RFP-25-12_Vending_Service_Proposal_-_Final_for_Release.pdf

RReeqquueesstt ffoorr PPrrooppoossaall for

Vending Services

RFP-25-12

Canaveral Port Authority 445 Challenger Road Suite 301 Cape Canaveral, FL 32920

(321) 783-7831

RFP Issue Date: April 10th, 2025 RFP Due Date: May 7th, 2025 @ 2:00PM Prepared By: The Canaveral Port Authority Checked By: The Canaveral Port Authority Approved By: The Canaveral Port Authority Published Date: April 10th, 2025

For the Canaveral Port Authority

PURPOSE

The Canaveral Port Authority (Port or CPA) is seeking a qualified vending service provider (Vendor) to install, maintain and retain ownership of vending machines in various cruise terminals and other Port-owned facilities within the confines of the Port. Interested parties must submit a proposal in accordance with this Request for Proposal (RFP) to be considered for selection.

The purpose of this Request for Proposal is to select the most highly qualified, service-oriented, revenue- generating company to provide quality Vending Services. Proposals will be reviewed and evaluated by a Selection Committee consisting of Canaveral Port Authority staff. The Selection Committee will make a recommendation and present it to the Canaveral Port Authority Board of Commissioners for approval.

This document shall serve to provide interested parties with specific information as to the required Statement of Work and procedures for selection of Vending Services.

It is anticipated that only one vending operator will be selected to provide the necessary services outlined in the Statement of Work.

TERM

The contract term is anticipated to have a base period of three years with two each one-year optional renewals. Quality of performance will determine the viability of exercising renewal options. The Authority will require the right to terminate the contract if the service level falls below the required levels outlined in this proposal request.

CPA BACKGROUND

The Canaveral Harbor Port District, as presently structured, was created by House Bill Number 1136, Chapter 28922, from the Laws of Florida Special Acts of 1953, as amended and restated by Chapter 2003-335, Laws of Florida, Acts of 2003, and acts amendatory thereof and supplemental thereto. This bill created, organized, and established a Port District in Brevard County, Florida and designated the area as the Canaveral Harbor Port District. The Canaveral Port Authority is a quasi-public governmental body, an independent special taxing district that is a political subdivision of the State of Florida. As such, it is not under the jurisdiction of Brevard County or any neighboring city.

All business functions of the Canaveral Port Authority are self-supporting from a revenue and expenditure perspective. In other words, although authorized by Florida statute to levy Ad Valorem tax, the Port does not and receives no taxpayer revenue from any of its operating entities.

All revenue is derived from the operations and businesses that lease or use the Port owned and operated facilities and services. Additional information about the Port can be found by visiting its website at www.portcanaveral.com.

STATEMENT OF WORK

A. Vendor Requirements

• Vendor must be properly licensed and permitted to provide vending services in Brevard

County.

• Vendor must also have active corporate standing as determined by the State of

Florida.

• Vendor must have five (5) years documented experience providing vending services similar to those required in this RFP.

• Vendor must conduct business in a professional manner at all times.

• Vendor must be available to refill machines early in the morning starting around 5 AM

(3 times per week/ Monday, Wednesday, Friday).

• Vendor must provide a phone number for CPA employees to call to report issues, including after-hours/on weekends.

o Response time must be within 2 hours and a tech dispatched within 2 hours. If after hours, a tech must be dispatched the next day.

• Vendor must have labeled vehicle graphics as well as uniforms displaying company name.

• Vendor’s drivers/employees must have a TWIC badge, and Vendors are responsible for all required badging costs (TWIC) associated with carrying out contract operations.

For more information on required badging, please visit https://www.portcanaveral.com/About/TWIC-Information

B. Products and Services Requirements

Vendor products will include but shall not be limited to soda (all brands), water, juice and snacks (both healthy and traditional). Healthy vending options are highly encouraged. The Port will have the right to approve/disapprove of vending products used in vending machines as well as the machines used to vend the products. The Port retains the right to disapprove of any products that are determined inappropriate, illegal, out of scope, or not representing the Port in a positive manner. Any additions to products or services must be approved by the Port prior to sales or service start. The Vendor shall not use official Port logos or Jetty Park logo brands without written approval of the Port. Products in all machines must be up to date with no expired items.

In addition to traditional drinks and snacks, it is requested that fresh, healthy products be available including, but not limited to:

• Salads

• Wraps

• Sandwiches

• Snack Boxes

• Breakfast Options

• Fruit/Vegetable cups/Cheese Sticks

• Protein bars/drinks

• Trail mix, nuts, raisins/other dried fruit

• Dark chocolate https://www.portcanaveral.com/About/TWIC-Information

The Port is open to the concept of a Micro Market vending option in a few of the facilities.

Based on the succession of the Mirco Market could allow for an expansion at other locations in the Port. The Micro Market must be self-serviced. The objective of this market is to provide nutritious, fresh and appetizing food while looking for alternative ways for employees to have breakfast or lunch instead of driving out for lunch.

C. Vending Machine Locations/Types In FY23, the Port had 6.8 million cruise passengers pass through the Cruise Terminals.

Additionally, there are approximately 250 Port employees and hundreds of employees of the cruise lines. Cruise Terminals are operational Thursday-Monday with port of calls arriving during the week.

• Cruise Terminal 1 – 4 vending machines (2 soda, 2 snack)

- Cruise Terminal is home to the Royal Caribbean Utopia of the Seas, Wonder of the Seas and soon to be Star of the Seas, Royal Caribbeans largest ship in the fleet. The terminal is also used by Royal Caribbean port of calls.

- Vending machines are located on the 2nd floor of the terminal for guests and employees.

• Cruise Terminal 3 – 10 vending machines (5 soda, 5 snack)

- Cruise Terminal is used by 3 home-ported ships and used for port of calls.

- Vending machines are located on the 2nd floor of the terminal for guests and located in the employee breakroom.

• Cruise Terminal 5 – 6 vending machines (3 soda, 3 snack)

- Cruise Terminal is used by home-ported ships.

- Vending machines are located on the 2nd floor of the terminal and is accessible by guests and employees.

• Cruise Terminal 6 – 6 vending machines (3 soda, 3 snack)

- Cruise Terminal is used by home-ported ships and used for port of calls.

- Vending machines are located mainly on the 1st floor with one machine on the 2nd floor, accessible by both guests and employees.

• Cruise Terminal 8 – 10 vending machines (7 soda, 3snack)

- Cruise Terminal is used by home-ported Disney ships.

- Vending machines are currently located throughout the terminal and parking garage for guests but also located in employee/porter breakrooms.

• Cruise Terminal 10 – 4 vending machines (2 soda, 2 snack)

- Cruise Terminal is used by several home-ported ships and port of calls

- Vending machines are currently located on the 2nd floor of the cruise terminal for guest and employee use.

• Maritime Center – 3 vending machines (1 soda, 2 snack)

- 3 - story office building that houses Port employees, a public meeting space, and tenants. The building is currently not open to the public.

- Operational Monday-Friday with some employees on site Saturday-Sunday.

• Maritime Facilities Center – 4 vending machines (2 soda, 2 snack)

- Used by 50 Canaveral Port Authority employees.

- Operational 7 days a week.

• 720 Mullet Road – 2 vending machines (1 soda, 1 snack)

- Used by 86 Flagship employees

- Operational 7 days a week

Additional locations may become available with prior approval from the Port.

If Micro Market vending is an option, it would be best suited for the Maritime Center and the Maritime Facilities Center location. Pending succession could result in additional installation of locations around Port Property.

D. Payments and Revenue Requirements In return for exclusive drink, snack or Micro Market vending opportunities at designated locations, the Port is requiring a revenue stream from the Vendor. To maintain a mutually beneficial relationship, we propose the following commission minimums:

1. Beverages/Snacks – A minimum commission of 25% on monthly sales per unit or a flat rate of $25 per unit per month, whichever is greater.

2. Food Items (Fresh/Frozen/Other) – A minimum commission of 7.5% on monthly sales per unit or a flat rate of $30 per unit per month, whichever is greater.

These minimums ensure consistent revenue for both parties while allowing flexibility based on sales volume. The exact percentages and rates can be adjusted based on location foot traffic, sales history, and product selection. The vendor agrees to pay sales tax on all commissions.

In addition, the vendor shall provide a minimum discount of 20% off standard retail price for all Port employees and Flagship employees purchasing snacks, beverages, and food items from vending machines located at the following locations:

• Canaveral Port Authority Maritime Center – 445 Challenger Rd.

• Maritime Facilities Center – 397 Challenger Rd.

• Flagship Building - 720 Mullet Road

The Canaveral Port Authority is open to discussing these terms to ensure a successful vending program.

Vendor must provide detailed sales reports per machine as backup to a monthly sales commission payment to the Port. Payments are due no later than fifteen days after the end of each month.

E. Initial Installation Vendor should provide an installation plan on how long it will take from award of contract to adding, moving and removing of machines from the above vending locations. The vending machines and services should be operational no later than July 1, 2025. Installation will need to be done on days when the cruise terminals are empty. A cruise ship schedule will be provided.

F. Equipment All equipment needs to be up to date with a modern design, neat and well maintained in appearance, as well as in great condition and energy efficient. Machines should be new or within two (2) years old. Machines need to take credit/debit cards only, no cash. Apple Pay, Google Pay or tap should be available. Vendor name with phone number must be properly displayed on the front of the machine, if it is left unmarked, Port has the ability to remove the machine. Machines need to have remote monitoring capabilities (LTE Connection) that allows Vendors to wirelessly track mechanical issues and detect the need for machine refills. Vendors will be responsible for all licenses required to market the stock within the machines.

G. Repair and Maintenance The vendor shall provide all maintenance and repair on the vending machine equipment required under the agreement. Vending machines must be serviced monthly to ensure proper mechanical operations and adequate inventory levels.

H. Utilities Port will provide and pay for electricity at all designated vending machine locations. Vending machines must come fully operational. Port will not provide WIFI service.

I. Mandatory Site Visit Mandatory site visits are scheduled for April 16, 2025, and April 23, 2025, at 10:00 AM. Please meet at the Maritime Purchasing Center, 399 Challenger Rd., Cape Canaveral, FL 32920.

Attendance of only one site visit is required. The site visit will give proposers an opportunity to see some current vending machine locations and setups.

COMMUNICATIONS AND QUESTIONS

This solicitation is governed by CPA Policy POL-2016-002-PUR-3, Establishment of a Limited Communications Period with Respect to Procurement Procedures which is posted at https://www.portcanaveral.com/Business/Current-Solicitations. Proposers should read this policy carefully and conduct themselves accordingly. Improper communications may result in disqualification from the solicitation process.

Failure by a potential respondent to ask questions or request changes by the dates indicated shall constitute the respondent's acceptance of the requirements set forth in this process.

Submission of all questions through VendorLink is required. No answers given in response to questions submitted shall be binding upon this solicitation process unless released in writing through VendorLink. The deadline for questions is May 1st, 2025.

SUBMITTAL REQUIREMENTS

Firms interested in providing the required professional services shall submit one (1) original, marked "ORIGINAL", and six (6) copies, marked "COPY" of their submittal package. Also, by the specified date and time, an electronic copy (tabbed pdf format) of the submittal package must be uploaded through VendorLink.

DELIVERY OF PROPOSAL PACKAGE

All proposal packages, whether mailed or delivered in person, shall be submitted neatly organized in bound files with divider tabs. Packages shall be submitted in a single sealed envelope or box that clearly bears on the outside, the title of the solicitation as identified below, due date and time, and the respondent’s name, address and telephone number. Respondents shall also upload an electronic version of their proposal package to VendorLink.

PROPOSAL PACKAGE FOR: __VENDING SERVICES __________________

PROPOSAL NUMBER: __RFP-25-12____________________________

PROPOSAL DUE DATE: __May 7th 2025 @ 2:00 PM EDT_____________ PROPOSAL PACKAGE FROM: __(Name of Firm)_________________________ CONTACT: _ (Name of Person Representing Firm) CONTACT PHONE & E-MAIL: __(Phone Number & Email Address of Contact) _

Deliver To: Kaleigh Stanley, Senior Purchasing Specialist

Canaveral Port Authority Maritime Purchasing Center 399 Challenger Road Cape Canaveral, FL 32920 RFP-25-12 Vending Services

Hand-carried packages must be turned in at the Canaveral Port Authority, Maritime Purchasing Center, 399 Challenger Rd., Cape Canaveral, Florida 32920. The Maritime Purchasing Center is open weekdays from 8 AM to 12 Noon and from 1 PM to 5 PM.

The responsibility for delivering the Proposal Package to the Canaveral Port Authority on or before the stated time and date is solely the responsibility of the Proposer. The Canaveral Port Authority is not responsible for delays caused by the mail service or any other occurrence. Delivery of a package to any Canaveral Port Authority location other than the Maritime Purchasing Center does not constitute an official receipt by the Canaveral Port Authority.

Proposal time is scrupulously observed. Under no circumstances will late packages be accepted. Any late packages will be returned to the Proposer unopened. Proposer shall not include information or responses to proposal requests for more than one project in any one envelope or box.

Failure to provide the required copies and information may result in the proposal not being considered. Each respondent should ensure that they have received and read any/all addenda and amendments to this process before submitting their proposal. All questions/answers and addenda are issued through VendorLink.

ECONOMY OF PRESENTATION

Each proposal package shall be prepared simply and economically, providing a straightforward, concise description of the Respondent’s capabilities to satisfy the conditions and requirements of this RFP. Submittals shall be indexed by subject, typed on letter size paper and individually bound.

Fancy bindings, colored displays, and promotional material are not desired. Elaborate and verbose proposals are discouraged. Special and elaborate printing of proposals beyond that, which is normal for your profession, is discouraged. Information in addition to that specifically requested (i.e. videotapes, photographs, in-depth Firm history, lengthy and repetitive resumes, etc.) is strongly discouraged. The information requested should be submitted in a concise, easy to read format. Emphasis in each proposals package must be on completeness and clarity of content. To expedite the evaluation of proposals packages, it is mandatory that Respondents follow the format and instructions contained herein. The Canaveral Port Authority is not liable or responsible for any costs incurred by any Respondent in responding to this RFP including, without limitation, costs for presentations and/or demonstrations if requested. Applications that do not comply with the instructions, including information outlined in the Proposal Package Guidelines will not be considered. All information received will be maintained with the project file and cannot be returned.

PROPOSAL PACKAGE GUIDELINES - GENERAL

1. To facilitate analysis of its proposal package, the Respondent shall prepare its proposal package in accordance with the instructions outlined in this section. If the Respondent’s proposal package deviates from these instructions, such proposal package may, in the Port’s sole discretion, be rejected. In the instance where a specific requirement(s) may not apply to the project in question, a statement must be inserted at the tab location stating the reason(s) of non-applicability.

2. The Canaveral Port Authority emphasizes that the Respondent concentrates on accuracy, completeness, and clarity of content.

3. Cross Referencing - To the greatest extent possible, each section shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other sections of the proposals package. Information required for evaluation of proposals, which is not found in its designated section, will be assumed to have been omitted from the proposals package.

4. Glossary of Abbreviations and Acronyms - Each section shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. If no abbreviations and/or acronyms are used, then a glossary is not required.

5. Page Size and Format - Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced, single-sided. The text size shall be 11 point or larger. Use at least three-quarter (3/4) inch margins on all sides. Pages shall be numbered sequentially.

Maximum number of pages shall not exceed 35 pages, including tables of content, text, photos, charts, glossaries and appendices. Covers and backs and Financial Statements

(if required) will not be considered part of the page count. Divider tabs will not count as pages provided no additional information or company propaganda is included on those pages.

6. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed eleven (11) by seventeen (17) inches in size. Foldout pages shall fold entirely within the section, and count as two pages.

Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; and not for pages of text.

7. Binding and Labeling - All sections of the proposals package should be bound, with section tabs, which shall permit the proposals package to lie flat when opened. Staples shall not be used.

PROPOSAL PACKAGE GUIDELINES - TABBED SECTIONS (REQUIRED FORMAT)

To expedite the evaluation of proposal packages, it is mandatory that Proposers follow the format and instructions contained herein. Proposals that do not comply with the instructions, including information outlined in the Proposal Package Guidelines will not be considered. All information received will be maintained with the project file and cannot be returned.

All Proposers must address each tab below in sufficient detail to allow the CPA to evaluate their proposal. Failure to provide information listed under this section will be grounds for disqualification of proposal.

Tab 1 General Information (required, non-scored) Provide general information of the Proposer including Principal, contact person, address, phone, facsimile, and e-mail, not to exceed 1 single sided page maximum.

Any addenda received shall be noted on this page.

Tab 2 Letter of Introduction (required, non-scored)

Include background information on Proposer. State your understanding of the services required and provide a positive commitment to perform the services. Describe your knowledge and familiarity of Port Canaveral. Limit two printed pages.

Tab 3 Qualifications and Approach (30 points)

It is absolutely critical that the selected Proposer has the experience, resources and capacity to successfully meet the objectives of the Authority over the long term. The selected Proposer should be of a caliber that matches the image and profile of the Authority. The selected Proposer must be committed to providing quality service on an on-going basis. The Proposer shall submit information that clearly and completely demonstrates that the Proposer has the qualifications to meet the objectives of the Authority and the available resources, both financial and personnel, to execute the proposed approach. This section should contain at a minimum:

• Details on vending machines proposed

• Details on micro market proposed

• Details on delivery vehicles proposed

• Details on personnel who will service account and their uniforms

• Location of office/warehouse that will service CPA account

• Confirmation of required replenishment and service schedules outlined in the

RFP

• Describe contract approach that would ensure high level customer service and maximized revenues

• Describe similar services provided to other like agencies

• Provide a minimum of three references (company name and address, individual name, phone, and e-mail).

Tab 4 Business Plan and Vending Products (30 points)

Provide a sample list (using format provided) of drinks, snacks and food items available from your company for stocking in vending machines, including soda, snacks, and healthy food options.

The first two lines are illustrative only

ITEM BRAND SIZE PRICE - Each

Soda, Diet Pepsi 12oz. Can $0.50 Popcorn, Microwave Orville Redenbacher Regular Size, Single

Serving $0.75

Tab 5 Financial Approach/Revenue Stream (40 points) Include a rate and fee table (using format provided) for Vending Services provided by your company, at a minimum to include the following:

Revenue Stream – Monthly Basis

Base Monthly % of Commission on Fee Proposed Monthly Sales

Beverage/Snack Vending $__________ ____________%

Food Items (Fresh/Frozen/Other) $__________ ____________%

Tab 6 Insurance (required – non-scored) The Proposer should indicate its ability to obtain and maintain the insurance required by this RFP.

Before beginning performance of the Services, and without limiting its liability under the Agreement, the successful proposer will procure and maintain at its sole expense insurance of the types and in the minimum stated below:

INSURANCE LIMITS

Worker’s Compensation Florida Statutory Coverage Statutory Limits And Employer’s Liability $500,000 each accident (only if working on port property) Commercial General Liability $1,000,000 each occurrence Premises – Operations $2,000,000 aggregate

Contractual Liability $2,000,000 annual aggregate for bodily injury and property damage, Combined Single Limit

Automobile Liability $300,000 combined Single All Autos – Owned, Hired or Used Limit for bodily injury and property damage.

(only if working on port property)

The Commercial General Liability policy will be on an occurrence basis.

The Commercial General Liability will name CPA as an additional insured.

The selected firm will include a Waiver or Subrogation on all required insurance in favor of CPA, its board members, officers, employees, agent’s successors and assigns. Such insurance will be written by a company or companies licensed to do business in the State of Florida and satisfactory to CPA. Prior to commencing any services under the Agreement, certificates evidencing the maintenance of said insurance will be furnished to CPA for approval. The Insurance certificate will provide that no material alteration of cancellation, including expiration and non-renewal, will be effective until 30 days after receipt of written notice by CPA.

Tab 7 Non-Collusion Affidavit (required – non-scored)

Complete the non-collusion affidavit form included in this package.

Tab 8 Public Entity Crimes (required – non-scored)

Complete the sworn statement on public entity crimes form included in this package.

Tab 9 Conflict of Interest Disclosure Form (required – non-scored)

Complete the conflict of interest form included in this package.

Tab 10 Certificate Regarding Debarment (required – non-scored)

Complete the certificate regarding debarment included in this package.

TOTAL NUMBER OF POINTS: 100

(Scoring by each Evaluator is subjective. There is no model for scoring.)

SELECTION PROCESS

1. The Chief Executive Officer of the CPA or designee will designate staff members that have the knowledge and expertise with this scope of work, along with other personnel to serve on a selection committee. The Selection Committee will review all proposals received on time and score the proposals in accordance with the criteria listed in this RFP.

2. At its sole option, CPA may conduct formal interviews/presentations of selected respondents that are determined to be the best qualified based upon the evaluation of written responses. Those proposers will be notified of the interview/presentation date and time. CPA will not reimburse Proposer for any costs incurred if interviews/presentations are required. Those notified for interview/presentations will receive at that time presentation criteria for scoring purposes.

3. CPA reserves the right to require any Respondent to demonstrate to the satisfaction of the CPA that the Respondent has the fiscal and technical ability to furnish the service(s) or product(s) as proposed. The demonstration must satisfy the Port, and the CPA shall be the sole judge of compliance.

4. CPA reserves the right to conduct discussions with any Respondent who has a realistic possibility of Contract award.

5. Respondents are cautioned not to assume that they will be asked to make a presentation and should include all pertinent and required information in their original proposal package.

6. Following the presentations/interviews (if required) the Respondents will be re-evaluated, utilizing the criteria outlined in the RFP to determine a final ranking.

7. Once the Selection Committee has ratified the final rankings, CPA shall authorize staff to engage in negotiations for purposes of executing a Contract with the selected firm.

8. Should the CPA be unable to negotiate a satisfactory Contract with any of the selected firms, at a price the CPA determines to be fair, competitive and reasonable, the CPA shall formally terminate negotiations and then undertake a new solicitation.

TERMS AND CONDITIONS, DEFINITIONS

1. CPA has the sole discretion and reserves the right to cancel this RFP, to reject any and all submittals, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of the CPA to do so.

2. CPA reserves the right to make award to the response deemed to be most advantageous to the Port.

3. CPA reserves the right to award the Contract to the next ranked Firm if the top ranked Firm does not begin the contracted services within the prescribed time period or if an acceptable fee cannot be negotiated.

4. The successful Firm(s) shall not discriminate against any person in accordance with federal, state, or local law.

5. CPA reserves the right to award the Contract to a single Firm or make multiple awards to multiple Firms.

6. Firms will be notified in writing as to whether or not they have been selected for this Contract.

7. Proposals shall remain irrevocable for a period of ninety (90) days from the proposal closing date.

8. By submitting a proposal on this solicitation, Respondents agree to the General Terms and Conditions provided in this RFP document.

INSURANCE REQUIREMENTS

Insurance, Licenses and Certificates

The Firm agrees to provide and maintain at all times during the term of any agreement resulting from this RFP, or for such longer periods as may be required, without cost or expense to the CPA, policies of insurance insuring the Firm against any and all claims, demands, or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the Firm under the terms and provisions of this agreement. The Firm shall secure and maintain, at its sole cost and expense during the contract term, insurance coverage as outlined in Insurance Tab above.

Firm shall indemnify and shall hold CPA Board of Commissioners and CPA harmless.

A certificate of insurance indicating that the Firm has coverage in accordance with the requirements herein set forth shall be furnished by the Firm to the CPA along with their proposal data. The Firm shall either cover any sub-contractors on its policy or require the subcontractors to conform to all requirements for insurance contained herein.

Firm agrees that the CPA will make no payments pursuant to the terms of the contract until all required proof or evidence of insurance has been provided to the Purchasing Representative. Firm agrees that the Insurer shall waive its rights of subrogation, if any, against the Port. These shall be completed by the authorized Resident Agent and returned to the Purchasing Representative.

Upon award: This certificate shall be dated and show:

A. The name of the insured Firm, the specified job by name, name of the Insurer, the number of the policy, its effective date and its termination date.

B. Statement that the Insurer will mail notice to the CPA at least thirty

(30) days prior to any material changes in provisions or cancellation of the policy.

C. The Canaveral Port Authority shall be named as an additional insured on General Liability Insurance.

Loss Deductible Clause CPA shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Firm and/or sub-consultant providing such insurance.

DISCLOSURE OF PROPOSAL CONTENT All material submitted becomes the property of the CPA and may be returned only at the CPA’s option. The CPA has the right to use any or all ideas presented in any reply to this Request for Proposals.

EXPENSES INCURRED This invitation does not commit the CPA to award a contract. Nor shall the CPA be responsible for any cost or expense incurred by any Respondent in preparing and submitting a reply, nor for any cost or expense incurred by any Respondent prior to the execution of a contract agreement.

AMERICANS WITH DISABILITIES ACT Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public openings and meetings should contact the CPA Purchasing Department; Karen Pappas, 399 Challenger Road, Cape Canaveral, FL 32920. kpappas@portcanaveral.com, phone 321-394-3219.

DEFINITIONS

Canaveral Port Authority Board of Commissioners - The Canaveral Port Authority Board of Commissioners, its successors and assigns.

Consultant - Independent contractors who are considered to have education, specialized knowledge, experience or abilities not generally available within the Port. This includes but is not limited to: accountants, actuarials, appraisers, architects, artists, auditors, counselors, designers, economists, educators, engineers, financial analysts, management and systems analysts, medical practitioners, planners, promoters, researchers, scientists, sociologists, surveyors, trainers, and other professionals as designated by the Purchasing Director.

Contract – Agreement between the Respondent and the Canaveral Port Authority for services as defined in the Scope of Services.

CPA - The Canaveral Port Authority.

Firm - Any individual, or corporation submitting a proposal for the project, acting directly or through a duly authorized representative. For the purpose of this RFQ, Firm shall mean the same mailto:kpappas@portcanaveral.com thing as Proposer, Respondent, Consultant, or Concessionaire once a Contract has been awarded.

Florida Statutes - A permanent collection of state laws organized by subject area into a code made up of titles, chapters, parts, and sections. The Florida Statutes are updated annually by laws that create, amend, or repeal statutory material.

Insurer – Insurance Company who provides insurance coverage as specified in this RFP.

Owner - The Canaveral Port Authority and Board of Commissioners and/or designated representative(s). The Entity with whom the Firm has entered into the Agreement and for whom the work is to be performed. Canaveral Port Authority, Florida the public body, agency or instrumentality for which contract is to be performed. In all respects hereunder, the Canaveral Port Authority’s performance is pursuant to its’ position as the Owner of the project. In the event the Canaveral Port Authority exercises its regulatory authority as a governmental body, the exercise of such regulatory authority and the enforcement of any rules, regulations, laws and ordinances shall be deemed to have occurred pursuant to the Port's authority as a governmental body and shall not be attributable in any manner to the Port as a party to the Contract.

Port – The Canaveral Port Authority.

Project - All work associated with the scope of services.

Purchasing Representative – Procurement Director or designee for the Canaveral Port Authority.

Respondent - The person, Firm, or corporation who submits a response.

Scope of Services - The complete details of the services involved in the investigation, evaluation, reporting, design, coordination, and administration of a project's deliverables into a working product.

Selection Committee - A group of at least 3 individuals assigned by the CPA to review and rank the proposals.

SOLICITATION SCHEDULE

Tuesday

Wednesday

April 8th, 2025

April 16th, 2025 April 23rd, 2025

Legal Advertisements

Mandatory Site Visit at 10:00 AM

Wednesday May 7th, 2025

Responses to RFP due 2:00 PM

Thursday May 8th, 2025

Submittals Distributed to Selection Committee Members For Review

Thursday May 15th, 2025 Selection Committee Meeting to Review and Rank Written Proposals for a Final Ranking

Wednesday June 4th, 2025 Approval of Final Ranking - Canaveral Port Authority

Board of Commissioners Meeting

NON-COLLUSION CLAUSE

By signing this offer, the Proposer certifies that this offer is made independently and free from collusion. Proposer shall disclose below, to the best of his or her knowledge, any Canaveral Port Authority officer or employee, or any relative of any such officer or employee as defined in Section 112.3135(1), Florida Statutes, who is an officer or director, of, or has a material interest in the Proposer's business and who is in a position to influence this procurement. Any Canaveral Port Authority officer or employee who has any input into the writing of specifications or requirements, solicitation of offers, presumed, for purposes hereof, to be in a position to influence this procurement. For purposes hereof, a person has a material interest in he or she directly or indirectly owns more than 5 percent of the total assets or capital stock of any business entity, or if he or she otherwise stands to personally gain if the contract is awarded to this proposer.

Failure of a Proposer to disclose any relationship described herein shall be reason for disqualification and/or termination in accordance with the provisions of the Canaveral Port Authority.

NAME RELATIONSHIPS

If the Proposer does not indicate any relationship by leaving the above section blank, it shall be deemed to be an affirmation by the Proposer that no such relationship exists.

Signature Company Name

Print Name of Certifying Official Business Address

City, State, Zip Code

SWORN STATEMENT PURSUANT TO SECTION 287.133(3) (a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY OR

OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to _______________________________________ (print name of the public entity) by __________________________________________________________________ (print individual’s name and title) for ___________________________________________________________________ (print name of entity submitting sworn statement) whose business address is and (if applicable) its Federal Employer Identification Number (FEIN) is ___________________ (If the entity has no FEIN, include the Social Security Number of the Individual signing this sworn statement: _____________ ____.)

2. I understand that a “public entity crime” as defined” in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that “convicted” or conviction” as defined in Paragraph 287.133(1)(b), Florida

Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

1. A predecessor or successor of a person convicted of a public entity crime; or

2. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a “person” as defined in Paragraph 287.133(1)(c), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Indicate which statement applies.)

________Neither the entity submitting this sworn statement nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

________The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

________The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list (attach a copy of the final order).

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER

FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT

PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE

CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO

INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF

THE THRESHOLD AMOUNT PROVIDED IN SECION 287.017, FLORIDA STATUTES FOR

CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

(Signature)

Sworn to and subscribed before me this _________day of _________________, 20____.

Personally known ___________________________ _____________________________ Or Produced identification ____________________Notary Public – State of _______________ _________________________________________ My Commission Expires ______________ (Type of identification)

(Printed typed or stamped commissioned name of notary public)

CONFLICT OF INTEREST CERTIFICATE

Proposer must execute either Section I or Section II hereunder relative to Florida Statute 112.313(12). Failure to execute either section may result in rejection of this bid proposal.

SECTION I

I hereby certify that no official or employee of the City or independent agency requiring the goods or services described in these specifications has a material financial interest in this company.

Name of Official (type or print) Business Address

SECTION II

I hereby certify that the following named City official(s) and employee(s) having material financial interest(s) (in excess of 5%) in this company have filed Conflict of Interest Statements with the Supervisor of Elections prior to bid opening.

Name Title or Position Date of Filing

Print Name of Certifying Official Business Address

PUBLIC OFFICIAL DISCLOSURE

Section 126.111 of the Purchasing Code requires that a public official who has a financial interest in a bid or contract make a disclosure at the time that the bid or contract is submitted or at the time that the public official acquires a financial interest in the bid or contract. Please provide disclosure, if applicable, with bid.

Public Official __________________________________________

Position Held __________________________________________

Position or Relationship with Proposer ________________________

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER

RESPONSIBILITY MATTERS

Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included in the regulations before completing this form. Signature of this form provides for compliance with certification requirements under the applicable CFR covering New Restrictions on Government-wide Debarment and Suspension (Nonprocurement). The certification shall be treated as a material representation of fact upon which reliance will be placed when the Agency determines to award the covered transaction or cooperative agreement.

As required by Executive Order 12549, Debarment and Suspension, and implemented under the applicable CFR, for prospective participants in covered transactions, as defined in the applicable CFR§215.13.

A. The applicant certifies that it and its principals:

(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency;

(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction;

violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal State or local) with commission of any of these offenses enumerated in paragraph (1) (b) of this certification; and

(d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State or local) terminated for cause or default; and

B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.

Company Name:

Project:

Authorized Signature Address: _____________________________

Printed or Typed Name

Title

RFP-25-12 Vending Services RFP Document.pdf