1 - BPM006108 Executive Summary.pdf
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- Attached to
- Master Agreement AZ|CTR077301
- Contract number
- CTR077301
- Issued by
- Arizona
About this file
This document is an Executive Summary for a Request for Proposal (RFP) BPM006108 for Vending Equipment and Related Services, issued by the Arizona Department of Economic Security (DES) under the Business Enterprise Program (BEP). The solicitation was conducted in accordance with Arizona Administrative Code and Arizona Revised Statutes. Four companies submitted proposals: Arizona 1st Vending Solution, E & E Vending Solutions, Kearl LLC, and Kenneth Van Leer and Associates (dba: Vendtronics). The evaluation process involved initial and Best and Final Offer (BAFO) consensus evaluations, with an evaluation committee comprised of Steve Baranowski, Nilo Saif, and Ben White.
The RFP was for vending machine products and services (commodity code 48110000), with proposals evaluated on three criteria: Experience (500 points), Capability (300 points), and Cost (200 points). In the BAFO evaluation, Arizona 1st Vending Solution scored the highest at 570 points, followed by Kearl LLC at 513.93 points, E & E Vending Solutions at 513.33 points, and Kenneth Van Leer and Associates at 465.89 points. As a result, the Chief Procurement Officer recommended award to all four vendors. The solicitation process included multiple stages such as pre-offer conferences, negotiations, clarification requests, and verification of offerors against the Excluded Parties List.
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Text version
Katie Hobbs Governor
Michael Wisehart Director
1789 W. Jefferson, Mail Drop 1541, Phoenix, AZ 85007 P.O. Box 6123, Phoenix, AZ 85005
Telephone (602) 364-0170 Fax (602) 542-4496 https://des.az.gov/
DATE: May 30, 2025
TO: Solicitation File
FROM: Cheryl Pellegrino
Senior Procurement Officer Office of Procurement
SUBJECT: Executive Summary
BPM006108
Vending Equipment and Related Services RFP
PROGRAM: Business Enterprise Program (BEP)
This Request for Proposal (RFP) commenced under the Arizona Administrative Code (A.A.C), Arizona Procurement Code Revised November 2022, and Arizona Revised Statutes (A.R.S) Title 41, State Government § 41-2534.
Date Event and Description
Pre-Solicitation Activities
4/30/2024 Solicitation request received from RSA/BEP, PAR DERS-RSA24-D064
4/23/2024 First Procurement Disclosure Statement (PDS) was signed.
Solicitation Process
2/20/2025 The solicitation was issued electronically via the State’s eProcurement website, Arizona Procurement Portal (APP) for commodity code: 48110000 - Vending Machines. An electronic notification was sent to 86 prospective suppliers who were registered in APP.
2/18/2025 The solicitation was formally advertised in The Daily Independent in accordance with A.R.S. § 41-2534(C) and A.A.C. R2-7-C301(B)
3/5/2025 Pre-Offer Conference was conducted via teleconference in accordance with A.A.C.
R2-7-C302.
3/27/2025 Solicitation Amendment No. 1 was issued to correct an Arizona Procurement Portal error by opening the financial tab.
Evaluation Process
April 3 @ 3:00
P.M. MST
Proposals due. Submittal as follows:
Arizona 1st Vending Solution E & E Vending Solutions Kearl LLC Kenneth Van Leer and Associates, dba: Vendtronics
4/9/2025 Evaluation Committee trained on the process, roles, and responsibilities.
Confidentiality statements signed by Evaluation Committee members. Committee members were: Steve Baranowski, Nilo Saif, and Ben White.
4/23/2025 Initial Consensus Evaluation conducted in accordance with A.A.C. R2-7-C316.
5/7/2025 Negotiations conducted with Offeror(s) deemed reasonably susceptible for award:
Arizona 1st Vending Solution, E & E Vending Solutions, Kearl LLC, and Kenneth Van Leer and Associates, dba: Vendtronics
5/8/2025 A request for Best and Final Offer was issued in APP to all Offerors reasonably susceptible for award, in accordance with A.A.C. R2-7-C315.
5/12/2025 Best and Final Offer Received.
5/14/2025 Clarifications were sought from Arizona 1st Vending Solution and Kenneth Van Leer and Associates, dba: Vendtronics, in accordance with A.A.C. R2-7-C313.
Clarifications were issued through APP.
5/15/2025 Clarifications are due.
5/15/2025 Best and Final Offer Consensus Evaluation conducted, in accordance with A.A.C. R2- 7-C316.
5/20/2025 Clarifications were sought from Kenneth Van Leer and Associates, dba: Vendtronics, in accordance with A.A.C. R2-7-C313. Clarifications were issued through APP.
5/21/2025 Clarifications are due.
5/23/2025 Recommendations of award(s) made by the Evaluation Committee are as follows:
Arizona 1st Vending Solution, E & E Vending Solutions, Kearl LLC, and Kenneth Van Leer and Associates, dba: Vendtronics
5/23/2025 A Determination for Award was made in accordance with R2-7-C317.
5/23/2025 Verified Offerors not on Excluded Parties List.
5/29/2025 Significant Procurement Notification Form filed on SPO site
The proposals were evaluated with a total possible score of 1000 points. The evaluation criteria are Experience, Capability, and Cost. The recommendation is based on the following points, based on the evaluation criteria:
Initial Evaluation Consensus
Initial Overall Scoring for BPM006108 Vending Machine Products and Services
Max Arizona 1st
Vending Solution
E & E Vending Solutions Kearl LLC
Kenneth Van Leer dba:
Vendtronics
Experience 500 125.00 125.00 93.75 0 Capability 300 22.50 67.50 45.00 0 Cost 200 200 113.33 121.43 0
1000 347.50 305.83 260.18 0
BAFO Evaluation Consensus
Overall Scoring for BPM006108 Vending Machine Products and Services
Max Arizona 1st
Vending Solution
E & E Vending Solutions Kearl LLC
Kenneth Van Leer dba:
Vendtronics
Experience 500 250.00 250.00 250.00 218.75 Capability 300 120.00 150.00 142.50 150.00 Cost 200 200.00 113.33 121.43 97.14
1000 570.00 513.33 513.93 465.89
Basis of Award
In accordance with A.R.S. §41-2534(G) and A.A.C. R2-7-C317, the solicitation shall be awarded to the Offeror determined to be most advantageous to the state in accordance with the evaluation factors identified in the request for proposal, therefore, the Office of Procurement recommends the following award(s) and the Chief Procurement Officer concurs.
Arizona 1st Vending Solution E & E Vending Solutions Kearl, LLC Kenneth Van Leer and Associates, dba: Vendtronics
Date:
Yesenia Sandoval Chief Procurement Officer Arizona Department of Economic Security
5/30/25
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