RFP BEVERAGE BID- RESPONSES DUE 8.20.2018.pdf

WESTERN SCHOOL DISTRICT- RFP- BEVERAGE SERVICE EQUIPMENT AND VENDING MACHINES

WESTERN SCHOOL DISTRICT

REQUEST FOR PROPOSAL

BEVERAGE SERVICE EQUIPMENT AND VENDING MACHINES

PURPOSE

Western School District (“District”) requests for proposal (“RFP”) beverage service equipment and vending machines for the following:

1. Food Service Beverage Service

2. Athletic Booster Beverage Service

3. Vending Machine Beverage Service

A summary of services is listed below. Vendors are required to review and abide by all terms of the RFP.

The proposal request is for a 33 month period from October 1, 2018 to June 30, 2021. This contract will begin October 1, 2018. Vendors that wish to be considered for the bidding of services are required to submit completed proposals with full name and address of vendor; no fax copies will be accepted.

Proposals must be received no later than 1:00pm on Monday, August 20, 2018 at the following address:

Western School District Administration Building Attn: Beverage Service Equipment and Vending Machines 1400 S. Dearing Road Parma, MI 49269

RFP proposals must be sealed in an envelope indicating “Beverage Service Equipment and Vending Machines”. All RFPs must be received at the Western School District Administration Building on or before the time shown above or they will not be accepted.

Bids will be opened publicly at the Western School District Administration Office on Monday, August 20, 2018 at 1:00pm.

SCOPE

This RFP contains instructions concerning proposals to be submitted and services to be provided by the selected vendor. Specifications regarding the details and services/products to be provided are listed below.

GENERAL INFORMATION

Below are the current beverage outlets being serviced at Western School District.

Vending

High School: three (3) pop/water/juice vending machines

Middle School: one (1) pop/water/juice vending machine

Parma Elementary: one (1) pop/water/juice vending machine

Warner Elementary: one (1) pop/water/juice vending machine

Bean Elementary: one (1) pop/water/juice vending machine

Woodville: one (1) pop/water/juice vending machine

Transportation Garage: one (1) pop/water/juice vending machine

Food Service

High School / Middle School Cafeteria: one (1) single-door upright cooler. All coolers located in the cafeteria should display graphics of non-carbonated beverages.

Athletic Boosters

Football Stadium Concessions: Requires two (2) two-door sliding coolers and one (1) single-door cooler and menu board.

Soccer Stadium Concessions: Requires one (1) single-door cooler and menu board.

Basketball & Volleyball Concessions: Requires two (2) single-door cooler and menu board.

Softball & Baseball Concessions: Requires one (1) single-door cooler and menu board.

Attached are Sales Volume Reports for the date ranges July 1, 2016 – June 30, 2017 and July 1, 2017 –

May 29, 2018.

PROPOSALS

Our main intent is to have you provide one proposal. The District expects this information to be consolidated in a “Proposal Summary” that explains your proposal and includes at a minimum the following information (if a listed item is not included, please list as N/A):

1. Scholarship allowances.

2. Product donations for school and community sponsored events, i.e., Prom, Daddy Daughter

Dance, Trunk-or-Treat, etc.

3. Equipment and installation.

4. Scoreboard/Athletic support.

5. Exclusivity sponsorship.

6. Pricing and vending commission.

7. Any other perks (i.e. sideline sport packages) including the value of each.

8. Cost per case of water and carbonated beverages provided to our concession stands for sale at athletic events.

9. A signed statement verifying your understanding of the new laws with regard to student’s’ nutritional guidelines and certification that your proposal is compliant with these guidelines. It is also understood that the District does have final say on what types of beverages are offered to our students.

In addition, please provide a list for all typical beverages that could be sold in our cafeteria.

CLARIFICATION

Clarifying questions may be directed in writing to Amber Smith, Finance Director, at amber.smith@wsdpanthers.org. All questions and answers will be distributed via email to all known responding vendors.

Please list and complete the name of your firm with address and phone number. Provide three (3) school district references for which your firm currently provides services. An official who is authorized to bind the vendor to its proposal must sign the proposal. For this RFP, the proposal must remain valid for at least (90) days from the submission date.

REJECTION OF PROPOSALS

Western School District reserves the right to reject any and all proposals received as a result of this request, or negotiate separately with challenging applicants. The District reserves the right to decide not to award a contract as a result of this announcement if it does not receive proposals which it determines to have adequately addressed the requirements.

PRESENTATIONS/INTERVIEW

Companies may be required to make an oral presentation or be interviewed. Such presentations or interviews provide an opportunity for the vendor to clarify their proposal and to ensure mutual understanding of the requirements.

VENDOR RESPONSIBILITY

It is the obligation of each vendor to examine instructions, requirements and specifications before submitting a proposal. Submission of a proposal shall be proof that such examinations have been made and that each vendor has recorded his/her own investigation and has become thoroughly familiar with the requirements.

Western School District will not be responsible for, nor honor any claims resulting from, or alleged to be the result of, any misunderstanding by the contractor. Vendor will be required to assume responsibility for packaged service offered in the proposal.

SELECTION CRITERIA

Western School District will select the proposal that most closely meets the requirements of the RFP and satisfies the needs of the District.

The following criteria will be used in making the decision:

1. Company Qualifications- the extent to which the company demonstrates the ability to meet all requirements.

2. Pricing- while cost is important in choosing a vendor it will not be the sole deciding factor in awarding this contract. Value will be of great consideration when reviewing the vendor’s proposal.

3. Vendor approval will be based on the following criteria:

Service

Cost

Product Quality

References mailto:amber.smith@wsdpanthers.org

Western Parma SD 07/01/2016 - 06/30/2017 Western Parma SD: 07/01/2017 - 05/29/2018

Brand Totals Volume Brand Totals Volume

Fruit Shoot Total 31 Fruit Shoot Total 23

10.1oz/300ml Total 31 10.1oz/300ml Total 23

Dole Plus Total 148 Dole Plus Total 106

Tropicana Juice Total 11 Tropicana Juice Total 12

10oz/296ml Total 159 10oz/296ml Total 118

Pepsi Dt Total 16 Pepsi Dt Total 17

Aquafina Base Total 113 Aquafina Base Total 74

Gatorade G2 Total 53 Gatorade G2 Total 49

12oz/355ml Total 182 12oz/355ml Total 140

Ocean Spray Total 36 Ocean Spray Total 22

15.2oz/450ml Total 36 15.2oz/450ml Total 22

Aquafina Base Total 6 Crush Total 6

16.9oz/500ml Total 6 Mist Twst Total 31

Mt Dew Code Red Total 14

Crush Total 28 Mt Dew Dewmocracy Total 12

Mist Twst Total 18 Mt Dew Total 128

Mt Dew Total 123 Mug Total 45

Mug Total 32 Pepsi Dt Total 51

Pepsi Dt Total 48 Pepsi Total 102

Pepsi Total 82 Pepsi Wild Cherry Total 11

Pepsi Wild Cherry Total 30 Aquafina Base Total 513

Aquafina Base Total 490 Aquafina Splash Total 38

Aquafina Splash Total 38 Gatorade Propel Total 202

Gatorade Propel Total 223 Gatorade Total 182

Gatorade Total 190 SoBe Life Water Total 128

SoBe Life Water Total 132 20oz/591ml Total 1,463

20oz/591ml Total 1,434

Pepsi Dt Total 1

LifeWTR Total 3 Can 12P Total 1

23.7oz/700ml Total 3

Total 1,767

Total 1,851