25-8362_Solicitation.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO NEGOTIATE (ITN)

FOR

VENDING MACHINE SERVICES

SOLICITATION NO.: 25-8362

LISA OIEN, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8935

Lisa.Oien@colliercountyfl.gov

Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County

Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO NEGOTIATE (ITN)

NUMBER:

25-8326

PROJECT TITLE: VENDING MACHINE SERVICES

ITN OPENING DAY/DATE/TIME: May 7, 2025, at 3:00 PM EST

PLACE OF ITN OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Parks and Recreation Division (hereinafter, the “Division”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Negotiate (hereinafter, “ITN”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

Historically, County departments have received approximately $55,000 in annual revenue; however, this may not be indicative of future buying patterns.

BACKGROUND

Collier County is seeking proposals from Vendors interested in supplying vending machine services to provide food, beverages, and sundry items, etc., along with any necessary equipment throughout Collier County facilities.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewal options.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at their discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Vendor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

DETAILED SCOPE OF WORK

Collier County is interested in obtaining vending machine services. The purpose of this solicitation is to provide quality food, beverages, and sundries to the public through the establishment of a revenue producing agreement for Collier County. The successful Vendor shall furnish, install, maintain, service, repair and/or replace and stock automatic vending machines for dispensing non-alcoholic beverages, food products, ice cream, candy, sundry, and other standard vending items that the County may designate from time to time throughout the term of the resultant agreement. Collier County aims to provide high-quality services throughout approved County facilities. Delivering quality food and beverages is an additional service staff would like to provide for public use.

Vending machine locations within Collier County have been divided up into three (3) zones (A, B, & C). Prospective Vendors may submit a proposal to provide Vending Machine Service to one, two, or all three zones. Responses should indicate which specific zone(s) are included in the proposal.

The commencement of services is expected to be within sixty (60) days of award. Thereafter, the County retains the right to require the successful Vendor to add or remove machines as needed. The successful Vendor may propose to the County additional locations for placing vending machines once an agreement is established, and the County retains the right to accept or reject said proposals.

https://procurement.opengov.com/portal/collier-county-fl

1. Locations

Vending Machine Services is divided up into three zones. The County agrees to provide Vendor space for the vending machines in each of the zones. The vending machines’ locations are displayed in the attachments listed below:

• 25-8362 Attachment A - Zone A (29 vending machines)

• 25-8362 Attachment B - Zone B (22 vending machines)

• 25-8362 Attachment C - Zone C (19 vending machines)

• 25-8362 Attachment D - Map of All Zones and Locations

It is estimated that five (5) additional locations within each Zone may be added upon mutual in the resultant agreement.

2. Equipment

The County will facilitate the space required for setting up the machines and electricity necessary for vending operation throughout County approved facilities. The Vendor shall furnish, install, maintain, and operate machines to automatically vend merchandise dispensed in approved containers and/or wrappings to the public at the locations listed in Attachments A, B, & C, Vending Machine Locations (or additional locations as approved by County’s Division Director or Designee).

The vending machines should meet the following criteria:

• Should be in excellent condition, new or refurbished, and high-quality energy efficient with light-emitting diode (LED) and credit card technology at no additional cost to the County.

• Must contain a validator and a changer.

• Vending machines should be able to accept cash, coins debit cards, and credit cards, etc.

The cost of furnishing, installing, operating, and maintaining all machines, together with all merchandise and other required materials or supplies in connection with such operation, except for electricity, shall be borne by the Vendor.

Each vending machine shall be installed with a third-party software system such as VendMAX, Cantaloupe, or other device that remotely monitors all vending transactions to allow the vendor to track and manage data and operations, and from which the County will be able to generate reports and review data online 24/7. The Vendor shall be responsible for ensuring that the vending machines are serviced regularly to ensure that ample stock of products are maintained in each machine during each day the facility is open for regular business. Each machine shall contain non-re-settable meters that record total sales.

Failure to maintain these meters in good working condition shall render the vendor in default of the resultant agreement.

The vending machines shall remain the property of the Vendor. All machines must be removed upon expiration/termination/ cancellation of the resultant agreement.

Prior to awarded of the resultant agreement, the Vendor must present specifications and pictures of the machines to be used at each location and brochures of products to the County to ensure machines and products meet the specifications as stated in the solicitation.

The vending machines’ power plug shall be compatible with the present configuration at each location. Locations run on a three-prong outlet to power vending machines. Any modifications to the County electrical connections must be pre-approved by the Building and Maintenance Department. The County reserves the right to disconnect any machine from its power source which, in its opinion, represents a safety or health violation or hazard until the necessary corrections are made. The Vendor will not be charged for the power consumed by the machines. The County does not guarantee an uninterrupted supply of electricity, except that it shall be diligent in restoring service following an interruption.

Vendor shall be responsible for all maintenance and repairs of the vending machines, ensuring that they are, at all times, always properly functioning. If any machine becomes inoperable, the Vendor must repair or replace it within 48 hours of notification by the County.

The Vendor shall pay for all permits, fees, arrangements for inspections, licenses, and costs incurred for duration of the resultant agreement. The Vendor must maintain and provide copies of all required Federal, State and Local licenses, certifications or permits. The Collier County Business Tax Receipt shall be displayed outside of each machine.

The Vendor shall comply with the American with Disabilities Act (ADA) vending machine laws.

The County reserves the right to require the Vendor to remove or relocate any vending machine in any location of the County with seven (7) days’ notice where it is in the opinion of the County, have deteriorated to where the machine is not mechanically able to provide reliable service, or where in the opinion of the County, the exterior of the machine has so deteriorated as to the esthetic appearance. Additionally, the Vendor shall remove and/or add vending machines under circumstances deemed warranted by the County, including repeat vandalism.

3. Products

All candy, cookies, gum, chips, etc., are to be standard pre-packaged vending machine products. Bottled water and soft drinks, including fruit juice or iced tea, shall consist of nationally advertised brands only, in twelve (12) ounce cans or plastic bottles not less than ten (10) ounces. Cans must have opening containers in which the tab remains affixed to the container when opened. No removable pull tabs are permitted to be used. Sundry items such as sunscreen are preferred at pool locations.

The Vendor shall use nationally known brand food, candy, and beverage products, such as Hershey, Mars, Lance, Frito Lay, Coca-Cola, and Pepsi, etc. In addition to traditional vending offerings, 1/3 of the products should consist of healthy alternatives selections defined as – snacks and drinks that are low in sugar, fat and calories such as fresh fruits, vegetables, nuts, granola bars, whole grain snacks, bottled water or low-calorie drinks.

All machine products are to show an expiration date on each package, and the Vendor shall be responsible for stock rotation.

No products are permitted to be sold beyond the expiration date. The Vendor shall replace outdated, spoiled, and/or damaged products promptly at no charge. Vendor agrees to restock the vending machines as needed but no less than once per week.

If the vending machines are located within facilities that are open to the public outside of regular business hours, the Vendor must ensure that machines are fully stocked during those times to meet demand. Restock the machines regularly and at minimum once per week to ensure the vending machines are stocked with a variety of food and drink options and are in good working order. Vendor is responsible for ensuring that all machines are fully operational. Removal of all expired and products past the best by dates shall be completed by the Vendor. The vending machines shall never be stocked at less than 50% capacity for one (1) day.

Tobacco products or any form of cannabis or derivates shall not be vended on the County’s premises.

The Vendor shall establish and maintain prices in accordance with industry standard. The County may request, as it deems necessary, a product price report for snacks and beverages. Snacks and/or beverages shall not exceed more than $2.00 per item without approval from County’s Division Director or Designee.

4. Additions, Removals, and Relocations

The Vendor shall have the right to install machines in new locations, under the same terms and conditions, but only with the pre-approval of and at the discretion of County’s Division Director or Designee.

The County may request the Vendor to provide additional machines to be temporarily installed at certain County locations when special events are scheduled that would require the merchandise listed under the resultant agreement. The Vendor shall receive at least thirty (30) days' notice of any special event requiring this additional equipment.

The County reserves the right to allow other concessions and concessionaires to operate under the designated premises.

5. Signs

Advertising signs shall not be displayed except for identification signs that have been approved by County’s Division Director or Designee. Each machine shall be equipped with a sign or decal, prominently placed in the front of the machine, displaying the vendor’s company name, telephone number, and email address.

6. Vandalism

The County assumes no responsibility for the protection of such machines against injury or damage or the unauthorized removal of such machines or any parts thereof, or any of the contents thereof.

7. Refunds

The Vendor shall agree to provide refunds directly to patrons for malfunctioning equipment or defective products. A phone number shall be listed on each machine that so that patrons can call and schedule a refund. A response shall be provided within forty-eight (48) hours. Refunds are to be tracked, reported, and notification sent to the County Contract Administrator.

8. Fee to the County

On a monthly basis, the Vendor shall be responsible for a flat fee per vending machine. For less than one month of service, temporary, additional, removal and/or relocation of machines, a prorated amount shall be calculated. To calculate the prorated amount, determine the number of days in the month serviced, divide the established monthly rate by the number of days for that month to determine a daily rate, then multiply the daily rate times the number of days of service.

A monthly report shall be included with payment indicating number of machines in operation for the month, machine location to include address with description (i.e., pool area), total number of machines and payment, date installed, and date removed.

The awarded Vendor is expected to set up a wire transfer for commission payments to Collier County. Initial commission payment shall be made out and mailed to:

Board of County Commissioners - Attn: Revenue Accounts 3339 Tamiami Trail E, Building H 2nd Floor Suite 212, Naples, FL 34112

Other billing location(s) may be identified by the County, to be determined and approved by the County’s Division Director or Designee.

The Vendor must obtain a direct pay permit from the Florida Department of Revenue and be presented to the County. The direct pay permit authorizes the machine operator to self-accrue and remit the tax due and relieves the location owner of this obligation.

An annual sales report shall be provided upon request. The report shall include number of machines, machine location to include address with description (i.e., pool area), gross revenue, taxes paid, and other fees (i.e. credit card fees).

9. Default in Payment

The Vendor shall pay in full a monthly flat rate amount per machine. If not paid by the end of the first day of the month for the previous month’s service, a late charge of $50 per day will be added to the balance due beginning the second day. The per day late fee will continue to accrue regardless of partial payment and will be based on original amount owed. If late charges continue over the term of the agreement the Vendor shall meet with Collier County’s Division Director or Designee and may result in restriction and/or termination of the agreement.

INVITATION TO NEGOTIATE (ITN) PROCESS

1.1 The Proposers will submit proposal which will be scored based on the criteria in Grading Criteria for Development of Shortlist, which will be the basis for short-listing the vendors.

The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the COUNTY. The COUNTY will then grade and rank to at least the top three short-listed vendors and enter into negotiations with the top ranked vendor or multiple vendors to establish cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations to obtain additional information after grading and before the final ranking. With successful negotiations, a contract will be developed with the selected firm, based on the negotiated price and/or scope of services and submitted for approval by the Board of County Commissioners.

1.2 The COUNTY will use a Selection Committee in the ITN selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of the proposals, the COUNTY will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate with one or more vendors as authorized in Section 11, Paragraph 7 of County Procurement Ordinance Number 2017-08.

1.6 The COUNTY reserves the right to negotiate any element of the proposals in the best interest of the COUNTY.

GRADING CRITERIA FOR RANKING PROPOSALS:

1.7 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter / Management Summary 5 Points

2. Certified Woman and/or Minority Business Enterprise 5 Points

3. Business Plan 30 Points

4. Revenue to the County 40 Points

5. Experience and Capacity of the Firm 10 Points

6. Local Vendor Preference 10 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four

(24) months prior to the ITN submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)

Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this ITN.

EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS ENTERPRISE (5 Total Points Available)

Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 3: BUSINESS PLAN (30 Total Points Available)

In this criteria, include but not limited to:

Provide a business plan that includes details as to the style of vending machines proposed product list of items being proposed, including brand names, product sizes, vending prices, operational details regarding staffing and repairs, machine replenishment schedules, monitoring systems, and details of experience providing similar service to other venues.

THE PROSPECTIVE VENDOR SHALL SELECT WHICH ZONE(s) THE VENDOR IS INTERESTED

IN SUBMITTING A PROPOSAL. THE PROSPECTIVE VENDOR MAY PROPOSE TO PROVIDE

SERVICES FOR ONE, TWO OR ALL THREE ZONES.

CHECKING THE ZONE OR ZONES BELOW, INDICATES THE VENDOR’S INTEREST. FAILURE

TO CHECK A ZONE WILL RESULT IN DEEMING THE VENDOR NON-RESPONSIVE.

ZONES Indicate Vendor’s Interest with a Checkmark

Zone A (29 machines)

______ Interested

Zone B (22 machines)

______ Interested

Zone C (19 machines) ______ Interested

EVALUATION CRITERIA NO. 4: REVENUE TO THE COUNTY (RATE OF VENDING MACHING PER

MONTH) (40 Total Points Available)

For this criterion, propose a flat monthly revenue rate per machine per month to the County.

THE PROSPECTIVE VENDOR SHALL PROVIDE A FLAT MONTHLY REVENUE FEE PER

MACHINE PER MONTH TO THE COUNTY FOR EACH ZONE(S) OF INTEREST. THE

PROSPECTIVE VENDOR MAY PROVIDE A REVENUE FEE FOR SERVICES FOR ONE, TWO OR

ALL THREE ZONES.

ZONES Proposed Revenue Fee to the County

(amount must be at least $10.00 per month per machine)

Zone A - Proposed flat monthly revenue fee per machine/per month to the County

Zone B - Proposed flat monthly revenue fee per machine/per

Zone C - Proposed flat monthly revenue fee per machine/per

The Revenue to the County will be scored per zone using the following methodology:

1. The greatest number of points allowed in this criterion will be awarded to the Vendor who has the highest proposed flat monthly revenue rate per machine, per month to the County.

2. The next highest proposed monthly flat revenue rate per month to the County will be divided by the highest proposed flat monthly revenue rate per machine which will then be multiplied by the maximum criteria points to determine the vendor’s points awarded. The points awarded will be rounded to the nearest whole amount.

3. Each subsequent Vendor’s point score will be calculated in the same manner.

For illustrative purposes only:

Vendor Name Annual Revenue Points Awarded Vendor ABC $135,000.00 20 Vendor DEF $110,000.00 16 Vendor GHI $100,000.00 15

Initial revenue rate is for grading purposes and are subject to change during negotiations with the selected Vendor.

EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (10 Total Points Available)

In this criteria, include but not limited to:

• Provide information that documents your company’s and sub-vendors’ and suppliers’ qualifications to produce the required deliverables, including abilities, capacity, skill, and number of years of experience in providing the required services.

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients (during the last 5 years) whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of similar size, scope and complexity of this project using form provided in Form 5. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.

EVALUATION CRITERIA NO. 6: LOCAL VENDOR PREFERENCE (10 Total Points Available)

Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business.