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HomeMy WebLinkAboutScope of Work - Vending MachinesPage 1 of 9 Scope of Work – Vending Machines and Micro Market RFP # 8959 This Request for Proposals will possibly be awarded to multiple vendors for vending machines and the micro market. VENDING MACHINE SCOPE: The City of Denton is requesting proposals from all interested vendors to establish a contract for providing state–of–the–art vending machines for beverages/snacks and maintenance services in the designated locations throughout the City. The vendor must provide machines free of charge with no lease or monthly charges. These machines will remain vendor property and will be returned to the vendor upon contract expiration or termination. This contract will be valid for a period of one (1) year with the option to renew for an additional four (4) one (1) year periods. Prices of beverages/snacks through installed vending machines shall remain firm for the first year of the contract. All price increases after the expiration of the initial terms must be approved by the City of Denton. Vendor must give the City a minimum of Thirty (30) days' written notice to request a price increase. Contract Deliverables: City requirements are as follows, but not limited to the following; a. Provide, supply, and maintain new state-of-the-art chip/candy and soft drink/water/juice vending machines that are free of dents, discoloration, scratches, and other visible defects. Drinks provided should be from major brands, e.g., Coke, Pepsi, Dr. Pepper, Snapple, etc. Similarly, snacks, e.g., chips, pretzels, candy, and popcorn should be from major brands, e.g., Pringles, Frito-Lays, Snickers, etc. All offered products and brands will be approved by the City. All items shall be packaged under current Health Department standards. b. Vending machines provided will be new or completely reconditioned, modern, and of the latest machine technology, have credit card capabilities with vendor-supplied wi-fi connection, have bill change capabilities, and have unit sales counting capabilities. All vending machines shall conserve energy through energy efficiency and shall have an Energy Star or equivalent rating. All vending machines shall meet the requirements of the Americans with Disabilities Act, in that all controls must be located between two and four feet from ground level. c. Drinks and snacks shall be upgraded periodically. No expired date products can be sold through these machines. All food items sold must be fresh at all times and of current manufacture. All merchandise kept for sale shall be subject to inspection and approval or rejection by the City at all times that vending service is in operation. Page 2 of 9 Rejected merchandise shall be immediately removed from vending machines and shall not be returned for sale. d. Posting of prices: Prices shall be plainly posted individually on each vending machine product. e. Refunds: Provide a written procedure notice for patrons of vending services to receive refunds for faulty working machines and non-return of currency/change. f. Reporting: Microsoft Excel reports will be provided to the City on a monthly basis regarding sales and revenue per machine. The monthly accounting statement should list the following for each machine: • Vending machine location • Total monthly gross revenues per machine. • Total quantity of each product sold. • Commission owed to City for each public machine or commission owed to City for each administrative machine. • Total commission owed to the City for all public vending machines. • Total annual commission paid to City. g. Vendor will provide, on an annual basis, a list of all products available for sale per machine per location. h. Service staff will be on call 8 a.m.-5 p.m. Monday through Friday for any service problems that are due to the malfunction of any equipment. Vendor must be on site within 24 hours of notification of malfunction. i. Designated Holidays: No deliveries or services will be required or accepted on designated holidays. Below is the approved holiday schedule for 2024. Future schedules are expected to be similar. i. New Year’s Day (observed) ii. MLK Day iii. Memorial Day iv. Juneteenth v. 4th of July vi. Labor Day vii. Veteran’s Day viii. Thanksgiving Day ix. Day After Thanksgiving x. Christmas Eve (observed) xi. Christmas Day (observed) Page 3 of 9 j. Vendor shall provide, supply, and maintain drink and snack machines in several locations throughout the City of Denton. The location list may be added to or deleted at any time with a two (2) week notice to the vendor. k. Vendor will respond to and complete within 24 hours of notification of an empty (50% or more of the selections are sold out) vending machine. l. Vendor will replace machines that are chronically out of service or malfunctioning, as determined by the City. m. Vendor shall notify Purchasing staff of the completion of any service request within 12 hours. n. Service schedule shall mostly be one (1) to two (2) times per week, but additional servicing will be required depending on the needs of the location and seasonal changes. o. Vendor shall provide a vending machine re-stocking schedule for each City facility. p. Vendor shall provide thorough and continual sanitation of all equipment. q. The City of Denton will provide electricity, lighting, heating, and air conditioning of designated premises, but without liability on the City’s part arising from temporary interruption thereof on account of breakdown, power failure, or like causes. Hours of operation provided for locations are current and may change. Similarly, for locations, working hours are not known currently. City will work with the successful bidder on servicing those particular locations. r. The City shall retain the right to request relocation of any of the equipment provided by the vendor with a five (5) day prior written notice. Relocation, if requested, shall be provided at no charge to the City. s. Commissions are to be made payable to the City of Denton. All commissions will be submitted to the City of Denton Purchasing Department at 901B Texas Street, Denton, TX 76209. Commissions will be paid monthly for the previous month’s sales. A computer printout of all sales from all machines will accompany the commission payment. t. Vendor personnel shall, always while on City premises, wear employer-provided identification that is easily recognizable from ten (10) feet away or less. Such identification shall be acceptable to the City: Company logo on both shirts and jackets, uniforms, and photo identification badges. The City will issue badges to all vendor employees so that they can access the locations of the machines. u. The City will not be responsible for damage caused by third parties or normal wear and tear on the machines. Page 4 of 9 MICRO MARKET SCOPE City requirements are as follows, but not limited to the following: • The vendor would be responsible for the installation, repair, and/or replacement of all furniture, fixtures, and equipment. There should be a minimum of 2 coolers for drinks and fresh food, fixtures for dry goods, a camera system, and a kiosk. • The vendor would supply all products for the equipment and ensure the micro-market is adequately stocked with quality, fresh products. Products supplied in the micro-market shall be brand-name products. Product prices may be adjusted quarterly as needed to reflect manufacturer price changes, fuel costs, tax changes, or labor cost changes. The vendor should work closely with the City regarding the implementation of price changes. Product selection changes based on seasonal changes, new item availability, or special requests by the City. • If available, the vendor will also provide coffee to the City buildings that include a micro market. The costs associated with the coffee purchases will be included in any monthly minimum charged by the vendor. • Customers of the micro-markets should have the ability to pay via an electronic kiosk system that accepts all major credit and debit cards. A notice shall be posted by the kiosk detailing refund procedures should individuals lose their money while attempting to purchase food and drink items. The City of Denton will not be responsible. • The vendor shall perform the contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises. All equipment shall be kept in an orderly manner and fully functioning. • The City of Denton is seeking proposals that would include at a minimum one micro- market point of sale located at the Development Service Center. There may be an interest in the future to include additional locations throughout the City. • This service shall be provided at no cost to the City of Denton, and the vendor would manage all monies associated with the operation of the micro-markets. Page 5 of 9 PROPOSALS • Introductory letter, to include the name of the firm and contact. • Company biography and other information: provide a brief company history, including the date founded, the number of employees, the company headquarters location, operating locations, and past projects and accomplishments. Proposers may also provide any other general information that the Proposer believes is appropriate to assist the City in its evaluation. • Provide an equipment list of all possible machines or vending services provided, with details of how they are serviced and all costs involved. • Experience, Past Performance, and Capacity: Proposers must submit a concise description of their experience, past performance, and capacity to deliver the proposed services. • Invoicing and Reporting: Provide a sample of the invoice, process for tax exemption application, overview of reporting as outlined in Section F of this RFP, and availability of other reporting capabilities outside what is requested in this RFP. • Fees & Revenues: Provide a list of all applicable fees as outlined in this RFP and any additional fees that the City could be subject to, as well as all revenues being offered. Include a cost and revenue share proposal that includes any minimum sales if applicable. • References: Provide three (3) references from similar municipalities, organizations, and/or entities that the Proposer has provided with similar services. • Provide a plan for how reporting issues with the machines will be handled and status reports throughout the process. Page 6 of 9 LOCATION LIST: (List shows current locations of vending machines and their details) Name of Facility, address, and hours of operation Vending Machine Location People Access (approx.) Service Schedule Notes Animal Services 3717 N Elm St Mon-Tues & Thu-Sat 10:00 am to 5:00 pm 1 snack & 1 soda Public Area 70 Staff 1-2 Times per week Closed Wednesdays City Hall Main 215 E. McKinney Street Mon–Fri 8:00 am to 5:00 pm Basement - 1 snack & 1 soda No Public 75 Staff 2-3 Times per week City Council Meets here, High Priority City Hall Main 215 E. McKinney Street Mon–Fri 8:00 am to 5:00 pm Accounting – 1 soda & 1 Snack No Public 75 Staff 1-2 Times per week Mayor, Finance, City Manager's Office, High Priority City Hall East 601 E. Hickory Street Mon–Fri 6:00 am to 6:00 pm Tech Service, HR Hallway - 1 Soda No Public, 250 Staff 2-3 Times per week City Hall East 601 E. Hickory Street Mon–Fri 8:00 am to 5:00 pm Customer Service Hallway- 1 snack, 1 soda Public Area, 250 Staff High Volume 1-2 Times per week Police, Tech services, HR, Customer service City Hall East 601 E. Hickory Street Mon–Fri 8:00 am to 5:00 pm Hallway between Police & Courts- 1 snack & 1 soda Development Services 401 N Elm St Mon–Fri 8:00 am to 5:00 pm Micro Market No Public 200 Staff 1-2 Times per week DME - System Operations Bldg 1701 C Spencer Rd Mon–Fri 8:00 am to 5:00 pm Break room - 1 snack & 1 soda No Public 180 Staff 1-2 Times per week DME- Engineering Building 1701 C Spencer Rd Mon–Fri 8:00 am to 5:00 pm Breakroom area - 1 snack & 1 soda No Public 180 Staff 1-2 Times per week Facilities Management 869 S Woodrow Mon–Fri 8:00 am to 5:00 pm Breakroom area - 1 snack & 1 soda Semi-Public 20 Staff 1-2 Times per week Fleet Services 804 Texas Street Mon–Fri 6:30 am to 4:00 pm Kitchen area- 1 snack & 1 soda No Public 35 Staff 1-2 Times per week Library - North Branch 3020 N. Locust Street Mon-Wed 9:00 am to 9:00 pm Thu-Sat 9:00 am to 6:00 pm Sun 1:00 am to 5:00 pm Break Room- 1 snack & 1 soda Public 25 Staff High Volume 2-3 Times per week Please fill the machines before 3:30 pm or after 5:30 pm on weekdays Page 7 of 9 Name of Facility, address, and hours of operation Vending Machine Location People Access (approx.) Service Schedule Notes Parks - Civic Center 321 E. McKinney Street Mon–Fri 8:00 am to 7:00 pm Downstairs to the Left - 2 Snack & 1 soda 1- Water Public Area 200/day 2-3 times High volume Parks-Denia Recreation Center 1001 Parvin Road Mon–Thurs 7:00 am to 8:00 pm; Fri 7:00 am to 7:00 pm 1-Snack 1- Soda- 1- Water Public Area 215/day 1-2 Times per week High Volume Recreation Center Parks-Martin Luther King, Jr. Rec. Center 1301 Wilson Street Mon–Thurs 9:00 am to 8:00 pm; Fri 9:00 am to 7:00 pm 1 Snack, 1 Soda & 1 Water Public Area 200/day 1-2 Times per week Mid-Volume Recreation Center Parks-North Lakes Recreation Center 2002 W. Windsor Drive Mon–Fri 5:00 am to 10:00 pm 1 Snack, 1 Soda Public Area 400-500/day 1-2 Times per week Parks-Senior Center 509 N. Bell Avenue Mon–Thurs 8:00 am to 8:00 pm; Fri 8:00 am to 5:00 pm Vending area- 1 Snack & 1- Soda Public Area 250-400/day 1-2 Times per week 100-150 People per day Police Substation 4111 Vintage Blvd. Mon–Fri 9:00 am to 5:00 pm 1 snack & 1 soda No Public 60 Staff 1-2 Times per week Police - Training Facility 601 E. Hickory Street Mon–Fri 7:00 am to 4:00 pm PD Breakroom- 1 snack & 1 soda Semi-Public 100 Staff High volume 2-3 Times per week High Volume Facility with conference room Police - Headquarters 601 E. Hickory Street 24/day, 7 days No Public 220 Staff 1-2 Times per week Service Center-Main Entrance 901 Texas Street Mon–Fri 8:00 am to 4:00 pm Main Entrance - 1 snack & 1 soda No Public 250 Staff 1-2 Times per week High Volume Facility with a lot of foot traffic Service Center- Warehouse 901 Texas Street Mon–Fri 8:00 am to 5:00 pm Warehouse - 1 soda Public Area 1-2 Times per week Solid Waste 1527 S. Mayhill Mon–Fri 8:00 am to 4:00 pm Under East Patio Cover - 1 snack & 1 soda Public Area 1-2 Times per week Solid Waste Admin Bldg 1527 S. Mayhill Mon–Fri 8:00 am to 4:00 pm 1 snack Semi-Public 128 staff Solid Waste - Scale House 1527 S. Mayhill Mon–Fri 8:00 am to 4:00 pm Outside, next to back entry door - 1 soda Public Area 1-2 Times per week Water Reclamation 1100 Mayhill Open 24 hours Vending Area- 1 snack & 1 soda No Public 20 Staff 1-2 Times per week Page 8 of 9 LOCATION LIST: (List shows locations without vending machines with details of service requested) Name of the facility Address # of Machines required Service Frequency Notes Airport 5000 Airport Road To be Determined To be Determined Denton Energy Center 8161 Jim Cristal Rd 1 soda & 1 snack To be Determined Library - Emily Fowler 502 Oakland Street To be Determined To be Determined Library South Branch 3228 Teasley Lane To be Determined To be Determined Parks – American Legion Hall Senior Center 629 Lakey Street To be Determined To be Determined Police- Animal Control 300 S. Woodrow Lane To be Determined To be Determined Water Production 1701 B. Spencer Rd. To be Determined To be Determined Water Production- Lake Ray Roberts Water Facility 16525 Lake Ray Roberts Dam Rd, Sanger, TX To be Determined To be Determined Page 9 of 9 The City of Denton will evaluate the submission in accordance with the selection criteria and will rank the firms on the basis of the submittals. The City of Denton reserves the right to consider information obtained in addition to the data submitted in the response. The selection criterion is listed below: A. Firm’s Qualifications and Capabilities (FACTOR: 15%) • A brief description and history of the firm submitted in the cover letter • Identify the principals, type of firm e.g. public, private, and office locations, number of employees, etc. B. Similar Project Related Experience and References (FACTOR: 10%) • Brief description of at least three (3) similar operations (date, location, duration in organizations similar in operations and size to City of Denton.) • Current status of operation, identify past contract terminations, disputes, blacklists, or disbarments from any government entity. C. Financial Capacity (FACTOR: 20%) • References from financial institutions as to the firm’s financial capacity to provide similar services for a long period of time. The City shall have the right to verify the accuracy of all information submitted and to make such investigation, as it deems necessary to determine such ability. • Submit samples of monthly reports and other documentation to accompany commission payments. D. Performance Standards/Guarantee (FACTOR: 25%) ▪ Product availability & variety ▪ Models and types of machines offered for display, ▪ Technology provided with those machines for data processing E. Cost/Pricing (FACTOR: 30%) ▪ Commission rate offered to City ▪ Cost of products dispensed from vending machines