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

The City of Waco, Texas, through its Purchasing Services Department and Waco Regional Airport, is requesting proposals for on-call maintenance, repairs, and inspection services for Baggage Handling System (BHS) and Passenger Boarding Bridge (PBB) equipment at Waco Regional Airport under RFP 2026-055, with proposals due October 20, 2026, at 2:00 p.m. Central Time and a pre-proposal meeting on September 29 at 10:00 a.m. at the Airport.

The scope spans scheduled and preventive maintenance inspections, predictive and condition-based maintenance, corrective maintenance and component replacement, 24/7 on-call emergency troubleshooting and repairs, mechanical and electrical support, technical operational support, parts procurement, staff training, and annual condition assessments for airport-owned BHS and PBB equipment. Awardees must demonstrate a minimum of five years' relevant experience with PBB, BHS, or comparable equipment in airport or mission-critical operating environments; qualified personnel with mechanical, electrical, hydraulic, and controls expertise; 24/7 emergency telephone support capability; ability to dispatch qualified technicians within specified response times; appropriate licenses and certifications; and satisfactory contract performance record.

The City anticipates awarding a non-exclusive Service Agreement with an initial five-year term and one optional one-year renewal period but makes no guarantee of minimum work quantities, labor hours, parts purchases, or compensation. Proposed pricing must cover technician labor rates (regular, after-hours, and weekend/holiday), mobilization and service calls, travel time and mileage, preventive maintenance and inspection services, training, and parts and materials markups. Prices must remain firm and fixed during Contract Years 1 and 2; annual adjustments beginning in Contract Year 3 are permitted not to exceed the lesser of Consumer Price Index increase or three percent. Percentage markups for parts, materials, subcontractors, and equipment rental must remain fixed for the entire contract term. Awardees must obtain $1,000,000 commercial general liability insurance and workers' compensation coverage.

Evaluation criteria allocate 20 points each to experience/qualifications, price, technical approach, and preventive maintenance program; 15 points each to staffing/certifications and emergency response/service coverage; and 10 points to references and past performance, totaling 100 points. Questions are due October 9, 2026, at 5:00 p.m. Central Time. Award notification is anticipated by November 2026. Proposal opening occurs via Zoom at 2:01 p.m. on October 20.