Operations and Maintenance of Baggage Handling System

The City of Lubbock is soliciting proposals for Operations and Maintenance of the Baggage Handling System (BHS) at Lubbock Preston Smith International Airport through Request for Proposals (RFP) 26-19436-KM. The procurement encompasses comprehensive 24/7 operation, management, and maintenance services for the outbound common-use automated in-line baggage handling system, inbound baggage handling system, and slope-plate carousel bag claim devices. Key deliverables and objectives include system monitoring, preventative and corrective maintenance, parts management, warranty administration, end-user training, maintenance of a computerized maintenance management system (CMMS), coordination with user airlines and TSA, submission of daily status reports and monthly preventative maintenance deviation reports, and quarterly CMMS data exports. Required qualifications include demonstrated experience in baggage handling system operations and maintenance through three verifiable customer references of similar scope and scale, comprehensive insurance coverage (Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, Commercial Auto Liability of $1,000,000, and Workers' Compensation at statutory limits), and the ability to provide minimum staffing with a 24/7 on-call lead capable of emergency response within 10 minutes. Evaluation criteria are weighted as follows: Fee Proposal (40 points), Company and Key Individual Experience (20 points), Technical Capability and Resources (30 points), and Proposed Staffing and Support (10 points). A pre-proposal meeting is scheduled for February 17, 2026, at 10:00 A.M. via Zoom teleconference, with sealed proposals due by March 5, 2026, at 3:00 P.M., submitted either electronically through the Bonfire portal or via hard copy delivery to the Director of Purchasing and Contract Management. The contract term is one year with four optional one-year extensions, with an anticipated effective date of August 25, 2026, featuring automatic renewal unless either party provides 90-day written notice of termination, and pricing guaranteed for six months upon city approval with subsequent adjustments allowed based on Consumer Price Index or Product Price Index changes subject to city discretion.

The solicitation documents do not identify any set-aside designations for disadvantaged enterprises, minority-owned businesses, or other restricted categories of respondents, indicating this is an open competition available to all qualified vendors. No incumbent contractor or current service provider is listed in the available documentation, and no specific budget range or award value has been disclosed by the City of Lubbock. All respondents must complete and submit mandatory compliance documentation including a Business Questionnaire, Non-Collusion Affidavit, Reference Form, Insurance Affidavit, Conflict of Interest Questionnaire (Form CIQ) as required under Texas Local Government Code Section 176, Vendor Acknowledgement Form confirming receipt of all solicitation documents, and a Contact Person Form designating primary and alternate contract liaisons. The City does not guarantee any minimum service volume or compensation amount, and all electronic data associated with the contract shall become property of the Airport. Pricing proposals are subject to adjustment thereafter based on documented substantiation of cost changes related to Consumer Price Index or Product Price Index fluctuations, with the contractor required to maintain performance standards and respond to the City's discretionary approval of any proposed rate modifications.