4-Appendix A - Questionnaire Price Form.docx
DOCX document 24 KB Posted
- Attached to
- Cold Beverage Vending Services
- Solicitation number
- RFP-26-001(P&R)
- Issued by
- Delaware County, Ohio
About this file
This is a questionnaire and price form for cold beverage vending services issued by the City of Westerville, Ohio in March 2026. The City's Parks and Recreation Department is seeking proposals for comprehensive vending services with an initial contract term of two years beginning on or before July 1, 2026 and extending through June 30, 2028. The contract includes renewal options for up to three additional one-year periods, allowing potential continuation through June 30, 2031. Offerors must demonstrate their qualifications through detailed responses addressing company experience, customer service capabilities, equipment specifications, inventory selection, and energy efficiency standards. The questionnaire requires vendors to provide organizational references, explain their understanding of contract responsibilities, detail their resources and geographic support capabilities, and confirm that all vending machines include debit/credit card readers with PCI compliance and mobile payment functionality such as Apple Pay and Google Play.
Pricing for beverages, supplies, and services including carbonated drinks, juice, water, sports drinks, CO2 gas cylinders, cups, and pre-mix canisters must remain firm for the period of July 1, 2026 through June 30, 2027. Price increases for subsequent years are capped at three percent annually unless the contractor demonstrates that unusual operational cost changes or market conditions warrant greater adjustments, which require mutual agreement with the City. In exchange for the vending contract rights, the selected vendor must agree to provide the City with a minimum percentage of gross sales, contribute marketing merchandise and vendor products annually for Parks and Recreation programs and special events, and has the option to provide additional sponsorship contributions to the Westerville Parks Foundation for scholarships. The questionnaire includes blank fields for vendors to specify their proposed incentive packages and sponsorship amounts.
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Other files
| File | Type | Posted |
|---|---|---|
| 3-Appendix A - Questionnaire Price Form.pdf | ||
| 1-Contract Forms.pdf | ||
| 2-Request for Proposal - Cold Beverage Services.pdf |
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Text version
Appendix A – Questionnaire:
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. plastic 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
16 oz. plastic bottles
Water
16 oz. plastic bottles
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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