RFP - Snack and Coffee Vending Services.pdf

Request for Proposals for:

SNACK AND COFFEE

VENDING SERVICES

for

WOR-WIC COMMUNITY COLLEGE

32000 Campus Drive

Salisbury, MD 21804

All proposal responses must be submitted prior to 2:00pm local time on December 15, 2025.

IMPORTANT: Your response may be considered Not Responsible or Non-Responsive if any portion of this inquiry is not complete. No proposal will be accepted after the date and time stated above.

Allison Canada, CPPO, C.P.M.

Exec. Director of Business Support Services

NOTICE: Prospective proposers who have received this document from a source other than the exec. director of business support services should immediately go to the Wor-Wic Community College purchasing website to ensure that they have received the complete documents and any addenda or other communications issued in relation to this

RFP. A proposer’s failure to monitor the website may result in non-receipt of important information prior to the closing date and may result in rejection of a proposal. A prospective proposer who fails to monitor the Wor-Wic

Community College website assumes complete responsibility in the event that they do not receive communications from the college prior to the closing date.

TABLE OF CONTENTS

RFP Schedule …………………………………………………………….……………

Section 1: General Information………….. .…………………………………..………...…...4

Section 2: Scope of Work……………………………………………………………………6

Section 3: Instructions to Proposing Firms ……………………………………………...…10

Section 4: Submittal Format ……………….…….….….……………………..……….…...12

Section 5: Required Submission Documents………………………………..……………

Section 6: Terms and Conditions………………………………………………….……..….28

Exhibit A: Campus Map………….……………………………………………………….33

TENTATIVE TIME FRAME FOR PROCESS OF CONTRACTOR

SELECTION, CONTRACT AWARD AND INITIATION

The schedule for the proposal process is shown in the table below. Dates currently established for selection of contractor, contract award and contract initiation dates are included.

NOTE: OFFERING FIRMS ARE HEREBY ADVISED THAT THESE DATES ARE

SUBJECT TO CHANGE AS COLLEGE OFFICIALS DEEM APPROPRIATE AND

NECESSARY FOR PROPER FULFILLMENT OF THE INTENTIONS OF THE

PROPOSAL PROCESS.

Nov. 21, 2025 Notice to Bidders published on eMaryland Marketplace, Bid Locker, and the College’s website.

Dec. 5, 2025 Deadline to submit questions, prior to 2:00pm, to acanada@worwic.edu

Dec. 9, 2025 The College will issue an Addendum answering all questions.

Dec. 15, 2025 Deadline to submit proposals, prior to 2:00pm.

Jan. 8-12, 2026 Interviews

Jan. 16, 2026 Contract award notification

Feb. 7, 2026 Service begins mailto:acanada@worwic.edu

Section 1: General Information

A. Wor-Wic Community College is requesting proposals for snack and coffee vending services on the main campus in Salisbury, MD. The award will be made to the most responsive and responsible vendor.

B. All contractors responding to this RFP must be a professional services contractor licensed and experienced in providing vending machine services, have been in business and regularly engaged in providing such services for a minimum of three (3) years, demonstrated experience with projects of similar scope and size, and be licensed to work in the State of Maryland and insured. Failure to provide such evidence will result in the bidder being determined to be non-responsive and not eligible for contract award.

C. This solicitation implies no obligation on the part of the College. Wor-Wic Community

College reserves the right to accept or reject any and all proposals in whole or in part, or to waive any technicality it deems in the best interests of the College.

D. The sole point of contact for this solicitation is: Allison Canada, Exec. Director of Business

Support Services. Phone: 410-334-2918, email: acanada@worwic.edu Under no circumstances are proposers, including third party firms or their staffs, to contact other

College staff, faculty, or any related constituency for purposes associated with the RFP, including but not limited to, obtaining or providing information unless specifically noted in the Scope of Work. Proposers failing to comply with this requirement will be disqualified.

E. Any contract negotiated as a result of this RFP will be governed by the laws of the State of

Maryland and the United States of America. The successful proposer shall at all times observe and comply with Federal, State of Maryland and local laws, ordinances, orders, codes and regulations and the articles and provisions of the Building Code(s) existing at the time of or enacted subsequent to the execution of a contract which in any manner affects the firm’s ability to perform contractual requirements.

F. Non-Performance of Work: Work will be considered incomplete or unsatisfactory when any one of the following conditions exists:

a. The work was not performed in strict accordance with the RFP and Scope of Work.

b. The work was not performed within the allotted time frame.

c. The work as required by the RFP and Scope of Work was not entirely completed.

The above is not exhaustive of all conditions that determine non-performance of work.

Determination of non-performance of work may be grounds for the firm’s termination from the contract.

G. In the event the performance of work or services from this Request Proposal are delayed by causes beyond the control of and without the fault or negligence of the Contractor, the

College shall have the option to:

a. Terminate the Contract, or

b. Allow for an extended the time of the performance.

H. Any changes made to this Request for Proposal as a result of time delay shall be in writing.

In the event that the time for performance on this Contract is extended beyond the term provided for, all the other terms and conditions shall remain in full force and effect.

I. The contract shall include any and all related contract documents, to include, but not limited to, the College’s RFP, any Addendums, the Contractor’s Proposal, any and all subsequent correspondence; all required submittals, i.e., certificate of insurance, as well as any other documents which may be required and mutually agreed upon and negotiated by the College and the successful contractor. The Proposal, addenda and submittals required as a part of the Proposal evaluation process, will become an integral part of the final contract. Should there be any conflict between these specifications and the final contract document, the specifications contained herein shall take precedence.

J. By submitting a response to this solicitation, the proposer shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland or the United States of America, including the payment of taxes and employee benefits and that it shall not become so in arrears during the term of the contract if selected for contract award.

K. Notice to Proceed: After the contract has been executed and all required documents received, the College will issue a “Notice to Proceed”. Delivery and installation of vending machines will be coordinated with the College’s representative. It is expected that installation will take place prior to February 7, 2026. The successful contractor is expected to immediately begin servicing Wor-Wic Community College for the services expressed in this RFP.

L. Insurance Requirements

a. The Contractor shall maintain in force at all times during the term of the contract, such insurance that will indemnify and hold harmless the College from Worker’s

Compensation and Public Liability claims for property damage and personal injury, including death, which may arise from the contractor’s operations under the contract, or by anyone directly or indirectly employed by the contractor. The contractor’s insurance will be with an insurance carrier licensed to do business in the State of Maryland acceptable to the College, with the following minimum insurance coverage:

i. Statutory Worker's Compensation and Employer's Liability Insurance under the State of Maryland statutory requirements, to protect the Contractor from any liability or damages of any injuries (including death and disability) to any and all of its employees, volunteers, or subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the state of Maryland, or which may be hereinafter enacted.

ii. Commercial General Liability Insurance to protect the Contractor, its subcontractors, and the interest of Wor-Wic Community College against any and all injuries to third parties, including bodily injury, personal injury and property damage, resulting from any action or operation under the

Agreement or in connection with the contract work. The General Liability

Insurance shall provide combined single limits of $1,000,000 per occurrence, $2,000,000 aggregate, naming Wor-Wic Community College as an Additional Insured and it shall be stated on the insurance certificate with the provision that this coverage is primary to all other coverage the College may possess.

iii. Automobile Liability Insurance with limits of liability of at least $1,000,000 combined single limit per occurrence. Coverage shall include Owned, Non-owned, and Hired Automobile endorsements covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, mobile equipment used by the Contractor in connection with the

Agreement work will be insured under either a Standard Automobile

Liability Policy or a Comprehensive General Liability Policy including coverage for hired and non-owned vehicles.

b. The contractor shall take all necessary precautions for the safety of employees on the job and shall comply with all applicable provisions of municipal, state, and federal safety laws and building codes to prevent accidents or injury to persons on or about, or adjacent to, the premises where the work is performed.

c. Contractor shall assume full responsibility for any and all damages, or claims of damage, for injury to persons, property, or equipment which may result from any service performed under this contract. All damage caused by the contractor in the performance of their work must be repaired promptly by the contractor at no additional cost to the College.

M. Neither the College nor the Contractor shall assign, sublet or transfer its interest or obligations under this RFP or the contract to any third party, without the written consent of the other. Nothing herein shall be construed to create any personal or individual liability upon any employee, officer or elected official of the College, nor shall this RFP or the contract be construed to create any rights hereunder in any person or entity other than the parties of the contract.

N. Nothing contained in this RFP and the contract shall be construed in any manner to create any relationship between the Contractor and the College other than expressly specified herein and the Contractor and the College shall not be considered partners or co-ventures for any purpose on account of this RFP and the contract.

Section 2: Scope of Work

Wor-Wic Community College requests proposals for snack and coffee vending services at the main campus located at 32000 Campus Drive, Salisbury, MD 21804.

A. The initial contract period will be from February 7, 2026 until May 15, 2026. The College shall have the option to renew the contract for (4) additional 1-year terms (May 16 until

May 15) at the same terms, conditions, and commission rate. The contract can be terminated by either party with no less than sixty (60) days advance notice.

B. The contractor shall keep the premises clean and free from accumulation of waste materials and rubbish. At the end of each product delivery, all waste materials and rubbish shall be removed from the premises by the contractor.

C. The selected contractor shall provide a full-service snack food vending machine program which includes delivery and stocking of product, equipment and maintenance, collection of money, tallying, submittal of commissions, safeguards for vandalism and theft, removal of trash and cleaning of vending machines.

D. The contractor must be able to provide a broad range of recognized brand-name snack foods. Coffee/hot beverages are included as part of this contract.

E. The Contractor shall provide, install and maintain all necessary equipment at its own expense, considering quality, adequacy, appearance, signage, latest technology, maintenance, parts and service. New or replaced machines shall comply with Vending

ADA standards. Equipment utility costs, specifically electricity and water, will be paid for by the College. Any additional equipment needed for snack food vending service shall be the responsibility of the contractor and such additions require prior approval of the College.

F. All vending machines shall be equipped to accept dollar bills, coins and credit/debit cards.

The College will not be responsible for transaction fees. Data lines are not provided by the

College. The Contractor is responsible for a wireless connection for the credit/debit card transactions. At the present time, the College does not utilize student ID/debit cards. Any changes to the methods of payment installed on the machines shall be approved in advance by the College.

G. The selected contractor must keep the area around the snack food vending machines in a clean and orderly fashion. The snack food vending machines must remain in a sanitary and safe condition, meeting all of Wicomico County and State of Maryland building, fire, and health regulations. All debris or packaging relating to the stocking of the machine shall be immediately removed from the College’s premises by the contractor.

H. Vending machine locations are listed below and a campus map is attached in Exhibit A.

Campus Building Type of Vending Machines

Brunkhorst Hall 2nd floor (2) snack

Hazel Center 1st floor snack

Guerrieri Technology Center snack, coffee

Henson Hall snack

Fulton-Owen Hall snack, coffee

Shockley Hall snack

I. All items dispensed from machines shall be fresh and safe for human consumption. At no time shall dispensed items exceed the sell by date printed on the item. The Contractor shall offer a variety of vended products, including healthy options. Hot beverage machines shall offer a variety of products to be dispensed into automatically dropped cups, including coffee, hot tea, and hot chocolates and include sugar free options as well as decaffeinated options.

J. The selected contractor shall coordinate the scheduling of all equipment delivery and installation with the College’s designated representative. The contractor shall work with the incumbent provider to ensure a smooth transition of machines. It is anticipated that all equipment will be installed and operational by February 7, 2026. All assembly and installation processes that are required shall be carried out by appropriate, experienced professional labor, under experienced supervision. Initial and subsequent equipment installations shall be identified by equipment serial number, manufacturer or vending machine account number.

K. The Contractor shall initially install vending machines in existing vending machine locations only; however, the Contractor may make recommendations to add vending machines. The College reserves the right to determine the location of any vending machines. The selected contractor may add, remove or change the vending machines in each existing or future location as business increases or decreases. The Contractor shall also replace faulty equipment where the equipment is found to have a history of poor service, or provide and install additional pieces of equipment at the request of the College.

Any additions or substitution, removal or relocation of any equipment shall not be undertaken by the contractor without prior approval by the College. These additions, removals or changes shall not be considered a material modification of the contract.

L. The selected firm shall be responsible for any damage done to any part of College property resulting from the delivery, installation or servicing of the equipment, and shall repair or cause to be repaired at the firm’s expense any such damages in a manner satisfactory to the

College.

M. The Contractor shall bear any and all losses sustained due to theft of monies, vendible contents or damage to its equipment while housed within College facilities. The College shall not be liable to the Contractor for any pilferage, loss, damage or destruction of the equipment.

N. The College shall provide utilities for all snack and coffee vending equipment including electricity and water. The College does not guarantee uninterrupted supply of utilities, except that the College will be diligent in restoring service following any interruption. The

College shall not be liable for any loss, damage, cost or expense which may result in the interruption or failure of such service.

O. The Contractor shall be totally responsible for maintaining adequate stock levels to ensure vendibility at all times. “Out of stocks” exceeding thirty percent (30%) of vendible columns are not acceptable, and machines deemed such shall be considered out of service.

Additionally, given the fluctuation of students present on campus throughout the academic year, the selected contractor shall work with the College to adjust the frequency of stocking as necessary to ensure that all machines are properly stocked at particularly busy time periods.

P. A schedule for replenishment of vending equipment stock in order to maintain highest vending efficiency and to ensure against the possibility of equipment dispensing other than fresh merchandise shall be implemented and maintained. The contractor shall provide a vending machine replenishing schedule that reflects, at minimum, service of at least twice per week from August 15 until May 15, and at least once per week May 16 through August

14.

The College offers courses year-round including the summer months. The campus is closed on the following holidays: MLK Day, Memorial Day, Juneteenth, Fourth of July, Labor

Day, three days for Thanksgiving, and two weeks for December holiday break.

The Contractor’s vehicles may park alongside the building only when restocking. Vehicles are not to be driven on sidewalks unless explicit approval has been received from the

College to move or replace a machine.

Q. The selected firm shall designate an account representative to manage the College’s account and who acts as the primary point of contact for the College.

R. A comprehensive schedule of preventative maintenance is to be followed in order to reduce mechanical disruptions to vending efficiency. All service issues will be the responsibility of the contractor; this includes any and all parts, labor and preventative maintenance inspections. All service and repair of equipment shall be at no cost to the College.

S. Service calls must be resolved within twenty-four (24) hours. Exceptions will be made for non-working days (weekends, holidays, etc.). In the event service failures reach an unacceptable level, the College shall have the right to demand, and the contractor shall agree to promptly furnish at its expense, a new vending machine.

T. The contractor shall provide qualified management and personnel necessary to operate the vending service operation. Personnel will be expected to work cooperatively with

College’s staff and abide by all College policies. All company employees shall be in uniform when performing their job. Additionally, the College reserves the right to require the contractor to remove from the campus employees deemed incompetent, careless, insubordinate or otherwise objectionable. These requests will be communicated in writing by the College.

U. The contractor shall conspicuously post pricing. Prices should be fair to protect the students, faculty, and staff from unreasonable prices while still allowing the vendor a fair opportunity to make a profit. Pricing shall be submitted to the College’s Executive Director of Business Support Services for approval.

V. Refunds to patrons from vending machines are the responsibility of the Contractor. Refund instructions must be posted on every vending machine.

W. The contractor shall pay the agreed upon vending commission percentage rates on gross sales. Remittance shall be made monthly within 30 days following the close of the previous month’s operation. Copies of monthly statements shall accompany payments. Statements must include a list of all machines identified by location, type of machine (snack or coffee), gross sales by machine, sales taxes paid, net sales, commission percentage rate, and commission amount.

X. The contractor shall keep full and accurate accounts and sales records and maintain adequate internal control in connection with vending services. Records shall be retained throughout the term of the contract and may be subject to audit by the College. Should the contract be terminated for any reason, the College shall receive a prorated adjustment for all monies due. Additionally, the contractor shall provide annual sales reports in a format acceptable to the College for an annual review.

Y. Approximate annual vending sales history is below. The College does not guarantee any amount of sales.

Fiscal Year Sales

FY 2025 $20,534

FY 2024 $14,585

FY 2023 $13,863

FY 2022 $10,532

FY 2021 $6,124

Section 3: Instructions to Proposing Firms

A. There is no pre-bid meeting or tour. Wor-Wic Community College is an open campus.

Proposers are encouraged to visit the campus and vending machine locations and submit any questions prior to the deadline noted below.

B. Should any proposer be in doubt as to the meaning of the scope of work, or should any discrepancy or omission be found, they shall submit all questions and requests for clarification in writing via email to acanada@worwic.edu on or before 2:00pm on

December 5, 2025. No oral questions will be answered.

a. Failure by the proposer to acquaint itself with all the requirements of the requested services shall not relieve the proposer from responsibility for estimating properly the difficulty or cost of successfully performing the services.

b. An addendum to the RFP will be issued with all questions and answers. The College will not be responsible for any oral or telephone explanations of contract documents.

c. It is the proposer’s sole responsibility to ensure receipt of all Addenda. It is highly recommended that the proposer check the College’s website, eMaryland

Marketplace Advantage https://emma.maryland.gov and Bid Locker for all posted

Addenda prior to submitting their proposal. All Addenda shall become part of the contract documents.

C. Exceptions: It is the responsibility of the proposer to include a list and clarification of any deviations from the attached Wor-Wic Community College Terms and Conditions and this document. The list must be notated on the Contractor Information Form or submitted with the proposal as an attachment.

https://emma.maryland.gov/

D. Proposers must submit one (1) digital copy of their proposal. Proposals must include all required information and forms. All proposal packages submitted in response to this RFP must be signed. Proposals will be received until 2:00pm on December 15, 2025.

Proposals received after this date and time will not be accepted.

Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/details/5511 Please note that proposing firms must register on the Bid

Locker website prior to submittal of documents, so please plan the upload of the proposal package accordingly. It will time out promptly at 2:00pm on December 15, 2025.

Oral, mailed, faxed or emailed proposals are invalid and will not be given consideration.

Proposals will not be accepted electronically through eMaryland Marketplace.

All costs incurred by responding firms associated with the preparation, submission, presentation or proposals and attendance at meetings, including but not limited to, costs related to transportation, meals, lodging, bonding and other related expenses, if applicable, will be the sole responsibility of the respondent and will not under any circumstances be reimbursed by the College.

Any proposal may be withdrawn prior to the RFP’s due date and time; however, all are considered final after the date and time for receipt of proposals. Final proposals may not be altered, withdrawn, or canceled, for a period of 180 days after the time and date designated for receipt of bids.

a. Withdrawal of a Proposal after the deadline for receipt of Proposals will not be permitted, except as follows: in those cases where, in the sole judgment of the

College, based upon clear and demonstrable evidence, the proposing firm has made a bona fide error in the preparation of the Proposal and such error will result in substantial loss to the firm, in this instance, an exception may be made by the

College.

b. Negligence on the part of the firm in preparing its proposal confers no right of withdrawal, modification or cancellation of the Proposal after the deadline for receipt of Proposals.

c. The College reserves the right to contact any and all firms to verify information included in their Proposal and to clarify any questions regarding the information submitted in the Proposal, in order to ascertain whether the Proposal received is both responsive and responsible. The College also reserves the right to waive any formalities, informalities and technicalities in evaluation of the Proposals as are deemed appropriate, necessary and in the College’s best interest.

E. Evaluation of Proposals

a. Proposals must meet all requirements and qualifications stated herein. Proposals that fail to meet one or more of these criteria may be ineligible for award.

b. The solicitation involves a cumulative scoring process through a number of different phases by an evaluation committee. The first phase involves the review of the written proposals. The next phase involves inviting those with the top scores for an interview, which will be scheduled during the period of January 8-12, 2026.

https://bidlocker.us/details/5511

c. The College will evaluate the proposals to determine the most responsive proposal and responsible firm. In addition to the criteria listed elsewhere in this document, proposals shall be evaluated on the following criteria:

i. 70% Responsiveness to the scope of work; relevant past experience, performance and qualifications of the company and staff assigned to this project, references, adequacy of personnel to accomplish the scope of work within the schedule indicated.

ii. 30% Commission rate on net sales. Net sales are calculated as the number or pieces of each item vended multiplied by the vended price of each, reduced by the amount of any receipted refunds, and reduced by the amount of any sales tax.

d. Qualified proposals shall be evaluated in accordance with the scope of work and evaluation criteria contained herein by the Evaluation Committee. The College may make such investigations as are deemed necessary to determine the ability of a proposer to provide the work as specified herein. Award shall be recommended for the proposer which is judged to be best qualified and provide the best value to render the services.

e. The College reserves the right to clarify information submitted in a Proposal to determine whether an error has been made or whether a waiver of formality, informality or technicality is appropriate. Proposers shall furnish the College all such information and data necessary for the College to determine if the Proposal is responsible and responsive to the College’s requirements as stated herein.

f. The College reserves the right to solicit best and final offers only from a short list of respondents receiving the highest evaluated scores. If short listing occurs, best and final offers shall be solicited from not less than two of the highest evaluated scores.

g. The College reserves the right to negotiate or modify any element of the proposal to ensure that the best possible arrangement for achieving the stated purpose is obtained.

F. If the contractor, to whom an award is made, shall fail to execute the contract as specified, the award may be annulled and the contract awarded to the second most responsive and responsible proposer, and such proposer shall fulfill every stipulation included herein, as if the firm were the original party to whom the award was made, or again, the College may at that point reject any and/or all of the Proposals as its best interest may require.

Section 4: Proposal Submittal Format

A. All proposals are expected to be prepared in accordance with the format listed below.

Furthermore, the proposal should be signed, endorsed with the statement “RFP – Snack and

Coffee Vending Services.”

B. The proposal should address each section as outlined below in order for the College to make a proper and complete evaluation of the proposer’s capabilities and response.

Proposals not in conformance with or responsive to the stated requirements may be rejected at the discretion of College officials.

C. The proposal shall be clear and concise. The title page accompanying the proposal shall be signed by the person or persons required and authorized to legally bind the firm to the proposal and shall specifically state that the firm shall complete all services set forth in the proposal within the proposed time limits to the satisfaction of the College. Any justification or explanatory materials relevant to the Proposal shall be set forth in this letter. The letter shall be concise and need not repeat any of the detailed information set forth in the

Proposal. Pages must be numbered. Vague and general proposals will be considered non-responsive and result in disqualification. Non-conforming and non-responsive proposals may be rejected at the discretion of College officials.

D. Organization of Proposal: Technical Proposals must be organized in the following format.

Failure to include all the documents may render the proposal non-responsive and the offer may be rejected.

a. Title page

b. Firm qualifications

c. Staff qualifications

d. Subcontractors

e. Products

f. Equipment

g. Reports

h. Price/Commission Proposal

i. References

j. Contractor Information Form

k. Conflict of Interest Statement

l. Ethics Statement

m. Bid/Proposal Affidavit

Proposal Forms are available in Microsoft Word for easier completion. Email acanada@worwic.edu if you would like the forms in Word.

E. Title Page: At a minimum, the title page shall be on company letterhead and shall include the name and working address of the firm submitting a Proposal, the name, email address and telephone number of the primary company representative to be contacted with reference to the Proposal, and the date of submission. In addition, the page should contain the following statement: “RFP for Snack and Coffee Vending Services.”

F. Firm’s Qualifications: All services furnished under this contract shall be from firms licensed to provide snack and coffee vending services. Provide a general overview of the firm’s qualifications and relevant experience providing snack and coffee vending machine services. Experience on a college or university campus is preferred by not required. Include information about the location of distribution centers and maintenance service offices that would be serving the College’s needs. Indicate expected response time to calls for service.

Proposers that will subcontract of any services within the scope of the request for proposal must adequately demonstrate in their proposal that such subcontracting will provide a level of service equal to those Offerors proposing direct services of all services relative to this request for proposal. Subcontracting of any service must be approved by the College.

The firm and its employees and subcontractors, if any, must have all necessary current business and professional licenses issued by the State of Maryland. Proper documentation shall be attached to the proposal. Failure to provide such proof may result in the firm being determined to be non-responsive and not eligible for award.

Indicate if the firm is currently involved in any active litigation, mergers, or acquisitions.

G. Staff Qualifications: Provide information about the Account Manager that will be assigned to the College, including length of employment with the Proposer, prior employment, experience servicing high education clients or clients with more than four machines, and office location.

H. Products: Provide a list of products to be vended and retail price. Vending equipment must dispense nationally known products and local preferences. Prices charged shall be reasonable and competitive to comparable establishments in the geographic area of the campus. The company can adjust prices annually to reflect the increase in the Consumer

Price Index for food and beverage stores. The College shall review the price increases before they go into effect.

I. Equipment: List all equipment that will be used at the College. Include photographs of the proposed equipment. Include a proposed preventative maintenance schedule for the equipment.

J. Reports: Provide a sample monthly report that will be submitted to the College.

K. Contractor Information Form

L. Project Proposal Form

M. References: Use the reference form provided and duplicate it to provide a minimum of three (3) references. The College will contact references listed, as well as other sources during the evaluation. References will be questioned about such items as the firm’s overall performance, organization, cooperation, timeliness, quality, and effectiveness. The firm shall ensure that contact information is current.

N. Price Proposal Form: Complete and submit the commission proposal on the Price Proposal

Form. Wor-Wic Community College is a member of multiple cooperative procurement organizations. If your Proposal is based on a cooperative, indicate the Organization and

Contract Number on the Price Proposal Form.

O. Conflict of Interest Statement

a. In compliance with the State Public Ethics and Conflict of Interest Law, Annotated

Code of Maryland, Section 15-101, etc. acquisitions from a business in which the trustee or employee has an interest are prohibited. Interest is deemed present if the trustee or employee or a spouse, parent, child, brother or sister of the trustee or employee has an interest and the trustee or employee knows of the interest.

b. Procurement using federal funds, in addition to above conflict of interest statement, must comply with Uniform Guidance 2 CFR 200.318 (C )(1): no employee, officer or agent may participate in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest.

Such a conflict of interest would arise when an employee, officer or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or has or will receive a tangible personal benefit from a firm considered for a contract.

P. Ethics Statement: In compliance with the Public Ethics Law contained in the Maryland

Annotated Code, Section 15-101, etc. it is illegal for any officer or employee of an agency conducting the procurement to solicit or obtain any proprietary or source selection information regarding the procurement prior to the award of contract.

Q. Bid/Proposal Affidavit Form

END OF SECTION 4

Section 5: Required Submission Documents

PROPOSAL FORM 1 – CONTRACTOR INFORMATION FORM

I/We offer the terms, delivery and pricing for the requested products/services, and certify that I am a bona fide agent, authorized to make offers on behalf of the firm.

(Printed name of Offeror)

Minority Contractor: ____ (yes) ______ (no)

If yes, please specify minority classification __________________________________

Please list any exceptions taken to any terms and conditions or scope of work listed in the Request for

Proposals. Please note any exceptions taken that may affect the award of a contract or purchase order:

Please provide the following information:

Company Name: ___________________________ Years in Business: ____________________

Federal Tax Id: ____________________________

Street Address: __________________________ _ City: _______________________________

___________________________ State, Zip ___________________________

Office phone number: ______________________ Fax number: _________________________

Cell phone number: ________________________ Email address: _______________________

Contact Person: ___________________________ Title: _______________________________

Name and experience of proposed manager on this project:

Name and address of subcontractor(s) proposed on this project:

Company Name Name

Title Authorized signature and date

PROPOSAL FORM 2 – PROJECT PROPOSAL

To Whom It May Concern:

I/We ____________________________________________________________ of ____________________________________________________________

The undersigned, after having examined the RFP prepared by Wor-Wic Community College, do/does hereby offer to provide External Evaluating Services in accordance with RFP for Snack and Coffee Vending Services and addenda issued prior to date of receipt of Proposals which is/are acknowledged via signature below.

A. SUBMITTAL OF PROPOSAL

By submitting a Proposal, the undersigned also hereby agrees that from its review of the

RFP and the attachments, the firm fully understands the intent and purpose of the documents and conditions of submitting a Proposal. Claims for additional compensation and/or extensions of time because of the firm’s failure to follow the foregoing procedure, and to familiarize itself with the contract documents and all conditions which might affect the work, will not be allowed.

B. ACCEPTANCE OF PROPOSALS

The undersigned agrees that this Proposal may be held by the College for a period not to exceed 180 days from the date stated for opening of Proposals. If written notice of acceptance of this Proposal is mailed, telegraphed or delivered to the undersigned within the time noted above, after the date of the opening of Proposals, or at any time hereafter before this Proposal is withdrawn, the undersigned agrees that it will execute and deliver a contract in the form prescribed by the College in accordance with the Proposal as accepted.

It is understood and agreed that the College reserves the right to award the contract in its best interests, to reject any and all Proposals, to waive any informalities in the Proposals, and to hold all Proposals for the period above noted.

C TIME FOR COMPLETION OF WORK

The undersigned agrees, if awarded the contract, to complete the contract work within the time frame specified within the RFP.

D. DECLARATIONS

We/I the undersigned firm, declare that the only person, firm, or corporation, or persons, firms or corporations, that has or have any interest in the Proposal, or in the contracts proposed to be taken, is or are the undersigned. The undersigned also certifies that this

Proposal is made without previous understanding, agreement or connection with any person, firm or corporation submitting a Proposal for this same project and is, in all respects, fair and without collusion or fraud.

We maintain by signing below that we conduct all business under the Equal Employment

Opportunity Act 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance

Programs, Equal Employment Opportunity, Department of Labor."

We further maintain that we (both firm and principal employees) are in good standing with both Federal and State agencies, as no contract shall be made to parties listed on the

General Services Administration's List of Parties Excluded from Federal Procurement or

Nonprocurement Programs in accordance with E.O.s 12549 and 12689, "Debarment and

Suspension." This list contains the names of parties debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O. 12549.

We maintain by signing below that we will not and have not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or any employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352 (Byrd Anti-Lobbying Amendment).

We acknowledge by signing below that if awarded the bid, we will give the U.S.

Department of Education, the Maryland Higher Education Commission, and/or the

Legislative Auditor, through any authorized representative, the right of access to, and the right to examine all records, books, papers, or documents related to the evaluation of the grant, if requested.

E. ACKNOWLEDGEMENT OF ADDENDUM(S)

We acknowledge receipt of the following Addendum(s):

No. ________, Dated ___________ No. ________, Dated ___________

No. ________, Dated ___________ No. ________, Dated ___________

SIGNATURE OF FIRM

If submitted by an individual, partnership or non-incorporated organization:

_______________________________ By _________________________________

Firm Name Signature of Firm Representative

Business Address Title of Firm Representative

Names and Addresses of Members of Firm

Dated this ______day of ___________, 2025.

IF SUBMITTED BY A CORPORATION: (Please sign and attach the previous two pages of

Proposal Form I that contains the terms and acknowledgements.)

_______________________________ By _________________________________

Firm Name Signature of Individual Representing Corporation

Business Address Title of Individual Representing Corporation

County ____________________ State of Corporation ___________________

Names and Addresses of Officers:

Business Address President

Business Address Secretary

Business Address Treasurer

Dated this ______day of ______________, 2025.

Small Business ____ FEIN: ________________________

Female Owned Business ____ DUNS: ______________________

Minority Business ____ Approved Minority DOT #: _____________

PROPOSAL FORM 3 – REFERENCES (duplicate as needed)

Wor-Wic Community College may contact references as it deems necessary to determine the ability of the firm to meet all the terms of the stated specifications described herein.

Include the following information of no less than three (3) clients per RFP requirements. Duplicate this form as needed.

Name of client

Address

Contact Name

Title

Telephone No.

E-mail Address

Date Service Began Completed

Number of vending machines at this Account: _______________

Types of vending machines at this location (snack, coffee, fresh food, cold beverages):

PROPOSAL FORM 4 – PRICE PROPOSAL

The undersigned (“Contractor”) hereby submits this Price Proposal for providing snack and coffee vending services at Wor-Wic Community College. It is understood that the College will be the sole judge as to the acceptance of the offers and award of the contract. All work shall be completed in accordance with the accompanying Specifications for the amount listed below as applicable in accordance with the terms of the RFP Documents. By submitting this price proposal, Contractor agrees to be bound by the College’s General Terms and Conditions and comply with all insurance mandates.

Snack and Coffee Vending Service

Commission rate on monthly net sales

Line 1 Snack Food ___________%

Line 2 Coffee/Hot Beverage ___________%

(Commission Rate for each of line 1 + line 2 divided by 2 equals the average commission rate.

Evaluation of price will be based on the average commission rate.)

Average Commission: _______________%

By signing below, your firm agrees to provide said services as specified and that those services shall be provided or performed in accordance with the RFP specifications, stipulations and terms and conditions specified and that your firm has read and agrees to the College terms, conditions, stipulations, and specifications and any College approved or authorized exceptions, and that your firm will adhere to said terms and conditions in any contract resulting.

It is understood that the proposed price will be firm for a period of one hundred (120) calendar days from the deadline for receipt of proposals and that if the undersigned be notified of acceptance of this price within this time period, the firm shall execute a contract for the above stated compensation. Failure to properly and completely fill in all blanks may be a cause for rejection of this Price Bid.

Company Name Printed Name

Title Authorized signature and date

Address Phone number

PROPOSAL FORM 5 – CONFLICT OF INTEREST STATEMENT

The undersigned hereby affirms and attests that to the best of my knowledge, no trustee, employee, spouse, parent, child, brother or sister of the trustee or employee, own assets in this business, and as of this date are also employed by Wor-Wic Community College.

Company _____________________________________

Authorized Signature _____________________________________

Date _____________________________________

PROPOSAL FORM 6 – ETHICS STATEMENT

In compliance with the Public Ethics Law, et al., contained in the Maryland Annotated

Code, Section 15-508, I hereby affirm that no employee of or representative for our company assisted the College in the drafting of specifications or a Request for Proposals for this procurement, nor did any employee of or representative for our company assist or represent another person, directly or indirectly, who is submitting a Proposal or Proposals for this procurement.

Company _____________________________________

Authorized Signature _____________________________________

Date _____________________________________

BID/PROPOSAL

AFFIDAVIT

A. AUTHORIZED REPRESENTATIVE

I HEREBY AFFIRM THAT:

I am the (title) and the duly authorized representative of (business) and that I possess the legal authority to make this Affidavit on behalf of myself and the business for which I am acting.

B. CERTIFICATION REGARDING COMMERCIAL NONDISCRIMINATION

The undersigned bidder hereby certifies and agrees that the following information is correct: In preparing its bid on this pr oject, the bidder has considered all proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in "discrimination" as defined in §19-103 of the State Finance and Procurement Article of the Annotated Code of Maryland.

"Discrimination" means any disadvantage, difference, distinction, or preference in the solicitation, selection, hiring, or commercial treatment of a vendor, subcontractor, or commercial customer on the basis of race, color, religion, ancestry, or national ori gin, sex, age, marital status, sexual orientation, or on the basis of disability or any otherwise unlawful use of characteristics regarding the vendor's, supplier's, or commercial customer's employees or owners. "Discrimination" also includes retaliating against any person or other entity for reporting any incident of "discrimination". Without limiting any other provision of the solicitation on this project, it is understood that, if the certification is false, such false certification constitutes grounds for the State to reject the bid submitted by the bidder on this project, and terminate any contract awarded based on the bid. As part of its bid or proposal, the bidder herewith submits a list of all instances within the past 4 years where there has been a final adjudicated determination in a legal or administrative proceeding in the State of Maryland that the bidder discriminated against subcontractors, vendors, suppliers, or commercial customers, and a description of the status or resolution of that determination, including any remedial action taken.

Bidder agrees to comply in all respects with the State's Commercial Nondiscrimination Policy as described under Title 19 of the State Finance and Procurement Article of the Annotated Code of Maryland.

C. AFFIRMATION REGARDING BRIBERY CONVICTIONS

I FURTHER AFFIRM THAT:

Neither I, nor to the best of my knowledge, information, and belief, the above business (as is defined in Section 16-101(b) of the State Finance and Procurement Article of the Annotated Code of Maryland), or any of its officers, directors, partners, controlling stockholders, or any of its employees directly involved in the business's contracting activities including obtaining or performing contracts with public bodies has been convicted of, or has had probation before judgment imposed pursuant to Criminal Procedure Article, §6-220, Annotated Code of Maryland, or has pleaded nolo contendere to a charge of, bribery, attempted bribery, or conspiracy to bribe in violation of Maryland law, or of the law of any other state or federal law, except as follows (indicate the reasons why the affirmation cannot be given and list any conviction, plea, or imposition of probation before judgment with the date, court, official or administrative body, the sentence or disposition, the name(s) of person(s) involved, and their current positions and responsibilities with the business):

D. AFFIRMATION REGARDING OTHER CONVICTIONS

I FURTHER AFFIRM THAT:

Neither I, nor to the best of my knowledge, information, and belief, the above business, or any of its officers, directors, partners, controlling stockholders, or any of its employees directly involved in the business's contracting activities including obtaining or performing contracts with public bodies, has:

(1) Been convicted under state or federal statute of:

(a) A criminal offense incident to obtaining, attempting to obtain, or performing a public or private contract; or

(b) Fraud, embezzlement, theft, forgery, falsification or destruction of records or receiving stolen property;

(2) Been convicted of any criminal violation of a state or federal antitrust statute;

(3) Been convicted under the provisions of Title 18 of the United States Code for violation of the Racketeer Influenced…