Attachment 1 - Scope of Project.pdf

ATTACHMENT 1: SCOPE OF WORK

Great Falls College Montana State University, is soliciting bids for exclusive vending and bottling rights to supply its line of soft drink products, excluding any type of hot beverages, dairy products, or alcoholic beverages, in all Great Falls College MSU campus facilities.

DEFINITIONS

“Beverages” The line of soft drink products sold by the Contractor and approved by Great Falls College MSU. These products must be identified in Contractors response. This does not include any type of hot beverages or alcoholic beverages. Beverages may include carbonated and non-carbonated artificially flavored drinks, packaged waters, fruit and/or vegetable juices, fruit and/or juice containing drinks, bottled coffee and tea products.

“Campus” means all facilities now or hereafter operated by or in connection with Great Falls College MSU during the term of the contract. References to campus include all buildings and ground associated with Great Falls College MSU, including vending locations.

“Products” means beverage products marketed under trademarks or brand names owned by or licensed for use by Contractor.

“Vending Rights” means all beverage vending machines now or hereafter operated on the Great Falls College MSU Campus during the term of the contract.

“Bottle/Can Rights” means all bottled/can beverages from coolers provided by the Contractor.

“Pour Rights” means all beverages from fountain machines provided by the Contractor.

SERVICE METHODS

Customer Service

• Describe the level of service you company provides. Narrative must include information regarding:

• Response times

• Equipment maintenance schedules and procedures

• Cost of repair or replacement of equipment

• Turn-around time for re-order requests

• Employee guidelines for attire, customer service and identification.

Expired Product

• Describe how your company manages expired product, including life expectance of product at delivery and accounting for and replacement of expired products.

Donations

• Describe the promotional items and/or donations your company is willing to provide to

Great Falls College MSU. For example, donated product for special events, merchandise for giveaways, etc.

SUPPLY SPECIFICATIONS

Vending Machines

• Equipment: Offeror will be responsible for providing Great Falls College-MSU with Vending markmachines (min 5, Max10). The placement of this equipment will be mutually agreed between the Contractor and Great Falls College MSU. All equipment must be new, state-of-the-art, and remain state-of-the-art for the entire term of the contract. Updates to equipment within the term of the contract will be determined by the Great Falls College MSU central designee based on need. The Contractor will be responsible for any repair, maintenance, loss, or damage to the equipment and for keeping the equipment in working condition at all times.

• Commission: Offeror shall pay commissions at a rate 38% of cash collected.

Bottles

• Inventory: All perishable food supplied by Contractor shall be package coded (coding system used will be provided to Great Falls College-MSU) and replaced with fresh product on appropriate inventory rotation schedules.

• Equipment: Great Falls College-MSU retains the right to inspection and examination of any or all machines provided by the Contractor, for cleanliness and sanitary conditions at any time, by duly authorized employees of Great Falls College-MSU.

• Offeror will be responsible for providing Great Falls College-MSU with the following items free of charge when requested. All equipment must be new, state-of-the-art, and remain state-of-the-art for the entire term of the contract. Updates to equipment within the term of the contract will be determined by the Great Falls College MSU central designee based on need. The placement of this equipment will be mutually agreed between the Contractor and Great Falls College MSU. The Contractor will be responsible for any repair, maintenance, loss, or damage to the equipment and for keeping the equipment in working condition at all times.

o Beverage Coolers (2 double door, 1 triple door) o Four (4) ice barrels for canned and bottled drinks

Fountain

• Inventory: All perishable food supplied by Contractor shall be package coded (coding system used will be provided to Great Falls College-MSU) and replaced with fresh product on appropriate inventory rotation schedules.

• Pre-mix Syrup is to be delivered in clean and sanitary five (5) or two and a half (2.5) gallon cylinders or "Bag in Box" packaging. Bag-in-boxes must be constructed with a double wall corrugated box, a two-ply metallic polyester laminated inner bag, and shrink wrapped with plastic film.

• Equipment: Great Falls College-MSU retains the right to inspection and examination of any or all machines provided by the Contractor, for cleanliness and sanitary conditions at any time, by duly authorized employees of Great Falls College-MSU.

• Offeror will be responsible for providing Great Falls College-MSU with the following items free of charge when requested. All equipment must be new, state-of-the-art, and remain state-of-the-art for the entire term of the contract. Updates to equipment within the term of the contract will be determined by the Great Falls College MSU central designee based on need. The placement of this equipment will be mutually agreed between the Contractor and Great Falls College MSU. The Contractor will be responsible for any repair, maintenance, loss, or damage to the equipment and for keeping the equipment in working condition at all times.

o Soda fountain dispenser (post mix) with built in ice maker o Premix counters & equipment o CO2 (20 pound cylinder with safety collar around dispensing handle) o Cups, lids, and straws

Delivery & Maintenance

• Contractor's marked vehicles shall be permitted on Great Falls College-MSU’s streets and walks subject to Great Falls College-MSU regulations and as long as they do not impede circulation. Contractor shall schedule delivery and service in a manner that causes the least inconvenience to the campus community and must exercise a high standard of care when operating any vehicles on the premises.

• Delivery times are M-F 7:30-11am or 1-5pm. No deliveries will be accepted over the lunch hour.

General Specifications

• Contractor shall pay all Federal, State and local taxes which may be assessed against its machines or merchandise while in or upon the premises of Great Falls College-MSU, as well as all Federal, State and local taxes assessed in connection with the operation of its business at Great Falls College-MSU.

• Great Falls College-MSU shall not be obligated to provide Contractor with any form of exemption certificates from property tax since all personal property remains the property of the Contractor while on Great Falls College-MSU premises.

• Exclusive contract does not prohibit Great Falls College MSU from bringing other beverage companies on campus for sampling for special events. This also does not prohibit Great Falls College MSU from bringing in beverages or beverage companies that carry items that are not in competition with the items supplied by the Contactor, such as, coffee, alcoholic beverages, other non-alcoholic beverages, etc.

PRICING SCHEDULE

The prices herein specified, unless otherwise expressly stated, shall exclude all taxes and duties of any kind which either party is required to pay with respect to the sale of products covered by this RFP, but shall include all charges and expenses in connection with the packing of the products and their carriage to the place of delivery to the University unless specifically excluded. Bid prices shall include any and all transportation costs. The Contractor shall be paid, except as otherwise stated in this RFP, upon submission of a proper invoice, the prices stipulated herein for products, and/or services delivered to and accepted at the specified University location(s).

Quantities of products outlined in this RFP are the projected volume of products to be purchased by Great Falls College on an annual basis. Bids will be evaluated on the basis of these quantities, and contract will be awarded to lowest total estimated cost. Great Falls College will not guarantee the purchase of identical quantities over the period of this RFP and provides such figures only as a reasonable forecast of requirement. Pricing for all products offered through this Invitation for Bid will be reviewed on an annual basis.

Flavors - Contractor must provide post mix product flavors for 6-8 best selling flavors.

Prices shall be input in eMACS, ITEMS section. Cost portion of this RFP will be evaluated based on Total Cost of Market Basket items as listed on Attachment 2 - Cost Proposal attached to this RFP in the Buyer Attachment section and the value of Donations listed above.

MARKET BASKET - PRODUCT PRICE LIST

PRODUCT

ANNUAL ESTIMATED

PURCHASE (EACH) PRICE PER EACH

EXTENDED

COST

1 LITER BOTTLED WATER 1260

1 LITER BOTTLED SODA 2100

20OZ BOTTLED WATER 3240

20OZ BOTTLED SODA 3000

12 OZ CAN SODA 1080

16 OZ ENERGY DRINK 3180

BOTTLED TEA 1800

BOTTLED JUICE 780

CANNED TEA 720

20 OZ BOTTLED SPORTS DRINK 960

BOTTLED ICE COFFEE 360

BOTTLED LEMONADE 180

700 ML SMART WATER OR EQUIVALENT 1440

20 OZ SMART WATER OR EQUIVALENT 60

20 OZ ENHANCED/VITAMIN WATER 660

5 GALLON PRE-MIX SYRUPS 20

2.5 GALLON PRE-MIX SYRUPS 20

Annual Estimated Total Cost:

PRICING SCHEDULE