Attachment B.pdf
PDF 509 KB Posted
- Attached to
- VENDING SERVICES & POURING RIGHTS
- Solicitation number
- 5400026269
- Issued by
- Horry County, South Carolina
About this file
This file contains a Bidders Conference Q&A document for a vending services and pouring rights solicitation issued by Coastal Carolina University in South Carolina. The solicitation requests bids for snack vending operations, beverage vending operations, and pouring rights for campus dining services and concessions. The contract is structured as a one-year initial term with four one-year renewal options. Bidders must submit bids electronically through an online portal, with one copy required; paper submissions are also acceptable. The State indicates that award decisions will be based solely on the highest commission and guarantee rates offered, with the Procurement Officer determining responsiveness and responsibility in accordance with the Invitation For Bid requirements.
Key financial and operational details include historical commission data showing $19,438 in snack vending commissions in FY20 and $8,858 in FY21, with a consistent 32 percent commission rate applied during that period. Commission rates must be fully inclusive of all items provided in vending machines and cannot vary by individual products or SKUs. The University has noted minimal feedback from students, faculty, and staff regarding the vending program and has not provided information on projected student population increases. Contractors may request new pricing structures after the initial contract term. All vending equipment must be factory new or in like-new condition. The exclusive rights granted to the vendor cover sales and dispensing of snack and beverage items across campus vending operations, while pouring rights pertain to beverage syrup supply for dining services and concessions. Potential subcontractors must be identified and comply with subcontract identification requirements outlined in the solicitation.
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Other files
| File | Type | Posted |
|---|---|---|
| Solicitation.pdf | ||
| Amendment 1.pdf | ||
| Attachment A.pdf |
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Text version
Questions for 5400026269
1. Would it be possible to consider one (1) 5-year term instead of five (5) 1-year terms?
STATE RESPONSE: The Invitation For Bid was issued and advertised with the one (1) year contract with four (4) one (1) year renewal options. To change this contractual setup would require the issuance of a new solicitation. There is no desire to do such at this time.
2. When mentioning exclusivity, it lists that ONLY the BOOKSTORE operator may offer other selections; is it possible to have the entire campus “beverage exclusive”
(excluding dairy products); all other operators in all channels (C-store, dining, athletics) must be exclusive, correct? Can different levels of support be documented in the same RFP if they’re non-exclusive?
STATE RESPONSE: The exclusive rights are to sell, dispense, or otherwise provide snack and beverage items for campus vending operations. “Pouring rights” is for the supply of beverage syrup for campus dining services and concessions.
3. Will the athletics portion of this bid be submitted at the same time/manner that the school bid is, IE electronically and through the same portal?
STATE RESPONSE: Yes. See the ON-LINE BIDDING INSTRUCTIONS clause provided in the solicitation.
4. Can commission be different percentages based on different SKU’s(products);
would it be possible to provide a lower commission rate and guarantee in order to provide funding for pouring rights and athletics?
STATE RESPONSE: Commission rates are to be fully inclusive of all items being provided in the vending machines.
5. How many copies are you requesting (electronic and or paper submission)?
STATE RESPONSE: 1 COPY - Online submission is preferred but paper copy will be acceptable as long as the packet. Please refer to Section II.A, “SUBMITTING A PAPER OFFER OR
MODIFICATION (MAR 2015)”
6. Is the BVB the actual contract? Are we able to get a fully executed contract with details that protect the vendor, like volume protection, campus reductions, etc.?
Response: The solicitation is an Invitation For Bid. The contract will be made of the documents described in the CONTRACT DOCUMENTS and ORDER OF PRECEDENCE clause provided in the solicitation.
7. What is the projected student population % increase year to year moving forward in 2024 and beyond?
STATE RESPONSE: This information is not available at a University level.
8. III. SCOPE OF WORK/SPECIFICATIONS on page 16 - In a perfect world what would your vending program look like?
STATE RESPONSE: The vending program expectations are outlined in the Scope of Work section of the Invitation For Bid.
9. III. SCOPE OF WORK/SPECIFICATIONS on page 16 - Currently what feedback do you get from your students, faculty and staff regarding your vending program?
STATE RESPONSE: Feedback regarding the vending program is minimal.
10. Award and Amendments page 1 - Who comprises the team that makes this decision?
a. What are each of those team member key goals in this process?
STATE RESPONSE: The Procurement Officer will review all bids, determining responsiveness and responsibility in connection with the requirements of the Invitation For Bid. University personnel will be advised of the responsive and responsible bidder(s) whose offer is determined to be the most advantageous to the University based on the highest commission and guarantee rate. The award will be made in compliance with Section VI of the Invitation For Bid.
11. III. SCOPE OF WORK/SPECIFICATIONS from page 16 - What were the commission dollars provided in FY19 and FY20 and FY21 from the snack vending portion?
STATE RESPONSE: FY19 is unavailable. FY20 was $19,438, and FY21 was $8,858.
12. III. SCOPE OF WORK/SPECIFICATIONS from page 16 - What was the commission % in 2019, 2020 and 2021 from the snack vending portion?
STATE RESPONSE: The commission percentage was 32%.
13. Historical Information section on page 20 – From FY22 to FY23 Beverage vending sales experienced a substantial increase in sales while snack vending sales experienced a substantial decrease in sales what factor is behind that trend? Has this occurred previously in the past?
STATE RESPONSE: There is no known reason for the decrease. Previous decreases have been experienced (i.e. FY20 and FY21 due to COVID closures to the University).
14. Fiscal Matters section on page 20 - In previous years what were the commission dollars used for from the snack vending program?
STATE RESPONSE: Commissions from the snack vending program are used to support the
University’s mission and operations.
15. Fiscal Matters section on page 20 – In previous years beyond vending commissions what other benefits did your current snack vendor provide Coastal Carolina University? Scholarship monies, marketing monies etc.?
STATE RESPONSE: None.
16. On page 18 under facilities and equipment section it mentions that all equipment should be factory new or like new condition. Could you provide a picture of a current snack vending machine in operation on campus for reference?
STATE RESPONSE:
17. To achieve a greater financial return to the University, is the University willing to consider an alternative product pricing structure than what is listed under the Product Brands & Prices section on page 19?
STATE RESPONSE: The contractor may request new pricing after the first initial term of the contract, per the specifications provided in the Invitation For Bid.
18. Under the product brands and prices section on page 19 what are the current sizes of the products listed in the snack portion specifically chips, cookies, small candy, and large candy?
STATE RESPONSE: Sizes vary by product, but most are standard packaging sizes for the type of product being sold.
19. Product Brands & Prices on page 19 references the request for more options for the health-conscious individual. Do you have a list of what products would be considered health conscious?
What products provided by your current snack vendor have they included in your current program that meet this criterion?
STATE RESPONSE: A list is not available. Examples of items available are granola bars, low sugar, high protein, and low sodium.
20. VI. AWARD CRITERIA on page 26 – Outside of financial return to the University are there any other forms of criteria that are used in order to make the award decision? If so, how are they weighted?
STATE RESPONSE: No. The award decision is stipulated by Section VI. AWARD CRITERIA.
21. Can you tell me if you need me to submit a bid the beverage part of the contract because we do offer water and our signature Strawberry Lemonade on the Concession Trailer?
STATE RESPONSE: Bids for the beverage part are for the exclusive rights to sell, dispense, or otherwise provide beverage items for campus vending operations and the “pouring rights” for the supply of beverage syrup for campus dining services and concessions.
22. Will the University allow the company awarded the bid to outsource the beverage vending piece and partner with another company to satisfy that portion of the BVB?
STATE RESPONSE: The solicitation is an Invitation For Bid. Offerors proposing a potential subcontractor should review the SUBCONTRACT – IDENTIFICATION clause of the solicitation.
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