Vending Machine Services - Greater St. Louis and Southwest Regions - 02.docx

STATE 0000000446SL Page 2

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Vending Machine Services – Greater St. Louis and Southwest Regions

PROPOSAL DUE NO LATER THAN: July 20, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Sean Mayer

PHONE NO.: (573) 751-4887

EMAIL: sean.mayer@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Missouri Department of Social Services Various Locations throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

AMENDMENT #02 to STATE 0000000446SL

TITLE: Vending Machine Services – Greater St. Louis and Southwest Regions

CONTRACT PERIOD: Effective Date of Contract through February 18, 2027

PLEASE BE ADVISED OF THE FOLLOWING CHANGES AND CLARIFICATIONS:

1. Closing Date has been REVISED.

As Stated: Return proposal no later than July 10, 2026 at 2:00 PM.

Changed To: Return proposal no later than July 20, 2026 at 2:00 PM.

2. Attachment 1 has been REVISED.

3. Attachment 2 has been REVISED.

Vendors may review the revision(s) to the MissouriBUYS, powered by MOVERS electronic solicitation and the amendment document(s) at https://MissouriBUYS.mo.gov. You may be required to acknowledge the electronic amendment.

ATTENTION: IF YOU HAVE ALREADY SUBMITTED A RESPONSE TO THE SOLICITATION, ACCEPTANCE OF THE AMENDMENT AND RESUBMISSION YOUR SOLICITATION RESPONSE IS NECESSARY TO ENSURE THE STATE OF MISSOURI SUCCESSFULLY RECEIVES YOUR SOLICITATION RESPONSE.

Follow the instructions in the Reference Guide for How to Submit Response Online (https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions ) and outlined below if previously responded to the solicitation prior to the amendment issuance.

1) Log into MissouriBUYS, powered by MOVERS (https://missouribuys.mo.gov/).

2) Under Tasks click View Negotiations below Solicitations.

3) The Active Solicitations page will appear. Utilize the search filters and click on the Solicitation Number to open.

4) The Overview page will display. Click Create Response.

5) A Warning pop-up box will open. The supplier must click Yes to continue to view and acknowledge amendments.

6) The supplier should highlight the Amendment(s) and view the changes made via the amendment(s). Once the review is complete, select the Acknowledgement checkbox for each amendment and click Submit at the top right-hand corner of the page. NOTE: A Warning pop-up box will open if all amendments have not been acknowledged. Click Yes to continue.

7) A Confirmation pop-up box will open confirming amendments have been acknowledged. It will also warn that resubmission of the previously submitted response is necessary prior to response to the amendment. Click OK.

8) Supplier will need to click Create Response again and respond to the amended solicitation. NOTE: The Create Response step includes attaching the supplier’s response again.

REVISED PER AMENDMENT 02

Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Sean Mayer

PHONE NO.: (573) 751-4887

EMAIL: sean.mayer@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Missouri Department of Social Services Various Locations throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

AMENDMENT #01 to STATE 0000000446SL

TITLE: Vending Machine Services – Greater St. Louis and Southwest Regions

CONTRACT PERIOD: Effective Date of Contract through February 18, 2027

PLEASE BE ADVISED OF THE FOLLOWING CHANGES AND CLARIFICATIONS:

1. Closing Date has been REVISED.

As Stated: Return proposal no later than June 30, 2026 at 2:00 PM.

Changed To: Return proposal no later than July 10, 2026 at 2:00 PM.

2. RFP Paragraph 2.1.3 has been REVISED.

3. RFP Paragraph 2.1.4 has been REVISED.

4. RFP Paragraph 2.1.4 a. has been REVISED.

5. RFP Paragraph 2.1.4 b. has been REVISED.

6. RFP Paragraph 2.1.4 c. has been REVISED.

7. RFP Paragraph 2.1.4 d. has been ADDED.

8. RFP Paragraph 2.1.5 has been REVISED.

Vendors may review the revision(s) to the MissouriBUYS, powered by MOVERS electronic solicitation and the amendment document(s) at https://MissouriBUYS.mo.gov. You may be required to acknowledge the electronic amendment.

ATTENTION: IF YOU HAVE ALREADY SUBMITTED A RESPONSE TO THE SOLICITATION, ACCEPTANCE OF THE AMENDMENT AND RESUBMISSION YOUR SOLICITATION RESPONSE IS NECESSARY TO ENSURE THE STATE OF MISSOURI SUCCESSFULLY RECEIVES YOUR SOLICITATION RESPONSE.

Follow the instructions in the Reference Guide for How to Submit Response Online (https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions ) and outlined below if previously responded to the solicitation prior to the amendment issuance.

1) Log into MissouriBUYS, powered by MOVERS (https://missouribuys.mo.gov/).

2) Under Tasks click View Negotiations below Solicitations.

3) The Active Solicitations page will appear. Utilize the search filters and click on the Solicitation Number to open.

4) The Overview page will display. Click Create Response.

5) A Warning pop-up box will open. The supplier must click Yes to continue to view and acknowledge amendments.

6) The supplier should highlight the Amendment(s) and view the changes made via the amendment(s). Once the review is complete, select the Acknowledgement checkbox for each amendment and click Submit at the top right-hand corner of the page. NOTE: A Warning pop-up box will open if all amendments have not been acknowledged. Click Yes to continue.

7) A Confirmation pop-up box will open confirming amendments have been acknowledged. It will also warn that resubmission of the previously submitted response is necessary prior to response to the amendment. Click OK.

8) Supplier will need to click Create Response again and respond to the amended solicitation. NOTE: The Create Response step includes attaching the supplier’s response again.

REVISED PER AMENDMENT 02

REVISED PER AMENDMENT 01

Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Sean Mayer

PHONE NO.: (573) 751-4887

EMAIL: sean.mayer@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Missouri Department of Social Services Various Locations throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

REVISED PER AMENDMENT 02

REVISED PER AMENDMENT 02

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the provision of vending machine services for the Greater St. Louis Region and the Southwest Region as set forth herein for the Department of Social Services.

The Central Region, Greater Kansas City Region, Northwest Region, and Southeast Region were previously awarded contracts and are not included in this solicitation.

Minimum Experience Qualifications: There are minimum experience qualifications in the RFP (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

The Family Support Division, Rehabilitation Services for the Blind is responsible for vending services in public State of Missouri office buildings, federal office buildings, and at roadside rest areas.

A map with the applicable regions circled can be found on Attachment 1 and a listing of current vending machine locations, types, quantities of machines, and an approximate gross sales history for the various locations within the Greater St. Louis Region and Southwest Region are provided on Attachment 2. A historical percentage commissions for calendar years 2020 through 2025 is available on Attachment 3.

The Rehabilitation Services for the Blind (RSB) operates the Business Enterprise Program (BEP) to provide self-employment opportunities to legally blind persons. The BEP administers the Randolph-Sheppard Program, pursuant to the Randolph-Sheppard Act (20 U.S.C. Sections 107-107e and 34 CFR 365), signed into law on June 30, 1936 by President Franklin Roosevelt and amended in 1974. The Randolph-Sheppard Act mandates that priority be given to legally blind individuals in the operation of vending facilities existing or to be developed on federally owned, leased or occupied property.

Current and/or Previous Contract Information:

Current contracts exist for the products and/or services being obtained via this RFP. A copy of the contracts can be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the bid number RFPS30034902001677 or the awarded contract numbers CS201677001 through CS201677006 when searching for these documents. In addition, for the most recent bid that awarded the Central Region, Greater Kansas City Region, Northwest Region, and Southeast Region, please reference the bid number STATE 0000000221SL or the awarded contract numbers MS260221001 and MS260221002 when searching for these documents.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal end date and time of the proposals. If not received prior to ten (10) calendar days before the proposal end date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal end date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified end date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal end date and time.

Proposal End Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall provide automatic coin and credit card operated vending machine services for the Department of Social Services, Family Support Division, Rehabilitation Services for the Blind (hereinafter referred to as the “state agency”), in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

The choice between coin and credit card operated vending machines shall be at the contractor’s discretion, unless otherwise specified by the state agency.

The contractor shall understand and agree that pursuant to the Randolph Sheppard Act (20 U.S.C. Sections 107-107e and 34 CFR 365), priority shall be given to legally blind individuals in the operation of vending facilities.

REVISED PER AMENDMENT 01

The contractor shall provide vending machine services for all government office buildings and roadside rest areas within the contractor’s awarded region(s), which shall only include the Greater St. Louis Region and/or the Southwest Region, as specified on the Notice of Award issued by the Division of Purchasing and as identified on Attachment 2. The contractor shall understand and agree that the state agency may add or remove State of Missouri office buildings, federal office buildings, and roadside rest areas within the contractor’s awarded region(s).

Any added or removed State of Missouri office buildings, federal office buildings, and roadside rest areas for which the contractor shall provide services shall be made by an amendment to the contract issued by the Division of Purchasing at least thirty (30) calendar days, when feasible, prior to the contractor beginning/discontinuing vending machine services at the additional/removed State of Missouri office buildings, federal office buildings, and roadside rest areas.

The contractor shall begin and discontinue providing vending machine services on the date(s) specified by the state agency.

The contractor shall provide vending machine services for any additional State of Missouri office buildings, federal office buildings, and roadside rest areas in accordance with the same terms, conditions, and pricing stated herein.

REVISED PER AMENDMENT 01

The vending machine locations for each region are identified on Attachment 2. The contractor shall provide services for all locations within their awarded region(s) as identified on Attachment 2. The contractor shall understand and agree that the state agency reserves the right to provide the contractor with updated versions of Attachment 2 throughout the life of the contract, as revised through a contract amendment(s). Upon notification, the contractor shall promptly implement the changes outlined in the updated attachment.

REVSIED PER AMENDMENT 01

Route Availability: The contractor shall understand and agree that the state agency does not guarantee the availability of vending routes within the contractor’s awarded region(s) if a blind manager is already assigned to those routes in accordance with applicable regulations.

REVISED PER AMENDMENT 01

Transition to Blind Vending Managers: The contractor shall understand and agree that the state agency reserves the right to remove all or a portion of the vending routes within the contractor’s awarded region(s) and transition them to a Blind Vending Manager, if one becomes available which is priority based on the Randolph-Sheppard Act described in paragraphs 2.1.2 and 1.2.3 of the contract. The state agency will give written notice to the contractor thirty (30) calendar days prior to removing any of the vending routes.

REVSIED PER AMENDMENT 01

Contract Termination Option: The state agency reserves the right to terminate the contract by giving written notice to the contractor thirty (30) calendar days prior to the effective date of termination, if a Blind Vending Manager becomes available for all of the vending routes within the contractor’s awarded region(s).

ADDED PER AMENDMENT 01

Explanation of "BVM Sales" (Southwest Region): Whenever the acronym "BVM" is referenced within Attachment 2, it denotes a Blind Vending Manager. Because a blind vending manager currently oversees the Southwest Region, there is no active contract vendor in place. This region is included in the RFP to establish a backup contract; in the event that a Blind Vending Manager is no longer available, the awarded vendor will be required to step in and provide services for this region.

REVISED PER AMENDMENT 01

For purposes of this document, automatic coin and credit card operated vending machine services shall include the furnishing, installing, stocking, maintaining, servicing, repairing, and replacing of the vending machines at the locations identified in the contractor's awarded region(s). These obligations apply uniformly regardless of whether the equipment consists of contractor-owned machines or state-owned machines. In the event that state-owned equipment is not present or available on-site at a specified location, the contractor shall be responsible for furnishing and installing their own vending machines to ensure seamless operations.

The contractor must remove all machines upon expiration/termination/cancellation of the contract.

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, equipment, and supplies necessary to perform the services required herein.

Minimum Experience Requirements:

The contractor must meet or exceed the following minimum experience requirements at the time of proposal submission and for the duration of the contract:

The contractor shall have a minimum of five (5) years of verifiable professional experience in providing vending machine services comparable in scope and complexity to the requirements in this contract.

Specific Machine Requirements:

Within thirty (30) calendar days after state agency authorization for the contractor to proceed with services within the contractor’s awarded region(s), the contractor shall submit the types of machines to be installed in each location for approval and shall have such machines installed and operational, in accordance with the quantity of vending machines specified on Attachment 2.

The state agency must be advised of and approve the types of machines prior to installation.

If, in the opinion of the state agency, any circumstances warrant changes to the quantity, types, and specifications of vending machines, the contractor shall make the changes required by the state agency including the removal of, addition of, or any other changes to vending machines. The contractor shall make such changes within sixty (60) calendar days upon the written request of the state agency.

Vending machine requests and information shall be submitted to and coordinated with:

Melissa Anderson Supervisor—Program Coordinator State of Missouri—Rehabilitation Services for the Blind Business Enterprise Program P.O. Box 2320 Jefferson City, MO 65102-2320 Telephone: (573) 751-4881 Fax: (573) 751-1281 Mobile: (573) 536-6058

The contractor shall install new vending machines or vending machines refurbished to “like new” condition. The state agency reserves the right to determine the acceptability of refurbished vending machines. The state agency’s decision shall be final and without recourse.

All vending machines shall harmonize with the décor of the area, if applicable. The contractor must contact the state agency regarding color and placement prior to the placement of the machine.

All vending machines provided by the contractor must be of similar styling to not detract from the décor of the location where the vending machines are installed.

Upon request by the state agency, the contractor shall remove and replace any vending machines, which, in the opinion of the state agency, have deteriorated to where the machines are not mechanically able to provide reliable service, or the exterior of the machines have deteriorated to the point where aesthetic appearance detracts from surrounding décor. Upon request of the state agency, the contractor shall remove and replace deteriorated vending machines within sixty (60) calendar days.

The contractor shall provide winterized vending machines and shall install the machines in the approximate thirteen feet wide by three feet deep (13' x 3') concession buildings at each roadside rest area location.

As necessary, the contractor shall remove vending machines from state agency wooden concession building(s) at state agency specified vending locations to allow the state agency to repaint the building(s). Once a concession building(s) is painted, the contractor shall reinstall the vending machines.

The contractor shall receive written notice from the state agency within 10 calendar days prior to the building(s) being painted.

The state agency’s area supervisors will coordinate all painting schedules.

The contractor must equip all vending machines with transaction counters that cannot be reset.

Transaction counters must maintain a cumulative reading of all transactions for each vending machine in which all products are sold at the same price.

For each vending machine in which products are sold at different prices, transaction counters must maintain a cumulative reading of all money accepted, less change returned.

Transaction counters must be sealed and unable to be reset without removal from the vending machines and disassembled.

The contractor must submit to the state agency the type of vending machines substituted, if other than as specified, by location, type of machine, and items to be dispensed as identified on Attachment 2. Any substitution must be of comparable size (quantity dispenses) and style as specified on Attachment 2. The state agency must be advised of and approve of any such substitutions in writing prior to installation of any such machines. The decision of the state agency will be final and without recourse.

The title to the vending equipment required by the contract shall be held by and vested in the contractor or contractor’s subcontractor. The State of Missouri shall not be liable in the event of loss, incident, destruction, theft, damage, etc., arising out of the ownership, selection, possession, operation, control, use, maintenance, delivery, return, and installation of the equipment provided by the contractor. The contractor shall obtain insurance coverage for such loss in an amount the contractor deems appropriate.

Specific Product Specifications:

The contractor must, at all times, maintain ample stock of all products dispensed and sold in vending machines.

The state agency will have the exclusive right to select the various flavors and kinds of products to be vended. The contractor should provide products that are nationally advertised name brands of first quality.

The contractor shall provide products in at least one multi-snack vending machine at each location where a multi-snack machine is present that meets the National Automatic Merchandising Association (NAMA) Fit Pick Standard 35-10-35, which identifies products with not more than thirty-five percent (35%) of their calories from fat, not more than ten percent (10%) from saturated fat, and not more than thirty-five percent (35%) of the total weight from sugar (nuts and seeds excluded). Information regarding Fit Pick may be found at: https://namanow.org/convenience-services/.

The contractor shall comply with all applicable requirements and provisions of the Food and Drug Administration (FDA) Food Labeling regulations for calorie disclosure in vending machines. Information regarding the FDA regulations may be found at: https://www.fda.gov/regulatory-information/search-fda-guidance-documents/guidance-industry-food-labeling-guide.

Upon written request by the state agency, the contractor shall remove products, which do not, in the opinion of the state agency, meet the required criteria and furnish additional products in the vending machines as customer demands change and new products become available.

The contractor must mark and visibly display all perishable food products with an expiration date and must within five (5) business days replace all such products that have expired.

The contractor shall furnish all supplies necessary for the person utilizing the vending machines including, at a minimum, the following:

a. Condiments – Salt and pepper packets, mustard packets, ketchup packets, tartar sauce, etc.;

b. Paper Products – Napkins, lids for drink cups, straws, etc.; and

c. Utensils – Plastic spoons, forks, knives, soup spoons, etc.

Specific Personnel and Service Requirements:

The contractor shall furnish 24-hour, seven days per week service, and shall stock vending machines according to a schedule which ensures the vending machines never become empty of any product(s) or have product(s) that have expired. If necessary, in order to fulfill this requirement, the contractor’s schedule may require service and stocking one or more times per day, especially during peak sales time.

The contractor must have trained, competent service personnel available within 24 hours of the state agency’s request for repairs on a vending machine. The contractor must provide the name(s) and telephone number(s) of the service personnel to the state agency in order for the state agency to report malfunctions.

The contractor must provide trained, experienced route sales personnel for vending machines. The contractor’s route sales personnel must have relevant knowledge, skills, and the ability to provide effective and efficient vending machine services.

All of the contractor’s service and sales personnel must wear distinguishable uniforms while working at the specified locations and must comply with the requirements of building management regarding the stocking and servicing of the vending machines.

The contractor shall agree that each time the vending machines are restocked, serviced, or otherwise attended by the contractor, the state agency or its designee may conduct a vending count to record the number of products in the vending machines prior to or following any restocking or servicing.

The contractor shall be responsible for refunds. A uniform system of refunding money acceptable to the state agency must be in operation at all times throughout the life of the contract (i.e., the contractor must provide a workable system for refunding money to individual customers who insert money in a vending machine and receives no product in return or receives an expired product).

The contractor must post basic instructions for refunds and reporting of malfunctions on each vending machine prior to installation of the vending machines.

The contractor must dispose of internal waste daily and must maintain vending machines to meet standards of health and sanitation required by federal, city and state law or regulations. In addition, the contractor must maximize sanitation and cleanliness in the vending machine area. The contractor must provide the state agency with a maintenance and cleaning schedule for all vending machines.

By no later than twenty (20) calendar days after the state agency authorizes the contractor to proceed with services, the contractor shall submit a written identification and notification to the state agency of the name, title, address, and telephone number of the individual within the contractor’s organization as a duly authorized representative to whom all correspondence, official notices, and requests related to the contractor’s organization as a duly authorized representative to whom all correspondence, official notices, and requests related to the contractor’s performance under the contract shall be addressed. The contractor shall have the right to change or substitute the identified individual as deemed necessary. However, the state agency must be notified of the contractor’s change of the identified individual within five (5) business days.

Accounting Requirements:

On a monthly basis, the contractor shall return a percentage commission of the total net sales from all vending machines to the Lions Business Opportunities for the Missouri Blind. The contractor shall understand and agree that the total net sales are the gross sales less sales tax.

By no later than twenty (20) calendar days after the state agency authorizes the contractor to proceed with services, the contractor shall submit a schedule detailing the closing dates for each of the contractor’s monthly reporting periods to the state agency.

Within twenty-five (25) calendar days after each closing date, the contractor shall submit the appropriate commission payment to the following address:

Lions Business Opportunities for the Missouri Blind P.O. Box 2320 Jefferson City, MO 65102

The contractor shall submit the commission payment in the form of a check, certified check, cashier’s check, or money order, as specified by the state agency.

The contractor shall be responsible for sales tax and shall not deduct such from the commissions owed to the state agency.

The contractor must include a monthly commission report detailing the report of sales by vending machine. The monthly commission report shall include for each vending machine the following information:

Machine type and location;

Machine number;

Products;

Beginning and Ending reading of the transaction counter;

Dates earned;

Sales per machine; and Sales tax collected.

The contractor must use generally accepted accounting principles as promulgated by the American Institute of Certified Public Accountants.

Upon contract award and notification from the state agency to proceed with services, the contractor shall submit a product pricing list for the state agency’s review. All product pricing shall be mutually agreed upon between the contractor and the state agency.

The contractor shall keep product prices competitive with local businesses (grocery stores, convince stores, etc.) for similar products. The contractor shall not charge more than the prices listed on the product pricing list for each respective product, unless price increases are approved in writing by the state agency, on a product specific basis.

If product market prices increase and if vending product prices increase to more than the prices specified on the product pricing list, the contractor may submit a written request for a price change, along with justification for such change, to the state agency.

The contractor must receive written approval of the new price from the state agency prior to changing the price in the vending machine(s). The decision by the state agency regarding approval or disapproval of the request for a price change shall be final and without recourse.

Upon request by the state agency, the contractor shall appear at a specified location to open any or all vending machines and permit the state agency or its designee to count the amount of money in any or all vending machines at the location. The state agency will give the contractor a minimum of four (4) hours’ notice prior to the inspection.

The contractor shall understand and agree that any breach of contract duties or failure by the contractor to perform contract duties as set forth herein shall entitle the State of Missouri to perform either or both of the following as deemed in the best interest of the State of Missouri:

The Division of Purchasing shall cancel the contract by providing the contractor with a written notice of such cancellation. Prior to issuing such a notice, if appropriate, the Division of Purchasing shall provide the contractor with one opportunity to cure the breach within a reasonable period of time. Should the Division of Purchasing exercise its right to cancel the contract, the cancellation shall become effective on the date specified in the notice of cancellation sent to the contractor.

The state agency shall recover from the contractor, all lost profits due to the contractor’s failure to perform in accordance with the terms and conditions of the contract; or when lost profits cannot be determined with certainty, the state agency shall recover from the contractor an amount equal to 25% of all gross sales by all the vending machines present at the identified location(s) for the period affected by the contractor’s breach or failure to perform. For purposes of this paragraph only, gross sales shall be computed by multiplying the highest gross sales for any month of the contract by the number of months the contract is affected by the breach or failure to perform. The state agency’s recovery shall be equal to 25% of that amount.

Specific Personnel Security Requirements:

The contractor shall contact each government office building listed in Attachment 2 in order to determine each government office building’s security requirements and shall then work with each government office building in order to obtain security clearance as necessary.

The contractor shall contact the state agency to obtain contact information for each government office building included in Attachment 2.

The contractor’s access to federal office buildings shall require a United States General Services Administration (USGA) security clearance, at no cost to the contractor. (The Federal Government reserves the right to change the procedures, requirements, and the costs associated with obtaining a GSA security clearance without notice, therefore possibly incurring an expense to the contractor in the future.) In order to obtain a GSA security clearance, the contractor must follow the requirements provided at: https://www.gsa.gov/directives-library/gsa-clearance-verificationpassing-procedures. Per the GSA security clearance requirements, the contractor shall complete a Contractor Information Worksheet (CIW) (GSA Form 850) and the eQip Background Investigation. Information on how to access both forms is listed below:

CIW can be downloaded at the following address: https://www.gsa.gov/reference/forms/contractor-information-worksheet.

eQip Background Investigations can be found at the following address: https://nbib.opm.gov/e-qip-background-investigations/.

In the event the contractor encounters any problem(s) obtaining security clearance(s) for the contractor’s personnel, the contractor may contact the state agency for direction and guidance.

The state agency will have the right to deny access into any government building for any of the contractor’s personnel for any reason. Such denial of the contractor’s personnel shall not relieve the contractor of any of the requirements of the contract.

Other Requirements:

Retention of Records and Documents: The contractor shall understand and agree that the state agency and/or its designee may audit, examine, and copy any and all books, records, and information relating to the operation of the vending machines for the state agency for a period of seven (7) years from the date of the cancellation, expiration, or termination of the contract.

The contractor shall permit governmental auditors and authorized representatives of the State of Missouri to have access, for the purpose of audit or examination, of all of the books, documents, papers, and records of the contractor's recording receipts and disbursements of any of the funds made available to the contractor relating to the operation of this contract for the state agency at any reasonable time.

The contractor shall retain all records pertaining to the contract for seven (7) years after the close of the contract year unless audit questions have arisen or any legal action is contemplated or filed within the seven year (7) limitation and have not been resolved. All records shall be retained until all audit questions or legal actions, or both have been resolved. The contractor shall safeguard and keep such records for such additional time as directed by the state agency. The obligation of the contractor to retain and produce records shall continue even after the contract expires or is otherwise terminated by either party.

Financial Records and Document Retention:

The contractor must maintain financial and accounting records and evidence pertaining to the contract in accordance with generally accepted accounting principles.

The contractor shall maintain all financial records, supporting documentation, and all other records pertinent to the contract for a period of seven (7) years from the date of the final payment by the state agency or the completion of an audit, whichever is later, or as otherwise stated in the contract.

If any litigation, claim, negotiation, audit, investigation, or other action involving the records has been started before the expiration of the seven (7) year period, the contractor shall retain the records until completion of such action and resolutions of all issues that arise from it or until the end of the regular seven (7) year period, whichever is later.

If the state agency is subject to any litigation, claim, negotiation, audit, or other action involving the records, the state agency will notify the contractor in writing to extend the contractor’s retention period.

****END OF SCOPE OF WORK SECTION****

TERMS AND CONDITIONS SECTION

Applicable Laws and Regulations:

The contract shall be construed according to the laws of the State of Missouri. The contractor and the State of Missouri must follow all applicable federal, state, and local laws and regulations that apply to the performance of the contract. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable. However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the contractor and Purchasing.

Non-Discrimination and Affirmative Action:

The contractor must comply with applicable federal and state laws and regulations addressing discrimination in employment.

Americans with Disabilities Act:

In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA), ADA is 42 U.S.C. section 12101, et seq.

Anti-Discrimination Against Israel Act Contractor Requirements:

If the contractor meets the definition of a company as defined in section 34.600, RSMo, and has ten or more employees, the contractor shall not engage in a boycott of goods or services from the State of Israel; from companies doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel; or from persons or entities doing business in the State of Israel as defined in section 34.600, RSMo.

If during the life of the contract, the contractor’s business status changes according to section 34.600, RSMo, then the contractor shall comply with, complete, and submit to the Division of Purchasing an updated Exhibit K, Anti-Discrimination Against Israel Act Certification.

Authorized Personnel/E-Verify:

For work performed under the contract, the contractor shall only employ personnel authorized to work in the United States in accordance with applicable federal and state laws, including section 285.530, RSMo and Executive Order 07-13. If the contractor employs personnel not authorized to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse, and to pursue any other remedies permitted by the contract or by applicable state or federal law.

Prior to the performance of any services, a contractor meeting the definition of a business entity in section 285.525, RSMo, shall maintain enrollment and participation in the E-Verify Federal work authorization program with respect to the employees hired after enrollment in the program for work in connection with the contracted…