Vending Machine Services; RFP 002-024
| Agency: | Liberty Public Schools |
|---|---|
| State: | Missouri |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD15317727315444083 |
| Posted Date: | Oct 10, 2023 |
| Due Date: | Oct 26, 2023 |
| Source: | Members Only |
Vending Machine Services; RFP 002-024
Proposals Due: Thursday, October 26, 2023 at 2:00 PM CST
Bid Document
The District reserves the right to reject any or all bids and waive any informality.
Attachment Preview
REQUEST FOR PROPOSAL
VENDING MACHINE SERVICES
RFP NO. 002-024
NOTICE
The Liberty Public School District #53 (District) will accept proposals for Vending Machine Services as described in the attached
request. Qualified organizations (Respondent) are invited to submit Two (2) bound copies marked “Copy”, one (1) unbound original
marked “Original”, and one (1) flash drive in PDF format enclosed which contain the Respondent’s entire response. Each original and
copies must be marked with all appropriate tabs.
PROPOSAL SHALL BE LABELED
“PROPOSAL-VENDING MACHINE SERVICES”
AND ADDRESSED TO:
Jason Breit, Director of Purchasing and Distribution
Liberty Public School District #53
801 Kent St
Liberty, MO 64068
Phone: 816-736-5358
Email: jason.breit@lps53.org
PROPOSAL MUST BE RECEIVED BY:
2:00 PM CST, OCTOBER 26, 2023
The Liberty Public School District reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal
deemed most advantageous to the District.
The undersigned certifies that he/she has the authority to bind this company in an agreement to supply the service or commodity in
accordance with all terms and conditions specified herein. Please type or print the information below. Respondent is required to
complete, sign and return this form with the proposal.
______________________________________
Company Name
______________________________________
Address
______________________________________
City/State/Zip
______________________________________
Telephone #
______________________________________
E-mail
________________________________________________
Authorized Person (print)
________________________________________________
Signature
________________________________________________
Title
________________________________________________
Date
________________________________________________
Entity Type (Corporation, LLC, Sole Proprietor, Partnership)
Respondent’s Initials _________
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PART I: INTRODUCTION AND PROCESS
1.
PURPOSE
Liberty Public School District is soliciting proposals from qualified persons or firms to provide vending machine services
with healthy snack foods for various District facilities. The vending machine services contract be for one year and will have
an annual termination clause, and include an annual renewal option at the District’s discretion for a period of up to four (4)
additional one (1) year periods.
2.
INSTRUCTIONS TO RESPONDENTS
2.1 Direct all questions regarding this proposal to the Director of Purchasing and Distribution listed on page 1. The
District reserves the right to reject any and all proposals, to waive technical defects in proposal, and to select the
proposal(s) deemed most advantageous to the District.
2.2 Proposals submitted on separate forms are NOT acceptable unless specified in the document. Failure to complete
forms to the satisfaction of the District may result in the rejection of your proposal.
2.3 It is the responsibility of each respondent before submitting a proposal to examine the documents thoroughly and
request written interpretation or clarifications as soon after discovering any conflicts, ambiguities, errors, or
omissions in the proposal documents. Request for clarification must be received in writing, via email to
jason.breit@lps53.org, no later than Friday, October 20, 2023 at 3:00 PM (CST).
2.4 Changes to the specifications will not be allowed except by written addendum issued by the District. Oral
explanations or instructions given prior to award will not be binding. All addendums issued will be posted on the
district’s web page at the following address; https://www.lps53.org/Page/1563
2.5 Respondent shall quote net costs of all goods and services requested and all quotes shall include all transportation to
destination and inside delivery.
2.6 Proposal will be privately opened at the time indicated on the Request for Proposals.
NO DECISIONS RELATING TO THE AWARD OF A CONTRACT WILL BE MADE AT THE TIME OF
THE PROPOSAL OPENING.
2.7 Acceptance of this proposal or any part thereof, in writing, within ninety (90) days after the closing date, by the
District shall constitute a legal and binding agreement; wherein, the vendor shall furnish the machines and supplies in
accordance with the specifications and offeror’s proposal on the written order of the District.
2.8 Respondents shall read and initial all pages where the proposal document denotes “RESPONDENTS INITIALS:
_________”. By initialing all pages, this constitutes the vendors understanding of all aspects of that page of the big
document.
2.9 The District reserves the right to award this contract in its entirety or to split the contract among vendors, whichever
is in the best interest of the District, however, it is anticipated that the district will award services to a single vendor.
2.10 The District reserves the right to operate vending machines through Nutrition Services for the purposes of effectively
serving students.
3.
SPECIFIC REQUIREMENTS
3.1 Renewal Option:
3.1.1 The District reserves the right to negotiate the contract for two (4) additional one-year renewal periods
following the initial term of the contract.
Respondent’s Initials _________
2
3.1.2
If the selected vendor requests an increase in compensation for any renewal period, the vendor shall notify the
District no less than thirty (30) days prior to the end of the contract period and shall provide evidence to the
satisfaction of the District of increased costs incurred by the vendor for any element of the RFP for which an
increase is requested.
3.1.3 The District shall notify the vendor in writing of the intent to exercise the renewal option. However, failure to
notify the vendor does not waive the District’s right to exercise the renewal option.
3.2 Evaluation: It is the intent of this contract to be awarded to a single vendor based on all relevant products,
considerations including, but not limited to: variety of product available, relevant retail costs of products
commission rate, ability to perform and any other evaluation aspect which may impact the contract. The
successful provider’s first and major concern shall be service and at the same time have the product priced at
an economical level to maintain profit. An example of the evaluation score sheet is attached to this RFP for
your reference.
3.3 Licenses and Permits: The successful respondent shall secure applicable licenses imposed by law and ordinances
and pay all charges and fees, which may include a current City of Liberty, MO and City of Kansas City, MO business
license.
3.4 Certificate of Insurance: The successful respondent must provide Certificate of Insurance in accordance with all
requirements shown in the insurance requirements section of this document prior to awarding the contract.
3.5 Work Authorization Affidavit: Work Authorization Affidavit: As a condition for the award of any contract in
excess of five thousand dollars ($5,000), the vendor or business entity, as defined in § 285.530, RSMo, shall, by
sworn affidavit affirming that it does not knowingly employ any person who is an unauthorized alien and provision
of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the
employees working in connection with this contract. The required documentation must be from the federal work
authorization program provider.
The Department of Homeland Security, U.S. Citizenship and Immigration Services, (USCIS) in partnership with the
Social Security Administration (SSA) operate an FREE internet-based program called E-Verify that allows
employers to verify the employment eligibility of their employees, regardless of citizenship. Based on information
provided by employees on their Form I-9, E-Verify checks the information electronically against records contained
in DHS and Social Security Administration databases. There are penalties for employing an unauthorized alien,
including suspension of the vendor’s business license, termination of the contract, and debarment from work for a
period of three years or permanently, and withholding 25% of the total amount due the contractor.
4.
SPECIFICATIONS
4.1 Response Time Criteria:
4.1.1 Under this contract, it is required that the vendor be available, at a minimum, for service five (5) days a
week, eight (8) hours a day.
4.1.2
The vendor shall provide a single emergency twenty-four (24) hour telephone number to assure prompt
response to calls from the District for needed repairs. The method of notification and the assignment of a
technician to the call shall be the vendor’s responsibility.
4.1.3 It shall be the District’s responsibility, upon placing a call for service, to designate an emergency or non-
emergency situation.
4.1.4 Service calls shall include, but not be limited to, machine malfunction, low stock, expired stock, or a change
of product selections.
4.1.5
The vendor shall verbally confirm the initial request for service within twelve (12) hours of notification and
shall have a qualified technician on the job site within twenty-four (24) hours of the original notification.
The District reserves the right to schedule times and dates for non-emergency service to be performed under
this contract.
Respondent’s Initials ________
3
4.1.6
In the event of an emergency, the vendor shall verbally confirm the initial request for emergency service
within one (1) hour of notification and shall have a qualified technician on the job site within four (4) hours
of the original notification.
4.1.7
In the event repairs cannot be completed with the initial response, every effort by the vendor shall be made
to provide limited repair to allow for effective functioning of the equipment until complete restoration can
be made.
4.1.8
Failure to deliver services in accordance with this contract and the contract terms and conditions, may result
in the District, after due oral or written notice, contacting another vendor and requesting the work be
performed by them. In this circumstance, the vendor shall not be entitled to any payment or damages and
shall pay the District for any additional costs incurred. Failure to respond or report to the job site within the
agreed time frame, may be construed as a breach of this contract, and at the District’s discretion, this
contract may be terminated upon written notice by the District.
4.2 Post Award Information:
4.2.1
The vendor shall utilize competent employees in performing the work. At the request of the District, the
vendor shall replace any incompetent, abusive or disorderly person in his or her employment. The District
and the vendor shall each be promptly notified by the other of any complaints received.
4.2.2
The vendor shall be responsible for providing, maintaining and transporting all necessary and customary
equipment and tools needed to fulfill the contract. In no event shall the District be responsible for any
damages to any of the vendor’s equipment damaged, destroyed or stolen.
4.2.3
Prices: Pricing for snacks and other items shall be consistent with market pricing. The District and the
vendor will review pricing strategies during quarterly review meetings, if deemed necessary by the District,
and shall jointly decide to increase or decrease prices for any given facility or product.
4.2.4 Selections: Selections shall be agreed upon by the vendor and the District. The vendor shall have fifteen
(15) days to respond to a change of product selection for any given machine.
4.2.5
Independent Vendor: The relationship of the vendor to the District shall be that of an independent vendor.
Neither the vendor nor any of its employees shall be held or deemed in any way to be an agent, employee or
official of the District.
4.2.6
Assignment and Subcontracting: The vendor shall not assign or subcontract the work, or any part thereof,
without the previous written consent of the District, nor shall they assign, by power of attorney or otherwise,
any of the money payable under the contract unless written consent of the District has been obtained. In
case the vendor is permitted to assign monies due or to become due under the contract, the instrument of
assignment shall contain a clause subordinating the claim of the assignee to all prior liens for services
rendered or materials supplied for the performance of the work.
4.7 Right of Owner to Terminate Contract:
4.7.1
The District, upon written notice, may terminate this contract, or any part thereof, as a result of the vendor’s
failure to render to the satisfaction of the District, the material, work and/or services required of it,
including progress of the work and such abandonment or termination shall not be deemed a breach by the
District. The District shall be the sole determinant in all termination for cause issues. The Vendor shall not
be entitled, nor shall the District give any consideration to claims for this contract, or any part hereof, by the
District for cause. Such termination may come about for the sole convenience of the District. Upon receipt
of written notification from the District that this contract or any part hereof, is to be terminated, the vendor
shall immediately cease operation of the work stipulated. The vendor and District’s evaluation shall be
entitled to just and equitable payment in accordance with this contract for any uncompensated work
satisfactorily performed prior to such notice.
4.7.2 Should it become necessary for the district to discontinue operation of any facility for any reason, that
portion of this contract serving that facility shall be null and void.
Respondent’s Initials _________
4
4.8 Locations:
4.8.1
Vendor shall place certain vending machines only in those locations designated by the District. An initial list of these
locations is supplied in this document; however, the District reserves the right to add or subtract from the total
number of machines in place at any given time and the same criteria shall apply to all machine placements and/or
replacements as may apply under this agreement. The term “placements” shall be construed to include multiple units
within a single location as well as multiple locations within a single site. Vendor shall not change the physical
location of any vending machine in any manner from the specific locations designated and approved without the
prior written consent of the District or their authorized representative. All locations, placements and movement of
vending machines are at the sole discretion of the Liberty Public School District. Requests to remove vending
machines from any district location, site, or facility at any time during the term of this agreement is at the sole
discretion of the Liberty Public School District.
4.8.2 Attached as “Exhibit A” is a map and list of the District’s facility locations and other pertinent information.
4.9 Snack / Material Types:
4.9.1
Healthy Snack Program: The vendor shall provide labels/fact sheet on all snacks vended. All vended food items
must be in compliance with USDA’s Smart Snack in School Standards. Attached, as “Exhibit B”, is USDA’s
standard for Smart Snacks in School. All vending machines on all district premises must comply with adopted health
standards. Any and all items containing alcohol or tobacco are strictly prohibited.
4.9.2 Food and beverages sold through vending machines and offered to employees, students, and the public shall be
sound and free from spoilage, filth or other contamination and shall be safe for human consumption. Items shall be
kept fresh, stored at the appropriate temperatures and replaced prior to expiration date. The food and
beverages shall be obtained from sources that comply with all laws relating to food and food labeling. The use of
food in hermetically sealed containers that was not prepared in a food processing establishment is prohibited.
Contractor shall hold the District harmless for any damages resulting from consumption of products delivered under
this contract, when damages are attributed to foreign materials or other defects in products/services delivered by
vendor. All foods and food products delivered and sold under this contract shall be processed, packaged, and
delivered in accordance with the regulations of the State of Missouri, USDA and the requirements of the Federal
Food, Drug and Cosmetic Act and regulations promulgated there under. Vendor shall abide by all counties, cities,
state and federal laws, ordinances, rules and regulations, expressly including, but not limited to, those relating to
health and sanitation of foods, and operation and maintenance of vending machines. Vendor shall obtain and
preserve all applicable state, federal and local licenses and/or permits required for the operation of vending machine
and disbursement of foods.
.
4.10 Equipment:
4.10.1 Vendor shall submit, with their proposal, literature description of each vending machine the vendor proposes to
furnish. All materials or equipment furnished shall meet the minimum requirements of the Occupational Safety and
Health Standard (OSHA) published in the Federal Register.
4.10.2 Vendor shall comply with all the requirements of all local, state and federal ordinances, codes, laws, rules,
regulations and directives. Vendor shall pay all legally required fees, licenses and permits, and pay all taxes,
including but not limited to, sales tax.
4.10.3 All equipment shall operate on regular wall voltage (110V). All electrical plugs shall be three-pronged and properly
grounded. Energy efficient units shall be used by the vendor wherever possible.
4.10.4
It is not anticipated District personnel will need to move any of the machines. However, in the event of an emergency
or need, the District reserves the right to move machines for safety purposes. Additionally, the District reserves the
right to have the vendor move machines for cleaning, painting, or allow any unit to be moved in response to
resolution of a problem.
4.10.5
All machines shall be of the proper and appropriate type for the kinds of foods being distributed, i.e. refrigerated,
non-refrigerated, etc., where applicable. Industry improvements to vending operations that occur during the term of
this contract shall be incorporated by the Vendor in subsequent installations. All machines must be no more than
five (5) years old. Each machine shall have at least the capability to handle the following items/functions:
Respondent’s Initials _________
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