REQUEST FOR PROPOSAL

RFP 2026-015

REQUEST FOR PROPOSALS (RFP) LEASE OF CITY OF EDINBURG

PROPERTY AND OPERATION OF ITS DRAGSTRIP (RACETRACK) AT

SOUTH TEXAS INTERNATIONAL AIRPORT AT EDINBURG

City of Edinburg

415 W. University Drive

Edinburg, TX 78541

RELEASE DATE: July 8, 2026

DEADLINE FOR QUESTIONS: July 22, 2026

RESPONSE DEADLINE: July 28, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofedinburg https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Edinburg

REQUEST FOR PROPOSAL

REQUEST FOR PROPOSALS (RFP) LEASE OF CITY OF EDINBURG PROPERTY

AND OPERATION OF ITS DRAGSTRIP (RACETRACK) AT SOUTH TEXAS

INTERNATIONAL AIRPORT AT EDINBURG

I. Introduction II. Legal Notice

III. Instructions, Terms and Conditions IV. Specifications V. Vendor Questionnaire

VI. Evaluation Criteria

Attachments:

B - Racetrack Exhibit A

Request For Proposal #RFP 2026-015 Title: REQUEST FOR PROPOSALS (RFP) LEASE OF CITY OF EDINBURG PROPERTY AND OPERATION OF ITS DRAGSTRIP

(RACETRACK) AT SOUTH TEXAS INTERNATIONAL AIRPORT AT EDINBURG

1. Introduction

1.1. Summary

City of Edinburg (“City”) owns and operates South Texas International Airport at Edinburg on which a one hundred forty-seven (147) acres section of non-aeronautical property (“Premises”) is for lease. Located on the property are abandoned pavements configured for quarter-mile drag racing and customer parking. The City is seeking proposals from a qualified organization or individual(s)

(“Proposer”) to maintain the Premises and operate the Dragstrip. Proposer shall be an active member in good standing with National Hot Rod Association (NHRA), International Hot Rod Association (IHRA), or other recognized drag racing sanctioning body. The intent of this RFP is to determine the most qualified

Proposer who will also operate the Dragstrip to the best benefit of the community and provide revenue to the Airport’s fund.

1.2. Background

The selected Proposer shall manage and care for the leasehold, all facilities and daily racetrack operations ensuring compliance with all sanctioning body’s applicable rules & regulations, equipment requirements, industry & City safety and housekeeping standards, provide sufficient qualified and trained staff, manage events and advertisements, provide required financial reporting prescribed by the

City, and pay to the City monthly rent plus revenue sharing, fees and charges on a net 30 days basis.

1.3. Contact Information

Project Contact:

Tomas Reyna

Assistant City Manager

415 W. University Dr.

Edinburg, TX 78539

Email: treyna@cityofedinburg.com

Phone: (956) 388-8207

Procurement Contact:

Lorena Fuentes

Purchasing Manager

415 W. University Drive

Edinburg, TX 78539

Email: lfuentes@cityofedinburg.com

Phone: (956) 388-8972

Department:

City Manager

Department Head:

Myra Ayala

City Manager mailto:treyna@cityofedinburg.com tel:(956)388-8207 mailto:lfuentes@cityofedinburg.com tel:(956)388-8972

1.4. Timeline

Release Project Date July 8, 2026

Question Submission Deadline July 22, 2026, 3:00pm

Proposal Submission Deadline July 28, 2026, 3:00pm

2. Legal Notice

2.1. Notice to Respondents

The City of Edinburg is soliciting sealed proposals from qualified vendors for REQUEST FOR PROPOSALS

(RFP) LEASE OF CITY OF EDINBURG PROPERTY AND OPERATION OF ITS DRAGSTRIP (RACETRACK) AT

SOUTH TEXAS INTERNATIONAL AIRPORT AT EDINBURG.

Sealed Proposals must be submitted electronically or received by the City Secretary’s Office no later than:

3:00 pm, Tuesday, July 28, 2026.

All sealed proposals must be received either electronically or at the designated location by the deadline shown. Proposals received after the deadline will not be considered for the award of the contract and shall be considered void and unacceptable.

All proposals will be opened, and bidder’s names publicly read aloud promptly in the City Hall

Community Room, at 415 W. University Dr., Edinburg, TX 78539, at 3:00 pm, Tuesday, July 28, 2026.

To obtain a copy of the Request for Proposals or submit an electronic proposal please visit:

https://procurement.opengov.com/portal/cityofedinburg

If a Respondent chooses to submit a Hard Copy Proposal, it must be delivered in a sealed envelope with a return address and clearly marked “City of Edinburg RFP No. RFP 2026-015" to the City Secretary's

Office prior to the RFP opening date and time. The receiving time in the City Secretary's Office will be the governing time for acceptibility of the proposals. The Respondent's firm name shall appear on the outside of the envelope.

Submit Proposals to:

If submitting Electronic: https://procurement.opengov.com/portal/cityofedinburg

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

RFP No. RFP 2026-015

If you have any questions or require additional information contained the RFP, you may contact Lorena

Fuentes, Interim Purchasing Manager, please submit your questions via OpenGov Procurement at the website listed above no later than 3:00 pm on Wednesday, July 22, 2026.

The City of Edinburg reserves the right to reject any or all proposals and to waive informalities or technicalities and to accept the Proposal deemed most advantageous to the City, and hold the proposal for a period of 90 days without taking action.

3. Instructions, Terms and Conditions

3.1. General Instructions

PURPOSE

The purpose of these solicitation documents is to provide a Proposals for: REQUEST FOR PROPOSALS

(RFP) LEASE OF CITY OF EDINBURG PROPERTY AND OPERATION OF ITS DRAGSTRIP (RACETRACK) AT

SOUTH TEXAS INTERNATIONAL AIRPORT AT EDINBURG

INTENT

The services to be provided under this RFP shall be in accordance with and shall meet all specifications and/or requirements as shown in this solicitation for RFP. There is no intention to disqualify any respondent who can meet the requirements.

SUBMITTAL OF "HARD COPY" RFP

If submitting a Hard Copy RFP, it must be submitted in a sealed envelope by the vendor. Submit two (2) complete sets of the response, one (1) original marked “ORIGINAL,” and one (1) Digital Copy in a flash drive. Each RFP must be completely filled out and SUBMITTED IN ORIGINAL FORM complete with all supporting documentation. RFPs submitted by facsimile (fax) will not be accepted. Submittal of an RFP in response to this solicitation constitutes an offer by the respondent. Once submitted, RFPs become the property of the City of Edinburg and as such the City reserves the right to use any ideas contained in any

RFP regardless of whether that respondent/firm is selected. Submission of a RFP in response to this solicitation, by any respondent, shall indicate that the respondent(s) has/have accepted the conditions contained in the RFP, unless clearly and specifically noted in the RFP submitted and confirmed in the contract between the City and the successful respondent otherwise. RFPs which do not comply with these requirements may be rejected at the option of the City. RFPs must be filed with the City of

Edinburg before the deadline day and hour. No late RFPs will be accepted. Failure to meet RFP requirements may be grounds for disqualification.

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

If submitting Electronic: https://procurement.opengov.com/portal/cityofedinburg

TIME ALLOWED FOR ACTION TAKEN

The City of Edinburg may hold RFPs 90 days after deadline without taking action. Respondents are required to hold their RFPs firm for same period of time.

RIGHT TO REJECT/AWARD

The City of Edinburg reserves the right to reject any or all RFPs, to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best and most advantageous to the City of Edinburg.

ASSIGNMENT

https://procurement.opengov.com/governments/956100/portal/cityofedinburg

Respondents are advised that the City of Edinburg shall not allow the successful respondent to sell, assign, transfer, or convey any part of any contract resulting from this RFP in whole or in part, to a third party without the written approval of the City of Edinburg.

AWARD

Respondents are advised that the City of Edinburg is soliciting RFPs and award shall be made to the respondent that in the opinion of the City of Edinburg is the best qualified.

The City of Edinburg reserves the right to award contract(s) based solely on the written proposals. The

City also reserves the right to request oral interviews.

FINAL SELECTION AND THE CITY COUNCIL APPROVAL

Selection shall be made of one or more proposers deemed to be fully qualified and best suited among those submitting Proposals on the basis of the evaluation factors included in the Request for Proposals, if so stated in the Request for Proposals. Negotiations shall be conducted with the proposers selected.

After negotiations have been conducted with each proposer selected, the agency shall select the proposer which, in its opinion, has made the best proposal, and shall award the contract to that proposer. The City may cancel this Request for Proposals or reject the Proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed the most advantageous. Should the City determine in writing and in its sole discretion that only one proposer is fully qualified, or that one proposer is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that proposer. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor's proposal as negotiated. After the selection of the most qualified firm(s), scope of services and billing rates will be negotiated and used as attachments to the City’s Professional

Services Agreement. This Agreement will then be submitted to the City Council for approval. If the City and the selected firm cannot successfully negotiate an agreement, then the City will enter into negotiations with the next best qualified firm on the evaluation rating list. This procedure may be repeated until one (1) or more firms has been selected and approved by the City Council.

NUMBER OF CONTRACTS

THE CITY reserves the right to award one or no contract in response to this RFP.

STATUTORY REQUIREMENTS

It shall be the responsibility of the successful respondent to comply with all applicable State & Federal laws, Executive Orders and Municipal Ordinances, and the Rules and Regulations of all authorities having jurisdiction over the work to be performed hereunder and such shall apply to the contract throughout, and that they will be deemed to be included in the contract as though written out in full in the contract documents.

ALTERATIONS/AMENDMENTS TO RFP

RFP CANNOT be altered or amended after opening time. Alterations made before opening time must be initialed by respondent guaranteeing authenticity. No RFP may be withdrawn after opening time without acceptable reason in writing and only after approval by the City of Edinburg.

NO RESPONSE TO RFP

If unable to submit a RFP, respondent should return inquiry giving reasons.

LIST OF EXCEPTIONS

The respondent shall attach to his/her RFP a list of any exceptions to the specifications/ requirements.

PAYMENT

The City of Edinburg will execute payment by mail in accordance with the State of Texas Pay Law after

SERVICES have been completed, introduced to the City, and found to meet City of Edinburg specifications/requirements. No other method of payment will be considered.

SYNONYM

Where in this solicitation package SERVICES is used, its meaning shall refer to the request for REQUEST

FOR PROPOSALS (RFP) LEASE OF CITY OF EDINBURG PROPERTY AND OPERATION OF ITS DRAGSTRIP

(RACETRACK) AT SOUTH TEXAS INTERNATIONAL AIRPORT AT EDINBURG as specified.

RESPONDENT’S EMPLOYEES

Neither the Respondent nor his/her employees engaged in fulfilling the terms and conditions of this

Service Contract shall be considered employees of the City. The method and manner of performance of such undertakings shall be under the exclusive control of the vendor on contract. The City shall have the right of inspection of said undertakings at any time.

INDEMNIFICATION CLAUSE

The Respondent agrees to indemnify and save harmless the City, from all suits and actions of every nature and description brought against them or any of them, for or on account of the use of patented appliances, products or processes, and he shall pay all royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon request of the Purchasing

Manager, as a necessary requirement in connection with the final estimate for payment in which such patented appliance, products or processes are used.

INTERPRETATIONS

Any questions concerning the project and/or specifications/requirements with regards to this solicitation for Proposals shall be directed to the e-procurement portal as outlined in the RFP. Such interpretations, which may affect the eventual outcome of this request for Proposals, shall be furnished in writing to all prospective Respondents via Addendum. No interpretation shall be considered binding unless provided in writing by the City of Edinburg in accordance with paragraph entitled “Addenda and

Modifications”.

VERBAL THREATS AND OFFICIAL CONTACT

Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of item/material/services for whatever reason and/or reasons shall be considered a breach of contract and the City will immediately sever the contract with the Respondent/Consultant on contract.

Respondents shall not offer gratuities, favors or any monetary value to any official or employee of the

City for purpose of influencing the selection. Any attempt by any Respondent to influence the selection process by any means, other than disclosure of Proposals and credentials through the proper channels, shall be grounds from exclusion from the selection process. Once the project is advertised, there shall be no contact with any city official or employee unless using the formal process through the Purchasing

Department. Failure to comply will result in the firm being disqualified from the process.

CONFIDENTIAL INFORMATION

Any information deemed to be confidential by the respondent should be clearly noted on the pages where confidential information is contained; however, the City cannot guarantee that it will not be compelled to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be considered confidential under

Texas Law, or pursuant to a Court order.

PAST PERFORMANCE

Respondent’s past performance shall be taken into consideration in the evaluation of RFP submittal.

JURISDICTION

Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the

State of Texas. Any and all obligations and payments are due and performable and payable in Hidalgo

County, Texas.

RIGHT TO AUDIT

The City of Edinburg reserves the right to audit the vendor’s books and records relating to the performance of this contract. The City of Edinburg, at its own expense, shall have the right at all reasonable times during normal business hours and upon at least twenty-four (24) hours’ advance notice, to audit, to examine, and to make copies of or extracts from the books of account and records maintained by the vendor(s) with respect to the Supply/Service and/or Purchase Contract. If such audit shall disclose overpayment by City to vendor, written notice of such overpayment shall be provided to the vendor and the amount of overpayment shall be promptly reimbursed by vendor to the City. In the event any such overpayment is not paid within ten (10) business days after receipt of such notice, the unpaid amount of such overpayment shall bear interest at the rate of one percent (1%) per month from the date of such notice until paid.

VENUE

The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Hidalgo County, Texas.

CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS

The City may give local vendors, whose principal place of business is located within the City of Edinburg, and whose bid is within five percent (5%) of the lowest bid price preference as allowed by Section

271.9051 of the Local Government Code.

MATHEMATICAL ERRORS

In the event that mathematical errors exist in any bid unit prices/rates will govern.

CONFIDENTIALITY OF INFORMATION AND SECURITY

Should the successful respondent become the holder of and have access to confidential information in the process of fulfilling its responsibilities in connection with an awarded contract the successful respondent agrees that it shall keep such information confidential and will comply fully with the laws and regulations of the State of Texas, ordinances and regulations of the City, and any applicable federal laws and regulations relating to confidentiality.

TERMINATION OF CONTRACT

The City of Edinburg reserves the right to terminate the contract if, in the opinion of the City of

Edinburg, the successful vendor’s performance is not acceptable, no funds are available, or if the City wishes, without cause, to discontinue this contract. Termination will be in written form allowing a 30-day notice.

ADDENDA AND MODIFICATIONS

Respondent shall carefully examine the RFP forms, specifications/requirements, and instructions to

Respondents. Should the respondent find discrepancies in, or omissions from specifications/requirements, or other documents, or should he/she be in doubt as to their meaning, he/she should request an interpretation via the OpenGov portal:https://procurement.opengov.com/portal/cityofedinburg and obtain clarification by addendum prior to submitting any RFP. Explanations, interpretations, and supplemental instructions shall be in the form of written Addenda which shall become a part of the Contract documents. Said Addenda shall be available thru the e-procurement portal, and e-mailed, to all prospective Respondents. All Addenda issued in respect to this project shall be considered official changes to the original RFP documents.

Verbal statements in response to inquiries and/or requests for explanations shall not be authoritative nor binding. It shall be the Respondent(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, Respondents are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their RFP Submittal if submitting a Hard Copy Solicitation. Electronic submittals should be acknowledged through

OpenGov. Respondent(s) signature on Addenda shall be interpreted as the respondent’s “recognition and compliance to” official changes as outlined by the City of Edinburg and as such are made part of the original solicitation documents. Failure of any respondent to receive any such addendum or interpretation shall not relieve such Respondent from its terms and requirements. The City may issue a written addendum no later than five calendar days prior to the date bids must be received. Addendums are available online at https://procurement.opengov.com/portal/cityofedinburg

RFP PREPARATION COSTS

The City of Edinburg shall not be held liable for any costs incurred by any respondent for work performed in the preparation of and production of a RFP or for any work performed prior to execution of contract.

EQUAL EMPLOYMENT OPPORTUNITY

Respondent agrees that they will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title

VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.

AUTHORIZATION TO BIND RESPONDENT TO RFP

RFPs MUST give full firm name and address of respondent, and be manually signed. Failure to do so will disqualify your RFP. Person signing bid must show title or AUTHORITY TO BIND HIS/HER FIRM IN A

CONTRACT. Firm name and authorized signature must appear on each page that calls for this information. The legal status of the Respondent whether corporation, partnership, or individual, shall also be stated in the RFP. A corporation shall execute the RFP by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership Respondent shall give full names and addresses of all partners. All partners shall execute the

RFP. Partnership and Individual Respondent shall state in the proposal the names and addresses of all persons with a vested interest therein. The place of residence of each Respondent, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature.

COOPERATIVE PRICING

Bidders are advised that in addition to responding to our “local” solicitation for bids/Bids with Dealer pricing, vendors/contractors are encouraged to provide pricing on the below referenced items/products/services based on BuyBoard, TX-MAS, H-GAC and/or any other State of Texas recognized and approved cooperative which has complied with the bidding requirements for the State of Texas. If bidding other than or in addition to “dealer” pricing, kindly duplicate the bid forms for each bid being provided from a cooperative contract. Any and all applicable fees must be included. All cooperative pricing must be submitted on or before bid opening date and hour.

ETHICAL STANDARD

No City official or employee shall have interest in any contract resulting from this bid.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL.

COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS “C”

MISDEMEANOR.

3.2. INSURANCE REQUIREMENTS

Staff may waive insurance requirements for contracts $0 - $4,999.99, including but not limited to contracts for food, materials, supplies, and construction. Workers’ Compensation in amounts which satisfy statutory coverage shall be required for construction projects.

The following insurance requirements will be included in all City contracts of $5,000 - $14,999.99. In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR CODE

§406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Comprehensive General Liability

(City named as additional insured)

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

The following insurance requirements will be included in all City contracts of $15,000 or more.

(1) The successful bidder will be required to carry the following insurance coverage and limits of coverage, as well as list the City as an additional insured to liability coverage as requested by the City. In addition, the successful bidder shall provide the City with evidence of coverage and furnish acceptable proof of payment of insurance premiums.

(2) The successful bidder will be required to secure and/or have insurance coverage in force with an admitted property and casualty insurance company licensed by the State of Texas to conduct business in the State of Texas.

(3) In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR

CODE §406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Employer’s Liability Bodily Injury by Accident:

$100,000 each accident

Bodily Injury by Disease:

$100,000 each employee/$500,000 policy limit

Comprehensive General Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Comprehensive Auto Liability

Bodily Injury $100,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

City’s Protective Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Policies must name the City of Edinburg as an Additional Insured.

Certificates of insurance naming the CITY as an additional insured shall be submitted to the CITY for approval prior to any services being performed by Contractor. Each policy of insurance required hereunder shall extend for a period equivalent to, or longer than the term of the Contract, and any insurer hereunder shall be required to give at least thirty (30) days written notice to the CITY prior to the cancellation of any such coverage on the termination date, or otherwise. This Contract shall be automatically suspended upon the cancellation, or other termination, of any required policy of insurance hereunder, and such suspension shall continue until evidence that adequate replacement coverage is provided to the CITY. If replacement coverage is not provided within thirty (30) days following suspension of the Contract, the Contract shall automatically terminate.

4. Specifications

4.1. REQUEST FOR PROPOSALS (RFP) LEASE OF CITY OF EDINBURG PROPERTY

AND OPERATION OF ITS DRAGSTRIP (RACETRACK) AT SOUTH TEXAS

INTERNATIONAL AIRPORT AT EDINBURG

City of Edinburg (“City”) owns and operates South Texas International Airport at Edinburg on which a one hundred forty-seven (147) acres section of non-aeronautical property (“Premises”) is for lease. Located on the property are abandoned pavements configured for quarter-mile drag racing and customer parking. The City is seeking proposals from a qualified organization or individual(s)

(“Proposer”) to maintain the Premises and operate the Dragstrip. Proposer shall be an active member in good standing with National Hot Rod Association (NHRA), International Hot Rod Association (IHRA), or other recognized drag racing sanctioning body. The intent of this RFP is to determine the most qualified

Proposer who will also operate the Dragstrip to the best benefit of the community and provide revenue to the Airport’s fund.

Scope of Services

The selected Proposer shall manage and care for the leasehold, all facilities and daily racetrack operations ensuring compliance with all sanctioning body’s applicable rules & regulations, equipment requirements, industry & City safety and housekeeping standards, provide sufficient qualified and trained staff, manage events and advertisements, provide required financial reporting prescribed by the

City, and pay to the City monthly rent plus revenue sharing, fees and charges on a net 30 days basis.

A. Premises. One hundred forty-seven acres including dragstrip, spectator viewing area along the racetrack, two assigned access portals to the property from US281/I-69C, abandoned runway pavement to be used for spectator vehicle parking.

The following improvements are included with the Premises:

• Quarter-mile asphalt track

• Control Tower in its current condition

• Two (2) Spectator Seating Bleachers

• Two (2)Ticket Booths

• One (1) Concession Stand

Premises/Dragstrip DOES NOT include the following assets currently on site, but the Proposer awardee should provide similar assets or if possible enter into an agreement with the assets’ current owner to continue to provide those types of amenties along the dragstrip:

• Compulink Timing System – Compulink main computer with TURE WIN Race Program, two data display monitors, one announcer monitor, two race results printers, one scoreboard interface, one Christmas Tree interface, one Compulink Christmas Tree, all downtrack infrared photocells, (from start to finish), all wiring and connections meeting Compulink specifications along and across the racetrack, one Qualifying Terminal

• Bleachers - 15 sets accommodating 2,320 seating capacity

• Bottom Section Track Guardrail – 5,400 linear feet long including safety rails in gas station area.

• Office Building – 512sf, two office areas, office desks, one storage area, one lobby, one full bath, one water heater, A/C unit

• Control Tower Equipment – One (1) sound equipment, Two (2) microphones, One (1) FM Radio

Station Transmitter Unit, One (1) window A/C Unit, storage area (below) overhead coiling door.

• E.T. Booth – One (1) 10,000 pound weight scale with concrete pad.

• VHT Applicator Cart

• Gas station infrastructure (tanks not included)

• Three (3) 1,000-gallon Tanks

• Track Preparation Equipment – one (1) Buffalo Turbine Jet Blower, one (1) Billy Goat Blower, one (1) butane tank with burner

• Warehouse / Shop 416sf – tools, mobile fire suppression system CO², powder and water fire extinguishers, two (2) exterior roof canopies, concrete pad.

• Fencing – wood & metal fencing, metal gates.

• Pitside ticket booths.

Proposer awardee will be required to constantly maintain and operate respectively the entirety of the

Premises outlined in Exhibit “A” because of its adjacency to the Airport’s air operations area. Proposer awardee will have no other access to any City/Airport property outside of the Exhibit A area and is especially prohibited from entering the air operations area for any reason.

B. Shared Premises The City reserves the right to use the premises or authorize the use of the premises to another party when there is no event scheduled at the dragstrip.

C. Agreement Any subsequent agreement resulting from this RFP shall be carried out under a separate accord between the City and Proposer awardee. The City reserves the right to negotiate with any respondent to ensure that the City enters into the best possible contract benefitting itself and the public.

D. Insurance In addition to other requirements, the Proposer awardee will be obligated to carry insurance policies that meet City demands including naming City of Edinburg as an additional insured on such policies.

A. General Liability Proposer awardee will provide a policy of liability insurance with a carrier and in a form satisfactory to City of Edinburg to cover both the Proposer awardee as the primary insured party and City as an additional insured party by endorsement, insured against bodily injury, including death, and property damage for which Proposer awardee may be liable, with

“occurrence” coverage of no less than One Million Dollars ($1,000,000.00) per occurrence for bodily injury, personal injury or property damage.

B. Property Insurance Proposer awardee should maintain fire and extended coverage on the

Leased Premises. City will not be responsible for the loss or damage of such property or any property of Proposer awardee whether or not insured.

C. Dragstrip Operator’s Insurance Must adhere to drag racing sanctioning body’s prescribed insurance standards -

A. Wavier and Release from Liability

With respect to racing events at drag racing sanctioning bodies’-associated venues, the track operator must maintain a guaranteed system of regularly secured signed Waiver and Release forms from all participants allowed to enter restricted areas and to prevent restricted area credentials from being issued before participants have properly signed and executed the Waiver and Release form. For minor participants drivers (under eighteen [18] years of age) the member track must have a system to secure

Minor Waiver and Release forms signed by the parent(s) or legal guardian(s) of each minor participant driver.

B. Where used, the policy must include the following definitions:

Restricted area may not be more inclusive than the advance staging area, burn out area, competition area, shut down area, staging lanes, return road area, and any other area with barriers, fences, and/or structures separating the general public from the racing activities, and which requires special authorizations, credentials, or permission to enter, or any area where the general public is restricted or prohibited. The definitions of the above terms are as follows:

A. Advanced staging area – means the area between the staging lanes and the burnout area.

B. Burnout area – means the area between the advance staging area and the competition area where participants conduct the usual preparation and testing of racing vehicles immediately preceding a racing event.

C. Competition area – means the racing surface beginning at the starting line and ending at the finish line.

D. Shut down area – means the area located between the finish line and return road area.

E. Return road area – means the area where the racing vehicles exit the shut down area and proceed to the pit area.

F. Pit area – means the area used to register the participants and prepare the racing vehicles for competition.

The participants definition should be defined to include racing vehicle drivers, mechanics, crew members, pit persons, officials of the race event, announcers, ambulance crews, wrecker truck crews, new persons, photographers, pit gate workers, motor sport event promoters, and all other persons involved in the actual event, other than members of the general public.

1. Participant Accident Insurance – This is coverage for participants in drag racing events and includes excess Accident Medical Insurance, Accidental Death and Dismemberment

Insurance and Weekly Accident Disability Benefits.

• Participant Accident Insurance or approved Self-insurance must contain the following minimum coverage, conditions and terms:

• $100,000 Accidental Death & Dismemberment Benefit to individual participants injured at NHRA or IHRA member tracks (no deductible paid by the participant).

• $150,000 Blanket Accident Medical Expense benefit on an Excess or Primary basis to individual participants injured at NHRA or IHRA member tracks (no deductible paid by the participant).

• $1000 Weekly Disability benefits payable up to 52 weeks.

2. The policy must feature at least the coverages and benefits outlined and must at a minimum include all coverages provided by the drag racing sanctioning body’s Catastrophic Accident

Policy, a copy of which is available from NHRA and IHRA:

1. Coverage for all participants with no licensing or age restrictions.

2. No jet truck exclusion.

3. No suspension of insurance clause.

4. $5,000 benefit for loss of sight in one eye, loss or use of one limb.

5. Tuning and Testing benefits at the same minimum NHRA or IHRA Member Track Medical and AD&D limits.

E. FAA and Airport Compliance Requirements the Proposer awardee shall comply with all applicable Federal Aviation Administration (FAA) regulations, Airport Minimum Standards, Grant

Assurances, and all rules governing operations at South Texas International Airport at

Edinburg. The Proposer awardee acknowledges the racetrack is located on airport property and agrees to operate in a manner that does not interfere with aviation operations, airspace safety, and airport security.

Proposer awardee shall not enter or permit any person, vehicle, or equipment to enter the Air

Operations Area (AOA) without prior written authorization from the Director of Aviation or their designee. Any approved access must comply with TSA, FAA, State of Texas, and City of Edinburg security training, identification, and escort requirements.

Proposer awardee shall ensure that all lighting, structures, temporary installations, or event-related equipment comply with FAA obstruction standards and shall not create hazards to navigable airspace and aircraft operations. Proposer awardee, participant or attendee shall be prohibited from operating any boom, crane, manlift, bucket truck, portable tower, aerial platform or similar equipment or appurtenance from exceeding forty-five feet (45ft) above ground level. Proposer awardee, participant, or attendee shall be prohibited from conducting or allowing any pyrotechnics, fireworks, aerial mortars, or any similar or incendiary displays. Proposer awardee, participant, or attendee shall be prohibited from operating searchlights or conducting any type of laser light show. Proposer awardee, participant, or attendee shall be prohibited from operating any Unmanned Aerial System, Unmanned Aerial Vehicle, drone, aerial camera, balloon, aerostat, or similar aerial devices without Proposer awardee obtaining specific advance permission from the airport’s manager. The City reserves the right to require removal or modification of any structure or activity that may impact aviation safety.

Proposer awardee shall comply with all federal, State of Texas, City, drag racing sanctioning body’s environmental rules and regulations, and Airport environmental rules, regulations, best management practices, Storm Water Pollution Prevention Program, and Spill Prevention Control and

Countermeasures, pertaining to fuel handling, petroleum, oil, and lubricants handling, in-house spill prevention and stormwater protection programs, and hazardous material management. Any fuel storage, chemicals, or regulated materials must be properly stored, reported, and managed in accordance with federal, state, City of Edinburg Fire Marshal’s Office, and Airport environmental policies.

Proposer awardee shall coordinate all major events with Airport Administration to ensure compatibility with Airport operations, emergency response readiness, and safety planning. The City reserves the right to suspend or modify operations if aviation safety or regulatory compliance is at risk.

F. Crowd Control Plan Requirements Proposer awardee shall be required to develop, submit, and implement a comprehensive Crowd Control Plan for all events and operations conducted on the premises. The plan shall be subject to review and approval by the City prior to any event or activity involving public attendance.

At a minimum, the Crowd Control Plan shall address the following:

• Anticipated attendance and capacity limits

• Site layout, including ingress and egress points

• Traffic control and parking management

• Pedestrian flow and crowd movement strategies

• Staffing levels, including trained security personnel and event staff

• Coordination with local law enforcement, fire, and emergency medical services

• Emergency response procedures, including evacuation plans and communication protocols

• Placement of barriers, fencing, and signage

• ADA accessibility and accommodations

Proposer awardee shall ensure that all crowd control measures are implemented in accordance with applicable safety standards and best practices. Proposer awardee shall be responsible for coordinating with the City’s Police Department, Fire Marshal’s Office, and other relevant agencies as required.

No event shall be held without an approved Crowd Control Plan in place. Failure to comply with this requirement may result in denial of event approval, suspension of operations, or other remedies as determined by the City.

G. Emergency Medical Services Coordination Requirement Proposer awardee is required to coordinate and maintain uninterrupted emergency medical services (EMS) coverage throughout the term of the agreement. To ensure continuity of care and compliance with existing service standards, the Proposer awardee must enter into a separate, independent agreement with the

City’s current ambulance service provider. This agreement shall be executed outside of and independent from the City’s contract under this solicitation.

This requirement is intended to preserve established emergency response protocols, maintain service reliability, and ensure seamless integration with the City’s public safety operations. Proposer awardee shall be solely responsible for all coordination, communication, and operational integration necessary to support EMS response, and must demonstrate the ability to effectively collaborate with the existing provider while meeting all applicable regulatory, safety, and performance standards.

H. Fire protection requirements and coordination Proposer awardee shall be responsible for coordinating all fire protection and life safety measures associated with operations and events conducted on the premises. All activities shall comply with applicable local, state, and federal fire codes, regulations, and standards, and shall be subject to review and approval by the City’s

Fire Marshal’s Office.

At a minimum, the proposer shall:

• Coordinate with the Fire Marshal’s Office for plan review, site inspections, and approvals prior to operations and events

• Ensure adequate fire protection systems are in place, including fire extinguishers of varying quantities and agent requirements including Class-K and 80 B:C, fire lanes, access routes, and fire suppression systems where applicable

• Maintain clear and unobstructed emergency access for fire apparatus at all times

• Develop and implement emergency response procedures, including fire evacuation plans and communication protocols

• Ensure all staff are trained in fire safety procedures and the proper use of fire protection equipment

• Comply with occupancy limits and all life safety requirements for temporary and permanent structures

Proposer awardee shall promptly correct any deficiencies identified by the Fire Marshal’s Office and shall not conduct operations or events without required approvals. Failure to comply with fire protection requirements may result in suspension of operations, revocation of event approvals, or termination of the agreement, as determined by the City.

I. Security Personnel Requirements: Proposer awardee shall be required to provide adequate security personnel for all operations and events conducted on the premises to ensure the safety of patrons, staff, and City property.

Proposer awardee shall be required to hire off-duty officers from the City of Edinburg Police Department for security services. The number of officers and level of coverage shall be determined based on the size, scope, and nature of the event or operation, and shall be coordinated with and approved by the

Edinburg Police Department.

Proposer awardee shall be responsible for all costs associated with hiring off-duty officers and shall coordinate scheduling, staffing levels, and operational needs directly with the Police Department in accordance with City policies and procedures.

Failure to provide the required security personnel may result in denial of event approval, suspension of operations, or other remedies as determined by the City.

J. Track Safety Barriers Requirements Proposer awardee shall be responsible for the installation, maintenance, and operation of all track safety barriers necessary to ensure the safety of participants, spectators, and staff. All safety barriers shall comply with applicable industry standards, sanctioning body requirements (e.g., NHRA, IHRA, or equivalent), and all local, state, and federal safety regulations.

At a minimum, the proposer shall:

• Install appropriate safety barriers along the track, spectator areas, and restricted zones, including guardrails, concrete barriers, fencing, and debris containment systems as required

• Ensure all barriers are properly designed, engineered, and installed to withstand expected operational impacts and conditions

• Maintain all barriers in good condition and promptly repair or replace any damaged or deficient components

• Provide adequate separation between racing areas, staging areas, pit areas, and spectator zones

• Coordinate barrier placement and safety measures with the City’s Fire Marshal’s Office and any applicable regulatory or sanctioning bodies

No racing or related activities shall occur without all required safety barriers in place and approved.

Failure to comply with these requirements may result in suspension of operations, denial of event approvals, or termination of the agreement, as determined by the City.

K. Traffic Management Plan Proposer awardee shall be required to develop, submit, and implement a comprehensive Traffic Management Plan for all operations and events conducted on the premises. The plan shall be subject to review and approval by the City prior to any event or activity that may impact traffic flow or public access.

At a minimum, the Traffic Management Plan shall address the following:

• Estimated attendance and corresponding vehicle volumes

• Designated ingress and egress routes for vehicles, including primary and secondary access points

• On-site circulation patterns and traffic flow control

• Parking plans, including capacity, layout, and overflow accommodations

• Coordination of traffic control measures, including signage, barricades, and traffic control devices

• Deployment of traffic control personnel, including coordination with the City’s Police

Department

• Emergency vehicle access and dedicated emergency routes at all times

• Measures to minimize traffic congestion and impacts to surrounding roadways and neighborhoods

• Coordination with TxDOT and other applicable agencies, if required

Proposer awardee shall be responsible for implementing all approved traffic control measures and ensuring compliance with applicable laws, regulations, and safety standards. All traffic control devices and practices shall conform to the Texas Manual on Uniform Traffic Control Devices (TMUTCD), as applicable.

No event shall be conducted without an approved Traffic Management Plan in place. Failure to comply with this requirement may result in denial of event approval, suspension of operations, or other remedies as determined by the City.

L. Health Department Permits Requirement The Proposer awardee shall be required to obtain and maintain all applicable permits and approvals from the City’s health and code department prior to the installation and operation of any concession stands or facilities serving food or beverages, or any such third party operator. This requirement applies to all food and beverage services, including temporary, mobile, or permanent concessions.

Proposer awardee shall ensure full compliance with all local, state, and federal health regulations, including food safety, sanitation, and inspection requirements. All permits must remain valid and in good standing throughout the term of the agreement, and failure to maintain such permits may result in suspension of operations or other remedies as determined by the City.

M. Building Permits, Code Compliance, and Occupancy Restrictions Proposer awardee shall be required to obtain all necessary building permits and approvals from the City prior to the construction, installation, or modification of any structures on the premises. All work shall be performed in accordance with applicable local, state, and federal laws, ordinances, and building codes.

Proposer awardee shall be responsible for maintaining all existing and new structures in full compliance with all applicable building, fire, safety, and accessibility codes throughout the term of the agreement.

Any deficiencies identified by the City or applicable regulatory authorities shall be promptly corrected at the proposer’s sole expense.

SIGN at entrance to 15920 N Expressway 281. The current freestanding pylon sign located at the gate entrance to the leasehold is non-compatible and therefore will be removed. Proposer awardee shall not erect any new sign in the vicinity of this location without permitting from City of Edinburg and written consent of the airport manager. Proposer awardee shall not apply any advertisement or announcement onto the current secondary pylon sign located adjacent to Gate 9 without written consent from the airport manager.

Residential use of the premises is strictly prohibited. Proposer awardee shall ensure that no individual resides, temporarily or permanently, on the property at any time. Any violation of this provision shall be considered a material breach of the agreement and may result in termination or other remedies as determined by the City.

N. Fuel, Oil, Lubricants, Chemicals Compliance Requirements Proposer awardee shall ensure that any and all fuel, oil, lubricants, chemicals utilized, stored, or handled on the premises comply with all applicable local, state, and federal laws, regulations, and industry standards. This includes, but is not limited to, requirements related to storage, containment, handling, labeling, transportation, and disposal.

Proposer awardee shall implement appropriate safety measures, requisite best management practices, storm water pollution prevention plan(s), spill prevention and control practices and countermeasures, and environmental protections in accordance with applicable regulatory standards. All materials shall be properly managed to prevent contamination, hazards, or damage to City property or the environment.

Any installation, placement, or construction of fuel tanks, storage systems, dispensing equipment, or related structures—whether temporary or permanent—must meet standards, rules, and regulations of

National Fire Protection Association, American Petroleum Institute, Texas Commission on Environmental

Quality, and be reviewed and approved by City of Edinburg’s Building Safety Department and the Fire

Marshal’s Office prior to installation. The proposer shall be responsible for submitting all required plans and documentation and obtaining all necessary approvals before commencing any such work.

Failure to comply with these requirements may result in corrective action, suspension of operations, or termination of the agreement, as determined by the City.

O. Request for Proposals The Request for Proposal respondent should include a transmittal letter signed by an individual having the authority to negotiate and sign agreements on behalf of the organization or individual(s). Proposals should contain no more than forty five (45) pages of material and shall be stapled or otherwise bound, and assembled in organized sections that include a table of contents and tabs with each section title. Pages should be numbered for reference.