RFP 26-27 Concessions and Catering for The Lone Star Convention and Expo Center

Montgomery County
Specification Download Acknowledgement
Request for Proposals
Concessions and Catering for Project #26-27
The Lone Star Convention and SPECS
Expo Center
___________
VENDORS MUST IMMEDIATELY RETURN THIS FORM BY EMAIL: purchasing@mctx.org
Vendor Responsibilities
Vendors must download and complete any addenda
o
Vendors must submit responses in accordance with requirements
o
stated on cover of document
Vendor must submit 1295 form with Bid/Proposal
o
Detailed information regarding 1295 can be found under item 32 in the attached Terms and Conditions.
Texas Ethics Commission website for 1295:
https://www.ethics.state.tx.us/filinginfo/1295/
For completing the 1295:
Contract ID: 5758 Description: Project #26-27
Montgomery County will not be responsible for inaccurate or incomplete specifications
and/or addenda pertaining to any bid/proposal that is received electronically.
Legal Name of Contracting Company
Contact Person
Complete Mailing Address
Telephone Number Email Address
Signature Date
P:/Forms/Disclaimer Forms/Specs Download Request

PROPOSAL PACKAGE CHECK LIST
Only items marked with an "X" are applicable to this bid.
Proposers should review the package thoroughly.
If additional information is needed, contact Montgomery County Purchasing Dept at 936-539-7980.
Proposer must check each task as it is completed.
Include this form with the appropriate proposal documents.
Required Required
BID FORMS GENERAL REQUIREMENTS AND
X Must be completed and signed in ink. Failure to do X TERMS
so may cause Bids to be rejected. Bidder should be familiar with all General
Requirements and Terms.
X Contract BID BOND REQUIREMENTS
This Bond applies to certain Bids as stated in
Acknowledgement Montgomery County Terms and Conditions.
X
References
X
Verification SUBMITTING PROCEDURE
Company Name
Certification Regarding Lobbying
X
Project Number
Certification Regarding Government-Wide Debarment and
X Suspension (nonprocurement) Opening Date
X Project Title
Disclosure of Disinterested Parties (Form 1295)
X
Certificate of Independent Pricing Determination
X
X Vendor Information Sheet * Ethics Training Completed and
Certificate of Completion
X W-9 Submittal included with bid response.
X
X Bidder/Offeror Self Certification * Conflict Disclosure Form must
be included in bid response
X Israel Boycott Statement *click on outlined link for more information
AFTER AWARD IS MADE, THE FOLLOWING DOCUMENTS MUST BE PROVIDED
Check if you are prepared to provide these after award, as required.
Required Required
TEST REPORTS SAFETY DATA SHEETS
PERFORMANCE BOND PAYMENT BOND REQUIREMENTS
REQUIREMENTS This Bond applies to bids that exceed $25,000 as
This Bond applies to bids that exceed $100,000 as stated in the Montgomery County Terms and
stated in the Montgomery County Terms and Conditions.
Conditions.
INSURANCE INFORMATION
Required Required
WORKERS' COMPENSATION ACTIVE VENDOR
X Check if you are prepared to provide this after Check here only if your company has
award, as required, if applicable. conducted business with Montgomery
County within the past year; AND all
GENERAL LIABILITY AND AUTO
current insurance certificates are on file at
X Check if you are prepared to provide this after this time.
award, as required, if applicable.
It is the proposer's responsibility to be thoroughly familiar with all Proposal Requirements and Specifications.

MONTGOMERY COUNTY
REQUEST FOR PROPOSAL
FOR
Catering & Concessions for
The Lone Star Convention & Expo Center
Montgomery County (County) seeks Proposals (RFP) from qualified firms (Respondent) who
can provide Catering & Concessions for The Lone Star Convention & Expo Center for
Montgomery County in accordance with the terms, conditions and requirements set forth in this
Request for Proposals.
1. PROPOSAL CONTACT
This RFP is issued by the County Purchasing Agent on behalf of Montgomery County, Texas.
Thus, responses should be directed to the Purchasing Agent as outlined below. Respondents are
specifically directed NOT to contact any County personnel for meetings, conferences or
technical discussions that are related to this RFP other than specified herein. Unauthorized
contact of any County personnel will likely be cause for rejection of the Respondent's proposal.
All communications regarding the RFP shall be directed to the County's Proposal Contact.
Communications with the Proposal Contact is permitted via email, facsimile or written
correspondence.
PROPOSAL CONTACT:
Tara Newman, CPPB
Procurement Project Manager - Construction
Re: Project# 26-27
501 N. Thompson St., Suite 405
Conroe, TX 77301
tara.newman@mctx.org
2. SUBMISSION REQUIREMENTS
2.1. Questions concerning this RFP must be submitted in writing to Tara Newman, CPPB,
Procurement Project Manager - Construction, 501 N. Thompson St., Suite 405, Conroe,
Texas 77301, tara.newman@mctx.org. Responses to questions will be issued in writing
only, verbal questions and responses will not be considered. Deadline for submission of
questions and/or clarification is May 20, 2026 at 2:00 p.m. (CST) Requests received
after the deadline will not be responded to due to the time constraints of this Proposal
process.
2.2. To facilitate evaluation of proposals, submit one (1) original and one (1) electronic
response on flash drive of the proposal. Flash drive must contain only one (1) file in PDF
format and must match the original and copies of the response identically. Failure to
provide proper electronic response may be cause for disqualification.
1

2.3. Confidential information is to be placed in a separate envelope denoted as "confidential".
2.4. Proposal shall be submitted to the address shown below. Proposal shall be signed in ink,
by a person having the authority to bind the firm in a contract.
Montgomery County Project Number: 26-27
Purchasing Agent's Office For: Catering & Concessions for
501 N. Thompson St., Suite 405 The Lone Star Convention &
Conroe, TX 77301 Expo Center
2.5. Respondents may submit their proposal any time prior to the Opening Date and time.
The Respondents' name and address as well as a distinct reference to the Project Number
above shall be marked clearly on the submission. All proposals are time-stamped upon
receipt and are securely kept, unopened, until the Opening Date. No responsibility will
be attached to the County, or any official or employee thereof, for the pre-opening of,
post-opening of, or the failure to open a proposal not properly addressed and identified.
No oral, telegraphic, telephonic, or facsimile proposals will be considered.
2.6. Proposals may be modified or withdrawn prior to the established opening date by
delivering written notice to the proposal contact. Any alteration made prior to opening
date and time shall be initialed by the signer of the proposal, guaranteeing authenticity.
2.7. Proposals time-stamped after the due date and time will not be considered and will be
returned to the Vendor unopened. Regardless of the method used for delivery,
respondents shall be wholly responsible for the timely delivery of submitted proposals.
2.8. The Respondents' name and address shall be clearly marked on all copies of the proposal.
3. TENTATIVE SCHEDULE OF EVENTS
3.1. Release of RFP: Wednesday, May 6, 2026
3.2. Pre-proposal Meeting: Monday, May 18, 2026, at 10:00 am
3.3. Deadline for Questions: Wednesday, May 20, 2026, by 2:00 pm
3.4. Submission Due Date: Wednesday, June 3, 2026, by 2:00 p.m.
4. PROPRIETARY INFORMATION
4.1. If a proposal response includes any proprietary data or information that the respondent
does not want disclosed to the public, such data or information must be clearly identified
on every page on which it is found. Data or information so identified will be used by
Montgomery County officials and representative solely for the purpose of evaluating
proposals and conducting contract negotiations.
2

5. INCURRED COSTS
5.1. Those submitting proposals do so entirely at their expense. There is no expressed or
implied obligation by the County to reimburse any individual or firm for any costs
incurred in preparing or submitting proposals, for providing additional information when
requested by the County or for participating in any selection interviews, including
discovery (pre-contract negotiations) and contract negotiations.
6. ACCEPTANCE
6.1. Submission of any Proposal indicates a Respondents' acceptance of the conditions
contained in this Proposal unless clearly and specifically noted otherwise in their
proposal.
6.2. Furthermore, the County is not bound to accept a proposal on the basis of lowest price,
and further, the County has the sole discretion and reserves the right to cancel this
Proposal, to reject any and all Proposals, to waive any and all informalities and or
irregularities, or to re-advertise with either the identical or revised specifications, it is
deemed to be in the County's best interests. The County reserves the right to accept or
reject any or all of the items in the Proposal, and to award the contract in whole or in part
and/or negotiate any or all items with individual Respondents if it is deemed in the
County's best interests.
6.3. Although Montgomery County desires to negotiate toward a contract with a selected
Respondent, the Commissioners' Court may award the contract on the basis of the initial
proposals received, without discussions. Therefore, each initial proposal should contain
the Respondent's best terms.
7. INTERPRETATIONS, DISCREPANCIES AND OMISSIONS
7.1. It is incumbent upon each potential Respondent to carefully examine these specification,
terms and conditions. Should any potential Respondent find discrepancies, omissions or
ambiguities in this Proposal, the Respondent shall, at once, request, in writing, an
interpretation from the County's Proposal Contact. Any inquiries, suggestions or
requests concerning interpretation, clarification or additional information shall be made
in writing via e-mail only to the County's Proposal Contact, as specified herein.
8. RETENTION OF RESPONDENT MATERIAL
8.1. The County reserves the right to retain all proposals regardless of which response is
selected. All proposals and enclosed documents become the property of the County.
9. CERTIFICATE OF INDEPENDENT PRICE DETERMINATION
By submission of a proposal, each Vendor certifies that in connection with this procurement:
3

9.1. The prices in this proposal have been arrived at independently, without consultation,
communication or agreement with any other Respondent; with any competitor; or with
any County employee(s) or consultant(s) for the purpose of restricting competition on any
matter relating to this Proposal.
9.2. Unless otherwise required by law, the prices which have been quoted in this Proposal
have not been knowingly disclosed by the Respondent and will not knowingly be
disclosed by the Respondent prior to award directly or indirectly to any other Respondent
or to any competitor; and;
9.3. No attempt has been made or will be made by the Respondent to induce any other person
or firm to submit or not to submit a proposal for the purpose of restricting competition.
10. CONFIDENTIAL MATTERS
10.1. All data and information gathered by the Respondent and its agents, including this
Proposal and all reports, recommendations, specifications and data shall be treated by the
Respondent and its agents as confidential. The Respondent and its agents shall not
disclose or communicate the aforesaid matters to a third party or use them in advertising,
publicity, propaganda and/or in another job or jobs, unless written consent is obtained
from the County.
10.2. Proposal will only be publicly received and acknowledged only so as to avoid disclosure
of the contents to competing Respondent and kept secret during negotiation. However,
all proposals shall be open for public inspection after the contract is awarded. Trade
secrets and any material that is considered to be confidential information contained in the
Proposal and identified by the Respondent as such, will be treated as confidential to the
extent allowable under the Texas Public Information Act.
NOTE: "ANY MATERIAL REQUESTED TO BE CONSIDERED AS
CONFIDENTIAL IN NATURE MUST BE PLACED IN A SEPARATE ENVELOPE
CLEARLY MARKED CONFIDENTIAL; PROVIDED, SUCH MATERIAL WILL BE
TREATED AS CONFIDENTIAL BY MONTGOMERY COUNTY ONLY TO THE
EXTENT ALLOWABLE IN THE GOVERNMENT CODE, CHAPTER 552 OF THE
PUBLIC INFORMATION ACT AND EXCEPT WHERE REQUIRED BY A COURT
WITH COMPETENT JURISDICTION TO RELEASE INFORMATION. IF ITEMS
ARE NOT PLACED IN AN ENVELOPE AND MARKED CONFIDENTIAL,
MONTGOMERY COUNTY WILL NOT BE LIABLE FOR DISCLOSING THE
INFORMATION."
11. LIMITS OF SUB-RESPONDENTS
11.1. The County has approval rights over the use and/or removal of all subcontractors and/or
vendors. Respondents shall identify all sub-respondents in their Proposal and these
subcontractors shall conform to all County policies.
4

11.2. Any dispute between the Respondent and subcontractor(s), including any payment
dispute, will be promptly remedied by the Vendor. Failure to promptly remedy or to
make prompt payment to sub-respondent may result in withholding of funds from the
Vendor by the County for any payments owed to the subcontractor.
12. JURISDICTION, VENUE, CHOICE OF LAW
12.1. This Proposal and any contract resulting there from shall be governed by and construed
according to the laws of the State of Texas. Should any portion of any contract be in
conflict with the laws of the State of Texas, the state laws shall invalidate only that
portion. The remaining portion of the contract(s) shall remain in effect. Any lawsuit
shall be governed by Texas law and Montgomery County, Texas shall be the venue for
any action or proceeding that may be brought or arise out of, in connection with or by
reason of this Proposal process and resulting Agreements.
13. INDEPENDENT CONTRACTOR
13.1. The Respondent is an independent contractor and no employee or agent of the
Respondent shall be deemed, for any reason, to be an employee or agent of the County.
14. PERFORMANCE AND PAYMENT BOND
14.1. Not required for this project.
15. COMPANY BACKGROUND
15.1. Experience, Expertise and Qualifications: Respondent's Resume - Provide a detailed
description of Respondent's experience within the last five (5) years, including:
* Any and all names used to provide catering and concessions. Include the
following information:
* Areas served
* Credentials, licenses and abilities of Respondent
* Provide criteria and procedures used in hiring, training and monitoring
staff
15.2. Proposed Organizational Charts and Staffing: Provide an organizational chart that
describes the Respondent's overall organization. Describe management structure,
sufficiency of resources and rationalization for allocation of resources.
15.3. Staff Resumes: Respondent shall provide resumes of all owners and technical managerial
personnel who will be assigned to the project in the event of an award, including a
description of anticipated roles in the project. All resumes must clearly indicate skills
that commensurate with the technical and professional requirements of this RFP.
Information on related experience, education and knowledge should include a delineation
of work on specific projects, which relate to the County's requirements. You do NOT
5

need to include the number of line staff unless they have decision-making authority in the
performance of their duties.
15.4. Government Contracts: Provide a list of similar Government contracts and include type
of contracted services, length of contract, performance outcomes and compliance issues.
Please explain if Respondent or any of its officers are presently the target or subject of
any investigation, accusation or charges by any Federal, State or Local Law Enforcement,
Licensing or Certification Body.
15.5. Fiscal: Provide the following information for the last three (3) fiscal years:
* Audited financial statements with applicable notes;
* Independent Auditor's Report on Compliance and Internal Control over Financial
Report based on an Audit of the Financial Statements in Accordance with
Government Account Standards;
* Independent Auditor's Statement of Findings and Questioned Costs.
If Respondent has not had an audit conducted for the past three (3) fiscal years,
Respondent shall provide the following:
* Statement of Financial Position (Balance Sheet);
* Statement of Activities (Income Statement);
* Statement of Cash Flows
16. INSURANCE
Respondents must submit current Certificates of Insurance indicating coverages in the
amounts stated below. In lieu of submitting a Certificate of Insurance, Respondent may
submit a notarized statement from an Insurance Company authorized to conduct business in
the State of Texas, and acceptable to Montgomery County, guaranteeing the issuance of an
insurance policy, with the coverage stated below, to the contractor named therein, if
successful, upon award of this Contract.
16.1. WORKER'S COMPENSATION - STATUTORY EMPLOYERS LIABILITY
$1,000,000 E.L. Each Accident
$1,000,000 E.L. Each Employee
$1,000,000 E.L. Disease Policy Limit
The following information is in accordance with Title 28, Section 110.110 of the
Texas Administrative Code:
A. Definitions:
Certificate of coverage ("certificate") A copy of a certificate of insurance, a
certificate of authority to self-insure issued by the division, or a workers'
compensation coverage agreement (DWC Form-81, DWC Form-82, DWC Form-
83, or DWC Form-84), showing statutory workers' compensation insurance
6

coverage for the person's or entity's employees providing services on a project, for
the duration of the project.
Duration of the project - includes the time from the beginning of the work on the
project until the contractor/person's work on the project has been completed and
accepted by the governmental entity.
Persons providing services on the project ("subcontractor" in 406.096) - includes
all persons or entities performing all or part of the services the contractor has
undertaken to perform on the project, regardless of whether that person contracted
directly with the contractor and regardless of whether that person has employees.
This includes, without limitation, independent contractors, subcontractors, leasing
companies, motor carriers, owner-operators, employees of any such entity, or
employees of any entity furnishing persons to provide services on the project.
"Services" include, without limitation, providing, hauling, or delivering
equipment or materials, or providing labor, transportation, or other service related
to a project. "Services" does not include activities unrelated to the project, such as
food/beverage vendors, office supply deliveries, and delivery of portable toilets.
B. The contractor shall provide coverage, based on proper reporting of classification
codes and payroll amounts and filing of any coverage agreements, which meets
the statutory requirements of Texas Labor Code, Section 401.011(44) for all
employees of the contractor providing services on the project, for the duration of
the project.
C. The Contractor must provide a certificate of coverage to the governmental entity
prior to award of the contract.
D. If the coverage period shown on the contractor's current certificate of coverage
ends during the duration of the project, the contractor must, prior to the end of the
coverage period, file a new certificate of coverage with the governmental entity
showing that coverage has been extended.
E. The contractor shall obtain from each person providing services on a project, and
provide to the governmental entity:
(1) a certificate of coverage, prior to that person beginning work on the project, so
the governmental entity will have on file certificates of coverage showing
coverage for all persons providing services on the project; and
(2) no later than seven days after receipt by the contractor, a new certificate of
coverage showing extension of coverage, if the coverage period shown on the
current certificate of coverage ends during the duration of the project.
F. The contractor shall retain all required certificates of coverage for the duration of
the project and for one year thereafter.
7