Operations and Maintenance Services RFP

OPERATIONS AND MAINTENANCE SERVICES
REQUEST FOR PROPOSALS ("RFP")
ISSUE DATE: September 18, 2026
DUE DATE: 11:00 A.M. on October 22, 2026 ("Submission Deadline")
INSTRUCTIONS: Proposers must timely submit five (5) paper copies and one (1)
electronic copy of their proposal (on a flash drive) in a sealed
envelope labelled "O&M" to the following address:
Houston First Corporation, Attn: David Stephenson, 701
Avenida de las Americas, Suite 200, Houston, TX 77010
Proposals must be delivered by mail, courier, or in person.
Submittals received after the Submission Deadline, by email, or
unsealed, will be rejected without further review or consideration.
QUESTIONS: Any questions concerning the form or content of this RFP must be
submitted by email to bids@houstonfirst.com no later than 11:00
a.m. on October 7, 2026. All materials questions will be answered
collectively, rather than individually, in the form of a Letter of
Clarification available at www.houstonfirst.com/do-business.
Questions received may be edited or combined with similar
questions for clarity or length at the discretion of HFC.
OVERVIEW AND SCOPE
Houston First Corporation ("HFC") requests bids from experienced contractors (each a
"Proposer" and, collectively, "Proposers") to provide operations and maintenance
services throughout its facilities in Houston, Texas. The Proposer selected is to furnish
all labor, supervision, supplies, and other goods and services necessary to provide
preventative maintenance and needed repairs throughout HFC's meeting facilities,
theaters, offices, garages, and landscaped properties. Services are to be provided on an
as-needed basis, 24 hours per day, seven days per week, 365 days per year, including
all holidays.
Trade personnel required to perform services is expected to include a Project Manager,
electricians, plumbers, carpenters, painters, operators, and technicians. Positions and
service hours will fluctuate due to events, seasons, and other variables.
For information purposes only, HFC has prepared the following table summarizing the
various facilities managed by HFC:
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Facility Built Renovated Sq. Ft. Type/Use
Avenida Central Parking 2008 n/a 248,000 Underground
Parking
Avenida North Garage 2016 n/a 669,096 Above-ground
Parking
GRB Garage 2026 n/a 363,780 Above-ground
Parking
Fish Plaza 1987 n/a 50,000 Plaza/Greenspace
George R. Brown 1987 2004, 2016 1,800,000 Exhibition Hall
Convention Center
George R. Brown Ongoing n/a 700,000 Exhibition Hall
Convention Center
[Expansion]
Jones Hall for the 1966 2002, 185,000 Theater
Performing Arts ongoing
Lynn Wyatt Square 1966 2023 80,656 Plaza/Greenspace
Miller Outdoor Theatre 1968 2000 36,762 Outdoor Theater
Miller Outdoor Theatre 2002 n/a 5,500 Foodservice
Concessions Facility
Partnership Tower 2016 n/a 127,000 Office Building
Root Memorial Square 2005 n/a 62,500 Plaza/Greenspace
TBH 1992 2008 17,598 Theater
TD Parking - Civic Center 1965 2019 766,211 Underground
Parking
TD Parking - Large 1975 2019 496,743 Underground
Tranquility Parking
TD Parking - Small 1975 2019 244,664 Underground
Tranquility Parking
Tundra Garage 2001 n/a 1,000,000 Above-ground
Parking
Wortham Theater Center 1987 2019 437,000 Theater
The Proposer selected as a result of this RFP will be responsible for the operation and
maintenance of, and remedial repairs to, the following equipment and systems: Electrical;
plumbing; mechanical; fire, life safety and environmental compliance; building automation
systems, and interior/exterior surfaces and finishes.
While an exhaustive inventory of equipment is not available, Proposers should refer to
the Scope of Services portion of the Operations and Maintenance Services Agreement
for additional details on equipment and systems at the facilities.
Services are expected to commence January 1, 2027 and continue for a base term of
five years, subject to further extension at the option of HFC.
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BACKGROUND
HFC is a local government corporation created by the City of Houston to facilitate
economic growth through the promotion of the greater Houston area and the business of
conventions, meetings, tourism, and the arts. HFC is the primary entity responsible for
marketing Houston and increasing awareness of its many attractions and amenities.
HFC is responsible for the operation and management of the George R. Brown
Convention Center, Avenida Houston, Partnership Tower, Wortham Theater Center,
Jones Hall for the Performing Arts, Miller Outdoor Theatre, an array of outdoor properties,
and parking facilities that can accommodate nearly 10,000 vehicles.
HFC represents the consolidation of the former City of Houston Convention &
Entertainment Facilities Department and the Houston Convention Center Hotel
Corporation. The Houston Convention Center Hotel Corporation (now called Houston
First Corporation) was organized in 2000. The consolidation with the Convention &
Entertainment Facilities Department was effective on July 1, 2011.
PROPOSAL FORMAT
Although HFC prefers substance over form, to be considered responsive, Proposers are
asked to review the following criteria/information requests and respond, in order, to the
best of their ability:
a. Submittal Form: Proposers are required to complete and submit the Submittal
Form provided below as the first substantive page of their Proposal. The form must
be signed by a person authorized to make representations on behalf of the
Proposer.
b. Profile: Provide a brief profile of the Proposer, noting its history, structure,
strengths, and abilities. Provide three current references for operations and
maintenance services at comparable facilities, such as hotels, airports, arenas,
shopping malls, office buildings, convention centers, and office buildings; include
a contact name, phone number, and email address for the manager for each such
reference. (Neither HFC nor the City of Houston may be used as a reference.)
c. Strategy: Describe the Proposer's approach to the Scope of Services, including
Proposer's methods and abilities related to staff scheduling, developing and
effectuating a comprehensive program of preventative maintenance, remedial
services and emergency repairs.
d. Personnel: Provide the name and summary of qualifications for the proposed
Project Manager and a job description for each service position recommended by
Proposer. Clearly and unambiguously identify all services to be subcontracted.
e. Pricing: Proposers must provide comprehensive pricing for the services, including
any management fee and all labor fees, by completing the Pricing Form available
at www.houstonfirst.com/do-business.
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All information provided by Proposers should be organized, clear and concise. Although
there are no page limits, Proposers are asked to avoid excessive graphics, title pages, or
other extraneous information in their proposal other than requested by HFC.
EVALUATION
Every Proposal timely received by HFC which includes a signed Submittal Form will be
evaluated and ranked based on the following weighted criteria: Profile (25 points);
Strategy (25 points); Pricing (30 points).
HFC reserves the right to interview the top-ranked Proposers, not to exceed five, prior to
selecting a proposal. If interviews are scheduled, then up to 20 additional points may be
added to the existing proposal scores of the top-ranked Proposers, for a maximum
possible total of 100 points, based on their responsiveness during the interview.
HFC intends to award the contract to the Proposer offering the best value to HFC, as
measured by HFC utilizing the foregoing evaluation criteria, including the right to award
the contract by criteria other than the lowest price proposed. HFC reserves the right to
select or reject all or part of any Proposal, waive minor technicalities, and select one or
more proposals in the manner and to the extent that they are deemed to serve the best
interests of HFC.
This RFP does not commit HFC to award a contract, issue a purchase order, or to pay
any costs incurred in the preparation of a proposal in response to this RFP. HFC reserves
the right to request proposal clarifications/additional information from some or all
Proposers.
LETTERS OF CLARIFICATION
Responses to all material questions timely submitted by potential Proposers, as well as
any revisions incorporated into this RFP by HFC, will be confirmed collectively, rather
than individually, in a letter made available online at http://www.houstonfirst.com/do-
business/ (each, a "Letter of Clarification"). When issued, Letters of Clarification become
part of this RFP and automatically supersede any previous terms, conditions,
specifications, or provisions in conflict therewith.
By submitting their proposal, Proposers shall be deemed to have reviewed all Letters of
Clarification and to have considered all responses, as well as any revisions, and
incorporated them into their submittal. Verbal responses by any HFC officer, director or
employee cannot alter the terms, conditions, specifications, or provisions as stated
herein. It is the responsibility of Proposers to monitor the foregoing link and ensure they
receive any such Letters of Clarification and incorporate them in their Proposal.
FORM OF AGREEMENT
By submitting a response to this RFP, Proposer agrees, upon notice of selection, to
promptly enter into the Operations and Maintenance Services Agreement available online
at http://www.houstonfirst.com/do-business/. Any requests for clarification or modification
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to such agreement must be timely submitted by email to bids@houstonfirst.com, and
responses to material questions and issues will be included in a Letter of Clarification.
Proposers are advised any Proposal including supplemental conflicting terms and
conditions, pre-printed forms, or objections to the agreement shall be disregarded and
may result in a Proposal being deemed as non-responsive.
SMALL BUSINESS DIVERSITY
HFC expects that the Proposer selected will use good faith efforts to award subcontracts
to certified diversity participants. (A list of acceptable certifying agencies may be found in
the HFC Diversity Program.). HFC reserves the right to include a specific diversity goal in
any agreement resulting from this selection process, in the manner and to the extent
allowed under applicable law. Any such goal shall be based on a mutually agreed
percentage of the total value of the services to be performed, require good faith outreach
and compliance efforts, and related, periodic reporting requirements.
RESTRICTIONS ON COMMUNICATIONS
Throughout the selection process, commencing with the Issue Date, Bidders are directed
not to communicate, directly or indirectly, with any HFC employee, officer, director, or
selection committee member regarding their bid, or any matter relating to this RFP, other
than through bids@houstonfirst.com, or in response to a direct inquiry from the HFC
General Counsel Department or Procurement Division. Proposers who disregard the
Restrictions on Communications provision do so at their peril, as HFC reserves the right
to reject any Proposal due to violation of this provision by a Proposer.
CONFLICTS OF INTEREST
Proposers are advised that they have an affirmative obligation to disclose any affiliation
or business relationship with an HFC employee, officer, or director creating (or appearing
to create) a conflict of interest. Any Proposer who has any such an affiliation or business
relationship must include the disclosure form with their Proposal. (The form is available
online https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf.) By submitting their
Proposal, Proposers represent that they have complied with the requirements of Chapter
176 of the Texas Local Government Code.
PROTEST PROCEDURES
Any protest relating to the form, terms and conditions, selection criteria, specifications,
exhibits, or any other material RFP content must be filed by the actual or potential
Proposer with HFC no later than five (5) business days prior to the Submission Deadline.
If the protest consists of a dispute regarding the Proposer recommended by the
evaluation committee, or otherwise relates to the alleged misapplication of selection
criteria, then HFC must receive the protest from an actual Proposer after the Submission
Deadline, but at least three business days prior to consideration of a contract resulting
from this RFP by an HFC Board Committee or Board of Directors, whichever is earlier.
All protests must be made in writing and delivered to Houston First Corporation, Attn:
SVP, Legal Services, 701 Avenida de las Americas, Ste. 200, Houston, TX 77010. To be
considered by HFC, protests must be timely received and include, at a minimum, all of
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the following information: (a) The name, address and contact information of the Proposer,
with sufficient information to establish that a bona fide Proposer is the person or entity
filing the protest; (b) The full title of the RFP; (c) Material grounds for the protest, including
the provisions of the RFP and the applicable law or regulation that serves as the basis for
the protest; (d) A statement of the specific relief requested by the Bidder; (e) Reference
to and attachment of any pertinent documents or sources relied upon by the protestor
that the protesting party wishes to have HFC consider; and (f) An affidavit attached to
support any factual allegations stated in the submission.
RFP PACKETS
A complete copy of this RFP, including exhibits, necessary forms and other relevant
information, is available on-line at www.houstonfirst.com/do-business. This RFP provides
the information necessary to prepare and submit a proposal for evaluation by HFC.
PUBLIC INFORMATION
As HFC is subject to the Texas Public Information Act ("TPIA"). Information submitted by
Proposers is subject to release under the provisions of the TPIA set forth in Chapter 552
of the Texas Government Code, any page including confidential or proprietary information
appears must be labeled as such clearly and unambiguously. Proposers will be advised
of any request for public information that implicates their materials and may, in
accordance with applicable law, elect to assert objections to disclosure with the Texas
Attorney General at their cost and expense.
WITHDRAWAL; ERROR
Proposals may be withdrawn due to errors or for any other reason by a written request
received by bids@houstonfirst.com prior to the Submission Deadline.
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OPERATIONS AND MAINTENANCE SERVICES
SUBMITTAL FORM
Proposers responding to the foregoing Operations and Maintenance Services Request
for Proposals ("RFP") are required to complete each field of this Submittal Form and are
asked to include it as the first substantive page of their Proposal.
1. Contact Information
a. Company Name (the "Proposer"): ________________________________________
b. Address: ___________________________________________________________
c. Primary Contact Name: ______________________________
d. Primary Contact Title: _______________________________
e. Phone: ___________________________
f. Email: ____________________________
2. Terms and Conditions
By completing this Submittal Form and submitting a Proposal, the Proposer represents
all of the following to Houston First Corporation:
a. Proposer has the necessary experience, knowledge, abilities, skills, and resources to
perform the services required under the RFP, including the Scope of Services.
b. Proposer accepts the evaluation process set forth in the RFP and acknowledges that
some subjective judgments must necessarily be made during the effectuation of such
process.
c. Proposer accepts the terms and conditions of the Operations and Maintenance
Services Agreement and agrees, if selected, to promptly enter into such agreement.
d. Proposer is in compliance with Chapter 176 of the Texas Local Government Code and
agrees to and shall continue to comply with the requirements of the Restrictions on
Communication section of this RFP.
e. Proposer has not, within the past five years, been party to a service contract terminated
for cause, or received material, adverse findings from any governmental authority having
regulatory oversight of services similar to those required under this RFQ.
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3. Acknowledgment
By signing below, Respondent represents and warrants that all of the foregoing is true,
correct and may be relied upon by Houston First Corporation without exception:
_____________________________________ ("Proposer")
By:
Signature: ________________________________ Date: ________________
Name: ________________________________
Title: __________________________________
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