Beverage Vending for Corner Canyon High School

 
The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified Suppliers for a Corner Canyons Beverage Vending for Canyons School District (CSD).  It is anticipated that this RFP may result in a contract award to a qualified (Supplier) as needed and as defined further in the Scope of Work. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. When using Utah State Contract pricing, please reference a contract number.
All solicitation responses must be submitted electronically through Ion Wave.  
All procurement-related inquiries relative to this bid must be submitted through the questions tab in Ionwave and will be answered through Ionwave up to the Q & A deadline.
Eligibility Requirements  The proposing Supplier must be properly licensed to do business in the State of Utah.   General Information   A. Inquiries All inquiries relative to this RFP must be submitted through Ion Wave and will be answered through and Ion Wave up to the Q & A deadline.   B. RFP Award When the award is made, it will be posted in Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Ion Wave as well.
  C. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated).
  D. Contract Period This agreement shall commence on the date of the RFP award by the Board of Education and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term.
  E. Contract Pricing The contract will be a Firm Fixed Price Contract. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier.   F. Oral Presentations An oral presentation by the proposing Supplier to expand on their submitted proposal may be required.  Presentations will be scheduled after the submission of proposals.  More information about the required presentation content will be addressed at that time.   Scope of Work The successful supplier is expected to fulfill the following requirements: Products Dispensed The Supplier should provide full-service vending including, but not limited to, soft drinks, bottled water, fruit juice drinks or fruit juice-based products, isotonic “sports drinks”, and carbonated beverages. The Supplier must comply with the United States Department of Agriculture (USDA) Child Nutrition Program and Smart Snack regulations for all products to be dispensed to students during school hours. Proposals must list the products dispensed by flavor/brand. Control of sales, types, brands, time, changes in the commission structure, or any other changes will remain with, and approved by, CSD. Although this RFP is for an exclusive contract to provide beverages through vending machines, it does not exclude others from selling products to the extent that they are not sold through vending machines. Machines The Supplier shall furnish and install high-quality vending machines and all related equipment. The machines shall be modern, of the latest mechanical/electronic technology, and be in new or near-new condition. In no case shall machines older than five (5) years be installed. Machines that are equipped with energy-saving devices will be preferred. Machines provided shall be quiet and non-disruptive to the activities occurring in CSD facilities and aesthetically acceptable to CSD. CSD may reject machine signage or logo(s) if deemed objectionable or a distraction to the activities happening in the vicinity. Machine Identification & Contact – All machines shall show the Supplier’s name, a local service telephone number for reporting of machine malfunctions, the person or office within the Supplier’s organization responsible for refunds, and regular days of the week for re-stocking of the machines. In addition, for identification purposes, each machine shall have serial or I.D. numbers that are visible and easily located. Machine Operation Policy – The machines will be operated by the Supplier in such a way as to fully comply with all federal, state and local laws, as well as CSD policies. Should any federal, state, or district ordinance, regulation, or policy change during the life of the contract, the Supplier will be expected to comply with these changes. Machine Tender – All machines shall be equipped to accept legal U.S. tender, be equipped with dollar bill validators, and payment mechanisms, which accept combinations of new coin dollars, dollar bills, nickels, dimes and quarters. In addition, each machine must have bill change capabilities. Machine Counters – To ensure accurate record-keeping, all machines shall be equipped with non-resettable counters, which indicate unit sales. If multiple products are dispensed from the same machine, a separate dispensing counter is required for each separate commission rate dispensed. Upon initial installation of the machines, the Supplier shall submit starting machine counter numbers to the Purchasing Agent for each vending machine. Machine System – Machines provided shall operate on AC-110 volts with a three-wire, three-prong ground type plug. All machines shall be UL listed, designed, constructed, installed, and operated in accordance with federal, state, and district codes and regulations for this type of equipment. Machine Energy Consumption – To reduce electrical cost, vending machines will be timer-controlled and equipped with an "energy miser" or equivalent device aimed toward reducing energy consumption. Service of Machines Service will be maintained by the Supplier on a 24-hour, seven-days-a-week basis. Generally, CSD expects that service calls will be responded to within four (4) hours after notification of need during the period of 7:00 am - 3:00 pm on business days. The Supplier will furnish the Purchasing Agent with a service number that will allow for service outside of the normal servicing times. Machine Maintenance & Repair – Preventative maintenance and repair of vending machines and related equipment shall be the responsibility of the Supplier in terms of expense and response time. The Supplier will conduct routine service and inspection of machines, as required and posted on the front of the machine, so as to maintain uninterrupted service at all times. Machine Inventory & Restocking – The Supplier shall be responsible for the physical inventory, inventory control, and filling of machines. The Supplier shall make every effort to re-stock machines at times that will not conflict with peak usage times. Product delivery shall be made on a mutually agreed upon schedule at each location. No inventories will be maintained at any CSD locations. Machine Care – The Supplier shall keep the machines in a clean and sanitary condition. This requirement includes interiors, exteriors, tops, and the areas under the machines. Machine/Equipment Damage – The Supplier shall assume all risk and responsibility for any loss, destruction, or damage occurring to the machines or other vending equipment. In the event of any loss due to theft, fire, accident, disruption of utility services, vandalism, spoilage or other similar causes from said machines, the loss shall be borne by the Supplier. Machines provided shall be equipped with anti-theft technology. Delivery Personnel – Trained, qualified personnel identified by a clearly marked and openly displayed company insignia and/or uniform will perform all service. In addition, all such persons shall carry company issued photo identification and shall present such documents to anyone on request. Failure to meet these conditions may result in immediate termination of the agreement for breach of security. Regulations – The Supplier shall comply with all federal, state, and district regulations governing the procurement, preparation, storage, transport, handling and serving of all items for consumption under this contract. In addition, the Supplier shall keep in effect all necessary licenses and a permits required by law and agrees to post such permits in a prominent place as may be required by law. Machine Installation CSD will work with the Supplier to designate optimum placement of machines. Relevant business information regarding the locations will be provided to the Supplier. If additional information is requested, CSD will make arrangements for site visits to walk the premises and evaluate each location, as well as potential new locations. Installation, service, and removal of vending machines and related equipment shall be the sole responsibility of the Supplier at no additional cost to CSD. Machine Placement – CSD reserves the right at any time to require the Supplier to remove, relocate, or place additional vending machines and related equipment at existing and/or new locations to meet new or unanticipated requirements that might become known during the term of the agreement. The Supplier shall provide and install additional machines at no charge to CSD. In addition, the Principal may request that a machine be exchanged at any time. Should the Supplier wish to relocate, exchange, or remove vending machines, a request must be submitted in writing to the Purchasing Agent. Machine Flexibility – CSD makes no representation regarding availability of any location or of the number of machines that may be placed at any location, and may occasionally direct that machines be removed from selected locations. The number, type, and location of vending machines will be adjusted on occasion by mutual agreement, in writing, between the Principal and the Supplier. Machine Installation – The Supplier will install and secure machines in a manner that meets CSD code and has been approved by CSD prior to machine placement. Machine Identification – Upon installation, the Supplier shall furnish CSD’s Purchasing Agent with a list of machines by location, indicating machine, product selection and size, serial numbers, and date of installation.     TECHNICAL PROPOSAL REQUIREMENTS The Technical Proposal constitutes all necessary information (as listed below), but should not include any pricing. The proposing supplier is expected to fulfill the following requirements as part of their proposal: Executive Summary This section must summarize and highlight the major features of the proposal. It must indicate any requirements that cannot be met by the proposing supplier. CSD should be able to determine the essence of the proposal by reading the Executive Summary. Organization This section must contain the administrative and functional structure including personnel, respondent’s ability to perform, the number of personnel committed to working with CSD, response time after first request, and the description of the proposing supplier’s facilities. Provide the primary contact person’s information that CSD will be communicating with in regards to this bid and for duration of the contract (if awarded). Contact information must include a telephone number and an email address. Experience/Expertise This section must include the technical qualifications and work experience of key personnel assigned to work with CSD. This also includes past experience on similar projects. This section must also verify that the proposing supplier meets all of the eligibility requirements as outlined in Section II and verify that the contract requirements/scope of work can be met as outlined in Section IV. In addition to the general requirements listed above, the supplier must include and detail the following in this portion of the proposal: Program & Operation Plan – The proposal shall provide a comprehensive plan demonstrating the proposing supplier’s commitment to the success of this contract. It shall include a plan for communication, planning, and performance review, as well as procedures and plans for daily operational issues such as equipment servicing, restocking, maintenance response time, refund policy, and other relevant issues. The proposal shall also include proposed procedures and reports to be used in monitoring the performance of the vending operation on an ongoing basis. Finally, proposals should address the following topics, but the proposing supplier are free to suggest additional measures: Recording, verifying, and reporting revenue Sales activity and projections Marketing/promoting activity Product Mix - The proposal must include recommended product sales mix for all products intended for sale under the proposed contract. Separate explanations should be submitted for each type of sale as listed below. There should be no pricing included in this section. Vending Machine Products – Provide a complete list of products intended to be vended through this contract. This portion shall include the following information: Beverage item descriptions Product sizes Case Sales Products – Provide a complete list of case products that may be sold through this contract. This portion shall include the following information: Beverage item descriptions Product sizes Number of units per case Concession Sales Products – Provide a complete list of products that may be sold not during official school hours through this contract (non-Smart Snack approved snacks for sporting events, dance programs, etc). This portion shall include the following information: Beverage item descriptions Product sizes Number of units per case Equipment – The proposal should include a list of equipment available for use by CCHS under this contract. At a minimum, the data provided for vending machines shall include: the make(s) and model(s) of the equipment, year of manufacture, capacities, number of selections, machine enhancements (such as a dollar bill changer), energy-saving devices, etc. In addition, the proposal should include information regarding any other equipment directly related to the sale of products as described in this RFP. Signage & Logos – The proposal should include color copies of all signage and company images intended to be placed on machines or on CSD property. Public Service Contribution – The proposal shall state if the proposing supplier plans to use the front of machines and/or develop other promotional opportunities to educate the CHS students about issues of public concern. Examples include the environment, smoking, drugs, and education. CSD retains the right to approve any and all artwork, messages, and the general appearance of the machine fronts. Additional Information – Any additional information to be considered relevant in evaluating the proposal, such as any features or services provided to the school organization. Insurance – Proof of insurance must be attached to the proposal. References - The proposal must include a minimum of three (3) and a maximum of five (5) references over past four (4) years. If possible, these should be from similar institutions, preferably from school districts. Include the name of the organization, location, contact person, telephone number, and email address.   PRICE PROPOSAL REQUIREMENTS The Price Proposal constitutes all necessary pricing information, as listed in Schedule F (attached in BidSync). Proposals should be designed to provide the maximum financial benefits to CSD. All pricing shall be input on the Price Proposal. The proposing supplier is required to submit the following pricing as part of their Price Proposal: Sales Commission The proposing supplier shall state the percentage of the sale of each product that will be paid to CSD as a sales commission. CSD will not consider proposals that require minimum sales as a condition to receiving sales commissions. The proposing supplier shall state whether it will pay CSD a minimum amount per year in sales commissions regardless of sales volumes. Payment of Marketing Rights Fee The proposing supplier shall state whether they intend to pay CSD a marketing rights fee for the exclusive right to dispense its products on CSD property, as set forth in this RFP and, if so, the amount and the terms of the fee. For the purposes of this RFP, CSD defines a marketing rights fee as a set payment for granting the supplier the exclusive right to sell its products on CSD owned and/or controlled property for marketing rights granted to the supplier by CSD as specified in the final agreement. Additional Value The proposing supplier shall state if it is willing to provide a financial commitment to CSD that is in addition to payment of a marketing rights fee and sales commissions. Examples include providing a minimum amount of product at no cost to CSD for district functions or special events, funding a specific CSD program, project or activity, and/or other CSD needs or functions.   Evaluation Criteria CSD will evaluate each proposal submitted based on responsiveness to CSD’s overall needs. The award of contract, if made, will be to the supplier(s) who are responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP. n/a:          Certification of Proposal (Schedule A)  5 Points:    Executive Summary (Schedule B)  20 Points:  Organization (Schedule C) 30 Points:  Experience/Expertise (Schedule D)  10 Points:  References (Schedule E) 35 Points:  Price Proposal (Schedule F)


Evaluation Method The schedules will be scored by an evaluation committee. Evaluators will score each section 0-5 (0 being the low and 5 being the high). Scores will then be multiplied by a specified number (see the example evaluation sheet at the end of this document for further clarification). The scores will be totaled and added to the price scores to obtain the overall highest score. Schedule F (Price Proposal) will be evaluated by the Purchasing Agent using the following cost formula: (Highest Proposed Total Sales Commissions/Each Individual Proposed Sales Commission) x 20 Points (Lowest Proposed Total Concessions Price/Each Individual Proposed Total Concessions Price) x 10 Points (Highest Proposed Additional Value/Each Individual Proposed Additional Value) x 5 Points The three sections’ point totals will then be totaled to get a total price score of 0 – 35. NOTE: If price proposals are unclear and clarification is needed, the Procurement Officer reserves the right to request a best and final offer from all responsive and responsible submitting suppliers.