On-Airport Rental Car Concession for Waco Regional Airport

The City of Waco is soliciting sealed proposals for an On-Airport Rental Car Concession at Waco Regional Airport in McLennan County, Texas. The procuring agency seeks qualified rental car companies to operate a full-service concession providing vehicle rental services to airport passengers. Key deliverables include staffing a counter location, maintaining a parking lot allocation, collecting customer facility charges of $5.00 per rental day, and ensuring compliance with all operational standards set forth in the concession agreement. Required qualifications include demonstrated experience in airport car rental operations, financial capacity to support the venture, and ability to maintain comprehensive insurance coverage including commercial general liability of $1,000,000 per occurrence and $2,000,000 general aggregate, workers' compensation insurance, and business automobile liability coverage of $1,000,000. Proposals will be evaluated across five criteria totaling 100 points: experience and qualifications (30 points), financial capacity and ability to perform (20 points), financial proposal/minimum annual guarantee (25 points), operational plan and customer service approach (15 points), and marketing and business development plan (10 points). A non-mandatory pre-proposal meeting will be held on-site at Waco Regional Airport on April 16, 2026, at 10:00 AM, with all questions due by April 28, 2026, at 5:00 P.M. Central Time. Sealed proposals must be submitted to the City of Waco's Operations Center at 1415 N. 4th Street, Waco, TX by 2:00 P.M. Central Time on May 7, 2026, with opening scheduled for 2:01 P.M. via Zoom video conferencing.

The concession agreement represents an initial five-year contract term with two optional two-year extension periods contingent upon acceptable performance and City approval. The minimum annual guarantee for the first year must be no less than $75,000 per concessionaire regardless of brand, with subsequent year guarantees adjusted based on prior year gross revenue; concessionaires must also remit 10 percent of gross receipts (whichever amount is greater than the MAG), an operations and infrastructure fee of 2 percent of gross receipts, and collect the designated customer facility charges. Counter space and parking lot allocations will be awarded to highest bidders, with top-ranked proposers receiving priority selection. A bid bond equal to 5 percent of the proposal amount is required at submission. As a federally-assisted airport recipient, the City of Waco requires all concessionaires to comply with applicable federal nondiscrimination statutes including Title VI of the Civil Rights Act, Section 504 of the Rehabilitation Act, the Americans with Disabilities Act, and FAA Order 1400.11A. While no specific set-aside designations or incumbent vendor information is provided, the procurement is structured to award the contract to the responsive and responsible proposer offering the highest minimum annual guarantee, with final selection anticipated by June 2026.