BPM006108_Contract_Documents.pdf

Solicitation Requirements Request for Proposal (RFP)

Solicitation No.: BPM006108

Description: Vending Equipment and Related Services

RFP Solicitation Requirements (06-23) Available Online at https://app.az.gov Page 1 of 46

DESCRIPTION: In accordance with A.R.S. §41-2534, the Arizona Department of Economic Security (ADES) is requesting sealed proposals from qualified vendors for Vending Equipment and Related Services.

SOLICITATION NUMBER: BPM006108

SOLICITATION DUE DATE/TIME: April 3, 2025 at 3:00:00 p.m. Arizona Time

SUBMITTAL LOCATION: Submit via Arizona Procurement Portal (https://app.az.gov)

NOTE: Questions on how to submit the bid shall be directed to the Arizona Procurement Portal Help Desk at app@azdoa.gov or (602) 542-7600.

PRE-OFFER CONFERENCE: Pre-Offer Conference will be held Virtual Conference

March 5, 2025 at 11:00 A.M. local AZ time

Google Meet joining info

Video call link: https://meet.google.com/nhv-wrqe-iff Or dial: 4817-241-(US) +1 470 PIN: 559 407 394#

CONTACT PERSON: Cheryl Pellegrino

Senior Procurement Officer Tel: 480-532-3496 Email: cpellegrino@azdes.gov

Prospective Offerors are strongly encouraged to read the RFP in its entirety before submitting Offers to ensure that all requirements in the RFP are understood.

• RFP Solicitation Requirements is comprised of the Notice Page, Scope of Work, Special Terms and Conditions, Uniform Terms and Conditions, and Exhibits.

• RFP Solicitation Instructions contains the Special Instructions to Offerors, Uniform Instructions to Offerors, and Submittal Documents that should be submitted as the Offeror’s response.

Sealed offers in response to this solicitation shall be submitted within the State’s e-Procurement system, Arizona Procurement Portal (https://app.az.gov) by the due date and time indicated in the State’s e-Procurement system as the Bid Due Date. Late submittals will not be considered. Offers received by the due date and time will be electronically opened. Offers submitted outside the State’s e-Procurement system, or those that are received after the due date and time, shall be rejected. Additional instructions for preparing an Offer are included in this solicitation.

Offerors shall download and save attachments to their computer, save the information entered, and submit (upload) the completed information as a new, appropriately renamed Attachment in the State’s e-Procurement system. The State’s e- Procurement system will not save information entered directly on the attachments.

It is Offeror’s responsibility to routinely check the State’s e-Procurement system for Solicitation Amendments.

Inquiries regarding the solicitation are required to be submitted online through the State’s e-Procurement system using the Discussion Forum Tab, seven (7) calendar days prior to the Bid Due Date.

https://app.az.gov/ https://meet.google.com/nhv-wrqe-iff mailto:cpellegrino@azdes.gov

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For submittal of an exception or to request a substitution to the solicitation, see Uniform Instructions to Offerors, section 2.4, Timeliness.

With seventy-two (72) hours prior notice, persons with disabilities may request special accommodations such as interpreters, alternative formats, or assistance with physical accessibility. Such requests are to be addressed to this Solicitation contact person named above.

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TABLE OF CONTENTS

Scope of Work

ADES Special Terms and Conditions

Uniform Terms and Conditions

Exhibit A BEP Facility Location List…………………………….……………………………………………….….45

Exhibit B Security in Prison Environment…………………………………………………………………………..46

Scope of Work

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1.0 Arizona Department of Economic Security Mission and Vision Statements

1.1 ADES Mission: To strengthen individuals, families, and communities for a better quality of life.

1.2 ADES Vision: A Thriving Arizona.

2.0 Purpose

2.1 The purpose is to purchase vending equipment and related services, to include but not limited to installation and training, repair and maintenance, and moving services.

2.2 Legal Authority:

2.2.1 Arizona Revised Statute (A.R.S.) §41-1954(A)(6) provides Arizona Department of Economic Security

(ADES) the authority to enter into contracts and incur obligations within the general scope of its activities and operations, subject to the availability of funds.

2.2.2 The Rehabilitation Services Administration (RSA), Business Enterprise Program (BEP) is authorized to provide food and vending services under:

2.2.2.1 The Federal Randolph-Sheppard Act (Public Law 93-516) Chapter 6A Vending Facilities for Blind, as amended; 107(b), stipulates that priority is to be given to blind persons licensed by the designated State licensing Agency; 107d-3. Vending machine income, (a) Accrual to blind licensee and alternatively the State licensing agency declares that the income from vending machine operations on Federal property shall accrue to the blind licensee operating the facility.

2.2.2.2 Arizona Revised Statute A.R.S. §23-504, designates the Department of Economic Security as the State agency to license blind persons under the Randolph Sheppard Act, which in turn has delegated that authority to BEP and also provides to BEP the same priority for merchandising businesses on State, County, Municipal or other local government properties.

2.2.2.3 Arizona Administrative Code, Title 6, Chapter 4, Department of Economic Security - Rehabilitation Services, Article 3 Business Enterprise Program.

2.3 Projected Awards:

2.3.1 ADES reserves the right to make multiple contract awards to more than one supplier per equipment category to provide a broad range of vending machines and related services necessary to meet the various needs of BEP’s operations.

2.4 Projected Utilization: This contract is on an as-needed, if needed basis. ADES makes no guarantee of the number of Purchase Authorizations to be issued.

2.5 Definitions:

2.5.1 Move Request: A document issued by BEP along with a Purchase Authorization that identifies the facility to be charged, the equipment to be moved, the quantity, the pick-up and delivery site, and the date the transport is to be performed.

2.5.2 Purchase Authorization: A document issued by the System of Record stipulating the period for services, number of service units, payment rate, and other information necessary to describe the service(s) to be provided. It may be mailed in hard copy, but ordinarily is sent via email. Services performed apart from an accompanying Purchase Authorization, except as noted for emergencies, are not valid.

2.5.3 System(s) of Record: The most current system (or systems) utilized by the Department for information storage and retrieval of business information which may include, but is not limited to, Purchase Authorizations.

2.5.4 Work Order: A document issued by BEP along with a Purchase Authorization that identifies the facility to be charged, the maintenance and/or repair work required, the location of the equipment to be repaired, and site contact.

3.0 SERVICE DESCRIPTION

3.1 Background Information: The Arizona Department of Economic Security (ADES), Rehabilitation Services

Administration (RSA), licenses individuals who are legally blind, including those individuals who are totally blind as BEP Operators, after they have successfully completed the Business Enterprise Program training, to manage merchandising businesses and independent Contractors, including food service and vending operations throughout the State of Arizona. BEP purchases the equipment necessary to set up and operate

RFP Solicitation Requirements (06-23) Available Online at https://app.az.gov Page 5 of 46 these merchandising businesses from awarded ADES Contractors and also contracts for repair, maintenance and moving/relocation services in support of the businesses.

3.2 The Contractor may provide one, two or all three of these services according to its capacity and personnel, as recorded on Attachment 3 Facility Location Chart.

3.3 The BEP Facility Location List (Exhibit A) includes BEP facilities that range from small snack bars to large cafeterias, high security prisons, and vending routes. While the majority of the facilities are currently located in Maricopa and Pima counties, there are also vending sites in Coconino, Mohave, Pinal, Yavapai, and Yuma Counties where Blind Operators will require these services. There is a potential for expanding BEP operations throughout the State of Arizona.

4.0 CONTRACTOR REQUIREMENTS

The Contractor shall:

4.1 Vending Machine Purchase, Installation, and Training:

4.1.1 General Requirements

4.1.1.1 Be authorized by the manufacturers to sell and distribute all vending equipment listed in the Contractor’s current catalog(s).

4.1.1.2 Employ or subcontract individuals who are trained, experienced, competent, and appropriately certified and/or licensed to perform the work and deliver the services required.

4.1.1.3 Provide current catalog(s) online.

4.1.1.4 Employ an in-State source, staff or subcontractor(s) who can provide the manufacturer’s authorized warranty maintenance.

4.1.1.5 Comply with all applicable Federal, State and local laws and regulations as they pertain to equipment under this contract including manufacturing, sales, distribution, delivery, installation and technical support.

4.1.1.6 When installing equipment in a penal detention facility, comply with facility requirements for background checks and fingerprinting, see Exhibit B, Security in Prison Environment.

4.1.1.7 Employ or subcontract individuals who can obtain security clearance for the various governmental buildings in which vending machines are to be delivered, installed and training is to be provided.

4.1.1.8 Regular Business Hours are Monday through Friday from 6:00 AM to 6:00 PM.

4.1.2 Equipment Requirements

4.1.2.1 Provide an internet address and access to a website which includes current online catalog(s). The catalog(s) are to include equipment and pricing, equipment descriptions, manufacturer’s name, specifications, model numbers, part numbers, preferably with photos.

4.1.2.2 Provide only new equipment in ongoing production. Factory seconds will not be accepted. Any remanufactured equipment offered shall be clearly marked as such in the catalog/website description and will not be accepted, unless specifically requested by ADES/BEP.

4.1.2.3 New items and new Industry Standard Technology may be added to existing categories through updated catalogs.

4.1.2.4 A broad range of vending machines will be purchased, including their accessories, parts, and payment systems. The following categories are a guide and purchases will not be limited to the type of items listed:

1. Cold Beverage

2. Hot Beverage

3. Office Coffee Service

4. Snack

5. Combination Snack/Beverage

6. Cold Food

7. Hot Food

8. Frozen Food

9. Water &/or Ice Stations

10. Bill Changers

11. Coin Mechanisms

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12. Dollar Bill Validators

13. Accessories

14. Payment Systems and Card Readers

15. Parts and Options

16. Vending Machine Cages

17. Vending Machine Gates and Doors

18. Vending Machine Services which include Installation and Training

19. Micro-Markets

20. Kiosks

4.1.2.5 Manufacturers include, but are not limited to: AMS, AP, BevMax, Dixie-Narco, FastCorp, Glasco, Mercado, National, Vendo, Ventronics, USI, and Wurlitzer, Micro-Markets, 365, Parlevel.

4.1.3 Equipment Safety

4.1.3.1 Provide equipment that is authorized for sale in the United States and have the original manufacturer’s serial number, which shall not have been altered in any way, and

4.1.3.2 Provide equipment which meets Federal, State and local standards for quality, health, effectiveness and safety; equipment not meeting these standards will be deemed unacceptable and returned to the Contractor at no charge to ADES/BEP.

4.1.4 Equipment Delivery/Return

4.1.4.1 Provide customer service and technical support for ordering and delivering equipment.

4.1.4.2 Only accept orders submitted on an ADES/BEP Purchase Authorization issued by the System of Record.

Verbal authorizations, or authorizations issued by any other means, are not valid.

4.1.4.3 Deliver equipment F.O.B. Destination, Freight Prepaid with all transportation and handling charges paid by the Contractor to the location designated on the Purchase Authorization.

4.1.4.3.1 The cost of transportation shall be quoted in writing as a line item and if accepted by ADES/BEP shall be itemized on the Invoice.

4.1.4.3.2 Additional charges will not be paid on machines that are on backorder.

4.1.4.3.3 Identify transportation costs for the number of machines being purchased at one time, e.g. a rate for one machine or a reduced rate for multiple machines.

4.1.4.3.4 ADES reserves the right to procure delivery separately when it determines this to be cost effective. The

Contractor shall cooperate fully with the designated transportation company as needed.

4.1.4.4 Correct any defects in design, workmanship, or materials that would result in non-compliance with the equipment requirements (including parts and labor) without cost to ADES/BEP.

4.1.4.5 Ensure all equipment and parts are clearly marked as to part number and content.

4.1.4.5.1 Include the following documents with each order, as applicable: a packing slip that lists each item included in the delivery and, where applicable, the following shall be included with the delivery:

4.1.4.5.1.1 User Guides,

4.1.4.5.1.2 Manufacturer’s Warranty,

4.1.4.5.1.3 Repair Manuals,

4.1.4.5.1.4 Parts Catalog, and

4.1.4.5.1.5 Other documentation relevant to the usage of the equipment.

4.1.4.6 Secure evidence of equipment receipt and acceptance which consists of a signature/date by a BEP

Consultant, BEP Operator or designee.

4.1.4.7 Pay any freight costs for equipment returns.

4.1.5 Technical Support

4.1.5.1 Provide technical support regarding equipment features and compatibilities during the equipment warranty period via telephone, internet, e-mail and/or written documentation all of which is to be accessible to individuals who are visually impaired.

4.1.6 Installation of New Equipment

4.1.6.1 Provide installation and full setup of each machine by qualified factory-trained personnel and/or subcontractors upon receipt of an ADES/BEP Purchase Authorization. Including electrical and plumbing connection as necessary so that it is fully functional and ready for the BEP Operator to stock it. Machines

RFP Solicitation Requirements (06-23) Available Online at https://app.az.gov Page 7 of 46 will be installed in various locations primarily in Gila, Maricopa, Mohave, Pima, Pinal, Yuma and Yavapai counties, but may include any county within Arizona.

4.1.6.1.1 Preset the spirals and shelves according to the plan-o-gram in effect at the time of installation.

4.1.6.1.2 Install bill validators, and/or coin mechanisms and/or card readers, properly so that they are functional.

4.1.6.1.3 Balance the machine(s) so that they are properly functioning.

4.1.6.1.4 Install vending cages, when applicable, so the equipment may be readily retrieved and payment systems are fully and directly accessible.

4.1.6.2 Contact the BEP Designated Personnel or BEP Operator at least one (1) business day prior to arrival on the premises to confirm delivery/installation date and time.

4.1.6.3 Dispose of any debris or waste material created from the installation of vending machines.

4.1.6.4 Prepare a statement of work performed and submit it for signature to BEP upon completion of the installation.

4.1.6.5 Secure all applicable security clearance(s) for its personnel and/or subcontractors who perform installation and/or training in City, County, State or Federal facilities which require security clearance.

4.1.6.6 Repair all damage caused by installation and bear all costs to replace or repair damages.

4.1.6.7 Correct defects in workmanship or materials that result in non-compliance with the equipment requirements, including parts and labor, without cost to ADES/BEP.

4.1.7 Warranty

4.1.7.1 Provide warranty(ies) against defects in materials, workmanship and/or performance for all equipment delivered for a minimum of one (1) year: from the date of acceptance of the equipment by ADES/BEP (i.e.

the BEP Operator) or from the manufacturer’s warranty period (whichever is longer) at no charge.

4.1.7.2 Provide ADES/BEP a contact number for dispatch of repair technicians twenty-four-hours a day, seven days a week (24/7), for emergency repairs on warrantied equipment.

4.1.7.2.1 Technicians must be certified to work on manufacturer’s warranted equipment without invalidating the warranty.

4.1.7.3 Fully correct any defects in design, workmanship, or materials that would result in non-compliance with the specifications stated (including parts and labor) without cost to ADES/BEP in the following manner:

4.1.7.3.1 Replace or exchange the defective equipment if it cannot be repaired. The cost of replacement, transportation, unpacking, inspection, repacking, reshipping or other expenses shall be paid by the Contractor.

4.1.7.3.2 Perform all warranty repairs within five (5) business days of receipt of the request for repair. If parts need to be ordered for a warranty repair, ADES/BEP and the Contractor shall agree upon a set time for the completion of the repair.

4.1.7.3.3 Parts and labor for warranty items shall be documented for the purpose of itemization and not be billed to ADES/BEP. This will include any initial service problems that may be encountered on any piece of equipment.

4.1.7.3.4 Notify BEP Designated Personnel immediately when any problems with the equipment purchased occur within the warranty period when they are determined not to be covered by warranty.

4.1.7.3.4.1 If a problem is diagnosed as being due to something other than an equipment defect, such as an operator error, and the Contractor’s Technician must remedy it to maintain the warranty, BEP may issue a revised Purchase Authorization for the repair.

4.1.8 Training

4.1.8.1 Provide training in all aspects of servicing the vending machine(s) to ADES Staff and/or BEP Operators including during installation and when otherwise needed upon receipt of an ADES/BEP Purchase Authorization.

4.1.8.2 Training shall include, but not be limited to the following:

4.1.8.2.1 Initial start-up of the vending machine;

4.1.8.2.2 Proper stocking of the merchandise and any related size restrictions;

4.1.8.2.3 Moving or replacing spirals, harness straps and motors, unjamming coin mechanisms and how/when to perform any machine resets;

4.1.8.2.4 Proper cleaning of the exterior and interior of the vending machine;

4.1.8.2.5 Product pricing techniques including setting and resetting of the price rolls;

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4.1.8.2.6 Methods of determining vending machine meter readings;

4.1.8.2.7 Functions and care of the coin mechanism, currency accepter, and steps needed to initiate utilization of credit card readers or other payment systems; and

4.1.8.2.8 Performance of proper preventive maintenance necessary to promote longevity of the vending equipment including appropriate cleaning products.

4.2 Repair and Maintenance of Vending Machines:

4.2.1 General Requirements

4.2.1.1 Provide skilled and experienced laborers for each Work Order request during both regular business hours and non-business hours.

4.2.1.1.1 Regular Business Hours are Monday through Friday from 6:00 AM to 6:00 PM; and

4.2.1.1.2 Non-Business Hours are Monday through Friday from 6:01 PM to 5:59 AM, on weekends and on the following State observed holidays: New Year’s Day, Martin Luther King Jr. – Civil Rights Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day and Christmas Day.

4.2.1.2 Possess all equipment, tools, materials, and supplies necessary to perform repair and maintenance services as required.

4.2.1.3 When providing repair and maintenance services in a penal facility, comply with facility requirements for background checks and fingerprinting, see Exhibit B, Security in Prison Environment.

4.2.1.4 Provide ADES/BEP with a contact name and at least one (1) telephone number with voicemail where the Contractor can be reached twenty-four hours per day, seven days per week (24/7), as well as an email address where work orders and Purchase Authorizations may be sent.

4.2.1.5 Use the manufacturer-recommended parts in order to not void the warranty(ies) of the equipment.

4.2.1.5.1 Any equivalent part used for repair shall be approved by designated BEP personnel.

4.2.1.5.2 Surrender any removed or broken parts to BEP if the parts are not covered under warranty.

4.2.2 Services Requirements

4.2.2.1 Repair and Maintenance of vending machines, components, and related equipment includes repairs, checks, tests, calibrations, adjustments, and replacement of defective parts, maintenance, cleaning, preventative maintenance, lubricating, and replacement of parts to return a machine to full, proper and efficient condition with minimum energy consumption.

4.2.2.1.1 Equipment included encompasses but is not limited to vending machines, bill acceptors, bill recyclers, coin mechanisms, credit card readers, compressors, spirals, logic boards, motors, harnesses, cages and gates, and current telemetry.

4.2.2.2 Vending machines that require repair and maintenance vary in type, make, and model. Manufacturers include, but are not limited to: AMS, AP, BevMax, Dixie-Narco, FastCorp, Glasco, Mercado, National, Vendo, Ventronics, USI, and Wurlitzer. These vending machines range from over ten years old to the latest technology.

4.2.2.3 Full refurbishment of vending machines and related equipment may be authorized for Contractors who are also contracted for moving/relocation of machines.

4.2.2.4 Schedule the date and time of service with the Blind Operator within two (2) hours upon receipt of a written BEP Purchase Authorization and a work order, which will be verified by BEP.

4.2.2.4.1 An initial BEP Purchase Authorization and Work Order for diagnostic services and repairs shall be written utilizing the Contractor’s hourly rate and one (1) flat-rate round trip charge, if applicable.

4.2.2.4.2 Only if BEP and the Contractor anticipate the cost will exceed the initial Work Order rate, an amended Purchase Authorization may be issued for the itemized costs provided by the Contractor.

4.2.2.4.3 Each work order will include the type of problem so the Contractor will know the categories of parts that may be required for the repair.

4.2.2.5 Require repair personnel to display proper identification and wear distinctive uniform clothing while working.

4.2.2.6 Bring to the repair site an inventory of most commonly used parts to complete the repair specified in the work order.

4.2.2.7 Approval must be received from BEP prior to changing and/or modifying any BEP equipment’s original size, design, and configuration, parts and/or “system.”

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4.2.2.8 Report to the Blind Operator or designee upon arrival to the facility and upon completion of repair.

4.2.2.9 Provide a copy of the work order (with status of service indicated on the bottom of the work order) to the

Blind Operator or designee, or leave the copy in the coinbox of the vending machine.

4.2.2.10 Notify BEP after initial diagnostic work and await further instructions as follows:

4.2.2.10.1 If power is not being fed to the equipment as a result of a failed breaker, etc. BEP will pay only one (1) hour and one (1) Flat Trip Rate for “no repair”;

4.2.2.10.2 If repair cannot be accomplished within four (4) hours of arrival to the repair site due to the estimated number of additional hours required and/or cost of parts to complete the repair.

4.2.2.10.3 If repair cannot be completed within the dollar amount authorized;

4.2.2.10.4 If repair cannot be completed within the service dates on the authorization; or

4.2.2.10.5 If the Contractor recommends to BEP that it would be more reasonable to replace the equipment than to repair the equipment.

4.2.2.11 Receive an amended BEP Purchase Authorization prior to performing work that will exceed the cost on the initial BEP Purchase Authorization and/or the service dates on the authorization. Verbal authorizations are not valid except for an emergency or weekend situation. In these situations, a BEP Purchase Authorization and Work Order shall be issued at BEP’s earliest opportunity.

4.2.2.12 Complete repair and/or maintenance service either on site or at the Contractor’s facility (as needed) to make the equipment operable.

4.2.2.13 Provide a thirty (30) day guarantee on repair work. If the same repair on the same machine is required within thirty (30) days of the repair, the Contractor will be issued a “Repeat Work Order” which shall be filled at the expense of the Contractor. Repeat Work Orders will be tracked by designated BEP personnel to aid in determining the quality of work of the Contractor.

4.2.3 Licensure/Qualification Requirements

Require its personnel and/or subcontractors to meet the following criteria:

4.2.3.1 Have a minimum of one (1) year experience as a repair technician (preferably in repairing vending equipment).

4.2.3.2 Have knowledge to repair various makes and models of vending equipment and have technicians who are certified to perform warranty work.

4.2.3.3 Have applicable local, State, or Federal licenses and permits required for particular equipment.

4.3 Vending Machines & Related Equipment Moving/Relocation Services:

4.3.1 General Requirements

4.3.1.1 Provide moving services twenty-four hours per day, seven days per week (24/7) within the following range of hours.

4.3.1.1.1 Regular Business Hours are Monday through Friday from 6:00 AM to 6:00 PM; and

4.3.1.1.2 Non-Business Hours are Monday through Friday from 6:01 PM to 5:59 AM, on weekends and on the following State observed holidays: New Year’s Day, Martin Luther King Jr. – Civil Rights Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day and Christmas Day.

4.3.1.2 Provide moving personnel who are experienced movers of vending equipment who shall maintain professional conduct while on premises.

4.3.1.3 When moving/relocating equipment to or from a penal detention facility, comply with facility requirements for background checks and fingerprinting, see Exhibit B, Security in Prison Environment.

4.3.1.4 Require moving personnel to display proper identification and wear distinctive uniform clothing while working.

4.3.1.5 Possess the labor (appropriate number of workers), equipment, tools, and trucks required to perform moving services as requested by ADES/BEP and be capable of performing multiple moves simultaneously in different geographic areas.

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4.3.1.6 Provide ADES/BEP with a contact name and at least one (1) telephone number with voicemail where the Contractor can be reached twenty-four (24) hours per day, seven (7) days per week (24/7), as well as an email address where move requests and Purchase Authorizations may be sent.

4.3.2 Service Requirements

4.3.2.1 Provide moving services as directed by ADES/BEP, and only upon receipt of a BEP move request and

Purchase Authorization.

4.3.2.2 Report to designated ADES/BEP personnel upon arrival at and departure from move location.

4.3.2.3 Provide ADES/BEP moving services of Vending Machines & Related Equipment to include:

4.3.2.3.1 Receive prior approval from BEP before the removal of any attached fixtures. BEP will ensure that all environmental control issues are in compliance.

4.3.2.3.2 Uninstall the items from the original location, including complete and safe removal of all cables. Note: Utility connections/disconnections will be made only by licensed contracted vendors.

4.3.2.3.3 Safely remove and reinstall doors, hinges, and door frames when necessary in order to bring the equipment through door openings.

4.3.2.3.4 Utilize equipment necessary for the specialized movement of vending machines and related equipment, e.g., heavy-duty, four-wheeled dolly trucks that can be collapsed to pass through tight spaces, metal straps capable of securing the machines, hydraulic jacks, automatic stair climbers and trucks with power-lift gates which are large enough to move eight (8) to twelve (12) vending machines at a time.

4.3.2.3.5 Verify that all environmental controls are in full compliance with BEP, as appropriate.

4.3.2.3.6 Reinstall the items in the authorized location to fully operational conditions without voiding equipment warranties or damaging either the premises or the items, i.e., set in place, level, plugin, etc.

4.3.2.3.7 Move, as necessary, vending equipment with Freon/refrigerant contained in the cooling units.

4.3.2.3.8 Avoid dropping or damaging equipment.

4.3.2.4 Perform, as necessary, an on-site visit/walk-through with ADES/BEP to prepare quotes and coordinate the project at no cost to ADES/BEP. Submit quotes to the BEP Project Coordinator.

4.3.2.4.1 Note and report, at the initial site visit, any visible damage, other than normal wear and tear, to any items being moved. All damage noted after the move that is not in the initial report will be deemed damage caused by the Contractor and the Contractor shall resolve damage issues prior to payment for services. Submit the report with the quote.

4.3.2.5 Be responsible for coordinating, preparing and instructing ADES/BEP on all aspects of the move project.

4.3.3 Qualifications/Licensing Requirements

4.3.3.1 Have a minimum of three (3) years’ experience moving vending machines and related equipment, and have:

4.3.3.1.1 Documentation of vending equipment manufacturer's authorizations/certifications to manipulate, e.g., clam-shell or disassemble vending machines when necessary to relocate machines so any existing warranties will not be voided;

4.3.3.1.2 Technicians who are trained to properly move and experienced with manipulating, balancing and setting in place vending machines and related equipment without voiding warranties;

4.3.3.1.3 The ability to meet multiple ADES/BEP move requests in various geographical areas of the State simultaneously;

4.3.3.2 Comply with State, county, city and municipal facilities requirements for background checks and fingerprinting;

4.3.3.3 Meet Federal, State and local standards for quality, health, and occupational safety requirements for performing moving services for ADES/BEP; and

4.3.3.4 Possess, at Contractor’s expense, and retain in force without any violations, complaints, or suspensions prior to or during the term of this contract, General liability, Automobile and Workers Compensation insurance, all licenses, and certifications, or fees and comply with all Federal, State and local laws, statutes, ordinances, rules, and regulations.

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5.0 PAYMENT UNIT

5.1 Vending Machine Purchase, Installation and Training:

5.1.1 Unit Rates are inclusive of all costs associated with the provision of the service including, at a minimum:

• time spent in the acquisition of parts;

• salaries;

• operating costs;

• staff time;

• administrative cost;

• travel time;

• insurance; and

• other costs associated with the service provision. ADES/BEP will not pay these or any other costs separately.

5.1.2 Payment for online Catalog Equipment will be based on one uniform Percentage Discount Off the

Published List Price per category. (See Attachment 2a Vending Machine Purchase, Installation, and Training Price Sheet)

5.1.3 One (1) Hour of Labor (Installation) During Regular Business Hours (Statewide or by County): The hourly rate, means one (1) hour or sixty (60) minutes, providing installation services at the installation site during regular business hours of Monday through Friday, 6:00 A.M. to 6:00 P.M. Payment services will be made at the Hourly Rate and may be billed in increments of 15 minutes.

5.1.4 One (1) Hour of Labor (Training) During Regular Business Hours (Statewide or by County): The hourly rate, means one (1) hour or sixty (60) minutes, providing training in servicing Vending Machines and Related Equipment during regular business hours of Monday through Friday, 6:00 A.M. to 6:00 P.M.

Payment services will be made at the Hourly Rate and may be billed in increments of 15 minutes.

5.1.5 Parts/Materials: Provide a percentage-off discount for parts/materials.

5.2 Repair and Maintenance of Vending Machines:

5.2.1 Unit Rates are inclusive of all costs associated with the provision of the service including, at a minimum:

• time spent in the acquisition of parts;

• salaries;

• operating costs;

• staff time;

• administrative cost;

• insurance; and

• other costs associated with the service provision. ADES will not pay these or any other costs separately.

5.2.2 One (1) Hour of Labor during Regular Business Hours (Statewide or by County): The hourly rate, means one (1) hour or sixty (60) minutes, providing repair or maintenance services during regular business hours of Monday through Friday, 6:00 A.M. to 6:00 P.M. Payment services will be made at the Hourly Rate and may be billed in increments of 15 minutes. (See Attachment 2b Repair and Maintenance of Vending Machines Price Sheet)

5.2.3 One (1) Hour of Labor during Non-Business Hours (Statewide or by County): The hourly rate, means one

(1) hour or sixty (60) minutes, providing repair or maintenance services during non-business hours of Monday through Friday, 6:01 PM to 5:59 AM, on weekends, or State Observed Holidays. Payment services will be made at the Hourly Rate and may be billed in increments of 15 minutes.

5.2.4 Flat Trip Charge: One (1) Flat Trip Charge (round trip) may be billed for a service call outside of the fifty (50) mile radius from the Contractor’s business location to the BEP repair site.

5.2.4.1 If there are more than one business location, the fifty miles will be calculated from the location closest to the repair site.

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5.2.4.2 If the Contractor receives two or more work orders to provide services at two or more locations within the same time frame that are on the same traveling route, only one (1) flat trip charge will be paid.

5.2.5 Parts/Materials: Provide a percentage-off discount for parts/materials.

5.3 Vending Machines & Related Equipment Moving/Relocation Services:

5.3.1 Unit rates are all inclusive of all costs associated with the provision of the service including, at a minimum:

• staff time,

• scheduling,

• providing quotes,

• travel time,

• mileage,

• insurance,

• salaries,

• operating cost, and

• preparation of billing, reports and other costs associated with the service provision. ADES will not pay these or any other costs separately.

5.3.2 One (1) Hour of Labor, by a Driver, during Regular Business Hours (Statewide or by County): The hourly rate for Drivers is one (1) hour or sixty (60) minutes providing vending machine moving services during regular business hours of Monday through Friday, 6:00 A.M. to 6:00 P.M. (See Attachment 2c Vending Machines and Related Equipment Moving/Relocation Services Price Sheet)

5.3.3 One (1) Hour of Labor, by a Mover, during Regular Business Hours (Statewide or by County): The hourly rate for Movers is one (1) hour or sixty (60) minutes providing vending machine moving services during regular business hours of Monday through Friday, 6:00 A.M. to 6:00 P.M.

5.3.4 One (1) Hour of Labor, by a Driver, during Non-Business Hours (Statewide or by County): The hourly rate for Drivers is one (1) hour or sixty (60) minutes providing vending machine moving services during non-business hours of Monday through Friday, 6:01 PM to 5:59 AM, on weekends, or State Observed Holidays.

5.3.5 One (1) Hour of Labor, by a Mover, during Non-Business Hours (Statewide or by County): The hourly rate for Movers is one (1) hour or sixty (60) minutes providing vending machine moving services during non-business hours of Monday through Friday, 6:01 PM to 5:59 AM, on weekends, or State Observed Holidays.

5.3.6 Service hours are from the time of arrival at the move's origin location until satisfactory completion of the move, as determined by ADES/BEP.

5.3.6.1 The Contractor may round the total time spent moving to the nearest quarter of an hour (15 minutes).

Payment services will be made at the Hourly Rate and may be billed in increments of 15 minutes.

6.0 REPORTING REQUIREMENTS

6.1 The Contractor shall submit the following reporting documents:

6.1.1 For Vending Machine Purchase, Installation and Training: a complete and accurate invoice within 15 calendar days upon service completion to the address shown on the ADES/BEP Purchase Authorization.

The invoice shall, at a minimum, contain the following:

6.1.1.1 Contractor’s name, and address (include payment address, if different);

6.1.1.2 Contractor’s FEI Number;

6.1.1.3 Contract Number;

6.1.1.4 ADES/BEP Purchase Authorization Number;

6.1.1.5 Invoice date, delivery date, and installation date;

6.1.1.6 Equipment Invoices - Itemized equipment list to include make, model, serial number, list price, discount rate, discount price, tax and tax rate, and total dollar amount. When applicable, include the delivery/ transportation charges as a separate cost item.

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6.1.1.7 Installation and Training Invoicing – Number of hours spent, and the total amount being billed.

6.1.1.8 The name, title, telephone number, and address of the Contractor’s designated person to be notified in the event of a discrepancy on the invoice.

6.1.2 For Repair and Maintenance of Vending Machines: a complete and accurate original invoice within fifteen (15) calendar days after the service completion. The invoice shall contain:

6.1.2.1 Contractor’s name and address (include payment address, if different);

6.1.2.2 Contractor’s FEI Number;

6.1.2.3 Invoice date;

6.1.2.4 Contract Number;

6.1.2.5 Work Order number;

6.1.2.6 BEP Authorization number;

6.1.2.7 Service date;

6.1.2.8 Name of the technician who performed the repair;

6.1.2.9 Itemized list of costs, to include service units, trip charge, contract rate; and

6.1.2.9.1 An itemized list of parts and materials used for the repair, the tax rate and tax amount paid on parts.

6.1.2.9.2 Note any used/refurbished parts as well as the name of the designated BEP personnel who authorized its use.

6.1.2.10 The name, title, telephone number and address of the Contractor’s designated person to be notified in the event of a discrepancy on the invoice.

6.1.3 For Vending Machines & Related Equipment Moving/Relocation Services:

6.1.3.1 Invoice: a complete and accurate original invoice and reporting documents as stated below. The invoice shall, at a minimum, include the following:

6.1.3.1.1 Contractor’s name and address (include payment address, if different);

6.1.3.1.2 Contractor’s FEI Number;

6.1.3.1.3 Contract Number;

6.1.3.1.4 BEP Purchase Authorization Number;

6.1.3.1.5 Name of Contractor’s Project Coordinator charged with the move responsibilities;

6.1.3.1.6 Date(s) of the move, pick-up and delivery locations, number of hours and movers performing the move, number of drivers used for the move, actual driving and labor hours;

6.1.3.1.7 Contracted hourly rates for drivers and, movers;

6.1.3.1.8 Copy of the Move Request; and

6.1.3.1.9 The total amount due.

6.1.3.10 The name, title, telephone number, and address of the Contractor’s designated person to be notified in the event of a discrepancy on the invoice.

6.1.4 Initial Site Visit Damage Report: when applicable, submit detailed damage reports, itemizing:

6.1.4.1 Contractor’s name and contract number;

6.1.4.2 ADES/BEP Project Coordinator that requested the move;

6.1.4.3 Date and location of the damage review;

6.1.4.4 Specify the type of damage and where it is located on the item(s);

6.1.4.5 Name of person noting the damage and the contact information of this person;

6.1.4.6 Submit damage reports with a copy of the initial quote to the specific ADES/BEP Project Coordinator requesting the move. Email is the preferred method of submitting the damage report to the Project Coordinator charged with the move. Email addresses will be provided upon award of the contract.

6.2 Invoice totals shall not exceed the work, equipment, or total amount on the RSA/BEP Purchase

Authorization.

6.3 Invoices and Reporting Documents: Submit within thirty (30) calendar days of the date of service completion to:

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Arizona Business Enterprise Program Attn: Fiscal 3425 E. Van Buren Rd. # 102 Phoenix, AZ 85008

6.4 Payment will be made upon receipt and acceptance of the ordered equipment and a complete and accurate invoice. Payment for installation and for non-warranty repairs will be made upon service completion and receipt of a complete and accurate invoice.

6.5 Certificate of Insurance and policy endorsements, as required in the ADES Special Terms and Conditions, within ten (10) days of a contract award and shall maintain valid insurance, including policy renewals, on file in the ADES certificate of insurance tracking portal, myCOI.

6.6 RSA/BEP reserves the right to request additional or revised reports related to the service provision.

6.7 Reports or invoices submitted subsequent to the State Fiscal Year (July 1 - June 30) in which services are provided shall be subject to Administrative Adjustment processes and procedures as outlined in A.R.S. §35-

191. The Department shall be entitled to recover the cost of administrative expenses incurred as a result of late submission(s) which may include time spent reviewing the claim(s), verifying provision of services, verifying availability of funds, related correspondence with the Contractor, and preparation of the claim(s) for approval as outlined in A.R.S. §35-191.

ADES Special Terms and Conditions

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1.0 Definition of Terms. In addition to the Uniform Terms and Conditions, Section 1, the following shall apply:

1.1 “Award Date” means the date the Contract is executed by the Department. This may or may not be the same date as the “Effective Date” which is the date specified on the Offer and Award or Signature Page.

1.2 “Contract Amendment” means a written document signed by the Procurement Officer that is issued for the purpose of making changes in the Contract.

1.3 “Department” means the Arizona Department of Economic Security (ADES), unless otherwise indicated.

1.4 “Effective Date” means the date the Contractor is to start delivering services. The Effective Date is specified on the Offer and Award or Signature Page.

1.5 “Equipment” means all vehicles, furniture, machinery, electronic data processing (EDP) equipment, software and all other equipment costing $5,000.00 or more, including all normal and necessary expenses incurred to make the equipment ready for its intended use (e.g., taxes, freight, installation, assembly and testing charges, etc.), and with a useful life of greater than one (1) year. Equipment as used herein does not include real property (e.g., land, building, structures, or facilities’ improvements).

1.6 “May” indicates something that is not mandatory but permissible.

1.7 “Purchase Order” also known as “Purchase Authorization” or “Release Order” is an authorized document to procure goods or services

1.8 “Shall or shall, Must or must” indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of a proposal as non-responsive.

1.9 “Should or should” indicates something that is recommended but not mandatory. If the Contractor fails to provide recommended information, the State may, at its sole option, ask the Contractor to provide the information.

2.0 Advertising, Publishing and Promotion of Contract. In addition to the the Uniform Terms and Conditions, Section 3.6, the following shall apply:

2.1 The Contractor shall provide to the Department for review and approval all reports or publications (written, visual or sound) which are funded or partially funded under this contract, a minimum of fifteen (15) calendar days prior to public release. All reports and publications whether written, visual or verbal shall contain the following statement:

2.1.1 “This program was funded through a contract with the Arizona Department of Economic Security. Points of view are those of the author and do not necessarily represent the official position or policies of the Department.”

3.0 Assignment. In addition to the Uniform Terms and Conditions, Section 5.3, the following shall apply:

3.1 Merger, Reorganization or Change of Ownership

3.1.1 A proposed merger, reorganization or change in ownership of the Contractor shall require prior written approval of the Department and may require an assignment of the Contract documented by a Contract Amendment. The Department may terminate this Contract pursuant to the Termination clauses of the Contract, if the Contractor does not obtain prior written approval or the Department determines that the change in ownership is not in the best interest of the State.

3.1.2 The Contractor shall submit a detailed merger, reorganization and/or transition of ownership plan to the

Department, for review at least sixty (60) days prior to the effective date of the proposed change.

3.2 This Contract is voidable and subject to immediate cancellation by the Department upon the Contractor becoming insolvent or filing proceedings in bankruptcy or reorganization under the United States Code, or assigning any right(s) or obligations under this Contract without the prior written consent of the Department.

4.0 Audit. In addition to the Uniform Terms and Conditions, Section 3.3, the following shall apply:

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4.1 In compliance with the Federal Single Audit Act (31 U.S.C. § 7501-7506 as may be amended), Contractors designated as sub-recipients shall comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards as prescribed in 2 C.F.R. § 200.

4.2 Audits of non-profit corporations receiving Federal or State monies are required pursuant to Federal or State law and shall be conducted as provided in 31 U.S.C. § 7501-7506, and A.R.S. § 35-181.03, as may be amended, and any other applicable statutes, rules, regulations, and standards.

4.3 In accordance with A.R.S. § 35-214, the Contractor shall retain and shall contractually require each subcontractor to retain all data, books and other records (“records”) relating to this Contract for a period of five (5) years after completion of the Contract, except if subject to Health Insurance Portability & Accountability Act which is six (6) years. All records shall be subject to inspection and audit by the State at reasonable times. Upon request, the Contractor shall produce the original of any or all such records.

5.0 Authorization for Services.

5.1 Authorization for performance of services under this Contract shall be made only upon the issuance of a duly authorized Purchase Order (also referred to as Purchase Authorization or Release Order). The Purchase Order will indicate the Contract number and the dollar amount of funds authorized. The Contractor shall only be authorized to perform services up to the amount on the Purchase Order. The Department shall not have any legal obligation to pay for services in excess of the amount indicated on the Purchase Order.

5.2 No further obligation for payment shall exist on behalf of the Department unless:

5.2.1 The Purchase Order is changed or modified with an official procurement change order, and/or

5.2.2 An additional Purchase Order is issued for purchase of services under this Contract.

6.0 Certification of Cost or Pricing Data.

By submittal of the offer, the Contractor is certifying that, to the best of the Contractor’s knowledge and belief, any cost or pricing data submitted is accurate, complete and current as of the date submitted or other mutually agreed upon date. Furthermore, the price to the State shall be adjusted to exclude any significant amounts by which the State finds the price was increased because the Contractor-furnished cost or pricing data was inaccurate, incomplete or not current as of the date of certification. Such adjustment by the State may include overhead, profit or fees. The certifying of cost or pricing data does not apply when contract rates are set by law or regulation.

7.0 Certification Regarding Lobbying.

In addition to the Uniform Terms and Conditions, Section 7.11, the following shall apply:

7.1 The Contractor shall comply with P.L. 101-121, Section 319 (31 U.S.C. section 1352) as may be amended, and 29 C.F.R. Part 93 as may be amended which prohibit the use of federal funds for lobbying and which state, in part: Except with the express authorization of Congress, the Contractor, its employees or agents, shall not utilize any federal funds under the terms of this contract to solicit or influence, or to attempt to solicit or influence, directly or indirectly, any member of Congress regarding pending or prospective legislation. Indian tribes, tribal organizations and any other Indian organizations are exempt from these lobbying restrictions with respect to expenditures that are specifically permitted by other federal law.

7.2 The Contractor agrees by submittal of the Certification Regarding Lobbying form, in compliance with 49 C.F.R. Part

20.

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8.0 Code of Conduct.

8.1 The Contractor shall avoid any action that might create or result in the appearance of having:

1. Divulging or made an inappropriate use of information gathered or discovered pursuant to the performance of its duties under…