RFP Snack Bar/Café for the City Airport

CITY OF CASA GRANDE, ARIZONA
NOTICE OF REQUEST FOR PROPOSALS
SNACK BAR/CAFE FOR THE CITY AIRPORT
The Casa Grande Airport is seeking a vendor to operate a snack bar/cafe located in the
Airport Terminal.
Each response shall be in accordance with the RFP instructions and scope of work
package on file with the City Clerk at City Hall, 510 East Florence Boulevard, Casa Grande,
Arizona, 85122, where copies can be obtained by calling the City Clerk's Office
(520) 421-8600, or a complete packet is available on the City's website:
www.casagrandeaz.gov. All responses must be submitted by 2:00 p.m. City time on
Tuesday, April 21, 2026 to the City Clerk at the address specified below.
No pre-submittal meeting will be held for this RFP
Responses must be addressed to:
Office of the City Clerk
City of Casa Grande
510 East Florence Boulevard,
Casa Grande, Arizona 85122
The envelope must be boldly marked:
BID: Snack Bar/Cafe for the City Airport
SOLICITATION NUMBER: RFP 1058-26-CG
BID OPENING: April 21, 2026, at 2:00 p.m.
The City of Casa Grande reserves the right to waive any informalities or irregularities in
this Request for Statement of Qualifications, or to reject any or all responses; to be the
sole judge of the suitability of the materials offered, and to award a contract for the
furnishing of the services it deems to be in the best interest of the City.
/s/ Larry D. Rains
City Manager
1

TABLE OF CONTENTS
SECTION PAGE
CITY OF CASA GRANDE, ARIZONA NOTICE OF REQUEST FOR PROPOSALS
SNACK BAR/CAFE FOR THE CITY AIRPORT ................................................................ 1
NOTICE OF RFP: .............................................................................................................. 2
SECTION 1: PROJECT DESCRPTION ............................................................................. 3
1.1 Background .................................................................................................. 3
1.2 Statement of Intent ....................................................................................... 3
SECTION 2: SCOPE OF WORK: ...................................................................................... 3
2.1 Menu ............................................................................................................ 3
2.2 Hours of Operation ....................................................................................... 3
2.3 Responsibilities ............................................................................................. 4
2.4 Clean-up ....................................................................................................... 5
2.5 Maintenance ................................................................................................. 5
2.6 Marketing and Promotion ............................................................................. 5
2.7 Permitting and Inspection ............................................................................. 5
2.8 Staffing ......................................................................................................... 5
SECTION 3: SUBMISSION INSTRUCTIONS .................................................................... 6
SECTION 4: EVALUATION PROCESS ............................................................................. 7
SECTION 5: PROPOSED SCHEDULE OF EVENTS ........................................................ 7
Event Item Date and Time ...................................................................................... 8
SECTION 6: GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS .......................... 8
6.1 Inquiries ........................................................................................................ 8
6.2 Cost of Submittal Preparation ....................................................................... 8
6.3 Certifications, Disclosure, and Disqualification ............................................. 8
6.4 Award of Contract ......................................................................................... 9
6.5 Protests ........................................................................................................ 9
6.6 Persons with Disabilities ............................................................................. 10
APPENDIX A: Cafe and Patio Layouts...............................................................11
APPENDIX B: Cafe Information........................................................................13
APPENDIX C: Sample Contract........................................................................14
2

SECTION 1 - PROJECT DESCRPTION
1.1 Background
The Casa Grande Municipal Airport operates as a division of the Public Works
Department of the City of Casa Grande.
The Airport Terminal, which is located at 3225 N. Lear Ave., has recently completed
improvements to the Airport Cafe. The improvements include upgrading equipment in
the existing food prep space to allow for additional food preparation abilities and
provide for a more efficient use of the space for a food vending operation.
1.2 Statement of Intent
The Casa Grande Airport is seeking a vendor to operate a snack bar/cafe located in
the Airport Terminal. The snack bar/cafe is available for lease immediately and an
opening date will be determined during contract negotiations. The Casa Grande
Airport desires to work with a Vendor/Operator that will support and enhance the
airport's mission: To promote and support aviation activities.
The Airport Terminal is approximately 4,500 s/f and includes a 600 s/f snack bar/cafe
area, men's and women's restrooms, the Airport Manager's office, a lobby, a Pilot's
lounge, a Flight Planning room and a 1,900 +/- s/f outdoor patio that has four
concrete bench tables. In addition, the terminal also has complimentary Wi-Fi access
and one snack and one soda vending machine. The airport operates with two staff
members from Monday - Friday, and one staff member on Saturday and Sunday.
The daily visitor count of 20-30 depending on the time of year.
SECTION 2 - SCOPE OF WORK
2.1 Menu
The Airport desires a menu that focuses on foods that need to be fully cooked or
grilled using a flattop grill and fryer, in addition to heating, cooling, or finishing on food
site. Beverages should be inclusive of a menu, i.e., coffee, tea, juice, and soft drinks.
The snack bar/cafe space is approximately 600 square feet with additional seating
available on the1,600 square foot outdoor patio. Dimensions of the cafe and patio
area are included in Appendix A.
2.2 Hours of Operation
At a minimum, the snack bar/cafe is expected to operate during breakfast and lunch
hours. Actual operating hours are negotiable and will be finalized prior to opening day.
The cafe may be permitted to operate outside of published Airport Terminal hours with an
agreement between the Airport and the vendor.
3

The Airport Terminal hours are:
Year Round
Monday - Sunday 6:00 a.m. - 4:00 p.m.
2.3 Responsibilities
The Casa Grande Airport will provide the following:
* Electric and water utility services
* Restrooms
* Wi-Fi Internet access
* Electrical outlets
* General lighting
* Cold and hot water
* Commercial three compartment sink
* Commercial hand sink
* Commercial exhaust hood
* Commercial griddle
* Commercial fryer
* In-line wastewater grease trap
* Commercial refrigerated chef base
* Commercial freezer
* Commercial refrigerator
* Commercial refrigerated sandwich prep table
* Tables and chairs for the patrons
* Patio furniture
The Vendor will provide the following:
* Sanitation and wastewater utility services
* Food and beverage items for sale
* Coffee/Espresso machines
* Food and beverage preparatory devices
* Food and beverage containers
* Food warmers
* Grease disposal services including grease trap disposal and cleaning
* Cash register
* Quarterly revenue reports
* Staffing
The Vendor will pay a set lease rate to be determined in contract negotiations.
4

2.4 Clean-up
The Cafe program and cleanliness of the Cafe is very important to the Airport and the
City of Casa Grande. For this reason, the Vendor will be responsible for ensuring that
the indoor dining areas are always clean. The Vendor is expected to clean up all
trash and spills during the Cafe hours of operation and to sweep and mop the Cafe
dining, seating areas and workspace. Trash must be taken out at the end of the day,
and as needed during the hours of operation.
The Vendor is expected to comply with Food Service Administration (FSA) regulations
regarding cleanliness and upkeep of the workspace. The Cafe is expected to be
completely cleaned and sanitized prior to closing every day.
2.5 Maintenance
The Airport will be responsible for any ordinary maintenance, repair, and/or
replacement of the equipment which was originally purchased and installed by the
Airport. Any damage determined to be caused by the Vendor will be the responsibility
of such party.
The Vendor will also be responsible for any maintenance, repair, and/or replacement of
any equipment and/or machinery that was originally purchased and supplied by the
Vendor.
2.6 Marketing and Promotion
The Vendor is required to develop a marketing and promotion plan for the Cafe and
any special events that the Vendor will be hosting in conjunction with the Airport.
Selected Vendor is required to obtain approval from the Casa Grande Airport of all
marketing and promotional displays and is expected to collaborate with the Airport's
events.
2.7 Permitting and Inspection
The Vendor will maintain all required licenses and permits to conduct business in the
Cafe. Arizona Food Code requires that anyone wishing to operate a food
establishment in the State of Arizona must first obtain a permit to do so. An official
from Pinal County Consumer Food Protection and Safety Program will review the
Vendor's food facility plans and menu and inspect the Cafe for compliance with food
safety standards and practices contained in the Food Code. Routine inspections of
the Cafe will be conducted throughout the year to evaluate the facility's success in
assuring that all food operations are being conducted in a safe and sanitary manner,
and in compliance with the Food Code.
2.8 Staffing
The Vendor must have a sufficient number of staff members on site to accommodate
the consumer load. The Vendor is responsible for hiring / firing, supervision and
performance maintenance of all employees working in the Cafe.
5

SECTION 3 - SUBMISSION INSTRUCTIONS
Qualifications shall be submitted in the following format. Proposals in any other format
will be considered informal and will be rejected. Conditional proposals will not be
considered. An individual authorized to extend a formal qualification must sign all
proposals. If the Vendor fails to provide any of the following information, the Airport may
ask the Vendor to provide the missing information or evaluate the proposal without the
missing information.
Each Vendor shall provide a complete description of their capabilities in food service
provision, particularly in Cafe operations. All Vendors are strongly encouraged to
demonstrate creativity in the development of their proposal and to describe a detailed
menu and pricing, products and services, hours of operation, etc.: Interested Vendors are
required to submit a Statement of Qualifications, thoroughly detailing the following items:
A. Entity Name
B. Name and title of the authorized contact person
C. Address
D. Telephone number
E. Fax number
F. Email address
G. Website address (if any)
H. Description of entity's restaurant related experience.
I. Statement signed by a principal officer, verifying no outstanding court cases,
liens or other legal or financial judgments exist on a local, state or federal level.
If litigation is pending against the Vendor. This information is to be summarized in
this section of the proposal.
J. Confirmation that your company abides by all Federal, State and Local
ordinances, statutes and laws regarding Affirmative Action and Equal Opportunity
Employment and that it will continue to do so if awarded a Contract by the City of
Casa Grande.
K. A signed financial statement showing your ability to provide the financing necessary to
open and operate the facilities.
L. Provide any other information deemed pertinent for consideration by the Airport.
M. The City may also require a letter of reference from the proposer's principal bank.
Proposers need not provide this information with their proposal but must be ready
to present such information in an expeditious manner if requested.
N. Submit a full menu of items to be provided in the Cafe. Include with the proposal
a full commentary regarding the:
a) Menu concept.
b) Pricing and portioning for all items.
c) Food production specifications for all food items.
d) Serving and holding method for all items listed.
O. Detail any expenses that are required to make any improvements and/or
6

modifications. Please list these in two (2) separate sub-sections: "Start-up
Operations Costs" and "Financing". Provide a budget for the total scope of
start-up. Describe how these expenses will be paid for and/or financed.
P. Provide a sample list of all contractor provided equipment and small
wares (items that Airport has not already provided) necessary to make
the Cafe fully operational. Describe how this equipment will be paid for
and/or financed.
Q. Submit a proposed staffing plan for the Cafe including management
personnel through serving staff, from the taking of orders to delivery and
service.
R. Respond to the operating hours described in section 2.2 of this Request
for Qualifications and indicate any proposed changes to these hours.
Please note that, in general, the Airport Terminal intends to have Cafe
open during the hours specified.
S. Please provide a description of the signage that will be used.
T. Describe in detail the Vendor's marketing and promotion plan for Cafe.
U. Provide examples of food discounts and/or specials planned for Cafe.
V. Identify the monthly expenditures for marketing and promotions.
W. Please provide samples of promotions and marketing tools your company
has used in the past.
X. Proposed commission rate to be paid monthly, quarterly, or annually.
SECTION 4 - EVALUATION PROCESS
A selection panel made up of representatives of the City of Casa Grande will read,
review, and evaluate the submittals based on the required information. Award shall be
made in the best interest of the Airport, taking into consideration not only the proposed
commission rate, but also the ability to offer quality food service in the Cafe and at
catered events.
A determination shall be made of the Vendor's creative marketing and promotional event
ideas, and the ability to remain financially sustainable. Only bids from financially
responsible organizations or individuals, as determined by the panel, presently engaged
in the food service business and which have the capability to provide quality products,
service, and small wares facility equipment shall be considered. The Casa Grande
Airport reserves the right to interview prospective Vendors prior to the award of this
contract.
The following criteria shall be d to review proposals and determine interview status and/or final
award:
Financial Sustainability 30 points
Quality of Offered Menu 30 points
Marketing and Promotional Plan 20 points
References and Experience 20 Points
Total 100 points
Interviews, if conducted 25 points
Overall Possible points 125 points
7

SECTION 5 - PROPOSED SCHEDULE OF EVENTS
Event Item Date and Time
The following is the city's estimated solicitation and contract award schedule:
Request for Proposals Release April 3, 2026
Due Date April 21, 2026
Review of Proposals Upon Due Date
Notification of Top Ranked Proposers 2 weeks after Due
Date
Interviews, if necessary 1-2 weeks after
Notification
Final Award Determination 1-2 weeks after
Interview, if necessary
Contract Signature and Commencement 1 week after Council
Approval
The City expects that, subsequent to the contract execution date, the selected vendor shall
begin all necessary actions to open the cafe by no later than 45 days after said date.
SECTION 6 - GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS
6.1 Inquiries
Any inquiry related to this solicitation shall be directed solely to the City of Casa Grande
Airport Manager. The submitter should not contact or direct inquiries concerning
this solicitation to any other employee. All Vendors interested in this project will refrain,
under penalty of disqualification, from direct or indirect contact for the purpose of
influencing the selection or creating bias in the selection process with any person who
may play a part in the selection process, including the evaluation panel, the City
Manager, Deputy City Manager, Elected Officials, Department Heads and other staff.
This RFP is intended to create a level playing field for all potential Vendors, assure
that contract decisions are made in public, and to protect the integrity of the selection
process. The Contact Person for this solicitation shall be:
Bryan Gieszler Airport Manager Casa Grande Airport
3225 N. Lear Ave.
Casa Grande, Arizona 85122
(520) 421-8525 ext. 3347
Bryan_Gieszler@casagrandeaz.gov
All inquiries are to be submitted via email ONLY.
6.2 Cost of Submittal Preparation
The City of Casa Grande shall not reimburse any submitter the cost of responding to a
solicitation.
6.3 Certifications, Disclosure, and Disqualification
A. Non-collusion, Employment, and Services.
By signing the Submittal form, or other official contract form, the
8

submitter certifies that:
I. They did not engage in collusion or other anti-competitive
practices in connection with the preparation or submission of
its submittal; and
II. They do not discriminate against any employee, applicant for
employment, or person to whom it provides services because of
race, color, religion, sex, national origin, or disability, and that it
complies with all applicable federal, state, and local laws and
executive orders.
B. Disclosure.
If the Consultant, business, or person submitting this submittal has
previously been debarred, suspended, or otherwise lawfully precluded from
participating in any public procurement activity, including being
disapproved as a sub-consultant with any federal, state, or local
government, or if any such preclusion from participation from any public
procurement activity is currently pending, the Submitter must fully explain
the circumstances relating to the preclusion or proposed preclusion in the
submittal. If awarded, the submitter must include a letter with its submittal
setting forth the name and address of the governmental unit, the effective
date of this suspension or debarment, the duration of the suspension or
debarment, and the relevant circumstances relating the suspension or
debarment. If suspension or debarment is currently pending, a detailed
description of all relevant circumstances including the details enumerated
above must be provided.
C. Disqualification.
The submittal of a submitter who is currently debarred, suspended or
otherwise lawfully prohibited from any public procurement activity will be
rejected.
6.4 Award of Contract
Contract Inception. A submittal does not constitute a contract nor does it confer any
rights on the submitter to the award of a contract. A contract is not created until the
submittal is accepted in writing by the Casa Grande City Council and executed by the
authorized signature of the City Manager and the Submitter.
6.5 Protests
Pursuant to Section 3.04.170 of the Casa Grande City Code, all protests shall be in
writing and be filed with the City Clerk of the City of Casa Grande. To be considered
timely, a protest of a solicitation any protest must be filed within three (3) days after the
protester knows or should have known the basis of the protest. A protest shall include:
A. The name, address, and telephone number of the protester;
B. The signature of the protester or its representative;
C. Identification of the purchasing agency and the solicitation or contract number;
D. A detailed statement of the legal and factual grounds of the protest
including copies of relevant documents; and
9

E. The form of relief requested.
6.6 Persons with Disabilities
Persons with a disability may request a reasonable accommodation, such as a sign
language interpreter, by contacting the appropriate Contracts Manager. Requests
should be made as early as possible to allow time to arrange the accommodation. A
person requiring special accommodations may contact the solicitation contact person
responsible for this procurement as identified in the Inquiry section (6.1) of this
solicitation.
The Submitter shall furnish and include all data in Section 6.1 according to the time
schedule listed below. All statements are required to be complete and accurate.
Omission, inaccuracy, or misstatements will be sufficient cause for rejection of the
proposal.
10