3-Appendix A - Questionnaire Price Form.pdf
PDF 172 KB Posted
- Attached to
- Cold Beverage Vending Services
- Solicitation number
- RFP-26-001(P&R)
- Issued by
- Delaware County, Ohio
About this file
Cold Beverage Vending Services - Appendix A Questionnaire & Price Form
This questionnaire and price form document has been issued by the City of Westerville, Ohio for the procurement of Cold Beverage Vending Services to support the Parks and Recreation Department. The City seeks a qualified vendor to provide cold beverage vending machines and related services beginning on or before July 1, 2026, for an initial contract term of two years through June 30, 2028. The contract includes optional renewal periods for up to three additional one-year terms, extending potential service through June 30, 2031. Vendors must submit detailed responses addressing their company experience, capabilities, customer service offerings, equipment specifications, and inventory selections including carbonated beverages, juices, water flavors, bag-in-box products, fitness and sports drinks, and energy drinks.
Pricing for beverages shall remain firm for the first contract year (July 1, 2026 through June 30, 2027), with annual price increases limited to three percent for subsequent years unless the contractor demonstrates unusual operational cost changes or market conditions warranting higher adjustments, subject to mutual City approval. The vendor must specify unit pricing for various products including carbonated soft drinks, juices, sports drinks, ice tea, water, CO2 gas cylinders, cups, and pre-mix canisters in multiple sizes. In exchange for contract rights, the successful vendor must agree to provide the City with a specified minimum percentage of gross sales, annual marketing merchandise valued at a defined amount for Parks and Recreation programs, product donations for departmental events, and optional sponsorship contributions to the Westerville Parks Foundation for scholarship awards. Vendors must also confirm that all vending machines include debit/credit card readers with PCI compliance and mobile payment capabilities including Apple Pay and Google Play functionality.
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Other files
| File | Type | Posted |
|---|---|---|
| 2-Request for Proposal - Cold Beverage Services.pdf | ||
| 1-Contract Forms.pdf | ||
| 4-Appendix A - Questionnaire Price Form.docx | DOCX document |
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Appendix A – Questionnaire & Price Form:
Cold Beverage Vending Services Issued by: City of Westerville, Ohio | March 2026
PLEASE ATTACH ADDITIONAL PAGES AS NEEDED
For convenience, Offerors may download an electronic copy of this form in MS Word format from the Project Portal.
Responsiveness
1. Provide a summary of your understanding of your responsibilities should you be awarded this contract. Included should be a summary of the services you will provide and examples of how you have successfully fulfilled similar client requirements.
Experience & Customer Service
1. How long has your company been in business?
2. How long has your company been providing cold beverage vending services, similar to those described in this RFP, to client organizations?
3. Provide a listing of at least three (3) organizational references, including contact names and phone numbers, of clients for whom you have provided similar services.
4. What experience do you have working with other local governments relative to providing cold beverage vending services?
5. What type of customer service support do you offer? What have been the most common complaints and issues regarding your service, and how have such challenges been addressed?
6. Has your company, or any officer of your company, been involved in any transaction in which the company (1) defaulted on a contract or (2) was suspended or debarred by a government agency? If yes, explain.
Capability
1. Describe why your company would be the most suitable to provide the cold beverage vending services described in the City’s RFP.
2. Describe the resources (equipment, staff, and facilities) that you have to fulfill the City’s requirements.
3. Relative to your company’s geographic location, how do you envision providing support to the City of Westerville?
4. In what ways have you stayed up to date with the current changes in the cold beverage vending industry? What are your observations relative to new and emerging healthier product options?
5. Do you provide inventory management services? If so, what do these services entail?
6. Please confirm all of your machines come installed with a debit or credit card reader? Do they have Apple Pay and Google Play functionality? Are the card readers PCI compliant?
7. Are there any creative alternatives or value-added services/technologies associated with your cold beverage vending services that differentiate you from the competition?
Inventory Selection
1. Please detail beverage products (flavor and brand) that you plan to furnish below.
Additional pages may be attached as needed.
CARBONATE JUICE/WATER
FLAVORS
BAG IN BOX FITNESS/SPORTS DRINKS
Energy Efficiency of Vending Machines
1. To what extent are your vending machines energy efficient?
2. Are you capable of equipping your machines with an energy miser?
Pricing/Incentives Beverage prices are to remain firm for a one (1) year period, from July 1, 2026, through June 30, 2027. Price increases for the second year of the initial term (July 1, 2027, through June 30, 2028), and optional renewal years three (3) through five (5) shall not exceed a three percent (3%) annual increase, unless the Contractor can demonstrate a greater price adjustment is warranted based on unusual changes in its cost of operations or unusual changes in the conditions of the beverage vending market. Any changes greater than a three percent (3%) annual increase, shall be mutually agreed to by the City and the Contractor.
UNITS
DESCRIPTION
SIZE
PRICE PER
UNIT
ALTERNATE
SIZE
ALTERNATE
PRICE
Boxes
Bag in Box
5 gallon
Cases
Juice
16 oz.
plastic bottle
Sports Drink
20 oz.
bottles
Cylinders
CO² Gas
Cylinders
20 lb.
Cups
10 oz.
12 oz.
20 oz.
32 oz.
Canisters
Pre-mix
5 gal.
Soft drink, carbonated
12 oz.
cans
Ice Tea
Water
Incentives In consideration of the rights and benefits granted to the Successful Offeror, vendor agrees to the following:
The City will retain a minimum of ______% of the gross sales of all cold beverage vending machines.
Vendor agrees to provide $________ worth of marketing merchandise per year to be given out as prizes/promotion incentives during Westerville Parks and Recreation programs and special events.
Vendor agrees to provide $________ worth of vendor products per year for use at the City of Westerville Parks and Recreation Department programs and special events.
OPTIONAL SPONSORSHIP OPPORTUNITY
The vendor further agrees to furnish the City with the following additional sponsorship opportunities.
For $________ per year, payable to the Westerville Parks Foundation, various scholarships will be awarded in the sponsor’s name to individuals, families and organizations needing financial assistance to participate in Westerville Parks and Recreation programs and activities.
Having carefully read and considered all terms and conditions for the City’s RFP, the undersigned does hereby offer to perform cold beverage vending services, subject to and in accordance with the City’s specifications, and furnish the incentives herein set forth.
Name of Company:
Title:
Address:
Signature: ___________________________ Date:
City:
State: Zip:
Phone: E-Mail:
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