3-RFP2025-24 Request for Proposals for Vending Machines Services for Gregg County, Texas.pdf

1 RFP 2025-24 Vending Services

RFP# 2025-24

REQUEST FOR PROPOSALS

FOR VENDING MACHINES & SERVICES

FOR GREGG COUNTY, TEXAS

PROPOSAL DUE DATE:

By 2:00pm Tuesday, August 19, 2025

Gregg County Purchasing Office 101 East Methvin Street, Suite 205

Longview, Texas 75601

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TABLE OF CONTENTS

Cover Page Page 1

Table of Contents Page 2

Notice of Intent Page 3

Proposal Instructions Pages 4-5

Criminal background check requirements Page 6

Scope of Services Pages 7-9

Gregg County Information/Site Visits Pages 10-11

Proposal Submission Requirements Page 12

Evaluation Criteria Page 13

RFP Forms Section Pages 14-21

Compliance with Federal and State Laws RFP Signature Form Conflict of Interest Information Conflict of Interested Parties Form Insurance Certificates SAMS Debarment Commissions Form Vending Price Lists

Advertisement Page 22

Exhibit A – Gregg County Standard Terms and Conditions

Exhibit B - Bonfire Vendor Registration Procedures

This Table of Contents is intended as an aid to bidders and not as a comprehensive listing of the RFP package. Respondents are responsible for reading the entire bid package and complying with all specifications.

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GREGG COUNTY, TEXAS

REQUEST FOR PROPOSALS

NOTICE OF INTENT

Issue Date: August 01, 2025 8:30am CST

Title: Vending Machines & Services for Gregg County, TX

Issuing and Using Agency: Gregg County Attn: Purchasing Department Kelli Davis NIGP-CPP, CPPB, Purchasing Agent 101 East Methvin, Suite 205

Gregg County desires to engage a qualified and experienced companies to provide Vending Machines and Services for Gregg County, TX. This document is issued in compliance with the County Purchasing Act Texas Local Government Code Chapter 262 and Section 2254 of the Government Code.

SEALED PROPOSALS addressed to the Purchasing Agent of Gregg County, Texas must be received in the Purchasing Department at, 101 East Methvin, Suite 205, Longview, Texas 75601 or submitted online by uploading the required Bid/RFP/RFQ on the Gregg County Bonfire Portal (see Exhibit B for Bonfire Vendor registration procedures). Respondents must first be registered as a vendor of Gregg County to utilize the online Bonfire bid portal. Gregg County strongly encourages Respondents to utilize the online Bonfire portal. Vendor registration is FREE. Submittals are due no later than Tuesday, August 19, 2025 by

2:00PM CST.

It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Solicitation documents are now posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/. Respondents must first be registered to utilize the online bid system.

Facsimiles will not be accepted. Paper documents may also be obtained from the Office of the Gregg County Purchasing Agent.

All documents relating to this RFP including but not limited to, the RFP document, questions and their responses, addenda and special notices will be posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/ and available for download by Respondents and other interested parties.

It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Need Help?

Gregg County uses a Bonfire eProcurement for accepting and evaluating Bids/RFP/RFQ’s digitally. Please contact Bonfire at support@gobonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc .

https://cogreggtx.bonfirehub.com/ mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

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PROPOSAL INSTRUCTIONS

Submission Requirements: If Respondent plans to submit a paper proposal, Respondents shall send one

(1) set of SEALED documents with original signatures and one (1) flash drive (jump, thumb) with their RFP submission. Gregg County strongly encourages Respondents to utilize the online Bonfire vendor portal. Respondent should upload their proposals on the Gregg County Bonfire portal at https://cogreggtx.bonfirehub.com/. Respondents must first be registered to utilize the Bonfire portal. Please refer to Exhibit A for the registration process. All mailed/hand delivered responses shall be sealed and marked RFP# 2025-24 Vending Services and delivered to the address below by the closing date specified.

A facsimile transmission is not an acceptable response to this RFP Process and will not be considered.

Gregg County Purchasing Kelli Davis, CPPB, NIGP-CPP Purchasing Agent 101 East Methvin, St. 205

Sealed RFP Required: All RFPs must be sealed when returned to Gregg County. All proposals must be received in the office of the County Purchasing Agent or on the Gregg County Bonfire portal no later than 2:00P.M.CST, Tuesday, August 19, 2025 (see purchasing office address above)

Addenda – No oral representations as to the meaning of the RFP will be made to any Respondent. Any explanation desired by a Respondent must be submitted in writing. (see questions deadline) Any changes, interpretations, or corrections to this document will be made by addenda. Addendums can be found on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Public Bid Opening: RESPONSES WILL BE received and publicly acknowledged at the Gregg County Purchasing Department at 101 East Methvin, Suite 205, 2nd Floor Courthouse, Longview, Texas 75601 at 2:00PM CST August 19, 2025. Respondents, their representatives and interested persons may be present.

Late bids/proposals/: Any responses received after the date and/or hour set for in this bid document will not be accepted. The late Respondent will be notified and will advise Gregg County Purchasing as to the disposition by either pick up, return at bidder’s expense, or destroyed with written authorization.

Mail & Delivery of RFP: If responses are sent by mail to the Purchasing Department, the Respondent shall be responsible for actual delivery of the RFP Submission to the Purchasing Department before the advertised due date and time. If mail is delayed either in the postal service or in the internal mail system of Gregg County beyond the date and hour set for the RFP opening, responses thus delayed will not be considered and will be disposed of as authorized.

Questions/Contact Info: Respondents are encouraged to review this entire RFP Document. All questions regarding this RFP must be in writing and sent by email to Purchasing Agent Kelli Davis at kelli.davis@co.gregg.tx.us or on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Contact with other personnel of the County other than the Purchasing Agent regarding the RFP may be grounds for elimination from the selection process.

Decline to submit response: If no response is to be submitted, do no return the solicitation. A letter should be sent to the Gregg County Purchasing Agent whether future solicitations for the type of supplies/services are desired. Failure of the recipient to notify Gregg County that future solicitations are desired may result mailto:kelli.davis@co.gregg.tx.us

5 RFP 2025-24 Vending Services in removal of the recipient from the mailing list for the type of supplies or services.

Submission Instructions for Respondents: Please follow instructions to submit proposals via the Gregg County online Bonfire portal. Please note the type and number of files allowed. The maximum upload file size is 1000MB.

Please do not embed any documents within uploaded files as they will not be accessible or evaluated.

Respondents may upload RFP’s at https://cogreggtx.bonfirehub.com/. See step by step process instructions in Exhibit D. Submissions must be uploaded, submitted, and finalized prior to the closing time of the Bid/RFP/RFQ. Gregg County strongly recommends that Respondents allow for sufficient time and at least one (1) day before closing time to begin the upload process and to finalize your submission.

Each item of requested information will only be visible after the closing time. Uploading large documents may take significant time depending on the size of the files and your internet connection speed. After submitting, Respondent will receive an email confirmation receipt with a unique confirmation number.

Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox.

JavaScript must be enabled. Browser cookies must be enabled.

DEADLINE TO SUBMIT QUESTIONS IS: 5:00PM CST, August 17, 2025.

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CRIMINAL BACKGROUND CHECKS

Criminal background shall be performed on any Awarded Respondents, and employees that will require them to enter/work in any sensitive security areas at any of Gregg County’s Facilities. These include, but are not limited to, Gregg County Airport, Gregg County Courthouse, Gregg County Sheriff’s Department and/or Gregg County Jails and Gregg County Juvenile.

The following will apply to awarded vendor personnel.

If asked, the successful respondent shall provide information, including, but not limited to, name, date of birth, and driver’s license number for each individual who will be performing work on Gregg County property.

If asked, Vendor personnel who perform work on Gregg County property must submit to and pass a Sheriff’s Department Criminal Background Check. That status must be maintained by all vendor personnel entering County buildings for the duration of the contract.

Criminal Background checks conducted by your firm may or may not be acceptable to certain departments depending on their particular requirements. The County reserves the right to conduct additional Criminal Background Checks as it deems necessary.

Award of a contract could be affected by your firms’ refusal to agree to these terms. Award could also be affected if your firm is unable to supply personnel who can pass a Criminal Background Check. The Criminal Background Check applies to the individual and not the company.

Security Compliance at East Texas Regional Airport:

Any development involving secured areas must maintain the Security Identification Display Area (SIDA) line.

Proposals must adhere to Transportation Security Administration (TSA) regulations for the Airport Operations Area (AOA) and SIDA areas.

Airport Minimum Standards – All Respondents must comply with established operational and safety standards.

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SCOPE OF SERVICES

INTRODUCTION AND BACKGROUND

Gregg County, Texas seeks proposals from qualified vendors to provide Vending Machine Services for its buildings and facilities. The purpose of these specifications is to describe the minimum requirements of Gregg County.

VENDING SERVICES AND MACHINES

Gregg County suggests the following types of vending machines and products:

1. Sodas/Juices/Water/ Sports Drinks/Energy Drinks – canned or bottles

a. Cold sodas: Brands shall include a variety of Coca-Cola and Dr. Pepper products, regular and diet. A minimum of eight (8) selections is desired.

b. Juices/Water/Sports Drinks: Products shall be nationally recognized brands and include a variety of juices/sports drinks. A minimum of eight (8) selections is desired.

2. Snacks – Snacks should consist of a large variety of pre-packaged products. The snacks should be only nationally recognized brands and include a variety of healthy snacks as well as candies, rolled candies, gummies, chocolates, non-chocolate, regular and sugar substitute products, chips, crackers, cookies, gum, etc.

3. Machines - Respondent shall provide machine information. Machines must accept both cash and card payments and should be energy efficient. The Respondent further agrees that it will obtain, pay for, and maintain all necessary permits and licenses required by law and that it will comply with all municipal & County ordinances, state statutes, and federal laws which may be applicable to its operations. Any fees/taxes associated with ownership or operation of the vending machines are the responsibility of the Respondent.

4. Any proposed vending machine services that interact with the secured areas of the East Texas Regional Airport must maintain the Airport’s Security Identification Display Area (SIDA) line and conform to all Transportation Security Administration (TSA) requirements associated with the Airport Operations Area (AOA) and SIDA areas.

5. Respondents must follow any and all FAA requirements and all security protocols when providing vending services for the East Texas Regional Airport including all security protocols at each Gregg County Location.

SUPPLIES

1. Drink and snack type vending machines will be provided by the Respondent.

2. Respondents will supply all drinks and snacks for vending machines.

3. The County will not provide storage for excess supplies.

4. Respondent agrees to keep machines supplied with food and beverages of good quality, prepared, and dispensed in conformity with all federal, state, and other health and sanitation standards.

5. Drinks and snacks shall be upgraded periodically.

6. All food and drink items must have an individually marked expiration date.

7. All outdated/expired snacks are to be removed and replaced with fresh items on a scheduled basis. All food items sold must be fresh and of current manufacture.

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MAINTENANCE AND SECURITY

1. Vending machines will be maintained by the Respondent.

2. A phone number must be provided on the machine for maintenance issues.

3. The successful Respondent shall provide prompt response and service to equipment that is not operational, vending problems related to lost money, equipment failure, or product complaints.

4. Service calls shall be responded to within forty-eight (48) hours from County notification to successful Respondent. If equipment repairs cannot be made on site, and downtime is determined by the County to be excessive, the County may require the successful Respondent to replace the equipment with a loaner unit until repairs can be completed or cancel the contract.

5. The County may also require the successful Respondent to provide a permanent replacement unit for a broken or malfunctioning vending machine. Lost, stolen, or damaged equipment shall be replaced or repaired (as applicable) at no cost to the County.

6. Respondent(s) shall operate and maintain its machines in a clean and workable condition with each day of service.

7. The Respondent(s) will be responsible for the security of the machines. No keys will be kept at County facilities. Vending machines will be placed in the designated locations at the sole risk of the vendor and the County will in no way be liable of destruction or theft of the property of the Respondent.

8. The vending machines and other items placed on the premises shall remain the property of the Respondent. If installation or removal causes any damage to the County Facilities, Respondent shall reimburse the County of any such damages

SCHEDULED SERVICES AND DELIVERIES

1. Service schedule shall be one (1) to two (2) two times per week, depending on the need of the location. This frequency can be adjusted based on the need of the vending machine at the approval of the County.

2. Respondent will have the right to enter upon County property at all reasonable times when County facilities are normally open for the purpose of servicing and inspecting machines and for removal of machines upon the termination of the agreement.

3. Product replenishment reports must be provided to allow audit of commission earnings by the County.

4. The soda and snack vending machines shall be delivered, installed, and operational at all locations within thirty (30) calendar days after notification of award.

5. The vending machines shall be installed in such a way as to present an attractive, flush-front, matched, and uniform configuration. The machines shall be secured to provide for safe, secure operation, and to prevent tipping or shifting. All delivery and installation costs shall be the responsibility of the successful Respondent.

6. The Respondents personnel shall, always be dressed in clean, neat uniforms and will observe all security regulations in effect on described premises.

7. Respondent will provide all services for the machine, including but not limited to filling, repairing, cleaning, removal of money, counting of money, and returning the commission check to the Gregg County Auditor’s Office. Commission checks shall be separated out per location.

8. Cleaning of the machines includes internal, and external surfaces, including the top of the machines and under the machines. This may require occasional moving of machines and cleaning of accumulated dust, wax, grease, and food or drink products. County staff will not be responsible for any services to the machines.

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PRICING/REFUNDS

1. Prices shall be plainly posted on each vending machine.

2. Respondent shall provide a list of all food and drink items with an accompanying proposed sales price list. There shall be no increase in sales price list during the term of the agreement and or without written consent from Gregg County.

3. Provide a sign or written procedure notice for patrons of vending services to receive refunds for faulty working machines and expired or spoiled products. The final policy and procedure for such shall be subject to agreement and approval by the County.

4. Refunds are to be the responsibility of the Respondent. Gregg County will not be responsible for issuing refunds to end users. Each machine must be tagged advising of this service. Refunds may not be deducted from the monthly commission check.

SALES/REVENUE

1. Respondent is to provide the percentage of gross revenue to be paid to the County as commission;

there shall be separate checks per location.

2. All commissions will be submitted to the Gregg County Auditor at 101 East Methvin, St. 306, Longview, Texas 75601. Commissions will be paid monthly for the previous month’s sales. If applicable, a computer printout of all sales from all machines will accompany the commission payments.

3. County will only take payments for commission in the form of Check at this time. Cash will not be accepted as payment.

RECORDS

1. Respondent shall at all times, maintain a record of all merchandise, collections, sales, and inventories necessary in connection with proper operation of the machines installed under this contract.

2. Records shall be provided to the County Auditor with the commission checks on a monthly basis broken down by location and machine.

3. Gregg County reserves the right to require an inventory of merchandise upon the vendor entering and leaving County property or at any time the County feels the need for such an inventory.

4. All vending machines must have a meter. Monthly meter readings must be sent to Auditors Office with each individual Building and Location listed to reflect each machines ID number, starting, and ending meter readings on each machine, and the dates the meters were read.

UTILITIES AND WI-FI

1. Gregg County may provide electricity, lighting, heating, and/or air conditioning of designated premises, but without liability on the County’s part arising from temporary interruption thereof on account of breakdown, power failure, or like causes. Successful Respondent agrees that in the use of each utility, they will exercise the same degree of care and economy as would be exercised if they were paying for such utilities.

2. The County will not provide Wi-Fi for the vending machines to assist with card reader or monitoring services. Proposer will need to provide their own cellular services for all vending machine sales transactions.

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GREGG COUNTY INFORMATION

Gregg County reserves the right to award contracts to multiple vendors, if in the best interest of the County. Gregg County reserves the right to add more and new machines at various Gregg County locations not necessarily listed in this RFP Packet.

1. East Texas Regional Airport 269 Terminal Circle Longview, Texas, 75603

Daily Average:

• Airline Passengers:

a. The airport services three flights daily, with 50–75 passengers per flight.

b. Average monthly passenger volume: 5,631.

c. Fiscal Year 2024 total passenger traffic: 67,575.

• Other Airport Terminal Employees:

a. American Airlines: 11–20 employees (dependent on service needs).

b. TSA: 11–19 employees (dependent on service needs).

c. AVIS Rental: 8 employees.

d. Airport Staff: 11 employees.

Commissions Information:

• No commissions were received from previous vendors. However, per FAA grant requirements, the airport must generate revenue from concessions.

2. Gregg County Courthouse 101 East Methvin Longview, Texas, 75601

The Gregg County Courthouse houses over 300 employees – some departments are open 24/7. The machines are also available to the public, jurors, attorneys and anyone visiting the Courthouse.

3. Gregg County North Jail 101 West Whaley Longview, Texas, 75601

The Gregg County jail gets approximately 60 to 75 visitors on Jail Visitation Day. The machines are also used by the Staff.

Gregg County reserves the right to add additional facilities to contract, if any.

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PROPOSAL SUBMISSION REQUIREMENTS

This section outlines specific instructions for proposal submissions. Respondents not adhering to these instructions may be disqualified without further consideration. The following criteria will be used by Gregg County staff to evaluate the proposals and make a recommendation to the Gregg County Commissioners Court. Respondents interested in responding to this RFP shall include the following information along with their submission. All the information should be current within the past twenty four (24) months. The Respondent shall submit responses in the order listed below.

1. Experience - Describe the experience of the Respondent and the individuals assigned with related projects of similar nature. Provide at least three (3) references including names of counties or airports, jails, or agencies, name of contact, email, and telephone number. Provide a brief description and history of the company, include location of business offices. Include name, title, phone number and email of the person authorized to contractually obligate the company with response and future negotiations; if any. Include any lawsuit information the Respondent has been involved in the last five (5) years.

2. RFP Compliance – Respondents ability to follow the instructions detailed in this RFP document including the execution of all required Forms. Include insurance certificates and or a statement from your insurer verifying your insurance coverages.

3. Commission - Please provide the percentage of gross revenue to be paid to Gregg County per each location. Respondent shall provide price list for all food and drink items along with their respective prices.

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EVALUATION CRITERIA AND PROCESS

After public opening of submissions, an evaluation committee will score and rank the returns based on the criteria listed below. After a short list has been determined, the committee may interview one, some or all of the top ranked firms. The Respondent(s) with the highest scores may be invited to prepare a Best and Final Offer for consideration by the evaluation committee. The evaluation committee will determine the most highly qualified firm based on the information submitted and will begin contract negotiations. If a contract cannot be negotiated with the highest ranked firm then the County will formally end negotiations and will notify the second ranked firm for negotiation, and so on. Gregg County reserves the right at its sole discretion to determine if pursuing contract negotiations in in the best interest of the County. The County is under no obligation to pursue contract negotiations.

During the evaluation process the county may at its discretion, request one or all of the firms to make oral presentations. The County also reserves the right to request additional information or clarifications from Respondents or to allow corrections of errors or omissions as deemed in the best interest of the County.

Gregg County reserves the right at its sole discretion to determine if presentations are in the best interest of the county and is under no obligation to request presentations from all Respondents. Gregg County reserves the right to request presentations from one or all firms. Gregg County reserves the right to award multiple contracts as a result of this RFP process.

Gregg County reserves the right at its sole discretion to determine the process for proposal evaluation and may elect to accelerate the evaluation process by combining or eliminating any or all of the evaluation phases. Gregg County reserves the right without prejudice to reject any or all submittals to this RFP. Gregg County reserves the right to award multiple contracts for these services.

Evaluation Criteria

1. Experience 30 points

2. RFP Compliance 20 points

3. Commission Rate/Price list 50 points

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Required Forms

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Form A

COMPLIANCE WITH FEDERAL AND STATE LAWS

Certification of Eligibility By submitting a RFP in response to this solicitation, the Respondent certifies that at the time of submission, they are not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event of placement on list between the time of RFP submission and time of award, the Respondent will notify Gregg County Purchasing Agent.

Failure to do so may result in terminating this contract for default.

Verification No Boycott Israel As required by Chapter 2270, Government Code, the selected firm must verify that it does not boycott Israel and will not boycott Israel through the term of this Agreement. For purposes of this verification, “boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

Foreign Terrorist Organizations Pursuant to Chapter 2252, Texas Government Code, the selected Firm must represent and certify that, at the time of execution of an Agreement neither the Firm, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapters 806 or 807 of the Texas Government Code, or Subchapter F of Chapter 2252 of the Texas Government Code, or (ii) is a company listed by the Texas Comptroller of Public Accounts under Sections 806.051, 807.051, or 2252.153 of the Texas Government Code. The term "foreign terrorist organization" in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government Code.

Disclosure of Interested Parties The law states that a governmental entity may not enter into certain contracts with a non-exempt business entity unless the business submits a disclosure of interested parties to the governmental entity. By submitting a RFP in response to this solicitation, the Respondent agrees to comply with HB 1295, Government Code 2252.908.

Respondent agrees to provide Gregg County Purchasing Agent, and/or requesting department, the “Certificate of Interested Parties,” Form 1295 as required, within ten (10) business days from notification of pending award, renewal, amended or extended contract.

Energy Company Boycotts Pursuant to Section 2276.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies, and (2) will not boycott energy companies during the term of the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Firearm Entities and Trade Associations Discrimination Pursuant to section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent verifies that: (1) it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Signature: Date:

Name and Title (please print):

Business Name: Contract/RFP No:

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Form B

RFP SIGNATURE FORM (non-collusion)

The undersigned, on behalf of and as the authorized representative of Respondent, agrees this Request for Proposal Submission becomes the property of Gregg County after the official opening.

The undersigned Respondent has familiarized itself with the local conditions under which the work is to be performed;

satisfied itself of the conditions of delivery, handling and storage of equipment and all other matters that may be incidental to the work, before submitting a proposal.

The undersigned agrees, on behalf of Respondent, that if this Request for Proposal Submission is accepted, to furnish all materials and services upon which price(s) are offered, at the price(s) and upon the terms and conditions contained in the Scope of Work. The period for acceptance of this Request for Proposal Submission will be for 90 calendar days.

The undersigned Respondents that they are duly authorized to execute a contract with Gregg County and that this Request for Proposal Submission has not been prepared in collusion with any other Respondent, nor any employee of Gregg County, and that the contents of this Request for Proposal Submission have not been communicated to any other Respondent or to any employee of Gregg County prior to the official opening of this Proposal.

Respondent hereby assigns to Gregg County all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

The undersigned Respondents that they have read and do understand the scope of work and any attachments contained in this solicitation. Failure to sign and return this form could result in the rejection of the entire submission.

Signature: Date:

LEGAL NAME AND ADDRESS OF RESPONDENT:

Name Title

Tel. No. Email:.

Address:

COMPANY IS:

Business included in a Corporate Income Tax Return? YES NO

Corporation organized & existing under the laws of the State of

Partnership consisting of

Individual trading as Principal offices are in the city of

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No

Form C

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

For vendor or other person doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

OFFICE USE ONLY

Date Received

1. Name of person doing business with local governmental entity. RFB / RFP / Contract #

2. Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

3. Name of local government officer with whom filer has employment or business relationship.

Name of Officer

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire?

Yes

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity?

C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more?

D. Describe each employment or business relationship with the local government officer named in this section.

4.

Signature of person doing business with governmental entity Date Signed

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Form D

To: Vendors of Gregg County, Texas

From: Kelli L. Davis, CPPB, CPP, Purchasing Agent

Re: Certificate of Interested Parties Form

Dear Respondents;

Original completed Certificate of Interested Party Forms (FORM 1295) should be filed using the link below:

https://www.ethics.state.tx.us/filinginfo/1295/

Applicable Law 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million, or (3) is for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

Starting on January 1, 2016, the commission made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

https://www.ethics.state.tx.us/filinginfo/1295/ https://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php

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FORM E Submit Insurance Certificates

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FORM F Submit SAMS Debarment Form

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FORM G

Commissions Form

East Texas Regional Airport Commission %

Gregg County Jail Commission %

Gregg County Courthouse Commission %

Any Additional Machines added Commission %

If Respondent submits proposals for each location and is offering different commission rates per location, please explain why?

Length of time needed to install machines from date of contract award:

List any service fees to be deducted from commission and the amounts:

Confirm Commission will be paid via monthly check per location with detailed statement: Yes or No

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FORM H Submit Price Lists for all vending machines items

22 RFP 2025-24 Vending Services

Gregg County Purchasing Department Kelli L. Davis, CPPB Purchasing Agent

101 E. Methvin St., Suite 205, Longview, Texas 75601 Phone (903) 237-2684 Fax (903) 237-2682 purchasing@co.gregg.tx.us

July 16, 2025

To: Longview News-Journal

From: Kelli L. Davis, CPPB

Subject: Advertisement RFP# 2025-24

Please run the following ad on Friday, August 01, 2025 and Friday, August 08, 2025 in the Longview- News Journal.

PUBLIC NOTICE

Sealed Bids will be received by the Gregg County Purchasing Agent, Kelli Davis at the Purchasing Department, at 101 E. Methvin St., Suite 205, Longview, TX 75601 or on the Gregg County Bonfire Portal @ https://cogreggtx.bonfirehub.com/, on Tuesday, August 19, 2025 by 2:00 PM (CST) for RFP 2025-24, Vending Machines Services for Gregg County.

Late Bids will not be accepted. The RFP Packet will be available on Friday, August 01, 2025 at 8:30 am (CST) by visiting the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/. Respondents must first be registered with Gregg County through the Bonfire Portal at https://cogreggtx.bonfirehub.com/ . Registration is free. Bid packets are also available at the Gregg County Purchasing Department. Payment will be made after items have been received in accordance with award. Respondents must bid unit costs, but may offer lump sum discounts. Gregg County reserves the right to accept or reject in whole or in part any bid received and to waive any irregularities or formalities in the best interest of Gregg County.

mailto:purchasing@co.gregg.tx.us https://cogreggtx.bonfirehub.com/ https://cogreggtx.bonfirehub.com/