TECHNICAL SPECIFICATIONS 2026

VENDING MACHINE CONCESSION SERVICES

Scope:

This is a request for competitive contracting proposals for Vending Machine Services for the County of Sussex (“County”).

Proposals are being solicited through the Competitive Contracting (concessions) process pursuant to N.J.S.A. 40A:11-4.1 et seq.

The County is seeking a vendor-driven solution whereby Respondents propose vending machine types, product offerings, and service models tailored to individual facility needs.

End User Coordination & Machine Selection The awarded vendor shall coordinate directly with designated County representatives at each facility (“End Users”) to evaluate and determine the most appropriate type, size, and configuration of vending machines.

Evaluation shall include the following:

• Workforce Size and Public Access

• Demand for Traditional Snack and Beverage Options

• Feasibility of Fresh Food or Healthier Vending Options

• Space, Electrical, and Operational Considerations

Final approval of all machine types, product offerings, and pricing shall remain with the County.

Vending Machines

• Machines Shall Accept Bills and Coins, with Preference for Debit/Credit and Mobile

Payment

• Machines Shall be Modern, Clean, and Energy-Efficient

• Vendor Shall Maintain all Machines in Fully Operational and Sanitary Condition

• Machines Shall Display Vendor Contact Information for Refunds and Service

• The awarded vendor shall provide gross transaction totals upon request by the County.

Product Offerings Respondent Shall Provide the Following:

• Traditional Snack and Beverage Options (Chips, Cookies, Soda, Water, etc.)

• Optional Fresh or Refrigerated Food Items Where Feasible (Wraps, Sandwiches, Salads, etc.)

• Ability to Adjust Product Offerings Based on Demand and Location

Vending Machine Placement The County may request placement; however, final determination shall be based on:

• Operational Need

• Vendor Recommendations

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• End User Input

The County shall reserve the right to:

• Add/Remove Machines

• Relocate Machines

• Modify Service Levels

Conveyance Machines (Low Volume Locations) For designated low-volume or limited-access locations:

• Machines may be Installed with No Commission or Compensation to the County

• Pricing may be Adjusted Accordingly

Vendor Responsibilities Failure to comply with the following may result in default and contract termination:

• Maintain Machines

• Keep Machines Stocked

• Provide Fresh, Non-Expired Products

• Respond to Service Issues

Failure to maintain vending equipment in good operational and sanitary conditions, failure to maintain adequate supplies in the machines, failure to remove and/or replace machines at County request, failure to provide items of satisfactory quantity, or the selling of goods past their expiration date shall be considered proper cause for declaring the vendor in default and may result in the prompt termination of this contract.

Should the awarded vendor request the change in machines or locations, they shall request in writing to the County Purchasing Agent for County review and approval.

All machines shall have posted at minimum and phone number for customer complaints and refund requests. Should on any one (1) operating day a machine fails to vend more than five

(5) times the County may designate the machine as “Out of order,” and notify the vendor.

Proposal Submission Respondent shall submit a written proposal describing in detail how they intend to accommodate the County in the provision of Vending Machine Services. Please submit the minimum standards and build upon such standards to show the County what your firm intends to offer the County.

Evaluation Criteria Proposals will be evaluated by the County based on the most advantageous price and other factors considered. The evaluation will consider:

1. Management 40%

2. Technical 40%

3. Financial/Value 20%

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Examples of what the Evaluation Committee will be reviewing:

Management

• Company description

• Number of years engaged in providing similar services.

• Copies of all current permits, certificates, and licenses as may be applicable for the provision of Vending Machine Services in regard to Local, State, and Federal regulations.

• Previous experience in providing similar services.

• Description of business model, the number and type of machines in use, etc.

• List of three (3) company references.

• Organizational chart.

• Method of reporting vending machine problems and the protocol for addressing the corrective procedures.

• Method of choosing various vending products.

Technical

• Vending machine repair procedures; dispatching policy, response time, etc.

• Available vending machine inventory, in the event a machine replacement may be necessary.

• Ability to provide machines from various manufacturers.

• Type of electronic and manual equipment uses in vending machines.

• Company policy for updating and replacing older vending machines.

• General description of electrical, and other, requirements for company vending machines.

• Total available company employees assigned to performing vending machine maintenance and repair.

• Product-line of candy, snack, and beverage options to be provided.

Financial/Value

• Basis for establishing unit pricing for vending machine products.

• Examples of company pricing listed on products for various vending machine items.

• Methods of compensation to County your company commonly utilizes when making contracts with government, public, and independent entities.

• Actual pricing as provided on Form 1 – Pricing Proposal.

Award Determination The County shall reserve the right to award to:

• One (1) Vendor; or

• Multiple Vendors

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As deemed in the best interest of the County.

Contract Period The Contract resulting from this proposal will be in effect from date of Contract award, or date indicated on Contract award, for a twelve (12) month consecutive period, with the County reserving the right to renew for four (4) additional and consecutive one (1) year periods.

Award Requirement Prior to installation of any vending equipment, the awarded vendor must notify the County Purchasing Agent, or their designee, and document the total number and types of vending machines to be installed at each location. This requirement is for the purpose of documenting installation and service commencement.

Payment Directive (Cost Basis) The County shall incur no cost for vending machine services. The awarded vendor shall be solely responsible for all costs associated with furnishing, installation, maintenance, stocking, and removal of vending machines.

Compensation shall be derived solely from product sales. The County may, at its sole discretion, accept a commission; however, such commission shall not be required and shall not be the sole determining factor for award.

The County shall make no promises or guarantees as to the actual dollar amounts that may be generated from each machine located within the noted County facilities.

The County reserves the right to review and approve product pricing to ensure it remains fair and reasonable for end users.

The County is not seeking a revenue-generating concession, but rather a service-based solution that provides convenience and value to County employees and public.

Locations Machine counts, employee counts, and location conditions are provided for informational purposes only and may differ from actual conditions at the time of installation or throughout the term of the Contract.

The County makes no representation or guarantee as to the accuracy or consistency of such information. Respondents shall be responsible for accommodating any variations without adjustment to pricing or contractual obligations.

Below are the locations that have historically been serviced. The County will evaluate proposals which consolidate services or machines offered.

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Division of Social Services

83 Spring St.

Newton, NJ 07860

1st Floor 85 No 1 1 0

Prosecutor’s Office

19-21 High St.

Newton, NJ 07860

1st Floor 50 No 1 1 0

Fleet/Public Health Nursing

201 Wheatsworth Rd.

Hamburg, NJ 07419

1st Floor 60 Limited 1 1 0

Admin. Building 1 Spring St.

Newton, NJ 07860

1st, 2nd and 3rd Floor Break rooms

70 No 3 2 0

Respondent’s Insurance Requirements: The respondent shall procure and maintain, at its own expense for the duration of the Contract, the following minimum levels of insurance:

The respondent shall continuously maintain insurance, including professional liability or other security for adequate protection for all work from liability and will protect the County for damages, liability or loss arising in connection with the contract. The respondent will ensure coverage for damages, liability or loss arising in connection with the crate and services:

1. WORKER'S COMPENSATION AND EMPLOYER'S LIABILITY INSURANCE that shall be maintained in force during the life of this contract by the respondent covering all employees engaged in performance of this contract in accordance with the applicable statute. Employers Liability Insurance of not less than $1,000,000.00.

2. GENERAL LIABILITY INSURANCE with limits of not less than $1,000,000.00 for Bodily Injury and Property Damage Liability each occurrence and $2,000,000.00 General Aggregate shall be maintained in force during the life of the contract by the respondent.

The policy shall include respondent's protective liability insurance (also known as contingent liability insurance) with the same limits. The respondent will be responsible for securing and maintaining Certificates from all Sub-Contractors used in relation to this contract. These will be supplied to the County upon request. In the event more than one insured is named in the policy, a CROSS LIABILITY endorsement shall be included which provides that the employees of each of the named insureds are not excluded under the policy as respect to claims that are made against other named insured.

3. AUTOMOBILE LIABILITY INSURANCE with limits of not less than $1,000,000.00 Liability and Property Damage Liability Combined Single Limit, $1,000,000.00 Uninsured Motorist and Underinsured Motorist, $1,000,000.00 Hired and Non-owned Automobile, shall be maintained in force during the life of this contract by the respondent.

4. PROFESSIONAL LIABILITY INSURANCE with limits of not less than $2,000,000.00 maintained in full force during the life of the contract by the respondent.

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Facility Address Vending Locations Est. # of Employees

Public Access

# of Drink Machines

# of Snack Machines

# of Combo Machines

Judicial Center 43-47 High St.

Newton, NJ 07860

Jury Room, 2nd FL Public, 2nd FL Public

30 Y 4 4 1

Sheriff’s Office 39 High St.

Newton, NJ 07860

Lower Level 30 Limited 1 1 1

Historic Courthouse

3 High St., #1 Newton, NJ 07860

Lower Level 15 Limited 0 0 1

5. UMBRELLA LIABILITY INSURANCE may be used to support the require limits as long as the County is provided in writing that the coverage will apply over the underlying policy.

The insurance policies will be provided by insurance companies authorized to do business in the State of New Jersey.

All insurance required herein will be maintained in full force and effect during the term of the successful Respondent’s Contract with the County and will constitute primary coverage over any other applicable insurance.

The County may from time to time dependent on the “scope” of services require coverage, limits and conditions unique to the type of work, scope and size of the contract. Approval and terms will be reviewed/proposed by the County Risk Manager and the Administration.

The successful Respondent will furnish a Certificate or Certificates of Insurance in compliance with these requirements and upon request a certified copy of each policy to the County, including the provisions establishing premiums. All insurance policies required hereunder will include an endorsement naming the County and its officers, agents, engineer, attorney, employees, and servants as additional insured’s, which insurance will provide primary and non-contributory insurance coverage to the County of Sussex, its departments, agencies, boards, commissions, officers, agents, servants, administrators and employees.

In addition, the additional insurance will include but not be limited to coverage for the additional insured for bodily or personal injury, property damage or other loss for which the respondent’s insurance policy provides coverage for the respondent’s work and for coverage which is included in the respondent’s “products-completed operations hazard” coverage. An endorsement will be provided that the policies will not be changed or canceled prior to thirty

(30) days after written notice has been provided by the insurance carrier directly to the County.

During the term of its Contract with the County, the successful Respondent will be obligated to renew each and every insurance policy which may expire and provide updated renewal insurance certificates. In cases where a required insurance policy is cancelled or terminated during its term, the successful Respondent will immediately procure insurance to replace such policy(ies) and will immediately provide all insurance information required by the County as proof that the cancelled or terminated policy has been restored or replaced. In the event the successful Respondent fails or refuses to renew its insurance policies, or the coverage is canceled, terminated, or modified so that the insurance does not meet the requirements of the successful Respondent’s Contract with the County, such failure shall constitute default of the successful Respondent’s Contract with the County.

Insurance coverage having policy limits in the amounts required by the County will not be construed to relieve the Respondent from liability in excess of such coverage, nor will it preclude the County from taking such other actions as are available to it under the provisions of this Contract or otherwise in the law.

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