REQUEST FOR QUOTATION

26-033

VENDING MACHINE SERVICES FOR CITY-OWNED FACILITIES

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: February 19, 2026

DEADLINE FOR QUESTIONS: March 18, 2026

RESPONSE DEADLINE: April 1, 2026, 8:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR QUOTATION

Vending Machine Services for City-Owned Facilities

I. Introduction II. Project Details

III. Scope of Work IV. Submission Format V. Pricing Proposal

VI. Vendor Questionnaire

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

Request For Quotation #26-033 Title: Vending Machine Services for City-Owned Facilities

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform Vending Machine services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/portal/hayward-ca

1.2. Background

With a population currently estimated at 158,937, Hayward is the third largest city in Alameda

County. The city area includes sixty-one square miles lying between the eastern shore of the San

Francisco Bay and the southern Oakland-Berkeley Hills.

The Mayor is directly elected to a four-year term of office and serves as a voting member and the presiding officer of the City Council. The City Council includes six other members, each of whom is elected at-large to overlapping four-year terms. The Mayor and City Council serve as the legislative and policy-making body of the City government and appoint a City Manager, a City Clerk, and a City

Attorney.

The City Manager is the City's chief executive officer and appoints all other City staff. The City Manager is responsible for the daily administration of the City government and provides overall direction to all

City departments.

Hayward provides a full range of services to its residents including law enforcement; fire prevention and protection; paramedic services; housing and economic development; land use development services and regulations; community planning; libraries; street construction and maintenance; landscape maintenance services; transportation planning; and contracted curbside recycling and refuse collection.

In addition, the City operates and maintains facilities for water distribution, storm water, and sanitary sewer collection and disposal. The City also operates a general aviation airport, downtown parking facilities, a main and branch library, and a civic center. Park and recreation services are provided through partnership with the regional Hayward Area Recreational District (HARD), headquartered in the

City. Grounds and areas fully maintained by the City include City hall and Main Library grounds, Downtown on B Street, South Mission Blvd. Greenway, Medians on Jackson, Foothill, Mission, Harder, Tennyson, Industrial Pkwy, Hesperian, A Street, D Street, Winton, Orchard Roundabout.

1.3. Contact Information

Rodney Affonso JR.

Deputy Director, Maintenance Services Department

777 Bst https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca

24505 Soto Rd.

Hayward, CA 94541

Email: rodney.affonsojr@hayward-ca.gov

Phone: (510) 583-2143

Department:

MSD

Department Head:

Todd Rullman

Director of Maintenance Services mailto:rodney.affonsojr@hayward-ca.gov tel:(510)583-2143

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Communication Regarding this RFQ

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY.

Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/236743

3. Scope of Work

3.1. Summary

The City seeks a vendor that can provide:

• Modern, energy-efficient, and ADA-compliant equipment

• A diverse selection of competitively priced snacks and beverage options, including healthier choices

• Reliable maintenance and prompt repair service

• Secure, cashless and contactless payment options

• Transparent reporting and revenue management (if commission-based)

• Professional customer service and account management

3.2. Site Locations

1. City Hall – 777 B St. – 50 employees

2. Streets/Water – 24505 Soto Rd. – 40 employees

3. Landscape/Facilities - 16 Barnes Ct. – 30 employees

4. Utility Building – 24499 Soto – 20 employees

5. Water Treatment Plant – 3700 Enterprise Ave. – 20 employees

3.3. Project Goals

• Reliable, convenient vending service with minimal downtime

• Quality products with variety and freshness

• Competitive pricing

• Modern cashless payment capabilities

• Environmentally responsible equipment and practices

• Transparent revenue management

• A professional, long-term partnership with an experienced and financially stable vendor

The machine should be a secure, locked unit where products are stored internally. Items are dispensed only after a user completes payment using a credit card, at which point the selected consumable is automatically released

The vendor will provide all labor, equipment, materials, supervision, and management necessary to operate the machines. The City will provide electrical power. At contract end, the vendor must remove equipment and restore sites as required.

3.4. Project Deliverables

• Supply, installation, and servicing of modern, ADA-compliant, energy-efficient vending machines

• Provision of competitively priced snacks and beverages, including healthier options

• Routine restocking, product rotation, and removal of expired items

• Secure payment systems accepting cash, credit/debit, and contactless/mobile payments

• Preventative maintenance and repair response within 24–48 hours

• Regular cleaning and compliance with all health, safety, and licensing requirements

• Monthly or quarterly sales reporting and transparent commission payments (if applicable)

• Dedicated customer service and account management

3.5. Please Include in Proposal

• Product Offering o List of available products including snacks, beverages, and other items.

o Options for healthy and special dietary needs.

o Product pricing and any proposed profit-sharing model.

• Vending Machines o Types and specifications of vending machines with photos.

o Installation requirements and timelines.

o Technology features (e.g., cashless payment options, energy efficiency).

• Service and Maintenance Plan o Schedule for stocking and maintenance.

o Response time for repairs.

o Quality assurance measures.

• Customer Service o Procedures for handling customer complaints and refunds.

o Contact information for support.

• Financial Proposal o Separate proposal cost for each location.

o Cost structure and pricing model.

o Include additional charges i.e. minimum monthly sales, spoilage, cancellation charges, any other fee or charge for service.

3.6. Desired Qualifications of Consultant/Contractor

The City of Hayward seeks qualified vendors with proven experience, capacity, and professionalism to provide full-service vending operations at multiple City facilities. Ideal vendors should demonstrate:

1. Experience & Reliability

• Minimum 3 years of full-service vending operations

• Experience with public agencies, municipalities, schools, or multi-site accounts

• Strong track record of reliable service and customer satisfaction

2. Operational Capacity

• Adequate staffing, equipment, and logistics to support multiple sites

• Timely restocking, maintenance, and repairs with minimal disruption

• Reliable supply chain for consistent product availability

3. Equipment & Technology

• Modern, commercial-grade, energy-efficient, and ADA-compliant machines

• Secure cashless and contactless payment systems

• Remote monitoring preferred for inventory and maintenance alerts

4. Financial Stability

• Financial ability to fund equipment and operations without upfront City costs

• Transparent accounting and experience with commission-based agreements

5. Customer Service

• Dedicated account representative

• Defined response times for service and repairs

• Clear customer complaint and refund procedures

6. Compliance & Licensing

• Valid California and City of Hayward business licenses

• Compliance with Alameda County Environmental Health, insurance, and all applicable laws

7. Sustainability & Community Values

• Energy Star equipment where available

• Healthier product options and eco-friendly practices

• Commitment to ethical business practices and equal employment opportunity

4. Submission Format

To ensure the fair and accurate consideration of all submissions, proposals must contain the following information.

4.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

4.2. Contact & Customer Service

Please describe all support services available from your company/business, specifically addressing the following issues:

A. Normal hours of availability

B. Quality assurance program(s)

C. Guaranteed response time

D. Other support services

4.3. Reference and Experience

A Iist of three (3) references of current or past contracts for which the Contractor has performed or is performing work of similar type, scope, and complexity within the past five years. This list shall include the names, addresses, email addresses, and phone numbers of the contracting party as well as a description of services performed and the dollar amount of the contract. Upon further consideration of the Proposal, the City may request additional vendors.

4.4. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested services. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo

Counties, are of particular interest.

4.5. Project Scope & Approach

Provide a detailed plan for providing the services as described in Scope of Work

4.6. Prices

Prices for provision of services that are "all-inclusive" of all costs, including but not limited to supervision, equipment, overhead-profit and all required insurances as specified in this document.

https://procurement.opengov.com/portal/hayward-ca/projects/236743/document?section=2252721

4.7. Insurance

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

4.8. Current City Business License

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

4.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Proposal

C. Contactor Agreement

1. Exhibit A. Scope of Work

2. Exhibit B. Insurance

3. Exhibit C. Certifications

5. Pricing Proposal

Please insert the pre-tax price.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Installation and Setup 10 Machines at

5 Sites (various locations) 10 One Time

2 City Hall – 777 B Street – Snack

Vending Machine Service & Beverage

Machine Service

2 Month

3 Streets/Water - 24505 Soto Rd. - Snack

Vending Machine Service & Beverage

Machine Service

2 Month

4 Landscape/Facilities - 16 Barnes Ct. -

Snack Vending Machine Service &

Beverage Machine Service

2 Month

5 Utilities Building - 24499 Soto -

Vending Machine Service & Beverage

Machine Service

2 Month

6 Water Treatment Plant - 3700

Enterprise - Snack Vending Machine

Service & Beverage Machine Service

2 Month

7 Minimum Monthly Sales (if applicable) 1 Month

8 Spoilage Charge (if applicable) 1 Month

9 Cancellation Charge per unit and required notice timeline 1 Per Machine

TOTAL

6. Vendor Questionnaire

6.1. Submission Requirements*

Did you read through and confirm that you met all of the RFQ requirements including the sections:

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Cost Proposal (Pricing Table, if applicable)

E. Automated Addenda & Vendor Acknowledgement, if applicable

☐ Yes

☐ No

*Response required

6.2. Discretion & Liability Waiver*

The City reserves the right to exercise discretion and apply its judgment with respect to any qualifications submitted.

The City reserves the right to reject any or all submittals, either in part or in their entirety, or to request and obtain, from one or more of the businesses submitting, supplementary information as may be necessary for City staff to analyze the qualifications pursuant to the contractor/consultant selection criteria contained herein.

The City may require contractors/consultants to participate in additional rounds of discussions, negotiations, or more refined submittals before the ultimate selection of a contractor/consultant is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial qualifications.

☐ Please confirm

*Response required

6.3. Proposal (without Cost Proposal)*

Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

*Response required

6.4. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

6.5. Proof of Insurance*

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

*Response required

6.6. Certifications*

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

*Response required

6.7. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.