ITN_2026-02_Beverage_and_Snack_Vending_Services_.pdf

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Competitive Solicitation

Acknowledgement Form

Submit Response Electronically via VendorLink at:

https://www.myvendorlink.com/common/default.aspx

(For submittal details see Section 3.0, page 13)

Solicitation Number:

ITN 2026-02

Solicitation Title:

Beverage and Snack Vending Services

ITN Broadcast Date:

September 24, Pre-proposal Non-mandatory

Meeting:

September 30, 2025

Inquiry Deadline:

October 10, 2025

Electronic Proposal Due Date

& Time:

October 17, 2025

Review & Evaluation of

Proposals:

October 23, 2025

DESCRIPTION: The District Board of Trustees of Valencia College, Florida (“College”) is seeking proposals through this Invitation to Negotiate (ITN) to contract with a supplier who will provide Beverage and Snack Vending Services across Valencia College campuses. The goal of this ITN is to enhance current operations and service levels while maximizing financial support to the College.

Procurement Department Official & Point of Contact

Name: Regina Peeples Phone: 407-582-3325 Email: rpeeples2@valenciacollege.edu

TO BE FILLED OUT BY THE FIRM SUBMITTING THE PROPOSAL

Company Name: Federal Employer ID No.:

Mailing Address:

Telephone No.: Email Address:

Posting of Competitive Solicitation Notices

Solicitation and proposal notices of intended decisions will be posted for review by interested parties in VendorLink.

Failure to file a protest within the time prescribed in Valencia College Protest and Contract Dispute Procedures https://valenciacollege.edu/employees/procurement/procurement-procedures.php or (if applicable) failure to post the bond or other security as required, shall constitute a waiver of proceedings under that regulation.

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm or persons submitting an offer for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for the responder and that the responder is in compliance with all requirements of the Competitive Solicitation, including but not limited to, certification requirements. In submitting an offer to Valencia College, the responder offers and agrees that if the offer is accepted, the responder will convey, sell, assign or transfer to Valencia College all rights, title and interest in and to all causes of action it may now hereafter acquire under the Anti-trust laws of the United States for price fixing relating to the particular commodities or services purchased or acquired by Valencia College. At the College’s discretion, such assignment shall be made and become effective at the time the purchasing agency provides final payment to the responder.

Printed Name & Title: Authorized Signature:

https://www.myvendorlink.com/common/default.aspx https://valenciacollege.edu/employees/procurement/procurement-procedures.php

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TABLE OF CONTENTS

SECTION 1.0 OVERVIEW

1.1 BACKGROUND AND STATISTICAL INFORMATION

1.2 MANDATORY REQUIREMENTS

1.3 SCOPE OF SERVICES

1.4 TERM OF CONTRACT

1.5 TENTATIVE TIMELINE

1.6 PUBLIC MEETING ONLINE ACCESS INFORMATION

SECTION 2.0 PROCESS AND GENERAL INFORMATION

2.1 PROPOSER REGISTRATION

2.2 ACCESSIBILITY FOR DISABLED PERSONS

2.3 PROPOSER COMMUNICATION AND/OR INQUIRIES

2.4 RESTRICTED PROPOSER COMMUNICATIONS

2.5 CONE OF SILENCE

2.6 ORAL INTERPRETATION AND ADDENDA

2.7 SILENCE OF SPECIFICATIONS

2.8 CONFORMANCE TO SOLICITATION

2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

2.11 RESERVED RIGHTS

2.12 ACCURACY OF INFORMATION

2.13 PROPRIETARY INFORMATION

2.14 PROPOSAL WITHDRAWAL

2.15 PROTESTS

2.16 COOPERATIVE AGREEMENT

2.17 JOINT VENTURES

2.18 ERRORS AND OMISSIONS

2.19 COERCION FOR LABOR

2.20 FOREIGN COUNTRIES OF CONCERN

2.21 FAMILIARITY WITH LAWS

2.22 U.S. PRODUCED IRON AND STEEL PRODUCTS

SECTION 3.0 INSTRUCTIONS FOR PREPARING PROPOSAL

3.1 PROPOSAL SUBMITTAL FORMAT

3.2 PROPOSAL SUBMITTAL LAYOUT

SECTION 4.0 PROPOSAL EVALUATION COMMITTEE AND EVALUATION PROCESS 18

4.1 INITIAL REVIEW OF PROPOSALS

4.2 PHASE I, EVALUATION OF PROPOSALS

4.3 EVALUATION METHOD

4.4 PHASE I, EVALUATION CRITERIA

4.5 PHASE II, PRESENTATIONS AND NEGOTIATIONS

4.6 PHASE III, BEST AND FINAL OFFERS

4.7 PHASE IV, FINAL EVALUATION CRITERIA

4.8 BEST VALUE

4.9 AUTHORITY TO AWARD

4.10 APPLICABLE DOCUMENTS & PROCEDURES

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SECTION 1.0 OVERVIEW

1.1 BACKGROUND AND STATISTICAL INFORMATION

Valencia College was founded in 1967 and has become an innovative leader in education with a national reputation for student success. Valencia is also one of the largest State colleges in Florida. Valencia College serves more than 74,000 students annually and has nine (9) campus locations: Orlando West Campus, East Campus, Winter Park Campus, Osceola Campus, Lake Nona Campus, Poinciana Campus, Valencia College/UCF Downtown, School of Public Safety and five Centers for Accelerated Training.

1.2 PROJECT SUMMARY

The College is seeking proposals through this Invitation to Negotiate (ITN) to contract with a supplier who will provide Beverage and Snack Vending Services across Valencia College campuses. The goal of this ITN is to enhance current operations and service levels while maximizing financial support to the College.

Current Program Overview

The College has approximately 110 vending machine units, 3 smart markets, and 3 mini-smart markets with a 4th mini market pending. All campuses of Valencia regardless of size have at least 1 vending machine on site with the exception of the Downtown Campus jointly operated with UCF.

Future Vision

The College reserves the right to award this contract to multiple suppliers and/or consider non-exclusive agreements that best align with campus needs. The College, through the Director of Auxiliary Services, will proactively partner with the awarded supplier(s) to foster a positive campus experience

1.3 MANDATORY REQUIREMENTS

The following mandatory requirements have been established. Subject to the College’s right to waive minor irregularities. Proposers that do not meet the mandatory minimum requirements will be deemed non-responsive and will not be considered for further evaluation.

1. The Proposer must be actively in business performing similar services for a minimum of five (5) years prior to submission of proposal.

2. Valid license to do business in the State of Florida

3. Local Account Representative – local to the Greater Orlando/Kissimmee area.

1.4 SCOPE OF SERVICES

The Awarded supplier must have the ability, experience, and resources to efficiently and effectively operate a beverage and snack vending operation, as well as to enhance the future growth of vending services on Valencia College Campuses. The awarded supplier will furnish, at no cost to the college, all of the vending machines, equipment, commodities, supplies, maintenance, labor, management and marketing necessary for the efficient and profitable operation of the vending operations at Valencia College in the agreed upon locations. The

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The vending machines must be capable of continuously supplying the college community during regular business operational hours; day, evening, and weekend classes; semester breaks; and all other hours. Many of the vending machines will be available to the college community twenty-four (24) hours a day, three-hundred sixty-five (365) days a year. The awarded supplier will stock the machines, perform maintenance and repair services, and respond to requests for services, at a minimum, during the hours of 8 AM to 5 PM, Monday through Friday, excluding college holidays.

A. Equipment Requirements

1. Vending machines remain the property of the awarded supplier.

2. Vending machines must be new or "like-new" (less than three (3) years old or fully refurbished prior to installation).

3. Vending Machines shall not exceed three (3) years in service without prior approval from the College.

4. Vending machines must not operate in "force vend" mode and must return customer funds or credit cashless payments when a selection is unavailable.

5. Vending machines must comply with all Federal, State, and County Codes, including ADA and FDA labeling requirements.

6. All vending machines must be equipped for debit/credit card and cashless payments upon installation. All card transactions must be secure and PCI-compliant.

Cashless payments refer to transactions made through electronic or digital methods, including but not limited to credit cards, debit cards, contactless payments, mobile wallet apps, and prepaid cards, without the use of physical cash.

7. All vending machines must have technology and hardware installed to provide a secure internet connection for payment processing via cell or other means, without connecting to any of the College’s ethernet, wireless, wi-fi or other networks.

8. Vending machines must be well-maintained, clean, and fully operational at all times.

9. Vending machines must be energy efficient and meet ENERGY STAR standards, where applicable.

10. Regular updates and new technology offerings will be implemented and reviewed in partnership with the College.

B. Equipment Service & Maintenance

1. Awarded supplier holds College harmless from any loss or damage due to utility failures.

2. Response to service calls within twenty-four hours; repairs must be completed within forty-eight (48) hours.

3. Replacement of non-functional machines must occur within three (3) business days.

4. Vending machines requiring more than three (3) repairs in one (1) month must be replaced within a timely manner.

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5. Awarded supplier must provide an emergency maintenance policy and emergency contact list.

6. Preventative maintenance, restocking, and collections must occur Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays.

7. Awarded supplier must implement a tracking system for service calls and machine maintenance.

C. Placement of Vending Machines

1. Initial machine placements must be authorized by the College.

2. Additional placements or relocations must be approved by the College’s Director of

Auxiliary Services.

3. Vending machines must not obstruct emergency exits or access.

4. Vending machines must be placed in high-traffic, well-lit areas to ensure safety and accessibility.

D. Product Requirements

1. General Standards

a. All products (snacks and beverages) must be fresh, clearly labeled with expiration dates, and removed before expiration.

b. Products must be in sealed, original manufacturer packaging.

c. The College shall not be responsible for product damage due to temperature fluctuations.

2. Healthy Options

a. At least fifty percent (50%) of total vending selections (snacks and beverages) must be healthy options, as defined by the USDA Smart Snacks Guide or a comparable standard.

b. Healthy options must be visibly marked and competitively priced relative to traditional options.

c. Healthy options must be placed at eye level within machines to encourage selection.

3. Snack Products

a. Snack selections must include a variety of sweet, salty, protein-based, and meal-replacement items.

b. The College may request additional snack varieties, package sizes, or product categories at its discretion.

4. Beverage Products

a. Beverage selections must include a diverse mix of products, such as bottled water, flavored water, juice, sports drinks, coffee, tea, low-calorie beverages, and traditional soft drinks.

b. At least fifty percent (50%) of beverage options must meet “healthy beverage” standards (e.g., water, 100% juice, low-calorie or low-sugar drinks).

c. Energy drinks and other high-caffeine products must be clearly labeled with caffeine content, and the College reserves the right to restrict or prohibit certain beverage categories.

d. All beverages must be stored and dispensed at safe, appropriate temperatures for quality and consumer safety.

5. Stocking & Availability

a. Vending machines must remain well stocked, with no more than fifteen percent

(15%) of shelves empty for longer than five (5) days.

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b. The College may request seasonal, limited time, or alternative product offerings to meet student and staff preferences.

6. Pricing & Approval

a. Pricing must include all costs and profits and remain competitive within the local market.

b. Healthy products must not be priced higher than comparable traditional products.

c. Awarded supplier must provide a complete list of proposed products and pricing to the College for approval prior to implementation and submit updates for approval before introducing new products.

E. Pricing and Fees

1. Prices must remain firm for the first year of the contract.

2. Awarded supplier must submit price adjustment requests in writing with full documentation.

3. Vending prices must include all costs and profits.

4. Monthly commission payments shall be made to the College based on gross receipts, no later than the end of the following month.

5. Awarded supplier must provide a clear process for handling customer refund requests efficiently.

F. Accounting and Reporting

1. Awarded supplier shall provide monthly sales and revenue reports.

2. Reports must include gross sales, commission payments, and reports should also include a full breakdown of sales by machine, by campus, and by product.

3. The College reserves the right to audit Awarded supplier’s sales records.

4. Awarded supplier must provide access to real-time sales tracking data upon request.

G. Compliance and Regulations

1. Vending machines must conform to all applicable local, State, and Federal regulations.

2. Vending machines must be ADA-compliant.

3. Contractor must maintain all necessary licenses and permits.

4. Vending machines must comply with energy efficiency standards where applicable.

5. Awarded supplier must ensure compliance with any future regulatory changes impacting vending services.

By following this Scope of Work, the vending service provider will ensure efficient and effective vending operations at Valencia College while maintaining high standards of quality, maintenance, and compliance.

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1.4 TERM OF CONTRACT

It is the intent of the College to award a contract to begin upon approval and execution by the

College for five (5) years. The Contract may be extended for an additional five (5), one (1) year periods by mutual assent of both parties.

1.5 TENTATIVE TIMELINE

The following is the scheduled calendar of events with important dates and times. The College, at its sole discretion, may delay the scheduled dates if it is in the best interest of the College to do so. If the College determines that it is necessary to change these dates and/or times before the Proposal due date, the change will be announced via an addendum.

1.6 PUBLIC MEETING ONLINE ACCESS INFORMATION

Meeting Login information is available on ATTACHMENT 5, “Public Meeting Online Access”.

Action: Date:

ITN Broadcast September 24, 2025

Public Non-Mandatory Pre-Proposal Meeting (via

Zoom) September 30, 2025 @11:00am

Questions Deadline: All questions must be submitted to the Procurement Department via VendorLink October 10, 2025

Electronic Proposal Submissions Due Date and Time

Submitted to Procurement Department via VendorLink October 17, 2025

*Evaluation of Proposals October 23, 2025

Interviews/Presentations/Negotiations (Shortlisted

Firms only) November 5, 2025

Best and Final Offers (BAFO) Due (Shortlisted Firms

Only) November 17, 2025

*Final Evaluation Committee Review of

Interviews/Presentations, and BAFO November 17, 2025

Notice to Intend to Award November 2025

Board of Trustees- Final Approval December 4, 2025

* All Proposers are hereby notified that the meetings noted with an asterisk above (*) are public meetings open to the public. Although the public is invited, no comments or questions will be taken from the Proposers or other members of the public. We are pleased to offer the ability to attend the public meetings virtually using Zoom Meeting.

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SECTION 2.0 PROCESS AND GENERAL INFORMATION

2.1 PROPOSER REGISTRATION

Valencia College’s Supplier/Contractor registration and bid notification service, VendorLink, can be accessed at https://valenciacollege.edu/employees/procurement/solicitations.php.

Registration is a requirement to receive notifications of future addenda and notices of intended action. Suppliers/Contractors who obtain documents from other sources, other than Valencia College Procurement Website, should not rely upon the accuracy of information. The College shall not be responsible for the correctness and completeness of documentation obtained from other sources. Automatic notifications provided by VendorLink does not relieve Contractors from periodically checking VendorLink for updates, documents, or addenda.

2.2 ACCESSIBILITY FOR DISABLED PERSONS

If a special accommodation is needed, please notify the Procurement Department no later than five (5) working days prior to the scheduled event. Contact the Authorized Procurement Representative as provided herein.

2.3 PROPOSER COMMUNICATION AND/OR INQUIRIES

The Proposer shall review this competitive solicitation in its entirety to determine whether Valencia’s objective, scope of services, conditions and requirements are clearly stated. If a Proposer has any questions regarding this competitive solicitation, Proposer must submit such inquiries and requests for clarification through VendorLink.

The Proposer’s inquiries or requests for clarification must provide the questions along with the relevant Section(s), Subsection(s), Paragraph(s), and page number(s) of the competitive solicitation being questioned.

Valencia will consider only those communications and/or inquiries submitted through VendorLink on or before the Inquiry Deadline Date”. Unless the Authorized Procurement Representative specifically requests Proposers to provide additional communications, Valencia will not accept or consider any of Proposer’s written or other communications and/or inquiries (except solicitation response) received after the Inquiry Deadline Date.

To the extent Valencia determines, in its sole discretion, to respond to any communications, inquiries or requests for clarification, Valencia’s response will be made in an addendum to this competitive solicitation and posted on the VendorLink Website.

Valencia will consider the Proposer’s failure to communicate inquiries, or request clarifications by the Inquiry Deadline Date to constitute the Proposer’s acceptance of all of the conditions and requirements as stated in the competitive solicitation documents.

Valencia reserves the right to waive minor, nonmaterial irregularities in any or all proposals and accept or reject, in part or in full, any or all proposals.

2.4 RESTRICTED PROPOSER COMMUNICATIONS

From the date of issuance of this competitive solicitation until Valencia takes final agency action, Proposers must not communicate with any Valencia employees, Evaluation Committee members or Valencia representatives regarding this competitive solicitation or Proposer’s solicitation response except as provided herein or as expressly requested by the Authorized Procurement Representative. Unauthorized communication or violations of this restriction will be grounds for immediate disqualification and rejection of the Proposer’s solicitation response.

https://valenciacollege.edu/employees/procurement/solicitations.php

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All questions and requests for clarification related to process must be directed in writing to the authorized procurement representative (Issuing Agent): Reminder that questions directly related to ITN must be submitted via VendorLink prior to the Inquiry Deadline date.

Regina Peeples, Asst. Procurement Director Valencia College Procurement Department Email: valenciaprocurement@valenciacollege.edu

2.5 CONE OF SILENCE

With the exception of the Procurement Department, Evaluation Review Committee members, other College employees, and members of the Board of Trustees are not to be contacted regarding the ITN during the solicitation and selection process. Violation of this prohibition shall result in disqualification of the Proposer. All questions relating to this solicitation must be submitted through VendorLink.

2.6 ORAL INTERPRETATION AND ADDENDA

All interpretations and clarifications related to this solicitation, or supplemental instructions will be in the form of a written addendum from the Procurement Department. No oral interpretations or clarifications from College staff or by other means will be considered binding unless issued in writing, The Procurement Department will post any Addenda relating to this competitive solicitation along with Addenda Acknowledgment Forms on the Website. The Proposer’s authorized representative must sign and date the Addenda Acknowledgment Form acknowledging having received, read and understood all posted Addenda

2.7 SILENCE OF SPECIFICATIONS

Any perceived silence in the solicitation specifications or scope of work shall not be interpreted as any intended limitation upon the objective and purpose of the procurement as defined in this solicitation.

2.8 CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this Solicitation, provided that nothing herein shall be deemed to limit the College’s ability to waive minor irregularities without notice or the need to issue a written addendum. Goods or services will be procured on an as needed basis.

If a Proposer desires to submit a Proposal which, if selected by the College, would require the College to waive, alter or omit a material, mandatory requirement set forth in this Solicitation, the Proposer must first submit a request in writing to the College asking the College to amend the requirement(s) of this Solicitation in the same manner provided for the submission of written questions by Proposers provided in the section of this Solicitation entitled “Questions Regarding Solicitation Process.” If the College, in its discretion, agrees to amend, alter, or waive the requirement, the College will issue a notice to all prospective Proposers of the change in the form of a written addendum.

Please note, the College is not asking the Proposers to send in their Proposals before the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

mailto:valenciaprocurement@valenciacollege.edu

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2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

The College will not be liable for any costs incurred by a Proposer in preparing and submitting a response. All documentation produced as part of this solicitation shall become the exclusive property of the College upon receipt and may not be removed by the Proposer or its agents. All Proposal shall become the property of the College and will not be returned to the Proposer. The College shall have the right to use any and all ideas or adaptations of ideas contained in any response received in response to this solicitation. Selection or rejection of the response will not affect this right.

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

All Proposals submitted shall be binding for one hundred twenty (120) calendar days following the date of opening. Should the Proposer default with this binding condition, the Proposer may be placed in debarment from submitting a proposal and doing business with the College for up to one year.

2.11 RESERVED RIGHTS

The College, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all Proposal, to re-advertise this solicitation, postpone or cancel, at any time, the solicitation process, or to waive minor irregularities and informalities in this Solicitation or in the Proposal received as a result of this Solicitation. The College does not guarantee the award of any contract as a result of this solicitation process. The College reserves the right to make the award to the Proposer who, in the opinion of the College, will be in the best interest of and/or the most advantageous to the College.

The College also reserves the right to reject the Reply of any supplier who has previously failed in the proper performance of an award or to deliver on time contracts, or who, in the College’s opinion, is not in a position to perform properly under this award. The College reserves the right to inspect all facilities of Proposers in order to make a determination as to the foregoing.

2.12 ACCURACY OF INFORMATION

Any Proposer which submits in its proposal to the College any information which is determined to be substantially inaccurate, misleading, exaggerated, incomplete, false, or incorrect, may be disqualified from consideration and may be disqualified from applying for other work for a period of up to three (3) years.

2.13 PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Proposers should be aware the Solicitation and the responses thereto are in the public domain. The Proposer must include any materials it asserts to be exempt from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled Attachment to Solicitation, Valencia College "Title" and include SOLICITATION number - Confidential Material.

Proposers must identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

A generic notation that information is “confidential” is not sufficient. Failure to provide the Procurement Department Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in

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All Proposals received from Proposers in response to this Solicitation will become the property of the College and will not be returned to the Proposers. In the event of Contract award, all documentation produced as part of the Contract will become the exclusive property of the College.

2.14 PROPOSAL WITHDRAWAL

Proposers may withdraw, alter, and resubmit their Proposals through VendorLink at any time before the proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time.

2.15 PROTESTS

Any Notice of Protest by a bidder or Proposer or other party involving the specifications, terms and conditions or any other aspect of the solicitation must be filed in writing within seventy-two

(72) hours after the posting of the notice of decision or intended decision noting the basis of the protest. Failure to file a protest within the time prescribed in “Procedure for Protest of Competitive Solicitations Decisions/Intended Decisions (Protest Procedures) or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings. Please visit the Procurement Website to view a complete copy of the Protest Procedures at: https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

2.16 COOPERATIVE AGREEMENT

The Council of Purchasing Professionals (COPP) is comprised of procurement officials from the twenty-eight (28) Colleges within Florida. The objective of COPP is to promote the development of cost effective co-operative purchase contracts to maximize total value for those organizations.

COPP members have the ability to utilize the proposed Contract awarded for services as specified. The awarded firm agrees to offer the same pricing, terms and conditions to those agencies, however, each agency will be responsible for issuing purchase orders for the services offered under the agreement.

2.17 JOINT VENTURES

In the event that multiple proposers submit a joint submittal, a single proposer shall be identified as the Prime Proposer. If offering a joint submittal, the Prime Proposer must include the name and address of all parties of the joint submittal. The Prime Proposer shall provide all bonding and insurance requirements, execute any Contract, complete the required Exhibits shown herein, and have overall and complete accountability to resolve any dispute arising within this contract.

Only a single contract with one proposer shall be acceptable. The Prime Proposer responsibilities shall include, but not be limited to, performing of overall contract administration, preside over other proposers participating or present at College meetings, oversee preparation of reports and presentations, and file any notice of protest and final protest as described herein.

The Prime Proposer shall also prepare and present a consolidated invoice(s) for services performed. The College shall issue only one check for each consolidated invoice to the Prime Proposer for services performed. The Prime Proposer shall remain responsible for performing services associated with response to this ITN.

https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

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2.18 ERRORS AND OMISSIONS

The proposer is expected to comply with the true intent of this ITN taken as a whole and shall not avail itself of any errors or omissions to the detriment of the services. Should the firm suspect any error, omission, or discrepancy in the specifications or instructions, the firm shall immediately notify the College, in writing, and the College shall issue and post a written amendment. The firm is responsible for the contents of its qualification and for satisfying the requirements set forth in the ITN.

2.19 COERCION FOR LABOR

In accordance with Section 787.06 (13), Florida Statutes, all Proposers should be aware the Statute requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services as defined in that statute. The District Board of Trustees of Valencia College, Florida, is a governmental entity for purposes of this statute.

2.20 FOREIGN COUNTRIES OF CONCERN

In accordance with Section 288.860, Florida Statutes, Public entities, including state agencies, political subdivisions, public schools, state colleges, and state universities, are prohibited from entering into agreements or accepting grants from foreign countries of concern if such agreements constrain contractual freedom, allow foreign control over curriculum or values, or promote agendas detrimental to U.S. safety or security.

It is the responsibility of the Proposer to disclose whether the ownership of their company is headquartered in or substantially controlled by any foreign country of concern as defined by Florida law. Such disclosure must be made at the time of proposal submission. Additionally, if, at any time after a contract has been awarded, there is a change in ownership that results in the company being headquartered in or substantially controlled by a foreign country of concern, the contractor is required to immediately inform the College in writing. Failure to provide such disclosure or to notify the College of any subsequent change in ownership may result in the termination of the contract.

2.21 FAMILIARITY WITH LAWS

Should any term or condition of this Agreement be rendered unlawful by statute, regulation, court ruling, or governmental directive, including but not limited to restrictions on the use of funds, Valencia shall have the right to immediately cease compliance with that term or condition with prompt notification to vendor. Should a statute, regulation, court ruling, or governmental directive render this Agreement null and void, impossible, or impracticable by the parties, the parties shall negotiate a termination on mutually agreeable terms.

2.22 U.S. PRODUCED IRON AND STEEL PRODUCTS

Contractor bidding on public works projects agrees to comply with the provisions of Section 255.0993, Florida Statutes, Public works projects; United States-produced iron and steel products, which requires that, as may be applicable, any iron or steel product permanently incorporated in the project be produced in the United States, except as otherwise provided or exempted therein.

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SECTION 3.0 INSTRUCTIONS FOR PREPARING PROPOSAL

3.1 PROPOSAL SUBMITTAL FORMAT

Proposals shall be prepared simply and economically, providing a straightforward, concise delineation of the Proposer’s capabilities to satisfy the requirements of this Solicitation. In order to ensure a uniform review process and to obtain the maximum degree of comparability, Proposal should be organized by section with tabs that reference the evaluation criteria as outlined below.

A Table of Contents should include a clear identification of the material by Section and by page number. The entire ITN package will become part of the final agreement between the College and the awarded Firm. Proposals will only be accepted in electronic format through VendorLink.

3.1.1 General Information

a. The cover page must identify the Solicitation Number, Name, Date of submission, and the Name of the Proposer.

b. The Solicitation Number and Name must be included in the footer of each page of the Proposal and all attached documents at the time of submittal.

c. Number each page consecutively, including exhibits, attachments, resumes, and any other related supplemental information.

d. Separate and identify each section of the Proposal response by use of a divider/separation page.

e. It is the sole responsibility of the Proposer to ensure that electronic proposal submittals are received by the Procurement Department by the due date and time.

f. The College shall not be responsible for delays caused by any occurrence.

3.1.2 Electronic Submittal

a. Electronic Submittals will only be accepted via VendorLink.

b. Digital copy must not be larger than one (1) gigabyte (GB).

c. Only files in the following formats will be accepted: Microsoft Word, Excel, PowerPoint, and Adobe Portable Document Format (PDF)

d. Files submitted must be formatted and enabled for printing.

e. Bidders may withdraw, alter, and resubmit their Proposals through VendorLink at any time before the proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time.

f. VendorLink system will not accept any document submission after the due date and time.

g. In the event of technical difficulties in the submitting proposals, Proposers should contact VendorLink support at support@evendorlink.com.

h. Valencia College may request clarifications and additional information after proposal submission.

mailto:support@evendorlink.com

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3.2 PROPOSAL SUBMITTAL LAYOUT

To ensure that all qualification packets are fairly evaluated, scored, and ranked, it is very important that the requested information be prepared and submitted in the order listed in Tabs A-F:

The college will require one (1) electronic file as part of a Proposers’ qualification submittal. Name the file: “Insert Company Name”, ITN 2026-02 Beverage and Snack Vending Services.

Please separate each “Tab” with an identifiable divider.

TAB A: COMPLETENESS AND RESPONSIVENESS OF SUBMITTAL

1. Include completed Competitive Solicitation Acknowledgement Form (Page 1 of this

ITN).

2. Letter of Intent: A cover letter on the Proposer’s letterhead that summarizes in a brief, concise manner, an understanding of the Scope of Work, and a positive commitment to perform the services promptly. The letter must be signed by an official authorized to make such commitments and enter into a contract with the College. The letter must indicate the official’s title or authority and contact information. The letter should not exceed two (2) pages in length.

3. Table of Contents should include clear identification of the material by section and page number.

4. Mandatory Requirements:

a) Provide evidence that your firm has actively been in business performing similar services for a minimum of five (5) years prior to submission of proposal.

b) Provide copy of license to do business in the State of Florida

c) Provide Local Account Representative contact information including name, phone number, email, and location.

5. Include the completed Exhibits listed below:

a) EXHIBIT A: Proposal Certification Form

b) EXHIBIT B: Proposer Information and Signature Form & W9 Form

c) EXHIBIT C: Conflict of Interest and Disclosure Statement

d) EXHIBIT D: Sworn Statement on Public Entity Crimes

e) EXHIBIT F: Addendum Receipt Verification

f) EXHIBIT G: Drug-Free Work Place

g) EXHIBIT H: Minority Business Certificate

h) EXHIBIT J: Disputes Disclosure Form Summary of Litigation

i) EXHIBIT K: Surety Bonding NOT APPLICABLE

j) EXHIBIT L: BYRD Anti Lobbying Certification

6. Include a copy of any applicable licenses and or certificates. Include proof that the

Supplier/Contractor has a current license to do business in the State of Florida. Provide proof that the Supplier/Contractor meets the certification requirements of the services to be performed.

7. Include Evidence of Proof of Insurability: Provide current certificates of Insurance at required levels for General Liability, and property damage, Automobile Liability, ITN 2026-02 Beverage and Snack Vending Services Page 15 of 20

Professional Liability and Workers’ Compensation as required by Law. (See Attachment

2, Insurance Requirements).

TAB B: COMPANY QUALIFICATIONS: RELATED EXPERIENCE, REFERENCES, &

COMPLIANCE

It is important that the services be provided by a Proposer who can demonstrate specific knowledge of, and experience in performing similar work for services of comparable nature, size, and scope. The evaluation of the Proposer’s experience and qualifications will be based on the criteria mentioned below. In particular, the proposer should demonstrate the following:

1. Provide a narrative description of the Company’s qualifications, demonstrated capability, expertise, and experience in accomplishing the scope of services described in this ITN.

Include years of experience in similar environments (e.g., schools, offices, hospitals).

2. Provide company information including the following:

a. Date of incorporation and annual revenues.

b. Number of years in business and number of years providing Beverage services.

c. Number of employees.

3. Provide evidence that dedicated account team has the qualifications and experience to provide services to the College. Include Years of experience in similar environments (e.g., schools, offices, hospitals).

4. Organizational chart: indicate key personnel and their relationships. Indicate each staff member’s assignments and responsibilities as it relates to the Scope of Work.

5. References: Utilize EXHIBIT E Reference Form.

Provide a list of clients within the past three (3) years for whom Proposer has engaged in a beverage and/or snack vending services agreement. Include the length of the contract with the client along with the clients contact information including name, phone, and email address.

6. Provide details on how your company complies with regulations (e.g., health codes, labor laws, insurance, etc.)

TAB C : FINANCIAL PROPOSAL & REVENUE AND IMPLEMENTATION

1. Detailed plan for implementation of a new contract with responsibilities and timeline of events to occur.

a. Submit a detailed plan for the operation and management of the vending contract to include specific detail on the customer service and support function.

b. Proposer should provide additional statements and information which support its proposal.

c. Detailed plan on approach to implement and transition to new vendors.

d. Transition: The Proposer should submit a project schedule for a smooth transition from the current contract and/or Proposer, which ensures uninterrupted service to the College community. The transition project schedule should include the dates for installation of vending machines at each location.

e. Plan for delivery, installation, removal of packing and shipping containers and trash from the premises. Product installation includes unboxing, setup hardware; configure system, and testing.

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2. Proposer should describe how it would compensate the College, as well as detail any applicable charges or fees, and cost benefits to the College. Proposer should specifically describe vending commissions, charges, costs, and types of discounts (e.g., bulk purchases) or cost benefits being offered to the College and any other related financial data for consideration. Complete and submit “Financial Offer” form Attachment 3 and “Product Pricing” form Attachment 4.

3. The vending commissions should be based on the gross sales of Products less the sales tax paid to the State by the Proposer on the sale of the products to the consumers. If the Proposer offers varying commission rates per product type, the Proposer should clearly state the rate structure, and provide the rationale for such a rate structure in its Proposal. Proposer should submit a proposal outlining the commission structure for each year of the Contract. In the event the Contract is extended for additional years the college and the successful vendor will agree to negotiate the terms of the extension with regards to the commission structure.

4. Proposer should outline any additional incentives to be provided including conversion incentives, behavior-driven program incentives, and/or tiered program growth incentives. Conversion incentives are encouraged. Vendor should provide percentage of commission that will be paid and the amount of the minimum annual guaranteed commission for each Contract Year.

5. It is desirable for the College to be able to view the sales from each vending machine in real time. If proposer has the capability to look at machines in real-time like a “dashboard” (such as "Cantaloupe software”) and is willing to provide Valencia access, note this in your proposal.

TAB D: EQUIPMENT AND TECHNOLOGY

Provide details on the following:

1. Equipment

a. Type provided

b. Age and conditions of machines

c. ADA Compliance

d. Process for obtaining and moving machines

e. Energy saving technology

2. Technology / Innovation

Provide information on any technology or innovation to a beverage and snack vending program that you can offer. What is trending in vending such as “Smart Markets” or “just walk out” technology.

TAB E: SERVICE, MAINTENANCE, & RESPONSE TIME

Provide details on the following:

1. Frequency of restocking machines

2. Preventative Maintenance and Service provisions

3. Refund process for damaged or expired goods

4. Response time for service requests and machine malfunctions

5. Service team qualifications and accountability processes; if not already provided.

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TAB F: PRODUCT VARIETY & QUALITY

Describe the services and activities that your company proposes to provide to the College.

Include the following information:

1. Provide a list of products offered for beverage options

2. Provide a list of products offered (snacks, heat able or cold foods such as wraps, sandwiches, microwave meals, beverages, healthy options, local/specialty items).

3. Provide menu options which represent the latest in choices beyond simple snacks and beverages offered in traditional vending.

4. Indicate healthy options

5. Indicate any local/specialty items

6. Provide details on brand quality and freshness assurance

7. Compliance with any dietary guidelines or wellness initiatives (e.g., low-sugar, gluten free).

8. Submit a plan to provide quality assurance with the respect to all aspects of the program. The plan should include:

a. Sample inspection/quality audit forms used internally and as part of any

College/regional visitations. Please state if the results of these audits will be shared with the College’s contract administrator.

b. Follow-up procedures for customer complaints.

c. A plan for ongoing as well as periodic customer service monitoring.

TAB G: CONFIDENTIAL MATERIALS AND FINANCIAL STRENGTH

Confidential materials shall be submitted in this section - Any materials that qualify as “trade secrets” as defined by Section 812.081(1)(c), Florida Statutes, or financial statements required by the College for projects as defined in 119.071(1)(c), Florida Statutes shall be segregated, clearly labeled.

1. Include Exhibit I- Financial Attestation Form

2. Disclose any material changes in the business operations of the Firm, including without limitation any pending bankruptcy proceedings, bankruptcies, receiverships, mergers, acquisitions, stock acquisitions or spin-offs which have occurred within the last three

(3) years and any material pending or threatened litigation. If appropriate, discuss the impact of these changes on the Firm’s financial or managerial ability to perform the noted tasks under this Contract. Provide the name, title, address and phone number of the financial officer of the Firm responsible for providing this information.

3. Firms that have owner/operators that have filed a "Notice of Election to be Exempt" shall submit a copy with the proposal. Incorporated and unincorporated Firms that qualify for an exemption under the Florida Worker’s Compensation law in Chapter 440 Florida Statutes shall submit an executed waiver relieving the Valencia College of liability in the event they are injured while providing goods and/or services to the College.

4. Litigation - identify all litigation in which your Firm has been a party to legal action (including arbitration, administrative proceedings, etc.) or lawsuits during the last five

(5) years involving a client for claims in excess of $100,000.00. Include a brief description of the dispute and its current status. Where the action or lawsuit has involved a guaranteed maximum price contract, please describe the particular circumstances giving rise to the dispute and the actions which your Firm took to attempt to settle the matter prior to and after suit being filed.

5. Describe in detail any projects within the last five (5) years where liquidated damages, penalties, liens, defaults, cancellations of contract or termination of contract were imposed, sought to be imposed, threatened or filed against your organization.

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SECTION 4.0 PROPOSAL EVALUATION COMMITTEE AND EVALUATION

PROCESS

4.1 INITIAL REVIEW OF PROPOSALS

Proposers will submit the ITN package as outlined in Section 3, Instructions for Preparation of Proposal. The College will appoint an Evaluation Committee comprised of at least three (3) members and may include additional representation from faculty or staff for the purpose of scoring the ITN responses. Evaluation of the ITN Response will be comprised of three (3) phases.

The Procurement Department will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

4.2 PHASE I, EVALUATION OF PROPOSALS

The Evaluation Committee will be established to review, discuss, evaluate, score, and rank all responsive and responsible Proposals submitted in response to this Invitation to Negotiate (ITN).

The Committee will conduct a preliminary evaluation of all Proposals on the basis of the information provided and evaluation criteria as set forth in this Invitation to Negotiate. The Committee may utilize subject matter experts or consultants to advise and assist the Committee in its review of the Proposals.

During the evaluation of proposals, Phase I, the Committee shall evaluate and rank responsive Proposals. The Committee may determine to proceed to Phase II, Presentations and Negotiations, with shortlisted firms if presentations, oral interviews, demonstrations, negotiations, additional written information, feedback from outside consultants, and discussions relating to Proposer’s capabilities, and/or any other information deemed helpful to more fully evaluate the Proposer.

At the Committee’s sole discretion, they may proceed directly to award, with one (1) or more Proposers(s) selected.

4.3 EVALUATION METHOD

The established Evaluation Committee will review and rate each responsive Proposer’s submittal using an adjectival scoring system. Submittals deemed reasonably acceptable will be evaluated using the evaluation criteria and weighted value below.

A score of 0 is the least favorable, and a score of 10 is the most favorable in all sections.

The Proposer’s response will be scored by Committee members in accordance with the following scale:

Score of 9 or 10 = EXCELLENT: Very comprehensive, in depth, clear and appropriate response/submittals related to the criteria, uniformly outstanding in quality.