2025 RFQ Machine delivery and maintenance.docx

STATE OF INDIANA

Request for Quotes

Date of Posting: October 20, 2025

On Behalf Of Blind and Visually Impaired Services (BVIS)

Solicitation For: Vending Machine Delivery and Repair

Response Due Date and Time:

December 4, 2025, 4:00pm EST

Amber Schwipps amber.schwipps@fssa.in.gov

Section One

General Information

Section 1: Introduction

1.1 Overview

In accordance with applicable Indiana Code provisions, Rules and Policies, the Indiana Department of Administration (IDOA), acting on behalf of the Blind and Visually Impaired Department (BVIS), provides vending and concessions services under the Business Enterprise Program, IC 12-12-5-1. It is the intent of BVIS to solicit responses to this solicitation in accordance with the statement of work, proposal preparation section, and specifications contained in this document. This solicitation is being posted to the Blind and Visually Impaired website, at https://www.in.gov/idoa/procurement/current-business-opportunities/ and https://www.in.gov/fssa/ddrs/rehabilitation-employment/blind-and-visually-impaired/ for downloading. Neither this solicitation nor any response (proposal) submitted hereto are to be construed as a legal offer.

1.2 Requirements

· Provide all requested information in each attachment below. Incomplete responses may be deemed non-responsive and may not be considered.

· Attachment A – Cost Proposal- Respondent will outline hourly rates for labor services to be provided, plus cost of parts. The Cost Proposal must be submitted on the Attachment A form that is provided.

· Attachment B – Technical Proposal- This is the summary that you will submit outlining services to be provided by your company. You will need to describe the history of your company and the services that you provide, along with hourly rates.

· Attachment C – Q&A Template- Form with questions, answers, date that you can submit questions on. This will be uploaded into the portal.

· Attachment D - Reference Check Form – Form provided by BVIS, this must be filled out and returned with Attachment B.

See section 3.2 for more information on how proposals are evaluated.

1.3 Definitions and Abbreviations

Following are explanations of terms and abbreviations appearing throughout this solicitation. Other special terms may be used in the solicitation, but they are more localized and defined where they appear, rather than in the following list.

Contract Award

The acceptance of BVIS Recommendation by the agency being supported in conjunction with the public posting of the Award Recommendation.

Contractor

Respondent that is interested in providing vending machine delivery, training, and repair services

IAC

Indiana Administrative Code

IC

Indiana Code

Prime Contractor

Refers to the entity responding to the solicitation.

Respondent

An offeror as defined in IC 4-60-IAC-2-4-16 (section 16, 3); and any entity or person who does business with the State and is registered as same.

Services

Work to be performed as specified in this solicitation

State

The State of Indiana

State Agency

As defined in IC 4-13-1, “State Agency” means an authority, board, branch, commission, committee, department, division, or other instrumentality of the executive, including the administrative, department of State government

Total Bid Amount

The total amount that the Respondent scored as a result of their proposal (amount for hourly services at 800 hours per year)

1.4 Purpose of Request for Quotes

The purpose of this solicitation is to select a respondent that can satisfy the State’s need for vending machine delivery, training, and repairs to cover the entire state. It is the intent of BEP to contract with a respondent that can meet the requirements of BEP. This solicitation will retrieve hourly rates to provide *repairs on vending machines, as well as an hourly rate for moving vending machines and other concessions equipment, within the entire state of Indiana. (*Parts required cost would be in addition to the hourly rate.)

1.5 Summary Scope of Work

Scope of work will include vending and similar machine move, delivery, installation, training, and repairs for visually impaired business managers, as part of the Business Enterprise Program (BEP) to cover the entire state. The managers who will be working with and receiving machines at their locations are visually impaired. These tasks shall take place at different Business Enterprise Program sites and the State Warehouse. Deliveries shall be made during normal business hours for the requested facility. While hours will vary per location in most cases facility hours will be 8:00 AM to 4:30 PM, Monday through Friday except for State and Federal holidays. Contractor should verify each facilities’ hours with the appropriate contact. Contractor shall also provide training to Business Enterprise Program participants on vending equipment and provide repairs and parts for the Business Enterprise Program vending equipment. These repairs are to be performed on-site as needed. Examples of machines that would need to be repaired include, but are not limited to: Cold Drink Machine, Glass front Display (ie BevMax), 4-wide and 5-wide refrigerated and chilled Snack Machines (ie AMS machines), Combo Snack and Drink Machines (ie AMS), Frozen Machines (ie Alpine) Hot Drink Machines (ie USI Geneva), and Bill Changers. Response to service request must be received within 48 hours of notification. The scheduled date of service must be agreed upon by acting Business Enterprise Program Director or Designee. Upon delivery vending machines and concession-related equipment must be properly installed. Installation may include, but not limited to, keys/locks, surge protectors, water line and connectors, setting in place and leveling of machines, setup, and configuration, bolting the new equipment to a bank of machines to discourage shaking and theft, etc., and removal of previous machines/equipment. All outlets and water lines will be made available by the BEP to ensure electricity and water hookups can be made. When replacing a used piece of equipment, the equipment being replaced shall be removed and delivered to a State-designated storage location:

6400 E 30th Street Indianapolis, IN 46219 As access to the State-designated warehouse location is limited to 7AM to 4:00PM Monday-Friday, with the exception of State holidays, it is acceptable — with written permission — to stage equipment, indoors in a locked facility, until arrangements can be made. Respondent agrees to maintain immediate and ongoing communication with BEP Program Director.

Mandatory requirements:

1. Staffing – All staff must be able to pass a background check. The Contractor will have an appropriate number of staff available to complete each request. Example: If a transfer of equipment requires two people, the respondent will ensure there are two staff available and assigned.

2. Move requests – A technician should have the proper equipment to move machines (i.e. pallet jack with appropriate load capacity, box truck with appropriate load capacity.) Some requests may include stairs. The staff will be sent with the proper tools and equipment for the assignment.

3. Repair requests – A representative will respond within forty-eight (48) hours of a repair request. The technician will provide quotes for the repairs prior to providing the repair services.

4. Bonded/Liability Insurance - The Contractor must have the proper amount of coverage:

· Commercial general liability, including contractual coverage, and products or completed operations coverage (if applicable), with minimum liability limits not less than $700,000 per person and $5,000,000 per occurrence unless additional coverage is required by the State. The State is to be named as an additional insured on a primary, non-contributory basis for any liability arising directly or indirectly under or in connection with this Contract.

· Automobile liability for owned, non-owned and hired autos with minimum liability limits not less than $700,000 per person and $5,000,000 per occurrence. The State is to be named as an additional insured on a primary, non-contributory basis.

· Errors and Omissions liability with minimum liability limits of $1,000,000 per claim and in the aggregate. Coverage for the benefit of the State shall continue for a period of two (2) years after the date of service provided under this Contract.

· Fiduciary liability if the Contractor is responsible for the management and oversight of various employee benefit plans and programs such as pensions, profit-sharing and savings, among others with limits no less than $700,000 per cause of action and $5,000,000 in the aggregate.

5. Experience – The Contractor should have minimally two years of experience with moving, transporting, and set up of vending machines. Legally blind individuals may need training. Experience with training legally blind individuals is required.

6. Certified Technicians- All technicians must have appropriate certifications to repair equipment, as to not the void the equipment warranties. Include technician certifications in the proposal response.

1.6 Due Date for Responses

All responses will be submitted via email to Amber Schwipps as listed on the first page of the solicitation. Submissions to this RFQ are due on or before November 19, 2025 at 4:00 p.m. ET.

Key Dates

by 4:00 PM Eastern Time

Submission of Proposals and Reference Check Forms (see footnote 3.)

December 4, 2025 by 4:00 PM Eastern Time

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

1.7 Modification or Withdrawal of Offers

Responses may be modified by Respondents until the time and date the response is due. The Respondent’s authorized representative may withdraw the Request for Quotes prior to the due date by sending notice to the Amber Swipps’ email address listed on the first page of the solicitation.

1.8 Ethics Obligations

The Respondent and its agents shall abide by all ethical requirements that apply to persons who have a business relationship with the State, as set forth in Indiana Code § 4-2-6 et seq. and Indiana Code 4.2.7, the regulations promulgated thereunder, and Executive Order 04-08, dated April 27, 2004. If the Respondent is not familiar with these ethical requirements, the Respondent should refer any questions to the Indiana State Ethics Commission or visit the Indiana State Ethics Commission website at http://www.in.gov/ig/2335.htm. If the Respondent or its agents violate any applicable ethical standards, the State may, in its sole discretion, terminate this award immediately upon notice to the contractor. In addition, the Respondent may be subject to penalties under Indiana Code § 4-2-6-12 and 4.2.7.

Section Two: Request for Quotes Preparation Instruction

2.1 – Response Submission Requirement- Removed by State Agency.

2.2 Bidder Registration and Indiana State Comptroller’s Office

Respondents are not required to be registered with the Procurement Division to respond to this solicitation. If your Quote is recommended for an award, you will be notified of the registration requirements. You will have five (5) days from the date of the notification to complete the registration requirements, or the recommended award may be canceled. Guidance can be found by visiting:

https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/

Section 3: Proposal Evaluation Procedure The State has selected a group of personnel to act as a proposal evaluation team. Subgroups of this team, consisting of one or more team members, will be responsible for evaluating proposals with regard to compliance with solicitation requirements. All evaluation personnel will use the evaluation criteria stated in Section 3.2. The procedure for evaluating the proposals against the evaluation criteria will be as follows:

3.1.1 Each proposal will be evaluated for adherence to mandatory requirements, per Section 3.2, Step 1, on a pass/fail basis. Proposals that are incomplete or otherwise do not conform to proposal submission requirements may be eliminated from consideration. Further any proposals not meeting the Mandatory Requirements listed in Section 3.2, and Step 1 will be disqualified.

3.1.2 Each proposal will be evaluated based on the categories included in Section 3.2. A point score has been established for each category.

3.1.3 Based on the results of this evaluation, the qualifying proposal determined to be the most advantageous to the State may be selected by BVIS for further action, such as contract negotiations. If, however, BVIS decide that no proposal is sufficiently advantageous to the State, the State may take whatever further action is deemed necessary to fulfill its needs. If, for any reason, a proposal is selected and it is not possible to consummate a contract with the Respondent, the State may begin contract preparation with another Respondent or determine that no such alternate proposal exists.

3.2 Evaluation Criteria

Proposals will be evaluated based upon the proven ability of the Respondent to satisfy the basic requirements of the solicitation in a cost-effective manner. Each of the evaluation criteria categories is described below with a brief explanation of the basis for evaluation in that category. The points associated with each category are indicated following the category name (total maximum points = 115 if bonus points awarded.)

Additionally, there is an opportunity for a bonus of fifteen points if certain criteria are met. The bonus section is based on years of commitment bonus points (5 points for 2 years, 10 for 3 years, 15 for 4 years.) If any one or more of the listed criteria on which the responses to this solicitation will be evaluated are found to be inconsistent or incompatible with applicable federal laws, regulations or policies, the specific criterion or criteria will be disregarded, and the responses will be evaluated and scored without considering such criterion or criteria. *

Summary of Evaluation Criteria: Out of 100 Points

Based on information received in Attachment B

Based on information received in Attachment A

All proposals will be evaluated using the following approach.

Step 1

In this step proposals will be evaluated only against Criteria 1 to ensure that they adhere to Mandatory Requirements. The Mandatory Requirements are outlined in Section 1.5. You must include in your submission:

· Attachment A – Cost Proposal- Respondent will outline hourly rates for labor services to be provided, plus cost of parts. The Cost Proposal must be submitted on the Attachment A form that is provided.

· Attachment B – Technical Proposal- This is the summary that you will submit outlining services to be provided by your company. You will need to describe the history of your company and the services that you provide, along with hourly rates.

· Attachment C – Q&A Template- Form with questions, answers, date that you can submit questions on. This will be uploaded into the portal.

· Attachment D - Reference Check Form – Form provided by BVIS, this must be filled out and returned with Attachment B.

The scoring format is based on information described in the Summary of Evaluation Criteria.

· Email your response to Amber Schwipps (amber.schwipps@fssa.in.gov) by 4pm EST of November 19, 2025.

· If you have questions regarding this request, contact the Agency point of contact listed on the first page of this solicitation. You can submit questions within one week of the bid post (October 27, 2025 by 4:00pm EST.) All questions and answers will be uploaded in the portal by November 3, 2025 by 4:00pm EST.

Any proposals not meeting the Mandatory Requirements will be disqualified.

Step 2 The proposals will then be evaluated based on the entire evaluation criteria outlined in the table above. If the State conducts additional rounds of discussions and a best and final offer round which lead to changes in either the technical or cost proposal for the short-listed Respondents, their scores will be recomputed.

The section below describes the different evaluation criteria.

Step 3 Prior to offer of award, it is mandatory that BVIS take a tour of the winning bid’s facilities.

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