RFP #2026-03 – Concession Services for Youth Sports Programs

REQUEST FOR PROPOSALS
The City of Alton is soliciting sealed proposals, hereinafter referred to as RFPs, from
qualified individuals or firms to provide concession services for the City of Alton, Texas.
The selected proposer will be responsible for the operation and management of
concession services in accordance with the requirements set forth in the solicitation
documents.
RFPs shall be received by Jeff Underwood, City Manager, at 509 S. Alton Blvd., Alton,
Texas 78573. City of Alton normal business days are Monday through Friday between the
hours of 8:00 a.m. to 5:00 p.m. and the City shall be closed on recognized holidays.
RFPs will be received until 3:00 PM Central Time on October 19, 2026. Shortly thereafter,
all timely submitted RFPs will be gathered and taken to the City Chambers Room to be
publicly opened and read aloud. Any RFP received after the closing time will not be
accepted and will be returned to the respondent unopened.
It is the responsibility of the respondent to ensure that the RFP is received by the City
before the RFP opening date and time. The receiving time at the City Hall Front Desk will
be the governing time for acceptability of the RFPs. RFPs will not be accepted by
telephone, facsimile, or electronically. All RFPs must bear original signatures. The RFP
shall be for:
RFP # 2026-03
CONCESSION SERVICES
Respondents may obtain the solicitation documents from the City of Alton website,
www.alton-tx.gov , or by contacting the office of Roel Garza, Community Services Director
at 349 W. Dawes Ave., Alton, Texas 78573, telephone (956) 432-0790 or email
roel.garza@alton-tx.gov .
SUBMITTAL DELIVERY
Hand Delivered RFPs:
509 S. Alton Boulevard
C/o Jeff Underwood
If using Land Courier (FedEx, UPS, etc.) & Mailing RFPs:
City of Alton
C/o Jeff Underwood
509 S. Alton Boulevard
Alton, Texas 78573

CITY OF ALTON, TEXAS
REQUEST FOR PROPOSALS RFP # 2026-03
CONCESSION SERVICES FOR YOUTH SPORTS PROGRAMS
SECTION 1: NOTICE TO RESPONDENTS
The City of Alton Community Services Department is accepting sealed proposals from qualified
individuals or commercial vendors to operate concession stand services during the 2026-2027
youth sports season.
Issuing Department: Community Services Department
Proposal Due Date: Monday, October 19, 2026
Submission Location: City of Alton
ATTN: Concession Services RFP
509 S. Alton Blvd. Alton, TX 78573
Submittal Requirements: One (1) original signed copy and three (3) duplicate copies in a sealed
envelope marked 'RFP - Concession Stand Services 2026-2027'. No
late, faxed, or electronic submissions will be accepted.
SECTION 2: PURPOSE & SCOPE OF SERVICES
The City of Alton seeks an exclusive operator for the 2026-2027 season to manage and staff
the City's concession facilities during City-sponsored sports leagues, tournaments, and special
events covering Football, Baseball, and Soccer.
Designated Concession Locations
Concession services may be provided at City-designated facilities, including:
SSGT Bradley Espinoza Baseball
349 W. Dawes Avenue, Alton, Texas
Josefa Garcia Park
1619 E. Main , Alton, Texas
Alton Recreation Center,
349 W. Dawes Avenue, Alton, Texas
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The City of Alton reserves the right to add or remove facilities, programs, leagues, tournaments,
or events from the concession schedule.
Contract Term
The initial contract term shall run for one (1) year starting October 2026 through October 2027,
with the City of Alton retaining the sole option to extend the agreement for up to two (2)
additional one-year terms based on satisfactory vendor performance and mutual agreement.
Vendor Responsibilities
Operate concession stand facilities during all scheduled games, tournaments, and make-up
dates for Youth Football, Youth Baseball, and Youth Soccer.
Provide all labor, food products, beverages, paper goods, utensils, coolers, point-of-sale
equipment, and operational supplies required.
Maintain adequate inventory throughout scheduled events.
Maintain clean, safe, and sanitary conditions inside and directly surrounding the concession
facility.
Comply with all City of Alton Division regulations, state laws, and local fire codes.
Offer family-friendly menu pricing, posted clearly at the service window at all times.
Provide appropriate trash containers and dispose of food waste, litter, and other waste
properly.
Immediately report any facility damage, safety concern, equipment problems, or other issues
to City of Alton Community Service Dept.
Monthly sales reports and payments
City audit and inspection rights.
Cash-register or point-of-sale requirement.
No assignment or subcontracting without City approval.
City Responsibilities
Provide access to the designated concession stand facility, handwashing facilities, and
restrooms.
Provide standard facility electricity and water utilities at no cost to the vendor.
Provide reasonable notice of event schedule changes or cancellations.
Coordinate with the concessionaire regarding designated waste disposal areas, as
applicable.
Monitor compliance with the agreement.
Inspect concession operations for compliance with City requirements.
Require correction of health, safety, sanitation, or operational deficiencies.
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Proposed Menu Requirements
Respondents shall provide a proposed menu with anticipated selling prices. Menu offerings
should be family-friendly and suitable for youth sports events.
Food items such as hot dogs, nachos and cheese, popcorn, chips, candy, pickles, frozen
treats, and other approved items.
Beverages such as bottled water, sports drinks, and soft drinks.
Offer a team snack deal/combo suitable for teams participating in City youth sports
programs.
The City of Alton reserves the right to review and approve the proposed menu and pricing.
ALCOHOLIC BEVERAGES SHALL NOT BE PERMITTED.
SECTION 3: FINANCIAL STRUCTURE & RENTAL FEE
The City of Alton will negotiate fees & terms with successful respondent.
SECTION 4: INSURANCE & COMPLIANCE REQUIREMENTS
The selected vendor shall, at its own expense, maintain and present proof of required insurance
before executing the contract. The insurance policy must remain active for the duration of the
agreement.
Required Insurance Coverages
Commercial General Liability: $1,000,000 Each Occurrence (Bodily Injury & Property
Damage).
Commercial Automobile Liability (if applicable): Required for any food truck, mobile
concession vehicle, or other vehicle used in connection with concession operations.
Coverage limits shall meet City requirements.
Additional Insured Endorsement: The City of Alton, Texas must be explicitly named as an
Additional Insured on all liability policies.
Permits & Licenses: Vendor must possess a valid City of Alton Business License and Food
Establishment Permit. All operating staff must hold valid Food Handler Certificates.
Health & Safety Requirements
The concession operator shall comply with all applicable food safety laws, regulations, and
requirements established by the appropriate governmental and health authorities.
Proper food storage and safe food preparation
Proper food temperatures and employee hygiene
Cleaning, sanitation, and pest control
Proper disposal of food and waste
Required food permits and certifications
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The City of Alton may immediately suspend concession operations if a serious health or
safety violation is identified.
Staffing
The concession operator shall provide sufficient qualified personnel to operate the concession
area.
All employees shall:
Conduct themselves professionally.
Treat customers, athletes, coaches, officials, City employees, and volunteers respectfully.
Follow applicable health and safety requirements.
Follow City facility rules.
Wear appropriate clothing and/or uniforms.
Maintain appropriate personal hygiene.
Smoking and vaping are prohibited on City property.
The concession operator shall be responsible for all wages, payroll taxes, workers'
compensation, employee benefits, and other employment-related costs.
Pricing
Respondents shall submit a proposed price list for all concession items. Prices should be
reasonable and competitive with similar youth sports concession operations.
Menu and prices shall be clearly displayed at the concession service window or other
City-approved location during all operating hours.
The City of Alton reserves the right to approve proposed prices and require adjustments when
necessary to protect the interests of youth sports participants and the public. No price increases
may be implemented without prior approval from the City of Alton.
Operating Schedule
The concession operator shall operate according to schedules established by the City of Alton
Community Services Department. The City will provide available game, tournament, and event
schedules when reasonably available.
The operator shall be prepared to provide services during evenings and weekends.
Services may be required during tournaments, playoffs, championship games, and other
special events.
The City does not guarantee a minimum number of customers, sales volume, games,
tournaments, events, or revenue.
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SECTION 5: EVALUATION CRITERIA
Proposals will be evaluated based on the following criteria:
Criteria Description Max Points
Menu, pricing, quality, and 25%
affordability
Staffing, hours, and ability to 20%
serve tournaments
Local participation or 10%
additional benefits
Relevant concession 30%
experience and references
Financial controls and sales- 15%
reporting system
TOTAL 100%
Reservation of Rights
The City of Alton reserves the right to:
Reject any or all proposals
Cancel or withdraw this Request for Proposals at any time.
Waive minor informalities or irregularities in any proposal.
Request additional information or clarification from any Respondent.
Negotiate with one or more Respondents regarding the terms of a proposal.
Award an agreement that the City determines to be in its best interests.
Issuance of this RFP does not obligate the City of Alton to award a contract or reimburse any
Respondent for costs associated with preparing or submitting a proposal.
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SECTION 6: PROPOSAL SUBMISSION FORMS
Form A: Vendor Information
Business Name / DBA: ____________________________________________________
Owner / Authorized Representative: ________________________________________
Mailing Address: ________________________________________________________
Years in Operation: _______________ Business Structure (LLC, Corp, etc.): ____
Form B: Proposed Menu & Pricing Template
Menu Item Portion Size Proposed Price ($)
Bottled Water 16-20 oz $
Sports Drinks (Gatorade/Powerade) 20 oz $
Canned/Bottled Soft Drinks 12-20 oz $
Hot Dogs / Specialty Dogs Standard $
Nachos with Cheese Regular $
Popcorn / Packaged Chips / Candy Standard $
Pickles / Frozen Treats Standard $
Respondent to
Team Snack Deal / Combo $
specify
Form C: References
Provide at least three (3) business references, preferably involving similar concession or food
service operations.
Reference 1: Business/Organization ______________________ Contact _________________
Phone __________________________ Email __________________________
Reference 2: Business/Organization ______________________ Contact _________________
Phone __________________________ Email __________________________
Reference 3: Business/Organization ______________________ Contact __________________
Phone __________________________ Email __________________________
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Form D: Non-Collusion & Conflict of Interest Affidavit
The undersigned Respondent certifies that this proposal is made without prior understanding,
agreement, or connection with any corporation, firm, or person submitting a proposal for the
same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud.
Respondent further certifies compliance with Texas Local Government Code Chapter 176
regarding conflict of interest disclosures.
Authorized Signature: ___________________________________ Date: ______________
Printed Name & Title: __________________________________________________________
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