NJC DQ 15008 Vending.pdf

NEJC15008, Vending Service, 2015

Documented Quote

NOTES

Vendors must be registered with the State of Colorado.

To register go to:

www.colorado.gov/vss

Detailed registration instructions can be found in the Vendor Registration Quick Start Guide

All vendors must complete and return page 8, a Vendor Disclosure Statement (Exhibit 3) & a W-9 (Exhibit 4) with the bid submission to be considered responsive.

Northeastern Junior College will use the State of Colorado Purchase Order Terms & Conditions and the special provisions with any purchase or lease. Please see attached Exhibit 1 and Exhibit 2. No other terms will be accepted.

Northeastern Junior College reserves the right to accept or reject bids on each item separately or as a whole, to reject any or all bids, to waive informalities or irregularities, and to contract in the best interest of the College.

Date: 02/09/2015 Quote Number: NEJC15008 Vending Services

Return all Quotes to:

Northeastern Junior College

Purchasing Office Walker Hall 105

100 College Avenue Sterling, CO 80751

Director of Purchasing:

Erin Waitley

Voice (970) 521-6662 Fax (970) 522-4945 erin.waitley@njc.edu

Quote Due Date: February 27, 2015 4:00 pm

Quotes properly marked as to Quote No., and Date will be accepted via fax at (970) 522-4945 or by mail to Northeastern Junior College, Purchasing Department, WH 105, 100 College Ave, Sterling, CO 80751 on or before the submission deadline of 02/27/2015 @ 4:00 PM. Email will be accepted at erin.waitley@njc.edu

MAILING NOTE: FAX NOTE: EXPRESS MAIL:

Northeastern Jr College Northeastern Jr College Northeastern Jr College Purchasing Office Purchasing Office Purchasing Office 100 College Ave Fax #: (970)522-4945 100 College Ave Sterling, CO 80751 Quote #: NEJC15008 Sterling, CO 80751 Quote #: NEJC15008 Quote #: NEJC15008 Please Note: Express Mail is only delivered in the afternoons. LATE QUOTES WILL NOT BE ACCEPTED.

NORTHEASTERN JUNIOR COLLEGE (NJC) IS SOLICITING QUOTES FOR THE PURCHASE OF SNACK

VENDING SERVICES TO THE NORTHEASTERN JUNIOR COLLEGE CAMPUS

Specifications are provided to identify the products required and to establish minimum functionality and an acceptable quality level. It is the bidder’s responsibility to prove the equality of substitute items. Bidders who offer “equivalent” items shall submit brochures and complete specifications with the quote. Failure to submit brochures and complete specifications with the bid may be sufficient cause to consider a bid non-responsive. The College shall be the sole judge in determining equality in regard to quality, price and performance.

Quotes must be FOB Destination.

When submitting your quote please include detailed product description with response to all specifications. Bids received without a detailed response to all specifications will be considered non-responsive.

This solicitation is published using the Colorado Vendor Self Service System (VSS). VSS and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss Because of the limited competition expected from registered VSS vendors on this solicitation, the procuring agency intends to use both VSS and additional methods of vendor notification and may make the specifications available to non-registered vendors through additional means. However, quotes, bids or offers submitted by non-registered vendors will not be opened or considered (except as necessary to determine VSS registration status) unless, after examination of quotes/bids/offers submitted by VSS registered vendors, it is determined that there is not adequate competition among VSS registered vendors. If adequate competition exists among registered vendors, quotes, bids, or proposals from non-registered vendors will not be considered. A vendor is considered registered if its registration and payment is received in the State Purchasing Office prior to the bid opening time or the due date for receipt of quotes.

AWARD:

Vendors must provide a quote on all items listed in this Documented Quote to be considered for award.

The Documented Quote will be awarded on an “all-or-none” basis.

DETERMINANT FACTOR:

The award will be made to the vendor who is both responsive and responsible and has the lowest total combined price for all items.

Within the discretion of the Procuring Agency. No formal evaluation system or methodology is required for any documented quote process. The College reserves sole right to determine suitability of products offered.

Any vendor submitting a response to this Solicitation must be an authorized dealer/distributor of the brands/manufacturers being quoted.

Pricing is FOB Destination (Northeastern Junior College Campus) with all applicable freight paid by the vendor.

Introduction Northeastern Junior College (NJC) desires to contract with a Vending Contractor that shall provide snack-vending services to the NJC Campus in Sterling, Colorado.

Snack vending DOES NOT include beverages (with the exception of milk, coffee, hot tea, and hot chocolate). Beverages are purchased under a mandatory bid solicited by the Colorado Community College System (CCCS).

Our intent to have a new vending contract in place and ready to begin on July 1, 2015.

General Information NJC is a state supported two-year institution of higher education located in Sterling, Colorado and operates 6 residential facilities.

http://www.colorado.gov/vss

NJC operates on a semester system, with each semester being 15 weeks long (75 days of instruction) except for the summer term, which is 10 weeks long. Vending is maintained between semesters and during breaks for faculty, staff and visitors.

Gross Sales- See Attachment B

SCOPE OF WORK

Snack vending services at NJC serves to provide accessible snack service and snack options during and after the normal business hours of campus operations. In keeping with other standards of the College, it is expected that snack quality, preparation, service, machine maintenance, and cleanliness will be the best within the means provided.

The vending operation is to be revenue producing for the college. In addition to our service and financial objectives, our goal is to provide a variety of quality and health conscious snacks and refreshments at reasonable prices for the population of the NJC campus. The vending operation is to be service-oriented towards the students, faculty, staff, and guests of the campus. Contractor must be sensitive and responsive to comments, suggestions, and recommendations made by students, faculty, and staff through the Director of Fiscal Services. To this end, proposals shall provide plans whereby this concept may be realized.

Contractor shall have the exclusive privilege to manage and operate snack-vending services at NJC Campuses within the allotted space mutually agreeable to NJC and the contractor, for the term of the contract or until terminated as provided herein.

1. NJC shall:

Provide space, utilities, and cosmetic configurations to vending areas at each location.

Maintain the facilities surrounding the vending machines.

Have the right to inspect all vending machines and activities at any time.

Contact the contractor in a timely manner with information of any malfunctioning machines or service problems.

2. As part of its cost of operations, Contractor shall:

Provide as a minimum the number and type of “state of the art” machines to service and support the

NJC campus. Additional requirements are:

A minimum of half of the machines must accept credit card payment.

All machines must take both $1 and $5 bills.

Machines should generate and provide monthly sales reporting on all machine sales.

Furnish all snacks and supplies together with the management necessary for the efficient operation of said vending services on its own credit.

Be responsible for the cleaning and maintenance of all equipment.

Provide NJC with a refund bank at sites to be decided by the State, for which State will refund any monies lost by patrons using the vending machines. Confirm adequate fund balances and reconcile with each location on a weekly basis.

Coordinate service and product availability in order to respond to the needs of NJC.

Provide a service response time of less than 24 hours to all calls from NJC for maintenance or product during the business day (8 a.m. - 5 p.m.) and not less than 24 hours to all calls from NJC after hours 5 p.m. - 8 a.m.). Calls will be made and logged by the Director of Fiscal Services.

Maintain a phone answering system to respond to service needs between 6 a.m. and midnight daily.

Stock vending machines based on volume/demand but at a minimum twice per week. Monday through

Friday, when school is in session. During breaks when faculty/staff are still on campus, all vending machines will be stocked twice a week or more if needed. During the winter holiday when much of NJC is closed all machines will be emptied of perishable or dated snack items.

Ensure vending product is free from spoilage and has not passed any stamped expiration date.

Uncooked items, such as fresh fruits shall be clean and free from blemish. If heating or cooling is required, the product must be properly stored at appropriate temperatures to ensure freshness and minimize spoilage.

Be responsible for any loss of product.

Be responsible for removing trash associated with stocking vending machines.

Provide weekly maintenance checks of each machine at each site.

Establish safe money collection procedures with the Director of Auxiliary Services and follow these procedures each time a collection is made from the machines assigned to NJC.

Maintain sole responsibility for security of machines and for all keys to vending machines.

Comply with all reasonable rules and regulations of NJC, operate and maintain the vending service in accordance will all applicable laws, ordinances, regulations, and rules of Federal, State and local authorities relating to standards of health, safety, and cleanliness.

Be responsible for the collection and remittance to the State of Colorado any sales and tourism taxes.

Apply for, pay for, and obtain all permits and licenses as required by the various public agencies.

NJC shall receive copies of any licenses or inspections by City, State, and/or Federal agencies which relate to the vending operations specified.

Meet and coordinate with the Director of Fiscal Services to facilitate recycling efforts as required by State and College procedures.

3. Snack Vending Machines. NJC currently has 9 machines placed around campus. Appendix A reflects the minimum number of machines required for award of a contract. Final placements and machine selection will be agreed upon and coordinated between the Director of Fiscal Services and Contractor Minimum acceptable number of machines is 9 as outlined in Appendix A, Minimum acceptable number of machines is 9 as outlines in Appendix A. Should NJC wish to add additional locations of snack vending services, or types of vended product and/or machines, the Contractor shall have first right of refusal for said services. Appendix A provides information on the current Snack Vending Machines.

4. Revenue. Contractor will return a percentage of gross sales revenue to NJC for all vending services. The term “sales revenue” means the receipts for deposit derived from the sale of snack reporting and other products in the respective vending sales activities, less applicable sales taxes, adjusted to correct refund, overages or shortages.

5. Net Operating Loss. NJC shall not be responsible for any net operating losses experienced in the vending service operation.

6. Books and Records. The contractor shall maintain accounting books and records in connection with the Vending operation at NJC. The records may be kept at the location of your choice;

however, you must provide NJC with the exact address of such books and records and the name(s) of the custodian(s) thereof. NJC shall at all times be given access to these records for the examination and audit of books. NJC may request at any time the records be brought to our physical location for examination. Records must be maintained by the contractor for not less than three (3) years following the fiscal year to which they pertain. They shall not be destroyed in any event until final settlement of any and all obligations of both parties in relation to any matter recorded therein has been reached.

The contractor shall establish and maintain an adequate system of internal control and accounting. The operations of this contract must be recorded separately from any other accounts the contractor may maintain. Accounts receivable ledgers and billing procedures shall be the responsibility of the contractor.

Contractor shall furnish NJC monthly operating statements within 20 days following the end of each calendar month. Operating statements shall report all sales transactions by machine and show total dollar volume and costs of operations including employee benefits. Machine totals should be grouped by location to generate a by location comparison. After the first month, the statement shall show a month-to-month comparison; after the first year, it will show a year-to-year comparison. Operating statements shall be submitted with payment owed to NJC for that period.

7. Review Meetings. A review meeting will be held bi-annually to examine the quality and financial health of the Snack Vending service operations. An evaluation process will be developed between NJC and the contractor based on the provisions of the contract.

8. Inquiries. Contractors may make written or faxed inquiries concerning this quote to obtain clarification of requirements. All questions will be addressed to the Purchasing Director, Erin Waitley.

9. Insurance. All Certificates of Insurance, as stated in the State of Colorado Solicitation

Instructions/Terms and Conditions, must be on file in the College's Purchasing Office prior to contract commencement.

10. Sub-Contractors. Contractor must provide the Purchasing Office with a list of sub-contractors, if applicable, prior to commencing work.

11. Assignment. This contract may not be assigned in whole or in part without the prior written consent of NJC.

12. Proposal Content. The contents of the proposal of the successful contractor will become contractual obligations if acquisition action ensues. Failure of the successful contractor to accept these obligations in a NJC contract, purchase order, or similar authorized acquisition document may result in cancellation of award.

13. Standard Contract. NJC shall incorporate standard State contract provisions into any contract resulting from this quote.

14. Term, Renewal, and Termination of Contract. The contract shall be effective on the date indicated in the contract that results from this bid, and shall run for one (1) year from that date.

By mutual agreement of NJC and contractor, the contract may be renewed for four (4) additional years one year at a time.

NJC may terminate this agreement at any time by giving the contractor 30 days written notice thereof by certified or registered mail with return receipt, sent to the last known address of the principal office of the contractor. NJC reserves the right of non-renewal or cancellation for just cause. Just cause is defined as non-performance by the contractor or violation of contract terms.

At the termination of this contract, Contractor shall leave NJC’s vending premises in as nearly as possible the same condition in which it was occupied at the beginning of the contract period, except for reasonable wear and tear, or other unavoidable occurrence, except for damages by persons other than employees of the contractor, and except for those acts which may have occurred without negligence on the part of the contractor, its employees, or agents.

15. Additional Information

Quotes must be in accordance with specifications set forth and subject to conditions herein and/or attached. All respondents are responsible for checking the VSS system for award; no other notification will be provided.

All bids must be submitted on the quote form provided; no substitute forms will be accepted.

Quote form must be signed by an individual with express authority to bind company.

Neither the contractor nor NJC shall be liable for failure to perform their respective obligations under this contract when such failure is caused by fire, explosion, water, Act of God, or inevitable accident, civil disorder or disturbance, strikes, vandalism, war, riot, sabotage, weather- and energy-related closing, or like causes beyond the control of such party, nor shall the contractor be liable in any way for the value of real or personal property destroyed or damaged due to such causes.

The Contractor is subject to the Special Provision for Sole Source Government Contracts as defined in Colorado Constitution Article XXVII (Amendment 54)

A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5- 101 et seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5- 103 prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS 24-76.5-103(3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS 24-76.5-103(4) if such individual applies for public benefits provided under this contract.

Contract performance outside of the United State Contract performance outside of the United States or Colorado, 24-102-206. Prior to contracting or as a requirement for the solicitation of any contract from the State for services, as appropriate, any prospective vendor shall disclose in a statement of work where services will be performed under the contract, including subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States or the State. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the State, the vendor shall provide in its statement of work a provision setting forth why it is necessary or advantageous to go outside the United States or the State to perform the contract or any subcontracts.24-102-206Prior to contracting or as a requirement for the solicitation of any contract from the State for services, as appropriate, any prospective vendor shall disclose in a statement of work where services will be performed under the contract, including subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States or the State. If the anticipates services under the contract or any subcontracts will be performed outside the United S shall provide in its statement of work a provision setting forth why it is necessary or advantageous to go outside the United States or the State to perform the contract or any subcontracts.

ILLEGAL ALIENS–PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 and 24-76.5-

101. The Contractor certifies that the Contractor shall comply with the provisions of CRS 8- 17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8- 17.5-101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State.

APPENDIX A

Bldg Floor Location Machine Type

1 Cosmetology 1st Main Campus Snack

*2 Dowis Hall 1st Main Campus Snack

**3

ES French Hall 1st

Main Campus

Snack

4 Williams GRB Hall 1st

Main Campus Snack

5 Herboldsheimer Hall 1st

Main Campus Snack

6 Phillips Wyman Hall 1st

Main Campus Snack

Poole Hall 1st

Main Campus

Snack

Blue Spruce Hall 1st

Main Campus

Snack

9 Lebsack Schmidt Hall 1st North Campus Snack

*Dowis Hall is currently being renovated and will not be accessible until August 2015 **ES French Hall is currently under construction and will not be accessible until January 2016.

APPENDIX B

Gross Sales

2013/2014

Combined

Commission

Cosmetology Dowis ES French Williams/GRB Herboldsheimer Phillips Wyman

Poole Hall

Blue Spruce

Lebscack Schmidt

2013 $970.55 $929.40 $1011.20 $1714.60 $860.60 $1139.50 $1014.10 $1651.90

$1076.75 $1036.86

2014 $791.55 $763.40 $302.85 $1647.70 $518.40 $1085.25 $780.85 $1297.25 $1138.30 $832.56

Combined FY 2013/2014 Gross Sales

$18694.15

$1869.42

Northeastern Junior College Response Information Requested:

NEJC15007, 02/27/2015 4:00 PM

Provide response items in the following order:

1. A project work plan to meet the requirements of the Scope of Work.

2. Describe snack product purchasing practices and how you will purge/avoid the inclusion of old/stale snack product.

3. Contact information – name and title of the individual in your organization responsible for contractual negotiations and the subsequent overall administration of any contract resulting from this quote.

4. Percentage of the total contract price that the approved non-profit will spend on the salary or wages of the employees hired to perform the services, not including the salary or wages for the administrative staff or employees.

5. Provide percentage of gross sales revenue that will be returned to NJC for the snack vending operation.

THIS COMPLETED PAGE MUST BE SIGNED AND RETURNED WITH YOUR PROPOSAL

Company Name

Terms (must be at least NET 30 days)

Modification Number (if applicable)

Address

Phone

Fax

E-mail Address

Signature/Date

Printed Name Of Signature

Using the Federal Government definition, does your firm qualify as:

a small business YES _____ NO_____ a minority business YES _____ NO_____ If YES, state ethnicity:

a woman owned business YES _____ NO_____ a Service-Disabled Veteran Owned Small Business Located in Colorado

YES _____ NO_____ If YES, provide documentation issued through the US Depart. Of Veterans Affairs

A member of the State of Colorado VSS System

YES _____ NO_____

Federal Identification #