Airport Terminal Parking Facilities

REQUEST FOR PROPOSALS
FOR
AIRPORT TERMINAL PARKING FACILITIES
PROPOSAL NO. CB-2649

PURPOSE
The City of Abilene, Texas (the "City") gives notice of this request for proposals (together with any addenda
and answers to questions, the "RFP") from experienced and qualified installers/equipment
providers/service providers, and as an alternate, operators of parking facilities for newly installed airport
parking lot systems.
The City of Abilene operates the Abilene Regional Airport Terminal Parking Lot, which consists of two
entrance gates with ticket spitters, an automated credit card lane with gate arm and a manned parking
booth with register to accept cash or credit cards and exit gate. This existing system contains two credit
card terminals and two Windows based servers with network equipment.
The primary goal and Base Bid of this RFP is the replacement of existing Parking and Revenue Control
System (PARCS) equipment, removal of old equipment and installation of new parking and revenue
control system equipment and software. The Airport seeks a complete solution to parking and revenue
control for the Terminal Parking Lot.
Alternate #1 allows a vendor to submit a proposal to provide full service operation of the Terminal Parking
Lot, including manned operation with rates and fees included as a separate item under Alternate #1. This
would be negotiated under a concession and operations agreement (the "Agreement") with the successful
proposer. The Proposer must include a new PARCS for the proposal to be considered. An Alternate #1
proposal should consider the ownership of the equipment and steps necessary to hand over equipment
should the manned operation end. City must maintain operations even in the event that service is lost
installed equipment and software the property of the City or should make clear. Proposer should state
whether the Base Bid + Alternate 1 proposal allows for selection based upon their Base Bid only.
It is the City's intent to select a proposal that meets or exceeds the criteria set forth in this RFP.
TIMELINE AND SCHEDULE OF EVENTS
The anticipated timeline and schedule of events for the proposal process is as follows:
EVENT DATE/TIME
Issue RFP August 9, 2026
Preproposal Meeting August 20, 2026 at 3:30 p.m.
Deadline for Submittal of Written Questions August 24, 2026 at 2:00 p.m.
ABI Issues Answers to Written Questions August 25, 2026 by 5:00 p.m.
September 8, 2026
SUBMISSION DEADLINE
by 2:00 p.m. Central
Finalist Interviews (if necessary) (virtual) TBD
***NOTE*** The above timeline and schedule of events is subject to modification without notice
at the City's sole discretion.
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SCOPE
This Request for Proposals is for a turnkey solution for 24 hours a day automated parking revenue
collection and control systems with a manned parking booth during airline operating hours as
approved by the Director of Transportation Services. The base proposal would have City of
Abilene employees manning the new parking revenue control system. All proposals require
replacement of existing systems and equipment. See Alternate 1 for Proposer Manned
Operations.
* Proposal must include the removal and disposal of existing Parking and Revenue Control
Systems equipment and installation of new equipment, parking pass systems, credit card
systems, software, and network equipment (as needed).
* Planned coordination with City of Abilene IT must be considered for Credit Card access
and other networking requirements.
* Proposed system should operate 24 hours per day with two automated entry and two
automated exit lanes.
* System should be able to accept multiple payment methods, including major credit and debit
cards, EMV chip, contactless "tap" payments and mobile wallet payments (e.g., Apple Pay,
Google Pay) =. Cash must be accepted during manned hours.
* System must include either Proximity Card systems or an alternative for managing
employee parking.
* Proposed system needs to make provisions for Disabled Veteran parking, employee
parking, tenant parking and other authorized user parking validations.
* Provide an administrative portal for City staff with realtime monitoring of lane status,
alarms, equipment health, transaction activity, and occupancy counts.
* Provide robust reporting capabilities, including but not limited to hourly/daily/monthly
transaction counts, revenue by payment type, lost ticket reports, complimentary/validated
transactions, exception activity, and occupancy trends through a cloud-based platform.
* Provide secure, rolebased user access controls, including the ability for the City to create,
modify, and remove user accounts and roles through a cloud-based platform.
Other considerations:
* Include remote diagnostic capabilities and remote software update capabilities to minimize
system downtime.
* Integrate with or provide an application programming interface ("API") for potential future
integration with thirdparty systems such as online reservation platforms, Airport websites,
or mobile applications, business intelligence tools, and Airport financial systems, as
directed by the City.
LOCATION OF PROCUREMENT DOCUMENTS
This RFP and all other documents related to this procurement are only available online at
https://www.abilenetx.gov/Bids.aspx. Any amendments, addenda, questions/answers, and other
documents pertaining this procurement will be posted at this site as they are released. It is the
responsibility of each proposer to view this site on a regular basis to ensure receipt of up-to-date
information and documentation regarding this procurement.
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It is each Proposer's responsibility to examine carefully all documents that relate to this RFP,
including any addenda that may be issued subsequently and prior to the submittal deadline, and
to determine all conditions that may affect its proposal. A Proposer's lack of understanding due
to failure to thoroughly examine these documents is not grounds for modification of, or relief from,
any term or condition of this RFP based on a claim that the Proposer misunderstood that term or
condition.
MINIMUM QUALIFICATIONS
A Base Bid Proposer must have a minimum of 5 years experience in Airport parking lot revenue
control system installation and servicing at airports similar or larger in operations size as Abilene
Regional airport. Proposals should include references and examples of similar work provided.
An Alternate + Base Bid Proposer (sometimes referred to herein as the "Operator") must have a
minimum of ten years of continuous experience in the management and operation of public
parking facilities and at least one parking facility that has or had an aggregate total of 100,000
transactions annually and $3,000,000 in annual revenue. Proposer must provide solution for
replacement of existing system per Base Bid.
Proposers must be incorporated or organized under the laws of one state in the United States
and must be authorized to do business in the State of Texas at the time of agreement execution.
INSURANCE REQUIREMENTS
Both the Base Bid and the Alternate Bid require commercial liability insurance at $500,000
combined single limit for bodily injury and property damage (per occurrence) with the City of
Abilene listed as additional insured.
SAMPLE CONTRACTS
Sample contracts are included as Exhibit F1 and F2. Sample contracts only demonstrate
standard City of Abilene service contracts and the intents and purposes covered in them. The
contract may be changed prior to execution of the actual contract.
PRE-PROPOSAL CONFERENCE
See "Timeline" for dates and times. A pre-proposal conference will be held in the lower-level
conference room of the airport terminal at 2933 Airport Blvd, Abilene, TX 79602. Proposers are
encouraged to attend as the details of this system and the proposal process will be discussed.
Questions and requests for information must be submitted per the timeline schedule to: Alex
Cargile, Management Analyst, 2933 Airport Blvd. Suite 200, Abilene, TX 79602; or by e-mail
(alex.cargile@abilenetx.gov).
During the preproposal meeting, the airport will provide a tour of the existing parking lot systems
for people attending in person. A submitted proposal constitutes a proposer's certification that it
has familiarized itself with the Airport and the Facilities.
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PROPOSAL SUBMITTAL
Sealed proposals will be received at the OFFICE OF THE PURCHASING ADMINISTRATOR,
CITY HALL, 555 WALNUT STREET, ROOM 201A, ABILENE, TEXAS 79601, or via hand delivery
on or before September 8, 2026 by 2:00 p.m. Central. Proposers to be considered by the City
must submit all of the following:
1. Completed Proposal Form (Attachment A)
2. Qualifications and Experience Questionnaire (Attachment B)
3. Conflict of Interest Questionnaire (Attachment C)
4. Completed Form 1295 included located at https://www.ethics.state.tx.us/filinginfo/1295/
5. Certificate(s) of Insurance with City of Abilene named as Additional Insured
6. Other considerations as part of this RFP
PROPOSAL REJECTION AND DISQUALIFICATION
The City may, in its discretion, reject or disqualify proposals. The following list is not exhaustive
but includes:
1. Failure to provide complete documentation as required.
2. Evidence of collusion.
3. Default or termination of other contracts.
4. Lack of ability to operate as proposed.
5. Omissions or fraudulent statements.
6. Current or past outstanding overdue debts to City of Abilene.
7. Other causes as deemed relevant by the City.
8. The City reserves the right to reject any and all proposals.
CONFIDENTIALITY OF RECORDS
Proposers must identify each portion of their proposal which they deem confidential, or which
contain proprietary information, patents, or patents pending, copyrights, or trade secrets.
Proposers must provide justification of what materials, upon request, should not be disclosed by
the City. City records may be subject to disclosure to the public under the Texas Open Records
Act. The City may use or disclose the data submitted by each Proposer for any purpose unless
its use is so identified and restricted by a Proposer. The Proposer's opinion of proprietary
information is not binding on the City.
PROPOSAL EVALUATION
The City will review the merits of the proposals in accordance with the evaluation criteria listed
below. Failure to provide information requested in this RFP may result in disqualification of a
proposal. The sole objective of the evaluation will be to evaluate the responsiveness of each
Proposer to the requirements of the RFP. Proposal selection criteria shall be evaluated in
selective order of importance as listed below:
1. 5 Points - Cost of Equipment, Setup and Installation
2. 5 Points - Subscription or Required Costs Associated with the System
3. 10 Points - System Reliability, Availability, Redundancies and 24 Hour a Day Operations
4. 10 Points - System Features and Usability
5. 10 Points - Companies Responsiveness, History, References
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6. 5 Points - Proposed Warranty
PROPOSER RESPONSIBILITY
Should a prospective Proposer find a discrepancy, or discrepancies in, or omissions from the
Instructions to Proposers, the sample form of Agreement, or any drawings relating thereto, or
should a Proposer be in doubt as to their meaning, Proposer shall at once notify in writing the
City, who will then develop any necessary clarifications or addenda. The City will not be
responsible for any oral instructions or interpretations given by or to anyone whomsoever.
POC: MS MELISSA GORMAN, PURCHASING MANAGER
CITY HALL, 555 WALNUT STREET, ROOM 201A
ABILENE, TEXAS 79601
Proposers are expected to familiarize themselves with the locations of the premises, and if
applicable, mechanical, electrical, plumbing, fire protection, and base building details in
connection with this operation.
Any prospective Proposer desiring to submit a proposal for the City shall examine the terms of
these Instructions to Proposers, Sample Agreement, and other materials and shall judge for
themselves all the circumstances and conditions affecting their proposal. Failure on the part of
any Proposer to make such thorough examination or to investigate thoroughly the
conditions of the proposal shall not be grounds for a declaration that the Proposer did not
understand the proposal package.
RANKING OF PROPOSALS BY CITY
In the event the City desires further information or clarification regarding any proposal, the City
may request such information from Proposer. The City will rank the Proposals according to the
evaluation criteria listed above and select the most qualified proposer according to the ranking.
The City shall conduct contract negotiations with the ranking Proposer. In the event a successful
contract is not entered into with the top-ranking Proposer, the City shall end negotiation and shall
negotiate with the next top ranking Proposers until such time that a contract is agreed to. The
City reserves the right to reject any or all Proposals.
PROHIBITION AGAINST LOBBYING
A proposer shall not lobby, either on an individual or collective basis, the City (including its
directors, officers, employees, or agents) or any federal, state, or local elected or public official or
staff regarding this RFP or its written proposal. No proposer, and no acquaintances, friends, family
members, outside advisors, agents, or other representatives of a proposer, shall contact the City
(including its directors, officers, employees, or agents), or any federal, state, or local elected or
public officials or Airport staff to arrange meetings, visits, or presentations to influence the outcome
of the selection process. Violation of this provision, by or on behalf of a proposer, intentionally or
unintentionally, may result in disqualification of the proposer and/or rejection of a written proposal.
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PARKING FACILITIES
Public Parking Description. The current facility includes a large, covered parking area with two
automated ticket spitter entrances, one manned exit with an office, register and gate and one
automated exit lane with gate.
A map depicting this lot is attached as EXHIBIT A.
All parking premises at ABI must be accessible 24 hours per day, 365 days per year and capable
of processing customers in an expedient manner. Scheduled flights generally operate with
departures starting around 5:00 AM daily resulting in passengers arriving at the Terminal Building
anywhere from 3:00 AM until their departure time. The last flight arrivals are generally scheduled
to arrive between 11:00 PM and 1:00 AM with active passengers regularly in the Terminal Building
until approximately midnight or later. Irregular operations that involve late arrivals will result in
passengers arriving after the scheduled times and needing to exit the parking premises during
extended hours. On-site handling support must be available to support the operation during all
operating hours with call center support also available to assist passengers.
Proposers should rely on their experience at similar airport or facility operations, and the above
guidance, to construct their proposed staffing schedules.
Airport Parking Rates Listed in EXHIBIT B
Parking Equipment. The Facilities also include certain equipment items. A list of parking
equipment by location is attached hereto as EXHIBIT C. The equipment items may be expanded,
reduced, or updated from time to time during the term of the Agreement.
Office Facilities and Storage. A Parking Office is located at the main exit gates for the Operator's
use. Also included in the building is a garage for equipment and storage. A restroom and
breakroom are available for the operator's personnel inside the building. The Operator will have
use of these facilities as needed for operations.
Gross Receipts. The gross receipts reported by the current operator and manager of the Facilities
are as follows:
Contract Gross Receipts
Year
2023 $782,849
2024 $1,117,036
2025 $1,271,650
Historical Enplanements and Deplanements. A detailed description of enplanements and
deplanements since 2022 is set out in EXHIBIT D.
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ALTERNATE 1 PROPOSER MANNED OPERATIONS - SCOPE OF WORK
Alternate 1 would allow the Proposer to operate and manage the public parking
facilities and related equipment on behalf of the City per a contract agreement.
The Operator shall be required to operate and manage the facilities 24 hours per
day, seven days per week (including weekends and holidays), with sufficient
personnel to ensure an effective, efficient, courteous, and convenient parking
operation for visitors to and users of the Airport.
Submission on Alternate 1 requires submission on the Base Bid. Therefore, the
provider of manned operations will be under the company providing the parking
revenue control system solution.
The Proposer shall operate each Facility and provide all services that are required
under this RFP, its Proposal, and the completed Agreement with City, including,
without limitation, the following:
Supervise and direct the operation of the Premises as parking facilities
and render the usual and customary services incidental thereto.
Routinely maintain the parking equipment provided by Operator (if any)
in good operating condition and repair and keep the Premises in a neat
and orderly condition.
Employ sufficient experienced and qualified personnel to operate the
Premises who will be courteous to the public and render the services
required by this Agreement.
All rates charged for public parking at the Airport shall be determined
by the City, which may be modified at any time in its sole determination.
Operator shall serve as the Merchant of Record (MOR) for all credit
card transactions and may deduct the cost of credit card processing
fees from Gross Revenues.
Operator shall be responsible for handling and responding to all
complaints from the public related to the operation of the Premises.
Operator shall respond to all such complaints within twenty-four (24)
hours of receipt thereof. A written response shall be provided by
Operator to all written complaints. Operator shall forward to the City a
copy of each written complaint it receives and its written response at
the same time such response is mailed or delivered to the customer.
Operator must supply a website portal and telephone number for
customer service at least during M-F 8:00 am to 5:00 pm
The Operator shall be responsible for keeping the parking access and
revenue control system, and all related equipment, fully operational,
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properly maintained, and repaired in a timely manner so as to minimize
downtime and service interruptions.
The Operator shall ensure that all hardware, software, and payment
systems remain current, are updated on a regular basis, and continuously
meet all applicable federal, state, local, industry, and payment card security
standards in effect during the term of the Agreement. All costs associated
with maintaining, updating, repairing, and operating the system in
accordance with these requirements shall be at the Operator's sole
expense.
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A. GENERAL OPERATOR REQUIREMENTS
1. Knowledge of the Airport. Employees of the Operator are expected to be able to assist
Airport patrons with way-finding in the vicinity of the Airport.
2. Cleaning and Snow Removal. In order to maintain the Facilities in a neat, orderly, and
safe condition, the Operator shall be solely responsible for the pick-up and removal of
trash from the Lot Entrance and Lot Exit Areas of Parking Facilities and shall
additionally be responsible for the prompt removal of snow and ice from the Facility
Equipment. Daily custodial services inside the toll plaza facilities shall be the
Operator's sole responsibility.
3. Subcontracts. The City must approve all subcontracts prior to the execution thereof by
the Operator. In addition, the Operator may not assign, delegate, transfer or convey to
any person or entity the right to operate the Facilities without the City's prior written
approval.
4. Inspection. The Operator shall make the Facilities available to the City for inspection
by the City's authorized personnel at all times.
5. Airport Modifications. The City shall have the right, at any time and from time to time
prior to and during the term of the Agreement, in the interest of the safe and efficient
operation of the Airport, to close, move or alter any roadway, Facility, vehicular entrance
or exit or common corridor, passageway, walkway or other common areas in the
terminal, including, without limitation, entrances, exits, passages, halls, corridors,
aisles, stairways, elevators or escalators, or to restrict or change the traffic on or
through any portion thereof. The Operator shall not have any claim against the City for
such action, nor shall such action by the City release the Operator from any of its
obligations under the Agreement.
6. Operator's Property. The Operator shall be solely responsible for security measures
required to protect its area, equipment, materials and receipts.
7. Uniforms and Identification. The Operator's employees shall always wear neat and
clean attire. All such attire as outlined in the Agreement shall be subject to the City's
approval. The Operator's employees shall always wear identification badges provided
by the Operator.
8. Repairs and Maintenance. The Operator shall be responsible for the loading of tickets,
the clearing of ticket jams and adjustments to ticket dispensers and gate arms to
ensure the continuous and efficient operation of the computerized revenue control
systems of the Facilities. The Operator shall be responsible for preventive
maintenance and repair of all equipment within the Facilities. No alterations or
additions shall be made to the Facilities or the equipment located thereon without the
City's prior written approval. The Operator shall be responsible for entering employee
parking pass information into the system and purchasing tickets, access cards, and
other supplies as needed and coordinated with the Operator.
9. Compliance with Law. The Operator shall be required to comply with all federal, state,
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