1-RFP 26-014 Town of Parker Vending Services.pdf

Date

June 9, 2026

Solicitation Number

RFP 26-014

Solicitation Title

Town of Parker Vending Services

Proposals will be received until July 2, 2026, 10:00 a.m. MST, Electronically through Euna Procurement:

https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

For additional information please contact

Charles Ellis, Chief Procurement Officer Email: cellis@parkerco.gov

Documents included in this package • Cover Sheet

• Solicitation Instructions

• Scope of Work

• Proposal Submittal Requirements & Evaluation

Criteria

The undersigned hereby affirms that 1) they are a duly authorized agent of the vendor, 2) they have read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in the offer, (3) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this document, and (4) that the vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety (90) calendar days following the date of submission.

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Company Name: _______________________________________

Address: ______________________________________________ City/State/Zip: __________________________________________

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Authorized Representative’s Signature: __________________________________________________ Date: _____________________

Printed Name: _________________________________________ Title: _________________________________________________

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Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-014

Town of Parker Vending Services

Cover Sheet mailto:cellis@parkerco.gov

SUBMISSION OF OFFERS: The Town of Parker will accept electronic bid proposals submitted through the Bonfire/Euna Procurement bidding portal at: https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit vendor responses and to evaluate each vendor’s proposal.

Distribute Request for Proposal June 9, 2026

Pre-Proposal Teams Meeting June 23, 2026 @ 10:00 a.m. MST

Deadline for Submitting Questions June 25, 2026 @ 10:00 a.m. MST

Proposal Submission Deadline July 2, 2026 @ 10:00 a.m. MST

PRE-PROPOSAL MEETING:

The Teams meeting is located at the address below:

https://teams.microsoft.com/meet/248403714166271?p=CuUNp0UWc6SDIv0c20

RESPONSE TO QUESTIONS:

QUESTIONS REGARDING THIS SOLICITATION SHOULD BE SUMBITTED ELECTRONICALLY VIA

THE EUNA PROCUREMENT PORTAL ONLY.

Questions regarding this Solicitation should be entered electronically ONLY via the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities Q&A system. The Vendor submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s).

Any official interpretation of this Solicitation must be made by a representative of the Town’s Procurement Division who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by other employees of the Town

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through the Rocky Mountain E-Purchasing System and Euna Procurement. Copies of solicitations obtained from any other source are not considered official copies. Only those vendors who obtain solicitation documents from the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities portal will be in receipt of officially posted and relevant information regarding solicitations issued by the Town of Parker.

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-014

Town of Parker Vending Services

Solicitation Instructions https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://teams.microsoft.com/meet/248403714166271?p=CuUNp0UWc6SDIv0c20

1. GENERAL DESCRIPTION

The Town of Parker seeks to establish a comprehensive vending services contract to provide healthy vending machines and potentially micromarket solutions across multiple Town facilities. The selected vendor shall provide, install, operate, and maintain vending equipment at seven (7) locations including two Recreation

Centers, Parks Operations facility, Public Works facility, Police Department, Arts Center, and Town Hall. Services shall emphasize healthy food and beverage options while incorporating modern payment technologies and real-time inventory management capabilities.

2. SERVICE LOCATIONS AND HOURS OF OPERATION

• Town Hall, 20120 East Mainstreet

• Monday – Friday, 8:00 a.m. to 5:00 p.m.

• Employee only-(3) breakrooms

• PACE Center, 20000 Pikes Peak Avenue

• Monday – Friday, 8:00 a.m. to 5:00 p.m.

• Saturday – Sunday, Hours vary

• Public access

• Fieldhouse, 18700 East Plaza Drive

• Monday – Friday, 7:00 a.m. to 11:00 p.m.

• Saturday – Sunday, 7:00 a.m. to 10:00 p.m.

• Public access

• Recreation Center, 17301 E. Lincoln Ave.

• Monday – Friday, 5:30 a.m. to 10:00 p.m.

• Saturday, 7:00 a.m. to 8:00 p.m.

• Sunday, 8:00 a.m. to 7:00 p.m.

• Public access

• Public Works Operations Center (PWOC), 9045 Tammy Ln

• Monday – Friday, 8:00 a.m. to 5:00 p.m.

• Employee only

• Parks/Facilities, 12010 Motsenbocker Road

• Monday – Friday, 7:00 a.m. to 4:00 p.m.

• Employee only

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-014

Town of Parker Vending Services

Scope of Work

• Police Department, 18600 Lincoln Meadows Pkwy

• 24x7 facility

• Employee only (limited machine size requirements)

Each location shall receive appropriate vending equipment based on facility size, employee count, visitor traffic, and space availability as determined through joint site assessments between the vendor and Town representatives.

3. EQUIPMENT REQUIREMENTS

3.1 General Equipment Standards

All vending machines and micromarket equipment shall be new, never previously deployed preferably, and in excellent working condition. Equipment shall meet or exceed current Americans with Disabilities Act

(ADA) requirements and Energy Star certification standards where applicable.

3.2 Vending Machine Types

The Town is considering a combination of:

• Traditional snack vending machines

• Refrigerated food vending machines capable of dispensing perishable items including sandwiches

• Combination machines as appropriate for specific locations

• Micromarket kiosks with self-checkout capabilities

3.3 Technology Requirements

Equipment considerations include:

• Real-time inventory management systems with cloud-based monitoring

• Cashless payment processing capabilities

• Credit and debit card readers (chip and contactless enabled)

• Digital display screens showing product information and nutritional data

• Remote monitoring capabilities for tracking machine performance and inventory levels

• Wireless connectivity for data transmission

4. PRODUCT OFFERINGS AND HEALTHY OPTIONS

4.1 Minimum Healthy Product Requirements

A minimum of thirty percent (30%) of all products offered across the vending program shall meet healthy criteria as defined below. The vendor shall maintain this percentage at each individual location and across the entire program.

4.2 Healthy Product Categories

Healthy options shall include but not be limited to:

• Nut options including almonds, cashews, mixed nuts, and trail mixes

• Protein bars from various manufacturers

• Fig bars and fruit-based snacks

• Low-fat jerky and meat snacks (turkey, beef, and alternative proteins)

• Low-sugar beverages and snacks containing less than 10 grams of added sugar per serving

• Fresh fruit when feasible

• Yogurt and low-fat dairy products in refrigerated units

• Whole grain crackers and chips

• Vegetable chips and dried vegetables

• Bottled water and enhanced water products

4.3 Refrigerated Food Options

Refrigerated vending machines shall offer:

• Fresh sandwiches with variety including vegetarian and vegan options

• Salads and fresh vegetable combinations

• Fresh fruit cups and parfaits

• Protein boxes with eggs, cheese, and nuts

• Wraps and rolled sandwich options

• Hummus and vegetable combinations

4.4 Customer-Curated Selections

The vendor shall implement a customer preference program allowing Town employees and facility users to request specific products. The vendor shall:

• Conduct quarterly surveys to assess product preferences

• Maintain flexibility to adjust product mix based on sales data and customer feedback

• Provide seasonal and rotating product selections

• Accommodate special dietary needs including gluten-free, vegan, and allergen-free options where feasible

5. INVENTORY MANAGEMENT AND REPORTING

5.1 Real-Time Inventory System

The vendor shall provide a comprehensive inventory management system capable of:

• Tracking product levels in real-time across all machines

• Generating automatic alerts for low inventory situations

• Predicting restocking needs based on historical consumption patterns

• Monitoring product expiration dates for perishable items

• Tracking machine temperature for refrigerated units

5.2 Reporting Considerations

• Total revenue by location and machine

• Number of transactions by time period (daily, weekly, monthly)

• Commission calculations and payment summaries

• Product sales data by category and individual item

• Machine uptime and malfunction reports

• Customizable date range reporting capabilities

• Inventory turnover rates

• Customer complaint and resolution tracking

Reports shall be available on-demand and automatically generated monthly for review.

6. SERVICE AND MAINTENANCE REQUIREMENTS

6.1 Restocking Schedule

The vendor shall maintain adequate inventory levels at all times through:

• Regular restocking visits based on consumption patterns

• Minimum twice-weekly service for high-traffic locations

• Weekly service for moderate-traffic locations

• Immediate restocking of depleted popular items

• Fresh food rotation to ensure quality and safety

6.2 Equipment Maintenance

The vendor shall provide comprehensive maintenance services including:

• Preventive maintenance on scheduled basis

• Emergency repair response within twelve (12) to twenty-four (24) hours of notification

• Regular cleaning and sanitization of all equipment

• Immediate replacement of malfunctioning equipment that cannot be repaired within 48 hours

• Maintenance of proper refrigeration temperatures with continuous monitoring

• Regular calibration of payment systems

6.3 Service Standards

The vendor shall maintain:

• Machine operational uptime of 95% or greater

• Product availability rate of 90% or greater for core items

• Customer service hotline for reporting issues

• Online or mobile app-based problem reporting system

• Documentation of all service visits and maintenance activities

7. MICROMARKET OPERATIONS

7.1 Micromarket Components

If implemented, micromarkets shall include:

• Open shelving and refrigerated display cases

• Self-service kiosk with touchscreen interface

• Security cameras and anti-theft systems

• Product scanning technology

• Full range of payment options as specified for vending machines

• Seating areas where space permits

7.2 Product Variety

Micromarkets shall offer expanded product selection including:

• Fresh prepared meals and entrees

• Bakery items and breakfast options

• Extended beverage selections including coffee and tea

• Fresh produce when feasible

• Frozen meal options with appropriate heating equipment

• Condiments and utensils

8. FINANCIAL STRUCTURE

8.1 Revenue Sharing Program

The vendor shall propose and implement a commission-based revenue sharing program. The program shall include:

• Percentage-based commission paid on gross sales

• Monthly commission payments with detailed reporting

• Transparent pricing structure for all products

• Annual review and adjustment provisions

• Separate commission structures for vending machines versus micromarkets if applicable

8.2 Financial Reporting

Monthly financial reports shall include:

• Gross sales by location and machine

• Commission calculations with supporting detail

• Product category performance metrics

• Year-over-year comparison data once available

• Trending analysis for sales patterns

9. IMPLEMENTATION REQUIREMENTS

9.1 Installation Timeline

The vendor shall provide:

• Complete installation plan with timeline for all locations

• Site preparation requirements and specifications

• Coordination with facilities management

• Minimal disruption to ongoing operations during installation

• Testing and commissioning of all equipment before going live

9.2 Training and Support

The vendor shall provide:

• Training for designated Town staff on reporting systems

• User guides for employees on payment systems and product selection

• Marketing materials to promote healthy options (potentially)

• Ongoing support for program optimization

10. PERFORMANCE STANDARDS

The vendor shall maintain consistent service delivery through:

• Adherence to all response time requirements

• Maintenance of product freshness and quality standards

• Compliance with all health department regulations

• Regular equipment updates to maintain modern functionality

• Continuous improvement based on customer feedback and sales data

• Flexibility to adjust services based on changing needs

The vendor shall demonstrate capability to scale services up or down based on seasonal variations, special events, and changing facility usage patterns while maintaining all service standards and healthy product percentages specified in this scope.

RESPONSE SUBMISSION & EVALUATION CRITERIA

A. GENERAL FORMAT: The respondent shall submit a response electronically via the Euna Procurement portal.

B. INITIAL REVIEW OF RESPONSES BY PROCUREMENT: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

C. PROPOSAL SUBMITTAL REQUIREMENTS & EVALUATION CRITERIA:

A Town evaluation committee comprised of Town staff will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation committee. Submissions are evaluated and scored on a weighted system to determine the best value for the Town as follows:

1. Technical Capability and Equipment Quality (25 points)

Evaluation of the vendor's ability to provide new, never previously deployed vending machines and micromarket equipment that meets or exceeds current ADA requirements and Energy Star certification standards. Assessment will include the vendor's proposed mix of traditional snack machines, refrigerated food machines, and micromarket kiosks with self-checkout capabilities. Evaluate the technology features including real-time inventory management systems with cloud-based monitoring, cashless payment processing with chip and contactless enabled readers, digital display screens showing nutritional data, remote monitoring capabilities, and wireless connectivity for data transmission. Points will be awarded based on equipment specifications, technology integration, energy efficiency ratings, and demonstrated capability to provide the variety of machine types required across Town facilities.

2. Healthy Product Offerings and Menu Diversity (20 points)

Assessment of the vendor's commitment to and plan for maintaining a minimum of thirty percent (30%) healthy products across the entire vending program and at each individual location. Evaluation will focus on the specific healthy options proposed including nut varieties, protein bars, fig bars, low-fat jerky, low-sugar items with less than 10 grams of added sugar per serving, fresh fruit, yogurt, whole grain options, and vegetable-based snacks. Review the vendor's refrigerated food offerings including fresh sandwiches with vegetarian and vegan options, salads, fresh fruit cups, protein boxes, wraps, and hummus combinations.

Points will be assigned based on product variety, nutritional quality, accommodation of special dietary needs including gluten-free and allergen-free options, and the vendor's customer preference program for quarterly surveys and product mix adjustments based on Town employee feedback.

3. Service Reliability and Maintenance Program (15 points)

Evaluation of the vendor's service and maintenance capabilities including proposed restocking schedules with minimum twice-weekly service for high-traffic locations, emergency repair response within twelve to twenty-four hours, and immediate replacement of malfunctioning equipment that cannot be repaired within

48 hours. Assess the vendor's ability to maintain machine operational uptime of 95% or greater and product availability rate of 90% or greater for core items. Review will include preventive maintenance schedules, cleaning and sanitization protocols, temperature monitoring for refrigerated units, calibration procedures for payment systems, and the vendor's customer service infrastructure including hotline availability and online problem reporting systems. Points will be awarded based on demonstrated service history, response time commitments, and maintenance documentation practices.

4. Financial Proposal and Revenue Sharing Structure (20 points)

Analysis of the vendor's proposed commission-based revenue sharing program including the percentage of gross sales to be paid to the Town, pricing transparency across all products, and separate commission structures for vending machines versus micromarkets if applicable. Evaluation will include review of the vendor's monthly payment schedule, detailed financial reporting capabilities, and provisions for annual review and adjustment. Assess the competitiveness of commission rates, product pricing relative to market rates, and the overall financial benefit to the Town. Points will be assigned based on commission percentage offered, pricing competitiveness for employees and facility users, and flexibility in financial terms.

5. Experience and Past Performance (20 points) Review of the vendor's experience providing vending services to municipal governments, with emphasis on healthy vending programs and micromarket operations. Evaluate references from similar-sized municipalities, documented success in maintaining healthy product percentages, experience with multi-facility contracts, and history of meeting service level agreements. Assessment will include the vendor's financial stability, years in business, geographic service coverage in the Parker area, and ability to scale services based on seasonal variations and special events. Points will be awarded based on relevant experience, reference quality, demonstrated success with healthy vending initiatives, and local presence.

D. NEGOTIATIONS: The Town reserves the right to enter negotiations with one or more selected respondents.

E. BEST AND FINAL OFFER (BAFO): The Town reserves the right to request a BAFO from selected respondents.

The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award.

F. AWARD: The Town reserves the right to award a contract(s) and purchase order(s) to the company that provides the best value in performance of this service. The Town will make the final determination on the best value and award.

Some material in this document was generated using KaizenIQ and was reviewed for accuracy by a member of the Town’s Procurement Division before publication.