10-RFP-2025-009 Countywide Vending Services FINAL.pdf

DEPARTMENT OF ADMINISTRATIVE SERVICES

Procurement Division

RFP-2025-009: Countywide Vending Services

Issued: June 30, 2025 Closes: August 8, 2025

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MILWAUKEE COUNTY

Request for Proposal RFP- 2025 - 009 Countywide Vending Services

Issued on: June 30, 2025 At: 9:00 AM CST

Proposals Due on: August 8, 2025 At: 4:00 PM CST

Access to RFP and all related documents can be found:

On the County’s website at: https://county.milwaukee.gov/EN/Admin-Services/Bids-and-RFPs

Through the County’s Bonfire Portal at: https://countymilwaukee.bonfirehub.com https://county.milwaukee.gov/EN/Admin-Services/Bids-and-RFPs https://countymilwaukee.bonfirehub.com/

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1 TABLE OF CONTENTS

1 Table of Contents 2 Information Summary Sheet 3 Introduction

3.1 Introduction to Milwaukee County

3.2 Introduction to the Administering Departments

3.2.1 Procurement Division – DAS (DAS-Procurement)

3.2.2 Office of Economic Inclusion

3.2.3 Risk Management Division

3.2.4 Information Management Services Division – DAS (DAS-IMSD)

4 Current Scope & Background

4.1 Information Accuracy & Purpose

4.2 History & Current State

4.3 Operational Information

4.3.1 Current Equipment & Service Location Data

4.3.2 2023 – 2025 Sales Data

5 Request

5.1 Statement of Purpose

5.2 Request Summary

5.3 Offeror Minimum Qualifications & Responsibilities

5.3.1 Minimum Qualifications

5.3.2 Non-Responsibility & Non-Responsiveness

5.4 Targeted Business Enterprise Participation Bonus Points

5.4.1 Additional Consideration for Diverse but Non-Certified Firms

6 Scope of Work

6.1 Service Requirements

6.1.1 General

6.1.2 Exclusivity and Existing Agreements

6.1.3 Personnel

6.1.4 Service Locations & Delivery Requirements

6.1.5 Equipment

6.1.6 Products & Inventory Management

6.1.7 Optional (Value-Added) Services & Program Expansions

6.1.8 Service & Customer Service Standards

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6.1.9 Reporting Requirements & Key Performance Indicators

6.1.10 Transition and Installation Requirements

6.2 Technology Requirements

6.2.1 Security

6.3 Environmental Stewardship

6.3.1 Energy Conservation & Climate Awareness

6.3.2 Resource Management

6.3.3 Prohibition of Single-Use Plastics & Polystyrene Foam

6.4 Pricing, Price Adjustments, & The County Budget

6.4.1 Pricing & Pricing Changes

6.4.2 Accounting Cycle, Fiscal Year Funding

6.4.3 Budget Process Overview

6.4.4 Economic Price Adjustments

7 Proposal Content

7.1 Technical Proposal Content

7.1.1 Qualifications & Experience

7.1.2 Operational Plan

7.1.3 Equipment Specifications & Technology Requirements

7.1.4 Product Offerings

7.1.5 Optional (Value-Added) Services & Program Expansions

7.1.6 Customer Service

7.1.7 Personnel

7.1.8 Reporting & Key Performance Indicators

7.1.9 Commitment to Racial Equity

7.1.10 TBE Information

7.2 Price Proposal Content

7.3 Equipment Field Testing

8 The County’s Procurement Practices

8.1 Best Practices in Public Procurement

8.2 Laws & Rules for Formal Purchases

8.2.1 State Statutes – State of Wisconsin

8.2.2 Local Ordinances – Milwaukee County

8.3 The Authority of the County Executive

9 Offeror Responsibilities

9.1 Understanding the Solicitation

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9.2 Identifying Ambiguities, Errors, and Omissions

9.3 Monitoring the Bonfire Portal

9.4 Reimbursement of Expenses

9.5 Firm Commitment, Availability, Proposal Validity

9.6 Federal, State, and Local Regulations

9.7 Permits and Licenses

10 The RFP Process

10.1 Communicating with the County During the RFP Process

10.1.1 Asking Questions

10.1.2 Requesting Accommodations

10.2 Pre-Proposal Conferences & Site Tours

10.2.1 Pre-Proposal Conferences

10.2.2 Site Tours

11 Preparing & Submitting a Proposal

11.1 Preparing a Response

11.1.1 Writing a Technical/Program Proposal

11.1.2 Writing a Price Proposal

11.1.3 Requesting Exceptions to Solicitation Terms

11.1.4 Understanding Public Records Requirements

11.2 Submitting a Proposal

11.2.1 Using the Bonfire Portal

11.2.2 Providing Proof of Responsiveness & Responsibility

11.2.3 Providing Proof of TBE Participation

11.2.4 Submitting the Technical Proposal

11.2.5 Submitting the Price Proposal

11.3 Modifying and Withdrawing Proposals; Late Proposals

11.3.1 Modifying or Withdrawing Your Proposal

11.3.2 Late Proposals

12 The Evaluation Process

12.1 Evaluation Criteria & Scoring

12.2 Evaluation Committee

12.3 How the County Will Score Proposals

12.3.1 Preliminary Evaluation

12.3.2 Targeted Business Enterprise Participation Evaluation

12.3.3 Independent Evaluation

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12.3.4 Formal Interviews / Technical Demonstrations

12.3.5 Reference Checks

12.4 Appendices & Required Documents

12.4.1 Appendices

12.4.2 Required Documents

13 The Award Process

13.1 Notice of Intent to Award; Negotiations

13.2 Protests and Appeals

13.3 Debriefings

14 Milwaukee County’s Rights

14.1 Public Records & Information Release

14.2 Disclosure & Use of Information Before Award

14.3 Additional Information Requests

15 Milwaukee County Policies

15.1 Contractor Code of Conduct

15.2 Responsible Contractor Policy

15.3 Policy Regarding Non-Interest of County Employees & Officials

15.4 Code of Ethics

15.5 Policy Regarding Debarment & Suspension

15.6 Safety & Security Policies

15.7 Drug Use Policies

15.8 Security & Background Checks

15.9 Information Technology Policies

16 Definitions

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2 INFORMATION SUMMARY SHEET

Solicitation Title: Countywide Vending Services

Solicitation Number: RFP – 2025 – 009

Issuing Department: The Department of Administrative Services Procurement Division

Issue Date: June 30, 2025

9:00 AM CST

Site Tours Held: To Be Announced

Pre-Proposal Conference Details:

July 18, 2025

1:00 – 2:00 PM CST

Microsoft Teams Webinar – Please Register Here!

Deadline for Receipt of Questions: August 1, 2025

4:00 PM CST

County’s Answers to Questions: Provided in Bonfire on a Rolling Basis

Proposal Receipt Deadline: August 8, 2025

4:00 PM CST

Interview & Demonstrations Held: September 9th, 10th, and 12th, 2025

9:00 AM – 12:00 PM CST

Notice of Intent to Award (Projected): September 22, 2025

Service Starting Date (Projected): Quarter 1 or 2, 2026

Submission Location: https://countymilwaukee.bonfirehub.com/opportunities/168686

Administrator:

Lael MacLellan, CPPB, NIGP-CPP Department of Administrative Services, Procurement Division

633 W. Wisconsin Avenue, Suite 901

Phone: 414-278-4129 Email: Lael.MacLellan@milwaukeecountywi.gov https://events.gcc.teams.microsoft.com/event/614ec759-51c8-4674-a09d-00526fbafa1e@ab0c01f6-19e5-4e29-9dab-4d03f82b6495 https://countymilwaukee.bonfirehub.com/opportunities/ mailto:Lael.MacLellan@milwaukeecountywi.gov

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3 INTRODUCTION

3.1 INTRODUCTION TO MILWAUKEE COUNTY

Milwaukee County was formed in 1835 when it was part of the Michigan Territory. Before that, different Native American tribes lived there, and French priests and traders explored the area starting in 1674. The name “Milwaukee” is thought to come from a Native American word that means “good land.”

Today, about 952,000 people live in Milwaukee County. It is the most populated county in Wisconsin and the 47th largest in the United States. The County is on the shores of Lake Michigan and covers 241 square miles. It has cities, suburbs, and rural areas. 19 municipalities make up Milwaukee County, from the City of Milwaukee with 595,047 people to small villages like River Hills with 1,597 people.

Milwaukee County has three parts of government: the executive branch, the legislative branch, and the judicial branch. The County Executive is the County’s chief executive officer. The County Board of Supervisors makes laws and decisions about how to spend the County’s money. The Chief Judge represents the judicial branch. Other important elected officials at the County include the Comptroller, Clerk of Courts, County Clerk, District Attorney, Register of Deeds, Sheriff, Treasurer, and municipal judges.

Milwaukee County collects property taxes, builds and fixes highways, plans land use, and takes care of parks and recreation areas. It also follows certain state laws, like keeping court records, managing elections, keeping birth and death records, marriage licenses, and property deeds, and enforcing state criminal laws. The County also runs state programs like health and human services, child support services, and court-related programming.

The County’s Vision is “By achieving racial equity, Milwaukee will be the healthiest County in Wisconsin.” This means the County wants to make sure that race does not affect health outcomes and that everyone’s outcomes get better.

To achieve the Vision, Milwaukee County is dismantling institutional racism in County government by establishing policies, practices, and a culture that creates intentional inclusion, reduces inequities, and invests in equity and equitable policies going forward.

The County’s mission is “to provide high-quality, responsive services that enhance self-sufficiency, personal safety, economic opportunity, and quality of life for its entire people.”

Milwaukee County is a Midwestern hub for business, travel, industry, recreation, and culture. The County’s strong sense of community makes it a great place to live, work, and raise a family.

3.2 INTRODUCTION TO THE ADMINISTERING DEPARTMENTS

3.2.1 PROCUREMENT DIVISION – DAS (DAS-PROCUREMENT)

The Procurement Division of the Department of Administrative Services (“Procurement”) sources and contracts for supplies, materials, equipment, and services that County Departments and Divisions need. Procurement creates standards, writes specifications, signs contracts and purchase orders, handles Requests for Proposals (“RFPs”) and Invitations to Bid (“ITBs”), and helps the Facilities Management Division, Architecture, Engineering, and Environmental Services Section sell old or extra supplies and equipment.

In Milwaukee County, the County Executive has the power to make purchases and sign contracts for all County property that is not zoned as park land. The County Executive currently administratively enforces the rules for public purchasing in https://milwaukeecountywi.sharepoint.com/sites/RFP-2024-010SalesforceImplementationPartner/Shared%20Documents/Phase%201%20-%20RFP%20Drafting/Draft%20Docs/county.milwaukee.gov https://county.milwaukee.gov/EN/County-Executive https://county.milwaukee.gov/EN/Board-of-Supervisors https://county.milwaukee.gov/EN/Courts/Chief-Judge https://county.milwaukee.gov/EN/Administrative-Services/Procurement

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Chapter 32, Subchapter II (Procurement Division) and Chapter 56.30 (Professional Services) of the Milwaukee Code of Ordinances where possible. The County may deviate from these rules where needed to make sure the public procurement process is fair, open, transparent, equitable, and aligns with best practices. The County Executive retains the authority to make these changes under the law. The Procurement Division works under the County Executive to help County Departments and Divisions follow the rules in Chapter 32, Subchapter II, and Chapter 56.30.

The staff of the Procurement Division follow the NIGP and UPPCC Code of Ethics for public procurement. They are members of the National Institute of Government Procurement and the Wisconsin Association of Public Procurement.

Procurement strives to empower the County’s divisions and departments through a fair, equitable, ethical, and transparent procurement process for goods and services purchased by Milwaukee County and seek to uphold the public trust in everything we do.

3.2.2 OFFICE OF ECONOMIC INCLUSION

Milwaukee County’s Office of Economic Inclusion (“OEI”) is a partner to minority-owned, women-owned, and small businesses. OEI provides Disadvantaged Business Enterprise (“DBE”) and Targeted Business Enterprise (“TBE”) companies information about upcoming contracts in different business sectors and about procurement opportunities in the County. OEI’s goal is to make sure DBE and TBE companies are given an equitable opportunity to participate in County contracts and win County business. OEI advocates for DBE and TBE participation in as many County contracts as possible and works to improve opportunities for equitable contracting.

For more information on the Office of Economic Inclusion and Targeted Business Enterprise requirements in County contracting and for this solicitation, please see PROC-1: The County’s Vision of Achieving Racial Equity – Information for County Suppliers and Vendors.

3.2.3 RISK MANAGEMENT DIVISION

The Risk Management Division is part of Milwaukee County's Department of Administrative Services. The Risk Management team oversees all lines of liability claim administration, self-insurance functions, excess insurance procurement, safety and loss prevention and ensures proper risk transfer techniques for all the County's contractual obligations. Risk Management establishes the insurance requirements for each public procurement based on the goods or services the County plans to buy and assists Procurement in assessing potential risks throughout the solicitation process as needed.

3.2.4 INFORMATION MANAGEMENT SERVICES DIVISION – DAS (DAS-IMSD)

The Information Management Services Division (“IMSD”) is responsible for the management, oversight, and development of effective information and technology services for the County. IMSD is focused on identifying and implementing high quality, innovative, and transformative IT solutions that improve government performance, efficiency, and transparency at all levels. IMSD is made up of the following teams:

3.2.4.1 INFRASTRUCTURE AND OPERATIONS

Includes data center, network / telecommunications, IT security, end user device, and service desk management.

3.2.4.1.1 DATA CENTER AND NETWORK / TELECOMMUNICATIONS MANAGEMENT

Provides research, acquisition, installation, maintenance, and support services for countywide telecommunications and data network infrastructure, as well as server, storage, backup, and Office 365 environments. The network / telecommunications team administer voice, video, conferencing, and data communications systems and provide oversight of the architecture, design, planning, configuration, and https://library.municode.com/wi/milwaukee_county/codes/code_of_ordinances?nodeId=MICOCOGEORVOI_CH32DEAD_SUBCHAPTER_IIPRDI_32.22DEADSE https://library.municode.com/wi/milwaukee_county/codes/code_of_ordinances?nodeId=MICOCOGEORVOII_CH56ADCOMICO_56.30PRSE https://www.nigp.org/about-nigp/code-of-ethics-nigp https://uppcc.org/About-UPPCC/Code-of-Ethics https://county.milwaukee.gov/EN/Administrative-Services/Office-of-Economic-Inclusion https://county.milwaukee.gov/EN/Administrative-Services/Risk-Management https://county.milwaukee.gov/EN/Administrative-Services/Information-Management-Services

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3.2.4.1.2 END USER DEVICE AND SERVICE DESK MANAGEMENT

Enhances customer service and end-user uptime using technology standards, IT service management best practices, and Information Technology Infrastructure Library (ITIL) governance procedures. The Service Desk is the central point of contact for users to initiate service requests for computers, software, mobile technology, and printers, report incidents, manage change requests, and manage problem tickets.

3.2.4.1.3 IT SECURITY MANAGEMENT

Provides security awareness, policies and procedures, access controls, network security and monitoring for the County. This team develops and delivers security awareness training, administers email campaigns, conducts periodic knowledge testing (phishing expeditions), develops and periodically reviews security policies, procedures and standards, identifies and periodically reviews critical applications, manages security incidents, manages and reviews identity and access management, continuously monitors network and system availability, oversees remote access services, network security and firewall management, and mitigates technological risk through securing, monitoring, and auditing technology systems and data.

3.2.4.2 PROJECT MANAGEMENT OFFICE

Provides IT project management to improve the speed and value of Milwaukee County IMSD technologies through stable and well-ordered project methods. The PMO team provides project management leadership, standards, repeatable processes, and best practice methods to deliver IT projects on time and on budget.

3.2.4.3 IT GOVERNANCE AND BUSINESS SOLUTIONS

3.2.4.3.1 IT GOVERNANCE

Provides oversight of administrative and strategic functions, including IT contract management, IT financial and vendor management, enterprise IT governance, employee development, engagement, standards and metrics, and IT quality assurance.

3.2.4.3.2 BUSINESS SOLUTIONS

Provide technology, business development, and digital transformation services by working directly with Departments and outside agencies to align technology solutions to departmental strategies and enterprise roadmaps, drive value within client departments, and empower them to improve business operations.

3.2.4.4 APPLICATION SERVICES

Promotes an enterprise strategy to advance countywide IT maturity and sustainability for application design, delivery, and support. This office delivers and supports innovative, cost-conscious software solutions to enhance departments’ capabilities to better serve their constituents.

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4 CURRENT SCOPE & BACKGROUND

4.1 INFORMATION ACCURACY & PURPOSE

This section provides Offerors with current and historical information about Milwaukee County's Vending services.

This section does not describe new or expanded Services requested by the County. For a description of the future Services requested by the County through this RFP, please refer to Section 6: Scope of Work.

The Services described in Section 4 are currently or historically provided by the vendor servicing Milwaukee County’s sites (the “Incumbent Vendor”). This information is provided to help Offerors understand the County’s operational expectations and service history and develop informed, responsive Proposals. The information reflects the best available data at the time of issuance but should not be considered exhaustive or final. Any information presented in this section is provided to support the development of responsive and responsible Proposals but is not a substitute for the Offeror's own due diligence. Offerors should perform their own discovery and ask questions during the RFP process to ensure they have a full and accurate understanding of current and future service needs.

For purposes of this solicitation, references to the current provider will be made using the term "incumbent vendor" to maintain neutrality and ensure competitive fairness. The existing contract and its amendments are incorporated into this solicitation by reference for historical and informational purposes. Vendors interested in this RFP should not contact or discuss this solicitation with the incumbent vendor, as doing so may result in disqualification

4.2 HISTORY & CURRENT STATE

Milwaukee County has historically contracted for Vending and Unattended Vending (Micro-Market and Vending machine) installation, stocking and re-stocking, and maintenance services (the “Vending Services” or “Services”) through a third-party vendor. The incumbent vendor currently operates Vending Services under the terms of an amended agreement originally executed in 2018. Vending machines are located across multiple County departments and facilities, including secure and restricted access sites.

Services under the current contract include the provision, maintenance, and stocking and re-stocking of Vending machines that dispense food, snacks, and beverages to County employees, guests, and the general public as well as self-checkout, unattended Micro-Market (“Unattended Vending”) Services located in staff-accessible break rooms and certain non-public spaces. Multiple contractual agreements are or were in place at different County locations. Some of these agreements include revenue sharing based on gross sales, service level requirements, and equipment replacement expectations.

The incumbent vendor retains full ownership of all Vending Equipment and supplies at all County locations and operates the Vending program on a profit and loss basis. Vending services are delivered at no cost to the County. Some agreements or locations generate revenue through commission-based payments made to the County. When commissions are in effect at a location, they are calculated based on a percentage of net Vending sales, as defined in the current agreements in place at each location.

4.3 OPERATIONAL INFORMATION

The Incumbent Vendor is responsible for purchasing, installing, servicing and maintaining, stocking and restocking, and removing (if necessary) all Vending machines and self-checkout kiosks (the “Equipment”). Equipment includes both refrigerated and non-refrigerated units, snack machines, beverage machines, combination units, and Unattended Vending Equipment such as refrigerated and non-refrigerated displays, self-checkout kiosks, cameras, networking and internet access Equipment, etc. All units are equipped with credit/debit card readers and support cashless payment options.

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Machines must meet ADA (“Americans with Disabilities Act”) accessibility standards.

Equipment service and maintenance response times and repair turnarounds are monitored by the County and must meet specified service levels. County-authorized staff coordinate with the Incumbent Vendor’s district and regional contacts to address service concerns and facility access needs.

The Incumbent Vendor is responsible for the selection of food, snacks, beverages, and sundries offered for sale at Unattended Vending locations and in Vending machines (the “Products”), and for monitoring sales and adjusting Product offerings as necessary and/or as requested by Milwaukee County based on customer sales data and suggestions or requests. The Incumbent Vendor must monitor any fresh Products or Products with “use-by” or “best-by” dates to ensure all Products offered for sale are fresh, unexpired, and safe for purchase and consumption.

4.3.1 CURRENT EQUIPMENT & SERVICE LOCATION DATA

As of the date of issuance of this RFP, Vending Services are provided at approximately fifty (50) locations in approximately ten (10) Milwaukee County facilities. A list current machine types, services, and site addresses is included Appendix A:

Service Locations and Sales Data. Locations include, but are not limited to:

• the Community Reintegration Center (CRC) at 8885 S. 68th Street, Franklin, WI 53132

• the Department of Health and Human Services at:

o the legacy Marcia P. Coggs Health & Human Services Center (1220 W. Vliet Street, Milwaukee, WI 53205; this location is now closed) o the current Marcia P. Coggs Health & Human Services Center (1230 W. Cherry Street, Milwaukee, WI 53205) o the Vel R. Phillips Youth & Family Justice Center (10201 W. Watertown Plank Road, Milwaukee, WI 53226)

• the Milwaukee County Sheriff’s Office (MCSO) at:

o the Safety Building and Milwaukee County Jail (821 W. State Street, Milwaukee, WI 53233) o the Sheriff’s Training Academy (9225 S. 68th Street, Franklin, WI 53132) o the Mitchell International Airport Sheriff’s Substation (5800 S. Howell Avenue, Milwaukee, WI

53207)

• the Department of Transportation (MCDoT) at:

o Fleet Airport Garage (5800 S. Howell Avenue, Building A, Milwaukee, WI 53207) o Fleet Main Garage (10320 W. Watertown Plank Road, Milwaukee, WI 53226) o Fleet North Garage (6270 N. Hopkins Street, Milwaukee, WI 53209)

Facility access varies, and some locations require scheduled access, badging, and/or compliance with security protocols.

No proprietary Vending software is currently used or required by the County. The Incumbent Vendor may utilize back-end systems for inventory and reporting, but these systems are not integrated with County infrastructure. Offerors proposing software-based solutions must describe compatibility with the County’s IT environment and comply with the technology standards and requirements identified in Section 6.2: Technology Requirements.

4.3.2 2023 – 2025 SALES DATA

Sales Data for the 2023-2024 and 2024-2025 years are provided in Appendix A: Service Locations and Sales Data. A high-level summary of sales data is provided in Figure 4-1: 2023 – 2025 Sales Data Summary, below. Milwaukee County does not guarantee any volume of sales under the future contract. Sales data is provided to assist Offerors in understanding the size and scope of Milwaukee County’s current Vending and Unattended Vending program.

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Figure 4-1: 2023 – 2025 Sales Data Summary Vending Service Year(s) Served Units Sold Total Sales

Vending 2023 – 2024 178,625 $ 339,561.00

2024 – 2025 212,174 $ 408,408.00

Micro-Market 2023 – 2024 104,516 $ 226,980.00

2024 – 2025 129,145 $ 288,487.00

Combined 2023 – 2024 283,141 $ 566,541.00

2024 – 2025 341,319 $ 696,894.00

4.3.2.1 IMPACTS TO SALES DATA

Sales data may be impacted by two major factors:

• The COVID-19 Pandemic and Milwaukee County Employee Furloughs and Telework. Beginning in 2020, the COVID-19 pandemic had a widespread effect on Milwaukee County, including in the manner and location of County staff work. In 2020 and 2021, Countywide furloughs impacted on-site staff and the overall number of County staff occupying or moving through County facilities. Furloughs also impacted the number of constituent visitors to County facilities such as the Courthouse and Criminal Justice Facility due to reduced services and/or limited public hours of the facilities and County staff. In addition to furloughs, a shift to telework and the creation and adoption of a telework policy further reduced County staff’s physical presence in facilities. Data in 2023, 2024, and 2025 is not impacted by furloughs, but continues to be impacted by telework and hybrid-work policies; however, Vending and Unattended Vending sales numbers climbed in 2024-2025, and the County expects this trend to continue.

• Milwaukee County Facility Construction & Moves. 2024, 2025, and 2026 represent enterprise shifts in the work locations of Milwaukee County staff. In 2024 and 2025, the opening of several new facilities and major upgrades to existing facilities required large-scale staff moves, which likely impacted the overall sales volume of the Vending program. 2026 is expected to see similar large-scale staff moves. Impacted facilities include:

o The Marcia P. Coggs Human Service Center, which decommissioned and spun-down its legacy building at 1220 W. Vliet Street and moved to the newly constructed Coggs Center a block away at 1230 W. Cherry Street. The new Coggs Center, a four-story, 60,000 square-foot facility, officially opened on June 13, 2025. The facility houses the Department of Health and Human Services, the largest department in Milwaukee County government, and remains a “trusted location” to access health and human services, in an area meaningfully close to its original location in the King Park neighborhood and with the inherent benefits of walkability and access by public transit. Foot traffic through the building is driven by DHHS’ “No Wrong Door” model of customer service, with the first floor intended to provide information and services to the public directly to ensure all constituents can access holistic care and services as well as resources offered by community partners. The NourishMKE food pantry is also located on the first floor. The upper three floors house the administrative space for DHHS staff. Services provided include the Aging and Disability Resource Center, MKE Mobile Crisis 24/7 and Crisis Response, Housing services, Child Support Services, RFP-2025-009: Countywide Vending Services

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Disabilities Services, Children’s Services, Family Services, Older Adult Services, Veterans’ Services, Behavioral Health Services, Youth Justice, Wraparound Milwaukee, Management Services, and Transportation Services.

o The Medical Examiner’s Office and Center for Forensic Science and Protective Medicine.

Today, the Medical Examiner’s Office located at 933 W. Highland Avenue is in an undersized and aging building separated from other Countywide forensic and emergency operations staff. The Office of Emergency Management (“OEM”) is half a mile away in the Clark Building at 633 W.

Wisconsin Avenue, a location owned by Founders 3 Real Estate Services. The County leases four floors in the building – floor 7, which houses OEM; floor 9, which houses the Department of Administrative Services (Economic Development, Office of Economic Inclusion, Risk Management, and Procurement) and Comptroller’s Office Audit Division; floor 10, which houses the Department of Administrative Services (Facilities Management and Central Business Office), and floor 11, which houses the Department of Administrative Services (Information Management Services Division). In 2026, the ME’s Office and OEM will move to the new Center for Forensic Science and Protective Medicine, a 4-story, 212,000 square-foot facility located at the Milwaukee Regional Medical Center. The new building, a joint project between the State of Wisconsin and Milwaukee County, will house the ME and OEM as well as the state’s Department of Justice Milwaukee Crime Lab.

o The Clark Building (633) and ASQ Center (600 N. Plankinton Avenue, Suite 600). The Department of Administrative Services occupants at the Clark Building spun down operations in that location beginning in 2025. All remaining County staff will depart the Clark Building by July 21, 2025, and will relocate to the 6th floor of the ASQ Center located at 600 N. Plankinton Avenue. This move represents a reduction in square footage of just under 20,00 square feet, from the Clark Building’s 4 floors and 42,000 square feet to a single floor at the ASQ Center totaling approximately 25,000 square feet.

5 REQUEST

This request helps Suppliers understand what goods and services the County wants to obtain using the RFP process. It has a summary of what is needed and a list of minimum requirements that interested Suppliers must meet.

This RFP document gives Suppliers the basic information they need to submit a Proposal. The County wants Suppliers to share their experience and ideas in their responses. They should provide creative and forward-thinking solutions to the issues mentioned. Suppliers must use this RFP document, its attachments, and any updates as a guide when writing their Proposals.

Make sure the Offeror can provide all the services according to the requirements in the Scope of Work. If an Offeror can't provide all the services as specified, their Proposal will not pass the first check and will be considered non-responsive. Non-responsive Proposals are not scored.

5.1 STATEMENT OF PURPOSE

Milwaukee County seeks proposals from qualified vendors to provide comprehensive Countywide Vending and unattended retail services, including traditional Vending machines and Micro-Market options. The County aims to ensure equitable access to fresh, affordable snacks and beverages across County buildings, while improving customer satisfaction, Product variety, and service quality. This RFP will support the selection of a vendor that aligns with the

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County's goals around sustainability, transparency, and equity.

5.2 REQUEST SUMMARY

The County intends to contract with a single qualified vendor (the “Awardee”) to furnish, install, service and maintain, and operate Vending machines and unattended retail (Micro-Markets) at various County owned and operated locations. The Awardee must own all proposed Vending and Micro-Market Equipment. The Awardee will provide Products, install and maintain Vending Equipment, manage Inventory and cashless payment systems, report sales and commissions, and maintain service standards.

The County seeks a six (6) year contract, contingent upon the quality of the Awardee’s performance. The County will evaluate the Awardee’s performance annually using industry-standard metrics such as machine uptime, timely service response, Product quality and pricing, customer satisfaction, and accurate reporting, as further described in Section 6:

Scope of Work. If the Awardee fails to meet mutually agreed-upon thresholds in these areas, the County reserves the right to terminate the contract for cause in accordance with the terms established in the final agreement.

The selected Awardee will:

• Provide Vending services on a profit and loss basis.

• Pay commissions based on net sales at most locations.

• Provide discounted pricing at select facilities in lieu of commissions, at the facility’s request.

• Install and maintain modern, accessible, and energy-efficient Vending and Micro-Market Equipment.

• Accept major credit and debit cards (Visa, MasterCard, and Discover) as well as digital wallets (Apple Pay, Google

Pay).

• Ensure prompt service, maintenance, and replenishment.

• Provide a 24/7, 365 customer support phone line, web portal, or application for troubleshooting and issue resolution and respond to inquiries within two (2) hours of report during business hours (7:30 AM – 4:30 PM CST) and within six (6) hours during off-hours (4:31 PM – 7:29 AM CST).

• Ensure all Equipment and Products meet or exceed all applicable federal, state, or local food codes, food safety laws or regulations, and/or laws, regulations, or certifications governing food and health safety, electrical safety, refrigeration safety, and sanitary design or construction standards.

• Meet County standards for background checks, safety, and secure access.

• Submit monthly commission, mis-vend, service refund, and customer reimbursement reports and ensure transparent operations.

• Allow the County to add, remove, or change services to machine locations and facilities and departments served throughout the life of the awarded contract.

• Refrain from requiring exclusive use of the Awardee to provide certain services (hot beverage, Micro-Market, café/cafeteria) to minimize disruptions to existing County services.

5.3 OFFEROR MINIMUM QUALIFICATIONS & RESPONSIBILITIES

5.3.1 MINIMUM QUALIFICATIONS

To be considered for this opportunity, Offerors must:

5.3.1.1. Demonstrate at least three (3) years of experience providing full-service Vending and unattended retail solutions to government or institutional clients (colleges and universities, hospitals, etc.) or clients comparable to Milwaukee County.

5.3.1.2. Provide at least three (3) references for whom the Offeror provides or provided similar services within

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5.3.1.3. Demonstrate the ability to furnish, install, service, and maintain Vending and unattended retail systems.

5.3.1.4. Comply with all requirements outlined in Section 6: Scope of Work and answer all questions and provide all requested information in Section 7: Proposal Content.

5.3.1.5. Certify that the proposing entity has not been disqualified or debarred by any other state, local, or federal government entity from participating in the entity’s competitive solicitations, or from working with that entity for reasons of contract breach or non-compliance.

5.3.1.6. Agree to enter into a contract with the County and comply with all terms and conditions required by state or local law, regulation, or ordinance, should the Offeror be determined the winner of the solicitation.

5.3.2 NON-RESPONSIBILITY & NON-RESPONSIVENESS

Milwaukee County will consider Proposals non-responsive or Offerors non-responsible if

5.3.2.1. The Proposal is incomplete or fails to meet the requirements of this RFP, including the Targeted Business Enterprise (TBE) goal assigned.

5.3.2.2. The Proposal includes alternate or conditional terms.

5.3.2.3. The Offeror proposes a subcontracted or third-party solution not under its control.

5.3.2.4. The Offeror has been debarred or disqualified from other public-sector solicitations.

5.3.2.5. The Offeror fails to demonstrate financial stability or technical capacity to perform the work.

5.4 TARGETED BUSINESS ENTERPRISE PARTICIPATION BONUS POINTS

There is no Targeted Business Enterprise (TBE) goal assigned to this RFP. However, Milwaukee County reserves the right to award up to fifty (50) bonus points to Offerors who will utilize certified TBE firm(s) and up to twenty-five (25) bonus points to Offerors who will utilize diverse but non-certified firms for a total of seventy-five (75) possible bonus points. The Office of Economic Inclusion will evaluate and assign bonus points at its sole discretion, following the guidelines in this Section.

Offerors who are certified TBE firms may propose as “Self-Performing Primes”. To be considered a “local” TBE firm, the firm have a primary business address located within the geographical boundaries of Milwaukee County.

Bonus points may be achieved as follows:

Points Awarded TBE Relationship 39 - 50 Offeror is a local or non-local Self-Performing Prime using TBE subcontractors.

27 - 38 Offeror is a local Self-Performing Prime.

14 - 26 Offeror is a non-local Self-Performing Prime.

1 – 13 Offeror is a non-TBE Prime using TBE subcontractors.

0 Offeror is a non-TBE Prime with no TBE subcontractors.

To receive the bonus points, the Offeror must:

• clearly describe in its Proposal and any submitted TBE forms the commercially useful function the proposed TBE firm(s) will perform;

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• explain how the function fulfills a requirement of the Scope of Work or supports the Services proposed; and

• demonstrate that the function the TBE firm will perform will be required for the duration of the contract term (for this RFP, up to five years).

5.4.1 ADDITIONAL CONSIDERATION FOR DIVERSE BUT NON-CERTIFIED FIRMS

Offerors who are not certified TBEs but can demonstrate that they are majority-owned, led, or substantially staffed by individuals from historically underrepresented or marginalized groups (e.g., women, people of color, LGBTQ+ individuals, people with disabilities, veterans) may receive partial bonus points based on the degree of ownership and operational control.

To be eligible for these additional points, the Offeror must:

• Clearly document the ownership and leadership structure, including race/ethnicity/gender of key personnel.

• Demonstrate how these characteristics influence the firm’s decision-making, staffing, and service delivery.

• Describe how their diversity directly supports the equity and inclusion goals of the CRC and Milwaukee County.

These firms may receive up to 25 bonus points for demonstrated commitment to equity, even if they do not have TBE certification. Bonus points will be awarded at the discretion of the Office of Economic Inclusion based on documentation provided in the proposal.

6 SCOPE OF WORK

The Scope of Work (“SOW”) explains what the County expects for the goods or services it wants to buy. The County will use the SOW to check if an Offeror’s proposed solution is accurate and complete. Make sure the Offeror can provide all the services according to the specifications in the Scope of Work. If the Offeror can’t meet all the requirements, its Proposal won’t pass Preliminary Evaluation and will be considered non-responsive. Non-responsive Proposals are not scored.

Carefully read the Scope of Work and ask questions if any part is unclear or confusing. Offerors must make sure their Proposals show that the Offeror understands the Scope of Work and has the experience needed to perform the work. If an Offeror’s Proposal doesn’t clearly show it understands the Scope of Work and can perform the related tasks, the Offeror may receive lower scores or may be determined non-responsible and/or non-responsive.

The tasks and deliverables in this Scope of Work are the minimum standard the Awardee must meet. If an Offeror’s Proposal exceeds the minimum standards, it may receive higher scores based on its answers to the questions asked in Section 7.1: Technical Proposal Content.

The County can change or remove any task from the Scope of Work at any time during the RFP process.

6.1 SERVICE REQUIREMENTS

6.1.1 GENERAL

The selected Awardee must provide a turn-key Vending and Unattended Vending program, including furnish, install, service, and maintain Vending machines and unattended Micro-Market Equipment and any peripherals at County-operated facilities.

At a minimum, the Awardee must supply and install all Equipment, service and upkeep the Equipment, supply brand name Products, stock and restock all Equipment with Products, collect funds from the Equipment, and remit any commissions proposed to the County. All Products must be properly labeled with pricing and nutritional information. The Awardee must coordinate with County facility managers and/or security staff to ensure placement, stocking/re-stocking, and servicing

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Milwaukee County will provide locations for Equipment, including reasonable use of utilities (heat, air conditioning, water, and electricity) for those locations. The County does not guarantee uninterrupted utility supply, and will not be held liable for any loss, cost, damage, or expense resulting from utility service interruptions or failures.

6.1.1.1 AWARDEE’S RESPONSIBILITIES

The Awardee shall be responsible for:

6.1.1.1.1. The installation of all Equipment and any costs necessary to connect the Equipment to

County utilities, and shall provide at its expense the necessary hardware, cabling, network peripherals, and Internet service required for any proposed Equipment and Services.

6.1.1.1.2. All service and maintenance required to keep the Equipment in a safe and fully functional condition.

6.1.1.1.3. All losses for outdated, spoiled, defective, or unsold Products, including losses, costs, damages, or expenses resulting from utility service interruptions or failures.

6.1.1.1.4. The collection of cash from Vending and Micro-Market Equipment at regular intervals.

6.1.1.1.5. All theft, vandalism, or other damage to the Equipment and/or machine contents, with the exception of theft or vandalism confirmed to be caused by Milwaukee County employees.

6.1.1.1.6. Providing and maintaining an appropriate stock of supporting supplies for each location, including, but not limited to: necessary utensils, cups, condiments, paper towels or napkins, and dispensers for Micro-Market, microwave, hot beverage, and ice machine locations.

6.1.1.1.7. Cleaning of all Equipment (including fronts, tops, underneath, and behind Equipment) on a regular and periodic basis to keep Equipment and the surrounding area in a clean, attractive, and sanitary condition to the satisfaction of the County and department and/or facilities operations supervisors.

6.1.1.1.8. Cleaning and maintenance of all microwave ovens, hot beverage units, ice machines, fresh food lockers, refillable bottle stations, and surrounding areas to ensure proper cleanliness, customer satisfaction, and proper sanitation.

6.1.1.1.9. Removal and proper disposal of liquid waste accumulated in or around Equipment in a timely manner and which prevents spoilage and unpleasant odor, does not attract pests, and ensures proper sanitation. The Awardee shall not dispose of liquid waste in County sinks, drains, etc., including in restrooms.

6.1.1.1.10. Providing all cleaning supplies and detergents required to fulfill the Awardee’s cleaning and sanitation responsibilities outlined in this RFP and the Awardee’s proposal. These items must meet industry standards and codes, including green cleaning requirements.

Where necessary, the Awardee will collaborate with Milwaukee County’s Sustainability Office to identify environmentally friendly cleaning supplies.

6.1.1.1.11. Removal and proper disposal of all waste and refuse generated by the Equipment and Services, including by the Awardee during installation, removal, and restocking of Equipment and Micro-Market locations. The Awardee shall not dispose of Product containers or packaging used to deliver Product for restocking in County-owned waste or

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6.1.1.2 COMPLIANCE WITH LAWS, REGULATIONS, AND STANDARDS

The Awardee shall ensure that all Products, Equipment, and Services are, at all times, in compliance with:

6.1.1.2.1. County security protocols and/or safety rules, regulations, or procedures, including, but not limited to, background checks (including heightened-scrutiny background checks for staff servicing secure facilities), Product packaging restrictions (such as prohibitions on glass or aluminum in secure detention areas), delivery timeframes and restrictions (such as limitations to delivery or service access windows for secure detention facilities or facilities housing sensitive data), etc.

6.1.1.2.2. County environmental policies, including the prohibition on single-use plastics and polystyrene, targets or requirements for energy efficiency, etc.

6.1.1.2.3. All applicable federal, state, and local tax and labeling, licensing and operational, environmental and energy, health and safety, and/or other applicable laws, regulations, standards, and requirements, including, but not limited to:

6.1.1.2.3.1. IRS code §6050W (reporting of sales via third-party payment processors, such as IRS 1099-K reporting).

6.1.1.2.3.2. Nutritional labelling as required by the Affordable Care Act (“ACA”)

§4205, if applicable, including displaying calorie information for each item sold.

6.1.1.2.3.3. Federal, state, and/or local business license or operator licenses or permits.

6.1.1.2.3.4. Inspections and compliance with state Department of Weights and Measures requirements.

6.1.1.3 COUNTY’S RIGHTS

Milwaukee County reserves the right to:

6.1.1.3.1. Relocate, remove, or request upgrades to any Equipment.

6.1.1.3.2. Audit sales and commission records.

6.1.1.3.3. Inspect Equipment and storage areas.

6.1.1.3.4. Require removal of underperforming or non-compliant Equipment or Products.

6.1.2 EXCLUSIVITY AND EXISTING AGREEMENTS

Milwaukee County maintains separate contracts for Airport, Parks, and Zoo concessions, Courthouse cafeteria, Correctional facility food service and commissary, and other similar services. Some County facilities may include rented premises in which the lessor maintains contracts for food, beverage, Vending, and/or Micro-Market services.

The County will consider permitting the Awardee exclusive rights to provide Vending and Unattended Vending services at County facilities and sites subject to restrictions or limitations of these separate contracts and/or the requirements of any lease for leased premises occupied by the County.

The County reserves the right to renew, extend, and/or competitively solicit for new services covered under any existing contract in place on or before January 1, 2026, throughout the term of any contract awarded under this RFP. The County

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6.1.3 PERSONNEL

6.1.3.1 GENERAL

The Awardee is responsible for recruiting and maintaining an adequate number of appropriately skilled and trained personnel needed to effectively and efficiently provide the Services. Adequate staffing includes appropriate management and supervision for all shifts and an appropriate number of personnel to provide coverage for shifts on all dates, including weekends and holidays, as well as to ensure coverage accounts for vacation hours, average sick time usage, and/or any training or education days required for the Awardee’s personnel.

6.1.3.2 HIRING & SCREENING

The Awardee shall assign personnel at its discretion, provided that those personnel are qualified to perform the work assigned and that any personnel who will provide Services on-site at any County facility meet the access and security requirements for the facility served.

All County facilities require personnel to complete a standard background check. Secure and detention facilities may require additional background checks, drug and alcohol screenings, fingerprinting, health screenings, and/or other investigations or screenings prior to Awardee personnel’s first day on-site at the impacted facility.

The Awardee shall ensure its Personnel, including subcontractors, adhere to the security and clearance procedures for each facility. The Awardee has the sole and exclusive right to hire and terminate Personnel in accordance with the County’s security compliance regulations and policies, except as otherwise indicated in this RFP.

The Awardee shall collaborate with the County’s assigned Contract Manager, Contract Compliance Manager, and facility operations supervisor(s) to establish a procedure for completing the security check process required for any person considered for staffing at each facility.