UCC_Pouring_Rights_and_Vending_Services_No S-P00590-0007108.pdf

1140 Umpqua College Rd • P.O. Box 967 • Roseburg, OR 97470-0226 541-440-4600 • 541-440-4612 fax • 1-800-820-5161 www.umpqua.edu

COVER PAGE

REQUEST FOR PROPOSALS

Umpqua Community College Campus Pouring Rights and Vending Machine Services

Solicitation No. S-P00590-00017108

Issue Date: June 22, 2026

Proposal Due Date: July 21, 2026, no later than 2:00 PM Pacific Time

Question/Clarification Deadline: July 9, 2026, by 12:00 Noon Pacific Time

Interviews: Top-ranked proposers may be invited to present as part of the evaluation process.

Submission Email: uccbids.contracts@umpqua.edu

Procurement Documents: www.oregonbuys.gov and UCC Solicitation Documents

SINGLE POINT OF CONTACT

Joy Yori, Purchasing Manager Umpqua Community College 1140 Umpqua College Road Roseburg, OR 97470 Joy.Yori@umpqua.edu

CONTRACT ADMINISTRATOR

Natalya Brown, Chief Financial Officer Umpqua Community College 1140 Umpqua College Road Roseburg, OR 97470 Natalya.Brown@umpqua.edu

All RFP documents must be viewed electronically to access hyperlinks, forms, and attachments.

Proposers are responsible for monitoring the UCC Solicitation Documents on the UCC Purchasing webpage and OregonBuys for any issued Addenda. UCC Board Policies and Procedures govern this solicitation unless otherwise stated.

LATE PROPOSALS WILL NOT BE ACCEPTED | ELECTRONIC SUBMISSIONS ONLY

Umpqua Community College promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:uccbids.contracts@umpqua.edu http://www.oregonbuys.gov/ https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ file://umpqua.cc/dfsshares$/shared$/SHARED/Purchasing/PROJECTS/_Pouring%20Rights%20and%20Vending%202025/Solicitation%20Documents/Joy.Yori@umpqua.edu file://umpqua.cc/dfsshares$/shared$/SHARED/Purchasing/PROJECTS/_Pouring%20Rights%20and%20Vending%202025/Solicitation%20Documents/Natalya.Brown@umpqua.edu https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ https://umpqua.edu/about/governance-operations/governance/board-of-education/board-policies/

Umpqua Community College | RFP: Campus Pouring Rights and Vending Machine Services

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 2 of 19

Table of Contents

SECTION I – INVITATION AND COLLEGE OVERVIEW

A. Request for Proposals Invitation B. College Overview

SECTION II – SCOPE OF SERVICES AND REQUIREMENTS

A. Scope of Services Overview B. Utilities and Wi-Fi Connectivity C. Services and Repairs D. Products Dispensed E. Financial Value and Value-Added Services F. Installation and Removal of Equipment G. Equipment Specifications and Requirements H. Access to Property and Deliveries I. Commissions and Payment Procedure

SECTION III – EVALUATION

A. Evaluation Overview B. Responsiveness and Responsibility Determination C. Selection Committee D. Evaluation Criteria

SECTION IV – INSTRUCTIONS

A. RFP Documents B. Single Point of Contact (“SPC”) C. Questions and Clarifications D. Modification of Proposal E. Withdrawal of Proposal

SECTION V – PROPOSAL RESPONSE AND SUBMITTAL REQUIREMENTS

A. Proposed Schedule for Selection and Award of Contract B. Proposal Requirements C. Proposal Submittals D. Consideration of Proposals E. Confidentiality and Proprietary Information – Public Records F. Contingent Proposals G. Clarification of Proposals H. Rejection of Proposals I. Withdrawal of Proposals

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 3 of 19

SECTION VI – RFP MODIFICATIONS, CHANGES, AND PROTEST

A. Modifications B. Cancellation C. Firm Offer D. Cost of Proposal E. Proposals as Property of UCC F. Protest Process

SECTION VII – SELECTION, NOTICE OF INTENT, AND NEGOTIATIONS

A. Selection Process B. Notice of Intent to Award C. Negotiations D. Contract Award

SECTION VIII – CONDITIONS FOR PROPOSERS

A. Licensing and Tax B. Compliance with Applicable Law C. Public Record D. Financial Responsibility E. Contract Termination F. Default by Awarded Proposer G. Responsibility for Damage / Hold Harmless H. Insurance Requirements I. Nondiscrimination J. Execution of Contract Agreement K. Reservation of UCC’s Rights

SCHEDULE A – CURRENT VENDING MACHINE INVENTORY AND LOCATIONS

PROPOSAL SUBMISSION CHECKLIST

ATTACHMENT A – PROPOSER CERTIFICATION

ATTACHMENT B – NON-CONFLICT OF INTEREST CERTIFICATION

ATTACHMENT C – PROPOSER REFERENCE FORM

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 4 of 19

SECTION I – INVITATION AND COLLEGE OVERVIEW

A. Request for Proposals Invitation Umpqua Community College (“UCC” or “the College”) invites qualified firms to submit proposals for Campus Pouring Rights and Vending Machine Services. The College is seeking a revenue- and commission-generating concession agreement through a structured competitive selection process. No expenditure of college funds is anticipated; the intent is to identify a vendor that best aligns with the College’s operational needs, student experience goals, and revenue objectives.

The College anticipates entering into a preferred beverage and vending services relationship covering campus vending operations; however, certain operational exceptions apply, including bookstore retail operations and other activities as determined by the College. Specific exclusivity terms, operational limitations, and any pouring rights arrangements will be negotiated with the successful Proposer and incorporated into the final agreement.

Proposals will only be accepted electronically by Joy Yori, Purchasing Manager, at uccbids.contracts@umpqua.edu, no later than the deadline stated on the cover page. Hard copies will not be accepted or provided.

RFP documents and supporting materials are available on the OregonBuys website (oregonbuys.gov) and the UCC Purchasing webpage. All questions must be submitted in writing to uccbids.contracts@umpqua.edu by the Question Deadline of May 28, 2026, at 12:00 Noon Pacific Time.

Each Proposer must indicate whether it is a resident or non-resident entity as defined in ORS 279A.120 and must comply with Equal Opportunity requirements and provide Workers’ Compensation Insurance as required by ORS 656.029 and ORS 656.017.

This RFP and the successful Proposal may be incorporated into the final agreement. The RFP defines but does not limit the contractual obligations of the awarded firm. A signatory with authority to bind the Proposer must sign the Proposal; however, that signature does not bind the College until a contract agreement is fully executed.

No submitted response may be withdrawn prior to the College’s completion of all contracts for the subject services. UCC will not be liable for any expenses incurred by Proposers in connection with this solicitation.

B. College Overview Umpqua Community College is a comprehensive two-year public college founded in 1964 to provide trades training and college-level educational opportunities. The College is supported by tuition, local property taxes, and state revenue, and operates under the general supervision of the Oregon Higher Education Coordinating Commission (HECC). Governance is provided by an elected Board of Education representing citizens within Douglas County, in southwestern Oregon.

The main campus is located six miles north of Roseburg on 100 acres of donated land overlooking the North Umpqua River. Additional locations include a campus in Riddle, Oregon, and three housing properties in Roseburg.

SECTION II – SCOPE OF SERVICES AND REQUIREMENTS

A. Scope of Services Overview The College seeks to provide students and staff with access to a wide variety of healthy and affordable beverages and snacks through a pouring rights and vending services contract. Proposers shall supply nationally branded beverages and snacks to the UCC main campus, off-site locations, and housing properties. At a minimum, the agreement must ensure complete product selection and availability at reasonable prices, while providing financial benefits to both UCC and the Proposer.

UCC is seeking vendors to service eleven (11) buildings on the main campus, three (3) housing properties, and one (1) off-site location. The number and placement of machines are not guaranteed and may be adjusted at the discretion of the College. Refer to Schedule A for the current vending equipment inventory and locations.

file://umpqua.cc/dfsshares$/shared$/SHARED/Purchasing/PROJECTS/_Pouring%20Rights%20and%20Vending%202025/Solicitation%20Documents/uccbids.contracts@umpqua.edu file://umpqua.cc/dfsshares$/shared$/SHARED/Purchasing/PROJECTS/_Pouring%20Rights%20and%20Vending%202025/Solicitation%20Documents/oregonbuys.gov https://umpqua.edu/about/governance-operations/business-services/purchasing-department/solicitation-documents/ file://umpqua.cc/dfsshares$/shared$/SHARED/Purchasing/PROJECTS/_Pouring%20Rights%20and%20Vending%202025/Solicitation%20Documents/uccbids.contracts@umpqua.edu

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 5 of 19

It is essential to the College’s mission that vending offerings reflect a well-rounded, nutritious, and high-quality selection. Because UCC has students on campus throughout the entire week and residents in housing throughout the academic year, vending machines must remain consistently stocked and offer healthy options. Proposers should describe their approach to providing nutritious and appropriate vending options for a college campus environment.

B. Utilities and Wi-Fi Connectivity The College will furnish all necessary utilities required for vending machine operation, including electrical connections, outlets, and power supply. However, connection to such utilities shall be at the Proposer’s sole expense. Some buildings may have limited electrical capacity and limited Wi-Fi capability. The cost and placement of any additional Wi-Fi access points required to support cashless payment systems or connected equipment is the responsibility of the Proposer and subject to college approval.

C. Services and Repairs Proposers shall, at their sole expense, maintain equipment and supplies to provide uninterrupted service seven (7) days a week, 365 days a year. The following service requirements apply:

• Proposers shall be available on call seven (7) days per week for maintenance issues. Downtime will be noted as a performance criterion.

• Machines shall be cleaned and inspected for repairs no less than once per quarter, and more frequently as required by the College. Clean and sanitary conditions include interiors, exteriors, tops, and areas beneath each machine.

• Each machine must display a notice identifying the Proposer as owner and operator, including a telephone number for reporting malfunctions, requesting refunds, or requesting repairs.

• Proposers shall respond to any reported malfunction within twenty-four (24) hours and arrange for necessary repairs as soon as possible.

• Proposers shall replace any equipment that cannot be made fully operational within sixteen (16) hours. Replacement shall occur immediately upon that determination and shall be completed no later than twenty-four (24) hours from the time of the initial service call.

• All service personnel shall wear clearly marked company uniforms with visible identification insignia and carry photo identification, which must be presented to any UCC staff or faculty upon request.

• All personnel shall comply with UCC Board Policies and Procedures while on college property.

• Repeated equipment downtime may constitute grounds for contract termination.

Proposers and the College shall mutually agree on a system to reimburse customers for money lost due to machine malfunction.

D. Products Dispensed The product selection in all vending machines shall be nutritionally balanced, fresh, and of good quality and variety at all times. The College does not prescribe specific product brands or nutritional standards but expects Proposers to demonstrate a reasonable approach to balanced, health-conscious options appropriate for a higher education environment.

• All products must be removed promptly before their labeled pull dates and before becoming stale or spoiled. The College retains the right to request adjustments to types, selections, and rotation of products.

• Products placed in non-refrigerated machines located outdoors must account for seasonal conditions such as heat-related spoilage and chocolate melting. Loss due to inadequate planning is at the Proposer’s expense.

• No glass bottles are permitted in any vending machine. All products must be dispensed in plastic or metal containers.

• Pricing shall be proportional to regional market rates for equivalent products.

• Refunds for machine malfunctions shall be made to patrons. Proposers shall reimburse the

College on each delivery date, or as otherwise agreed.

The College reserves the right to add or remove beverages from this agreement as required. An initial product list will be developed collaboratively with the awarded Proposer.

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 6 of 19

E. Financial Value and Value-Added Services Proposers shall describe the overall financial value of their proposed services to the College, including commission structure, pricing approach, and any additional value-added offerings.

The College values partnerships that provide meaningful benefits to the campus community. Proposers are encouraged, but not required, to describe additional value-added contributions such as scholarships, sponsorships, donations, student support initiatives, or other community contributions. Any such offerings shall be clearly defined, including estimated annual value, terms, and conditions.

The College will evaluate overall value and is not obligated to select the proposal offering the highest commission rate. Value-added contributions may be considered a significant component of the overall financial evaluation.

F. Installation and Removal of Equipment Installation, service, and removal of all vending machines and equipment are the sole responsibility of the successful Proposer, at no additional cost to the College. All activities shall be scheduled and coordinated with the Office of Facilities & Security or its designee.

Upon installation, the Proposer shall provide the designated administrator in the Office of Business Services with a complete inventory listing each machine by location, including machine capacity, product size and selection, serial numbers, installation date, and initial machine product counter reading.

All vending equipment installations shall be scheduled Monday through Friday, between 7:30 AM and 4:30 PM Pacific Time, on mutually agreed-upon dates coordinated with the Office of Facilities & Security to facilitate the removal of existing machines and installation of new equipment.

G. Equipment Specifications and Requirements All equipment provided shall be quiet, non-disruptive, and of high quality, meeting the highest applicable industry standards. Machine selection and placement shall be made only by mutual consent between the Proposer and the College. No machine may be located or relocated without the advanced approval of

UCC.

All vending machines shall meet the following minimum requirements:

• Accept legal U.S. currency, including dollar bills, nickels, dimes, and quarters, with bill validator and coin mechanism capabilities.

• Include bill changer capabilities.

• Support cashless payment methods, including credit, debit, and tap-to-pay options, where connectivity and site conditions reasonably permit. Availability will be coordinated with the College based on existing infrastructure.

• Be of adequate size and capacity to maintain full, uninterrupted service at each location while fitting within available space and meeting all applicable City of Roseburg and fire code requirements.

• Meet applicable electrical and plumbing codes.

• Include energy-efficient features; Energy Star Certified equipment is preferred.

• Carry the NSF Seal of Approval or equivalent certification.

• Meet all applicable ADA standards.

• Display the Proposer’s current name and service telephone number.

All equipment shall be purchased, installed, and maintained at the Proposer’s expense. All risks associated with machine placement on campus — including loss due to fire, theft, vandalism, spoilage, or other causes — shall be borne by the Proposer.

H. Access to Property and Deliveries The College will allow Proposer employees or subcontracted vending company employees adequate access to vending locations during normal business hours as published in the UCC academic calendar.

All individuals on college premises must comply with applicable UCC policies and procedures.

Personnel providing on-campus delivery and service must always be in full company uniform while on campus. Uniforms shall include a hat or cap and a jacket or shirt with visible company identification. All

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 7 of 19 such personnel must carry photo identification and present it upon request to any UCC staff or faculty member. Failure to comply may constitute grounds for removal from campus and/or contract default.

Proposers shall establish a regular delivery schedule satisfactory to the College. Normal deliveries are expected weekly, without excessive inventory accumulation on-site. Orders placed in addition to the regular schedule shall be delivered within three (3) business days of receipt of a written or verbal order.

I. Commissions and Payment Procedure The College makes no guarantee regarding the amount of product sold, in total or by location. Under no circumstances will the College be required to sell a minimum quantity of product to receive proposed commissions.

Commissions shall be calculated based on total dollar sales per location (not per individual item) and paid to the College monthly. By the fifteenth (15th) business day of each month, Proposers shall submit an itemized statement that includes, at a minimum:

For Each Location:

• Gross sales and commissions, with separate calculations for each commission type or rate

• Net sales and commissions, with separate calculations for each commission type or rate

For Each Machine:

• Counter readings, indicating beginning and ending readings

• Any deviation in counter readings due to machine repairs

• Unit sales for each product type sold

By submitting a Proposal, the Proposer acknowledges responsibility for risks that may reduce Gross Sales, including theft, fire, vandalism, temporary loss of power, weather events, acts of God, changes to the College calendar, temporary or permanent site closures, facility construction changes, changes to athletic or extracurricular programming, machine failure, and other factors beyond the College’s control.

Unless otherwise expressly agreed by the College, no such reduction in Gross Sales shall constitute grounds for reducing or renegotiating annual commission guarantees or other payments to the College.

Proposers shall recommend pricing for all vending products consistent with regional market value. The College retains the right to make the final determination on sale prices for all vended products and will work with the awarded Proposer to finalize the equipment placement inventory.

Proposers are solely responsible for all applicable state and local taxes, licenses, permits, authorizations, and regulatory requirements related to their ownership, use, and operation of vending machines and the provision of services under this agreement.

SECTION III – EVALUATION

A. Evaluation Overview Only proposals that appear to meet all requirements of this RFP will be evaluated and scored. Proposals will be reviewed by an assigned evaluation committee of college staff. Each submission will be scored based on the criteria outlined below, with points allocated as specified.

The College may invite one or more Proposers to participate in interviews, demonstrations, presentations, or discussions as part of the evaluation process. Any such activities will be used to assess the Proposer’s understanding of the College’s needs, the qualifications and compatibility of the proposed service team, and the functionality of proposed equipment and reporting tools. Interview scores may be incorporated into the final evaluation at the College’s discretion.

The evaluation will consider the overall financial benefit to the College, including commission structure, pricing, and value-added contributions. The College will be the sole judge of the merits of each Proposal.

B. Responsiveness and Responsibility Determination The College will apply the following standards to determine whether proposals are Responsive and Proposers are Responsible:

Responsiveness Determination

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 8 of 19

Each proposal will be reviewed to confirm it satisfies all RFP requirements, including submission of all required attachments. The College may request clarification from a Proposer if a submission is unclear;

however, clarifications may not be used to remedy a non-responsive proposal. The College may waive minor informalities or irregularities when doing so is in the best interest of the College and does not materially affect fair competition.

Responsibility Determination The College may assess whether a Proposer has the capability, integrity, experience, and reliability necessary to perform the services described in this RFP. The College may consider references, prior performance history, financial responsibility, and other relevant information. The College may reject a Proposer found to be not Responsible at any time prior to award.

C. Selection Committee Each Proposal meeting all Responsiveness and Responsibility requirements will be independently evaluated by members of the selection committee. Committee composition may change, and the College may include additional or fewer evaluators for optional evaluation rounds. Evaluators will assign scores for each criterion up to the maximum points specified below.

The Single Point of Contact (SPC) may request further clarification to assist the committee. Responses to clarification requests may only explain or clarify information already included in the original Proposal and may not introduce new information.

D. Evaluation Criteria

# Criteria Max Points What Evaluators Are Looking For

1 Product Quality & Healthy Options 30 pts Variety, nutritional balance, ability to meet “healthy campus” expectations, product rotation

2 Service & Operations 25 pts Stocking frequency, response times, maintenance plan, uptime reliability

3 Financial Value to College 25 pts Commission structure, pricing fairness, revenue, and value-added contributions (e.g., scholarships, sponsorships, donations)

4 Experience & References 10 pts Similar contracts, higher education/public sector experience, performance history

5 Equipment & Technology 5 pts Quality of machines, payment options (cash/card/tap), energy efficiency, ADA compliance

6 Implementation & Transition Plan 5 pts Installation timeline, coordination with existing vendor removal

Total 100 pts

Note: If interviews or demonstrations are conducted, similarly situated Proposers will be provided substantially similar opportunities to participate. The College reserves the right to determine the format, scope, and scoring approach for any interviews or demonstrations.

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 9 of 19

SECTION IV – INSTRUCTIONS

Selection and award will be based on the proposal determined to represent the best overall value to the College, considering the evaluation criteria set forth in this RFP.

A. RFP Documents The RFP Documents consist of this RFP, all attachments, all documents incorporated by reference, and any issued addenda. Copies are available on the OregonBuys system (oregonbuys.gov) and the UCC Purchasing website.

The College reserves the right to modify any RFP requirements, adjust the solicitation schedule, or terminate the process at any time, subject to Oregon Revised Statutes and Oregon Administrative Rules.

Modifications will be issued as written addenda and published on OregonBuys and/or the UCC Purchasing website. Proposers are advised to check these sources frequently — at least once weekly until the week of the Closing, and at least once daily during the week of the Closing.

B. Single Point of Contact (“SPC”) The SPC is identified on the Cover Page. All communications related to this RFP — including technical requirements, process questions, contractual provisions, or any other matter — must be directed exclusively to the SPC. Proposals must be submitted to uccbids.contracts@umpqua.edu by the Due Date and Time.

C. Questions and Clarifications All questions must be submitted in writing via email to the SPC at uccbids.contracts@umpqua.edu no later than the deadline specified in this RFP. Proposers are strongly encouraged to seek clarification on any ambiguous information. The email subject line must read: RFP Pouring and Vending – Questions and Clarifications.

D. Modification of Proposal Submitted proposals may be modified via written communication sent directly to the SPC prior to the proposal deadline. Modifications must be submitted by the point of contact named in the original submission. The email subject line must read: RFP Modification, with the body text identifying the RFP Title and Solicitation Number and stating that the new document supersedes the prior submission.

E. Withdrawal of Proposal Proposals may be withdrawn by written notification from the authorized business representative via email to the SPC, prior to the scheduled proposal deadline. The email subject line must read: RFP Withdrawal, with the body text identifying the RFP Title and Solicitation Number.

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 10 of 19

SECTION V – PROPOSAL RESPONSE AND SUBMITTAL REQUIREMENTS

A. Proposed Schedule for Selection and Award of Contract The table below reflects the tentative solicitation schedule. All times are Pacific Time. All dates are subject to change at the College’s discretion, with appropriate notice to prospective Proposers.

Event Date Due No Later Than Post of Solicitation June 22, 2026 Questions / Requests for Clarification Due July 9, 2026 12:00 Noon PST Proposals Due July 21, 2026 2:00 PM PST Screening of Proposals by Selection Committee July 22-29, 2026 Notice of Intent to Award (Tentative) August 11, 2026

B. Proposal Requirements Proposals must include the following components presented in the order listed. Page limits exclude required forms. All non-form content must be submitted on Proposer letterhead. Concise and direct responses are encouraged.

• Introduction

• Narrative Body — A written response addressing all elements of the Scope of Services

• Proposer Certification Form (Attachment A)

• Non-Conflict of Interest Certification (Attachment B)

• Proposer Reference Form (Attachment C)

• Signed W-9 Form

C. Proposal Submittals Submit one (1) electronic copy via email to uccbids.contracts@umpqua.edu no later than the Due Date and Time. Electronic files must be sized for email transfer (under 10 MB). Proposals submitted to any other email address may be rejected.

UCC will not accept proposals submitted via file-sharing links (e.g., Dropbox, OneDrive, Google Drive).

Only direct email attachments are permitted.

Proposals should not exceed 20 pages, including all text and visuals relevant to the College’s review. Use 8½ x 11-inch pages, a standard business font no smaller than 11 point, and reasonable margins.

Materials beyond the 20-page limit will not be considered.

It is strongly recommended that Proposers confirm receipt of their submission. The email may be opened to confirm receipt but will not verify the integrity of attachments or assess overall responsiveness.

Proposals should not include extensive artwork, unusual photographs, or marketing materials not essential to the clarity of the submission.

D. Consideration of Proposals Proposals are recorded promptly following the submission deadline. All submitted responses and accompanying information become public record upon final contract award and execution with the selected vendor, except for properly designated redacted material.

Locality preference may be applied for purposes of contract execution. The College may waive minor informalities or irregularities, may reject any proposal not substantially complying with this RFP’s requirements, and may reject any or all proposals when determined to be in the College’s best interest.

E. Confidentiality and Proprietary Information – Public Records If a Proposer believes any portion of its submission is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), the Proposer must submit a fully redacted version alongside the complete version. Confidential or proprietary information must be clearly identified. The redacted file must include the notation “REDACTED VERSION” in the file name.

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 11 of 19

F. Contingent Proposals Proposals may not be made contingent upon the College’s acceptance of any terms or conditions other than those contained in this solicitation.

G. Clarification of Proposals Following the submission deadline, the College may conduct discussions with responsive Proposers for the purpose of clarification and to ensure a full understanding of submitted proposals.

H. Rejection of Proposals Proposals may be rejected for failure to comply with applicable law, with Board of Education rules governing proposal submission, or with RFP requirements.

I. Withdrawal of Proposals No Proposer may withdraw its proposal within sixty (60) days following the RFP Closing deadline.

SECTION VI – RFP MODIFICATIONS, CHANGES, AND PROTEST

A. Modifications The College reserves the right to modify this RFP at any time prior to the Proposal Due Date. All changes will be issued as written addenda and posted on OregonBuys and/or the College’s Purchasing website.

Proposers are responsible for monitoring these sources for updates. UCC will not be responsible for any other explanation or interpretation of this RFP or its attachments.

B. Cancellation The College reserves the right to cancel, suspend, or delay this solicitation, in whole or in part, at any time prior to contract execution, if determined to be in the best interest of the College. The College shall not be liable for any costs incurred by Proposers in connection with this solicitation.

C. Firm Offer Proposals submitted in response to this RFP shall remain valid for ninety (90) days following the Proposal Due Date.

D. Cost of Proposal All costs incurred by Proposers in preparing and submitting a proposal — including participation in interviews or demonstrations — are the sole responsibility of the Proposer.

E. Proposals as Property of UCC All submitted proposals become the property of the College and are subject to applicable public records laws.

F. Protest Process Proposers may submit a written protest via email to uccbids.contracts@umpqua.edu regarding this solicitation or a Notice of Intent to Award, subject to the following timelines:

• Solicitation Protests must be submitted no later than the Question and Clarification deadline.

• Award Protests must be submitted within five (5) calendar days following issuance of the Notice of Intent to Award.

All protests must be submitted in writing to the SPC and must include: (1) identification of the solicitation;

(2) a detailed statement of the grounds for the protest; and (3) supporting documentation. The College will review all timely protests and issue a written response. The College’s decision shall be final.

SECTION VII – SELECTION, NOTICE OF INTENT, AND NEGOTIATIONS

A. Selection Process Proposals will be evaluated in accordance with the criteria set forth in this RFP. At the College’s discretion, the process may include requests for clarification, interviews or demonstrations, and requests

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 12 of 19 for additional information. Selection will be based on the proposal determined to represent the best overall value to the College, considering evaluation criteria, scoring results, operational fit, financial value, and other factors identified in this RFP.

B. Notice of Intent to Award Following completion of the evaluation process, the College may issue a Notice of Intent to Award.

Issuance of such notice does not constitute a binding agreement and does not obligate the College to execute a contract.

C. Negotiations The College may enter into negotiations with one or more Proposers to clarify proposals, finalize contract terms, or otherwise identify the proposal representing the best overall value. Negotiations may address service levels, equipment placement, pricing and commissions, and value-added offerings. The College reserves the right to discontinue negotiations with any Proposer and proceed with another Proposer if determined to be in the best interest of the College.

D. Contract Award Final contract execution is subject to completion of college administrative processes, contract negotiations, and any required College review or approval. The Proposer shall not begin services until a fully executed agreement is in place.

SECTION VIII – CONDITIONS FOR PROPOSERS

A. Licensing and Tax Proposers must meet the highest standards prevalent in the industry most closely associated with the goods and services requested by this solicitation. The College considers the Oregon Corporate Activity Tax (OCAT) a business expense; accordingly, UCC will not accept proposals or invoices that cite OCAT as a separate line-item expense.

B. Compliance with Applicable Law Proposers agree to comply with all applicable federal, state, county, and local laws, ordinances, and regulations, as well as all applicable UCC policies and procedures, while present on college-owned properties.

C. Public Record UCC will retain an electronic copy of this RFP and one electronic copy of each proposal received, along with all documents pertaining to the contract award. These materials will be open to public inspection after the College announces its intent to award a contract.

D. Financial Responsibility UCC may postpone the selection of finalists or execution of a contract to complete its investigation and evaluation. Failure of a firm to demonstrate adequate financial responsibility may render it non-responsible and constitute grounds for rejection.

E. Contract Termination The College reserves the right to terminate negotiations or any resulting agreement in accordance with the terms of the final contract. Either party may terminate the agreement pursuant to the termination provisions established in the final contract.

F. Default by Awarded Proposer Failure of the selected Proposer to perform in accordance with the final agreement may constitute default and may result in termination of the agreement and procurement of replacement services.

G. Responsibility for Damage / Hold Harmless The selected Proposer will be required to enter into a negotiated agreement with the College containing terms and conditions customary for these services, including provisions relating to insurance, indemnification, termination, default, compliance with applicable law, and operational requirements.

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 13 of 19

H. Insurance Requirements The selected Proposer shall maintain insurance coverage customary and appropriate for the services provided, including Commercial General Liability, Automobile Liability (if applicable) and Workers’ Compensation coverage as required by Oregon law. Specific insurance requirements, coverage limits, endorsements, and certificate requirements will be included in the final agreement.

Contractor shall be responsible for loss, theft, or damage to its equipment, inventory, and cash.

I. Nondiscrimination By submission of a proposal, the Proposer certifies compliance with applicable federal and Oregon nondiscrimination laws and agrees not to discriminate in the performance of any resulting contract.

J. Execution of Contract Agreement The selected Proposer shall execute a final agreement in the form approved bythe College prior to commencement of services. Services may not begin until the agreement has been fully executed by all parties.

K. Reservation of UCC’s Rights In connection with this procurement process — including the receipt and evaluation of proposals and award of a contract — UCC reserves all rights available under applicable law, including the right to:

• Cancel, withdraw, postpone, or extend this RFP, in whole or in part, at any time prior to contract execution, without incurring any obligation or liability.

• Modify the procurement schedule.

• Waive deficiencies, informalities, and irregularities in a proposal and accept and review a non-conforming proposal.

• Suspend and terminate the procurement process or evaluations.

• Permit corrections to data submitted with any proposal.

• Hold meetings and interviews and conduct discussions or correspondence with one or more

Proposers to improve understanding of any proposal.

• Seek or obtain data from any source to improve the understanding and evaluation of proposals.

• Seek clarification from any Proposer to fully understand submitted information and assist in evaluation.

• Reject a proposal containing exceptions, additions, qualifications, or conditions not called for in this RFP or not acceptable to UCC.

• Conduct independent investigation of any information included in a proposal, including contacting references, accessing public information, or contacting independent third parties.

• Request additional information from any Proposer during the evaluation of its proposal.

• Negotiate with one or more Proposers regarding any or all aspects of the Contract. UCC is not obligated to negotiate with any Proposer; the successful Proposer may be required to execute the Contract without negotiation.

End of RFP Narrative — Schedules and Attachments Follow

Solicitation No. S-P00590-00017108| Due Date/Time: July 21, 2026 at 2:00 PM Pacific Time | Page 14 of 19

SCHEDULE A – CURRENT VENDING MACHINE INVENTORY AND LOCATIONS

The information below reflects the College’s current vending machine inventory and locations and is provided for reference only. The College makes no guarantee as to the number, type, or placement of machines under the resulting contract. Final equipment mix, quantities, and locations will be determined collaboratively with the selected Proposer. The College reserves the right to reduce, increase, or relocate vending machines during the contract term to better align with campus needs and student preferences.

Location Approx.

Annual Sales Type Equipment

UCC Education Building $500 Beverage Bottle

UCC Pool Area $5,200 Beverage Glass Front Bottle

UCC Pool Area $4,200 Snack Snack

UCC Tapoyta $5,300 Beverage Glass Front Bottle

UCC Lockwood $900 Beverage Bottle

UCC Student Center $2,600 Beverage Glass Front Bottle

UCC Student Center $1,000 Snack Snack

UCC Library $4,700 Beverage Glass Front Bottle

UCC Library $2,600 Snack Snack

UCC Bonnie Ford Health, Nursing & Science Center $11,400 Beverage Glass Front Bottle

UCC Bonnie Ford Health, Nursing & Science Center $8,100 Snack Snack

UCC Technology Center $900 Beverage Glass Front Bottle

UCC Truck Yard, Riddle, OR $600 Beverage Bottle

UCC Wayne Crooch Hall $2,200 Beverage Bottle

UCC Wayne Crooch Hall $1,300 Snack Snack

UCC Whipple Fine Arts $520 Beverage Bottle

Housing 1 $4,000 Beverage Glass Front Bottle

Housing 1 $2,600 Snack Snack

Housing 2 $1,500 Beverage Glass Front Bottle

Housing 2 $300 Snack Snack

PROPOSAL SUBMISSION CHECKLIST

This checklist is provided for the Proposer’s convenience in assembling the submission and is not required to be returned with the proposal.

☐ DETAILED PROPOSAL CONTENTS

Complete proposal contents as specified in this RFP, including an introduction and a narrative body addressing all elements of the Scope of Services.

☐ REQUIRED CERTIFICATIONS AND FORMS

The following certifications and forms must be completed and signed by a person authorized to represent the Proposer and bind it to the agreement. Failure to submit any required, completed, and signed form may result in rejection of the proposal.

• Proposer Certification (Attachment A) - Serves as the cover sheet for the Proposal

• Non-Conflict of Interest Certification (Attachment B)

• Proposer Reference Form — Minimum of three (3) references (Attachment C)

• Signed W-9 Form

ATTACHMENT A – PROPOSER CERTIFICATION

Respectfully submitted this _________ day of _________________________, 20_____.

Owner Name: _______________________________________________________

Company Name: _______________________________________________________

Physical Address: _______________________________________________________

City, State, Zip: _______________________________________________________

Oregon Business Registration To transact business in Oregon, a Proposer must be registered with the Oregon Corporations Division.

Indicate your current registration type:

• ☐ Corporate Registration

• ☐ Assumed Business Name Registration

The Proposer, pursuant to ORS 279A.120(1), (check one):

• ☐ Is a resident Proposer

• ☐ Is not a resident Proposer. State of residency: _______________________

The undersigned Proposer certifies that:

• The Proposer has read, understands, and agrees to comply with all requirements of this RFP.

• The Proposer’s submission is a firm offer and will remain valid for the period stated in the RFP.

• The Proposer agrees to comply with all applicable federal, state, and local laws, regulations, and

College policies.

• The information provided in the Proposal is true and accurate to the best of the Proposer’s knowledge.

• The person signing this Certification is fully authorized to sign on behalf of the Proposer and to bind the Proposer to all conditions and provisions.

Business Certifications (ORS 200.055) — Check all that apply:

☐ Minority-Owned Business ☐ Woman-Owned Business ☐ Emerging Small Business

☐ Service-Disabled Veteran-Owned Business ☐ Disadvantaged Business Enterprise OR Certification ID #: _______________________________________________________

Oregon State Office of Minority & Women’s Business Enterprises Certifications:

☐ Minority Business Enterprise (MBE) ☐ Woman Business Enterprise (WBE)

☐ Minority Women Business Enterprise (MWBE) ☐ Combination Business Enterprise (CBE)

☐ Socially & Economically Disadvantaged Business Enterprise (SEDBE) Attachment A continues on next page

Federal Certifications:

☐ Disadvantaged Business Enterprise (DBE) ☐ Small Business Enterprise (SBE) Certification Number: _______________________________________________________

Acknowledgment of Addenda Received:

Addendum Number Date Addendum Number Date

Signature: _______________________________________________________

Print Name: _______________________________________________________

Title: _______________________________________________________

Email: _______________________________________________________

Phone: _______________________________________________________

End - Attachment A

ATTACHMENT B – NON-CONFLICT OF INTEREST CERTIFICATION

The undersigned Proposer certifies that no officer, employee, or agent of the Proposer has a financial or personal interest that would create a conflict of interest in connection with this solicitation or any resulting agreement with Umpqua Community College.

The Proposer agrees to disclose any actual or potential conflicts of interest that may arise during the solicitation or contract term.

Signature: _______________________________________________________

Print Name: _______________________________________________________

Title: _______________________________________________________

Firm/Company Name: _______________________________________________________

Date: _______________________________________________________

Solicitation No.

ATTACHMENT C – PROPOSER REFERENCE FORM

Proposer shall provide a minimum of three (3) references for contracts of similar size and scope performed within the past three (3) years. Complete a separate form for each reference. The College may contact references to verify performance, quality of service, reliability, and overall satisfaction. Failure to provide the required references may negatively impact the Proposer’s evaluation score.

(Insert Name of Proposer): _______________________________________________________

Reference #: _______

Client Name: _______________________________________________________

Contact Name: _______________________________________________________

Title: _______________________________________________________

Address: _______________________________________________________

Phone: _______________________________________________________

Email: _______________________________________________________

Dates of Service: _______________________________________________________

Services Provided: _______________________________________________________

Repeat this form for each additional reference.

1140 Umpqua College Road • P.O. Box 967 • Roseburg, OR 97470-0226 • 541-440-4600 • www.umpqua.edu