BOT-Vending Snacks 2014.docx

Snack and Food / Drink Vending

REQUEST FOR QUOTE

Table of contents

I. Introductions

a. Request for Quote

b. About the College II. Contractor Specifications

a. General Information

b. Equipment

c. About your Company

d. Locations

e. Pricing

f. Warranties

g. Time Line

h. Commission

i. Duration of Contract

j. Service III. College Conditions IV. Contact Information V. Attachment A: Site Floor plans

I. INTRODUCTION

Request for Quote Mount Wachusett Community College is requesting quotes for a contract to operate the Snack and Food Vending Service, along with Beverage Vending Service in accordance with the attached specifications to provide campus wide services on the Main Campus in Gardner, MA, and our satellite campuses located in Leominster, MA, and Devens, MA.

About the College Mount Wachusett Community College is a two-year commuter college serving the North Central Massachusetts area. Typically, the College has 4300 students in the Gardner campus, 2100 students in Leominster Campus and 1000 students at the Devens campus. The College employs over 340 full time and over 750 part time faculty and staff. The College houses a 555 seat Theater which is widely used by the Community and host an active Arts Program. Many off-campus groups rent facilities for meetings, concerts and other activities. In other words, the college presents a prime opportunity for an aggressive vending sales program. The College’s Fitness Center is not a part of this quote.

II. CONTRACTOR SPECIFICATIONS

A. General Information All vending machines must be in new or newly refurbished condition (date of refurbishing and definition of refurbishing must be provided). The refurbished machine must not be a model older than 5 years. Contractor must be authorized by the manufacturer to act as a servicing dealer and must provide certification to that effect with documents.

B. Equipment

C. Items The contractor will provide healthy options for the snack machines and provide a mix of cold and microwavable foods in the vending machine. The contractor must provide the beverage machines on other campus locations with Coca-Cola products exclusively.

D. Locations The contractor agrees to provide the following types of vending machines at the listed locations:

Please see attachment A for floor plans indicating the locations for the vending machines on each campus. Prospective vendors are encouraged to visit each of the campuses to review the locations.

Candy, gum, chips, pastries, snacks, perishable products, coffee, soda, water, sports drinks, etc.

F. Warranties State your company’s position regarding warranties, guarantees, and indemnification.

G. Time line Friday, August 15, 2014: RFQ Issued Friday, August 29, 2014: Quotes Due Friday, September 5, 2014: Award Contract Friday, September 26, 2014: Contract Begins

Any time prior to August 29, 2014, a contractor may schedule a walkthrough of the campuses.

H. Commission Commissions will be paid monthly on the 15th of the following month and will include detailed backup of sales by location, by machine, by product. Commission rates will be based on net sales (gross sales less applicable sales tax and container deposits, no losses can be included in this calculation).

I. Duration of Contract Contract period will run for an initial two (2) year period, with 1 (1) one (1) year option. Initial period will end August 29, 2016.

J. Service The quality of service is essential to satisfactory performance. The following standards shall be abided by in achieving an acceptable minimum level of service.

A. Contractor shall maintain seven days a week capacity for service calls and shall respond within four (4) hours. Equipment that cannot be returned to full service with four (4) working days of notification of needed repairs shall be promptly replaced with equipment of similar kind and quality.

B. Machines must be kept sufficiently stocked and fully operational to insure product availability at all times.

C. Contractor shall assign sufficient personnel to accomplish service requirements. Supervisory personnel shall visit the campus at least weekly to inspect all machines and assure compliance with service and sanitation standards.

D. Contractor shall provide and maintain funds out of which refunds shall be made at mutually agreed upon sites at each campus.

E. Contractor shall maintain a log of all service calls and the disposition of each. This log shall be available for the college’s review.

F. Provide a service plan.

III. COLLEGE CONDITIONS

Mount Wachusett Community College will not be liable for any costs incurred by respondents in the preparation and production for a quote or the costs of any services performed prior to receiving approval of the agreement from the Commonwealth of Massachusetts. All quotes and materials submitted in conjunction with the quotes shall become the property of Mount Wachusett Community College for use as deemed appropriate, respecting all copyrights.

1. Mount Wachusett Community College reserves the right to modify the requirements of its RFQ after its release. All contractors will receive written notification of any modifications to the requirements of this RFQ.

2. Contractors who submit a quote in response to this RFQ may be required to give an oral presentation to Mount Wachusett Community College. This shall provide an opportunity for the contractor to clarify or elaborate on the quote, but shall in no way change the original quote. Mount Wachusett Community College shall schedule the time and location.

3. The successful contractor will be notified by the Issuing Officer by telephone and confirmed by letter. A contract will then be negotiated with the successful contractor. The contract will, among other provisions, incorporate at least this RFQ and the successful contractor’s quote.

4. Mount Wachusett Community College reserves the following prerogatives.

· To accept or reject any or all quotes in part or entirely.

· To correct any arithmetic errors in the quotes.

· To waive or modify irregularities in quotes received after notification to the contractor.

· To change any dates specified for the review and selection process.

· To negotiate a payment schedule as part of the award of the contract.

· To request additional information or written clarification of contractor response.

CONTACT INFORMATION

Tammi Lloyd Purchasing Department

(978) 630-9256 FAX: (978) 630-9550

email: t_lloyd@mwcc.mass.edu image1.png