Airport Automated Vending Machine Concession Services

RFP No.26-38RFP
CITY OF McKINNEY
REQUEST FOR PROPOSAL (RFP)
FOR
AIRPORT AUTOMATED VENDING MACHINE
CONCESSION SERVICES
City of McKinney ("City") exclusively uses Bonfire for the notification and dissemination of all
solicitations. The receipt of solicitations through any other means may result in your receipt of
incomplete specifications and/or addendums which could ultimately render your proposal non-
compliant. The City accepts no responsibility for the receipt and/or notification of solicitations
through any other means.
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RFP No.26-38RFP
TABLE OF CONTENTS
LEGAL NOTICE ............................................................................................................. 3
GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT ......................... 5
NOTICE TO RESPONDENTS ......................................................................................13
MINIMUM REQUIREMENTS ........................................................................................17
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RFP No.26-38RFP
LEGAL NOTICE
City of McKinney, Texas
Advertisement for Proposals
The City of City of McKinney, Texas ("City") is seeking proposals from qualified vendors
("Respondent") to provide, install, operate, and maintain a small automated vending
program serving the Mckinney National Airport (TKI/DTX) (the "Airport"), new commercial
terminal. Specifications for this project may be obtained on our electronic procurement
portal, Bonfire, at https://mckinneytexas.bonfirehub.com/.
The opening of Submittals will be broadcast via video conference meeting hosted inside
City Hall at the address below. Each Respondent's name will be read aloud shortly after
the specified time for delivery. Respondents are strongly encouraged to attend virtually
versus in-person by following the meeting details outlined in the bid specifications.
Submittal Deliveries: It is the Respondent's obligation to timely submit their response to
this Advertisement for Proposals. The City encourages all responses to be submitted
electronically on the City's electronic procurement portal. However, the City will also
accept paper submittals, if received on or before the due date and time listed below. The
City cannot guarantee that the electronic procurement portal will be fully operational and
capable of always receiving and processing submittals prior to the closing date and time.
Similarly, the City cannot guarantee, due to internal mail delivery procedures, that any
submittal sent priority mail will be picked up from the post office by city mail employees
and delivered to Procurement Services by the closing date and time. It is recommended
that submittal deliveries be made either in person or via an alternate delivery method
ensuring delivery to the physical address. Respondent shall bear full responsibility for
ensuring the submittal is delivered to the specified location by the due date and
time. Late submittals will be rejected as non-responsive. All hard copy submittals must be
clearly addressed to Procurement Services and include the submittal name and number
on the outside of the envelope/package.
PROPOSAL NAME: Airport Automated Vending Machine Concession
Services
PROPOSAL NO.: 26-RFP
DUE DATE/TIME: Thursday, August 13, 2026 - 2:00 PM CT
MAIL OR DELIVER TO: City of McKinney
Procurement Services
401 E. Virginia Street
McKinney, Texas 75069
The City reserves the right to reject any and all submittals and to waive any informality in
submittals received, deemed to be in the best interest of the City. No officer or employee
of the City shall have a financial interest, direct or indirect, in any contract with the City.
In accordance with the Americans with Disabilities Act, it is the policy of the City to offer
its public programs, services and meetings in a manner that is readily accessible to
everyone, including individuals with disabilities. If you are a person with a disability and
require information or materials in an appropriate alternative format; or if you require any
other accommodation, please contact the ADA Coordinator at least 48 hours in advance
of the event. contact-adacompliance@mckinneytexas.org.
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RFP No.26-38RFP
TO APPEAR IN THE MCKINNEY COURIER GAZETTE IN THE FOLLOWING EDITIONS:
First Publication: Friday, July 17, 2026
Second Publication: Friday, July 24, 2026
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RFP No.26-38RFP
GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT
By execution of this document, the vendor accepts all general and special conditions of
the contract as outlined below and, in the specifications, and plans.
I. PROPOSALS
A. PROPOSALS - The City encourages all responses to be submitted electronically
on the City's electronic procurement portal, Bonfire. However, the City will also
accept paper proposals, if received by the due date and time at the location
specified in the legal notice. Paper proposals submitted to the office of the
Procurement Services Manager shall be a minimum of one (1) original and one (1)
electronic copy in PDF format on USB.
B. AUTHORIZED SIGNATURES - The proposal must be executed personally by the
vendor or duly authorized partner of the partnership or duly authorized officer of
the corporation. If executed by an agent, a power of attorney or other evidence of
authority to act on behalf of the vendor shall accompany the proposal to become
a valid offer.
C. LATE PROPOSALS - Proposals must be in the office of the City Purchasing
Manager before or at the specified time and date proposals are due. Proposals
received in the office of the Purchasing Manager after the submission deadline
shall be rejected as non-responsive proposals.
D. WITHDRAWAL OF PROPOSALS PRIOR TO OPENING - A proposal may be
withdrawn before the opening date by submitting a written request for its
withdrawal to the City Purchasing Manager.
E. WITHDRAWAL OF PROPOSALS AFTER OPENING - A proposal may not be
withdrawn or cancelled by the vendor for a period of ninety (90) days following the
date and time designated for the receipt of proposals unless otherwise stated in
the request for proposals and/or specifications.
F. PROPOSAL AMOUNTS - Proposals should show net prices, extensions and net
total where applicable. In case of conflict between unit price and extension, the
unit price will govern.
G. TAX EXEMPT STATUS - The City is exempt from federal excise tax and state
sales tax. Unless specifications specifically indicate otherwise, the price proposal
must be net exclusive of above-mentioned taxes and will be so construed.
Therefore, the proposal price shall not include taxes.
H. AWARDS - The City reserves the right to be the sole judge as to whether such
items proposed will serve the purpose intended. The City reserves the right to
accept or reject in part or in whole any proposal submitted, and to waive any
technicalities or informalities for the best interest of the City. Award of contract shall
be made to the most responsible, responsive offeror who's negotiated best and
final offer is determined to be the best value offer, taking into consideration the
relative importance of price and other factors set forth in the Request for Proposals.
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RFP No.26-38RFP
I. SILENCE OF SPECIFICATIONS FOR COMPLETE UNITS - All materials,
equipment and/or parts that will become a portion of the completed work including
items not specifically stated herein but necessary to render the service(s) complete
and operational per the specifications are to be included in the proposal price.
Vendor may be required to furnish evidence that the product or service, as
proposed, will meet or exceed these requirements.
J. ADDENDA - Any interpretations, corrections or changes to the specifications and
plans will be made by addenda no later than forty-eight (48) hours prior to opening.
Addenda will be distributed to all known recipients of proposal documents. Vendors
shall acknowledge receipt of all addenda with submission of proposal.
K. GENERAL BID BOND/SURETY REQUIREMENTS - Failure to furnish bid
bond/surety, if requested, will result in proposal being declared non-responsive.
Non-responsive proposals will not be considered for award.
L. GENERAL INSURANCE REQUIREMENTS - Failure to furnish Affidavit of
Insurance if, insurance coverage is required in these specifications, will result in
proposal being declared non-responsive. Non-responsive proposals will not be
considered for award.
M. RESPONSIVENESS - A responsive proposal shall substantially conform to, or
exceed, the minimum requirements of this Request for Proposal. Offers containing
any clause that would limit contracting authority shall be considered non-
responsive. Example of proposals that would limit contracting authority is one
made contingent upon award of other offers currently under consideration.
N. RESPONSIBLE STANDING OF RESPONDENT - To be considered for award,
Offeror must at least: have the ability to obtain adequate financial resources; be
able to comply with required or proposed delivery/completion schedule; have a
satisfactory record of performance; have a satisfactory record of integrity and
ethics; be otherwise qualified and eligible to receive award.
O. PROPRIETARY DATA - RESPONDENT may, by written request, indicate as
confidential any portion(s) of a proposal that contain proprietary information,
including manufacturing and/or design processes exclusive to the vendor. The City
will protect from public disclosure such portions of a proposal unless directed
otherwise by legal authority including existing Open Records Acts.
P. PUBLIC OPENING - RESPONDENTS are invited to join a video conference
opening for acknowledgement of proposals. Proposals duly received will be
publicly acknowledged at an official public opening in such a manner so as to avoid
disclosure of the contents to competing offerors through the negotiation process.
After the official public opening, a period of not less than one week is necessary to
evaluate proposals. The amount of time necessary for proposal evaluation may
vary and is determined solely by the City. Following City Council action to award
or reject, all proposals submitted are available for public review.
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RFP No.26-38RFP
Q. WAIVER OF CLAIMS - Each Offeror by submission of a response to this RFP
waives any claims it has or may have against the City and the City's
Representative(s) in this process and their respective employees, officers and
elected officials, members, directors and partners, agents and representatives
regarding the administration of the RFP process, the RFP evaluation, and the
critique and selection of qualified Respondents. Submission of a proposal indicates
the Respondent's acceptance of the evaluation technique set out in this Proposal.
In this regard, Respondent acknowledges that the selection process and
evaluations of proposals submitted constitute public information under Texas law
and Respondent waives any claim it has or may have regarding any information
contained in or derived from such evaluations.
II. PERFORMANCE
A. DESIGN, STRENGTH, AND QUALITY - Design, strength, and quality of materials
and workmanship must conform to the highest standards of manufacturing and
engineering practices.
B. AGE AND MANUFACTURE - All tangible goods being proposed must be new and
unused, unless otherwise specified, in first-class condition, of current manufacture,
and furnished ready to use. All items not specifically mentioned that are required
for a complete unit shall be furnished.
C. DELIVERY LOCATION - All deliveries must be made to the Airport receiving
location(s), dock(s), or other delivery point(s) identified on the purchase order.
Delivery days and hours, appointment requirements, and any special access
instructions will be as directed by the Airport and/or stated on the purchase order.
The Vendor is responsible for coordinating delivery in advance when required and
for complying with all applicable Airport safety and security requirements, including
driver identification, vehicle access procedures, screening, and any escort or
badging requirements. Deliveries to secure or airside areas will be accepted only
at designated access points and may be refused or delayed if access or security
requirements are not satisfied.
D. DELIVERY SCHEDULE - Delivery may be an important consideration in the
evaluation of the proposal. The maximum number of days necessary for delivery
shall be stated in the proposal.
E. DELIVERY CHARGES - All delivery and freight charges, F.O.B. destination shown
on purchase order, as necessary to perform contract shall be included in the
proposed price.
F. INSTALLATION CHARGES - All charges for installation and set-up shall be
included in the proposed price. Unless otherwise stated, at minimum, basic
installation and set-up will be required.
G. OPERATING INSTRUCTIONS AND TRAINING - Clear and concise operating
instructions and descriptive literature will be provided in English if requested. On-
site detailed training in the safe and efficient use and general maintenance of
item(s) purchased shall be provided as needed at the request of the City.
Instructions and training shall be at no additional cost to the City.
H. STORAGE - Respondent agrees to provide storage of custom ordered materials,
if requested, not to exceed thirty (30) calendar days.
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RFP No.26-38RFP
I. COMPLIANCE WITH FEDERAL, STATE, COUNTY, AND LOCAL LAWS -
Proposals must comply with all federal, state, county and local laws. Any vehicles
or equipment shall contain all standard safety, emission, and noise control
requirements required for the types and sizes of equipment at the time of their
manufacture. The contractor agrees, during the performance of work or service, to
comply with all applicable codes and ordinance of the City of McKinney, Collin
County, or State of Texas as they may apply, as these laws may now read or as
they may hereafter be changed or amended.
J. PATENTS AND COPYRIGHTS - The successful vendor agrees to protect the City
from claims involving infringements of patents and/or copyrights.
K. SAMPLES, DEMONSTRATIONS AND TESTING - At the City's request and
direction, Respondent shall provide product samples and/or testing of proposed
items. Samples, demonstrations and/or testing may be requested at any point prior
to or following award. Samples, demonstrations and/or testing may be requested
upon delivery and/or any point during the term of resulting contract. All samples
(including return thereof), demonstrations and/or testing shall be at the expense of
the offeror/vendor.
L. ACCEPTABILITY - All articles enumerated in the proposal shall be subject to
inspection by an officer designated for the purpose by the City. If found inferior to
the quality called for, or not equal in value to the contract specifications, deficient
in workmanship or otherwise, this fact shall be certified to the Purchasing Manager
who shall have the right to reject the whole or any part of the same. Items and/or
work determined to be contrary to contract specifications must be replaced at the
vendor's expense. Inferior items not retrieved by the vendor within thirty (30)
calendar days, or an otherwise agreed upon time, shall become the property of the
City. If disposal of such items warrants an expense, an amount equal to the
disposal expense will be deducted from amounts payable to the vendor.
III. CONTRACT
A. CONTRACT DEFINITION - The General Conditions of Bidding and Terms of
Contract, Specifications, Proposal, Addenda, Negotiated Changes and any other
documents made a part of this proposal shall constitute the complete proposal.
This proposal, when accepted by the City, shall constitute a contract equally
binding between the successful Respondent and the City.
B. CONTRACT AGREEMENT - This is a revenue-generating concessions contract.
Each Respondent shall propose the concession fee percentage it will remit to the
City, which shall be no less than ten percent (10%) of Gross Revenues. The
successful Offeror's proposed concession fee percentage, as accepted by the City,
shall be incorporated into the resulting Agreement. The term "Gross Revenues" as
used herein shall mean the revenues or sales price of all food, beverages, and
merchandise sold or dispensed by the Concessionaire on the Airport excluding all
sales taxes collected by Concessionaire from its customers.
A report showing sales by day by machine must be provided to the Airport on the
tenth (10th) day following the month of activity.
C. CONTRACT TERMINATION - The City reserves the right to cancel and terminate
this contract, without cause, upon thirty (30) days written notice to the other party.
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RFP No.26-38RFP
D. CHANGE ORDER - No different or additional terms will become part of this
contract with the exception of a change order. No oral statement of any person
shall modify or otherwise change, or affect the terms, conditions or specifications
stated in the resulting contract. All change orders to the contract will be made in
writing and at the discretion and approval of the City. No change order will be
binding unless signed by an authorized representative of the City and the vendor.
E. NEGOTIATION - The City may elect to negotiate a contract with the selected
Respondent(s). Any and all verbal communications and/or commitments made
during the negotiation process that are deemed agreeable to both the City and
selected offeror shall be submitted in written form and made part of the resulting
contract. Although the City reserves the right to negotiate, contract award may be
made on the basis of initial proposals received without discussions. Therefore,
initial proposals will contain the Respondents best terms.
F. TERMINATION FOR DEFAULT - The City reserves the right to enforce the
performance of this contract in any manner prescribed by law or deemed to be in
the best interest of the City in the event of breach or default of this contract. The
City reserves the right to terminate the contract immediately in the event the vendor
fails to perform to the terms of specifications or fails to comply with the terms of
this contract. Breach of contract or default authorizes the City to award to another
vendor, purchase elsewhere and charge the full increase in cost and handling to
the defaulting party.
G. TRANSITIONAL PERIOD - Upon normal completion of this contract, not to include
termination for default, and in the event that no new contract has been awarded
by the original expiration date of the existing contract including any extension
thereof, it shall be incumbent upon the Vendor to continue the contract under the
same terms and conditions until a new contract can be completely operational. At
no time shall this transition period extend more than ninety (90) days beyond the
original expiration date of the existing contract and any extension thereof.
H. INVALID, ILLEGAL, OR UNENFORCEABLE PROVISIONS - In case any one or
more of the provisions contained in the Contract shall for any reason be held to be
invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or
unenforceability shall not affect any other provision thereof and this contract shall
be considered as if such invalid, illegal, or unenforceable provision had never been
contained herein.
I. INJURIES OR DAMAGES RESULTING FROM NEGLIGENCE - Successful
vendor shall defend, indemnify and save harmless the City and all its officers,
agents and employees from all suits, actions, or other claims of any character,
name and description brought for or on account of any injuries or damages
received or sustained by any person, persons, or property on account of any
negligent act or fault of the successful vendor, or of any agent, employee,
subcontractor or supplier in the execution of, or performance under, any contract
which may result from award. Successful vendor shall pay any judgment with cost
which may be obtained against the City growing out of such injury or damages.
J. INTEREST BY PUBLIC OFFICIALS - No public official shall have interest in this
contract, in accordance with Texas local government code.
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RFP No.26-38RFP
K. DISCLOSURE OF CERTAIN RELATIONSHIPS - Chapter 176 of the Texas Local
Government Code requires that any vendor or person considering doing business
with the City disclose in the Questionnaire Form CIQ, the vendor or person's
affiliation or business relationship that may cause a conflict of interest with the City.
By law, this questionnaire must be filed with the City Secretary, City of McKinney,
PO Box 517, McKinney, Texas 75070, not later than the seventh business day
after the date the person becomes aware of facts that require the statement to be
filed. Go to www.mckinneytexas.org to view Section 176, Local Government Code
and for Questionnaire CIQ. A person commits a Class C misdemeanor offense if
the person violates Section 176.006, Local Government Code. By submitting a
response to this request, bidder represents that it is in compliance with the
requirements of Chapter 176 of the Texas Local Government Code.
L. CERTIFICATE OF INTERESTED PARTIES (FORM 1295) - Required for by
Awarded Vendor(s) only.
In 2015, the Texas Legislature adopted House Bill 1295, which added section
2252.908 of the Government Code. The law states that a governmental entity or
state agency may not enter into certain contracts with a business entity unless the
business entity submits a disclosure of interested parties to the governmental
entity or state agency at the time the business entity submits the signed contract
to the governmental entity or state agency. The disclosure requirement applies to
a contract entered on or after January 1, 2016.
Filing Process:
The commission has made available on its website a new filing application that
must be used to file Form 1295. A business entity must use the application to enter
the required information on Form 1295 and print a copy of the completed form,
which will include a certification of filing that will contain a unique certification
number. An authorized agent of the business entity must sign the printed copy of
the form. The completed Form 1295 with the certification of filing must be filed with
the City.
The City must notify the commission, using the commission's filing application, of
the receipt of the filed Form 1295 with the certification of filing not later than the
30th day after the date the contract binds all parties to the contract. The
commission will post the completed Form 1295 to its website within seven
business days after receiving notice from the City.
Form Availability:
Certificate of Interested Parties Form is available from the Texas Ethics
Commission website at the following address:
https://www.ethics.state.tx.us/filinginfo/1295/
For questions regarding and assistance in filling out this form, please contact the
Texas Ethics Commission at 512-463-5800.
M. ETHICAL BEHAVIOR - The City requires ethical behavior and compliance with the
law from all individuals and companies with whom it does business.
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