3-3. RFP 26-R-475186 SOW docs.pdf

26-R-475186 Scope of Services

Narrative Scope of Services

The Alaska Native Tribal Health Consortium (ANTHC) is seeking proposals from qualified and experienced vending machine service providers to furnish, install, maintain, and restock vending machines at various locations within our facilities. The goal of this initiative is to provide convenient access to a variety of quality snacks and beverages for ANTHC staff, patients, and visitors. We are committed to offering a selection of products that caters to diverse preferences, including healthy options, while ensuring reliable service and competitive pricing.

ANTHC seeks a reliable and high-quality vending service provider that is committed to meeting the needs of the ANTHC community. Interested vendors are encouraged to submit proposals that clearly demonstrate their experience, capabilities, and commitment to providing excellent service and value.

All proposals shall be submitted electronically through Bonfire. Additional information and instructions are provided in the Request for Proposal document. This document must be carefully reviewed and directions followed.

Key Requirements and Expectations:

1. Commission Structure: ANTHC expects to receive a standard market commission on the gross sales generated from the vending machines. Providers should clearly outline their proposed commission rates for different categories of products (e.g., snacks, beverages) based on standard industry practices and the specifics of our locations. To ensure transparency and facilitate performance monitoring, the selected vendor will be required to provide detailed sales reports for each individual vending machine with every commission payment. These reports should clearly indicate the gross revenue generated by each machine during the reporting period.

2. Product Offerings: We anticipate that most locations will feature combination vending machines offering both snack and beverage options. We expect the selected vendor to work collaboratively with ANTHC to optimize the product mix for each specific location, taking into account the needs and preferences of the users at that site. While we do not have an extensive list of "forbidden" items, we strictly prohibit the sale of any products requiring age controls (e.g., alcohol, tobacco). We also expect the vendor to offer a selection of healthier choices within their product offerings and to be responsive to feedback regarding inventory balance and to discuss changes in the offered items based on vendor feedback from re-stocking history.

3. Service Level Agreements (SLAs): The selected vendor must adhere to clearly defined Kep Performance Indicators (KPIs) that address critical aspects of service delivery. These KPIs should include, but not be limited to:

a. Restocking Frequency: Proposed schedule for regular restocking to ensure machines are consistently well-stocked and minimize outages.

b. Response Times for Malfunctions: Guaranteed response times for addressing and repairing malfunctioning equipment. This is particularly important in our healthcare settings.

c. Healthcare Specific Requirements: Adherence to any specific healthcare requirements relevant to clinical buildings, including hygiene and infection control protocols during servicing.

d. Food Safety Standards: Commitment to maintaining the highest food safety standards in the storage, handling, and restocking of all products.

e. Response Times for Other Issues: Timely response and resolution for issues such as refund requests, equipment maintenance, and the need for replacements.

4. Price Controls: Given our commitment to providing affordable options, particularly within our healthcare setting, ANTHC seeks to have some level of input over the pricing of products sold through the vending machines. Schedule of Values can be supported by a narrative of the vendor's pricing strategy and their willingness to collaborate with ANTHC on pricing decisions, and products, especially for healthier options.

5. Contract Term: The initial contract term is anticipated to be between one (1) to three (3) years, with options for renewal based on performance and mutual agreement. Vendors should clearly state their proposed renewal options on the Schedule of Values and identify the benefit to ANTHC.

a. Exclusivity: Vendors should indicate in their proposal if they typically request exclusivity for vending services across all of ANTHC's campus buildings in exchange for potentially more favorable rates or service terms. ANTHC will consider such proposals carefully, weighing the benefits of a consolidated service against the potential for limiting competition. Any location other than the ANMC that the vendor would exempt from service must be identified along with the reason for removing the location from the agreement.

b. Upfront Incentives: Vendors are invited to include information about any upfront incentives, such as signing bonuses, they may offer for contracts of this size and scope.

Location Information:

Please note that the main ANMC Hospital building is excluded from the scope of this Request for Proposal. This facility is located on Federal Land and has a separate vending service agreement in place. This RFP specifically covers all other ANTHC buildings which are located on Municipal property. The selected vendor will be responsible for providing vending services to these designated locations, and ANTHC will work with the awarded vendor to identify the specific number and addresses of these sites.

Future Equipment Rights and Exclusivity

ANTHC grants the awarded Firm exclusive rights to operate all cash/credit/debit vending machines (including traditional snack and beverage models) across all ANTHC buildings for the duration of this contract.

Notwithstanding this exclusivity, ANTHC explicitly reserves the right to install and self-operate specialized vending equipment (such as prepared food, smoothie, or coffee machines) for which the primary purpose is the integration with and acceptance of ANTHC-issued patient meal cards. These self-operated machines will accept cash, credit, and debit card payments in addition to patient meal cards.

Future Vending Expansion

Should ANTHC receive customer requests for new vending locations, formats, or specialty machines (e.g., micro-markets, robotic vending, or a type of traditional machine) that will not be integrated with the patient meal card system, the following applies:

The Firm will be granted the First Right of Refusal to provide, install, and service the requested equipment under the terms of this contract. The Firm will have a defined period (e.g., 30 days) in writing to accept or decline the opportunity to add that specific format or machine type to their current business offerings. If the Firm declines, ANTHC reserves the right to pursue another vendor to provide that specific, requested machine type or format.

Reporting Requirements:

The selected vendor will be required to provide regular reports detailing the gross revenue generated by each vending machine. This reporting should accompany all commission payments and provide clear and transparent financial information.

Attachment: Sample Form - Vending Machine initial locations, 1 PAGE

ANTICIPATED MINIMUM MACHINE LOCATIONS – RFP 25-R-475186

Building Identifier Estimated Occupancy (may vary prior to award)

# of Beverage Vending

# of Snack Vending

Anticipated Vending Revenue

Anticipated Cost to

ANTHC

Anticipated Revenue to

ANTHC

88th Ave (South) 102 1 1

APMB (University Lake)

74 1 1

CDC (Campus)

1 COMBO

OR MICRO*

COB (Campus) 298

Orca (Downtown) 17

2525 C STREET 328 1-3 1-3

DIP (Campus) 328

EDC (Campus) 56

GRACE & Glenn (APU locations)

HCB (Campus) 233 1 1

INUIT (Campus) 197

PATIENT

HOUSING (Campus)

ULMC (University Lake)

LODGING OLD

SEWARD

1-2 1-2

LODGING TUDOR

CENTRE

1-2 1-2

Estimated Occupancy

# of Beverage Vending

# of Snack Vending

Anticipated Vending Revenue

Anticipated Cost to ANTHC

Anticipated Revenue to

ANTHC

TOTALS

*Based on estimated building occupancy, identify if Small micro market or combo machine can be offered.