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

The City of Waco is requesting proposals for on-call maintenance, repairs, and inspection services for baggage handling system and passenger boarding bridge equipment at Waco Regional Airport under RFP 2026-055, with sealed proposals due October 20, 2026 at 2:00 p.m. Central Time and a mandatory pre-proposal meeting on September 29 at 10:00 a.m. at the Airport.

The scope encompasses qualified supervision, technicians, tools, diagnostic equipment, transportation, materials, replacement components, and documentation for scheduled and on-call services on Airport-owned BHS and PBB equipment, including preventive maintenance, corrective maintenance, emergency repairs, technical support, parts procurement, and staff training. All work must comply with applicable manufacturer recommendations, industry practices, Airport requirements, and applicable laws and safety standards. Minimum response standards require telephone acknowledgment within 30 minutes for Critical/Emergency requests, remote technical support within one hour, and on-site response targeting eight hours or less.

Proposers must demonstrate at least five years of relevant experience with PBB, BHS, or comparable equipment; demonstrated airport or mission-critical operating environment experience; and 24/7 emergency telephone support capability. The City makes no guarantee of minimum work quantity, labor hours, parts purchases, or compensation. Proposed pricing must remain firm and fixed during Contract Years 1 and 2, with annual price adjustments permitted beginning in Contract Year 3 limited to the lesser of the CPI-U increase or three percent. Markup percentages for parts, materials, subcontractors, and equipment rental must remain fixed throughout the contract term. All proposed rates must include overhead, supervision, administrative expenses, profit, and ordinary tools and diagnostic equipment except separately reimbursable items.

The resulting service agreement will be non-exclusive with an initial five-year term and one optional one-year renewal period. Contractors must obtain Workers' Compensation (Statutory), Commercial General Liability ($1 million per occurrence; $2 million General Aggregate), and Business Automobile Liability ($1 million CSL) insurance, with the City named as additional insured.

Evaluation criteria are experience and qualifications (20 points), technical approach and preventive maintenance program (20 points), staffing and technical capabilities (15 points), emergency response and service coverage (15 points), price proposal (20 points), and references and past performance (10 points). Questions are due October 9, 2026 at 5:00 p.m. Central Time. Award is anticipated by November 2026.