242588TEG_PROJECT_DOCUMENTS.pdf

REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 10/11/23 Page 1 of 5

RFP #: 242588TEG

RFP TITLE: VENDING AND MICRO-MARKET CONCESSIONAIRE SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified proposer to provide vending and micro-market concessionaire services. Proposers are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

3.1 The Proposer must demonstrate experience in operating vending machine concessions and micro-market businesses.

3.2 Provide a minimum of two (2) project references demonstrating experience in operating vending machine concessions and micro-market businesses.

3.3 Required Licenses and Certifications

3.3.1. Proposer must be a Certified Professional Food Manager (CPFM).

Certification shall be active at the time of bid opening and kept current for the term of the resulting agreement.

Proposer must have a Florida Public Food Service License. License shall be active at the time of bid opening and kept current for the term of the resulting agreement.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

RFP Template Revised 10/11/23 Page 2 of 5

6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Past Performance & Experience

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Submit evidence of active Florida Public Food Service License

7.1.3. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

7.1.4. References – Provide a minimum of two (2) project references demonstrating experience in operating vending machine concessions and micro-market businesses.

7.2 Project Approach

7.2.1. Provide a detailed project approach, including the proposed strategy for providing the services requested.

7.2.2. Provide sample kiosk setup photos. Describe kiosk customer payment program.

7.2.3. Describe how your company responds to customer support issues.

7.2.4. Describe your company’s unique/innovative approach to lure customers in and keep them interested in product offerings.

7.2.5. Provide details about your company’s inventory management system, rotation of stock, and freshness schedule depicting how often the fresh foods are delivered and replaced.

RFP Template Revised 10/11/23 Page 3 of 5

7.3 Menu Selection and Pricing

7.3.1. Provide a typical menu offering showing the types of snack foods regularly provided, as well as healthy snack food options.

7.3.2. Provide a typical menu offering of beverages, including traditional and health conscious alternatives.

7.3.3. Provide a typical menu of frozen meals and freshly made items such as breakfast items, sandwiches, salads, fruits, cheeses, and the like.

7.3.4. Provide list of non-food items to be offered in kiosk.

7.3.5. Provide associated proposed price lists.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

8.2 Presentations

8.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

Presentations will be required from no fewer than the three highest

RFP Template Revised 10/11/23 Page 4 of 5 scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

9.1 It is the intent of the County to award a contract to the Proposer who, in the sole opinion of the evaluation committee is most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

9.3 The successful Proposer shall be required to submit proof of licenses or certifications as required by the County.

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American

RFP Template Revised 10/11/23 Page 5 of 5

Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements

9.6 Contract

A draft of the contract that the successful Proposer will be expected to sign (a Concessionaire Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

PART II

SCOPE OF SERVICES

Document prepared by General Services/General Services Administration

1. OVERVIEW

A. Concessionaire shall provide two types of vending services at various County owned or operated facilities. These services are:

i. Micro Market Vending

ii. Beverage and snack vending machines

2. LOCATIONS

A. Micro Markets are currently located in two County facilities. However, the County reserves the right, at its discretion, to add or remove any locations, during the term of this agreement. An amendment shall be required for changes to be effective.

B. Concessionaire will have designated space for operating a Micro Market.

Space is generally limited to a 16’ x 10’ area. The Micro Market shall be customizable to fit the needs of the County environment within the prescribed area.

C. Micro Markets are currently located at:

i. Administration Building, 1660 Ringling Boulevard in Sarasota.

a. There are approximately 350 employees on-site during regular working hours of 7:00 a.m. – 5:00 p.m., Monday through Friday.

b. The Micro Market space is in the employee break room on the second floor. A floor plan of the space can be found in Attachment 1, Sarasota County Administration Building attached hereto and incorporated herein.

ii. Sarasota County Operations Center (aka BOB Bldg.) 1001 Sarasota Center Boulevard in Sarasota.

a. There are approximately 300 employees on-site during regular working hours of 7:00 a.m. – 5:00 p.m., Monday through Friday.

b. The Micro Market space is located in the hallway next to the employee break area. A floor plan of the space can be found in Attachment 2, Sarasota County Operations Center attached hereto and incorporated herein.

D. Beverage and snack vending machines are located throughout various County owned or operated facilities. A list of the locations can be found in Attachment 3, Snack and Beverage Vending Machine Locations attached hereto and incorporated herein.

3. CONCESSIONAIRE REQUIREMENTS

A. Signage

i. Concessionaire shall not post any signage on the vending machines, including advertising signs and fliers, without the prior approval of the

County. Concessionaire is responsible for removal of unapproved signage.

B. Products

i. Concessionaire shall provide service of multiple brands of beverages and snacks, not limited to one national brand of products. The selection of beverages should include a variety of drink options, including, but not limited to soda, juices and water.

ii. In support of the County’s wellness initiative of creating a healthy environment, it is strongly encouraged that vending machines include healthy and nutritious beverages and snacks that are low in sugar, sodium and calories, in addition to the traditional beverages and snacks offered in vending machines.

iii. Products must be dated for freshness, with all outdated product removed from the machines prior to expiration of the “freshness” or “sell by” dates.

iv. Concessionaire shall be able to accommodate facility-specific product selections as requested by County’s Administrative Agent.

C. Stocking

i. Concessionaire shall maintain and rotate all stock utilized in each vending machine.

ii. Machines shall be stocked and serviced during County Normal Business Hours which are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

iii. All products dispensed from vending machines must be in manufacturer’s packaging.

D. General

i. Concessionaire staff shall have clear identifying uniforms or clearly visible company name badges.

ii. Concessionaire crew must have at least one employee on site that can effectively communicate in English with the County staff or with the public.

iii. Concessionaire will coordinate work so that there is minimal to no interruption to daily work at any location.

iv. Concessionaire shall allow any inspections by the County and State authorities.

v. Concessionaire shall operate under a legal business name and not in the name of the County.

vi. Concessionaire shall adhere to all applicable laws and ordinances.

vii. Sales taxes or any other applicable taxes or governmental fees are the responsibility of Concessionaire.

viii. Concessionaire and staff shall follow County Facility rules, specifically parking and smoking restrictions.

ix. Concessionaire is responsible for any damage to County or third-party property caused by Concessionaire or their employees. Restoration shall be made to the County’s satisfaction.

x. The County will not request a commission from Concessionaire’s sales;

however, upon request of the County, Concessionaire shall provide a report of earnings over a specified period of time, within five (5) business days of request.

xi. Concessionaire is required to participate in performance and project report meetings as deemed necessary by the County.

xii. Upon termination or expiration of the agreement, Concessionaire shall remove all machines and equipment within seven (7) business days at no cost to the County.

4. MICRO MARKET SPECIFIC REQUIREMENTS

A. Concessionaire shall provide, at its expense, all food items to be sold and non-food items such as energy-efficient coolers, attractive fixtures and stylish kiosks to establish a real “market” feel.

B. Concessionaire shall utilize an unmanned self-checkout kiosk where employees can purchase self-selected items by scanning the UPC code at the kiosk and make payment through use of a credit/debit card or customizable market card linking to the employee’s personal account.

C. Neither facility has food preparation space thus all food must be prepared off-site and transported to the location for sale.

D. The Micro Market operates on a typical 5-day work week. Concessionaire shall offer reasonably priced vending food services for a building operating on a 5-day work week schedule.

E. Concessionaire shall provide traditional snacks, candy and beverages;

however, in support of the County’s wellness initiative of creating a healthy environment, Concessionaire shall also provide snack and food items such as fruits, vegetables, whole grain products, foods low in fat, sugar and sodium, light and reduced calorie selections.

F. Concessionaire shall also provide pre-made items such as salads, sandwiches, soups (to be heated by purchaser), bagels, pastry, and the like.

G. Sarasota County will provide electric power, tables and chairs, and microwave ovens.

5. SNACK AND BEVERAGE VENDING SPECIFIC REQUIREMENTS

A. Concessionaire shall be responsible for furnishing vending machines, stocking vending machines, and collecting the monies.

B. Concessionaire shall provide credit card processing via a wifi-network attached to each machine provided by Concessionaire.

6. EQUIPMENT AND SERVICING REQUIREMENTS

A. All machines must clearly identify the name of the company and the phone number of customer service. Each machine shall contain labeling with the defined process and procedure to contact for service issues. Service issues shall include but are not limited to, returning money lost by patrons through vending machine malfunctions, including failure to vend, return of incorrect change and vending of spoiled products.

i. Patrons shall receive a resolution as soon as possible. If the County contacts Concessionaire for a resolution, Concessionaire shall provide a resolution within two (2) business days.

B. Concessionaire must address any service issues including:

i. Concessionaire shall be on-site within two (2) business days of the County’s notification to repair malfunctions of a machine. Inoperable vending machines that are not easily repaired on-site are to be substituted for a clean, fully operational replacement machine within three (3) business days. Replacement machine must meet the Equipment Requirements section.

ii. Concessionaire shall inspect and maintain all machines to ensure they are in working order. The continuous, uninterrupted, satisfactory operation of these machines is a vital factor, and Concessionaire’s performance in maintaining this operation will be monitored. Failure to keep machines in working order may be grounds for termination of the agreement.

iii. Concessionaire shall keep the servicing area clean and free of debris.

C. Equipment needs shall be based on the location and the requirements of each location, as determined by the County.

D. Equipment shall be new or current state-of-the-art equipment with pricing of each item clearly visible.

E. Equipment shall be kept in good overall internal and external working condition. Condensation must be contained to prevent any moisture on the floor.

F. Concessionaire shall be responsible for ensuring machines are a minimum of 60% fully stocked. Should the County notify Concessionaire to add stock, Concessionaire shall provide re-stocking services within 48 hours of notification.

G. Machines shall be Energy Star compliant. The County requires that each machine has a “Vending Miser” or an equivalent device installed to reduce the energy consumption of the equipment.

H. All machines must be secured to avoid tipping over.

7. ADDING/REMOVING/REPLACING MACHINES

A. Concessionaire shall not add or remove any machines or change physical location of any machines after the initial installation, without prior written consent of the County.

B. Concessionaire shall relocate or remove machines as requested or required by the County or as requested by Concessionaire and agreed upon in writing by the County, during the term of concessionaire agreement.

C. Concessionaire shall add or remove machines during the term of the agreement as agreed upon in writing by Concessionaire and County. New machines will assume the same terms as agreed to under the original concessionaire agreement.

D. Concessionaire shall be responsible for stocking the Micro Markets and beverage and snack vending machines and collecting the monies.

8. COUNTY RESPONSIBILITIES

A. The County retains the right to place informational signs and/or fliers on the machines.

B. The County will provide the location, space and electrical outlets for approved vending equipment.

C. The County is not responsible for theft or damage to any machine placed by Concessionaire.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.