Questions & Answers1.pdf

EBF- RFP-1154 Questions

1. Can you please confirm the total annual sales for the market? 2025: $37,046.85

2. Can you please confirm the total annual sales for the vending machines?

a. Conference Center: $962.75

b. Materials: $2,496.25

c. Operations (admin & Training Room): $782.90

3. What was the total amount commissions $ received to the EBF by the current vendor in the last full year? 2025: $5,811.61

4. Can you please confirm the current commission % rate (s) for the market and vending? 15%

5. Does the current vendor provide anything else in addition to commissions?

Utensils, condiments, cups, lids straws, stirrers, sugar etc. as defined in Section C.

Supplies of exhibit “A”, 4 microwaves for HQ Location, 1 microwave for Bartow Operations Campus.

6. Regarding the (1) coffee machine listed on page A-3, is the coffee machine part of coffee services? YES. Current coffee machine is a “vending machine” with its own POS system. Customers pay prior to coffee being dispensed.

7. Does the FDOT or EBF pay the vendor for the coffee services and supplies (listed on Page A-4 (Section C. Supplies 1a-d) that the vendor is responsible to provided? If so, what was the total cost paid to the vendor last year for these supplies? NO. Vendor is responsible for supplies.

8. Can you please provide a digital copy of the current vending and market services contract and any amendments and/or addenda? See attached.

9. Can you please provide a detailed product pricing list for all the vending machines and market? This is a general list of all product types found in the vending machines and market:

Chips $2

Pretzels $2

Cookies $2.25

Fruit snacks $2.25

Candy bars $2

Pistachios $2

Nuts $2.25

Crackers $2.25

Honey Buns $2.50

Big Texas Cinnamon Buns

$2.50

Rice Crispy treat

$2.50

Pop tarts $2.50

Snack Cakes $2.50

Soda $2.50

Water $2

Monster $3.99 redbull $3.99 reign storm $3.69 fair life milk $4.29

Dunkin Ice Coffee

$4.29

Orange juice $2.69

Dandee Cuban

$5.29

Wedge Sandwiches

$6.49

Powerade $2.99

Chips and nuts (Market)

$1.89

Slim jim $3.19

Noodle Cup $2.19 muffins $2.49 dentyne ice $3.19 mentos $2.39

King size candy bards

$3.79

Hot Coffee $2

10. Will FDOT offer an additional scheduled walk-through of both locations for proposers who were unable to attend the April 7 site visit, or for those who require a second visit to complete equipment planning? As requested if time permits.

11. What are the permitted hours of access to each facility for vendor activities including restocking, equipment servicing, managerial inspections, and equipment installation/removal? Do access hours differ between the HQ location and the Bartow Operations Campus? Business hours for both locations are 8AM – 5PM for all locations

12. Will the awarded vendor receive a permanent access credential (badge, key card, or escort arrangement) for both locations, and if so, what is the process and timeline for obtaining access after contract award? No. Vendors are required to check in with reception upon arrival and may require escort arrangement.

13. Are all vending and micro market areas located on the first floor at both the HQ building and the

Bartow Operations Campus? If any spaces are on upper floors, is elevator access available for equipment delivery and installation? All services are on the first floor.

14. Can FDOT provide a more detailed description or floor plan of the 360 square feet of available micro market space at HQ, including ceiling height, doorway width, the number and location of existing electrical outlets, and available water connections?

a. Ceiling height: approx. 7.5 ft

b. Doorways: approx. 7ft high with double doors approx. 6ft wide

c. Water connection available.

d. Exact plans are not currently available: we currently have at least 6 outlets for microwaves, 3-4 coolers along 1 wall with a coffee machine including a POS System and a separate POS system for the market.

15. For the Conference Center at HQ, can you confirm the exact placement of the drink machine and snack machine — are they in the same room or in separate areas within the conference center wing? Drink and snack machines are in the conference center lobby.

16. For the Bartow Operations Campus, can you confirm the physical proximity of the Materials building drink machine and snack machine to one another, and the distance between the

Materials building, the Operations Admin building, and the Crew Training Room?

a. Materials drink and snack machine are side by side.

b. Approx. 850 ft from Materials and Operations Admin building.

c. Approx 850 ft from Operations admin to Crew training room.

17. Will FDOT consider combination drink and snack machines (combo units) in place of two separate machines at the Operations Campus locations (Operations Admin building and Crew Training

Room), given the smaller employee population of approximately 100 staff? Or does the RFP require dedicated separate drink and snack machines at all locations? Combo Units will be considered.

18. Is there currently any vending equipment, micro market infrastructure, or coffee equipment on-site at either location? If so, who owns that equipment, and is the incumbent vendor responsible for removing it prior to the new contract start date?

a. Florida Fresh/Cardinal Vending is the current incumbent vendor.

b. HQ: 1 coffee machine, 6 microwaves, micro market and 1 snack and 1 drink machine located in the HQ conference center.

c. Bartow Operations Campus:

i. Materials: 1 drink,1 snack machine, 1 microwave

ii. Operations Admin: 1 drink machine

iii. Crew training room: 1 drink machine

d. Existing vendor must remove equipment within 5 working days of Contract termination.

19. Does FDOT have any minimum age, model year, or ADA compliance requirements for vending machines and coolers to be placed on-site? ADA Compliant

20. Exhibit A requires credit/debit card readers on the micro market coolers and coffee machine.

Does this requirement also extend to the standalone drink and snack machines at the Conference

Center and Operations Campus locations? YES

21. Modern vending machines and card readers typically require internet connectivity (either facility

WiFi or cellular) for payment processing and sales reporting. Will FDOT provide access to the facility's WiFi network for vendor equipment, or must the vendor supply cellular connectivity independently? If WiFi access is available, what is the process for requesting it through FDOT's IT department?

The HQ market located in the Brent Wiggins Snack Bar, has Wi-Fi for the current POS system, although it is hardwired in (internet in that room is not on the FDOT network).

There is Wi-Fi available only in the Brent Wiggins. None of the other vending machines (conference center or SR60) utilize the FDOT network / Wi-Fi.

22. Are there any restrictions on cellular signal within the HQ building or Operations Campus that could affect equipment relying on 4G/LTE connectivity for payment processing? Bartow

Materials has some issues with cellular coverage. We are hoping to have funding to put a cellular repeater in that building to correct the issue. I believe where the current vending machines are located, there is no issue with cellular signal though.

23. Are security cameras currently installed and operational in or near the proposed micro market space at HQ and the vending machine areas at the Operations Campus? Camera coverage in these areas is important for loss prevention and inventory accountability. To our knowledge, cameras are installed at the HQ location for the micro market by FDOT and the current vendor.

24. The scope references "fresh sandwiches (not convenience store/pre-packaged)" as a requirement.

Can FDOT clarify the acceptable shelf life and rotation frequency expectations for fresh food items, and whether there is a designated refrigerated disposal or return process the vendor must follow?

a. Shelf life: Determined by product manufacturer.

b. Rotation: as often as needed to prevent expired items. Scope requires 2 weekly visits for HQ and at least 1 weekly visit for the Operations campus machines.

c. Removal/Disposal: Vendor responsibility.

25. Are there any brand exclusivity arrangements or preferred product brands from the incumbent contract that the EBF committee expects to be continued? Major brand products such as Coke, Pepsi and DR Pepper, etc. See Exhibit “B” of Scope of Services for comprehensive list of anticipated items.

26. The scope states that commission rates "will be negotiated throughout the contract." Does the

15% minimum commission stated in the scope represent a floor that cannot be renegotiated downward, or is it subject to adjustment by the EBF committee at any point during the contract term? 15% is minimum and will not be renegotiated down.