1-2026 RFP Beverage vending and Soft Drink Services for County of Dauphin Facilities.pdf

REQUEST FOR PROPOSALS FOR BEVERAGE VENDING MACHINES

1. Purpose

The Dauphin County Board of Commissioners are requesting proposals for contracted beverage vending machine services to include the installation, stocking, maintenance, and repair of the machines and the products. The selected contractor will provide services for the county staff and the public. The selected contractor shall provide a variety of non-alcoholic beverages, including soft drinks, bottled water, sports drinks, juices, teas and energy drinks. Dauphin County currently has approximately 25 beverage vending machines at 7 different locations. Proposal shall include a commission percentage paid to Dauphin County for the machines being on County Property. The Dauphin County Commissioners reserves the right to reject any or all bids and proposals.

2. Scope of Work

The contractor shall:

• Supply and install beverage vending machines.

• Maintain machines in clean and working order.

• Replenish products on a scheduled basis.

• Repair equipment within 48 hours of service requests.

• Accept cashless payment methods including credit/debit cards and mobile payments.

• Provide customer service contact information.

• Submit monthly sales reports.

• Comply with all applicable federal, state, and local regulations.

3. Locations

Services will be required at approximately:

• Administration Building (2 South Second Street Harrisburg, Pa)

• Human Services Building (25 South Front Street Harrisburg, Pa)

• Courthouse (101 Market Street Harrisburg, Pa)

• Adult Probation (917 Gibson Blvd Steelton Pa)

• Work Release Center (919 Gibson Blvd Steelton Pa)

• Dauphin County Prison (451 Mall Road Harrisburg Pa)

• Dauphin County Booking Center

• EMA (911 Gibson Blvd Steelton Pa)

• Schaffner Center (911 Gibson Blvd Steelton Pa)

• Northern Dauphin Human Service Center (295 State Dr. Elizabethville Pa)

• Dauphin County Recycling Center (1625 South Cameron Street Harrisburg Pa)

4. Beverage Requirements

Minimum product offerings include:

• Cola beverages

• Diet soft drinks

• Lemon-lime beverages

• Bottled water

• Sparking water (optional)

• Sports drinks

• Iced tea

• Juice

• Zero-sugar beverages

• Energy drinks (optional)

Dauphin County encourages healthy beverage options.

5. Equipment Requirements

Machines shall:

• Be ENERGY STAR certified when available.

• Include cashless payment technology

• Display prices electronically.

• Include remote inventory monitoring.

• Meet all ADA accessibility requirements.

6. Contactor Qualifications

The proposer shall provide:

• Company history

• Three government or commercial references

• Financial capability

7. RFP Contents

Proposals shall include:

• Executive Summary

• Experience servicing similar facilities

• Technical Approach

• Equipment Specifications

• Product List

• Pricing

• Service Plan

• Maintenance Procedures

• References

• Insurance Certificates

• Relevant licenses

8. Pricing

The proposal shall identify:

• Commission percentage paid to Dauphin County.

• Product pricing

• Equipment costs (if any)

• Maintenance cost (if any)

• Installation cost (if any)

• Optional services

9. Contract Term

• Initial term: Five (5) years

• Two optional one-year renewals

10. Insurance Requirements

a. Comprehensive general liability insurance with a minimum of $1 million per-occurrence limit and a $2 million general aggregate limit.

b. Dauphin County to be listed as a Certificate Holder and Additional Insured with respect to the contractor’s services to be provided under this Request for Proposal.

11. Proposal Submission

The County is issuing this RFP through its Director of Facility Maintenance. All questions concerning this RFP should be directed, via the “Ask a Question” feature in PennBid at https://pennbid.bonfirehub.com to:

Edgar Cohen III, Director Facility Maintenance Dauphin County Administration Building (Second Floor) 2 South Second Street Harrisburg, PA 17101

Proposal documents can be obtained at no cost on PennBid at https://pennbid.bonfirehub.com. Proposals must be submitted electronically via PennBid at https://pennbid.bonfirehub.com and received by 4:00 pm, ET, Friday, October 16, 2026.

Late proposals will be returned unopened. Any proposal may be withdrawn or modified via Pennbid prior to the date and time set for receipt of proposals.

Consistent with the Pennsylvania Anti-Bid Rigging Act, 62 Pa.C.S.A. § 4503, all qualified contractors are required to complete and submit with their proposals a non-collusion affidavit, the form of which is available here: https://dced.pa.gov/download/non-collusion-affidavit/?wpdmdl=76632

The Pennsylvania Right-to-Know Law provides access to documents considered “public records” under the law. All proposals will become “public records,” subject to public review, once a contract is awarded.

Contractor agrees that all information, documents, and data, disclosed to, or accessed by, the Contractor’s connection with, or related to, the RFP or the RFP process, in any form whether oral or written, or in any medium, is confidential information. Contractor agrees not to disclose, transfer, use, copy, or allow access to any confidential or proprietary information of the County except as authorized in writing by the County.

12. Selection Criteria

Consideration will be given to the contractor’s demonstration of capabilities, experience and reputation in undertakings described in this RFP. Consideration will also be given to proposals demonstrating an ability to carry out the tasks and responsibilities outlined in the proposal, and the performance of all contract obligations throughout the term of the appointment, in a prompt and efficient manner.

https://pennbid.bonfirehub.com/ https://dced.pa.gov/download/non-collusion-affidavit/?wpdmdl=76632%20%20 https://dced.pa.gov/download/non-collusion-affidavit/?wpdmdl=76632%20%20

By Order of the Dauphin County Board of Commissioners

Date: September 23, 2026