1-26-008Q -Snack Vending Services for Students.pdf

THIS SECTION MUST BE COMPLETED BY VENDOR

Delivery shall be made within the following calendar days after receipt of order:

Payment Terms/Discount for Early Payment:

Company Name:

Date:

Address:

City: State: Zip Code:

Phone Number:

Fax Number: Authorized Signature: Printed Name:

Contact Name: Contact Email Address

REQUEST FOR

QUOTATION

#26-008Q

Quotations are to be submitted by:

March 10, 2026 @ 2:30 PM AZ TIME

Upload submission at:

https://pvschools.bonfirehub.com/portal

Paradise Valley Unified School District

15002 N 32nd St, Phoenix, AZ 85032

Email: rrivas@pvschools.net

THIS IS NOT A PURCHASE ORDER

This is an informal quotation which will not be read at a public opening; however, the information may be publicly reviewed after an award. The School District Procurement Rules are made a part of this document as if fully set forth herein. The School District Procurement Rules are available for review at the Purchasing Department. The quotation shall be the best commission rate, FOB destination, to include all delivery charges, and applicable taxes. In no event shall the total awarded contract exceed the maximum threshold for written quotes as prescribed by law. Return your electronic submittal by the above time and date through Bonfire.

Please direct all questions to:

Rosa Rivas, Senior Buyer

Email: rrivas@pvschools.net

The Paradise Valley Unified School District is currently seeking written quotes for the following:

Snack Vending Services for Students

Any resultant contract shall be effective for one (1) year beginning July 1, 2026.

Such contract may be renewed in annual increments not to exceed a total contract term of five (5) years.

https://pvschools.bonfirehub.com/portal mailto:rrivas@pvschools.net

Paradise Valley Unified School District – Request for Quotation #26-008Q

INSTRUCTIONS, STANDARD TERMS AND CONDITIONS

1. SUBMISSION: Quotations shall be signed where applicable and received as designated on the cover page of this document.

2. OPENING: This is an informal quotation which will not be read at a public opening; however, the information may be publicly reviewed after an award.

3. SCHOOL DISTRICT PROCUREMENT RULES: The School District Procurement Rules are made as a part of this document as if fully set forth herein. These procurement rules are available for review at the Purchasing Department.

4. QUOTE MODIFICATION: The District will not be responsible for vendors adjusting their quote based on oral instructions by any member of the District staff or by contracted consultants or agents. This Request for Quotation will be modified by issuance of an amendment by the Purchasing Department.

5. ERASURES: Erasures, interlineations or other modifications must be initialized by the individual signing the Request for Quotation.

6. QUOTE REJECTION: The District reserves the right to reject any, or all, quotes, combinations of items, or lot, and to waive defects or informalities.

7. CONTRACT TYPE: The District is seeking a contract using a firm commission rate for snack items to be sold in vending machines for students.

8. TERM OF CONTRACT: The term of any resultant contract shall commence on July 1, 2026, and shall continue for one

(1) year unless terminated, canceled or extended as otherwise provided herein. The resultant contract shall be a fixed commission rate contract.

9. CONTRACT EXTENSION: Paradise Valley Unified School District reserves the right to unilaterally extend the period of any resultant contract for thirty-one (31) days beyond the stated expiration date. In addition, by mutual written agreement, any resultant contract may be extended for a supplemental period up to a maximum of forty-eight (48) months in twelve (12) month increments.

10. QUANTITIES: This solicitation references quantities as a general indication of the needs of the District. However, the quantities shown are estimates only and the District reserves the right to increase or decrease any quantities acquired. No commitment of any kind is made concerning quantities.

11. COMMISSION CHECKS: All commission checks shall be paid directly to the individual School where machines are located. Commission checks should be delivered to each site no later than the 5th of each month.

12. COMMISSIONS ADJUSTMENTS:

• Decrease: The District will consider requests for a commission decrease only after the contract has been in effect for at least one (1) year. Such requests will be reviewed exclusively at the time of a contract extension and will be evaluated as part of the extension review process. The District reserves the right to determine whether the requested decrease or an alternative option best serves the District’s interests.

• Increase: Requests for a commission increase may be submitted at any time during the contract term and, if approved, will take effect upon notice from the District.

13. EVALUATION AND AWARD: The contract will be awarded based on price and additional factors as listed herein and in order of greatest importance. Specific weighting shall be used. The quotes will be scored and ranked. If several quotations are closely ranked, the District may arrange for oral interviews to assist in making the decision.

Evaluation Criteria:

• Commission Percentage and Financial Benefit to the District The proposed commission rate offered to the District, including clarity, competitiveness, and consistency with the pricing structure submitted.

• Compliance with Nutritional and Regulatory Requirements Demonstrated ability to meet all applicable Smart Snacks standards, Arizona HB 2164 requirements, and other regulatory obligations, including the quality, variety, and nutritional compliance of proposed products.

• Vendor Experience, Reliability, and Service Capability The vendor’s experience providing vending services to school districts or similar public entities, service responsiveness, equipment maintenance plan, and demonstrated ability to meet service timelines and reporting requirements.

• Quality of Equipment, Reporting, and Overall Proposal Completeness The condition, security, and functionality of proposed vending equipment, the quality of audit and sales reporting, and the completeness, clarity, and responsiveness of the quotation submitted.

14. SAFETY STANDARDS: All items supplied in this contract must comply with the current applicable occupational safety and health standards of the State of Arizona Industrial Commission, the National Electric Code, and the National Fire Protection Association Standards.

15. INSPECTIONS: The District reserves the right to inspect and evaluate food items located in vending machines throughout the year to confirm compliance with nutritional standards.

16. LICENSES: Contractor shall maintain in status all federal, state and local licenses and permits required by the operation of the business conducted by the contractor.

17. DAMAGES: The successful contractor shall be liable for all damage caused by him or his employees to the District premises. The Bidder shall hold and save the District free and harmless from liability of any nature or kind arising from any use, trespass, or damage occasioned by his operations on premises or third persons.

18. CLEAN UP: The Contractor, always, shall keep the premises free from accumulation of waste materials, rubbish, or debris of every nature resulting from operations, and put site in a neat, orderly condition. Upon completion of the work, remove all waste materials, rubbish, and debris of every nature, from and about the Project, as well as tools, construction equipment, machinery and surplus materials. If the Contractor fails to clean up the work, the District may do so and the cost thereof shall be charged to the Contractor.

19. SPILLAGE: Contractor will be responsible for the clean-up of contamination or spillage resulting from the delivery and unloading.

20. CONTRACT CANCELLATION: This contract is subject to cancellation pursuant to A.R.S. 38-511. The District reserves the right to immediately cancel the whole or any part of this contract due to failure of the vendor to carry out any materials obligation, term or condition of the contract. The District shall issue a written notice of default effective at once and not deferred by any interval of time. Note: A.R.S. 38-511 is available for review from the Purchasing Department.

21. INSURANCE: Offeror agrees to maintain such insurance as will fully protect Offeror and the District from any and all claims under any workers’ compensation statute or unemployment compensation laws, and from any and all other claims of any kind or nature for damage to property or personal injury, including death, made by anyone, that may arise from work or other activities carried on, under, or facilitated by this Agreement, either by Offeror, its employees, or by anyone directly or indirectly engaged or employed by Offeror. Offeror agrees to maintain such automobile liability insurance as will fully protect Offeror and the District for bodily injury and property damage claims arising out of the ownership, maintenance or use of owned, hired or non-owned vehicles used by Offeror or its employees, while providing services to the District.

Paradise Valley Unified School District shall be named as an additional insured party in the Certificate of

Insurance that includes the following:

• Offeror will be required to provide proof of and maintain Comprehensive General Liability Insurance with a limit of not less than $1,000,000 per occurrence and $2,000,000 aggregate coverage with a deductible of not more than $5000. All insurance companies utilized shall be licensed to operate in the State of Arizona and insurance policies must provide that coverage and shall not be cancelled without thirty (30) days written notice to the Offeror and District.

• Offeror will be required to submit proof of and maintain Worker’s Compensation and Employer’s Liability

Insurance as required by law.

• Offeror agrees to maintain such automobile liability insurance as will fully protect Offeror and the District for bodily injury and property damage claims arising out of the ownership, maintenance or use of owned, hired or non-owned vehicles us by Offeror or its employees, while providing services to the District.

• Contractor will be required to provide proof of and maintain Physical Abuse, Sexual Misconduct and Sexual

Molestation Liability Coverage of $1,000,000 per injury.

The District reserves the right to terminate any contract if the Contractor fails to maintain such coverage.

22. REFERENCES: Each firm offers shall include a minimum of three (3) references for similar services provided to school districts and other public entities in Arizona, including contact names, addresses, and telephone numbers.

23. TERRORISM COUNTRY DIVESTMENTS: Per ARS § 35-392, the District is prohibited from purchasing from a company that is in violation of the Export Administration Act.

24. CLARIFICATION: Clarification means communication with Bidder for the sole purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the Bid. It is achieved by explanation or substantiation, either in response to an inquiry from the District or as initiated by Bidder. Clarification does not give Bidder an opportunity to revise or modify its Bid, except to the extent that correction of apparent clerical mistakes results in a revision.

25. E-VERIFY REQUIREMENT: The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with ARS §23-214, Subsection A. (That subsection reads: After

December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

26. EMPLOYEE IDENTIFICATION: All employees must check in at the front office of each site. The employee must always have an identification badge in clear view, with picture ID and name of firm. In addition, the employee shirt must have the company name on it. Failure to have any of these items will result in the employee being escorted off

District property.

27. SUBCONTRACTORS: All subcontractors shall be listed and at least three references for which work has been completed within the last two years shall be included with the response.

28. QUESTIONS: All questions regarding this solicitation should be submitted by March 4, 2026.

SCOPE OF WORK

1. PURPOSE: The purpose of this Request for Quotation (RFQ) is to solicit quotations from qualified firms to provide snack vending services to five (5) high schools within the District. A list of participating school sites is included in this document.

2. BACKGROUND: Paradise Valley Unified School District is one of the largest employers in the north valley with approximately 3,700 employees. The current student population is approximately 25,000. The District boasts an impressive range of elementary schools, a K-8 school, middle schools, high schools, alternative schools, an online-based school option, and many school-based preschool locations. The District covers approximately 100-square miles of northeast Phoenix and north Scottsdale in an area bounded by 7th Avenue and Pima Road, and Northern Avenue and Jomax Road.

3. REGULATORY REQUIREMENTS – SMART SNACKS & HB 2164 COMPLIANCE:

All vending products provided under this contract must fully comply with the Smart Snacks in School nutritional standards and all applicable requirements established under Arizona House Bill 2164. Beginning with the 2026–2027 school year, any school participating in a federally funded or assisted meal program, including the National School Lunch Program, is prohibited from selling or serving ultra-processed foods on campus during the regular school day.

Ultra-Processed Food Definition and Compliance Requirements:

For the purposes of this contract, ultra-processed foods are defined as food items containing any of the following ingredients:

• Potassium bromate

• Propylparaben

• Titanium dioxide

• Brominated vegetable oil

• Yellow dye No. 5 or No. 6

• Blue dye No. 1 or No. 2

• Green dye No. 3

• Red dye No. 3 or No. 40

These requirements apply to all foods sold to students during the regular school day, including, but not limited to, vending machines, student stores, and fundraisers. The awarded vendor shall ensure that all products supplied under this contract are free from prohibited ingredients and shall cooperate with the District to maintain ongoing compliance as ingredient standards, regulations, or guidance are updated or revised.

4. EQUIPMENT

The District requests that vending equipment used to dispense chips and snacks be installed at designated District campuses. This contract shall be a full-service vending program, under which the awarded vendor shall be responsible for all activities related to vending operations, including the requirements outlined below.

A. Vendor Responsibilities

The awarded vendor shall:

1. Furnish, install, and maintain all vending equipment required under this contract.

2. Secure (cage) all vending machines located in areas that are not within a secure building.

3. Maintain all equipment in good working order and in a clean, safe, and presentable condition at all times.

4. The vendor shall promptly perform all necessary repairs, cleaning, and routine maintenance.

5. Provide priority service to repair or service vending machines within twenty-four (24) hours from the time a service request is recorded by the vendor.

6. Be solely responsible for any electrical upgrades, concrete slabs, or related site modifications required to support vending equipment.

7. Obtain prior written approval from the District’s Director of Facilities and Construction before installing any new electrical hookups, concrete slabs, drainage, or related infrastructure. All associated costs shall be the responsibility of the vendor.

8. Stock and refill all vending machines and promptly remove and replace any products that have reached their expiration date.

9. Collect all funds from vending equipment and issue commission payments in accordance with the terms of this contract.

10. Provide detailed audit and sales reports, including total revenue by individual vending machine and by school site.

B. District Rights

1. The District reserves the right to:

2. Promptly notify the awarded vendor of any equipment malfunctions or service needs. The District shall not repair, replace, relocate, move, or remove vending equipment, nor permit any third party to do so.

3. Use reasonable efforts to maintain the cleanliness and sanitary condition of vending equipment located on

District property.

4. Disable any vending machine that is not repaired or serviced within one (1) business day following notification to the vendor.

5. EQUIPMENT FAILURE

In the event of a vending machine malfunction, the awarded vendor shall provide reimbursement for any product not dispensed through a change or product refund. The vendor shall clearly communicate the refund process and method of reimbursement to the District and to students.

6. COMMISSIONS

The vendor shall indicate the proposed commission percentage on the Pricing Sheet based on gross proceeds from products sold. Commission payments shall be issued to the individual school’s Student Activity Fund where the vending machines are located, unless otherwise directed by the District.

Commission payments shall be made monthly, no later than the fifth (5th) calendar day of each month and shall be accompanied by detailed informational reports identifying sales totals by campus and by individual vending machine.

Upon contract award, the vendor shall submit a payment calendar outlining the commission payment cycle. The awarded vendor shall be solely responsible for the payment of all applicable sales taxes related to vending machine sales.

7. LOCATION OF EQUIPMENT: The awarded vendor agrees that the placement and number of vending machines at each participating school shall be at the sole discretion of the campus Principal. Each school site is expected to have multiple vending machines, generally ranging from three (3) to five (5) units, which may be located in various approved areas across the campus. High schools may initially receive a greater number of machines based on campus size and demand. All vending machines shall have the capability of being “locked out” through the use of a timer.

8. RIGHT TO AUDIT RECORDS: The District, at reasonable times and places, reserves the right to audit the books and records of any person who submits cost or pricing data as provided in section to the extent that the book and records relate to the cost or pricing data per section R7-2-1083 of the State Procurement Code.

9. VENDOR AUDIT: The awarded vendor has the right and responsibility to audit sales of each machine. If determined and agreed by the District, the number of machines may be increased, removed or moved based on the sales provided.

10. SELECTION OF PRODUCT: The District requires machines to dispense chips and snacks only. Vendor shall submit a nutritional analysis sheet for all chips/snacks suggested for vending at time of quotation submittal. The District will review the analysis sheets and, at the discretion of the District, approve snacks to be vended.

11. ADDITIONAL SITE LOCATIONS: The District reserves the right to add additional sites to the contract. All machines under this contract will be for student access. Vending machines in faculty/teacher/staff lounges do not fall under this contract.

12. COMPANY INFORMATION: Firm should provide a history of the company to include but not be limited to locations, years in services, number of technicians, and supplier location

13. DELIVERIES: The successful vendor shall be responsible for delivery of all snack items in accordance with all nutrition guidelines for students.

14. INSTALLATION: Installation of all snack vending machines shall occur in the same locations as existing machines unless otherwise approved by the District. Electrical service is already available at these locations. The awarded vendor shall take all reasonable measures to protect District property, facilities, and furnishings from damage or loss arising out of the performance of this contract. Any damage, injury, or loss caused by the vendor or its employees shall be promptly repaired or replaced at the vendor’s sole expense and to the satisfaction of the District.

The awarded vendor shall take all necessary precautions to ensure the safety of students, District employees, and the public, and shall comply with all applicable federal, state, and local safety laws, regulations, and codes. The vendor shall be fully responsible to the District for the acts and omissions of all individuals directly or indirectly employed or engaged by the vendor in the performance of this contract.

15. VENDOR PRODUCTS: All vendors submitting quotations shall provide a complete list of all products proposed for vending, including current nutritional information for each item. The District reserves the right, at its sole discretion, to approve, limit, or exclude products to be placed in vending machines.

Product information submitted in response to this Request for Quotation is required solely for evaluation purposes and will not be returned. If the information provided is insufficient to allow for proper evaluation, the District may request additional documentation or product samples. Any such additional information or samples shall be provided by the vendor at no cost to the District and within forty-eight (48) hours of notification.

Failure to submit the requested information or samples, or submission of information that is vague, incomplete, or non-responsive, may result in the quotation being deemed non-compliant with this Request for Quotation and subject to rejection.

QUOTE SUBMITTAL CHECKLIST

To be considered responsive, each vendor must submit the following items through Bonfire:

• Letter of Interest: Include a brief history of the firm and the number of years providing similar services.

• Experience and Reliability: Provide evidence of successful prior work, particularly with school districts or public entities in Arizona. Include relevant qualifications and experience of personnel assigned to this contract.

• Signed Cover Page: First page of this document, signed and dated by an authorized representative.

• Commission Sheet: Completed Commission Sheet (Page 9).

• References: Completed References form (Page 11).

• Certificate of Insurance: Proof of required insurance coverage (Page 12).

• Vendor Contact Form: Completed Vendor Contact Form (Page 13).

• W-9 Form: Completed and signed IRS Form W-9 (Page 14).

Company Name _________________________________________

Commission Percentage to District __________________%

For comparison, firms should provide a list of twenty (20) items below that they would be able to sell in the snack vending machines. Firm shall include name of product, package weight, and cost to be sold from machine. In addition, firms should provide a detailed nutrition value sheet for each item offered. NOTE: All items must meet the Smart Snacks Calculator requirements.

Item Name

Description

Package Weight

Cost Sold from Vending Machine

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

PARTICIPATING LOCATIONS

HIGH SCHOOLS (Alphabetized):

Horizon High

5601 E. Greenway Road

Scottsdale, AZ 85254

North Canyon High

1700 E. Union Hills Drive

Phoenix, AZ 85024

Paradise Valley High

3950 E. Bell Road

Phoenix, AZ 85032

Pinnacle High

3535 E. Mayo Blvd.

Phoenix, AZ 85050

Shadow Mountain High

2902 E. Shea Blvd.

Phoenix, AZ 85028

REFERENCES

Offeror shall list below a minimum of three (3) references for jobs that are similar in scope and size to this requirement.

Firm:

Street Address:

City: State: Zip:

Contact Name: Phone:

Scope of Work:_______________________________________________________________________________________________________

City: State: Zip:

Scope of Work:________________________________________________________________________________________________________

City: State: Zip:

Scope of Work:________________________________________________________________________________________________________

City: State: Zip:

Scope of Work:________________________________________________________________________________________________________

CERTIFICATE OF INSURANCE

PRIOR TO COMMENCING SERVICES UNDER THIS CONTRACT, THE CONTRACTOR MUST FURNISH THE DISTRICT, CERTIFICATION FROM INSURER(S) FOR COVERAGES IN THE MINIMUM AMOUNTS AS STATED BELOW. THE

COVERAGES SHALL BE MAINTAINED IN FULL FORCE AND EFFECT DURING THE TERM OF THIS CONTRACT, AND SHALL NOT SERVE TO LIMIT ANY OTHER CONTRACTOR OBLIGATIONS.

NAME AND ADDRESS OF INSURANCE AGENCY: COMPANY

LETTER

COMPANIES AFFORDING COVERAGE:

A

B

NAME AND ADDRESS OF INSURED:

C

D

LIMITS OF LIABILITY

MINIMUM - EACH OCCURRENCE

COMPANY

LETTER

TYPE OF INSURANCE

POLICY

NUMBER

DATE

POLICY

EXPIRES

BODILY INJURY:

PER PERSON

EACH OCCURRENCE

PROPERTY DAMAGE

OR

BODILY INJURY

AND

PROPERTY DAMAGE

COMBINED

$1,000,000.00

$2,000,000.00

COMPREHENSIVE GENERAL LIABILITY FORM

PREMISES OPERATIONS

CONTRACTUAL

INDEPENDENT CONTRACTORS

PRODUCTS/COMPLETED OPERATIONS HAZARD

PERSONAL INJURY

BROAD FORM PROPERTY DAMAGE

EXPLOSION & COLLAPSE (IF APPLICABLE)

UNDERGROUND HAZARD (IF APPLICABLE)

SAME AS ABOVE

COMPREHENSIVE AUTO LIABILITY

INCLUDING NON-OWNED (IF APPLICABLE)

NECESSARY IF UNDERLYING

IS NOT ABOVE MINIMUM

UMBRELLA LIABILITY

STATUTORY

EACH ACCIDENT

$ 100,000.00

WORKMEN’S COMPENSATION AND

EMPLOYER’S LIABILITY

OTHER

THE PARADISE VALLEY UNIFIED SCHOOL DISTRICT IS ADDED AS IT IS FURTHER AGREED THAT NO POLICY SHALL EXPIRE, BE CANCELLED OR

ADDITIONAL INSURED AS REQUIRED BY STATUTE, CONTRACT, MATERIALLY CHANGED TO AFFECT THE COVERAGE AVAILABLE TO THE

PURCHASE ORDER OR OTHERWISE REQUESTED. IT IS AGREED DISTRICT WITHOUT THIRTY (30) DAYS WRITTEN NOTICE TO THE DISTRICT.

THAT ANY INSURANCE AVAILABLE TO THE NAMED INSURED SHALL THIS CERTIFICATE IS NOT VALID UNLESS COUNTERSIGNED BY AN

BE PRIMARY OF OTHER SOURCES THAT MAY BE AVAILABLE. AUTHORIZED REPRESENTATIVE OF THE INSURANCE COMPANY.

NAME AND ADDRESS OF CERTIFICATE HOLDER:

DATE ISSUED________________________________________

AUTHORIZED REPRESENTATIVE

VENDOR CONTACT FORM

COMPANY NAME:

PURCHASE ORDERS:

Mailing Address:

City: State: Zip:

Email Orders to:

Fax Orders to:

Paradise Valley Unified School District purchase order terms, conditions and instructions can be found at http://www.pvschools.net/domain/77

REMIT ADDRESS:

Same as above

Remit Name:

Address:

City: State: Zip:

CONTACT INFORMATION:

Phone Email

Customer Service

Accounts Receivable

Other:________________

Other:________________ http://www.pvschools.net/domain/77

Insert W-9 Form

EXHIBIT A

BONFIRE SUBMISSION INSTRUCTIONS

Paradise Valley Unified School District utilizes an online public procurement portal, Bonfire, to accept electronic proposals.

Please contact Bonfire for technical questions related to your submission or visit the help forum at https://customer.eunasolutions.com/public/s/.

Please follow these instructions to submit via the Bonfire public portal.

1. Prepare your submission materials:

Requested Information/Document File Type/Format Maximum # Files

Proposal PDF (.pdf) 1

● Note the type and number of files allowed. The maximum upload file size is 100 MB.

● Do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. Upload your submission at: https://pvschools.bonfirehub.com/portal

● Your submission must be uploaded, submitted, and finalized prior to the Closing Time of:

March 10, 2026, at 4:00 P.M. ARIZONA TIME

● We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

o Each item of Requested Information/Document will only be visible after the Closing Time.

o Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

o You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

o Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

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