FINAL_-_Vending_Machine_Services_for_Escambia_County_Governmental_Buildings.docx

Vending Machine Services for Escambia County Governmental Buildings Scope of Work

Purpose.

To provide vending services for snacks and drinks to taxpayers, guests, and employees within all Escambia County buildings.

Equipment and Maintenance.

The Vendor will furnish all tools, labor, and materials required to perform the initial installation of the vending machines as well as the replacement of vending equipment throughout the life of the contract, at no cost to the County.

The Vendor will provide vending machines located within various Escambia County governmental buildings. The vending machines must be modern models with the ability to accept cash and possess swiping and tapping capabilities for debit and credit cards. The Vendor will ensure the equipment is maintained in clean, sanitary, and well-lit conditions. The Vendor will have competent and well-trained maintenance technicians available to respond to requests within one working day to make repairs as needed. The Vendor will provide proper contact information for maintenance technicians or service desk representatives to serve this contract for County staff to report malfunctions timely.

The Vendor’s maintenance personnel assigned to this contract must wear a distinguishable uniform while working on County premises. For security purposes, the Vendor’s maintenance personnel will be required to provide proof of identification which will be held by reception in exchange for a vendor badge to complete the necessary work while on premises. The credential provided will be returned to the Vendor’s staff upon return of the vendor badge.

Merchandise.

Vendor will be responsible for stocking fresh items. It will be the Vendor’s responsibility to inspect items for damage, check expiration dates, and replace products that may pass the expiration date prior to the next scheduled visit by a service technician. Food sold through vending machines must be free from spoilage, filth or other contamination and must be safe for human consumption. The Vendor will only stock recognizable snacks, candy, and pastry items. Use of generic brands, non-labeled products, and products that do not have labels indicating portion size, ingredients, and caloric and nutritional values are not acceptable. All food and beverage products must be delivered and placed in vending machines in their original wrappers, or in a sanitized bulk dispenser that fits in the vending machine as a unit. Items that exceed expiration date will be considered a contract violation.

The Vendor will provide the Contract Manager with a list of available beverages and food items for selection and make recommendations based on previous sales data prior to the initial installation of the vending machines.

The Vendor will be responsible for monitoring sales of products and increasing high volume sales items and removing low volume sales as warranted. The County reserves the right to request replacements of items based upon volume of sales and other factors without a formal contract amendment. The Contract Manager will notify the Vendor in writing of a request to add, remove, and/or replace an item after the initial installation, which must be completed within 30 calendar days from the date of the notification. If such requests cannot be met, the Vendor must provide alternative options to the Contract Manager in writing for selection and approval within 15 days from the date said substitutions were submitted for review.

Hours of Operations.

The Vendor will operate vending services 365 days of the year. All maintenance requests and restocking of vending machines located in areas accessible only by County staff will be performed during regular business hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.). However, machines located in public areas and with high volume sales will be restocked at a rate that ensures continuous product availability.

Financial Requirements.

1. Vendor will submit a commission fee based on gross receipts by vending unit, excluding sales tax, to the County within 10 calendar days following the conclusion of the previous monthly period.

2. Vendor will be responsible for all sales tax, licenses, and other fees necessary for the operation of the vending machines.

3. Vendor will be responsible for all refunds.

4. Pricing snacks and drinks should be in line with local vending prices.

County Responsibilities.

1. The County will provide electricity for all installed vending machines as needed.

2. The County will provide janitorial services for the areas around the vending machines.

3. The County will allow the vendor access to the installed vending machines during normal operating hours and to those located in public areas with high volume sales with prior notice from the Vendor.

Proposal Submission

Tab 1. Response Time for Repair, Service, Refunds, Restocking and Overall Requests.

A. Describe how your firm prioritizes maintenance requests and overall typical responses times B. Provide routing maintenance schedules and describe the processes to determine whether a machine must be replaced based on frequency of maintenance requests, age of the machine, and/or other factors.

C. Describe your company’s process to ensure machines are stocked regularly with items within expiration. Routine restocking schedules.

D. Provide a list and explanation of the mechanisms you use to process refunds of all types including debit/credit cards and cash. What is the standard time for refunds to be processed.

Tab 2. Commission Rate.

A. Provide the proposed commission rate to the County calculated based on gross receipts by vending unit, excluding sales tax.

Tab 3. Cost of Items.

A. Provide a current pricing list of all items offered.

B. Provide a schedule for pricing changes, if any, and the process to determine new pricing.

Tab 4. Selection of Vending Machines and Products.

A. Provide a list of all available consumable items including packaging size.

B. Provide all available vending equipment models including capacity and age of the machines.

Tab 5. Previous Experience Providing Vending Services.

A. Provide a list of at least three current contracts along with contact information.

B. Disclose if the Proposer has ever had a contract be terminated for cause and the reason for termination.

Selection Criteria