UCC_RFP_Campus_Vending_Services_S-P00590-00018163.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

REQUEST FOR PROPOSALS

Campus Vending Machine Services Solicitation No. S-P00590-00018163

Key Dates and Information

Issue Date October 15, 2026

Questions / Clarifications Due October 22 by 12:00 Noon Pacific Time

Proposals Due (Closing) November 12, 2026 no later than 2:00 PM Pacific Time

Notice of Intent to Award To Be Determined

Submission Method Email only, as a direct attachment, to uccbids.contracts@umpqua.edu

Solicitation Documents OregonBuys (www.oregonbuys.gov) and the UCC Purchasing webpage

SINGLE POINT OF CONTACT (SPC) CONTRACT ADMINISTRATOR

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

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

LATE PROPOSALS WILL NOT BE ACCEPTED | ELECTRONIC SUBMISSIONS ONLY

All communication regarding this solicitation must be directed to the Single Point of Contact. Proposers are responsible for monitoring OregonBuys and the UCC Purchasing webpage for addenda. UCC Board Policies and Procedures govern this solicitation unless otherwise stated.

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

Umpqua Community College | RFP No. S-P00590-00018163 | Campus Vending Machine Services

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 2 of 27

TABLE OF CONTENTS

SECTION 1 – INTRODUCTION AND OVERVIEW

1.1 Purpose

1.2 Summary of Key Terms

1.3 College Overview

1.4 Definitions

Section 2 – Scope of Services

2.1 Services Overview and Exclusivity

Section 3 – Evaluation and Award

3.1 Evaluation Process

3.2 Responsiveness and Responsibility

3.3 Evaluation Committee

3.4 Evaluation Criteria

3.5 Financial Value Scoring

3.6 Selection and Notice of Intent to Award

3.7 Negotiation and Contract Award

Section 4 – Instructions to Proposers

4.1 Solicitation Schedule

4.2 Format Requirements

4.3 Required Proposal Organization

4.4 Single Point of Contact

4.5 Questions and Clarifications

4.6 Addenda

4.7 Submission, Modification, and Withdrawal

4.8 Exceptions and Contingent Proposals

4.9 Public Records and Confidential Information

4.10 Cost of Proposal

4.11 Protests

Section 5 – Contract Terms and Conditions

5.1 Contract Term and Renewal

5.2 Execution of Contract

5.3 Insurance

5.4 Indemnification

5.5 Termination

5.6 Default

5.7 Compliance with Law and College Policy

5.8 Nondiscrimination

5.9 Independent Contractor, Assignment, and Subcontracting

5.10 Resident Proposer Designation

5.11 Reservation of College Rights

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 3 of 27

EXHIBIT 1 – FULL SCOPE OF SERVICES

Service Locations Products and Healthy Options Pricing Equipment Specifications Utilities and Wi-Fi Connectivity Stocking and Deliveries Service, Maintenance, and Repairs Customer Refunds Access, Personnel, and Background Checks Installation, Transition, and Removal Recycling and Beverage Containers Commissions, Payment, and Reporting Value-Added Contributions Taxes, Licenses, and Permits

Schedule A – Current Vending Inventory and Locations Proposal Submission Checklist Attachment A – Proposer Certification Attachment B – Non-Conflict of Interest Certification Attachment C – Proposer Reference Form Attachment D – Cost and Commission Proposal Form

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SECTION 1 – INTRODUCTION AND OVERVIEW

1.1 Purpose

Umpqua Community College ("UCC" or "the College") invites qualified firms to submit proposals to provide Campus Vending Machine Services. The College seeks a commission-generating concession agreement with a vendor that will furnish, install, stock, and maintain snack and beverage vending machines at College locations at no cost to the College.

No expenditure of College funds is anticipated. The College will select the proposal that represents the best overall value, considering product quality, healthy options, service reliability, financial return, and the student experience. The College is not obligated to select the proposal offering the highest commission.

1.2 Summary of Key Terms

Term Summary

Contract Type Revenue-generating concession; Contractor pays commissions to the College

Services Snack and beverage vending machine services only (see Section 2.1 for exclusions)

Contract Term Five (5) years, with an option to renew in one (1) year increments, up to five (5) renewals

Anticipated Start Winter 2027, following full execution of the Contract

Locations Eleven (11) main campus buildings, three (3) off-site housing facilities, and the Riddle Truck Yard (see Schedule A)

Current Equipment Twenty (20) machines: thirteen (13) beverage, seven (7) snack

Historical Sales Approximately $60,420 in combined annual sales (see Schedule A)

Commission Basis Percentage of Gross Sales, paid monthly; optional Minimum Annual Guarantee

Healthy Options At least thirty percent (30%) of product slots in each machine

Insurance Commercial General Liability of $1,000,000 per occurrence / $2,000,000 aggregate, plus other coverage in Section 6.3

1.3 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 of Douglas County in southwestern Oregon.

The main campus is located six miles north of Roseburg on 100 acres overlooking the North Umpqua River. The College also operates a truck yard in Riddle, Oregon, and three student housing facilities in Roseburg. Students are on campus throughout the week, and residents occupy housing throughout the academic year.

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1.4 Definitions

Term Meaning

Addendum A written modification to this RFP issued by the College through OregonBuys and/or the UCC Purchasing webpage.

Closing The Proposal due date and time stated on the Cover Page.

Contract The final written agreement executed between the College and the Contractor.

Contractor The Proposer awarded and executing the Contract.

Gross Sales All revenue received from vended products at College locations, by any payment method, excluding (a) sales taxes, if any; (b) Oregon beverage container deposits; and (c) documented refunds paid to customers.

Healthier Option

A product meeting the nutrition criteria the Proposer describes and the College accepts under Section 2.3 (for example, criteria based on recognized standards such as limits on calories, added sugar, sodium, and saturated fat).

Proposer Any firm submitting a proposal in response to this RFP.

SPC The Single Point of Contact identified on the Cover Page.

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Section 2 – Scope of Services

2.1 Services Overview and Exclusivity

The Contractor will supply nationally branded snacks and beverages through vending machines at the locations identified in Schedule A. At a minimum, the Contractor must provide complete product selection, consistent availability, reasonable prices, and reliable equipment, while providing financial benefit to the College.

The Contractor will be the College's exclusive provider of vending machine services at the covered locations during the Contract term. This solicitation is for vending services only and does not grant pouring rights or exclusive beverage supply rights. The following are excluded from the Contract and from any exclusivity:

• Bookstore retail operations;

• Food service, catering, and concessions operated or contracted by the College;

• College-sponsored events, athletics, and fundraising activities; and

• Other activities as determined by the College.

Full Scope of Services and Requirements – Exhibit 1

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Section 3 – Evaluation and Award

3.1 Evaluation Process

Proposals will be evaluated in the following stages:

1. Responsiveness review. The SPC will confirm that each proposal was received on time and includes all required forms and content. As stated in 3.2

2. Committee scoring. Each responsive proposal will be independently scored by an evaluation committee of College staff using the criteria in Section 3.4.

3. Responsibility review and reference checks. The College will confirm that the apparent top-ranked Proposer is Responsible. As stated in 3.2

4. Notice of Intent to Award, negotiation, and Contract execution.

3.2 Responsiveness and Responsibility

Responsiveness. A proposal is responsive if it complies in all material respects with this RFP, including submission of all required forms. The College may request clarification of unclear information, but clarification may not be used to cure a non-responsive proposal or to introduce new information. The College may waive minor informalities when doing so is in its best interest and does not affect fair competition.

Responsibility. The College will assess whether a Proposer has the capability, integrity, experience, financial resources, and reliability to perform the Contract. The College may consider references, prior performance, financial information, and other relevant information, and may reject a Proposer found not Responsible at any time before award.

3.3 Evaluation Committee

The evaluation committee will consist of College staff. Committee members will score each criterion up to the maximum points shown below. Committee composition may change during the process. The College will be the sole judge of the merits of each proposal.

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3.4 Evaluation Criteria

# Criterion Points What Evaluators Will Consider

1 Product Quality & Healthy Options 30

Variety and quality; strength of the Healthier Option criteria and plan to meet the 30% standard; product rotation and freshness

2 Service & Operations 25 Stocking frequency; response and repair times;

maintenance and cleaning plan; uptime; refund process; personnel screening

3 Financial Value to College 25 Commission rates; Minimum Annual Guarantee;

fairness of proposed prices; value-added contributions

4 Experience & References 10 Similar contracts; higher education and public sector experience; reference feedback

5 Equipment & Technology 5 Machine quality; payment options (cash, card, tap-to-pay); telemetry; energy efficiency; ADA compliance

6 Implementation & Transition Plan 5 Realistic timeline; coordination with removal of existing equipment; minimal service disruption

Total 100

3.5 Financial Value Scoring.

To compare proposals on a common basis, the committee will estimate each proposal's annual financial return to the College using the historical sales in Schedule A, the proposed commission rates, any Minimum Annual Guarantee, and the annual value of value-added contributions, and will also consider the fairness of proposed product prices to students and staff.

3.6 Selection and Notice of Intent to Award

The College will select the proposal that represents the best overall value, considering scoring results, operational fit, and financial value. The College will issue a written Notice of Intent to Award to all Proposers. The notice does not create a binding agreement or obligate the College to execute a Contract.

3.7 Negotiation and Contract Award

The College may negotiate with the top-ranked Proposer to finalize Contract terms, including service levels, equipment placement, pricing, commissions, and value-added contributions. If negotiations are unsuccessful, the College may end them and negotiate with the next-ranked Proposer. The College is not obligated to negotiate, and the selected Proposer may be required to execute the Contract without negotiation. The Contractor may not begin services until the Contract is fully executed.

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Section 4 – Instructions to Proposers

4.1 Solicitation Schedule

All times are Pacific Time. Dates are tentative and may be changed by Addendum.

Event Date

RFP issued Thursday, October 15

Questions and requests for clarification due 12 Noon Wednesday, October 22

Final Addendum issued (if needed) Thursday, October 29

Proposals due (Closing) Tuesday, November 12, 2026

Evaluation committee review Week of November 16, 2026

Notice of Intent to Award TBD

Award protest period ends TBD 7 days from Notice of Intent to Award post date

Contract execution and start of services TBD

4.2 Format Requirements

• Submit one (1) electronic proposal, in word format, as a single PDF file, attached directly to an email, under 10 MB. File-sharing links (for example, Dropbox, OneDrive, or Google Drive) will not be accepted.

• The narrative (Tabs 2 through 8 below) may not exceed twenty (20) pages. Required forms (Attachments A through D), the W-9, and any redacted version do not count toward this limit.

Narrative pages beyond the limit will not be considered.

• Use 8½ x 11-inch pages, a standard business font no smaller than 11 point, and reasonable margins.

Narrative pages must be on Proposer letterhead.

• Avoid extensive artwork, photographs, and marketing materials that are not essential to the response.

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4.3 Required Proposal Organization

Proposals must be organized in the order below. Item numbers 3 - 8 corresponds to an evaluation criterion in Section 4.4 to support consistent scoring.

Tab Content What to Include

1 Proposer Certification (Attachment A) Signed; serves as the proposal cover sheet

2 Introduction Firm overview, ownership, years in business, service area, and nearest service depot to Roseburg;

summary of the proposal

3 Product Quality & Healthy Options

Proposed product mix; Healthier Option criteria and plan to meet the 30% standard; rotation and freshness practices; approach to customer feedback

4 Service & Operations Stocking schedule; inventory monitoring; response and repair process; cleaning plan; refund process;

staffing and background check process

5 Financial Value to College

Narrative explaining the commission structure, Minimum Annual Guarantee (if any), pricing approach, and value-added contributions; complete Attachment D

6 Experience & References Similar contracts, especially higher education or public sector; performance history; Attachment C with at least three (3) references

7 Equipment & Technology Proposed machine makes and models; payment options; telemetry; energy efficiency; ADA compliance

8 Implementation & Transition Plan Timeline from award to full service; coordination with removal of existing equipment; key contacts

9 Required Forms

Attachment B (Non-Conflict of Interest), Attachment C ( Attachment D (Cost and Commission Proposal), and signed W-9

10 Exceptions (if any) Any exceptions to this RFP, with proposed alternative language. See Section 5.6.

4.4 Single Point of Contact

All communications regarding this RFP, including questions about requirements, process, and contract terms, must be directed only to the SPC identified on the Cover Page. From issuance of this RFP until the Notice of Intent to Award, Proposers may not contact other College employees, evaluators, or Board members about this solicitation. Unauthorized contact may result in disqualification. This restriction does not apply to the current vendor's routine operational communications under its existing contract.

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4.5 Questions and Clarifications

Questions must be submitted in writing by email to uccbids.contracts@umpqua.edu by the deadline in Section 5.1, with the subject line: RFP Vending – Questions and Clarifications. Proposers are encouraged to seek clarification of any ambiguous requirement. The College will answer substantive questions by Addendum. Only answers issued by Addendum are binding; oral statements by College staff do not modify this RFP.

4.6 Addenda

The College may modify this RFP at any time before Closing by issuing an Addendum on OregonBuys and/or the UCC Purchasing webpage. Proposers are responsible for checking these sources at least weekly, and daily during the week of Closing, and must acknowledge all Addenda in Attachment A.

4.7 Submission, Modification, and Withdrawal

• Submission. Email the proposal to uccbids.contracts@umpqua.edu before Closing with the subject line: RFP Vending – Proposal – [Proposer Name]. Proposals sent to any other address may be rejected. Proposers should confirm receipt; confirmation does not verify file integrity or responsiveness.

• Late proposals. Proposals received after Closing will not be accepted or considered. The College's email system timestamp is the official time of receipt.

• Modification. Before Closing, a Proposer may submit a complete replacement proposal by email to the SPC with the subject line RFP Modification, identifying the RFP title and solicitation number and stating that the new submission supersedes the prior one.

• Withdrawal. Before Closing, a Proposer's authorized representative may withdraw its proposal by email to the SPC with the subject line RFP Withdrawal, identifying the RFP title and solicitation number.

• Firm offer. After Closing, proposals may not be withdrawn and remain firm offers for ninety (90) days.

4.8 Exceptions and Contingent Proposals

Proposals may not be made contingent on the College's acceptance of terms other than those in this RFP.

Any exceptions to RFP requirements or Contract terms must be listed in Tab 10 with proposed alternative language. Exceptions not identified in the proposal will be deemed waived. The College may reject a proposal with exceptions that are unacceptable to the College or that materially affect fair competition.

4.9 Public Records and Confidential Information

Proposals become the property of the College and are subject to the Oregon Public Records Law (ORS

192.311 through 192.478). Proposals will be opened for public inspection after the College issues the Notice of Intent to Award. If a Proposer believes any portion of its proposal is exempt from disclosure, it must clearly mark that information and submit a separate redacted copy with "REDACTED VERSION" in the file name. Marking an entire proposal as confidential is not acceptable. The College will make disclosure decisions under applicable law.

4.10 Cost of Proposal

All costs of preparing and submitting a proposal are the Proposer's sole responsibility. The College is not liable for any costs incurred by Proposers.

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4.11 Protests

Protests must be submitted in writing by email to the SPC at uccbids.contracts@umpqua.edu within the following deadlines:

• Solicitation protests (challenging the terms of this RFP) must be received by the Questions and Clarifications deadline.

• Award protests must be received within five (5) calendar days after issuance of the Notice of Intent to Award.

Each protest must include (1) identification of the solicitation, (2) a detailed statement of the legal and factual grounds, (3) supporting documentation, and (4) the relief requested. Untimely or incomplete protests will not be considered. The College will issue a written decision, which is final.

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Section 5 – Contract Terms and Conditions

The selected Proposer will enter into a Contract with the College that incorporates this RFP, any Addenda, and the Contractor's proposal, as modified by negotiation. The following terms will be included. Where this RFP and the Contract conflict, the Contract governs.

5.1 Contract Term and Renewal

The initial Contract term is five (5) years from the effective date. Upon mutual written agreement, the Contract may be renewed in one (1) year increments, up to five (5) renewals. Renewal is not guaranteed and will depend on the Contractor's performance and the College's needs.

5.2 Execution of Contract

The selected Proposer must execute the Contract in a form approved by the College, and provide required certificates of insurance, before beginning services. Contract execution is subject to completion of College administrative processes and any required approvals.

5.3 Insurance

The Contractor must maintain the following insurance throughout the Contract term, with insurers authorized to do business in Oregon:

Coverage Minimum Limits

Commercial General Liability $1,000,000 per occurrence; $2,000,000 aggregate

Automobile Liability (vehicles used on College property) $1,000,000 combined single limit

Workers' Compensation As required by Oregon law (ORS 656.017 and ORS 656.029)

The College, its Board of Education, officers, employees, and agents must be named as additional insureds on the Commercial General Liability and Automobile Liability policies. The Contractor must provide certificates of insurance and endorsements before beginning services and must give the College at least thirty (30) days' written notice of cancellation or material change. The Contractor is responsible for loss of or damage to its own equipment, inventory, and cash.

5.4 Indemnification

To the extent permitted by law, the Contractor will defend, indemnify, and hold harmless the College, its Board of Education, officers, employees, and agents from all claims, losses, damages, and expenses (including reasonable attorney fees) arising from the Contractor's performance of the Contract, its equipment or products, or the acts or omissions of its employees, agents, or subcontractors.

5.5 Termination

• For convenience. Either party may terminate the Contract without cause upon ninety (90) days' written notice.

• For cause. Either party may terminate the Contract if the other party materially breaches it and fails to cure the breach within ten (10) days after written notice, or a longer period the notifying party allows.

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• Effect of termination. Upon termination, the Contractor must pay all commissions owed through the termination date, including any prorated Minimum Annual Guarantee, and remove its equipment as required by Section 2.11.

5.6 Default

Failure to perform in accordance with the Contract, including repeated failure to meet the performance standards in Section 2.8, failure to pay commissions when due, or failure to maintain required insurance, constitutes default. Upon default, the College may terminate the Contract and obtain replacement services.

5.7 Compliance with Law and College Policy

The Contractor must comply with all applicable federal, state, and local laws, regulations, and ordinances, and with UCC Board Policies and Procedures while on College property. The Contractor must hold all licenses required to operate in Oregon, including registration with the Oregon Secretary of State Corporation Division.

5.8 Nondiscrimination

By submitting a proposal, the Proposer certifies compliance with applicable federal and Oregon nondiscrimination laws and agrees not to discriminate in performing the Contract.

5.9 Independent Contractor, Assignment, and Subcontracting

The Contractor is an independent contractor and is solely responsible for its employees and subcontractors. The Contractor may not assign the Contract or subcontract any services without the College's prior written consent. All subcontractor personnel are subject to the background check and personnel requirements in Section 2.10.

5.10 Resident Proposer Designation

Each Proposer must indicate on Attachment A whether it is a resident or non-resident Proposer as defined in ORS 279A.120.

5.11 Reservation of College Rights

The College reserves all rights available under applicable law, including the right to:

• Cancel, suspend, postpone, or extend this RFP, in whole or in part, at any time before Contract execution, without liability;

• Modify the solicitation schedule or requirements by Addendum;

• Waive minor informalities and irregularities, and permit correction of data submitted with a proposal;

• Reject any or all proposals, including proposals with unacceptable exceptions or conditions, when in the College's best interest;

• Seek clarification from, request additional information from, and hold discussions with one or more

Proposers;

• Independently investigate information in a proposal, including contacting references and third parties; and

• Negotiate with one or more Proposers or award without negotiation.

End of RFP Narrative – Schedule and Attachments Follow

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EXHIBIT 1 – FULL SCOPE OF SERVICES

Service Locations The College seeks vending services at eleven (11) main campus buildings, three (3) off-site housing facilities, and the Riddle Truck Yard. Schedule A lists current equipment and approximate annual sales.

The number, type, and placement of machines are not guaranteed. The College may add, remove, or relocate machines during the Contract term, with reasonable notice to the Contractor. No machine may be placed or relocated without the College's prior written approval.

Products and Healthy Options Product selection must be fresh, of good quality, and always offer variety. The College does not prescribe specific brands.

• Healthy options standard. At least thirty percent (30%) of product slots in each machine must be Healthier Options. Proposers must describe the nutrition criteria they will use to define a Healthier Option, how they will meet and maintain the 30% target, and how products will be labeled or identified for customers.

• Product mix. Proposers must describe their proposed product mix, including water, low- and no-sugar beverages, and snacks appropriate for a college campus and residence halls.

• Freshness. Products must be removed before their labeled pull dates and before becoming stale or spoiled.

• Seasonal conditions. Products in machines exposed to heat must account for spoilage and melting.

Losses from inadequate planning are the Contractor's responsibility.

• Containers. No glass bottles are permitted. All beverages must be dispensed in plastic, aluminum, or other non-glass containers.

• College input. An initial product list will be developed with the College. The College may request changes to product types, selection, and rotation at any time, and may require the removal of any product.

Pricing Proposers must submit proposed prices for common products using Attachment D. Prices must be consistent with regional market rates for equivalent products. The College has final approval of all vend prices. Price increases during the Contract term require at least thirty (30) days' written notice and the College's written approval and must be supported by documented cost increases. The College prefers that no surcharge or convenience fee be applied to cashless transactions; any proposed fee must be disclosed in Attachment D.

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Equipment Specifications All equipment must be new or like-new, quiet, non-disruptive, and meet the highest applicable industry standards. Equipment must be purchased, installed, and maintained at the Contractor's expense. At a minimum, each machine must:

• Accept U.S. currency (bills, nickels, dimes, and quarters), with a bill validator, coin mechanism, and change-making capability;

• Accept cashless payments, including credit, debit, and tap-to-pay/mobile wallets, where connectivity permits;

• Be sized to maintain full, uninterrupted service at each location and fit within the available space;

• Meet all applicable electrical, plumbing, and fire codes, including City of Roseburg requirements;

• Meet applicable Americans with Disabilities Act (ADA) accessibility standards;

• Carry the NSF seal of approval or equivalent certification;

• Include energy-efficient features (ENERGY STAR® certified equipment is preferred); and

• Display the Contractor's name, service telephone number, and instructions for requesting a refund or reporting a malfunction.

All risk of loss to machines, inventory, and cash, including loss from fire, theft, vandalism, spoilage, or power interruption, is borne by the Contractor.

Utilities and Wi-Fi Connectivity The College will provide electrical power at existing machine locations. Any connection work, and any electrical upgrades needed for new or additional machines, are at the Contractor's expense and subject to College approval. Some buildings have limited electrical capacity and Wi-Fi. The Contractor is responsible for any cellular telemetry or additional Wi-Fi access points needed to support cashless payment or remote monitoring; placement of any network equipment requires the approval of College Information Technology.

Stocking and Deliveries The Contractor must keep all machines fully stocked. Proposers must describe their stocking schedule and how they will monitor inventory (for example, remote telemetry). At a minimum:

• Machines must be serviced and restocked at least weekly, and more often at high-volume locations or when needed to prevent sold-out conditions;

• Additional orders requested by the College must be fulfilled within three (3) business days of a written or verbal request; and

• Inventory must not be stored on college property without prior approval.

Service, Maintenance, and Repairs The Contractor must maintain equipment and supplies at its sole expense to provide uninterrupted service seven (7) days a week, 365 days a year. The following minimum performance standards apply:

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Requirement Minimum Standard

On-call availability Seven (7) days per week for malfunctions and service requests

Response to reported malfunction On site within twenty-four (24) hours of the report

Restoration of service Machine repaired or replaced and fully operational within twenty-four (24) hours of the initial report

Routine cleaning Exterior, display glass, and surrounding floor area cleaned at each service visit

Deep cleaning and inspection Interiors, exteriors, tops, and areas beneath machines, at least quarterly, and more often if requested by the College

Service log Record of all service calls, response times, and repairs, provided to the College on request

Machine downtime will be tracked as a performance measure. Repeated or extended downtime, or repeated failure to meet these standards, may constitute grounds for default and termination of the Contract.

Customer Refunds The Contractor is solely responsible for refunding customers for money lost due to machine malfunction.

Proposers must describe their refund process, which must at a minimum include a posted telephone number and an electronic refund option (such as a text, web, or app request), with refunds issued within five (5) business days. Cashless transactions that fail to vend must be automatically reversed. The College will not handle cash refunds. If the College elects to advance a refund to a customer, the Contractor will reimburse the College with the next monthly commission payment.

Access, Personnel, and Background Checks The College will grant the Contractor access to vending locations during normal College business hours.

Because the Contractor must maintain service seven days a week, the College will also provide after-hours and weekend access, including to housing facilities, when needed. After-hours access must be coordinated in advance with the Office of Facilities & Security, except in emergencies.

Background Checks

• Every employee and subcontractor who will access College property must successfully complete a criminal background check before first access, at the Contractor's expense. Checks must be repeated at least every three (3) years during the Contract term.

• The Contractor must certify in writing to the College that each person has passed a background check and must maintain records that the College may review on request.

• The College may deny or revoke access for any individual at its sole discretion.

• The Contractor must notify the College promptly of personnel changes affecting its campus service team.

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Personnel Standards

• Service personnel must wear a company uniform with visible identification while on College property and carry photo identification, to be shown to any College employee on request.

• Any keys, access cards, or codes issued by the College remain College property, must not be duplicated or shared, and must be returned upon request or at the end of the Contract. Lost keys or cards must be reported immediately, and the Contractor is responsible for resulting rekeying or replacement costs.

• All personnel must comply with UCC Board Policies and Procedures while on College property.

Failure to comply may result in removal from campus and may constitute default.

Installation, Transition, and Removal Installation, service, and removal of all equipment is the Contractor's responsibility at no cost to the College. All installation and removal must be scheduled Monday through Friday, between 7:30 AM and 4:30 PM Pacific Time, and coordinated with the Office of Facilities & Security. The Contractor must coordinate with the College to minimize any gap in service during the transition from the current vendor's equipment.

Within ten (10) business days of installation, the Contractor must provide the Office of Business Services an equipment inventory listing, for each machine: location, machine type and capacity, product sizes and selection, serial number, installation date, and initial counter reading. The inventory must be updated whenever a machine is added, removed, or replaced.

At the end of the Contract, the Contractor must remove all equipment within thirty (30) days, at its expense, and repair any damage to College property caused by installation or removal.

Recycling and Beverage Containers The College provides recycling bins across campus and handles collection of recyclable containers. The Contractor must not place its own recycling or waste containers on College property without prior approval. The Contractor is responsible for complying with Oregon beverage container deposit requirements applicable to the products it sells. Container deposits are excluded from Gross Sales.

Commissions, Payment, and Reporting

Commissions Commissions are calculated as a percentage of Gross Sales, per location, and may be proposed at separate rates for beverage and snack sales. The College makes no guarantee regarding sales volume, in total or by location, and is not required to meet any minimum sales quantity for the Contractor to pay proposed commissions.

Minimum Annual Guarantee (Optional) Proposers are encouraged, but not required, to offer a Minimum Annual Guarantee. If offered, the Contractor will pay the greater of (a) total commissions earned during the contract year or (b) the guaranteed amount, with any shortfall paid within thirty (30) days after the end of each contract year. Any Minimum Annual Guarantee will be considered in the Financial Value evaluation.

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Payment and Monthly Report Commission payments and a monthly sales report are due by the fifteenth (15th) calendar day of each month for the prior month's sales. The report must include, at a minimum:

• For each location: Gross Sales and commission, calculated separately for each commission type or rate.

• For each machine: beginning and ending counter or telemetry readings, any counter deviations due to repairs, and unit sales by product.

• Other: refunds issued, downtime events, and service calls for the month.

The Contractor must also provide an annual summary within thirty (30) days after the end of each contract year.

Records and Audit

The Contractor must maintain complete and accurate records supporting all sales, commissions, and refunds for the Contract term and at least three (3) years after final payment. The College or its designee may audit these records upon ten (10) business days' notice. If an audit reveals an underpayment, the Contractor will pay the shortfall within thirty (30) days; if the underpayment exceeds three percent (3%) for the audited period, the Contractor will also reimburse the College's reasonable audit costs.

Risk of Reduced Sales By submitting a proposal, the Proposer accepts the risk of reduced sales from causes beyond the College's control, including theft, fire, vandalism, power interruption, weather, changes to the College calendar or programs, facility closures or construction, and machine failure. Unless the College expressly agrees in writing, reduced sales are not grounds to reduce or renegotiate commissions, any Minimum Annual Guarantee, or other payments to the College.

Value-Added Contributions Proposers are encouraged, but not required, to offer additional contributions that benefit the campus community, such as scholarships, sponsorships, donations, or student support initiatives. Each contribution must be clearly defined in the proposal and in Attachment D, including its estimated annual value, timing, and any conditions. Value-added contributions will be considered in the Financial Value evaluation.

Taxes, Licenses, and Permits The Contractor is solely responsible for all taxes, licenses, permits, and regulatory requirements related to its ownership and operation of vending machines. The College considers the Oregon Corporate Activity Tax (CAT) a business expense and will not accept proposals or invoices that list it as a separate line item.

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 20 of 27

Schedule A – Current Vending Inventory and Locations

This information reflects current equipment and is provided for reference only. Sales figures are approximate annual amounts based on recent historical data. The College makes no guarantee of future sales or of the number, type, or placement of machines. Final equipment mix, quantities, and locations will be determined with the selected Contractor.

Location Type Current Equipment

Approx. Annual Sales

Main Campus Bonnie Ford Health, Nursing & Science Center Beverage Glass-front $11,400

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

Education Building Beverage Bottle $500 Library Beverage Glass-front $4,700 Library Snack Snack $2,600 Lockwood Beverage Bottle $900 Pool Area Beverage Glass-front $5,200 Pool Area Snack Snack $4,200 Student Center Beverage Glass-front $2,600 Student Center Snack Snack $1,000 Tapoyta Beverage Glass-front $5,300 Technology Center Beverage Glass-front $900 Wayne Crooch Hall Beverage Bottle $2,200 Wayne Crooch Hall Snack Snack $1,300 Whipple Fine Arts Beverage Bottle $520

Eleventh main campus building – name TBD No current equipment —

Housing Facilities (Roseburg) Housing 1 Beverage Glass-front $4,000 Housing 1 Snack Snack $2,600 Housing 2 Beverage Glass-front $1,500 Housing 2 Snack Snack $300

Housing 3 TBD No current equipment —

Other Off-Site Truck Yard, Riddle, OR Beverage Bottle $600 Total – 20 machines $60,420

Proposals Due: November 10, 2026, 2:00 PM Pacific Time | Page 21 of 27

Proposal Submission Checklist

This checklist is provided for the Proposer's convenience and does not need to be returned. Failure to submit any required, completed, and signed form may result in rejection of the proposal.

✓ Item Reference

☐ Proposer Certification, signed (cover sheet) Attachment A

☐ Introduction Section 3.2

☐ Narrative responses to each evaluation criterion (20-page limit) Sections 3.2 and 4.4

☐ Non-Conflict of Interest Certification, signed Attachment B

☐ At least three (3) completed references Attachment C

☐ Cost and Commission Proposal Form, completed and signed Attachment D

☐ Signed W-9 IRS Form W-9

☐ Exceptions, if any Section 4.8

☐ All Addenda acknowledged Attachment A

☐ Redacted version, if claiming exempt information Section 4.2

☐ Single PDF under 10 MB, emailed before Closing with the correct subject line Sections 4.2 and 4.7

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 22 of 27

Attachment A – Proposer Certification

This form serves as the cover sheet for the proposal and must be signed by a person authorized to bind the Proposer.

Company Legal Name

Assumed Business Name (if any)

Owner Name

Physical Address

City, State, ZIP

Federal Tax ID (EIN)

Contact Name and Title

Contact Email

Contact Phone

Oregon Business Registration To transact business in Oregon, a Proposer must be registered with the Oregon Secretary of State Corporation Division. Registration type:

☐ Corporate / Entity Registration ☐ Assumed Business Name Registration

Oregon Registry No.: ______________________________

Resident Proposer Status (ORS 279A.120) ☐ Resident Proposer ☐ Non-resident Proposer; state of residency: ____________________

Business Certifications (check all that apply) Oregon (ORS 200.055): ☐ Minority-Owned ☐ Woman-Owned ☐ Emerging Small Business ☐ Service-Disabled Veteran-Owned ☐ Disadvantaged Business Enterprise

Federal: ☐ Disadvantaged Business Enterprise (DBE) ☐ Small Business Enterprise (SBE)

Certification No(s).: ______________________________________________

Acknowledgment of Addenda

Addendum No. Date Addendum No. Date

Will your company participate in Intergovernmental Cooperative Purchasing? _______Yes ______No

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 23 of 27

Certification The undersigned certifies that:

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

• This proposal is a firm offer that will remain valid for ninety (90) days after Closing;

• The Proposer will comply with all applicable federal, state, and local laws, regulations, and College policies;

• The information in this proposal is true and accurate to the best of the Proposer's knowledge;

• The Proposer has not colluded with any other Proposer or person in preparing this proposal; and

• The person signing below is authorized to sign on behalf of, and bind, the Proposer.

Signature

Printed Name

Title

Date

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 24 of 27

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 Contract with Umpqua Community College, and that no College employee, officer, or Board member has a financial interest in the Proposer.

The Proposer agrees to promptly disclose in writing any actual or potential conflict of interest that arises during the solicitation or the Contract term.

Disclosure of any potential conflict (write "None" if none):

Firm / Company Name

Signature

Printed Name

Title

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 25 of 27

Attachment C – Proposer Reference Form

Provide at least three (3) references for vending contracts of similar size and scope performed within the past three (3) years. Higher education and public sector references are preferred. Complete a separate form for each reference. The College may contact references to verify performance, service quality, reliability, and overall satisfaction. Failure to provide the required references may result in a lower score or a finding of non-responsiveness.

Solicitation No.: S-P00590-00018163

Proposer Name: ______________________________________________

Reference No.

Client Organization

Contact Name

Title

Address

Phone

Email

Dates of Service

Number of Machines / Locations

Services Provided

Repeat this form for each additional reference.

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 26 of 27

Attachment D – Cost and Commission Proposal Form

Complete all sections. Proposals will be compared using this form together with the Tab 5 narrative. See Section 4.4 for how Financial Value will be scored.

Part 1 – Commissions

Item Proposed

Beverage commission (% of Gross Sales) ________ %

Snack commission (% of Gross Sales) ________ %

Minimum Annual Guarantee (optional), per contract year $ ____________

Cashless transaction fee charged to customers (College prefers none) $ ________ per transaction ☐ None

Part 2 – Proposed Vend Prices List the proposed price for each item. Proposers may add rows for other products. Prices are subject to College approval.

Product Size Cash Price Cashless Price

Bottled water 16.9–20 oz $ $

Carbonated soft drink 20 oz $ $

Carbonated soft drink 12 oz can $ $

Zero/low-sugar beverage 20 oz $ $

Sports drink 20 oz $ $

Sparkling / flavored water 12–17 oz $ $

Energy drink 12–16 oz $ $

Juice / tea 12–20 oz $ $

Chips (regular) 1–1.75 oz $ $

Candy bar Standard $ $

Healthier Option snack (e.g., baked chips, nuts, bar) Standard $ $

Pastry / cookie Standard $ $

Proposals Due: November 12, 2026, 2:00 PM Pacific Time | Page 27 of 27

Part 3 – Value-Added Contributions (optional)

Description Estimated Annual Value Terms and Conditions

Part 4 – Signature The undersigned certifies that the prices, commissions, and contributions above are firm for the Contract term except as permitted by Section 2.4.

Company Name

Signature

Printed Name and Title