2-Murray High School Beverage Vending RFP (1).pdf

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REQUEST FOR PROPOSAL

MURRAY CITY SCHOOL DISTRICT

MURRAY HIGH SCHOOL

BEVERAGE VENDING RFP

INTENT OF REQUEST FOR PROPOSAL

The purpose of this request for proposal (RFP) is to solicit competitive sealed proposals from qualified suppliers to be the exclusive provider of beverage vending sold through vending machines at Murray High School (MHS) in Murray City School District (MCSD). It is anticipated that this RFP may result in a contract award to a single supplier for such services, as defined further in the Technical Proposal Requirements.

This RFP is designed to provide interested suppliers with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal’s content or exclude any relevant or essential data.

Proposing suppliers are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

ELIGIBILITY REQUIREMENTS

In order to be eligible to respond to this RFP, an interested supplier must meet all of the following minimum qualifications:

1. Properly licensed to conduct business in the State of Utah.

GENERAL INFORMATION

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A. Terms & Conditions It is expected of all proposing suppliers to read the Standard Terms and Conditions as posted through Utah State Government Procurement as they contain necessary information that is not included in this document. The resulting contract will be performed in accordance with the Terms and Conditions.

B. GRAMA Confidentiality Claims & Requests According to the Utah Governmental Records Access and Management Act (GRAMA), a proposer may categorize trade secrets, proprietary information, protected records, etc. included in their proposal as classified. All classified information must be properly indicated and marked. Cost may not be considered “confidential information”.

Proposers may submit a redacted copy of their technical proposal along with their complete proposal at the time of submittal. Should a GRAMA request be filed, the redacted copy shall be provided to the requestor. If no redacted copy is submitted, then the full proposal will be provided without notice to the proposer.

C. RFP Information All proposal documents must be submitted electronically via State Procurement website U3P (formally known as SciQuest/Jaggaer) in a PDF format. RFP documents must be received by Friday, February 27, 2026, at 4:30 pm.

D. MCSD Contacts Proposers shall not contact or offer gifts or gratuities to owners, users, or selected committee members in an effort to influence the selection process.

This prohibition applies before the RFP documents are issued as the contract is developed and extends through the award of the contract. Failure to comply with this requirement may result in a disqualification.

E. Inquiries All questions related to this RFP must be emailed to Scott Taggart, Director of Support Services, sntaggart@murrayschools.org by Tuesday, February 24 by 4:30 pm. All answers to written questions will be posted on U3P by the end of the work day on Wednesday, February 25, 2026.

F. Addendum to RFP If it becomes necessary to revise this RFP in whole or in part, an addendum will be posted on U3P. Suppliers are required to check U3P for any addenda.

mailto:sntaggart@murrayschools.org

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G. RFP Award It is anticipated that the RFP will be awarded by Friday, March 6, 2026. When the award is made, it will be posted on U3P. In the event that the RFP is canceled after the closing date, that information will be posted on U3P as well.

H. Contract Period This agreement shall commence on the date of the RFP award by the Board of Education and continue for one (1) year. Each proposal must include an option whereby MCSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term.

SCOPE OF WORK

The successful supplier is expected to fulfill the following requirements:

A. Products Dispensed The Supplier should provide full-service vending including, but not limited to, soft drinks, bottled water, fruit juice drinks or fruit juice-based products, isotonic “sports drinks”, and carbonated beverages. The Supplier must comply with the United State Department of Agriculture (USDA) Child Nutrition Program and Smart Snack regulations for all products to be dispensed to students during school hours.

Proposals must list the products dispensed by flavor/brand. Control of sales, types, brands, time, changes in the commission structure, or any other changes will remain with, and approved by, MCSD. Although this RFP is for an exclusive contract to provide beverage through vending machines, it does not exclude others from selling products to the extent that they are not sold through vending machines.

B. Machines

The Supplier shall furnish and install high-quality vending machines and all related equipment. The machines shall be modern, of the latest

4 | P a g e mechanical/electronic technology, and be in new or near-new condition. In no case shall machines older than five (5) years be installed. Machines that are equipped with energy-saving devices will be preferred. Machines provided shall be quiet and non-disruptive to the activities occurring in MCSD facilities and shall be aesthetically acceptable to MCSD. MCSD may reject machine signage or logo(s) if deemed objectionable or a distraction to the activities occurring in the vicinity.

1. Machine Identification & Contact – All machines shall show the Supplier’s name, a local service telephone number for reporting of machine malfunctions, the person or office within the Supplier’s organization responsible for refunds, and regular days of the week for re-stocking of the machines. In addition, for identification purposes, each machine shall have serial or I.D. numbers that are visible and easily located.

2. Machine Operation Policy – The machines will be operated by the Supplier in such a way as to fully comply with all federal, state and local laws, as well as MCSD policies. Should any federal, state, or district ordinance, regulation, or policy change during the life of the contract, the Supplier will be expected to comply with these changes.

3. Machine Tender – All machines shall be equipped to accept legal U.S.

tender, be equipped with dollar bill validators, and payment mechanisms, which accept combinations of new coin dollars, dollar bills, nickels, dimes and quarters. In addition, each machine must have bill change capabilities as well as non-cash payment options (credit cards).

4. Machine Counters – To ensure accurate record-keeping, all machines shall be equipped with non-resettable counters, which indicate unit sales. If multiple products are dispensed from the same machine, a separate dispensing counter is required for each separate commission rate dispensed. Upon initial installation of the machines, the Supplier shall submit starting machine counter numbers to the Purchasing Agent for each vending machine.

5. Machine System – Machines provided shall operate on AC-110 volts with a three-wire, three-prong ground type plug. All machines shall be UL listed, designed, constructed, installed, and operated in accordance

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6. Machine Energy Consumption – To reduce electrical cost, vending machines will be timer-controlled and equipped with an "energy miser" or equivalent device aimed toward reducing energy consumption.

C. Service of Machines Service will be maintained by the Supplier on a 24-hour, seven-days-a-week basis. Generally, MCSD expects that service calls will be responded to within four (4) hours after notification of need during the period of 7:00 am - 3:00 pm on business days. The Supplier will furnish the Purchasing Agent with a service number that will allow for service outside of the normal servicing times.

1. Machine Maintenance & Repair – Preventative maintenance and repair of vending machines and related equipment shall be the responsibility of the Supplier in terms of expense and response time.

The Supplier will conduct routine service and inspection of machines, as required and posted on the front of the machine, so as to maintain uninterrupted service at all times.

2. Machine Inventory & Restocking – The Supplier shall be responsible for the physical inventory, inventory control, and filling of machines. The Supplier shall make every effort to re-stock machines at times that will not conflict with peak usage times. Product delivery shall be made on a mutually agreed upon schedule at each location.

No inventories will be maintained at any MCSD locations.

3. Machine Care – The Supplier shall keep the machines in a clean and sanitary condition. This requirement includes interiors, exteriors, tops, and the areas under the machines.

4. Machine/Equipment Damage – The Supplier shall assume all risk and responsibility for any loss, destruction, or damage occurring to the machines or other vending equipment. In the event of any loss due to theft, fire, accident, disruption of utility services, vandalism, spoilage or other similar causes from said machines, the loss shall be borne by the Supplier. Machines provided shall be equipped with anti-theft technology.

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5. Delivery Personnel – Trained, qualified personnel identified by a clearly marked and openly displayed company insignia and/or uniform will perform all service. In addition, all such persons shall carry company issued photo identification and shall present such documents to anyone on request. Failure to meet these conditions may result in immediate termination of the agreement for breach of security.

6. Regulations – The Supplier shall comply with all federal, state, and district regulations governing the procurement, preparation, storage, transport, handling and serving of all items for consumption under this contract. In addition, the Supplier shall keep in effect all necessary licenses and a permits required by law and agrees to post such permits in a prominent place as may be required by law.

D. Machine Installation

MCSD will work with the Supplier to designate optimum placement of machines. Relevant business information regarding the locations will be provided to the Supplier. If additional information is requested, MCSD will make arrangements for site visits to walk the premises and evaluate each location, as well as potential new locations. Installation, service, and removal of vending machines and related equipment shall be the sole responsibility of the Supplier at no additional cost to MCSD.

1. Machine Placement – MCSD reserves the right at any time to require the Supplier to remove, relocate, or place additional vending machines and related equipment at existing and/or new locations to meet new or unanticipated requirements that might become known during the term of the agreement. The Supplier shall provide and install additional machines at no charge to MCSD. In addition, the Principal may request that a machine be exchanged at any time. Should the Supplier wish to relocate, exchange, or remove vending machines, a request must be submitted in writing to the Purchasing Agent.

2. Machine Flexibility – MCSD makes no representation regarding availability of any location or of the number of machines that may be placed at any location, and may occasionally direct that machines be removed from selected locations. The number, type, and location of vending machines will be adjusted on occasion by mutual agreement, in writing, between the Principal and the Supplier.

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3. Machine Installation – The Supplier will install and secure machines in a manner that meets MCSD code and has been approved by MCSD prior to machine placement.

4. Machine Identification – Upon installation, the Supplier shall furnish MCSD’s Purchasing Agent with a list of machines by location, indicating machine, product selection and size, serial numbers, and date of installation.

TECHNICAL PROPOSAL REQUIREMENTS

The Technical Proposal constitutes all necessary information (as listed below), but should not include any pricing. The proposing supplier is expected to fulfill the following requirements as part of their proposal:

A. Executive Summary This section must summarize and highlight the major features of the proposal. It must indicate any requirements that cannot be met by the proposing supplier. MCSD should be able to determine the essence of the proposal by reading the Executive Summary.

B. Organization This section must contain the administrative and functional structure including personnel, respondent’s ability to perform, the number of personnel committed to working with MCSD, response time after first request, and the description of the proposing supplier’s facilities.

Provide the primary contact person’s information that MCSD will be communicating with in regards to this proposal and for duration of the contract (if awarded). Contact information must include a telephone number and an email address.

C. Experience/Expertise This section must include the technical qualifications and work experience of key personnel assigned to work with MCSD. This also includes past experience on similar projects. This section must also verify that the proposing supplier meets all of the eligibility requirements as outlined in Section II and verify that the contract requirements/scope of work can be met as outlined in Section IV. In addition to the general requirements listed above, the supplier must include and detail the following in this portion of the proposal:

1. Program & Operation Plan – The proposal shall provide a

8 | P a g e comprehensive plan demonstrating the proposing supplier’s commitment to the success of this contract. It shall include a plan for communication, planning, and performance review, as well as procedures and plans for daily operational issues such as equipment servicing, restocking, maintenance response time, refund policy, and other relevant issues. The proposal shall also include proposed procedures and reports to be used in monitoring the performance of the vending operation on an ongoing basis. Finally, proposals should address the following topics, but the proposing supplier are free to suggest additional measures:

Recording, verifying, and reporting revenue Sales activity and projections Marketing/promoting activity

2. Product Mix - The proposal must include recommended product sales mix for all products intended for sale under the proposed contract. Separate explanations should be submitted for each type of sale as listed below. There should be no pricing included in this section.

Vending Machine Products – Provide a complete list of products intended to be vended through this contract. This portion shall include the following information:

• Beverage item descriptions

• Product sizes

Case Sales Products – Provide a complete list of case products that may be sold through this contract. This portion shall include the following information:

• Beverage item descriptions

• Product sizes

• Number of units per case

Concession Sales Products – Provide a complete list of products that may be sold not during official school hours through this contract (non-Smart Snack approved snacks for sporting events, dance programs, etc). This portion shall include the following information:

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• Beverage item descriptions

• Product sizes

• Number of units per case

3. Equipment – The proposal should include a list of equipment available for use by MHS under this contract. At a minimum, the data provided for vending machines shall include: the make(s) and model(s) of the equipment, year of manufacture, capacities, number of selections, machine enhancements (such as a dollar bill changer), energy-saving devices, etc. In addition, the proposal should include information regarding any other equipment directly related to the sale of products as described in this RFP.

4. Signage & Logos – The proposal should include color copies of all signage and company images intended to be placed on machines or on MCSD property.

5. Public Service Contribution – The proposal shall state if the proposing supplier plans to use the front of machines and/or develop other promotional opportunities to educate the MHS students about issues of public concern. Examples include the environment, smoking, drugs, and education. MCSD retains the right to approve any and all artwork, messages, and the general appearance of the machine fronts.

6. Additional Information – Any additional information to be considered relevant in evaluating the proposal, such as any features or services provided to the school organization.

7. Insurance – Proof of insurance must be attached to the proposal.

D. References The proposal must include a minimum of three (3) and a maximum of five (5) references over past four (4) years. If possible, these should be from similar institutions, preferably from school districts. Include the name of the organization, location, contact person, telephone number, and email address.

References will be contacted, scores will be determined by the references given by the contacts.

PRICE PROPOSAL REQUIREMENTS

Proposals should be designed to provide the maximum financial benefits to MCSD.

All pricing shall be input on the Price Proposal. The proposing supplier is required

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A. Sales Commission The proposing supplier shall state the percentage of the sale of each product that will be paid to MCSD as a sales commission. MCSD will not consider proposals that require minimum sales as a condition to receiving sales commissions. The proposing supplier shall state whether it will pay MCSD a minimum amount per year in sales commissions regardless of sales volumes.

B. Payment of Marketing Rights Fee The proposing supplier shall state whether they intend to pay MCSD a marketing rights fee for the exclusive right to dispense its products on MCSD property, as set forth in this RFP and, if so, the amount and the terms of the fee. For the purposes of this RFP, MCSD defines a marketing rights fee as a set payment for granting the supplier the exclusive right to sell its products on MCSD owned and/or controlled property for marketing rights granted to the supplier by MCSD as specified in the final agreement.

C. Additional Value The proposing supplier shall state if it is willing to provide a financial commitment to MCSD that is in addition to payment of a marketing rights fee and sales commissions. Examples include providing a minimum amount of product at no cost to MCSD for district functions or special events, funding a specific MCSD program, project or activity, and/or other MCSD needs or functions.

EVALUATION OF PROPOSALS

A. Evaluation Criteria MCSD will evaluate each proposal submitted based on responsiveness to MCSD’s overall needs. The award of contract, if made, will be to the supplier(s) who are responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP.

n/a: Certification of Proposal (Schedule A) 5 Points: Executive Summary (Schedule B)

20 Points: Organization (Schedule C) 30 Points: Experience/Expertise (Schedule D)

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10 Points: References (Schedule E) 35 Points: Price Proposal (Schedule F)

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B. Evaluation Method

The schedules will be scored by an evaluation committee. Evaluators will score each section 0-5 (0 being the low and 5 being the high). Scores will then be multiplied by a specified number (see the example evaluation sheet at the end of this document for further clarification). The scores will be totaled and added to the price scores to obtain the overall highest score.

Schedule F (Price Proposal) will be evaluated by the Purchasing Agent using the following cost formula:

(Highest Proposed Total Sales Commissions/Each Individual Proposed Sales Commission) x 20 Points

(Lowest Proposed Total Concessions Price/Each Individual Proposed Total Concessions Price) x 10 Points

(Highest Proposed Additional Value/Each Individual Proposed Additional Value) x 5 Points

The three sections’ point totals will then be totaled to get a total price score of 0 – 35.

NOTE: If price proposals are unclear and clarification is needed, the Procurement Officer reserves the right to request a best and final offer from all responsive and responsible submitting suppliers.

POST CONTRACT AWARD

All contract correspondence between the supplier and MCSD must be directed to the Procurement Officer (Contract Manager).

A. Contract Management

1. Product Additions – After the initial product line is approved, the Purchasing Agent must approve any new product or dispensing size.

2. Price Increases – Any adjustments in unit prices or commission rates shall be negotiated between the Supplier and Purchasing Agent.

3. Advertising – Any signage, logo, promotions, promotional material or anything that MCSD may construe as advertising intended to promote sales must be approved by the Purchasing Agent before distribution

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4. Auditing – MCSD shall have the right to make periodic audits and inspections of the Supplier’s records of gross receipts at any reasonable time without notice. Such audit may include, and is not limited to: inventory control at all applicable locations, vending food service personnel accounting control, methods of recording, checking and reporting sales, route and internal control of cash handling, internal audit, accounting and cash collection, commission statements, etc. In addition, MCSD may require supplementary information as needed to perform and conclude an audit.

In the event an audit suggests a discrepancy between reported services and actual receipts, MCSD will require a written statement of explanation and shall receive such reimbursement of monies as may be due from accounting or other errors.

5. Lost Sales – The Supplier acknowledges that they are responsible for and is taking all risk with respect to any reduction of gross sales due to theft, fire, accident, vandalism, temporary loss of power, weather, temporary or permanent site closures, changes to site or facility construction plans, other acts beyond MCSD’s control, actions within MCSD control that are taken in the best interests of the public and/or any other taken in the reasonable exercise of MCSD’s discretion.

Unless otherwise expressly agreed upon by MCSD, no reduction in gross sales attributable to such factors shall constitute a basis for reducing or renegotiating any annual commission guarantees or any other payments to MCSD.

B. Supplier Performance Review

1. Rating System – A MCSD stakeholder committee will be asked to periodically submit a scorecard for the awarded supplier’s performance. Scoring will be from 1-5 with the ratings listed below:

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These scores will be applied to the following criteria:

SUPPLIER PERFORMANCE

Number Criteria Score

Supplier's ability to adhere to designated schedule

Supplier provides a sufficient number of trained, qualified, and skilled personnel

Supplier provides prompt and appropriate response to service, warranty, and quality issues

Supplier coordinates with the end user’s representatives and cooperates with local school personnel for installation/service work

Supplier performs all required services requested

2. Minimum Performance Rating Threshold – If the supplier scores a three (3) for each of the four (4) criteria, the total would be twelve (12). Any total score of twelve (12) or higher with no individual score less than three (3) will be considered satisfactory.

3. Performance Rating Threshold Penalty – A total score lower than twelve (12) or an individual score less than three (3) will result in an email from the MCSD Procurement Officer. The performance issue

Please rate the supplier with the following:

1 = Poor – fails to meet needs

2 = Below Average – Partially non-responsive

3 = Average

4 = Above Average – exceeds minimum in some areas

5 = Excellent – produced high quality service and equipment

15 | P a g e will be documented in the file, accompanied by notes from the stakeholder committee. If a supplier has a total of three (3) project scores below twelve (12) in a three (3) month period, it may result in a ten (10) day notice to cure or contract cancellation.

4. Performance Rating Frequency – The Performance Rating System will be used during the first year of the contract. The timing of the evaluations will be at the discretion of the MCSD Procurement Officer. Frequency for subsequent years will be negotiated by the supplier’s scores at the completion of the first year.

RFP EVALUATION SCORE SHEET

Murray High School Beverage Vending

Supplier Name:

Evaluator:

Date:

Score will be assigned as follows:

0 = Failure, no response 1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive 3 = Average, meets minimum requirement 4 = Above average, exceeds minimum requirement 5 = Superior

EXECUTIVE SUMMARY Score (0 – 5)

Weight Total Points

Points Possible

Does this section:

• Highlight the major features of the supplier’s proposal?

• Indicate any requirements that cannot be met?

• Are you able to determine the essence of the proposal by reading the supplier’s executive summary?

x 1

TOTAL EXECUTIVE SUMMARY POINTS:

ORGANIZATION Score

Weight Total Points

Points Possible

Does this section:

• Contain the administrative and functional structure including personnel?

• Detail the supplier’s ability to perform?

• List the number of personnel committed to working with

MCSD?

• Detail the response time after first request?

• Provide a description of the proposing supplier’s facilities?

• Do you find all responses and services detailed satisfactory in this section?

x 4

TOTAL ORGANIZATION POINTS:

EXPERIENCE/EXPERTISE Score

Weight Total Points

Points Possible

Does this section:

• Include the technical qualifications and work experience of the supplier’s key personnel assigned to work with MCSD?

• Include the supplier’s past experience on similar projects?

• Meet all of the eligibility requirements as outlined in Section

II?

• Verify that supplier can fulfill the requirements as listed in

Section IV?

• Include all of the mandatory information listed and described in Section V?

x 6

TOTAL EXPERIENCE/EXPERTISE POINTS:

REFERENCES Score (0 – 5) Weight

Total Points

Points Possible

Does this section:

• Include a minimum of three (3) and a maximum of five (5) references for the supplier over past four (4) years?

• Are the references provided of similar institutions, preferably school districts?

• Is the name of the organization, contact person, telephone number, and email address listed for each reference?

• Are the references impressive?

x 2

TOTAL REFERENCE POINTS: 10

TOTAL POINTS 65 Points Possible (not including price points)

SUPPLIER PERFORMANCE