Airport Terminal Food and Beverage Concessions

RFP No.26-68RFP
CITY OF McKINNEY
REQUEST FOR PROPOSAL (RFP)
FOR
AIRPORT TERMINAL FOOD AND BEVERAGE
CONCESSIONS
City of McKinney 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 of McKinney accepts no responsibility for the receipt and/or notification of
solicitations through any other means.
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RFP No.26-68RFP
TABLE OF CONTENTS
LEGAL NOTICE ............................................................................................................. 3
GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT ......................... 5
NOTICE TO RESPONDENTS ......................................................................................14
MINIMUM REQUIREMENTS ........................................................................................18
EXHIBIT A - CONCESSIONS CONCEPT ....................................................................32
EXHIBIT B - SAMPLE MONTHLY OPERATING REPORT ...........................................37
EXHIBIT C & D - PERCENTAGE RENT AND RENT PROFORMA ...............................38
EXHIBIT E - PERFORMANCE BOND SAMPLE FORM ...............................................39
PROPOSAL FORM SIGNATURE PAGE ......................................................................41
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RFP No.26-68RFP
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 operate a post security Food and Beverage concession unit in the newly
constructed terminal at McKinney National Airport (TKI/DTX). 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 submittals 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 of McKinney 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 of McKinney 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 Terminal Food and Beverage Concessions
PROPOSAL NO.: 26-68RFP
DUE DATE/TIME: Thursday, August 6, 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 of McKinney shall have a financial interest, direct or indirect, in any contract
with the City of McKinney.
In accordance with the Americans with Disabilities Act, it is the policy of the City of
McKinney 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
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RFP No.26-68RFP
require any other accommodation, please contact the ADA Coordinator at least 48 hours
in advance of the event. contact-adacompliance@mckinneytexas.org.
TO APPEAR IN THE MCKINNEY COURIER GAZETTE IN THE FOLLOWING EDITIONS:
First Publication: Friday, July 10, 2026
Second Publication: Friday, July 17, 2026
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RFP No.26-68RFP
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.26-68RFP
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 OFFEROR - 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 - Offeror 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 of
McKinney will protect from public disclosure such portions of a proposal unless
directed otherwise by legal authority including existing Open Records Acts.
P. PUBLIC OPENING - Offerors 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.26-68RFP
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 - Offeror agrees to provide storage of custom ordered materials, if
requested, not to exceed thirty (30) calendar days.
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RFP No.26-68RFP
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, offeror 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 of McKinney. 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. PURCHASE ORDERS AND PAYMENT
A. PURCHASE ORDERS - A purchase order(s) shall be generated by the City
Purchasing Manager to the successful vendor. The purchase order number must
appear on all itemized invoices and packing slips. The City will not be held
responsible for any work orders placed and/or performed without a valid current
purchase order number. Payment will be made for all services rendered and
accepted by the contract administrator for which a valid invoice has been received.
B. INVOICES - All invoices shall reference the Purchase Order number. Invoices
shall provide a detailed description for each item invoiced. Payment will be made
under terms of net thirty (30) days unless otherwise agreed upon by seller and the
procurement services.
C. FUNDING - The City of McKinney is operated and funded on an October 1 to
September 30 basis; accordingly, the City reserves the right to terminate, without
liability to the City, any contract for which funding is not available.
IV. CONTRACT
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RFP No.26-68RFP
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 offeror and the City of McKinney.
B. CONTRACT AGREEMENT - This is a revenue-generating concessions contract.
Rent payable to the City will consist of (a) Percentage Rent and (b) a Minimum
Monthly Guarantee (MMG), if and when the MMG is triggered by the Enplanement
Threshold, each as described in Section III. Part D of this RFP and as set forth in
the executed Concession and Lease Agreement. Percentage Rent will be
calculated by multiplying the applicable Percentage Rent rate by Gross Sales for
the applicable period. The Percentage Rent rate(s), including any tiered structure
and Gross Sales breakpoints, will be as proposed in the Respondent's accepted
Percentage Rent Proforma Proposal (Exhibit C & D) and as negotiated and set
forth in the Agreement, subject to the minimum Percentage Rent rate(s) stated in
Exhibit C & D. The Percentage Rent rate(s) and any tier breakpoints will remain
fixed for the Agreement term and any authorized renewals unless changed by a
written amendment executed by both parties. The MMG will apply only if the Airport
exceeds 500,000 annual enplanements, as determined by the City based on the
Airport's official enplanement counts (the Enplanement Threshold). If triggered, the
MMG will be established at the beginning of the first anniversary following the year
of exceeding the Enplanement Threshold, based on one twelfth (1/12) of ninety
percent (90%) of the first year's total Percentage Rent paid following the
Commencement Date.
Beginning at the second anniversary of the Commencement Date and each year
thereafter, the MMG will escalate annually equal to the greater of (i) one twelfth
(1/12) of ninety percent (90%) of the total Percentage Rent paid in the prior year
or (ii) the prior year's MMG increased by the annual change in the Consumer Price
Index (CPI), all as specified in the Agreement. The Agreement will commence on
the Commencement Date stated in the Concession and Lease Agreement and will
continue for the term specified therein, unless earlier terminated in accordance
with the Agreement.
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.
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 of McKinney may elect to negotiate a contract with the
selected offeror(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 of McKinney 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 offeror's best terms.
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RFP No.26-68RFP
F. TERMINATION FOR DEFAULT - The City of McKinney 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 of McKinney 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 of McKinney 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.
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 of McKinney 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 of McKinney. 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.
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