7026 - Supply and Servicing of Vending Machines, 3.Statement of Work/ Specifications
Scope of Work – Vending Machines
RFP # 7026
SCOPE:
The City of Denton is requesting proposals from all interested vendors to establish a contract for providing state-of–the-art current model 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 back to the vendor upon contract expiration or termination.
This contract will be valid for a period of three (3) years with the option to renew for an additional two (2) 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 initial terms must be approved by City of Denton. Vendor must give the City
minimum Thirty (30) days written notice to request a price increase.
Contract Deliverables:
City requirements are as follows but not limited to the following;
Provide, supply and maintain new state of the art chip/candy and soft drink/water/juice vending machines which 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 pop-corn should be from major brands e.g. Pringles,
Frito lays, snickers etc. All offered products and brands will be approved by City. All items shall be packaged under current Health Department standards.
Machines must have the capacity to transmit and transfer data via Wi-
Fi or small antenna provided with the machine, City will not be
responsible for providing internet access to these machines. Dollar bill
changers should be installed in the snack/soft drink machines.
Machines will be set to return change equal to currency put in the
machine.
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 during all times that vending service is in operation. Rejected merchandise shall
be immediately removed from vending machines and shall not be returned for sale.
Posting of prices: Prices shall be plainly posted individually on each vending machine product.
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. A 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.
Service calls must be made within 48 hours of notification of
malfunction.
Designated Holidays: No deliveries or services will be required or accepted on designated holidays. Below is the approved holiday schedule for 2019. Future schedules are expected
to be similar.
New Year’s Day Thanksgiving
MLK Day Day after Thanksgiving
Memorial Day Christmas Eve
Independence Day Christmas
Labor Day
Vendor shall provide, supply, and maintain drink and snack machines in several locations through-out the City of Denton. The location list may be added to or deleted at anytime with
a two (2) week notice to vendor.
Service schedule shall mostly be one (1) to two (2) two times per week, but additional servicing will be required depending on the need of location and seasonal changes.
Vendor shall provide thorough and continual sanitation of all equipment.
Product delivery tickets must be provided so as to allow audit of commission earnings by the City Auditor. The signature of a City Employee must be on the ticket to verify the products
delivered.
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.
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.
m. Commissions are to be made payable to City of Denton. All
commissions will be submitted to the City Finance Office at 215 E.
Mckinney Street, Denton, Texas 76201. 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.
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
City Hall Main
215 E. McKinney Street
Mon–Fri 8:00 am to 5:00pm
Basement -
1 snack & 1 soda
Public Area
250 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 5:00pm
Accounting breakroom-
1 soda
1 Snack"
No Public 35 Staff
1-2 Times per week
Mayor, Finance, City Manager Office, High Priority
City Hall East
601 E. Hickory Street
Mon–Fri 8:00 am to 5:00pm
Tech Service, HR Hallway -
1 Soda"
Public Area,
250 Staff High Volume
1-2 Times per week
1 Coffee
w/ 3 burners
Plumbed in
City Hall East
601 E. Hickory Street
Mon–Fri 8:00 am to 5:00pm
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 5:00pm
Hallway between Police & Courts-
1 snack & 1 soda
DME - System Ops
"1701 C Spencer Rd-
Operations Building"
Mon–Fri 8:00 am to 5:00pm
Break room - 1 snack & 1 soda
No Public 75+ Staff
1-2 Times per week
Name of Facility, address and hours of operation
Vending Machine Location
People Access (approx.)
Service Schedule
Notes
DME- Engineering Building
1701 C Spencer Rd-
Operations Building
Mon–Fri 8:00 am to 5:00pm
Breakroom area- 1 snack & 1 soda
No Public 35 Staff
1-2 Times per week
Facilities Management
869 S Woodrow
Mon–Fri 8:00 am to 5:00pm
Breakroom area- 1 snack & 1 soda
Semi-Public 20 Staff
1-2 Times per week
Fleet Services
804 Texas Street
Mon–Fri 8:00 am to 5:00pm
Kitchen area- 1 snack & 1 soda
Semi-Public 20 Staff
1-2 Times per week
Library - North Branch
3020 N. Locust Street
Mon–Fri 8:00 am to 5:00pm
Break Room- 1 snack & 1 soda
No Public 25 Staff
1-2 Times per week
Parks- Civic Center
321 E. McKinney Street
“To be Informed”
Down Stairs to the Left -2 Snack &
1 soda 1- Water
Public Area
1-2 Times per week or 2-3 times in summer
High volume in summer, after school programs and events all through year
Parks- Waterpark/ Natatorium 2700 Long Road
“To be Informed”
Vending area- 1 snack & 1 soda
Public Area
1-2 Times per week
High volume in summer
Parks- Waterpark/ Natatorium
2700 Long Road
“To be Informed”
Ice Cream Vending
Public Area
1-2 Times per week
Parks- Denia Recreation
Center
1001 Parvin Road
“To be Informed”
Front Lobby
Canteen- 1-Snack
1- Soda- 1- Water
Public Area
1-2 Times per week
High Volume Recreation Center
Parks- Martin Luther King, Jr. Rec. Center
1300 Wilson Street
“To be Informed”
Front Lobby
Canteen- 1 Snack"
Public Area
1-2 Times per week
Mid Volume Recreation Center
Name of Facility, address and hours of operation
Vending Machine Location
People Access (approx.)
Service Schedule
Notes
Parks- Martin Luther King, Jr. Rec. Center
1301 Wilson Street
“To be Informed”
2 Machines 1- Soda- 1- Water
Public Area
1-2 Times per week
Mid Volume Recreation Center
Parks- North Lakes Recreation Center
2001 W. Windsor Drive
“To be Informed”
Front Lobby
Canteen- 1 Snack"
Public Area
1-2 Times per week
High Volume Recreation Centers
Parks- North Lakes Recreation Center
2002 W. Windsor Drive
“To be Informed”
1- Soda machine primarily water and Gatorade
Public Area
1-2 Times per week
Parks- Senior Center
509 N. Bell Avenue
“To be Informed”
Vending area- 1- Soda
Public Area
1-2 Times per week
100-150 People per day
Parks- Senior Center
510 N. Bell Avenue
“To be Informed”
Vending area- 1- Snack
Public Area
1-2 Times per week
Police Department
601 E. Hickory Street
“To be Informed”
PD Breakroom- 1 snack & 1 soda
No Public
150 Staff
1-2 Times per week
Police- Training Facility
601 E. Hickory Street
“To be Informed”
PD Breakroom- 1 snack & 1 soda
Semi- Public
300 Staff High volume
2-3 Times per week
High Volume Facility with conference room,
Service Center- Main Entrance
901 Texas Street
Mon–Fri 8:00 am to 5:00pm
Main Entrance- 1 snack & 1 soda
1 snack/ drink combo- Fresh Food
Public Area
250 Staff High volume
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 5:00pm
Warehouse- 1 soda
See Above
1-2 Times per week
Solid Waste
1527 S. Mayhill
“To be Informed”
Under East Patio Cover- 1 soda
Public Area
1-2 Times per week
Solid Waste- Scale House
1527 S. Mayhill
“To be Informed”
Outside, next to back entry door- 1 soda
Public Area
1-2 Times per week
Water Reclamation
1100 Mayhill
“To be Informed”
Vending Area- 1 snack & 1 soda
No Public 25 Staff
1-2 Times per week
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
DME – Admin
1701 C Spencer Rd-
Administrative Office
To be Determined
To be Determined
Fire Central- Museum
332 E. Hickory Street
To be Determined
To be Determined
Fire Station #2
3309 E. McKinney Street
To be Determined
To be Determined
Fire Station #4
2110 E. Sherman Drive
To be Determined
To be Determined
Fire Station #5
2230 W. Windsor Drive
To be Determined
To be Determined
Fire Station #7
4201 Vintage Blvd
To be Determined
To be Determined
Keep Denton Beautiful
1117 Riney Road
To be Determined
To be Determined
Library - Emily Fowler
502 Oakland Street
To be Determined
To be Determined
Parks- Civic Center Pool
515 North Bell Avenue
To be Determined
To be Determined
Parks- Goldfield Tennis Center
2005 W. Windsor Drive
To be Determined
To be Determined
Police- Animal Control
300 S. Woodrow Lane
To be Determined
To be Determined
Traffic Operations
901 Texas Street
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 76266
To be Determined
To be Determined
Water/ Waste Water
901 A Texas Street
To be Determined
To be Determined