14-Appendix B - Optional Proposal Content Template RFP-2025-009.docx
DOCX document 276 KB Posted
- Attached to
- Countywide Vending Services
- Solicitation number
- RFP-2025-009
- Issued by
- Milwaukee County, Mattoon Village, Wisconsin
About this file
This document is a Request for Proposal (RFP) issued by the Milwaukee County Department of Administrative Services for Countywide Vending Services (RFP-2025-009). The solicitation seeks a comprehensive six-year contract for vending and unattended retail services across various County locations, including traditional vending machines and micro-market options. The RFP requires vendors to furnish, install, service, maintain, and operate vending equipment, with the contract contingent upon the awardee's performance quality. The proposal template outlines detailed requirements for vendors to address, covering areas such as qualifications, operational plans, equipment specifications, product offerings, customer service, personnel, reporting, and a commitment to racial equity.
The RFP emphasizes specific vendor requirements, including providing a 25-35% health options product mix, implementing cashless and ADA-compliant payment systems, and demonstrating sustainability initiatives. Vendors must provide comprehensive details on their operational approach, including transition plans, inventory management, maintenance procedures, marketing strategies, and technology capabilities. The document also requires vendors to address racial equity challenges and explain how their vending services can contribute to making Milwaukee the healthiest county in Wisconsin. While specific pricing is not detailed in this document, the RFP indicates that vendors must propose competitive pricing methodology that aligns with local market rates and encourages sales.
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DEPARTMENT OF ADMINISTRATIVE SERVICES
Procurement Division
RFP-2025-009: Countywide Vending Services Issued: June 30, 2025
Vendor Name
MILWAUKEE COUNTY
Department of Administrative Services
Request for Proposal RFP- 2025 - 009 Countywide Vending Services
Submitted by:
| Submitted on: |
| Date |
| At: |
| Time CST |
Drafted by:
Title:
Contact Email:
Contact Phone:
Table of Contents
| Table of Contents | 2 | |
| 7.1.1. | Qualifications & Experience | 3 |
| 7.1.2. | Operational Plan | 3 |
| 7.1.3. | Equipment Specifications & Technology Requirements | 6 |
| 7.1.4. | Product Offerings | 7 |
| 7.1.5. | Optional (Value-Added) Services & Program Expansions | 8 |
| 7.1.6. | Customer Service | 9 |
| 7.1.7. | Personnel | 10 |
| 7.1.8. | Reporting & Key Performance Indicators | 11 |
| 7.1.9. | Commitment to Racial Equity | 12 |
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7.
7.1.
Qualifications & Experience 1.
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7.
7.1.
7.1.1.
Provide a description of the Offeror’s background and experience providing Vending and Unattended Vending Services.
Type answer here.
Provide a description of at least three (3) similar contracts currently or previously held with public-sector or institutional clients.
Type answer here.
Provide a description of the Offeror’s experience implementing and managing Vending and unattended retail (Micro-Market) operations.
Type answer here.
Provide the names and qualifications of proposed implementation team members.
Type answer here.
Operational Plan 7.1.2.
Provide a detailed transition and implementation plan, outlining the Offeror’s strategy for implementing the Vending and Unattended Vending program and including detailed schedule by location, contact information for key personnel, and mitigation plans for service gaps during transition.
Type answer here.
Provide a description of how the Offeror will operate and maintain the Vending and Unattended Vending program, including both Equipment and Services.
Type answer here.
Provide a proposed plan for Product stocking/re-stocking, Inventory Management, and Equipment servicing.
Type answer here.
How will the Offeror determine the restocking schedule, and which machines and/or Micro-Market locations will be stocked on a set schedule?
Type answer here.
What are the Offeror’s procedures for stocking/restocking and Equipment repairs in secure facilities (locations with limited or restricted access)?
Type answer here.
What is the Offeror’s process or procedure for preventative maintenance and regular replacement of worn and/or malfunctioning Equipment?
Type answer here.
Provide a proposed maintenance and sanitation plan for all Equipment and locations. Please include a brief description of the Offeror’s:
Sanitation and safety practices and standards;
Type answer here.
Anticipated program to train and reinforce those practices and standards;
Type answer here.
Sanitation inspection procedures;
Type answer here.
Daily cleaning and maintenance policies and practices;
Type answer here.
the proposed frequency of site inspections and the individual(s) responsible for completing the inspections; and
Type answer here.
a sample copy of any checklist(s) used during inspection(s).
Type answer here.
Provide a proposed marketing and communication plan for the Vending and Unattended Vending program. Please:
Type answer here.
Outline how proposed sales levels will be met.
Type answer here.
Provide the goals the plan wishes to achieve in terms of sales volume for the County’s account.
Type answer here.
Present the broad marketing approach that will be used to meet the marketing plan’s objectives.
Type answer here.
Provide a sample of proposed marketing and communication materials the Offeror will use to advertise the new Services and increase sales volume, including, but not limited to, signage, Equipment wraps, web- or application-based materials, e-mail or text-based communications or marketing campaigns, etc.
Type answer here.
Equipment Specifications & Technology Requirements 7.1.3.
Provide a description and technical specifications of proposed Vending and Micro-Market Equipment.
Type answer here.
What type of payment options will the machines and/or Micro-Market locations have?
Type answer here.
How will the Offeror maintain and service the Equipment?
Type answer here.
Provide documentation of ADA compliance, cashless payment options, energy efficiency, and security features.
Type answer here.
Provide a color photo or brochure and specifications for all Equipment proposed. The documentation must include the estimated annual energy consumption of each piece of Equipment and the Equipment’s ENERGY STAR tier rating.
Type answer here.
Provide a brief explanation of the procedures the Offeror follows to protect payment card data and ensure PCI-DSS compliance.
Type answer here.
Provide the turnaround time from call to placement of new Equipment if a County facility requests new Equipment for a location. Is this turnaround time different if the request requires replacement of existing Equipment (removal of old Equipment and installation of new Equipment)?
Type answer here.
Provide a detailed description or action plan describing how the Offeror handles recycling inherent to all phases of the Vending operation.
Type answer here.
Provide a statement indicating whether the Offeror’s proposed delivery vehicles will utilize electric or hybrid technology.
Type answer here.
Provide a brief description of any organization-wide sustainability or environmental stewardship initiatives or efforts made by the Offeror.
Type answer here.
Product Offerings 7.1.4.
Provide the Offeror’s proposed Product list, including categories, brand options, Product sizes (e.g., 16-ounce, 12-ounce, etc.) and Product availability by machine type (snack, food, beverage, Micro-Market, hot beverage, etc.).
Type answer here.
Provide the Offeror’s proposed approach to meeting the 25-35% Health Options requirement. If the Offeror provides gluten free and/or vegan Products, say so.
Type answer here.
Provide the Offeror’s process for reviewing and updating Product mix based on customer feedback and sales data. How does the Offeror determine what to stock in each machine and/or Micro-Market location?
Type answer here.
Provide an explanation of the Offeror’s Product pricing methodology. Without referencing specific prices or the Pricing Proposal, explain how the Offeror will assess the Milwaukee County area’s market and establish reasonable and competitive sales prices for its Products. How will the Offeror ensure the pricing is similar to prices for similar retail goods locally? How will it judge the competitiveness of its pricing to encourage sales?
Type answer here.
Optional (Value-Added) Services & Program Expansions 7.1.5.
Provide a brief narrative description of all optional, value-added services and program expansions the Offeror is proposing.
Type answer here.
Provide a any applicable stocking/restocking and service and maintenance plans and schedules.
Type answer here.
Provide any reporting and tracking mechanisms and technology included.
Type answer here.
Provide proposed performance metrics / key performance indicators.
Type answer here.
Explain any requirements for a County facility or departmental area to “opt in” to the value-added services.
Type answer here.
Include a color photo or brochure and specifications, including the estimated annual energy consumption of each piece of Equipment and the Equipment’s ENERGY STAR tier rating, for all Equipment proposed.
Type answer here.
Customer Service 7.1.6.
Provide an outline of the steps the Offeror will take in providing, monitoring, and improving the Services to Milwaukee County.
Type answer here.
Provide a brief description of any formal quality programs the Offeror will use and provide any appropriate literature and/or information outlining the purpose and current status of each program.
Type answer here.
Provide a description of the Offeror’s customer satisfaction survey methods and frequency, examples of surveys and their results, and/or any other programs or incentive methods the Offeror will use to ensure customer satisfaction, keep Equipment appropriately stocked, ensure Product quality and freshness, maintain Equipment cleanliness and functionality, and/or address any other customer service-related operational issues.
Type answer here.
Provide a description of the number and types of visits the Offeror’s district/area and headquarters personnel will make to Milwaukee County’s sites during the course of the contract.
Type answer here.
Provide the Offeror’s process for responding to customer complaints and service requests.
Type answer here.
What is the average response time when responding to issues/complaints?
Type answer here.
How does the Offeror follow up to ensure an issue is resolved?
Type answer here.
What is the best method of communication when dealing with issues?
Type answer here.
Provide contact information for customer support. Explain the available methods of customer support the Offeror will provide. For example, web, phone, in-person, etc.
Type answer here.
Provide sample signage or other materials the Offeror will use to explain to customers how to request customer assistance and/or refunds.
Type answer here.
Provide examples of customer service and/or service reports the Offeror will provide to Milwaukee County.
Type answer here.
Personnel 7.1.7.
Provide a brief overview of the Offeror’s labor force and proposed team for the County’s contract, explaining how the number, type, and experience of Personnel proposed will allow the Offeror to efficiently and effectively provide the Services.
Type answer here.
Provide a list of regional management personnel who will serve the County’s contract, with a profile of each that includes name, years of experience, employment history, and major job responsibilities.
Type answer here.
Provide a description of corporate support services and programs the Offeror will provide.
Type answer here.
Provide a description of service and maintenance (including repair) procedures and hours of operation.
Type answer here.
Provide a list of the field employees who will be responsible for handling the County’s contract, including the individual’s name, number of years with the organization, and years of experience in that line of work, for the following categories:
The route supervisor and anticipated level of route staffing for the County’s account.
Type answer here.
The maintenance supervisor and size of maintenance staff available for the County’s account. Are the Offeror’s maintenance team internal employees, or does the Offeror use an outside contractor?
Type answer here.
Provide a description of the compensation structure for route personnel.
Type answer here.
Provide a description of the sources for temporary labor to provide coverage for vacations, illness, or other leaves to prevent service interruptions.
Type answer here.
Reporting & Key Performance Indicators 7.1.8.
Provide a brief explanation of how the Offeror will track Inventory, sales, and commissions and provide the reports about services delivered.
Type answer here.
Provide a description of the systems used for Inventory Management, sales tracking, and commission reporting.
Type answer here.
How will the Offeror track Inventory of each machine and/or Micro-Market location?
Type answer here.
How is the Offeror notified when Inventory is low?
Type answer here.
Provide any additional sample reports requested in the Scope of Work and not provided in response to any other questions in Section 7.1: Technical Proposal Content.
Type answer here.
Provide the Offeror’s proposed approach to meeting all performance metrics and/or KPIs listed in Section 6.1: Service Requirements and an explanation of the Offeror’s approach to ensuring at least 98% reporting accuracy.
Type answer here.
Describe the Offeror’s process for internal monitoring, quality control, and corrective action. Explain how the Offeror will apply these processes to the Services it will provide the County.
Type answer here.
Provide the Offeror’s acknowledgment of the County’s right to terminate the contract based on performance. If the Offeror has any conditions or constraints regarding performance metrics, please provide them.
Type answer here.
Commitment to Racial Equity 6.1 6.1.1 6.1.2 6.1.3 6.1.4 6.1.5 6.1.6 6.1.7 6.1.8 7.1.9.
Explain what racial equity means to the Offeror’s organization and how the Offeror has promoted it in its work and/or company culture. Give specific examples.
Type answer here.
Explain what the Offeror knows about the racial and health equity challenges facing Milwaukee County.
Type answer here.
Explain how the Offeror’s Vending and Unattended Vending Services will contribute to the County’s goal of increasing racial equity and making Milwaukee the healthiest county in Wisconsin.
Type answer here.
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