R2026108 REQUEST FOR PROPOSALS FOR VENDING MACHINE SERVICES FOR VARIOUS BUILDINGS.pdf

REQUEST FOR PROPOSALS FOR VENDING MACHINE

SERVICES FOR VARIOUS BUILDINGS FOR THE CITY

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R:2026-108 REQUEST FOR PROPOSALS FOR VENDING MACHINE

SERVICES FOR VARIOUS BUILDINGS FOR THE CITY OF DEL RIO

DUE SEPTEMBER 24, 2026

BY 2:00PM CST

Sealed proposals will be accepted by mail or hand delivery no later than 2:00PM CST, September 24, 2026, at the following physical or mailing address:

City of Del Rio Attention: Maria C. Acosta, City Secretary 109 W. Broadway St.

Del Rio, TX 78840

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A. REQUEST FOR PROPOSALS

The City of Del Rio seeks proposals from qualified vendors for Vending Machine Services for designated locations throughout the City to various city buildings and offices. Locations will be specified in another section. The vending machines will be provided, operated, maintained, and insured by the vendor.

There is no expressed or implied obligation for the City of Del Rio to reimburse responding firms for any expenses incurred in preparing the Request for Proposals in response to this request. The City will be accepting sealed proposals up until 2:00PM CST on September 24, 2026. Sealed Proposals can be mailed, or hand delivered. All proposals received after this time will not be accepted and will be returned unopened. No electronic submissions will be accepted.

The City of Del Rio reserves the right to consider any other factors that it deems to be relevant to its needs.

The City reserves the right to request additional information from an individual or to request all submitters to submit supplemental materials in fulfillment of the content requirements of this request for proposals (RFP) or to meet additional information needs of the City. The City also reserves the unilateral right to waive any technical or format requirements contained in the RFP.

B. SCOPE OF WORK

The City requests the following types of vending machines and products:

1. Sodas/Juices/Water/ Sports Drinks/Energy Drinks – canned or bottles

a. Cold sodas: Brands shall include a variety of Coca-Cola and Pepsi products, regular and diet. A minimum of eight (8) selections is desired.

b. Juices/Water/Sports Drinks/Energy Drinks: Products shall be nationally recognized brands and include a variety of juices/sports drinks. A minimum of eight (8) selections is desired.

2. Snacks – Snacks should consist of a large variety of pre-packaged products. The snacks should be only nationally recognized brands and include a variety of healthy snacks as well as candies, rolled candies, gummies, chocolates, non-chocolate, regular and sugar substitute products, chips, crackers, cookies, gum, etc.

3. Machines - Proposer shall provide machine information. Machines must accept both cash and card payments and should be energy efficient. The proposer further agrees that it will obtain, pay for, and maintain all necessary permits and licenses required by law and that it will comply with all municipal ordinances, state statutes, and federal laws which may be applicable to its operations. Any fees/taxes associated with ownership or operation of the vending machines are the responsibility of the proposer.

Locations

San Felipe Springs Golf Course Pro Shop 1530 Hwy 90 East City of Del Rio City Hall 109 W. Broadway St.

City of Del Rio W.I.C. 200 Bridge St.

City of Del Rio City Hall Annex 114 W. Martin St.

Del Rio International Airport (DRT) 1104 W. 10th St.

City of Del Rio Emergency Operations Center/ Fire Station/ Combined 1051 W. 10th St.

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Dispatch City of Del Rio Transportation Building (Southern Transportation Depot) 100 W. Ogden St.

City of Del Rio Purchasing/ Streets/ Fleet Department 105 W. Gibbs St.

The San Felipe Springs Golf Course would like to explore the possibility of having a vending machine with items such as sandwiches, baked goods, fruit cups, and other similar items.

SUPPLIES

1. Drink and snack type vending machines will be provided by the proposer.

2. Proposer will supply drinks and snacks for vending machines.

3. The City will not provide storage for excess supplies.

4. Proposer agrees to keep machines supplied with food and beverages of good quality, prepared, and dispensed in conformity with all federal, state, and other health and sanitation standards.

5. Drinks and snacks shall be upgraded periodically.

6. All food and drink items must have an individually marked expiration date.

7. All outdated and expired snacks are to be removed and replaced with fresh items on a scheduled basis. All food items sold must be fresh and of current manufacture.

MAINTENANCE AND SECURITY

1. Vending machines will be maintained by the proposer.

2. Contact information must be provided on the machine for maintenance issues.

3. The successful proposer shall provide prompt response and service to equipment that is not operational, vending problems related to lost money, equipment failure, or product complaints.

4. Service calls shall be responded to within three (3) business days from City notification to successful proposer. If equipment repairs cannot be made on site, and downtime is determined by the City to be excessive, the City may require the successful proposer to replace the equipment with a loaner unit until repairs can be completed.

5. The City may also require the successful proposer to provide a permanent replacement unit for a broken or malfunctioning vending machine. Lost, stolen, or damaged equipment shall be replaced or repaired (as applicable) at no cost to the City.

6. Proposer shall operate and maintain its machines in a clean and workable condition with each day of service.

7. The proposer will be responsible for the security of the machines. No keys will be kept at City facilities. Vending machines will be placed in the designated locations at the sole risk of the vendor and the City will in no way be liable of destruction or theft of the property of the vendor.

SCHEDULED SERVICES AND DELIVERIES

1. Service schedule shall be one (1) to two (2) two times per week, depending on the need of the location. This frequency can be adjusted based on the need of the vending machine at the approval of the City.

2. Proposer will have the right to enter upon City property at all reasonable times when City facilities are normally open for the purpose of servicing and inspecting machines and for removal of machines upon the termination of the agreement.

3. Product replenishment reports must be provided to allow audit of commission earnings by the City. The signature of a City Employee must be on the ticket to verify the products delivered.

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4. The soda and snack vending machines shall be delivered, installed, and operational at all locations within forty-five (45) calendar days after notification of award.

5. The vending machines shall be installed in such a way as to present an attractive, flush-front, matched, and uniform configuration. The machines shall be secured to provide for safe, secure operation, and to prevent tipping or shifting. All delivery and installation costs shall be the responsibility of the successful proposer.

6. Proposers’ personnel shall, at all times, be dressed in clean, neat uniforms and will observe all regulations in effect on described premises.

7. Proposer will provide all services for the machine, including but not limited to, filling, repairing, cleaning, removal of money, counting of money, and returning the commission check to the City’s Finance/Accounting Department.

8. Cleaning of the machines includes internal, and external surfaces, including the top of the machines and under the machines. This may require occasional moving of machines and cleaning of accumulated dust, wax, grease, and food or drink products. City staff will not be responsible for any services to the machines.

PRICING/REFUNDS

1. Prices shall be plainly posted on each vending machine.

2. Proposer shall provide a list of all food and drink items with an accompanying proposed sales price list. There shall be no increase in sales price list during the term of the agreement.

3. Provide a written procedure notice for patrons of vending services to receive refunds for faulty working machines and expired or spoiled products. The final policy and procedure for such shall be subject to agreement and approval by the City.

4. Refunds are to be the responsibility of the proposer. The City will not be responsible for issuing refunds to end users. Each machine must be tagged advising of this service. Refunds may not be deducted from the monthly commission check.

SALES/REVENUE

1. Proposer is to provide the percentage of gross revenue to be paid to the City as commission.

2. All commissions will be submitted to City of Del Rio – Accounts Payable, 109 W. Broadway

St. Del Rio, TX 78840. Commissions will be paid monthly for the previous month’s sales. A computer printout of all sales from all machines will accompany the commission payment.

3. City will only take payments for commission in the form of Check, ACH, or Wire. No cash will be accepted as payment.

RECORDS

1. Proposer shall, at all times, maintain a record of all merchandise, collections, sales, and inventories necessary in connection with proper operation of the machines installed under this contract.

2. Records shall be provided to the City on a monthly basis broken down by location and machine.

3. The City reserves the right to require an inventory of merchandise upon the vendor entering and leaving City property or at any time the City feels the need for such an inventory.

4. All vending machines must have a meter. Monthly meter readings must be sent to Accounts

Payable with each individual Building and Location listed to reflect each machines ID number, starting, and ending meter readings on each machine, and the dates the meters were read.

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UTILITIES AND WI-FI

1. The City may provide electricity, lighting, heating, and/or air conditioning of designated premises, but without liability on the City’s part arising from temporary interruption thereof on account of breakdown, power failure, or like causes. Successful proposer agrees that in the use of each utility, they will exercise the same degree of care and economy as would be exercised if they were paying for such utilities.

2. The awarded Proposer will have liability insurance on the machines.

3. The City will not provide Wi-Fi for the vending machines to assist with card reader or monitoring services. Proposer will need to provide their own cellular services for all vending machine sales transactions.

4. The vending machines and other items placed on the premises shall remain the property of the Proposer. If removal would cause damage to the City Facilities, proposer shall reimburse the City of any such damages.

C. EVALUATION CRITERIA

Requests will be evaluated using the following criteria:

Evaluation Factor Description Weight

1. Experience & Qualifications

Describe the experience of the firm and the individuals assigned with related projects of similar nature. Provide at least three (3) references including names of cities or agencies, name of contact, email, and telephone number. Provide a brief description and history of the company. Describe your staff’s unique qualification and training for this type of work.

30%

2. Methodology of Service

Describe in detail, how the service will be provided in ongoing operations to include a refill plan. Provide a written procedure notice for patrons of vending services to receive refunds for faulty working machines and expired or spoiled products. Proposer to provide a plan to exchange products with little usage.

25%

3. Reporting Clarity and effectiveness of proposed reporting, accessibility of representatives, and responsiveness to City staff. 5%

4. Price & Percentage of Gross Revenues to be paid to the City

Please provide the percentage of gross revenue to be paid to the City. Vendor shall provide price list for all food and drink items along with their respective prices.

40%

A committee comprised of City staff will evaluate each submittal that conforms to the instructions in the RFP. The committee’s recommendation of preferred firm or firms will be submitted to the City Council for approval to proceed in the evaluation and contract process. The selection of the firm and the execution of a contract, while anticipated, are not guaranteed by the City. The City reserves the right to determine which offering is in the City’s best interest and to award a contract on that basis, and to negotiate with any potential proposer (after proposals are reviewed) if such is deemed in the best interest of the City.

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D. SUBMITTAL INSTRUCTIONS

The Sealed proposals must be addressed as follows:

City of Del Rio

R:2026-108 REQUEST FOR PROPOSALS FOR VENDING MACHINE SERVICES FOR VARIOUS

BUILDINGS FOR THE CITY OF DEL RIO

Attention: Maria Acosta, City Secretary 109 West Broadway Street

Del Rio, TX 78840 Each submittal should include the original submittal along with five (5) copies and one USB with a digital version of all files included in the submittal. All submittals should be received by the office of the City Secretary by September 24, 2026, at 2:00PM CST. It is the responsibility of the offeror to ensure their sealed proposal is received by the City of Del Rio City Secretary’s Office by the due date and time.

Proposals received after the deadline shall be considered void and unacceptable. The City of Del Rio reserves the right to reject any and all proposals, to waive any informalities or irregularities, as it shall deem to be in the best interest of the City.

The offeror shall sign and date the Proposal Affidavit (Attachment 1). The person signing the proposal must have the authority to bind the firm in a contract. Proposals which are not signed and dated in this manner will be rejected.

Any questions concerning proposal specifics should be addressed to Luis Menchaca, Purchasing Agent via e-mail at purchasing@cityofdelrio.com no later than September 15, 2026. Proposals cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening by the City must be initialed by the signer of the proposal, guaranteeing authenticity.

A submittal may not be withdrawn or canceled by the offeror without the permission of the City for a period of sixty (60) days following the date designated for the receipt of sealed proposals, and offeror so agrees upon submittal of their sealed proposal.

All sealed proposals submitted meeting the intent of this request will be considered for award. Offerors taking exception to the specifications, or offering substitutions, shall state these exceptions by attachment as part of the submittal. The absence of such a list shall indicate that the offeror has not taken exception and shall hold the offeror responsible to perform in strict accordance with the specifications in this document.

Any interpretations, corrections or changes to this Request for Proposals will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Del Rio Purchasing Agent. Addenda will be added as an attachment to the original posting. Offerors shall acknowledge receipt of all addenda by including a signed copy of each addenda submitted as part of their submittal. Proposals must comply with all applicable federal, state, county, and local laws concerning these types of service.

E. TERM OF CONTRACT AND OPTION TO EXTEND

Any contract resulting from this RFP shall be effective for a three (3) year period, with the provision that the contract may be renewed for two (2) additional one-year contracts on an annual basis, after the initial three

(3) year period for a possible total of five (5) years altogether. The following clauses shall be included in the contract:

A. Option Clause: It is agreed that City will have the option to extend the contract for up to two mailto:purchasing@cityofdelrio.com

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(2) additional years, in one-year intervals. To exercise this option, the City shall serve notice at least 30 days prior to contract termination or to the end of any one-year extension.

B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor’s cost, not profits.

F. DAVIS BACON ACT:

Attention is called to the fact that not less than, the federally determined prevailing (Davis-Bacon and Related Acts) wage rate, contained in the contract documents, must be paid on this project. In addition, the successful submitter must ensure that employees and applicants for employment are not discriminated against because of race, color, religion, sex, sexual identity, gender identity, or national origin.

G. GENERAL CLAUSES AND CONDITIONS

Any questions concerning submittal specifics should be addressed to Luis Menchaca, Purchasing Agent via e-mail at purchasing@cityofdelrio.com Any interpretations, corrections or changes to this Request for Proposals will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Del Rio Purchasing Agent. Addenda will be added as an attachment to the original posting. Offerors shall acknowledge receipt of all addenda by including a signed copy of each addendum submitted as part of their submittal.

Laws and Ordinances: The Contractor shall at all times observe and comply with all Federal, State and local laws, ordinances and regulations which in any manner affect the Contract or the work and shall indemnify and save harmless the City against any claim arising from the violation of any such laws, ordinances and regulations whether by the Contractor or his employees.

Protection of Resident Workers: The City of Del Rio actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9).The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.

It shall be understood all proposals, responses, inquiries or correspondence relating to or in reference to this RFP, and all reports, charges and proposal or referencing information submitted in response to this RFP shall become the property of the City and will not be returned. The City will use discretion regarding disclosure of proprietary information contained in any response but cannot guarantee information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated in the proposal. Proprietary information submitted in a proposal, or in response to the RFP, OF DEL RIO PAGE 8 OF 10 will be handled in accordance with the Texas Open Records Law and other applicable state statutes.

Proposers must comply with the minimum insurance requirements of the City of Del Rio as appropriate to final contract terms. The minimum insurance requirements are noted in Attachment A.

The successful proposer’s rights and duties awarded by the contract may not be assigned to another without written consent of the City signed by the City’s authorized agent. Such consent shall not relieve the assigned of liability in the event of default by the assignee.

H. DISCLOSURE OF CONFLICT OF INTEREST AND COMPLIANCE WITH ALLOTHER

APPLICABLE LAWS

Proposer shall at all times observe and comply with all Federal, State and local laws, ordinances and regulations including all amendments and revisions thereto, which in any manner affect Proposer or the services and/or items to be provided, specifically and not limited to any laws relating to conflicts of interest.

In particular, Proposer is put on notice that City will require compliance with Chapter 176 of the Texas Local Government Code (hereinafter referred to as the “Act”) requiring any person who contracts or seeks to contract with the City to disclose potential conflicts of interest as defined in the Act by completing the Conflict of Interest Questionnaire included in this RFP and returning it to the City in accordance with the provisions of the Act. Failure to comply with any applicable laws, including the provisions of the Act, may result in:

the forfeiture by Proposer of all benefits of the Contract;

the retainage by City of all services performed by Proposer, and the recovery by City of all consideration, or the value of all consideration, paid to Proposer pursuant to any awarded contract.

The Conflict of Interest Questionnaire included in the Purchasing Required Forms must be turned in along with the firms’ submittal.

I. DISCLOSURE OF CERTAIN RELATIONSHIPS WITH LOCAL GOVERNMENT OFFICERS;

PROVIDING PUBLIC ACCESS TO CERTAIN INFORMATION

Chapter 176 is an ethics law that requires certain local government officials to disclose employment and business relationships with vendors who conduct business with local government entities. The law defines a “vendor” as any person who enters or seeks to enter a contract with the city. The term also includes an agent of a vendor.

Local government officers subject to this law are a city council member, director, superintendent, administrator, president, city manager, or any other person who is designated as the executive officer of the local government entity. A municipal officer’s family member would include the officer’s spouse, father, mother, son, daughter, father-in-law, mother-in-law, son-in-law, daughter-in-law, or stepchild.

The law applies to any written contract for the sale or purchase of real property, goods, or services. A contract for services would include one for skilled or unskilled labor, or for professional services.

A vendor is required to file a conflict of interest questionnaire if the vendor has a business relationship with the city and has:

An employment or other business relationship with an officer or an officer’s family member that results in that person receiving taxable income that is more than$2,500 in the preceding twelve months; or Has given an officer or an officer’s family member one or more gifts totaling more than $250 in the preceding twelve months.

A vendor is required to file a questionnaire not later than the seventh business day after the later of the following:

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The date the vendor begins discussions or negotiations to enter into a contract with the city or submits an application or response to a bid proposal; or The date the vendor becomes aware of a relationship or gives a gift to an officer or officer’s family member.

J. EEO/ SECTION 3

The City of Del Rio has adopted a Purchasing Policy and Procedure Manual available on the City of Del Rio’s website, https://cityofdelrio.com/home, that describes and dictates the City’s efforts in hiring Historically Underutilized Businesses (HUB) and Federal Disadvantaged Business Enterprises (DBE). The City of Del Rio is an Equal Opportunity Employer.

Attachment 1 – SUBMISSION AFFIDAVIT Instructions: All pages in offeror's submittal containing statements, letters, etc., shall be signed by the https://cityofdelrio.com/home

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offeror or a duly authorized agent of the offeror, whose signature is binding on the submittal. The period of acceptance of this submittal will be ______ calendar days from the date of the submittal opening. (Period of acceptance will be ninety (90) calendar days unless otherwise indicated by offeror.)

STATE OF____________________________

COUNTY OF_________________ _____

BEFORE ME, a Notary Public in and for the State of _____________, on this day, the undersigned authority personally appeared, who after being by me duly sworn, did depose and say:

"I, ___________________________________, am:

____ a duly authorized officer of/agent for the offeror named below and have been duly authorized to execute the foregoing submittal on behalf of the said offeror.”

____ the only owner of the sole proprietorship named as the offeror below.”

“The offeror offers and agrees to furnish all of the services upon which information is submitted in the accompanying submittal.

“The offeror has carefully read and understands all documents relating to the work for which the submittal is submitted. Offeror is not relying on any verbal interpretations or changes to the submittal packet. The offeror has personally made a thorough investigation accepts full responsibility for any pre-existing conditions that would affect the submittals that were obvious and could have been ascertained by direct observation.

“I hereby certify that the foregoing submittal has not been prepared in collusion with any other offeror or other persons engaged in the same line of business prior to the official receipt of this submittal. Further, I certify that the offeror is not now, nor has been in the past six (6) months, directly or indirectly concerned in any pool or agreement or combination, to control the price of services offered, or to influence any person or persons to offer or not to offer thereon.

“On behalf of the offeror I waive all claims against the City of Del Rio, its officers, agents, employers and contractors to the extent such claims arise out of or in connection with the administration, evaluation, or recommendation of any submittals; waiver of any requirements in connection therewith; acceptance or rejection of any submittals; and the award of the contract.”

Offeror Name:

Offeror Address:

Phone Number:

Authorized Signature:

SUBSCRIBED AND SWORN to before me by the above named on this day of , 2026.

Notary signature: