Provide Coffee Services for City of Southlake

The City of Southlake, located in Tarrant County, Texas, is seeking a vendor to provide comprehensive coffee services for multiple municipal facilities through a Request for Proposals (RFP) numbered 2605B200TS260005. The procurement encompasses coffee service equipment, self-serve mechanisms, supplies, and related maintenance for seven city locations including Town Hall, Police and Fire departments, Public Works, Southlake Public Library, The Marq, and Senior Center. Vendors must provide consumable products such as coffee, tea, creamer, sugar, and cups based on current usage patterns documented in the solicitation's Attachment B. The proposal submission deadline is 3:00 P.M. CST on January 27, 2026, with electronic submissions required through the Bonfire portal. Written questions must be submitted by 5:00 P.M. on January 12, 2026, with an anticipated committee evaluation in February 2026 and potential contract award in February/March 2026. Evaluation criteria include Vendor Overall Price for Services (35%), Vendor Experience Providing Required Services (30%), Vendor Ability to Provide Required Services (30%), and Vendor Past Experience with City (5%).

The RFP does not specify specific set-aside designations or restrictions for disadvantaged enterprises. Proposers must carry Commercial General Liability insurance of at least $1,000,000 Combined Single Limit and submit a Conflict of Interest Questionnaire within seven days of proposal submission. The initial contract term is twelve months, with potential extensions for up to four additional one-year periods contingent upon funding availability and contractor performance. Vendors may propose an annual escalation percentage not exceeding 4% per year, which will be considered during evaluation. The City reserves the right to purchase products independently and does not guarantee minimum purchase quantities. While no specific budget range is explicitly stated, the RFP indicates that pricing should be submitted on a unit basis, encompassing all costs including delivery, labor, insurance, overhead, and profit. All equipment provided must be in new or like-new condition, and no state or local sales taxes will be applicable to City purchases.