BCYF_Vending_Machines_Revenue_Contract_2026.pdf

REQUEST FOR PROPOSALS:

BCYF Vending Machines

BOSTON CENTERS FOR YOUTH AND FAMILIES

MARTA RIVERA, COMMISSIONER

EV00016902

PROJECT SUMMARY:

The Boston Centers for Youth and Families (BCYF) is seeking a qualified vendor to install, operate, and maintain food and beverage vending machines throughout BCYF’s network of community centers. The awarded vendor will work closely with BCYF’s Operations team and other key City stakeholders to ensure these machines are well-maintained and that all products are compliant with the City’s healthy food and beverage standards.

This RFP will result in a revenue contract, in which the awarded vendor is given the right to operate vending machines on City property in exchange for providing the City with a share of gross sales. The City will not directly compensate the vendor for any services rendered under this contract.

IMPORTANT DATES:

EVENT DATE

RFP Issue Date September 28, 2026, at 12:00 PM EST

Pre-Proposal Q&A Conference Call Location | Google Meet

September 30, 2026 1:00 PM - 2:00 PM EST Google Meet dial: +1 401-371-3641

PIN: 513 429 113

Proposal Due Date October 13, 2026, at 12:00 PM EST

*See the full RFP schedule in Section 1.3.

CONTACT INFORMATION:

Naida Faria | naida.faria@boston.gov All questions should be emailed with the RFP number (EV00016902) in the subject line.

You can access this RFP and related documents on the City of Boston Supplier Portal, via boston.gov/procurement.

WHAT IS A REQUEST FOR PROPOSALS (RFP) AND HOW

DOES IT WORK?

What: An RFP is a document that explains what services the City of Boston needs and is looking to purchase from vendors (you!).

Why: The RFP explains what a vendor needs to do to compete for this opportunity, how they will be evaluated, and how the contract will be managed.

How:

● Read through the RFP carefully and decide if you want to compete for the contract.

● Register as a vendor on the Supplier Portal (if you aren’t already); you can access the

Supplier Portal via boston.gov/procurement, and get assistance by emailing Vendor.Questions@boston.gov or joining their office hours

● Put together your technical proposal and price proposal and be sure to keep them separate. Failure to do so will disqualify your proposal.

● If you have questions, attend the information session on September 30, 2026 or email questions to naida.faria@boston.gov by September 30, 2026 4:00 PM EST.

● Submit your final technical and price proposals separately, as well as any other necessary forms. Do not include any price information in your technical proposal or presentation or the City will reject your entire proposal. Read the instructions carefully on how to submit each of these proposals. Be sure to leave plenty of time for submission.

RFP Structure:

Read sections I and II

Respond to sections III and IV

Follow the directions in section V https://www.boston.gov/departments/procurement http://boston.gov/procurement mailto:Vendor.Questions@boston.gov

TABLE OF CONTENTS:

I. INTRODUCTION AND PURCHASE DESCRIPTION 4

1.1 BACKGROUND 4

1.2 SCOPE OF SERVICES 5

1.3 PROPOSAL TIMELINE 14

1.4 WHAT TO DO IF YOU HAVE QUESTIONS 15

1.5 CONTRACT TERM AND OTHER INFORMATION 16

II. HOW WE CHOOSE 17

2.1 MINIMUM EVALUATION CRITERIA 17

2.2 COMPARATIVE EVALUATION CRITERIA 17

III. YOUR TECHNICAL PROPOSAL 22

3.1 COVER PAGE 22

3.2 RESPONSE TO SCOPE OF SERVICES 23

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY) 26

3.4 REFERENCES 27

3.5 INSURANCE DOCUMENTATION 29

IV. YOUR PRICE PROPOSAL 29

4.1 PRICE PROPOSAL (REQUIRED) 30

4.2 SUPPLEMENTAL INFORMATION (OPTIONAL) 30

V. SUBMISSION INSTRUCTIONS 31

5.1 CHECKLIST FOR SUBMITTING PROPOSAL 32

5.2 SUBMITTING PROPOSAL VIA BOSTON’S SUPPLIER PORTAL 33

5.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY 34

VI. APPENDICES 36

APPENDIX 1: RFP TERMS AND CONDITIONS 36

APPENDIX 2: CONTRACT TERMS AND CONDITIONS 37

APPENDIX 3: INSURANCE REQUIREMENTS 38

I. INTRODUCTION AND PURCHASE DESCRIPTION

Read sections I and II

IMPORTANT INFORMATION:

● By submitting a proposal, each proposer accepts the RFP specifications, Boston’s

RFP terms, and Boston’s standard contract terms and conditions ( found in the Appendix below).

● Once awarded, the contract will be governed by the terms and conditions listed in forms CM-10 and CM-11, which shall be incorporated by reference into this RFP. Please see Appendix 2 for a full list of the forms that the selected vendor will be required to sign and submit during the contracting process if awarded this contract. Please review these before submitting your proposal.

Failure to agree to the City of Boston’s standard contract terms and conditions will result in your Proposal being deemed non-responsive to the solicitation and therefore rejected.

1.1 BACKGROUND

The Boston Centers for Youth and Families is the largest youth and human services agency in the City of Boston. Our mission is to enhance the quality of life of Boston's residents by partnering with various organizations to offer a wide range of comprehensive programs and activities according to neighborhood needs and interests. As of 2026, BCYF offers affordable, year-round programming to residents of all ages at more than 30 community centers and pools. You can learn more about our work here.

With this Request for Proposal (RFP), we are seeking a qualified vendor to install and operate food and beverage vending machines at 20 BCYF community centers and pools throughout the City of Boston, with the option to expand services to additional sites as the City’s needs evolve. These machines will remain the property of the vendor during and after the lifetime of the contract, and the vendor will be solely responsible for tasks associated with their operation, including installation and removal, maintenance, stocking products, and collecting deposited funds.

We look forward to receiving your proposal.

https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link https://www.boston.gov/departments/boston-centers-youth-and-families

1.2 SCOPE OF SERVICES

This section is very important. It outlines what we are asking for and gives an in-depth look at what we are expecting.

In Massachusetts Procurement Law, this is part of the “Purchase Description.”

1.2.1 Vending Machine Specifications

The vendor will provide food and beverage vending machines meeting the following specifications. The City does not have a preference for make or model of machine, provided they meet these requirements.

● Have maximum dimensions of 72 - 76 inches x 28 - 41 inches x 30- 34 inches.

● Be free-standing units, without any required attachments or anchoring to floors, walls, or ceilings

● Have transparent glass- or hard plastic- fronts that allow users to view the stocked/vended products (stack-style machines are specifically excluded from this contract)

● Have a brand-agnostic design that is compatible with a range of products (i.e., machines should not be designed to exclusively hold proprietary or unusually designed food containers, cans, or bottles)

● Be free of any food or beverage company branding and logos (excluding the manufacturer of the machine itself), and any colors or designs that are strongly associated with a food or beverage brand

● Accept payment with cash, coins, and digital payment options, including credit/debit cards and mobile wallets

● Be compatible with 120V outlets

● Be mounted on wheels, or have plastic or rubber guards to prevent scuffing or damage to floors; machines should be appropriate for use on tile, wood, or laminate flooring

● Capable of performing in a range of climate conditions, including cold, heat, and high humidity

● Capable of displaying up to 40 products, including at least 20 unique SKUs

● Beverage machines must be capable of storing products at temperatures between

33 to 40 degree Fahrenheit or sufficient to prevent spoilage in accordance with industry standards, whichever is lower

● Final approval of vending machine placement is subject to approval by BCYF

● BCYF reserves the right to approve, deny, relocate, or require removal of vending machines at any time.

1.2.2 Service Specifications

The vendor will provide all services required to keep vending machines stocked and operational during the lifetime of the contract. These services will be performed at no cost to the City, and may not be deducted from the City’s share of gross revenues. These include but are not limited to:

● Delivering, unpacking, and installing machines at the start of the contract

● Removing machines at the end of the contract

● Removing and replacing any defective machines

○ Defective or irreparable machines must be removed and replaced within 10 business days of notification by the City.

● Assisting with the temporary or permanent relocation of machines (e.g. during building renovations or construction)

● Performing maintenance and repairs, on a regular cadence or at the request of the City

○ The vendor will provide repair services within 5 business days of notification by the City.

● Restocking products and removing cash from machines

○ During each visit, the vendor will use industry best practices to check for and remove any expired, spoiled, or visibility damaged products

○ The vendor will restock and remove cash from each machine at least once per week, or on an alternative cadence agreed to by BCYF and the vendor depending on usage

○ The vendor will service the machines between approximately 8:00 AM and 7:00 PM EST, with the exact time and place to be determined by the vendor and BCYF. Note that these may differ by site.

● Clearly labelling machines offering products that contain common allergens/dietary restrictions, including peanuts, tree nuts, dairy, and their derivatives

● Payment processing charges may not be deducted from the City’s share of gross sales. Any operator-side charges for payment processing will be fully incurred by the vendor.

● The vendor will make the terms of any and all payment processing agreements entered into with third parties available to the City on request and at no charge.

1.2.3 Food and Beverage Standards

The vendor will ensure that all products stocked in vending machines on City properties are fully compliant with the standards outlined below and suitable for youth ages 8-18 years old. In the event of a change in law or policy at the local, state, or federal level, the vendor will take all necessary steps to make their offerings compliant with the updated standards.

The City reserves the right to require the removal of any food or beverage product, irrespective of its compliance with the specifications below.

1.2.3.1 Food Standards

All products stocked by the vendor must be compliant with the food standards outlined below:

● Food products should be shelf-stable and not require refrigeration.

● The vendor is not permitted to stock the following products:

○ Candy

○ Baked desserts, such as cakes, cupcakes, donuts, muffins, etc.

○ Foods containing processed condiments

● Products should meet the following nutritional requirements. Please note that these figures are per item, not per serving:

Nutrient Requirement

Calories 200 calories or less

Sodium 200 mg or less

Total Fat 35% of calories or less

Saturated Fat Less than 10% of calories

Trans Fat 0 g

Total Sugars 35% by weight or less

● The vendor will make a general effort to include healthy, age-appropriate offerings.

Examples include:

○ Baked chips (as opposed to regular/fried options)

○ Sugar-free or low-sugar options

○ Cereal bars

○ Fruit bars

○ Dried fruit and nuts

1.2.3.2 Beverage Standards

All products stocked by the vendor must be compliant with the City of Boston Healthy Options Beverage Standards published by the BPHC and additional standards set by BCYF.

BPHC classifies beverages as red, yellow, or green (as defined below), which will form one of the acceptability criteria for stocked beverages. Classifications of beverages will be made by BCYF in consultation with BPHC.

● The vendor is not permitted to stock the following products:

○ Sodas (including both calorically-sweetened and non-calorically sweetened/diet options)

○ Beverages with more than 6 grams of added sugar per container

○ Beverages containing alcohol, caffeine, or other psychoactive substances, including tea, coffee, and energy drinks

● Fruit- or vegetable-based beverages shall be composed of no less than 100% juice.

Where possible, fruit- and vegetable-based beverage offerings shall not exceed 8 ounces or 150 calories

● Milk, soy milk, and other milk substitute offerings shall be limited to 1% or skim milk, shall not exceed 12 ounces in volume, and shall contain no more than 25 grams of total sugars per 8 ounce serving

● The ratio of green to yellow to red beverages, as defined below, should be at least 80-20-0 (i.e. yellow beverages should never exceed 20% of the offerings in a machine and red beverages should never exceed 0%). These ratios will be calculated using the number of unique offerings/SKUs in a machine.

● Where not otherwise specified, beverages should not exceed 16 fluid ounces.

Beverage Classifications

Red

● >12 grams of sugar per 12 ounces

● Frequently contain high sodium and/or fat content

● Examples:

○ Regular soda

○ Energy drinks

○ Sports drinks

○ Pre-sweetened coffee and tea drinks

○ Juice drinks with added sugar

○ Whole or 2% milk

Yellow

● 6-12 grams of sugar per 12 ounces, or contains artificial sweeteners

○ Sugar limit does not apply to fruit and vegetable juice (provided products are 100% juice) and flavored lowfat milk; containers must be 8 ounces or less

● Examples:

○ Diet iced tea

○ 100% fruit juice

○ Low-calorie sports drinks

○ Sweetened soymilk

○ Flavored 1% milk Green

● 0-5 grams of sugar per 12 ounces

● Examples:

○ Water

○ Seltzer water

○ 1% or skim milk

○ Unsweetened soy milk

1.2.3 Contract Management

1.2.3.1 Overview

● This contract will be managed centrally by the BCYF Operations team and BCYF Finance team. No other staff members, including BCYF Center Directors, are permitted to make contract management decisions, including but not limited to requesting alternative products, requesting more or less of a given product, moving vending machines, or altering the time and place of services, except as explicitly authorized by the BCYF Operations team. The vendor will notify the BCYF Operations team of any such requests and will not act on them without the team’s authorization.

● The vendor will maintain a detailed, up-to-date record of what is being stocked and sold at each location. An updated copy of this record will be provided to the BCYF Operations team monthly.

○ The vendor’s initial selection of snacks and beverages (and any proposed changes) must be approved by BCYF prior to being finalized. By mutual agreement, the City and the vendor may choose to modify the selection at a limited number of sites (e.g., adding a requested product), provided the vendor is able to maintain an accurate record of what is being sold at each location.

○ The vendor must receive written authorization from the BCYF Operations team prior to making changes to the products stocked in vending machines

○ The City reserves the right to request the removal of any product found to be non-compliant with any law, executive order, or other policy in effect at present or implemented in the future. The vendor will remove any such products at their next scheduled maintenance visits.

○ The City may request or suggest the addition of new products during the lifetime of the contract. However, the vendor is not obligated to honor any such request, provided that their refusal to do so would not violate other provisions in this RFP.

○ The City is brand-agnostic about the products sold in vending machines. Any brands that are named in documents or correspondence relating to this contract are for illustrative purposes only.

● The City will not be liable for any damages to or theft from vending machines, excluding those directly caused by City staff or contractors hired by the City.

Eligible damages must be invoiced to the City separately and may not be deducted from the City’s share of gross sales.

○ The City reserves the right to reject requests for damages it judges to be spurious or excessive, or when said damages are the result of normal wear and tear. All decisions by the City regarding damages are final.

○ Damage payments, if applicable, will always be processed as a reimbursement. Damages may not exceed the actual cost of repairing or replacing the impacted unit. The vendor must include a dated receipt with their request to be eligible to receive payment for damages.

1.2.3.2 BCYF Responsibilities

BCYF will identify one or more staff members to perform contract management duties during the lifetime of the contract. These responsibilities will include:

● Participating in monthly check-ins (or an alternative cadence agreed to by BCYF and the vendor)

● Clarifying the vendor’s responsibilities under the contract on request

● Coordinating the vendor’s communications with staff outside BCYF as they relate to the management of this contract (if applicable)

● Consolidating, curating, and communicating requests from BCYF centers and other

City staff

● Coordinating the time and place of services to be delivered

1.2.3.3 Vendor Responsibilities

The vendor’s contract management responsibilities will include the following:

● Participating in monthly check-ins (or an alternative cadence agreed to by BCYF and the vendor)

● Identifying points of contact for various types of requests and questions (e.g.

payment, maintenance)

● Identifying maintenance staff

○ The vendor will keep BCYF up to date on the maintenance staff serving each site. The vendor will make a good-faith effort to notify BCYF of any changes prior to performing regular or scheduled maintenance.

● Escalating any issues encountered during the delivery of services to BCYF

● Maintaining an up-to-date catalog of SKUs stocked at each location

1.2.3.4 Vending Machine Pricing

The vendor will be responsible for the payment of all state and federal sales taxes and any other taxes imposed by any other governmental entity so authorized.

The vendor shall maintain books, records, and other compilations of data pertaining to the performance of the provisions of this contract and in such detail as to properly substantiate payment as contained herein. BCYF shall have the right, at reasonable times and upon reasonable notice, to examine the financial records which pertain to these provisions and requirements.

1.2.3.5 Payment to the City

The vendor will pay a percentage of gross sales (including cash and digital payments) to the City by check each month as detailed in the vendor’s Price Proposal. This check will be made out to the City of Boston and delivered to BCYF’s Director of Administration and Finance or their designee by mail or courier no later than close of business on the last day of the second full week of the following month. The vendor may not deduct any expenses from BCYF’s share of gross revenue, including but not limited to operational costs (including the cost of products), labor costs, maintenance expenses, and damages.

1.2.4 Reporting Requirements

The awarded vendor will provide monthly reports to the BCYF Operations team with information about vending machine sales in the previous month. This data will be used for contract management purposes, including calculating the share of gross revenue the City will receive in a given month. BCYF may also share this data with other City departments, quasi-public entities (such as the Boston Public Health Commission), and members of the public.

The vendor’s monthly reports will include, at a minimum:

● The number of each SKU sold, total and by location

● The number of each SKU currently stocked, total and by location

● The number of each SKU removed due to expiration or spoilage, total and by location

● The number of each SKU removed for business reasons (e.g. lack of sales, making room for higher-demand SKUs, etc.), total and by location

● Gross sales, total and by location, broken down by payment method

1.2.5 Location and Quantity of Vending Machines

Location Name Location Address # Food Machines # Beverage Machines

BCYF Curley 1663 Columbia Rd.

South Boston 02127

1 2

BCYF Curtis Hall 20 South St. Jamaica Plain 02130

1 1

BCYF Draper Pool 5275 Washington St.

W. Roxbury 02132

1 1

BCYF Flaherty Pool 160 Florence St.

Roslindale 02131

1 1

BCYF Gallivan 61 Woodruff Way, Mattapan 02126

1 1

BCYF Gibbons 382 Main St.

Charlestown 02129

1 1

BCYF Grove Hall 51 Geneva Ave.

Dorchester 02121

1 1

BCYF Hyde Park 1179 River St. Hyde Park, 02136

1 1

BCYF Johnson 68 Annunciation Rd.

Mission Hill 02120

1 1

BCYF Mason Pool 159 Norfolk Ave.

Roxbury 02119

1 1

BCYF Menino 125 Brookway Rd.

Roslindale 02131

1 1

BCYF Nazzaro 30 North Bennet St.

North End 02113

1 1

BCYF Paris Street 112 Paris St. East Boston 02128

1 1

BCYF Paris St. Pool 113 Paris St. East Boston 02128

1 1

BCYF Pino 86 Boardman St.

East Boston 02128

1 1

BCYF Roche 1716 Centre St. W.

Roxbury 02132

1 1

BCYF Roslindale 6 Cummins Hwy.

Roslindale 02131

1 1

BCYF Shelburne 2730 Washington St.

Roxbury 02119

1 1

BCYF Tobin 1481 Tremont St.

Mission Hill 02120

1 1

BCYF Vine Street 339 Dudley St.

Roxbury 02118

1 1

RFP PROCESS

1.3 PROPOSAL TIMELINE

The table below shows the preliminary RFP schedule. Dates are subject to change. For the most updated information, please visit the Supplier Portal via boston.gov/procurement.

EVENT DATE*

RFP Released September 28, 2026, at 12:00 PM EST

Pre-Proposal Q&A September 30, 2026 at 1:00 PM - 2:00 PM Google Meet dial: +1 401-371-3641

PIN: 513 429 113

Questions Due to the City Via email to naida.faria@boston.gov September 30, 2026 4:00 PM EST

Consolidated Q&A Posted by the City1 October 5. 2026 12:00 PM EST

1 The consolidated Q&A posting will include answers to all RFP questions posed to the City at the Q&A Conference Call and by the email by the due date above. The City will update the Q&A if it chooses to answer any additional questions after that time. *All times are in eastern time

Deadline for Proposals See Submission Instructions for details October 13, 2026, at 12:00 PM EST

Contractor Selected October 30, 2026

1.4 WHAT TO DO IF YOU HAVE QUESTIONS

Vendors can ask questions live during the Pre-Proposal Q&A Conference Call (information in the table above).

Outside of the Q&A Conference Call and before the proposal deadline, all communications must be emailed to naida.faria@boston.gov with the RFP number (EV00016902) in the subject line.2,3

1.5 CONTRACT TERM AND OTHER INFORMATION

CONTRACT TERM*

Implementation Dates December 1, 2026 – November 30, 2027

Renewal Options 2 one-year options to renew

Maximum Budget† N/A (revenue contract)

Payment Type N/A (revenue contract)

3 After the proposal deadline, Vendors should not contact the RFP Coordinator or any other City official or employee about this RFP, except to respond to a request by the RFP Coordinator.

Vendors may continue to contact City officials and employees about issues unrelated to this RFP.

2 No other City employee, consultant, or contractor is empowered to speak for the City with respect to this RFP. Any oral communication is considered unofficial and non-binding to the City.

*Not to exceed 3 years except as articulated in 30B s. 12(b) †Contract will be awarded to the proposal deemed most advantageous.

Additional Details:

● The City of Boston will receive a percentage of gross sales at the rates identified in the vendor’s price proposal. This rate is not subject to change during the lifetime of the contract and is not contingent on the quantity of sales or the net profit collected by the vendor.

● The award of this contract does not convey an exclusive right to own or operate vending machines at BCYF sites or any other property owned or rented/leased by the City of Boston. The City of Boston reserves the right to purchase and operate its own vending machines and to contract with other vendors for similar services to those described in the Scope of Services during the lifetime of the contract.

II. HOW WE CHOOSE

This section explains how we will evaluate candidates. It provides clear descriptions for what we consider a highly advantageous proposal.

We will evaluate your proposal based on two sets of criteria: minimum evaluation criteria and comparative evaluation criteria.

2.1 MINIMUM EVALUATION CRITERIA

First, we will review all proposals to see if they meet the minimum (or “quality”) evaluation criteria listed below. These are “yes-or-no” standards that will apply to every proposal.

These criteria reflect the standards that the City considers essential for this contract, as well as statutory thresholds for responsive and responsible proposers.

Any vendor that does not meet these minimum criteria is “not responsive” and will be eliminated from further consideration.

The minimum evaluation criteria include:

1. Did the vendor submit the proposal by the deadline, appropriately and truthfully?

2. Did the vendor submit separate technical and price proposals (with no price information in the technical proposal)? Note: Any technical proposal or interview/demonstration that includes price information will be disqualified from consideration. (See below for further information and instructions about separately submitting your technical and price proposals).

3. Did the vendor submit and complete all the necessary forms and documentation requested in this RFP?

4. Do the vendor’s machines and offerings meet the specifications outlined in section 1.2?

2.2 COMPARATIVE EVALUATION CRITERIA

Proposals that have met all minimum evaluation criteria will move to the next stage of evaluation. In this stage, we will evaluate proposals according to the comparative evaluation criteria described below.

CRITERIA 1: PROPOSAL CLARITY

RATING CATEGORY DESCRIPTION

Highly Advantageous

The proposal is well-written in clear, concise language.

Materials are organized and easy to navigate. As a whole, the proposal provides a complete response to this RFP and provides multiple relevant examples of past successes implementing similar solutions.

Advantageous The proposal is clear and well-organized. It provides a complete response to this RFP and includes examples of past successes.

Not Advantageous

The proposal does not address all aspects of the RFP. It is poorly written and/or difficult to read. It does not provide adequate information to evaluate the vendor’s ability to successfully meet the City’s goals.

CRITERIA 2: VENDOR QUALIFICATIONS & EXPERIENCE

RATING CATEGORY DESCRIPTION

Highly Advantageous

● Demonstrates significant and strong technical experience (10+ years) owning and operating vending machines for large client organizations

● Demonstrates a track record of success in managing complex projects of similar size and scope, meeting deadlines and budget.

● Three references from similar projects consistently rate service and results as “excellent.”

● The proposal includes examples of past work that are highly relevant to this project and highlight competency in owning and operating vending machines for large client organizations.

Advantageous

● Demonstrates technical experience (5-10 years) in owning and operating vending machines for large client organizations.

● Demonstrates a track record of successes in completing projects within their allotted timeframe and budget.

● One or two references from similar projects rate service and results as “excellent.”

● The proposal includes examples of past work that are somewhat relevant to this project.

Not Advantageous

● Demonstrates limited experience (<5 years) in owning and operating vending machines for large client organizations.

● Demonstrates a limited track record of success in completing projects within their allotted timeframe and budget.

CRITERIA 3: RESPONSE TO SCOPE OF SERVICES

Highly Advantageous

The proposal includes comprehensive responses to each deliverable requested in the Scope of Services.

A thoughtful and feasible approach to collaboration among key stakeholders is included. The proposal is tailored to the specific goals and context of the City of Boston. Vending machine specifications are provided and meet the qualifications.

Advantageous The proposal is clear and well-organized. It provides a complete response to this RFP and includes examples of past successes.

Not Advantageous

The proposal does not address all aspects of the RFP. It is poorly written and/or difficult to read. It does not provide adequate information to evaluate the vendor’s ability to successfully meet the City’s goals.

CRITERIA 4: FOOD AND BEVERAGE OFFERINGS

Highly Advantageous

The vendor’s technical proposal clearly identifies the food and beverage products they propose stocking in the vending machines covered under this contract. These offerings are of a high quality and tailored to BCYF’s target audience.

Advantageous

The vendor’s proposal identifies the food and beverage products they propose stocking in the vending machines covered under this contract. Offerings are of a reasonable quality and suitable for BCYF’s target audience.

Not Advantageous

The vendor’s proposal does not clearly identify the food and beverage products they propose stocking in the vending machines. Offerings are of a poor quality and/or are not suitable for BCYF’s target audience.

2.4 RULE FOR AWARD AND CONTRACT

The City will select the responsible and responsive proposer (who has met all submission requirements and minimum evaluation criteria) who has submitted the most advantageous proposal, based on both the proposed price and the comparative evaluation criteria.

Please Note: An award letter or award notification is not a communication of final acceptance of a Vendor's proposal. No final award has been made until the following three steps have occurred:

1. Final execution of a Contract by the Vendor and the City of Boston (by its Awarding Authority/Official and the City Auditor);

2. The approval of the final Contract by the Mayor of Boston; and

3. Contractor receipt of a City issued Purchase Order.

The forms in Appendix 1 of this RFP are incorporated into the Contract by reference.

***The City reserves the right to cancel this RFP at any time until proposals are opened, and further reserves its right to reject all proposals after they are opened if the City determines doing so is in its best interest.

III. YOUR TECHNICAL PROPOSAL

Your application will be submitted in two parts. The first part (this section) is the Technical (Non-Price) Proposal. The Technical Proposal will be evaluated to determine whether it meets all of the submission and quality requirements specified in the RFP.

Do NOT mention pricing in this section. If you include pricing information in your technical proposal your proposal will be rejected in its entirety.

Why can’t you include price in the technical proposal? The law requires that we look at the technical and pricing proposals separately. This allows us to first determine who would be the best at implementing the project, without considering price. Next, we consider price proposals. Once both technical and price proposals are evaluated, we choose the most advantageous proposal that provides the best value overall.

Your technical proposal should consist of the following sections (each detailed in the following pages). Your technical proposal should be submitted as one document that addresses all components listed below.

An editable version of the template below is included in the “package” on this RFP’s Supplier Portal page. You should complete the editable template and submit it as your technical proposal.

● (3.1) Cover Page

● (3.2) Response to Scope of Services

● (3.3) Ownership Details (Informational only)

● (3.4) References

● (3.5) Insurance Documentation

3.1 COVER PAGE

Please include a cover page as the first page of your technical proposal.

COVER PAGE

RFP Title and Number

Primary Organization Name

Contact Information Name

Title

Address

Email

Phone

A brief introduction highlighting why you would be a good partner for the City on this project (4–5 sentences).

3.2 RESPONSE TO SCOPE OF SERVICES

Q1: ORGANIZATION OVERVIEW

QUESTION:

Please explain why your organization is best-suited to manage this RFP.

Suggested length: 1–2 paragraphs

An ideal answer will include:

• Services your organization provides

• How long you’ve provided these services

• Your organizational structure

• Your strategy

RESPONSE:

Q2: PROJECT TEAM

Who will work on this project, and why are they best qualified to achieve the goals of this RFP?

Suggested length: 1–3 paragraphs

An ideal answer will include:

• Description of the project team

• List of key team members

• Justification for why they’ll be great partners (bios/resumes)

• Description of team structure

Q3: VENDING MACHINE SPECIFICATIONS

Please describe the food and beverage vending machines you are proposing. Suggested length: 1–3 paragraphs

An ideal answer will include:

• The brand and model of the machines you intend to use (and, if you are proposing using multiple models of machine, the quantity of each model that will be used)

• Dispensing method (e.g. spring, coil, conveyer belt, etc.)

• Diagrams, drawings, or pictures of each machine, with clearly-labelled dimensions

• Machine capacity (including numbers of rows and columns, and the number of products contained overall)

Q4: PRODUCT OFFERINGS

Please propose an initial proposed list of SKUs to be stocked in the food and beverage machines (with the understanding that this is subject to change as described in the Scope of Services). Do not include pricing information in this section. Suggested length: 1–3 paragraphs

An ideal answer will include:

• Brand

• Short name/description

• Size (in ounces or fluid ounces)

• Any other information you believe is relevant

Q5: MULTIPLE ORGANIZATIONS / PRIME & SUBCONTRACTORS

If your team includes multiple organizations, please let us know how long you have worked together and which one organization will be designated as the prime contractor (all others will be designated as subcontractors). Skip if not applicable to your organization.

ORGANIZATION NAME PRIME OR SUB? HOW LONG WORKED TOGETHER

Prime Contractor

Subcontractor

Subcontractor

Subcontractor

Q6: CONTRACT & PERFORMANCE HISTORY

QUESTION: RESPONSE

Have you had a contract terminated for default during the past five (5) years, or have you been involved in litigation regarding a contract?4

Yes No

If “Yes,” please describe your position on the matter(s)

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY)

OWNERSHIP DETAILS (INFORMATIONAL ONLY)

QUESTION RESPONSE

Is your organization a small, local, minority-owned, women-owned, and/or veteran-owned business?5

Small Local Minority-Owned Women-Owned Veteran-Owned

Is your organization certified as a small, local, minority-owned, women-owned, and/or veteran-owned business with the City of Boston?

Yes No

Are any of your proposed subcontractors a small, local, minority-owned, women-owned, and/or veteran-owned business?6

Yes No

6 Same as above.

5 These details are used to help us improve our outreach to all potential partners, and are for informational purposes only; this RFP is open to any vendor who would like to respond.

4 Please note: If you have had a contract terminated for default during the past five (5) years, or have been involved in litigation regarding a contract, this fact must be disclosed along with your position on the matter(s). If you have experienced no such terminations for default in the past five (5) years and have not been involved in contract litigation, then you must indicate as such. The City reserves the right to request a copy of your firm’s audited financial statements, including a detailed balance sheet and profit and loss statement for three years, or Dun & Bradstreet reports or similar financial reports, in order to evaluate the financial strength of your company.

If you are not certified but would like to be, visit boston.gov/departments/supplier-diversity for information on how to apply.

Becoming a certified small, local, minority-owned, women-owned, and/or veteran-owned business with the City of Boston provides you with many opportunities:

● Exclusive access to Sheltered Market Program contracts (listed toward the bottom of this page)

● Targeted outreach for released procurements

● Support building your business and navigating the procurement process

● Access to the new Inclusive Written Quote Contract procurements, which provide a simpler way for businesses to get into government contracting.

3.4 REFERENCES

EXAMPLE REFERENCE

FIELD EXAMPLE ENTRY

Organization Smith Events

Project Manager (or equivalent) Jennifer Smith

Phone number 845-111-2222

Email (if available) jsmith@smithevents.com

Project Description Planned and implemented a family-friendly concert on the steps of City Hall. Worked with diverse community organizations to select performers and vendors. Hosted 150 residents.

Project Start and End Dates March 2020 – May 2020

Expertise Demonstrated by this Project (see Section 2.1 for more details)

REFERENCE 1

FIELD VENDOR RESPONSE

http://boston.gov/departments/supplier-diversity http://boston.gov/departments/supplier-diversity https://www.boston.gov/departments/economic-opportunity-and-inclusion/sheltered-market-pilot-program https://www.boston.gov/departments/economic-opportunity-and-inclusion/sheltered-market-pilot-program

Organization

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this Project

REFERENCE 2

Organization

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

REFERENCE 3

Organization

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

3.5 INSURANCE DOCUMENTATION

Review the City’s required insurance coverage for this scope of work. This can be found in Appendix 3.

If you have a different level of coverage, you must explain below why that is sufficient to manage the risk of this project.

Response:

IV. YOUR PRICE PROPOSAL

The Pricing Proposal is where you will share your estimated project budget with us and where you will explain your costs/budget.

IMPORTANT: The Price Proposal (and all pricing information) MUST be submitted separately from the remainder of the proposal. No price information may be included in the Technical Proposal. If you do not separate all pricing information from your Technical Proposal, your entire proposal will be rejected.

The pricing proposal is required in addition to the technical proposal. There are two steps:

1. Please complete the price proposal template provided below.

2. Please enter the share of gross sales received by the City in the price line if submitted electronically through the Supplier Portal. More detailed instructions are available in the following section, Section VI, Submission Instructions.

Instructions can also be found on the Procurement Information Page.

http://boston.gov/departments/procurement/how-use-supplier-portal

Please note:

● The share of gross sales received by the City will be used to compare price proposals.

● No charges to the City will be permitted to the City during the lifetime of the contract, excluding damages caused by City staff and contractors. Please see the Scope of Services for more details.

● The vendor will bear the onus of any errors in pricing (e.g., omitting a component of the services).

4.1 PRICE PROPOSAL (REQUIRED)

4.1.1 Revenue Sharing

Please enter the percentage of gross sales you will share with the City in the table below.

DELIVERABLES AS DEFINED IN THE SCOPE OF WORK Rate (%)

Share of gross sales - food _____%

Share of gross sales - beverage _____%

4.1.2. Product List

Please include your proposed Product Offerings (from Q4 of your Technical Proposal) and include the prices you intend to retail these items for. This information should only be included in your price proposal.

4.2 SUPPLEMENTAL INFORMATION (OPTIONAL)

You have the option (but are not required) to attach additional information describing any costs that don’t fit into the above template, to describe the reasoning behind your pricing, or to state any assumptions you made while filling out the template.

V. SUBMISSION INSTRUCTIONS

This section shows you how to submit your application.

● To be considered responsive, each vendor must submit a complete proposal prior to October 13, 2026, at 12:00 PM EST.

○ See the checklist below (section 5.1) for the requirements for a complete application.

● Edits and updates to proposals can only be before the deadline.

● Complete applications can be submitted in two ways:

○ Through the City of Boston Supplier Portal (see section 5.2)

○ By mail or physical delivery (see section 5.3)

● Applicants sometimes run into technical issues with the City of Boston Supplier Portal. We STRONGLY recommend submitting your proposal in advance of the deadline to allow for enough time to navigate any issues.

● The contact you listed in your submitted proposal will receive periodic email updates to let you know:

○ If your application has been received

○ Whether your proposal has been awarded the contract

○ If we need any follow up information

The City will NOT be able to consider proposals that are submitted late or that do not follow these guidelines.

https://procurement.cityofboston.gov/psp/prdsp/SUPPLIER/ERP/h/?tab=DEFAULT

5.1 CHECKLIST FOR SUBMITTING PROPOSAL

This checklist is for your use only; you do not need to submit this checklist along with your proposal.

CHECKLIST ITEM COMPLETE (✓)

IMPORTANT: Submit separate technical and price proposals. (Do NOT include any price information in your technical proposal; otherwise your proposal will be rejected.)

A. TECHNICAL PROPOSAL

Included a cover page with all required information

Responded to all questions and prompts in the “Response to Scope of Services” section

Provided three (3) references using the template in Section 2.2

B. PRICE PROPOSAL

Provided a pricing form

Provided additional information about pricing proposal (optional)

Price proposal submitted separately from technical proposal

C. REVIEW CONTRACT TERMS & CONDITIONS

Reviewed all contract terms, conditions, and additional forms

If awarded the contract, acknowledged the requirement to sign and submit forms listed in Appendix 2

Completed and submitted the CM-16 Wage Theft Prevention Certification https://drive.google.com/file/d/1YmPYyKj9LzNGr6qGC71UjG7KXI2DFgVm/view?usp=drive_link

5.2 SUBMITTING PROPOSAL VIA BOSTON’S SUPPLIER PORTAL

Respondents can submit a proposal electronically through the Supplier Portal. You can access the Supplier Portal from boston.gov/procurement at the Supplier Portal link. We do not accept proposals submitted via email or other electronic communication.

To submit using the Supplier Portal, follow the steps on this website boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf. Below is a summary of those steps:

1. REGISTER (If you are not yet registered as a “bidder” or “vendor” on the Supplier Portal)

a. https://www.boston.gov/departments/procurement/how-use-supplier-por tal provides step-by-step instructions to register.

2. FIND EVENT:

a. Log in to your account.

b. A list of all active procurements is listed under My Sell Events on the home page. Navigate to the RFP you want to bid on and click the hyperlinked Event Name (BCYF Vending Machines) OR navigate to Main Menu > Manage Events and Place Bids > View Events and Place Bids, enter EV00016902 into the Event ID search box and click “Search”, then click the hyperlinked Event ID in the search results

c. Click “View Event Package.” Here you can download forms and documentation linked to this RFP. We recommend starting with “RFP: BCYF Vending Machines.”

d. Click the ‘OK’ button to return to the ‘Event Details’ page.

3. ATTACH YOUR TECHNICAL AND PRICE PROPOSALS:

a. Click on the ‘Bid On Event’ button.

b. Answer all questions and upload the required forms as directed, including the non-price technical proposal. Do NOT include any price information in your technical proposal, otherwise your proposal will be rejected. Click “Step 2:

Enter Line Bid Responses”. Here is where you input your price information separately. If there are multiple lines, you may need to enter separate amounts for each line item you are bidding on,

c. Click the icon on the far right of the screen labeled “View/Add Question Comments and Attachments.” Here is where you will attach your Price Proposal (in the template provided above in Section 4.1)

4. SUBMIT YOUR PROPOSAL:

http://boston.gov/procurement https://www.boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf https://www.boston.gov/departments/procurement/how-use-supplier-portal https://www.boston.gov/departments/procurement/how-use-supplier-portal

a. Once you have responded to all required fields, you may click “Validate Entries” to confirm if your application is ready to be submitted.

b. To submit your proposals, click “Submit Bid.”

Further instructions on registering and submitting a bid can also be found on the Procurement Information Page. We recommend submitting your proposal at least 24 hours prior to the deadline.7

NOTE: MODIFICATIONS MAY BE MADE AFTER SUBMISSION BUT NOT AFTER THE

PROPOSAL DUE DATE. PLEASE ENSURE YOUR PROPOSAL IS COMPLETE AND ACCURATE

PRIOR TO THE DEADLINE.

5.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY

You may submit hard copies of the Technical and Price Proposals by mail, delivery service, or in person. If you choose to submit a hard copy, you must submit two separate envelopes: a complete Technical Proposal in one sealed envelope and a Price Proposal in a second sealed envelope.

The envelopes should be clearly marked as follows:

ENVELOPE #1 - TECHNICAL PROPOSAL

**technical proposal should have absolutely no reference to price**

ENVELOPE #2 - PRICE PROPOSAL

BCYF Vending Machines

RFP Number: EV00016902

TECHNICAL PROPOSAL

Submitted by: [Name of Vendor]

[Date Submitted]

BCYF Vending Machines

RFP Number: EV00016902

PRICE PROPOSAL

Submitted by: [Name of Vendor]

[Date Submitted]

The envelopes should be delivered or mailed to:

MAILING/DELIVERY ADDRESS

Naida Faria

Boston Centers for Youth and Families

7 Please note that Supplier Portal file uploads are limited to a 59-character file name length.

http://boston.gov/departments/procurement/how-use-supplier-portal

1483 Tremont Street

Boston, MA 02120

VI. APPENDICES

APPENDIX 1: RFP TERMS AND CONDITIONS

CANCELLATION, REJECTION, AND WAIVER

The City is under no obligation to proceed with this RFP and may cancel the RFP at any time with or without the substitution of another. The City reserves the right to reject in whole or in part any or all Proposals, when the City determines that rejection serves the best interests of the City. The City may waive minor informalities in the Proposal or allow the Vendor to correct them.

The submitted Proposal, along with the RFP, will also be part of the Contract between the City and the Contractor.

The Contract is subject to the availability and appropriation of funds.

WITHDRAWAL OR MODIFICATION OF PROPOSAL

The City may allow a Vendor representative bearing proper authorization and identification to sign for, receive and withdraw the Vendor's unopened Proposal prior to the submission deadline. A Vendor that seeks to correct or modify its Proposal may do so by withdrawing the initial submission and then submitting a modified Proposal prior to the submission deadline.

PROPOSAL VALIDITY PERIOD

By submitting a Proposal the Vendor agrees that its Proposal is valid for one hundred eighty (180) days following the submission deadline unless extended by mutual agreement.

PROPOSAL COSTS

Any and all costs incurred by a Vendor in preparing a Proposal and throughout the RFP process are ineligible for reimbursement, or recovery from, the City and are solely the burden of the Vendor.

TAXES

The City is a tax-exempt organization. However, should any part of the Contract be subject to taxes, the Vendor shall include and be responsible for paying all taxes that are applicable.

Any taxes due will be assumed to be included in your price of services, otherwise the Vendor is responsible for any additional costs not included. The City is exempt from federal excise taxes (Federal Exemption No. A-108-328) and from Massachusetts sales and use taxes (Certificate No. E-046-001-380). Exemption certificates will be provided, if requested, following award.

SUBCONTRACTORS

The City will contract with one Contractor who will be solely responsible for contractual performance and who shall be the sole point of contact for the City with regard to Contract matters. In the event the Contractor utilizes one or more Subcontractors, the Contractor will assume all responsibility for performance of services by the Subcontractor(s).

The City must be named as a third party beneficiary in all subcontracts. A list of all Subcontractors proposed to take part in the performance of the Contract shall be provided to the City for approval prior to Contract execution.

USE OF CITY NAME

The Contractor and any Subcontractor(s) agree not to use the City of Boston name or seal, or that of any other City Agency or Department in advertising, trade literature, or press releases without the prior written approval of the City.

PUBLIC RECORDS

Proposals shall be confidential until the time for acceptance specified in the RFP has expired. Thereafter, proposals will be public record and subject to disclosure upon request.

Do not submit confidential information in your Proposal.

APPENDIX 2: CONTRACT TERMS AND CONDITIONS

Please be familiar with these terms and conditions at the time of proposal submission to ensure that you are able to meet them if awarded the contract.

All applicants are required to review the following documents at this stage; some terms are verified electronically via the Supplier Portal, and only the CM-16 Wage Theft form must be submitted with your proposal, per the instructions in Section 5 of this RFP.

By submitting a proposal, an applicant acknowledges that if they are selected as the winning respondent, they will be required to complete and provide each of the below forms to the City as part of the contract package. The vendor will be disqualified if it does not submit completed versions of the following forms during the contracting process.

1. Form CM-06 – Certificate of Authority (Only Required for Corporations) https://drive.google.com/file/d/1WOJogvTc1F8hJvdoH6zzgiari1SAYPb5/view?usp=drive_link

2. Form CM-10 and CM11 – Standard Contract…