S000000031-IFB Beverage & Snack Vending Machines.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000031 Solicitation

Issued: August 12, 2021

Description: Beverage & Snack Vending Machines

Department: Division of Services for the Blind

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: September 20, 2021 Bid Opening Time: 2:00 P.M., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Jennifer Trancoso Buyer’s Direct Phone Number: 501-371-6070

Email Address: Jennifer.trancoso@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website: https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Jennifer.trancoso@arkansas.gov

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Division of Services for the Blind (DSB) to obtain pricing and a contract for Beverage and Snack Vending Machines. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Division of Services for the Blind.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/87996756232?pwd=UUlxNys2aDRMSkRrcjNkSGtYOEd2QT09 Meeting ID: 879 9675 6232 Meeting Password: 181224 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before September 8th, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on September 14th, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

C. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

https://arkansas-gov.zoom.us/j/87996756232?pwd=UUlxNys2aDRMSkRrcjNkSGtYOEd2QT09

D. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

E. “Shall” and “Must” mean the imperative and are used to identify requirements.

F. “Requirement” means something required.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

I. “Inside Delivery” means that the Contractor or Delivery Agent will remove machines from the delivery truck and place all machines in the specified units of the FOB delivery location without assistance from on-site staff.

1.5 BEVERAGE VENDING MACHINE SPECIFICATIONS

A. At a minimum, the Contractor shall provide all of following components or component equivalents approved by the DSB for the Beverage and Snack Vending Machines. Equivalent approval must be obtained, prior to award.

B. Beverage vending machines must meet ANSI and ADA requirements. As well as exceed Energy Star Tier 3 and 2013 D.O.E. standards.

C. Contractor shall provide the Division of Services for the Blind with a quantity of nine (9) of the following new beverage vending machines or DSB approved equivalent.

Crane BevMax Media #5800

• Wide 47” W x 72” H x 32” D model

• 5 tube coin changer

• 7” touch screen display

• Bill acceptor

• Conlux payment system

• Electrical 115 VAC, 60Hz, 10.2A

• Glass front

• Selection of 45, total capacity 360

• USA Technology card readers

1.6 SNACK VENDING MACHINE SPECIFICATIONS

A. At a minimum, the Contractor shall provide all of following components or component equivalents approved by the DSB for the Beverage and Snack Vending Machines. Equivalent approval must be obtained, prior to award.

B. Snack vending machines must meet ADA requirements.

C. Contractor shall provide the Division of Services for the Blind with nine (9) of the following new snack vending machines or DSB approved equivalent.

Crane Merchant Ambient #187

• Model 187- 72” H x 44” W x 38” D

• 5 tube coin changer

• 7” touch screen display

• Bill acceptor

• Conlux payment system

• Electrical 115 VAC, 60Hz, 3A

• Glass front

• Merchant Media 6-Wide

• Selection of 38-56

• USA Technology card readers

1.7 DELIVERY: FOB DESTINATION

Division of Services for the Blind VFP Warehouse, U Store It 18 Freeway Drive Little Rock, AR 72204

A. DSB requests delivery within 30 calendar days after ordering. If this delivery date cannot be met, the

Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering DSB’s designated location. (See Questions section of the Solicitation posting in ARBuy.) Failure to state the alternate delivery time obligates the Contractor to complete delivery by DSB’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the DSB. The Contractor shall give the DSB immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. The Contractor must contact the DSB seven days before delivery to coordinate a date and time for delivery of machines. The delivery contact and facility specifications will be provided by DSB at the time of award.

D. At the time of delivery, the Contractor and/or delivery agent must remove items from the delivery vehicle and complete inside delivery at the specified delivery site. VFP on-site staff will not load or move machines at the time of delivery.

E. Loss or damage that occurs during shipping, prior to the order being received by the DSB, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

F. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the DSB’s purchase order.

1.8 WARRANTY

A. Contractor shall provide a standard manufacturer’s one-year warranty on all snack and beverage vending machines specified in this IFB and must begin upon date of delivery to the Division of Services for the Blind.

B. Warranty must cover defects in material and workmanship and cover all costs associated with the repair or replacement of the defective machines including parts, labor, transportation costs, travel time and expenses, and any other costs associated with warranty related repair or replacement.

C. Upon delivery of machines to the Division of Services for the Blind, Contractor shall provide a copy of the standard manufacturer’s warranty documentation for all machines delivered.

1.9 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is October 01, 2021, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on a/an all or none basis.

B. Prospective Contractor must bid on all items. Should a Prospective Contractor fail to price one or more of the items on the Official Solicitation Price Sheet, the Prospective Contractor’s bid may be rejected.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

https://arbuy.arkansas.gov/

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION