CITY OF BUDA, TX

SOLICITATION #27-013

REQUEST FOR INFORMATION

BUDA CHAMPIONSHIP PARK

CONCESSION SERVICES

IMPORTANT NOTICE

THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR INFORMATION-GATHERING, MARKET-RESEARCH, AND PLANNING PURPOSES. IT IS NOT A REQUEST FOR BIDS, REQUEST FOR PROPOSALS, REQUEST FOR

QUALIFICATIONS, OR OTHER SOLICITATION FOR A CONTRACT AWARD.

THE CITY WILL NOT AWARD A CONTRACT AS A RESULT OF THIS RFI.

SOLICITATION #FY27-013

BUDA CHAMPIONSHIP PARK CONCESSION SERVICES

Issued by the City of Buda, Texas

Responses will be accepted until 2:00 PM CST, NOVEMBER 19, 2026 and then publicly opened.

NOTE: THIS RFI IS FOR INFORMATION-GATHERING AND PLANNING PURPOSES ONLY. IT IS NOT A REQUEST FOR BIDS, REQUEST FOR PROPOSALS, REQUEST FOR QUALIFICATIONS, OR OTHER SOLICITATION FOR A

CONTRACT AWARD. THE CITY WILL NOT AWARD A CONTRACT AS A RESULT OF THIS RFI.

Legal Name of Responding Firm SAM.GOV ID#

Contact Person Title

Telephone Number E-Mail Address

Street Address of Principal Place of Business City/State Zip

Complete Mailing Address City/State Zip

Acknowledgment of Addenda: #1_______ #2 _______ #3 _______ #4 _______ #5 _______

Acknowledgment ADA ATTACHMENT V: _______

By submitting a response, the Respondent acknowledges that it has reviewed this RFI and understands that: (1) the RFI is for market research and planning only; (2) the City is not requesting a bid, proposal, or offer and will not award a contract through this RFI; (3) the City is not obligated to issue a subsequent solicitation; (4) the Respondent will bear its own costs of preparing and submitting its response; and (5) information submitted may be subject to disclosure under applicable Texas law. This acknowledgment is not a certification that the Respondent is qualified for a future contract and does not bind the Respondent to provide goods or services to the City.

Authorized Signature

Note: Complete and submit this page as the cover sheet of your statement.

CITY OF BUDA, TX

CONCESSION SERVICES AT BUDA CHAMPIONSHIP PARK

I. INTRODUTION AND PURPOSE

A. RFI Overview

The City of Buda, Texas (Hays County) is requesting information from vendors, operators, organizations, and other parties interested in managing, staffing, and operating concession stands at Buda Championship Park, a new premier athletics facility serving youth sports, adult athletics, tournaments, and special events.

B. Purpose of the RFI/No Contract Award This RFI is issued solely for market research and planning purposes. The City is seeking information, recommendations, and industry feedback to help inform a potential future solicitation for concession services at Buda Championship Park.

Submission of a response does not constitute an offer, proposal, or bid and will not result in the award of a contract. The City is not requesting pricing or binding commitments through this RFI, although respondents may provide representative ranges or examples where requested.

The City may use information received through this RFI to develop a future operating model, scope of services, solicitation, contract terms, or facility improvements. The City is not obligated to issue a subsequent solicitation or enter into a contract as a result of this RFI.

C. Respondent Participation Respondents are not required to address every question. The City welcomes practical recommendations, alternative approaches, representative examples, ranges, and other information that may help the City understand the concession services market. Respondents should identify assumptions or limitations that materially affect their response.

D. Questions and Official Communications Questions regarding this RFI must be submitted electronically through the City of Buda’s procurement portal (https://budatx.bonfirehub.com) before the deadline for questions identified in Section V – Key Events Schedule. Respondents must be registered and logged in to submit questions, and registration is free.

Only written information issued by the City through the designated procurement portal constitutes an official clarification or change to this RFI. Respondents are responsible for monitoring the procurement portal for addenda, clarifications, and other official communications.

E. Contact/Communication Protocol To maintain a fair and consistent information-gathering process, respondents should direct questions and communications concerning this RFI through the designated procurement portal. Respondents should not contact City employees, department representatives, evaluation participants, or elected officials regarding the RFI except through an authorized procurement communication.

https://budatx.bonfirehub.com/

F. Errors, Omissions, or Ambiguities Respondents are encouraged to notify the City promptly through the procurement portal if they identify an omission, ambiguity, inconsistency, or apparent error in the RFI or its attachments. The City may issue clarification(s), addendum(s), or other revision(s) when appropriate.

G. Addenda and City Communications Any official clarification, revision, or additional information issued by the City will be provided through the City's designated solicitation platform. Respondents are responsible for monitoring the solicitation for updates and incorporating applicable addenda or clarifications into their responses.

H. Public Information / Confidentiality Responses submitted to this RFI may be subject to disclosure under the Texas Public Information Act. Respondents should clearly identify any information they believe is confidential or proprietary and should provide only the information necessary to respond to this RFI.

Respondents should not mark an entire response as confidential or proprietary. The City will handle requests for confidential or proprietary information in accordance with applicable law.

I. City’s Right to Modify or Withdraw the RFI The City reserves the right to modify, clarify, suspend, or withdraw this RFI at any time. The City may also request additional information or clarification from respondents as part of its market research.

J. Future Procurement Information received through this RFI may be considered by the City in developing a future solicitation, including its scope of services, operating requirements, contract structure, performance requirements, and financial model. Participation in this RFI will not provide a Respondent with any preference, advantage, or entitlement in any future procurement. The City may use information received from one or more Respondents, as appropriate, in developing a future solicitation.

II. FACILITY AND PROJECT BACKGROUND

A. Buda Championship Park: Buda Championship Park, located at 310 Sportsplex Drive, Buda, Texas 78610, is a regional athletics facility serving youth sports, adult athletics, tournaments, leagues, rentals, camps, clinics, special events, and other activities.

The facility includes eight (8) softball fields with stadium seating, four (4) soccer/football fields, twenty (20) batting cages, restrooms, and approximately 800 parking spaces.

The softball complex includes a fully furnished concession stand located beneath an observation deck tower at the center of the south softball complex. The concession area is approximately 537 square feet.

The concession facility will include the food preparation, cooking, refrigeration, storage, and other equipment identified in Appendix A – Concession Floor Plan and Equipment List. Appendix A also shows the layout of the concession area.

Anticipated Facility Use: The facility is anticipated to open in February 2027; however, the City reserves the right to modify the anticipated opening date. Attendance and concession demand may vary substantially based on event type, season, tournament schedule, field rentals, practices, leagues, camps, clinics, and special events. Below is the planned availability of fields for usage:

Softball/Baseball:

• 8 full size fields

• Operate 9 months per year (March – November) Soccer:

• 4 full size fields

• Operate 7 months per year (March – May & August - November) Practice Use:

• Fields are available for practice Monday – Thursday. Tournament play is available any day of the week.

The City has a goal to host 30+ sport tournaments each year. Both complexes also host club/league play on weekends.

B. Potential Concession Location and Services: The City is primarily seeking information regarding concession services at Buda Championship Park and may also evaluate opportunities for concession service at the soccer complex and north softball complex. Potential approaches may include permanent concession facilities, food trucks, mobile units, temporary operations, semi-permanent concession stands, or combinations of these approaches.

Potential Services may include:

• Staff and operate concession facilities;

• Manage day-to-day concession operations;

• Provide food, beverage, and related concession products;

• Implement and manage point-of-sale systems and cashless payment transactions;

• Procure, receive, store, and manage inventory;

• Develop menus and establish or recommend pricing;

• Coordinate staffing levels with tournament, league, rental, and special event schedules;

• Provide temporary or mobile concession operations, as appropriate;

• Operate concessions during tournaments, leagues, rentals, special events, and other facility activities;

• Maintain applicable food safety, sanitation, and health requirements;

• Provide customer service and guest experience management;

• Provide financial, sales, and operational reporting to the City; and

• Coordinate concession operations with City staff and facility management.

Buda Championship Park is an alcohol- and drug-free facility. Any future concession operation would be subject to applicable City policies, facility requirements, and federal, state, and local laws and regulations.

III. INFORMATION REQUESTED

The following questions are intended to guide market research. Respondents may answer only those questions for which they have relevant information and may provide additional information or alternative recommendations.

A. Company/Organization Information: Please provide the following information about your organization:

• Legal name, business address, and primary contact information.

• Year established and ownership structure.

• Approximate number of employees and general organizational structure.

• Brief description of the organization's primary business activities.

• Respondents may identify licenses, permits, certifications, or other qualifications commonly required for comparable concession operations.

• Description of experience operating food and beverage concessions, including facility types, event types, and operating scale.

• Examples of up to three (3) comparable facilities, if available, including location, facility type/size, approximate attendance or event volume, scope of services, duration, operating model, approximate annual sales if available, staffing responsibility, and reference information if authorized.

Comparable-facility information is requested to understand the market and will not establish a minimum qualification requirement for a future procurement.

B. Operating Model: The City is interested in understanding the various approaches available for operating concessions at Buda Championship Park. Please describe the operating model or models your organization believes could be effective for a facility such as Buda Championship Park and explain the advantages, considerations, and potential challenges associated with each.

Examples of potential models include, but are not limited to:

• City-operated concessions with contracted staffing

• Fully outsourced concession operations

• Private operator responsible for staffing, inventory, management, and operations

• Revenue-sharing arrangement

• Management-fee arrangement

• Minimum-guarantee arrangement

• Hybrid operating model

• Other innovative or market-supported approaches

For each model discussed, describe the typical division of responsibilities between the City and operator, including staffing, equipment and capital investment, inventory, POS systems, maintenance, cleaning, marketing, regulatory compliance, financial reporting, and other material responsibilities.

C. Management and Staffing: Please provide examples of how your organization has successfully managed staffing during peak tournament or other high-volume periods.

Please address, as applicable:

• Typical staffing levels during tournaments and other high-volume events.

• How staffing changes based on attendance, event type, and operating hours.

• Recruitment, retention, training, and supervision of employees.

• Management presence expected during events.

• Use of seasonal, part-time, temporary, or contracted employees.

• Approaches to handling call-offs, shortages, and unexpected demand.

• Advance information typically needed from a facility to plan staffing effectively.

D. Customer Experience & Menu Development: Please describe your approach to developing and managing concession menus for a sports complex serving athletes, families, spectators, and other visitors.

Please address, as applicable:

• Typical food and beverage offerings for athletes, families, spectators, and visitors.

• Menu development, rotation, seasonal changes, and pricing practices.

• Local or regional offerings and opportunities for local businesses.

• Healthy, children's, vegetarian, dietary, grab-and-go, premium, and specialty options.

• Service speed, throughput, customer-service standards, and methods for reducing wait times.

• Technology, equipment, or operating practices used to improve customer experience or sales.

E. Point-of-Sale and Technology: Please describe the point-of-sale (POS) and other technology systems used by your organization to support concession operations.

• Please identify, as applicable:

• POS capabilities and cashless payment options.

• Credit/debit processing and transaction reporting.

• Mobile ordering or customer-facing digital ordering.

• Inventory management and integration with accounting/business systems.

• Real-time sales and financial reporting.

• Digital menus/displays.

• Continuity of transaction processing during temporary internet outages.

• Technology, connectivity, equipment, and support requirements.

• Which technology/equipment is typically provided and maintained by the operator versus the facility owner.

F. Equipment and Facility Infrastructure: Appendix A identifies existing facility information and infrastructure available at Buda Championship Park. Based on the facility information provided, identify infrastructure, equipment, amenities, or facility improvements typically needed to successfully operate concessions.

Please address potential needs such as:

• Permanent or portable concession equipment

• Refrigeration and freezers

• Cooking and food-preparation equipment

• Storage and ice

• Water and electrical service

• POS equipment and connectivity

• Signage

• Trash/recycling

• Cleaning and sanitation

• Internet connectivity

• Other recommended infrastructure or amenities

Identify any facility improvements or equipment investments that could materially improve operations, customer experience, or revenue generation.

G. Financial Model: Describe common financial structures for comparable concession operations.

Respondents may provide ranges or representative examples rather than confidential information.

Examples may include:

• Percentage of gross sales

• Percentage of net sales or profits

• Fixed management fee

• Minimum annual or event guarantee

• Combination of guarantee and percentage of sales

• Fixed rent

• Hybrid revenue-sharing model

• Other financial structures

Identify typical operating expenses, such as labor, food and beverage costs, payment processing, POS systems, equipment, insurance, transportation, waste disposal, permits/licenses, management, and marketing. If possible, provide representative ranges or examples from comparable operations.

H. Operations & Scalability: Buda Championship Park may experience significant fluctuations in attendance and concession demand, ranging from daily field rentals and practices to tournaments and other high-volume events. Describe experience operating during youth sports tournaments, regional/national tournaments, league play, camps, clinics, community events, and other high-volume athletic events including

• How operations are adjusted when actual attendance exceeds or falls below projections.

• How staffing, inventory, concession points, mobile operations, POS capacity, and operating hours are scaled.

• Event information and advance notice needed to plan effectively.

• Operational risks or constraints associated with highly variable attendance.

I. Partnerships and Community Engagement: The City is interested in understanding opportunities to incorporate local businesses, food vendors, and community partners into concession operations.

Please describe whether your organization:

• Use of local businesses, restaurants, food vendors, or suppliers.

• Use of local employees or opportunities for local entrepreneurs.

• Community events or programs.

• Examples of successful local vendor or community partnership programs.

J. Contract Structure and Risk Allocation: To assist the City in understanding common industry practices and based on your experience with comparable concession operations, please provide recommendations regarding an appropriate initial contract term for a concession operator at a sports facility such as Buda Championship Park including information on:

• Typical initial contract terms and renewal structures.

• Risks generally assigned to the facility owner, operator, or shared.

• Business terms or performance expectations commonly used in successful concession agreements.

• Terms that have created challenges in other agreements and potential ways to address those challenges.

K. Reporting and Performance Information: Describe operational, financial, and performance information typically provided by a concession operator. Identify reports or metrics that may be appropriate on a monthly, quarterly, and annual basis.

• Sales and revenue information

• Revenue-sharing calculations

• Attendance or transaction data

• Inventory

• Staffing

• Customer feedback

• Food safety and compliance

• Operational issues

• Other performance measures

Respondents may provide blank report examples or redacted samples instead of confidential or proprietary information.

L. Other Recommendations: Identify information, considerations, opportunities, risks, or innovative approaches not otherwise addressed that the City should consider when developing a future concession operating model or solicitation.

The City welcomes recommendations that may improve:

• Customer experience;

• Quality and variety of food and beverages;

• Operational efficiency;

• Tournament experience;

• Financial performance;

• Community involvement;

• Facility utilization; and

• Overall value to the City, concession operator, and facility users.

Respondents are encouraged to identify potential opportunities, challenges, or considerations that the City may not have otherwise considered.

IV. RESPONSE SUBMISSION INSTRUCTIONS

A. Submission Method Responses to this solicitation must be submitted electronically via the City of Buda’s Procurement Portal which can be found at budatx.bonfirehub.com under the respective Project name. Electronic submissions will be accepted only through the Bonfire Portal. Submissions sent via email, fax, or any other electronic means will not be accepted.

B. Response Deadline Responses are due no later than 2:00 PM CT on October 29, 2026, unless the City issues an addendum changing the deadline. Respondents are responsible for allowing sufficient time to upload and finalize their submission.

C. Recommended Response Organization To make responses easier to review, respondents are encouraged to organize their response in the following order:

• Respondent Information Form / Cover Sheet

• Company / Organization Information

• Operating Model(s)

• Management and Staffing

• Customer Experience and Menu Development

• Point-of-Sale and Technology

• Equipment and Facility Infrastructure

• Financial Models and Operating Economics

• Operations and Scalability

• Partnerships and Community Engagement https://budatx.bonfirehub.com/portal

• Contract Structure and Risk Allocation

• Reporting and Performance Information

• Other Recommendations

• Optional Supporting Information / Examples

The City is not establishing an evaluation score or ranking system for this RFI. Responses will be reviewed for market research and planning purposes.

D. Response Length and Format Unless otherwise stated in the Bonfire project instructions, respondents should provide a concise response. Respondents should avoid unnecessary marketing materials and focus on information that will help the City understand the market, available operating models, and practical considerations for Buda Championship Park.

E. Addenda and Clarifications The City may issue written addenda or clarifications through the procurement portal. Respondents are responsible for monitoring the portal and considering all applicable addenda or clarifications when preparing a response.

F. Withdrawal or Revision of Responses A respondent may revise or withdraw its response through the procurement portal before the response deadline in accordance with the portal's submission procedures. After the deadline, the City may determine how to handle requests for clarification or correction consistent with the purpose of this RFI.

G. Costs The City will not reimburse respondents for costs incurred in researching, preparing, presenting, or submitting a response. Each respondent is responsible for its own costs.

V. Key Events Schedule

Event Date / Time RFI Issued October 21, 2026 Public Notice / Advertisement, if applicable October 21 and October 28, 2026 Deadline for Written Questions 2:00 PM CT, November 13, 2026 Responses Due 2:00 PM CT, November 19, 2026 Anticipated Review of Responses November – December 2026 Anticipated Future Procurement / Next Steps To be determined; no contract award is made through this RFI The City reserves the right to modify the schedule by written addendum or other official notice through the designated procurement portal.

City Contact To ensure a fair and consistent process, respondents should direct questions regarding this RFI through the City of Buda procurement portal. Respondents should not contact City employees or elected officials regarding this RFI except as specifically authorized by the City. The City may contact respondents for clarification or additional information as part of its market research.

Appendix A - Floor Plan and Planned Equipment List

• Sinks, worktables, shelving

• Sandwich prep table w/ refrigerator

• Reach in freezer

• Worktop freezer

• Food pan warmer

• French fry warmer

• Exhaust hood

• Electric fryer

• Electric griddle

• Reach in refrigerator

• Refrigerated merchandiser

• Popcorn popper

• Ice cream freezer

• Bottle cooler

• Ice Machine