RFP OCWUT 01-26 Special Provisions.pdf

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The City of Oklahoma City and its Trusts

Request for Proposals

RFP OCWUT-01-26

Industrial Vending Machines for Personal Protective Equipment

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SPECIAL PROVISIONS

(Special Instructions and Scope of Services)

Special Provisions are deemed to be part of the Professional Services Agreement and shall supersede any conflicting term, requirement or condition in the Professional Services Agreement.

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The Opportunity Project Summary The Contracting Entity, otherwise referred to as the Oklahoma City Water Utilities Trust (OCWUT) is requesting proposals for inventory management systems that offer controlled access to items through a proposed mechanism similar to the functionality of “vending machines.” The Services Provider, also referred to as the Proposer, is required to provide a customized solution, delivery, setup, safekeeping, and replenishment of the inventory based on usage patterns. The reference to the term “vending machine” is not an all-encompassing term but rather is a point of reference for Proposers.

Proposals must demonstrate the Services Provider’s experience with industrial use vending machines and clearly define an approach for a Pilot Program to install, setup system configuration, stock inventory, dispensing tests, and refinement as needed.

The initial term of the resulting Professional Services Agreement (PSA) shall be effective for a period of three (3) years, as approved by the Contracting Entity.

Any capitalized terms not defined in the Special Provisions of this RFP will have the meaning set forth in the PSA. Captions, headings, subheadings, headers, and footers are for ease of reference only and do not constitute a part of this RFP.

Background Overview of the Contracting Entity - Covering 621 square miles, Oklahoma City is one of the largest cities in the nation. OCWUT manages over 4,300 miles of water pipeline and 3,200 miles of sewer pipeline, serving 1.4 million residents across the greater Oklahoma City metropolitan area.

The City of Oklahoma City Utilities Warehouse supports approximately 300 individual users.

Statement of Need Line Maintenance frequently requires emergency callouts and work outside standard business hours. The selected Services Provider will provide a customized, comprehensive plan for vending machine installation and operation for personal protective equipment (PPE) distribution at the warehouse. The proposed solution should ensure employee access to PPE using their employee badge any time, day or night, without a supervisor or supply room attendant. Additionally, the vending machine program should provide management with real-time data and reporting capabilities for PPE usage.

1. Item Analysis:

o Costs associated with vending machine program - Complete Exhibit A o Inventory List for Personal Protective Equipment (typical inventory items) - See Exhibit B

2. User Analysis:

o Vending machine capability to restrict the number of items an individual can check out.

o Vending machine capability to restrict the type of PPE an individual can check out.

RFP.SP.VI.2025 RFP-OCWUT-01-26 Industrial Vending Machines for PPE Page 3 o Contracting Entity prefers an ID badge reader that identifies the individual and section to facilitate the chargeback process.

o Vending machine compatibility with the following types of ID badges:

125 kHz Frequency Proximity cards

Wavelynx Dual Frequency Proximity +MIFARE DESFIRE EV2 cards

3. Facility Analysis:

o Identify potential machine locations considering accessibility, power availability, and network connectivity (wired Ethernet is generally preferred for reliability over Wi-Fi in industrial settings). The Vending Machine Pilot Program site is located on the outside loading dock. The loading dock is a covered space, 280 feet in length, 11’2” wide, and 12’6” tall. The dock is not climate controlled. – See Exhibit D o Other locations to consider for future vending machines include common areas within buildings for line maintenance, meter maintenance, and customer service.

Goals The goal of this project is to successfully implement an industrial vending machine program at the warehouse. Initially, the machines will be utilized to distribute PPE 24 hours per day, seven days per week. Upon the successful operation of the PPE program, additional vending machines may be added for other frequently used first aid supplies and work supplies.

The proposer should provide a plan for a Pilot Program and recommendations for future expansion to include more machines and additional locations.

1. Ensure 24/7 PPE Availability:

o The vending machine(s) will enable employee access to the required PPE on a 24/7 schedule without a supervisor or supply room attendant.

o Machines will be installed near work areas and locker rooms for maximum convenience.

o System reliability – 99% operational uptime for all vending units.

o Dispensing accuracy – ensure the machine dispenses the correct item and quantity selected

2. Enhanced Safety Compliance:

o Vending Machine(s) ensure the correct PPE is readily available when needed, reducing the risk of employees working without proper protection.

o A reliable system for PPE helps meet regulatory requirements (i.e. OSHA).

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3. Improved Inventory Control and Management:

o Inventory will be maintained by the supplier, which reduces the need for storage space.

o The supplier will deliver and refill the vending machine(s) as needed.

o Warehouse personnel will no longer be responsible for ordering PPE inventory.

4. Increased Accountability and Usage Tracking:

o The vending machine(s) will require an employee ID (badge or code) to dispense items.

o Usage tracking to discourage hoarding, casual misuse, or taking supplies for personal use.

o Data can be filtered to identify usage patterns by employees and the department.

o Reports can be generated by date ranges and include item pricing.

o Reports can be exported to Excel.

5. Improved Operational Efficiency:

o Automated vending will significantly reduce the manual workload on warehouse staff related to PPE ordering, receiving, stocking, inventory management, and internal distribution.

o Computerized reports will simplify record keeping for safety audits and cost allocation.

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Scope of Service

Description of Services

Proposers should describe and outline all facets of their proposed vending machine program, including network options, installation, set up, contact information (including sales, service, and machine maintenance), inventory replenishment, inventory safekeeping, and equipment maintenance.

Preparation and Site Readiness

Finalize locations: The Contracting Entity and selected Services Provider will collaborate to determine exact vending machine placement based on specs and facility analysis Site preparation: The Contracting Entity will coordinate the installation of the required power outlets and network ports. The selected Proposer will ensure the vending machine placement allows for adequate space and clear access for users and restocking.

Data and IT Integration: The Contracting Entity and selected Services Provider will work with IT to set up user authentication (badge reader compatibility, import employee list) and to configure network settings for machine communication.

Inventory Planning: The Contracting Entity and the selected Services Provider will plan the initial product mix and quantities for each machine based on localized needs.

Implementation and Go-Live

Machine installation and setup: The selected Services Provider will coordinate physical delivery, installation, and connection with the Contracting Entity.

System Configuration: The selected Services Provider will set up items, assign user permissions/restrictions (if needed), configure reporting parameters, and establish low-stock alerts in the software.

Initial Stocking & Testing: The selected Services Provider will stock machines with initial inventory and thoroughly test dispensing for all item types and user access methods.

Pilot Program: The selected Services Provider will launch its vending machine in one area or for one shift initially. The Contracting Entity will gather feedback, identify bugs or issues, and request the Services Provider to refine the process prior to full rollout.

Phased Rollout: The selected Services Provider will implement machine by machine or area by area according to a schedule approved by the Contracting Entity.

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Contract Management Expectations

The Contracting Entity will actively and regularly collaborate with the selected vendor during the early phases to ensure a smooth transition and improved efficiency for PPE distribution.

Contract Payment OCWUT will issue payment in accordance with Exhibit A and Catalog Pricing with discounts Exhibit E submitted through BidNet (the electronic bidding system), both of which will be included in Professional Services Agreement. The selected Services Provider will be expected to email invoices on a monthly basis to OCWUT in accordance with the Professional Services Agreement.

How We Choose Minimum Qualifications

At a minimum, the Services Provider must offer a full-service vending machine solution including supplying and installing the vending machines, software set up, vending machine inventory replenishment, vending machine maintenance, vast inventory selection, ID badge access control, real-time data, and reporting capabilities. Proposals must define the approach for the initial pilot project and potential expansion to additional sites.

Selection Process

Each proposal will be evaluated by a selection committee. The committee may make its selection based solely on the submitted proposals, or, at its discretion, conduct interviews and/or request presentations with some or all Proposers. The selection committee will then report the results of its evaluations and make a recommendation for the award. The recommendation must be approved by OCWUT.

Evaluation Criteria

As noted in City of Oklahoma City ordinance, Section 2-417, the following factors may be considered when awarding contracts:

1. The ability, capacity and skill to perform under the contract or provide the service required.

2. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference.

3. The character, integrity, reputation, judgment, experience and efficiency of the bidder.

4. The quality of performance of previous contracts or services.

5. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services.

6. The sufficiency of the financial resources and ability to perform under the contract.

7. The quality, availability and adaptability of the supplies, or contractual services to the particular use required.

8. The ability to provide future maintenance and service.

9. The number and scope of conditions and/or exceptions attached to the bid.

https://library.municode.com/ok/oklahoma_city/codes/code_of_ordinances?nodeId=OKMUCO2020_CH2AD_ARTVPUPR_DIV3FOCO_S2-417AWCO

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For this solicitation, applicants will be evaluated primarily based on factors 1 through 9 from the list above. However, the selection committee reserves the discretion to evaluate applicants on any additional factors outlined in the applicable ordinance as deemed necessary.

Additional Evaluation Criteria

1. Hardware: vending machine reliability, durablity, capacity, dispensing mechanism suitability for inventory items.

2. Software: user interface, reporting flexibility, ease of administration, integration capabilities, and data security.

3. Service and Support: Vendor’s maintenance network, guaranteed response times, restocking options (vendor-managed inventory preferred), training and support provided.

4. Costs: total cost of equipment and services (equipment, hardware, software, service) on Exhibit A.

5. Inventory costs: digital catalog and/or price lists for PPE supplies on Exhibit E.

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Proposal Instructions & Content

TIMELINE LOCATION / ADDITIONAL INFORMATION

Interviews and/or Demos • The Contracting Entity may interview or request demos from none, one, some or all Proposers.

Optional Site Visit • Interested Proposers should schedule a site visit by the date listed on the Notice to Proposers. Contact David Helson at (405) 297-3941 between 8 a.m. and 3 p.m. to schedule a site visit.

Negotiation & Proposer(s) Selection

• Selected Proposer(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final

Professional Services Agreement terms. If negotiations cannot be concluded successfully, the Contracting Entity reserves the right to negotiate a Professional Services Agreement with another Proposer or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing Proposer(s) unless and until a Professional Services Agreement is reached.

Estimated Professional Services Agreement Execution

• Subject to Contracting Entity approval.

The Proposal Release date, Pre-Proposal meeting, if applicable, Question-and-Answer period, and Proposal submission deadline are available to view on BidNet Direct and the Notice to Proposers.

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Proposal Content Proposers are encouraged to use this table to ensure all components are included in their Proposal.

Complete proposals will include the following:

Proposal

☐ Cover Letter A simple letter of submittal.

☐ Company History Describe historical background and track record of company.

☐ Project Team Describe the team that will be working on this project. Include contact information, titles, and office locations.

☐ Technical Proposal Describe your company’s ability to perform the services as requested in the Special Provisions. Include network options for vending machine connectivity.

☐ Exhibit A – Vending Machine Program Costs & Catalog Information

Complete the chart with prices associated with the vending machine program. Enter catalog information for machines that dispense various types of PPE.

☐ Exhibit B - PPE Pilot Program Inventory Items

Examples of Personal Protective Equipment typically used by line maintenance.

☐ Exhibit C – References A minimum of three customer references is required.

⃞ Exhibit D – Site for Vending Machine Pilot Program

Warehouse Outdoor Loading Dock, not climate controlled.

Measurements: 280 ft. long, 11’2” wide, and 12’6” height

☐ Exhibit E – PPE Catalog List Provide the catalog name, catalog date, link to the digital catalog(s), and discount for Personal Protective Equipment supplies.

Additional Documents Upon Award: Awarded Proposer(s) will be required to submit the following upon award. We encourage you to take note of these requirements. Please review sample documents in BidNet Direct prior to proposal submission.

☐ Professional Services Agreement

☐ Acord Form (Certificate of Insurance listing the City of Oklahoma City and Oklahoma City Water Utilities Trust as additional insured.)

☐ Letter of Authorization, if applicable