail merchandise, and admissions / ticketing amenities.

Proposal Due Date: November 6, 2026

Issued October 9, 2026

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 16

Cameron Park Zoo

Table of Contents

I. Introduction Page 3

II. Overview

1. Foodservice Amenities Page 4

2. Retail Merchandise Amenities Page 4

3. Admissions / Ticketing Operations Page 5

4. Membership & Membership Revenue Page 5

5. Hours and Days of Operation Page 6

6. Historical & Projected Attendance Page 6

7. Revenue Page 7

8. Concessionaire Investment Page 8

9. Discounts Page 8

10. Interdepartmental Transfers Page 9

11. Sponsorship Page 9

12. Revenue Segregation Page 9

13. Master Plan – Facility Updates Page 9

14. Potential Contract Reassignment Page 9

III. Contract Terms and Conditions

1. Operator Responsibilities Page 10

2. Contractual Definitions and Requirements Page 12

A. Bidder’s Qualifications Page 12 B. Bidder’s Responsibilities Page 12 C. Term Page 13 D. Termination Page 13 E. Books and Records Page 13 F. Commissions Page 13 G. Prime Operator Responsibilities Page 13 H. Subcontracting Page 13 J. Alteration of Premises Page 14

IV. Submission of Proposals

1. Evaluation Criteria Page 15

2. Proposal Submission Format Page 16

3. Additional Notes Page 19

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REQUEST FOR PROPOSALS

Cameron Park Zoo

Zoo Foodservice, Retail Merchandise, and Admissions / Ticketing Operations

I. INTRODUCTION

The City of Waco (the “City”) doing business as Cameron Park Zoo (the “Zoo”) is seeking proposals from qualified, high-performing firms interested in operating the foodservice, catering, retail, and ticketing amenities at the Zoo.

With roots dating back to the 1960’s at a different location, the Cameron Park Zoo opened at its current location in 1993. The zoo is situated on 52 acres of wooded park land on the leading edge of a bluff that overlooks the Brazos River and features an Africa Savanna, African Penguin, Asian Forest, South America, and Texas exhibits. The average length of stay is 1 hour 48 minutes.

Cameron Park Zoo is owned and operated by the City of Waco and functions as a public-private partnership with the Cameron Park Zoological and Botanical Society (the “Society”).

The Society has recently contracted with Canopy Strategic Partners to conduct integrated planning. As part of the planning process, LK Architecture has been engaged to develop a new master plan for the Cameron Park Zoo. While the master plan will encompass guest amenities, timing and implementation sequencing is being evaluated.

In 2025, the Cameron Park Zoo captured its historical high annual attendance of 370,000. The Zoo has a goal of getting its annual baseline attendance to 425,000 within the next few years. 2027 will see the reopening of the zoo’s entrance exhibit and a traveling Animatronic Dinosaur exhibit. 2027 will also see expanded animal encounter opportunities. Utilization of seasonal exhibits to continue growth will continue until 2030 or 2031 when the zoo plans to open its next major new exhibit.

The primary purpose for the Zoo to seek a partnership with these services is to add value to our guest’s experience at the zoo and add consistency to those services. Additionally, the Zoo is looking for a partner with mission alignment and a respect for sustainable business practices.

Cameron Park Zoo Vision: A world where people and animals thrive together.

Cameron Park Zoo Mission: Together, we exist to protect wildlife and wild places by connecting people to nature.

Cameron Park Zoo Values:

People - People are at the heart of everything we do. We invest in the relationships, trust, and belonging that connect staff, guests, and community members to each other and to the natural world.

When people feel a genuine connection to this place and its mission, they become advocates for lasting change.

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Compassion - Compassion guides how we care for the animals in our care, the colleagues we work alongside, and the guests we welcome. It is empathy in action — understanding the needs of those around us and acting on them.

Integrity - We live our values consistently in how we treat each other, engage our community, and care for wildlife and wild places. We do what we say, and we say what we mean.

Collaboration - The best outcomes for wildlife, wild places, and our community happen when we work together. We show up across our teams, build intentional partnerships, and share our conservation work with the broader community.

II. OVERVIEW

The City of Waco is interested in partnering with a bidder to manage food & beverage, catering, retail services and admission.

1. FOODSERVICE AMENITIES

The following permanent foodservice amenities exist at the Cameron Park Zoo:

The primary foodservice location at the Zoo is the Treetops Café located at approximately the halfway point of the zoo’s experience. It is an outdoor café with covered seating overlooking giraffe and rhino habitats and has four walk-up windows. The café opened in 1993. It contains approximately 1,056 sq.

ft. of working space that is approximately 44’ x 22’. See Attachment #1.

The Zoo also features an entrance café which also opened in 1993. This café has gone through different iterations of purpose. Most recently, it was designed to be a coffee shop. The location is equipped with a commercial coffee machine, flattop grill, fryer, and convection ovens. The space contains approximately 1,400 sq. ft. of both work and customer space that is approximately 35’ x 40’.

See Attachment #1.

The zoo also has an outdoor pavilion area that was constructed in 2012. Under the pavilion at the rear is a traditional concession stand. This is a limited use space. It is primarily used as a bar during after-hours events. The concession stand is approximately 12’ x 20’. It is possible to consider repurposing this to an alternate function if mutual agreement to do so exists. See Attachment #1.

The Zoo does not have designated catering amenities. Typically catering needs are outsourced to local restaurants and food trucks.

2. RETAIL MERCHANDISE AMENITIES

The Zoo’s primary retail space, Zootique, is located at the entrance/exit of the zoo. In August of 2024, with the addition of the Penguin Shores exhibit, a permanent satellite was opened which operates inconsistently. See Attachment #1.

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3. ADMISSIONS / TICKETING AMENITIES

In the partnership that operates the Zoo, the City of Waco sells daily use tickets and the Society sells memberships.

The Cameron Park Zoo operates with a single point of entry for the visiting public. The entrance has three booths, each with sales windows on two sides and adjacent aisles. Traditionally, one window/aisle has been used for members, up to three windows and two aisles for single day tickets, and the remaining aisle for an exit. Ticket purchasing and entry are not currently separated.

Tickets may be purchased online but that does not create an expedited entry process into the zoo.

Prearrival group sales is a growing business. Bidder’s response should include a strategy to address prearrival group sales and efficient entry into the zoo.

The zoo currently does not utilize kiosks for selling tickets.

The City of Waco currently contracts with Vermont Systems to utilize the RecTraq product for its Point of Sale (POS) system. The City is willing to entertain a different POS or would encourage a bidder to bring their own POS into the proposal. Regardless of who owns the POS, it is the expectation that at the end of the contract it is the City and/or the Society that will own the guest information collected in person and online.

4. MEMBERSHIP & MEMBERSHIP REVENUE

Memberships are sold by the Society and all membership revenue is retained by the Society. To facilitate this, the Society employs staff to admit members through a separate process from daily ticket purchasers. For the sake of service, both parties would like to explore all admission staff having the ability to admit both members and daily ticket users and the ability to sell memberships to promote admission efficiency. However, all member revenue must be retained by the Society.

5. HOURS AND DAYS OF OPERATION

RFP 2026-046 Zoo Foodservice, Retail Merchandise & Admissions / Ticketing Operations Page 20

The Cameron Park Zoo is open 9:00 a.m, – 5:00 p.m. Monday through Saturday and 11:00 a.m. to 5:00 p.m. Sundays. The zoo is closed on Thanksgiving Day, Christmas Day, and New Year’s Day.

Under consideration is changing the opening time on Sundays to 9:00 a.m.. Also under consideration is a summer heat schedule if it fits and benefits the business model.

Currently the Zoological Society operates a winter holiday event 4-5 nights per week during the winter holiday season.

The zoo does not have any free days.

6. HISTORICAL & PROJECTED ATTENDANCE

The Cameron Park Zoo is strategically growing its annual attendance to 425,000 annual visitations through the following growth (FY26 – FY30 represented as estimates):

*Does not include attendance from events.

Primary drivers for the growth plan include the reopening of the zoo’s main entrance exhibit in 2026 or 2027, opening of a significant master plan project in 2030 or 2031, and seasonal campaigns in the in between years.

Attendance composition for a five-year period occurs in the chart below. Just prior to the start of FY25 the zoo opened the Gloria and FM Young Penguin Shores exhibit, the first significant capital expansion since 2009.

FY23 FY24 FY25 FY26 FY27 FY28 FY29 FY30

Attendance 311,935 331,602 370,382 342,464 383,560 395,066 406,918 419,126

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The Cameron Park Zoo has 10,384 household members.

Projected Admission Rates: As of RFP release through FY27 (subject to change)

• Adults (13 – 59) $18.00 (includes $2.00 increase over prior year)

• Child (3 – 12) $14.00 (includes $2.00 increase over prior year)

• Child 2 and under Free

• Seniors (60+) $14.00

• Military Adult $17.00

• Military Child $13.00

• School Field Trip $10.00

• Members Free

7. REVENUE

A. Foodservice Revenue

Cameron Park Zoo has two primary locations to generate foodservice revenue. They include the Plaza Café at the front of the zoo and the Treetops Café located at the back of the zoo at the approximate halfway point of the zoo experience. Because both facilities have operated inconsistently over the past several years, revenue earned at both locations is combined in the foodservice number below. Vending includes commission from nine Dr. Pepper vending machines selling canned beverage products. Food truck revenue includes commissions paid mostly by Kona Ice but also includes commission from some traditional food trucks brought in for special events or known high traffic days such as Spring Break.

Attendance Composition FY21 FY22 FY23 FY24 FY25 Adult (>12 yrs old) 118,330 103,593 106,088 116,887 131,051 Adult % of Total 34% 31% 31% 35% 35% Child (2 - 12 yrs old) 54,946 43,827 41,792 47,180 52,897 Child % of Total 16% 13% 12% 14% 14% Senior (60 and Over) 8,254 8,700 8,841 9,323 10,453 Senior % of Total 2% 3% 3% 3% 3% Under 2 (Free) 12,733 8,952 12,216 11,496 12,889 Under 2 % of Total 4% 3% 4% 3% 3% Free 3,065 1,724 3,215 3,485 3,907 Free % of Total 1% 1% 1% 1% 1% Group 6,302 29,267 31,184 23,170 25,978 Group % of Total 2% 9% 9% 7% 7% Members 119,509 118,739 118,144 118,810 133,207 Members % of Total 34% 36% 35% 36% 36% Public Events 28,204 14,828 18,643 - - Public Events % of Total 8% 4% 5% 0% 0% Total Attendance 351,343 329,630 340,123 330,351 370,382

*Fiscal Year = October 1 -September 30

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2025 2024 2023 Foodservice 448,066 347,475 405,212 Food Truck 91,440 75,055 49,823 Vending 34,681 25,860 28,578

TOTAL 574,187 448,390 483,612

B. Catering Revenue

Catering is an undeveloped opportunity at Cameron Park Zoo. For most rental events, a combination of outside caterers and food trucks is utilized to meet the need. Interested bidders are encouraged to reimagine an existing space at the zoo to meet the needs for catering support. While the zoo’s pavilion is utilized to host catered events, the zoo’s current staffing model has not supported growth in this area.

C. Retail Merchandise

The Cameron Park Zoo has one primary retail merchandise location at the entrance/exit of the zoo. In September 2024, a satellite location was opened as a component of a new penguin experience.

Because of the inconsistent operation of the satellite location, retail merchandise revenue is reported below in a single combined revenue line.

2025 2024 2023 Retail Merchandise 774,367 714,327 727,353 Carts Negligible Negligible Negligible E-Commerce Negligible Negligible Negligible

TOTAL 774,367 714,327 727,353

D. Admissions / Ticketing Revenue

At the start of FY26, on October 1, 2025, Adult and Child general admission tickets increased by $2.00 each to $18.00 and $14.00 respectively.

8. CONCESSIONAIRE INVESTMENT

The Zoo will lean heavily on bidder expertise to recommend the appropriate investment into the site to maximize revenue potential. Investments by the Operator mutually agreed upon between the Zoo and the Operator will be amortized over an agreed upon useful life. The Zoo will reimburse the Operator the un-amortized balance of capital investments in the event the contract is terminated early.

9. DISCOUNTS

FY21 FY22 FY23 FY24 FY25

General Admission Revenue $2,501,295 $2,425,498 $2,457,094 $2,943,121 $3,000,867

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Employees and volunteers will receive up to a 30% discount on daytime foodservice and retail merchandise purchases, sales of which will be deemed non-commissionable.

10. INTERDEPARTMENTAL TRANSFERS

Departments of the Zoo from time to time, for the purposes of business, purchase bulk foodservice, catering, or retail merchandise items at cost plus 15% shipping & handling. Examples of this may include zoo-sponsored meetings, fundraising events, two zoo staff lunches per year and two City-sponsored events per year.

11. SPONSORSHIP

The Operator will be required to meet the terms and conditions of any sponsorship agreements, and the Zoo or its assignees shall be entitled to all sponsorship income relating thereto, with the exception of rebates, which may be retained by the Operator. Further, the Operator will be expected to work in good faith with the Zoo to accommodate the requirements of future sponsorship arrangements the Zoo may pursue. Operator shall not be asked to enter into a vendor agreement in which pricing or quality is substantially different than what is commercially available to Operator within its vendor marketplace.

Currently, the Zoo has relationships with the following vendors:

• Kona Ice – Operates one to two portable locations within the zoo.

• Dr Pepper – Maintains beverage machine vending, fountain drinks, and bottled/canned beverages at retail locations.

• Scooter Bug – stroller, wagon, wheelchair, ECV, and ride buddies.

It is anticipated that these functions may transfer to the concessionaire if mutual agreement suggests that advantage. There are no current existing written agreements between Kona Ice and Dr Pepper.

12. CITY & SOCIETY REVENUE SEGREGATION

An agreement exists between the City and Society which in part describes which organization conducts which type of business throughout the operational cycle. As such, commission received through an arrangement with a Concessionaire may be divided in accordance with the agreement between the City and the Society.

13. MASTER PLAN

The Cameron Park Zoo is participating with Canopy Strategic Partners in an integrated planning process. Through that process, LK Architecture will be developing a master plan to guide site development. Any updates regarding future development of entry/exit, retail, and foodservice updates will be provided throughout the RFP process.

14. POTENTIAL CONTRACT REASIGNMENT

In the event the operation of the Zoo privatizes to another non-profit entity, the concessionaire contract will be reassigned from the City to the non-profit entity.

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III. CONTRACT TERMS AND CONDITIONS

1. OPERATOR RESPONSIBILITIES

A. The Operator will be responsible for all applicable permits, licenses and fees pertaining to the operation of the services and it shall give all notices and comply with all federal, state and local laws, ordinances, rules and regulations related thereto.

B. The Operator shall be responsible for all taxes imposed as a result of its operation including, but not limited to, sales, personal, use, income, and franchise tax. Operator will remit any taxes applied to admissions and attractions.

C. The Operator, as an independent entity, will indemnify and hold harmless the City from any and all liability and loss of any nature whatsoever arising out of the services, including, but not limited to, any liability or loss caused by any act of commission or omission of the Operator, its agents, employees or invites, which may arise as a result of its operations. Operator will provide all indemnification and subrogation for Operator’s operations to the City.

D. At its own cost and expense, the Operator must comply with all insurance requirements imposed by the City. Such conditions include:

a) Standard Fire & Extended Coverage at full replacement value. NOTE: Operator is only required to provide property damage insurance for inventory, trade fixtures, equipment and other contents at its amenity locations. Primary coverage for the existing equipment provided by the Zoo. Zoo covers the buildings.

b) Worker’s Comp at statutory limits

c) Employer’s Liability with limits for bodily injury (by accident ($1,000,000 each accident), bodily injury by disease ($1,000,000 policy limit), bodily injury by disease ($1,000,000 each employee)

d) Commercial General Liability insurance including products & completed operations and personal injury coverages to include:

i. Blanket contractual liability

ii. Bodily injury

iii. Broad form property damage

iv. Operations hazard

v. Not less than $1M per occurrence and $2M aggregate per 12 months

e) Automobile liability for autos used by Operator including employer’s non-ownership and hired auto in amount of $1M combined single limit per occurrence

f) Any other insurance that the City and the Operator may agree on

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g) Operator is responsible for all premium payments, deductibles, etc

h) The City must be named as an additional insured except for workers comp and employer liability and they must waive any claim or right of subrogation against the City.

Said insurance shall be obtained from a company authorized to do business in the State of Texas; rated AAA by Bests Insurance Guide; and approved by the City.

All policies shall be kept in full force during the term of the contract and each policy shall contain a rider that the policy is non-cancelable without thirty (30) days prior written notice to the parties insured. Copies of the coverage shall be provided to the Zoo Director.

E. The Operator is responsible for the daily upkeep of the service locations and carts. The floors will be kept free of debris, displays will be kept stocked and clean and seasonally appropriate stock levels will be maintained.

F. All internal and external signs deemed necessary by the Operator or the Zoo for the operations shall be the responsibility of the Operator. However, design and location of such signs must have the approval of the Zoo Director in advance of fabrication and installation.

G. The Operator shall provide all labor required for operation of the services, including salaried management staff and hourly associates. In carrying out its responsibilities, the Operator shall provide direct compensation and benefits to, and assume all responsibilities for hiring, training, scheduling and supervising all employed personnel.

The Operator will provide all personnel with Zoo logo’d uniforms and service training.

All personnel must meet the Zoo’s standards for appearance and standards of conduct and are subject to the same pre-employment screening standards as the employees of the Zoo.

H. The Operator will provide all menu items and/or products and will be responsible for all expenses related to product acquisition. The Operator shall pay all invoices on a timely basis so as not to jeopardize the receipt of product, equipment or supplies needed for successful operation. The Operator will be responsible for all consumable products used in the operation of the facilities.

The Operator may purchase from the zoo any inventory at the cost that the Zoo acquired it if it is mutually beneficial.

I. The Operator will abide by the Zoo’s specific regulations regarding products sold in facilities. These regulations include, but are not limited to:

• No sale of balloons on the property.

• The sale of projectiles, water guns, slingshots or any other weapon-like toys is expressly forbidden.

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• The sale of pins, gum, tobacco-related products and explosives are prohibited.

• Active participation in the Zoo’s recycling programs as they are developed.

J. The City will provide and maintain the primary heating, cooling, plumbing and electrical systems. The Operator will be responsible for maintaining the amenities’ interiors including but not limited to, wall finishes, floor coverings and other fixtures and finishes subject to normal wear and tear or limited life span and the Zoo will maintain the exterior of the service amenities locations including roof, windows, and walls.

K. The Operator shall be fully responsible for the use and operation both of the Operator’s and the Zoo’s equipment and fixtures and for all maintenance, repair, upkeep and replacement thereof. The Operator shall be allowed to use equipment, lighting and fixtures currently in the service amenities and offices that are owned by the Zoo. Any replacement of equipment, addition of equipment or fixtures, upgrading of software, equipment leases and maintenance contracts shall be at the expense of the Operator.

The Operator agrees to accept said equipment and fixtures in their present condition and to return them to the Zoo in the same condition at the termination of contract, normal wear and tear accepted.

The Operator may purchase from the zoo any foodservice or retail merchandise that is mutually agreed upon at the Net Book Value of the merchandise or equipment.

L. Utilities including electricity, water, natural gas, waste removal, pest removal, network, internet, and local telephone service shall be provided by the Zoo.

2. CONTRACTUAL DEFINITIONS AND REQUIREMENTS

A. BIDDER’S QUALIFICATIONS

Bidder must, upon request of the City, submit satisfactory evidence of its ability to furnish products or services in accordance with the terms and conditions of this request for proposal.

The City reserves the right to make the final determination as to the bidder’s ability to provide the services requested herein.

B. BIDDER’S RESPONSIBILITIES

Each bidder shall fully acquaint itself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this RFP and its proposal. It is expected that this will sometimes require on-site observation. The failure or omission of a bidder to acquaint itself with existing conditions shall in no way relieve it of any obligation with respect to its proposal or to the contract.

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C. TERM

The term of the contract will be up to ten (10) years. There shall exist an option to renew for five (5) one-year terms (unless otherwise agreed to by the parties). Operator must have all applicable permits and licenses before commencing operations.

D. TERMINATION

The contract between Operator and the City will define the termination rights of each party, both for cause and without cause. Inventory in good condition (in the reasonable opinion of the parties) will be purchased by the Zoo or successor based on Operator’s actual invoice cost.

Terms and timetables of any inventory purchase by the Zoo shall be separately negotiated at that time.

E. BOOKS & RECORDS

Operator will be required to maintain complete and accurate financial records for all transactions and will issue monthly revenue and commission reports to the Zoo Director. Such monthly reports will be made available to the Zoo Director no later than the 20th of the following month. The City reserves the right to audit the Operator’s records.

F. COMMISSIONS

For the purposes of this document gross sales are defined as gross receipts less discounts, credit card and merchant processing fees, customer returns and any applicable state or local sales tax.

Please quote commission rates based upon a percentage of gross sales individually for the functions of foodservice, catering, retail merchandise, and ticketing/admission. A sliding scale whereby commission percentages increase as sales volume increase is acceptable.

The bidder may also quote an alternative commission/compensation plan, but proposals will only be considered if they include a plan based on the above structure as well.

Operator may not offset any commissions due, with the exception of any amounts collected by the Zoo on behalf of the Operator, or any accounts receivable due to Operator by Zoo for services requested by Zoo.

G. PRIME OPERATOR RESPONSIBILITIES

The Operator will be required to assume sole responsibility for the complete effort as required by this RFP. The City will consider the Operator to be the sole point of contact with regard to contractual matters engaged by the Operator.

H. SUBCONTRACTING

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If any part of the work covered by this RFP is to be subcontracted, the Operator shall identify the subcontracting organization and the contractual arrangements made therewith. All subcontractors shall maintain workers’ compensation insurance and liability insurance acceptable to the City. Any subcontracting must be approved by the City. The successful bidder will also furnish each subcontractor’s corporate or company name, address and principal contact. The Operator is solely responsible for all of the activities of its subcontractors.