- Text
- CITY OF COPPERAS COVE
REQUEST FOR PROPOSALS
By order of the City Council of the City of Copperas Cove, Texas
Sealed RFP’s will be received for:
CONCESSION AGREEMENT
RFP NO. 2026-08-74
Request for Proposals will be received until 10:00 a.m. on
October 28, 2026
Return to:
City of Copperas Cove
Stephanie Potvin- Assistant Finance Director
914 S. Main Street Suite H, or
P.O. Drawer 1449
Copperas Cove, Texas 76522
INSTRUCTIONS TO OFFERORS
1. The envelope or package containing the completed Request for Proposals should be
marked legibly on the outside with the submitter’s name and address along with “Request
for proposals for Concession Agreement; RFP No. 2026-08-74.”
2. The offeror shall sign and date the submittal where provided within the RFP. The
person signing the proposal must have the authority to execute a contract. Proposals
which are not signed and dated in this manner may be rejected.
3. All documents shall be received at the City of Copperas Cove, Finance Department,
located at, 914 S. Main Street Suite H, Copperas Cove, Texas 76522, by the deadline
shown on the cover sheet of this Request for Proposals.
4. The City is only accepting the RFP on USB formats. Facsimile transmittals and
electronic transmittals will not be accepted.
5. The City of Copperas Cove, Texas, reserves the right to reject any or all Request for
Proposals as it shall deem to be in the best interests of the City of Copperas Cove.
6. Any interpretations, corrections or changes to this Request for Proposals will be made
by addenda. Sole issuing authority of addenda shall be vested in the City of Copperas
Cove Finance Department. Addenda will be loaded on www.copperascovetx.gov.
Vendors will be responsible for reviewing the City’s website at www.copperascovetx.gov
to see if any addenda have been issued. Offerors shall acknowledge receipt of all
addenda on the sealed envelope or package containing their proposal.
7. Proposals resulting from submitted Request for Proposals must comply with all
applicable federal, state, county and local laws concerning these types of services.
8. A prospective Offeror must affirmatively demonstrate Offeror’s responsibility. A
prospective Offeror must meet the following requirements:
a. be able to comply with the required needed services and required workload;
b. have a satisfactory record of performance;
c. have a satisfactory record of integrity and ethics; and
d. be otherwise qualified and eligible to receive an award.
The City of Copperas Cove may request representation and other information sufficient
to determine Offeror's ability to meet these minimum standards.
9. Section 176.006 of the Texas Local Government Code requires a bidder/vendor to file
a conflict-of-interest questionnaire if the vendor has a business relationship with the City
and has:
a. an employment or other business relationship with an officer or an officer’s family
member that results in that person receiving taxable income that is more than
$2,500 in the preceding twelve months; or
b. has given an officer or an officer’s family member one or more gifts totaling more
than $250 in the preceding twelve months.
A vendor/bidder is required to file a questionnaire not later than the seventh business day
after the later of the following:
a. the date the vendor begins discussions or negotiations to enter into a contract with
the City or submits an application or response to a bid proposal; or
b. the date the bidder becomes aware of a relationship or gives a gift to an officer or
officer’s family member.
State law requires that a vendor file an updated questionnaire with the City Secretary’s
office annually, before September 1st, and or not later than the seventh business day
after the date the originally filed questionnaire becomes incomplete or inaccurate. The
Conflict-of-Interest Questionnaire is attached in Compliance with this law and is the
responsibility of each bidder/vendor.
The City of Copperas Cove is aware of the time and effort you expend in preparing
and submitting proposals to the City. Please let us know of any proposal
requirements causing you difficulty in responding to our Request for Proposals.
We want to facilitate your participation so that all responsible vendors can compete
for the City's business.
Questions concerning this Request for Proposals should be submitted in writing to:
Stephanie Potvin- Assistant Finance Director at financedept@copperascovetx.gov by
October 14, 2026 at noon.
Request of Proposals
I. INTRODUCTION
The City of Copperas Cove (City) is seeking competitive proposals for a company or
qualified organization that will enter into a mutually beneficial contract for operating a
concession service at The Hills of Cove Golf Course located at 1408 Golf Course Road.
Contracts resulting from this Request for Proposal (RFP) are anticipated to commence
on November 2026, and run for an initial term of one (1) year with an option to renew in
a negotiated contract between the City and Organization, contingent on performance for
a maximum of three (3) years.
The City and its staff are dedicated to establishing a productive concession agreement.
The City is interested in proposals from organizations with a strong commitment to
outstanding customer service and who will function inclusively to enhance the efforts of
all City entities. The City seeks an organization who supports and promotes trust,
communication, teamwork, and professionalism and who functions as a contributing
member of the community team, not simply a service provider. The ideal organization
will be professional, clean, and have the cities best interest in mind.
The City envisions a series of five major components as a result from a concession
agreement.
1. Cleanliness
2. Competitive Pricing on Products
3. Quality of Food Products
4. Favorable Presentation and Perception of Its’ Employees
5. High Quality Overall Customer Service
FACILITIES:
Golf Course: The building contains a full kitchen/restaurant and a patio.
PRE-PROPOSAL WALKTHROUGH:
A pre-proposal facility walk through can be scheduled at the Golf Course, located on 1408
Golf Course Road, Copperas Cove, TX 76522. To schedule a walk through, email Jeff
Stoddard at jstoddard@copperascovetx.gov. The purpose of the walk through is to get
an accurate vision of the facility and answer questions related to the RFP.
II. INFORMATION REQUESTED FROM OFFERORS
Each Request for Proposals shall contain all the items listed below. Incomplete
statements may be rejected in technical review by the Evaluation Committee.
A. Complete the vendor information sheet. (Attached)
B. Provide a list of at least four (4) references familiar with the firm’s capability to deliver
services, including contact names, phone numbers and description of services provided.
C. Provide a completed Insurance Requirement Affidavit asserting that you can comply
with the insurance requirements specified in the attached Agreement for Professional
Services. (See attached form).
D. Provide a completed W9 for accounts payable purposes and CIQ. (Attached)
E. Financial Information for the past two years. (Bank and Financial Statements)
III. SUBMISSION INFORMATION
The City of Copperas Cove will receive Proposals until October 28, 2026 @ 10:00AM.
Deadline for questions or request for clarification must be submitted to Stephanie Potvin-
Assistant Finance Director by email prior to October 14, 2026 @ noon, at
financedept@copperascovetx.gov . All responses to the questions will be posted to the City’s
website in addendum form.
Two electronic submissions on a CD or USB drive in a PDF format of the Request for
Proposals shall be submitted in an envelope or box bearing the name and address of
offeror and also be identified in the lower left corner with “Request for Proposals of
Concession Agreement, RFP No. 2026-08-74” and be addressed as follows:
City of Copperas Cove
Stephanie Potvin
PO Box 1449
914 S. Main Street, Suite H
Copperas Cove, Texas 76522
IV. SELECTION AND EVALUATION CRITERIA
The contract will be awarded based on the merit and responsiveness of the proposal. The
evaluation process may include an interview with the highest offeror firm(s), verification
of references, project team members, confirmation of financial information, and may
include other information as deemed important by the City. The City reserves the right to
video tape the presentations.
Upon completion of the evaluation process the City will then enter into a formal letter of
intent with the selected Offeror to proceed with a finalized detailed contract. After the
selection of the Offeror the City will notify each non-selected Offeror of the winning
proposal and that they are no longer being considered for the project.
The following scoring system has been developed to assist in allowing an objective
evaluation of the Offeror’s qualifications. A number of different qualification items have
been identified for each of the overall categories. Each qualification item shall carry a
maximum score available, which will be factored by the strength of each Offeror’s
response in accordance with the following table.
Proposals will receive a written evaluation on a 100-point basis covering the following
areas:
A. Concession Experience (Maximum- 20 points)
1. Give a brief description of your company’s history.
2. Explain your company’s employee structure.
3. List your long-term goals for this company and any goals as it pertains to the city.
B. References (Maximum – 20 points)
1. Provide four (4) references, including the most recent organization, for programs
and services that were provided similar in nature and functionality. Each reference
must be accompanied by:
• Reference company name
• Address
• Phone and fax number
• Contact person
• Nature of relationship and service performed
• Time period of contract.
If minimum number of references cannot be provided, explain why.
2. Forms
• Texas Bureau of Workers’ Compensation Certificate
• Certificate of Insurance
• Personal Property Tax Affidavit
C. Menu and Pricing (Maximum – 40 points)
1. Give a proposed menu listing the prices and options as it would be presented to the
public.
D. Staff Qualifications (Maximum – 10 points)
1. Give a list of certifications or training sessions that any of your staff may have
completed that would relate to food and vender services.
2. Explain employee policies and standards expected by the management of the
company.
3. Describe any innovative ideas or options that would help promote business, whether
it is marketing or service options.
4. Describe any citations, warnings, license suspensions, revocation, and other adverse
actions taken against the company or any of its current or former principals or
employees by any governmental authority with respect to food service standards.
E. Budget/Financial Information (Maximum – 10 points)
1. The City of Copperas Cove Parks and Recreation Department shall be paid 5% of net
revenue for each month.
2. Show a proposed budget that should include the total revenue after all expenses have
been paid, including the designated percentage for the city.
3. The concessioner will provide a monthly expense/revenue report along with monthly
payment.
V. CONTRACT AWARD
Upon completion of the evaluation process the City will then enter into formal contract
negotiations with the Offeror whose proposal is most favorable to the City. The successful
Offeror to whom the award is made will be required to execute a written contract with the
City of Copperas Cove, Texas. If the successful Offeror to whom the proposal is awarded
fails to enter into a contract as herein provided, the award may be annulled and the
contract let to the next most favorable Offeror as determined through the process
described in the scoring table above, and such successful Offeror shall fulfill every
stipulation embraced herein, as if they were the original party to whom the award was
made. After the completion of a contract with a successful Offeror the City will notify each
non-selected Offeror that they are no longer being considered for the contract.
The City may use sources of information not supplied by the organization concerning the
abilities to perform this work. Such sources may include, but not be limited to: current or
past customers of the organization, background checks of organization representatives,
employees and/or volunteers, on-site inspection of the organization’s operation, on-site
inspection of the service sites and credit records.
The City reserves the right to reject any or all formalities or informalities, or any proposals
and qualifications, with or without cause, enter into one or more contracts for the services,
or to act otherwise as the public interest may require. All proposals will be subject to the
negotiation. Negotiations will not be limited and may include any contract provisions,
services, and terms acceptable to the City. All Requests for Proposals shall be valid for
ninety (90) days from the RFP opening date.
VI. ACCEPTANCE OF RFP TERMS; WAIVER OF CLAIMS
By submitting a Request for Proposal each bidder waives all claims against the City of
Copperas Cove, its officers, agents, employers and contractors to the extent such
claims arise out of or in connection with the administration, evaluation, or
recommendation of any bid; waiver of any requirements in connection therewith;
acceptance or rejection of any bids; and the award of the contract.
VII. ASSIGNMENTS
No assignment, transfer or subcontracting of the contract or any part thereof, shall be
made by the successful Offeror without the consent of the City. The agreement shall
insure to, and be binding upon, the heirs, executors, administrators, successors and
assigns of the parties hereto, but except as aforesaid no third person shall have or
acquire any right hereunder.
VIII. INSURANCE
The operator will insure, during the term of this contract, its contract, its liability in
connection with the operation of the concessions, the sale or offering such merchandise
and articles for sale and the use of concession areas for such purposes, providing a
general liability policy with a combined single limit of not less than $1,000,000.00 with an
aggregate of $2,000,000.00. The operator will also carry automobile liability insurance
with a combined single limit of not less than $1,000.000.00. The City shall be named as
an additional insured under the insurance policy(s). The operator shall keep the insurance
in full force and effect at all times during the operation of the concession. The operator
shall provide the City with suitable copies of such insurance prior to beginning the
contract.
EXHIBIT
“A”
Scope of Services:
The City of Copperas Cove (City) is seeking competitive proposals for a company or
qualified organization that will enter into a mutually beneficial contract for operating a
concession service at The Hills of Cove Golf Course located at 1408 Golf Course Road.
Contracts resulting from this Request for Proposal (RFP) are anticipated to commence in
November 2026, and run for an initial term of one (1) year with an option to renew in a
negotiated contract between the City and Organization, contingent on performance for a
maximum of three (3) years.
The City envisions a series of five major components as a result from a concession
agreement.
1. Cleanliness
2. Competitive Pricing on Products
3. Quality of Food Products
4. Favorable Presentation and Perception of Its’ Employees
5. High Quality Overall Customer Service
P.O. Drawer 1449 • 914 South Main Street Suite H • Copperas Cove, Texas 76522
(254) 547-4221
www.copperascovetx.gov
“The City Built for Family Living” Finance Department
VENDOR INFORMATION SHEET
COMPANY NAME_____________________________ TAX ID#_______________________
PRIMARY POC_________________________________DATE_________________________
(PLEASE PRINT)
SIGNATURE_______________________________PHONE NUMBER__________________
EMAIL ADDRESS_____________________________________________________________
SECONDARY POC______________________________DATE_________________________
(PLEASE PRINT)
SIGNATURE_______________________________PHONE NUMBER__________________
EMAIL ADDRESS_____________________________________________________________
Form W-9 Request for Taxpayer Give Form to the
(Rev. December 2014} Identification Number and Certification requester. Do not
Department of the Treasury send to the IRS.
Internal Revenue Service
1 Name (as shown on your income tax return}. Name is required on this line; do not leave this line blank.
C\i 2 Business name/disregarded entity name, if different from above
Q)
C)
ctl
a. 3 Check appropriate box for federal tax classification; check only one of the following seven boxes: 4 Exemptions (codes apply only to
c:
0 0 Individual/sole proprietor or 0 C Corporation 0 S Corporation D Partnership 0 Trust/estate certain entities, not individuals; see
Cll Ul single-member LLC instructions on page 3}:
c.5 0 Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ~ Exempt payee code (if any}
l;'+l
.. u Note. For a single-member LLC that is disregarded, do not check LLC; check the appropriate box in the line above for Exemption from FATCA reporting
0 2.... the tax classification of the single-member owner . code (if any}r:::: Ul
·.: .s 0 Other (see instructions}~ (Applies to accounts maintained outside the U.S.)
ll.u
1;::: 5 Address (number, street, and apt. or suite no.} Requester's name and address (optional}·c:;
Cll
Q.
II) 6 City, state, and ZIP codeCl>
Cl>
en
7 List account number(s} here (optional}
•::~m il. Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid I Social security number I. . . . . . .
backup Withholding. For md1V1duals, th1s IS generally your soc1al secunty number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN on page 3.
DJJ -OJ -1 I I I Ior
Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for
guidelines on whose number to enter.
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage
interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and
generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the
instructions on page 3.
Sign Signature of
Here u.s. person~ Date~
General Instructions
Section references are to the Internal Revenue Code unless otherwise noted.
Future developments. Information about developments affecting Form W-9 (such
as legislation enacted after we release it} is at www.irs.gov/fw9.
Purpose of Form
An individual or entity (Form W-9 requester} who is required to file an information
return with the IRS must obtain your correct taxpayer identification number (TIN)
which may be your social security number (SSN}, individual taxpayer identification
number (ITJN}, adoption taxpayer identification number (ATIN}, or employer
identification number (EIN}, to report on an information return the amount paid to
you, or other amount reportable on an information return. Examples of information
returns include, but are not limited to, the following:
• Form 1099-INT (interest earned or paid}
• Form 1099-DIV (dividends, including those from stocks or mutual funds}
• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds}
• Form 1099-B (stock or mutual fund sales and certain other transactions by
brokers}
• Form 1099-S (proceeds from real estate transactions}
• Form 1099-K (merchant card and third party network transactions}
• Form 1098 (home mortgage interest}, 1098-E (student loan interest}, 1098-T
(tuition}
• Form 1099-C (canceled debt}
• Form 1099-A (acquisition or abandonment of secured property}
Use Form W-9 only if you are a U.S. person (including a resident alien}, to
provide your correct TIN.
If you do not return Form W-9 to the requester with a TIN, you might be subject
to backup withholding. See What is backup withholding? on page 2.
By signing the filled-out form, you:
1. Certify that the TIN you are giving is correct (or you are waiting for a number
to be issued},
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S. exempt payee. If
applicable, you are also certifying that as a U.S. person, your allocable share of
any partnership income from a U.S. trade or business is not subject to the
withholding tax on foreign partners' share of effectively connected income, and
4. Certify that FATCA code(s) entered on this form (if any) indicating that you are
exempt from the FATCA reporting, is correct. See What is FATCA reporting? on
page 2 for further information.
Cat. No. 10231X Form W-9 (Rev. 12-2014)
Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us
FORM CIQ
OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An
offense under this section is a misdemeanor.
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Date Received
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes No
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes No
7
Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
Signature of vendor doing business with the governmental entity Date
Name of vendor who has a business relationship with local governmental entity.1
Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
2
3 Name of local government officer about whom the information is being disclosed.
Name of Officer
Describe each employment or other business relationship with the local government officer, or a family member of the
officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIQ as necessary.
4
6
5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an
agency of a federal, state, or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by, and reporting to, that agency.
Local Government Code § 176.003(a)(2)(A) and (B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
***
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than $100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code § 176.006(a) and (a-1)
(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the
officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any
gift described by Section 176.003(a-1); or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity; or
(B) submits to the local governmental entity an application, response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity; or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer, described by Subsection (a);
(B) that the vendor has given one or more gifts described by Subsection (a); or
(C) of a family relationship with a local government officer.
CITY OF COPPERAS COVE PAGE 1
STANDARD PROFESSIONAL SERVICES AGREEMENT
CITY OF COPPERAS COVE
STANDARD PROFESSIONAL SERVICES AGREEMENT
THE STATE OF TEXAS §
§
CORYELL COUNTY §
This Professional Services Agreement (“Agreement”) for the Golf Concessions is made and
entered by and between the City of Copperas Cove, Texas (the “City”), a Texas municipality,
and ___________________________ (“Professional”).
Section 1. Duration.
This Agreement shall become effective upon ___________ and shall remain in effect until
satisfactory completion of the Scope of Work unless terminated as provided for in this
Agreement.
Section 2. Scope of Work.
(A) Professional shall perform the Services as more particularly described in the Scope of
Work attached hereto as Exhibit “A”. The work as described in the Scope of Work constitutes
the “Project”. Unless otherwise provided in the Scope of Work, the anticipated submittal of all
Project deliverables is immediately upon completion of the Project.
(B) The Quality of Services provided under this Agreement shall be performed with the
professional skill and care ordinarily provided by competent Professionals practicing in the
same or similar locality and under the same or similar circumstances and professional license,
and as expeditiously as is prudent considering the ordinary professional skill and care of a
competent Professional holding the same professional license.
(C) The Professional shall perform its Services for the Project in compliance with all
statutory, regulatory and contractual requirements now or hereafter in effect as may be
applicable to the rights and obligations set forth in the Agreement.
(D) The Professional may rely upon the accuracy of reports and surveys provided to it by
the City except when defects should have been apparent to a reasonably competent
professional or when it has actual notice of any defects in the reports and surveys.
Section 3. Compensation.
(A) The Professional shall be paid in the manner set forth in Exhibit “A” and as provided
herein.
CITY OF COPPERAS COVE PAGE 2
STANDARD PROFESSIONAL SERVICES AGREEMENT
(B) Billing Period: The Professional may submit monthly, or less frequently, an invoice for
payment based on the estimated completion of the described tasks and approved work
schedule. Subject to Chapter 2251, Texas Government Code (the “Prompt Payment Act”),
payment is due within thirty (30) days of the City’s receipt of the Professional’s invoice. Interest
on overdue payments shall be calculated in accordance with the Prompt Payment Act.
(C) Reimbursable Expenses: Any and all reimbursable expenses related to the Project shall
be included in the scope of services (Exhibit “A”) and accounted for in the total contract
amount. If these items are not specifically accounted for in Exhibit “A” they shall be
considered subsidiary to the total contract amount.
Section 4. Changes to the Project Work; Additional Work.
(A) Changes to Work: Professional shall make such revisions to any work that has been
completed as are necessary to correct any errors or omissions as may appear in such work. If
the City finds it necessary to make changes to previously satisfactorily completed work or parts
thereof, the Professional shall make such revisions if requested and as directed by the City and
such services will be considered as additional work and paid for as specified under following
paragraph.
(B) Additional Work: The City retains the right to make changes to the Scope of Work at any
time by a written order. Work that is clearly not within the general description of the Scope of
Work and not does not otherwise constitute special services under this Agreement must be
approved in writing by the City by supplemental agreement before the additional work is
undertaken by the Professional. If the Professional is of the opinion that any work is beyond
that contemplated in this Agreement and the Scope of Work governing the project and
therefore constitutes additional work, the Professional shall promptly notify the City of that
opinion, in writing. If the City agrees that such work does constitute additional work, then the
City and the Professional shall execute a supplemental agreement for the additional work and
the City shall compensate the Professional for the additional work on the basis of the rates
contained in the Scope of Work. If the changes deduct from the extent of the Scope of Work,
the contract sum shall be adjusted accordingly. All such changes shall be executed under the
conditions of the original Agreement. Any work undertaken by Professional not previously
approved as additional work shall be at risk of the Professional.
Section 5. Time of Completion.
The prompt completion of the services under the Scope of Work relates is critical to the
City. Unnecessary delays in providing services under a Scope of Work shall be grounds for
dismissal of the Professional and termination of this Agreement without any or further liability to
the City other than a prorated payment for necessary, timely, and conforming work done by
Professional prior to the time of termination. The Scope of Work shall provide, in either
calendar days or by providing a final date, a time of completion prior to which the Professional
shall have completed all tasks and services described in the Scope of Work.
CITY OF COPPERAS COVE PAGE 3
STANDARD PROFESSIONAL SERVICES AGREEMENT
Section 6. Insurance.
Before commencing work under this Agreement, Professional shall obtain and furnish to
the City evidence of the following insurance during the term of this Agreement and thereafter as
required herein:
Professional Liability Insurance: professional errors and omissions liability insurance with limits
of liability not less than $1,000,000 per occurrence covering all work performed by the
Professional, its employees, sub-contractors, or independent contractors. If this coverage can
only be obtained on a “claims made” basis, the certificate of insurance must clearly state
coverage is on a “claims made” basis and coverage must remain in effect for at least two years
after final payment with the Professional continuing to furnish the City certificates of insurance.
Workers Compensation Insurance: The Professional shall carry and maintain during the term of
this Agreement, workers compensation and employer’s liability insurance meeting the
requirements of the State of Texas on all the Professional’s employees carrying out the work
involved in this contract.
General Liability Insurance: The Professional shall carry and maintain during the term of this
Agreement, general liability insurance on a per occurrence basis with limits of liability not less
than $1,000,000 for each occurrence and for fire damage. For Bodily Injury and Property
Damage no less than $1,000,000. As a minimum, coverage for Premises, Operations, Products
and Completed Operations shall be $2,000,000. This coverage shall protect the public or any
person from injury or property damages sustained by reason of the Professional or its
employees carrying out the work involved in this Agreement. The general aggregate shall be
no less than $2,000,000.
Automobile Liability Insurance: Professional shall carry and maintain during the term of this
Agreement, automobile liability insurance with either a combined limit of at least $1,000,000 per
occurrence for bodily injury and property damage or split limits of at least $1,000,000 for bodily
injury per person per occurrence and $1,000,000 for property damage per occurrence.
Coverage shall include all owned, hired, and non-owned motor vehicles used in the
performance of this contract by the Professional or its employees.
Subcontractor: In the case of any work sublet, the Professional shall require subcontractor and
independent contractors working under the direction of either the Professional or a
subcontractor to carry and maintain the same workers compensation and liability insurance
required of the Professional.
Qualifying Insurance: The insurance required by this Agreement shall be written by non-
assessable insurance company licensed to do business in the State of Texas and currently
rated "B" or better by the A.M. Best Companies. All policies shall be written on a “per
occurrence basis” and not a “claims made” form.
CITY OF COPPERAS COVE PAGE 4
STANDARD PROFESSIONAL SERVICES AGREEMENT
Section 7. Miscellaneous Provisions.
(A) Subletting. The Professional shall not sublet or transfer any portion of the work under this
Agreement or any Scope of Work issued pursuant to this Agreement unless specifically
approved in writing by the City, which approval shall not be unreasonably withheld.
Subcontractors shall comply with all provisions of this Agreement and the applicable Scope of
Work. The approval or acquiescence of the City in the subletting of any work shall not relieve
the Professional of any responsibility for work done by such subcontractor.
(B) Ownership of Documents. Upon completion or termination of this Agreement, all
documents prepared by the Professional or furnished to the Professional by the City shall be
delivered to and become the property of the City. All drawings, charts, calculations, plans,
specifications and other data, including electronic files and raw data, prepared under or
pursuant to this Agreement shall be made available, upon request, to the City without restriction
or limitation on the further use of such materials PROVIDED, HOWEVER, THAT SUCH
MATERIALS ARE NOT INTENDED OR REPRESENTED TO BE SUITABLE FOR REUSE BY
THE CITY OR OTHERS. ANY REUSE WITHOUT PRIOR VERIFICATION OR ADAPTATION
BY THE PROFESSIONAL FOR THE SPECIFIC PURPOSE INTENDED WILL BE AT THE
CITY’S SOLE RISK AND WITHOUT LIABILITY TO THE PROFESSIONAL. Where applicable,
Professional shall retain all pre-existing proprietary rights in the materials provided to the City,
but shall grant to the City a non-exclusive, perpetual, royalty-free license to use such
proprietary information solely for the purposes for which the information was provided. The
Professional may, at Professional’s expense, have copies made of the documents or any other
data furnished to the City under or pursuant to this Agreement.
(C) Professional's Seal. To the extent that the Professional has a professional seal it shall
placed on all final documents and data furnished by the Professional to the City. All work and
services provided under this Agreement will be performed in conformance with the accepted
standards and practices of the Professional’s industry set forth in Section 2 (B) herein. The
plans, specifications and data provided by Professional shall be adequate and sufficient to
enable those performing the actual work to perform the work as and within the time
contemplated by the City and Professional. The City acknowledges that Professional has no
control over the methods or means of work nor the costs of labor, materials or equipment.
Unless otherwise agreed in writing, any estimates of costs by the Professional are for
informational purposes only and are not guarantees.
(D) Compliance with Laws. The Professional shall comply with all federal, state and local laws,
statutes, ordinances, rules and regulations, and the orders and decrees of any courts,
administrative, or regulatory bodies in any matter affecting the performance of this Agreement,
including, without limitation,
- Email
- financedept@copperascovetx.gov
- Pages
- 24
- Phone
- (254) 547-4221
- Excerpt
- CITY OF COPPERAS COVE
REQUEST FOR PROPOSALS
By order of the City Council of the City of Copperas Cove, Texas
Sealed RFP’s will be received for:
CONCESSION AGREEMENT
RFP NO. 2026-08-74
Request for Proposals will be received until 10:00 a.m. on
October 28, 2026
Return to:
City of Copperas Cove
Stephanie Potvin- Assistant Finance Director
914 S. Main Street Suite H, or
P.O. Drawer 1449
Copperas Cove, Texas 76522
INSTRUCTIONS TO OFFERORS
1. The envelope or package containing the completed Request for Proposals should be
marked legibly on the outside with the submitter’s name and address along with “Request
for proposals for Concession Agreement; RFP No. 2026-08-74.”
2. The offeror shall sign and date the submittal where provided within the RFP. The
person signing the proposal must have the authority to execute a contract. Proposals
which are not signed and dated in this manner may be rejected.
3. All documents shall be received at the City of Copperas Cove, Finance Department,
located at, 914 S. Main Street Suite H, Copperas Cove, Texas 76522, by the deadline
shown on the cover sheet of this Request for Proposals.
4. The City is only accepting the RFP on USB formats. Facsimile transmittals and
electronic transmittals will not be accepted.
5. The City of Copperas Cove, Texas, reserves the right to reject any or all Request for
Proposals as it shall deem to be in the best interests of the City of Copperas Cove.
6. Any interpretations, corrections or changes to this Request for Proposals will be made
by addenda. Sole issuing authority of addenda shall be vested in the City of Copperas
Cove Finance Department. Addenda will be loaded on www.copperascovetx.gov.
