VENDING_MACHINES_OPERATION_&_MANAGEMENT_(Addendum_#2_Revision).pdf

CITY OF DORAL

INVITATION TO NEGOTIATE

VENDING MACHINES OPERATION &

MANAGEMENT

Submission Due Date: Tuesday, May 5, 2026, at 2:00 pm

ITN No. 2026-11

Procurement and Asset Management Director:

ROMAN MARTINEZ, MPA, CPPO, CPPB

City of Doral Invitation to Negotiate

VENDING MACHINES

OPERATION & MANAGEMENT

2026-11

Table Of Contents

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.2. Evaluation Process Overview

1.3. Evaluation Criteria and Weights

2. PROJECT DESCRIPTION

2.1. Background

2.2. Scope of Work

2.3. Deliverables

2.4. Desired Outcomes: What Success Would Look Like

3. RESPONSE REQUIREMENTS

3.1. Required Forms & Certifications

3.2. Licenses

3.3. Financial Stability Documentation

3.4. Trade Secrets

3.5. Minimum Qualification Requirements

3.6. Initial Proposal Response Requirements

4. SPECIAL PROVISIONS

4.1. Special Contract Provisions

5. GENERAL DEFINITIONS & SOLICITATION TERMS & CONDITIONS

5.1. General Definitions

5.2. General Terms and Conditions

6. VENDOR RESPONSE

6.1. Vendor Questionnaire

Attachments:

A - Minimum Insurance Requirements

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1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

The City of Doral has issued ithis Invitation to Negotiate to solicit vending machines service providers to provide their response to the City's need in securing the services required under this ITN. Proposers are to download the ITN dpocument from OpenGov and thoroughly review the ITN document and follow all instructions to respond the ITN.

1.1.1. Procurement Schedule

All dates and times in this Solicitation may be changed by a written addendum issued by the City. The City’s tentative schedule for this Solicitation is as follows:

Issuance/Advertisement Date: April 1, 2026

Pre-Submittal Conference/Site Visit

(Mandatory):

April 15, 2026, 10:00am

Doral Central Park Community Center -

3005 NW 92nd Ave, Doral, FL 33172

Deadline for Written Questions: April 28, 2026, 5:00pm

Deadline for Responses (Submit

Electronically via OpenGov):

May 5, 2026, 2:00pm https://teams.microsoft.com/meet/23013162

548338?p=pEvuWJr0itQ5jYlbmV Meeting ID: 230 131 625 483 38 Passcode: 7zz2GR7v

PHASE I - Public Evaluation Committee

Meeting (Open to Public) (Possible

Shortlist):

TBD

PHASE II - Presentation and Q&A Sessions

(Closed to the Public) (Only shortlisted proposers):

TBD

PHASE II - Evaluation and Ranking (Open to the public) (Possible additional Shortlist):

TBD

https://teams.microsoft.com/meet/23013162548338?p=pEvuWJr0itQ5jYlbmV https://teams.microsoft.com/meet/23013162548338?p=pEvuWJr0itQ5jYlbmV

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Phase III - Negotiations (not Public) -

Meetings with Finalists:

TBD

Request for finalists to submit Best and

Final Offer (BAFO):

N/A

Best and Final Offer Submission: TBD

Phase IV - FINAL Evaluation Committee

Meeting ranking (Open to the public):

TBD

Phase IV - Recommendation of Award to the City Manager:

TBD

City Manager review of recommended award and recomeddnation to the City

Council:

TBD

City Council Award Recommendation or other Action:

TBD

The above schedule may be amended as required. All scheduled meetings will be announced with sufficient time to allow the public full access to the scheduled meetings as per the State of Florida Sunshine Law.

1.1.2. Solicitation Overview

The City of Doral is seeking Responses from a qualified Respondent to provide Vending Machines Operation &

Management Services. The City of Doral is requesting proposals from qualified and experienced firms for the

Operation and Management of Vending Machines at various locations throughout the City. .

The City is requesting sealed proposals from qualified and experienced firms for vending machine operation and maintenance at various locations within the City. The firm shall have the capacity to expand as needed to additional facilities as needed by the city. Upon the City Council’s ratification of the Selection Committee’s rankings the City will enter into an agreement subject to the approval of the City Manager in his or her sole discretion (the “Agreement”), and approved as to form and legality by the City Attorney, with the selected

Provider to operate vending machines at the specified locations, subject to the terms and conditions of the

Agreement (the “Services”).

It is the City’s intent and the purpose of these specifications to secure a qualified firm to manage and operate vending machines at City facilities, which includes the sale of prepackaged food and beverages on behalf of the City. Proposers are not permitted to subcontract in whole or in part any portion of service or services.

The successful Proposer must be an independent Provider and the individual(s) assigned to work for the City by the Proposer shall be subject to the approval of the City and will not be City employee(s).

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The following ITN solicitation is requesting responses from service providers that have the experience and ability to service the city with Vending Machines Operations & Management Services.

Through the ITN process described herein, qualified entities interested in providing such services to the City must prepare and submit a Response packet in accordance with the procedure and schedule of this ITN.

1.1.3. Notice to Respondents

NOTICE: The City of Doral (“City”) hereby gives notice of its intent to seek Responses from qualified firms or entities (herein referred to as “Respondents”) in response to this Invitation to Negotiate (“ITN”) to provide the services described herein. Responses must be received by the deadline date and time specified below.

1.1.4. Pre-Submittal Conference

Conference Type: Mandatory

A Pre-Submittal Conference will be held on the date and time specified in the Procurement Schedule. During this meeting, the requirements of this Solicitation will be reviewed and discussed. If Mandatory: Prospective

Respondents must attend. Those who do not attend will be ineligible to submit a Response. Any Response submitted by a non-attendee will be deemed non-responsive. If Non-Mandatory: Prospective Respondents are encouraged to attend, but attendance is not required to submit a Response.

Any changes to this Solicitation discussed during the conference or site visit are not binding unless included in a written addendum issued by the City. Any questions regarding the Solicitation must be submitted in writing to the Procurement Division on or before the question deadline.

Respondents are responsible for reviewing all information related to this Solicitation, including information presented at the conference. By submitting a proposal, the Proposer certifies that it is sufficiently familiar with the facilities, work requirements, and all conditions that may affect contract performance.

1.1.5. Method and Deadline for Submittal

Responses must be submitted electronically through the OpenGov Procurement

Portal https://procurement.opengov.com/portal/cityofdoral/projects/248096 by the date and time stated above.

The responsibility for submitting a Response before the stated time and date is solely and strictly that of the

Respondent. The City is not responsible for any delayed, lost, late, misdelivered, or non-delivered Responses, no matter the cause. Any submittals received after the due date and time specified will not be considered. The

City will open all submittals received by the stated deadline in a public forum and announce the name of each

Respondent that submitted a response to this ITN.

Solicitations, addenda, and related notices can be downloaded from OpenGov. Interested parties must register with OpenGov to receive notifications of addenda or notices issued in connection with this ITN.

The City reserves the right to accept any response deemed to be in the best interest of the City, to waive any minor irregularities, scrivener’s errors, minor omissions, minor deviations, and/or technicalities in any

Responses, or to reject any or all Responses and to re-advertise for new Responses, in accordance with the applicable sections of the Florida Statutes, the City Charter and Code, and this Solicitation. Minor issues may be corrected at the City’s discretion; however, material deficiencies, missing mandatory information, or failure to meet basic requirements may result in disqualification.

https://procurement.opengov.com/portal/cityofdoral/projects/248096

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1.1.6. Method of Award

The City will review all submittals received by the Deadline for Submittal for compliance with the requirements set forth in this ITN. To be deemed responsive, the submittal must meet or exceed the minimum requirements established herein and include all required forms. The City will be the sole judge in determining the

Respondents' qualifications. The City anticipates awarding a minimum of 1 contracts but reserves the right to award more if in the best interest of the City.

A response to this solicitation does not constitute an offer or a contract with the City. A contract will not exist and is not binding until Responses are reviewed and ranked by an evaluation committee, finalists are selected, negotiations are conducted, Best and Final Offer(s) (BAFOs) are requested, the best Response is identified, a contract has been executed by the parties, and approved by the appropriate level of authority within the City.

The City’s decisions will be final.

In the event the awarded firm fails to execute the agreement or perform services after award, the City of Doral reserves the right to negotiate and execute a contract with the next most qualified firm, as determined during the original selection process, without further solicitation.

1.1.7. Cone of Silence Policy and Inquiries

This Solicitation is subject to the City “Cone of Silence” policy. Accordingly, all questions and/or comments regarding this Solicitation must be made in writing and be directed to Procurement at the following email procurement@cityofdoral.com. All inquiries must reference "ITN No. 2026-11 VENDING MACHINES

OPERATION & MANAGEMENT” in the subject line. No phone calls will be accepted in reference to this solicitation. If it becomes necessary to provide additional clarifying information that revises any part of this solicitation, supplements or revisions will be made available via a written addendum.

1.1.8. Term of Contract

Any contract resulting from this ITN will establish a multi-year agreement with renewal options. Renewal options will be at the same price, terms, conditions, and specifications, unless otherwise agreed to by both parties. Renewals and any changes to the pricing structure, terms, conditions, or specifications must be in writing and executed by the City and the Contractor’s authorized representative.

1.1.9. Contract Execution

The City and the Successful Respondent will execute a contract within thirty (30) days after Notification of

Award, based on the requirements set forth in the ITN, through action taken by the City Council at a fully authorized meeting. If the Successful Respondent awarded the Contract fails to enter into a contract as herein provided, the award may be declared null and void, and the Contract may be awarded to the next most responsible and responsive Respondent, or re-advertised, as determined by the City.

1.1.10. Identification of Subcontractors

Respondents shall list all proposed subcontractors in the appropriate portion of the Required Proposal

Submission Forms attached as Part C. Contractor shall be responsible for the coordination of the trades, Subcontractors, materials, and staff necessary to complete the Work.

1.1.11. Pricing

Should the Respondent be awarded a contract pursuant to this ITN, the prices provided in their Final BAFO response. Nonetheless, the Respondent is permitted to propose incentives and discounts from the fixed price to the City at any point during the term of the contract. Any price decrease effected during the contract period, mailto:procurement@cityofdoral.com

VENDING MACHINES

either due to market changes or as a result of the Contractor offering the same or lower prices to other customers, shall be passed on to the City.

The City reserves the right to negotiate reduced prices for any additional term(s) based on market trends or other relevant factors that may affect pricing. Furthermore, the City may adjust the pricing for any additional term(s) in response to decreases in the relevant pricing index.

It is the Successful Respondent’s responsibility to request any pricing adjustment under this provision. For any adjustment to commence on the first day of any exercised option period, the request for adjustment should be submitted 90 days prior to the expiration of the then-current contract term. The adjustment request should not exceed the relevant pricing index change. If no adjustment request is received from the vendor, the City will assume that the vendor has agreed to the optional term without requiring a pricing adjustment. Any adjustment request received after the commencement of a new option period may not be considered.

The City reserves the right to negotiate lower pricing for the additional term(s) based on market research information or other factors that influence price. The City reserves the right to apply any reduction in pricing for the additional term(s) based on the downward movement of the applicable index.

The City reserves the right to reject any price adjustments submitted by the Successful Respondent and/or not exercise any otherwise available option period based on such price adjustments. Continuation of the contract beyond the initial term, and any option subsequently exercised, is a prerogative of the City and not a right of the Successful Respondent. This prerogative will be exercised only when such continuation is clearly in the best interest of the City.

1.2. Evaluation Process Overview

A. The ITN process will be conducted in the following phases:

1. Submission of responses

2. Phase I - Evaluation of responses and shortlisting

3. PHASE II - Presentations and Q&A Sessions by shortlisted proposers

4. Public Evaluation Committee Meeting, posible additional shortlist (finalists). Evaluation Committee decides who to invite to Phase III - Negotiations.

5. PHASE III - Negotiations

6. Request to Submit Best and Final Offer (BAFO) by the finalists

7. Evaluation of Best and Final Offers (BAFO’s)

8. PHASE IV - Final Public Evaluation Committee Meeting - recommendation of award by the

Evaluation Committee

9. City Manager's Review of the Evaluation Committee's recommendation of award and final decision approval

10. City Council review and approval of award

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11. Contract Prep and Issuance

B. Procurement staff will review all Responses to confirm compliance with the submission requirements for this Solicitation. Non-compliant Responses may be deemed non-responsive and excluded from further consideration.

C. Committee Evaluation

Proposals will be evaluated by a Proposal Evaluation Committee, which will review responses deemed responsive and responsible to the solicitation requirements. The committee will convene, review, evaluate, and rank all valid proposals submitted based on the evaluation criteria.

The Proposal Evaluation Committee reserves the right to interview any, all, or none of the Proposers who responded to the ITN and to require a formal presentation/interview with the key personnel who will administer and be assigned to work on behalf of the contract before recommendation of award.

D. Negotiation/Discussion

The ITN is aflexible procurement process method which allows for concurrent negotiations with two or more suppliers. These are collaborative negotiations that entail an exchange of ideas and methods concerning how to best deliver the good or service. The likely outcome of this exchange is changes to the original requirements and adjustments to the Proposer’s response.

1. Part One Negotiations

Based on the outcome of the proposal evaluation meeting, the Evaluation Committee may select a negotiation team that may be composed of evaluation committe members, city's financial officer and the Procurement Director. Important to note that there will be no evaluation or ranking process during negotiation meetings. These meetings are to clarify the offer by the finalists and assist the finalists in preparing a final response via a Best and FInal Offer (BAFO). During Negotiations, the

Negotiation Team will:

a. Clarify or amend the City’s requirements and expectations.

b. Identify any lack of clarity or shortcomings in the Proposer’s initial offer.

c. Explore alternative solutions or methods with Proposers.

d. Discuss pricing and contract terms with Proposers.

e. Formalize components of the scope of work.

The outcome of this meeting is for the Proposer(s) to submit their Besta nd FInal Offer (BAFO) consideration based on the negotiation discussions.

2. Completion of Negotiations

Once a mutually acceptable agreement that satisfies all parties, addresses all business requirements of the City, and presents the best value to the City is reached, the negotiation phase is complete. If negotiations reach an impasse with all short-listed Proposers invited to negotiate, the

City has the option to reject all offers and cancel the ITN, to reject all offers and reissue the ITN, or

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to obtain the good or service by another procurement method. Once the negotiation phase has completed, the be Procurement Department will forward a request to submit a Best and Final Offer

(BAFO) from each finalists.

E. Final Award

FInal recommedation of award wil be provided by the City Manager. The final award is subject to approval by the City Council. Any award made is subject to execution of the contract in a form and substance that is approved by the City Attorney. The City is the sole judge of its best interests and reserves the right to reject all Responses at its sole discretion. The City’s decision will be final.

1.3. Evaluation Criteria and Weights

Rating Scale

0 – Non-Responsive / Unacceptable

Proposal fails to address the criterion, contains major deficiencies, or is non-compliant. Cannot be awarded points.

1 – Poor

The proposal minimally addresses the criterion. Significant weaknesses or gaps exist, and it is unlikely to meet the requirements.

2 – Fair

The proposal addresses some aspects of the criterion, but is incomplete or unclear. Weaknesses outweigh strengths, and there is limited confidence in successful performance.

3 – Satisfactory / Acceptable

The proposal adequately addresses the criterion. Its strengths and weaknesses are balanced. It meets the minimum requirements with moderate confidence in success.

4 – Good

The proposal fully addresses the criterion with meaningful strengths. Minor weaknesses may exist, but overall, the response is thorough, clear, and demonstrates above-average capability.

5 – Excellent / Outstanding

The proposal completely and convincingly addresses the criterion. It demonstrates exceptional strengths, innovation, or value. There are no significant weaknesses, which provides high confidence in successful performance.

Phase I – Responsive Proposal Evaluation Review and Ranking

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Firm Experience & Qualifications

• Experience providing vending machine services for public sector clients (municipalities, airports, schools, etc.)

• Years in business and organizational stability

• Past performance on similar-sized contracts

• Key personnel experience

0-5 Points 30 (30% of Total)

2. Proposed Approach & Operational Plan

• Approach to machine stocking, servicing, and maintenance schedules

• Responsiveness to outages and service calls

• Plan for minimizing downtime and ensuring product availability

• Logistics and route optimization

• Customer service approach

(complaints, refunds, etc.)

0-5 Points 25 (25% of Total)

3. Product Mix & Innovation

• Variety and quality of products

(snacks, beverages, fresh food options)

• Healthy and wellness-oriented offerings

• Ability to customize products based on location demographics

• Sustainability (eco-friendly packaging, energy-efficient machines)

0-5 Points 15 (15% of Total)

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4. Technology & Reporting Capabilities

• Cashless payment options

(credit/debit, mobile pay, NFC, apps)

• Real-time inventory tracking and restocking alerts

• Sales tracking and reporting dashboards

• Remote machine monitoring

• Data analytics capabilities to optimize performance

0-5 Points 15 (15% of Total)

5. Financial Stability & Capacity

• Financial statements or evidence of financial strength

• Ability to invest in machines and infrastructure

• Capacity to scale across multiple municipal locations

• Insurance coverage

0-5 Points 15 (15% of Total)

Phase II – Presentations and Q&A Sessions

1. Quality & Clarity of Presentation

• Organization, clarity, and professionalism

• Alignment with written proposal

• Effectiveness in communicating key differentiators

0-5 Points 20 (20% of Total)

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2. Team Qualifications & Q&A

Responsiveness

• Knowledge and experience of presenting team

• Quality, clarity, of responses

• Ability to think critically and adapt

• Consistency across responses

0-5 Points 20 (20% of Total)

3. Demonstrated Understanding of

Municipal Needs

• Understanding of service goals

(revenue generation, reliability, user satisfaction)

• Ability to address diverse city locations

• Tailoring of approach to the City of Doral

0-5 Points 15 (15% of Total)

4. Operational Execution & Service

Reliability

• Stocking and service schedules

• Downtime prevention and response times

• Maintenance approach and staffing

• Contingency planning

(emergencies, high-demand periods)

0-5 Points 10 (10% of Total)

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5. Technology & Reporting Capabilities

• Cashless payment systems and user accessibility

• Real-time monitoring and inventory systems

• Reporting transparency (sales, commissions, uptime)

• Data access for the City of Doral

0-5 Points 10 (10% of Total)

6. Pricing / Financial Proposal

• Proposed commission/revenue share to the City of Doral

• Minimum annual guarantees (if offered)

• Transparency and clarity of financial model

• Pricing competitiveness relative to market

• Any additional financial incentives or value

0-5 Points 25 (25% of Total)

Phase IV – FINAL EVALUATION

1. Review, Evaluation of BAFO submission

• Final commission/revenue share to the Municipality

• Minimum guarantees (if any)

• Financial clarity, transparency, and enforceability

• Sustainability of proposed financial model

• Improvements from initial Phase II pricing

0-5 Points 35 (35% of Total)

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2. Technical Qualifications & Experience

• Demonstrated experience and past performance

• Qualifications of firm and key personnel

• Proven success with similar municipal or public-sector contracts

0-5 Points 25 (25% of Total)

3. Final Operational Approach & Service

• Clarity and feasibility of final service plan

• Agreed-upon service levels

(stocking, maintenance, response times)

• Reliability and scalability across municipal locations

• Any improvements made during negotiations

0-5 Points 20 (20% of Total)

4. Technology & Reporting

• Confirmed technology solutions

(cashless, monitoring, reporting)

• Data access and transparency for the Municipality

• Enhancements or commitments made during negotiations

0-5 Points 10 (10% of Total)

5. Customer Service & Account

Management

• Finalized approach to issue resolution and refunds

• Dedicated account management structure

• Communication protocols and reporting cadence

0-5 Points 10 (10% of Total)

2. PROJECT DESCRIPTION

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2.1. Background

A. The City is requesting sealed proposals from qualified and experienced firms for vending machine operation and maintenance at various locations within the City. The firm shall have the capacity to expand as needed to additional facilities as needed by the city. Upon the City Council’s ratification of the Selection Committee’s rankings the City will enter into an agreement subject to the approval of the

City Manager in his or her sole discretion (the “Agreement”), and approved as to form and legality by the City Attorney, with the selected Provider to operate vending machines at the specified locations, subject to the terms and conditions of the Agreement (the “Services”).It is the City’s intent and the purpose of these specifications to secure a qualified firm to manage and operate vending machines at

City facilities, which includes the sale of prepackaged food and beverages on behalf of the City.

Proposers are not permitted to subcontract in whole or in part any portion of service or services.The successful Proposer must be an independent Provider and the individual(s) assigned to work for the

City by the Proposer shall be subject to the approval of the City and will not be City employee(s).

2.2. Scope of Work

2.2.1 PURPOSE AND DESCRIPTION

The City is requesting sealed proposals from qualified and experienced firms for vending machine operation and maintenance at various locations within the City. The firm shall have the capacity to expand as needed to additional facilities as needed by the city. Upon the City Council’s ratification of the Selection Committee’s rankings the City will enter into an agreement subject to the approval of the City Manager in his or her sole discretion (the “Agreement”), and approved as to form and legality by the City Attorney, with the selected

Provider to operate vending machines at the specified locations, subject to the terms and conditions of the

Agreement (the “Services”).

It is the City’s intent and the purpose of these specifications to secure a qualified firm to manage and operate vending machines at City facilities, which includes the sale of prepackaged food and beverages on behalf of the City. Proposers are not permitted to subcontract in whole or in part any portion of service or services.

The successful Proposer must be an independent Provider and the individual(s) assigned to work for the City by the Proposer shall be subject to the approval of the City and will not be City employee(s).

2.2.2 LICENSE RIGHTS

A. The City grants to the Provider the non-exclusive right to providing vending machine services as contemplated herein.

B. During the term of the Agreement(s) awarded pursuant to this ITN, the City may, from time to time, identify facilities owned or leased by the City, for which it requires food and/or beverages vending machines. A list of facilities in which such machines are installed is attached in section 2.3 - Deliverables, the City may add to, and delete from, this list as it sees fit, at its sole discretion.

C. Provider shall provide additional services to the City as determined by the City Manager or his/her designee and that are mutually agreeable by both parties.

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D. The Provider shall not subcontract any services or rights in this agreement without the written consent of the

City Manager, or designee.

2.2.3 LICENSE FEE

A. By way of this ITN the city would like to request a revenue sharing model, perhaps a (70% vendor / 30%

City), which aligns with current industry standards. Thye city believes that due to the city's growth and planned activities that the city may be able to achieve this goal.

B. The City shall assess a 10% late fee on commission payments not received within ten (10) calendar days after the end of the previous payment periods. The Provider will be assessed an additional 10% late fee on payments not received within thirty (30) days after the end of the previous payment period.

C. The Provider shall generate and attach a gross sales report for every vending machine covered under this contract when submitting payment to the City. This report shall be a direct print out of vending machine management software.

2.2.4 FACILITIES

A. The Provider and a designated City of Doral staff member will conduct a facility inspection prior to Provider occupancy. The Provider shall not display or affix any signs on or about the facility without first obtaining the advance written approval of the City Manager or designee.

B. Provider shall be responsible for any improvements at any facility necessary to allow for installation of vending machines. The Provider shall be responsible for any required permitting; the City will not waive any fees. Any improvements must be previously approved by the City Manager or designee.

2.2.5 VENDING MANAGER

A. The Provider shall designate a “Vending Manager” who shall be responsible for all the work to be performed by the Provider under this Contract and shall serve as the point of contact. The Vending Manager must have a minimum of two (2) years of vending/concessions/restaurant management experience and supervision. The

Provider must provide to the City a copy of the selected Vending Manager’s resume and qualifications as part of their ITN proposal. The selection of the Vending Manager must be approved by City’s Representative.

B. The Vending Manager needs to be a certified vending machine manager pursuant to the requirements set forth by the state of Florida Department of Health.

2.2.6 VENDING MACHINES AND EQUIPMENT

A. The Provider shall furnish, install, maintain, and secure high quality vending machines. The vending machines shall be of the latest mechanical/electronic technology and be in new or near new condition. The location of all vending machines is subject to approval by the City. The City may reject machines at any time for functional or aesthetic deficiencies.

B. The Provider shall furnish snack or beverage vending machines to each facility as described in section 2.3 -

Deliverables.

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C. All vending machines shall be capable of accepting debit and credit cards along with traditional forms of payment (cash and coins). The Provider understands that the City will NOT provide Internet access. It is the

Providers responsibility to ensure machines that process debit and credit payments do so wirelessly.

D. All vending machines shall display the successful Provider’s name, a local service telephone number and e-mail address/web application for reporting vending machine malfunctions, the person or office within the successful Provider’s organization responsible for refunds and for restocking vending machines. Each vending machine shall have a serial or identification number that is visible and easily located. This information shall be prominently displayed near the methods of payment in typeface not smaller than 12 point.

E. The vending machines provided must be of adequate size and capacity to maintain full and uninterrupted service. Vending machines shall be capable of holding and dispensing a variety of snack and beverage products and sizes. The vending machines will vend suitable packaging customarily used to dispense snacks and beverages.

F. All vending machines shall be equipped with non-resettable counters that indicate unit sales. A monthly sales report using these numbers shall be reported monthly to the City.

G. All vending machines shall be designed, constructed, installed, and operated in accordance with local, state, and national codes and regulations as applicable, including, but not limited to any FDA caloric disclosure requirements.

H. The machines will be aesthetically acceptable to the City. The City may reject machine signage or logos if deemed objectionable or a distraction to the activities occurring on City property.

2.2.7 PRODUCTS

A. For snacks, the Provider shall provide products that include a variety of snacks including, but not limited to, snack bars, cookies, chips, candy, gum, and other products customarily dispensed through such equipment, subject to the terms and restrictions of this section. For beverages, the successful Provider shall provide beverages including, but not limited to, a variety of carbonated soft drinks and non-carbonated beverages including, but not limited to, fruit juice drinks or fruit juice-based products, bottled water, tea-based products, milk, pre-packaged coffee products, and sports drinks, subject to the terms and restrictions of this section. This shall include healthy snacks and beverages.

B. Once the City has approved the initial product line offered, the successful Provider will be allowed to add or delete products with prior written approval from the City, subject to the terms and restrictions of this section.

Such consent shall not be unreasonably withheld. The City reserves the right to request that a product, or products, be replaced at any time and for any reason.

C. The Provider shall provide a separate machine at Trails & Tails Park that dispenses pet-friendly food items or merchandise. The Provider may submit items on their proposed list of sale items to satisfy this demand.

These items do not have to meet any of the nutritional guidelines established herein.

D. As part of this ITN, the Provider shall submit a proposed list of items that will be sold in vending machines with each respective item’s proposed pricing. Please see Exhibit “C” for a sample. Pricing for these items shall be fixed throughout the duration of the awarded contract unless pricing changes are approved by the City.

E. Provider shall not sell or distribute any glass bottles or containers.

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F. Vending machines shall be limited to the sale of prepackaged foods and nonalcoholic beverages.

2.2.8 PRICING

A. All vending machines, their contents, and prices are subject to approval by the City Manager or designee.

B. The Provider shall satisfy demand at competitive prices comparable with the prices charged for food and beverages at other public parks in the area. The Provider agrees that the level of services in the proposal cannot change without the City’s approval.

C. The Provider shall pay sales taxes or provide the City with proof of collection and remittance of sales taxes to the State of Florida on a monthly basis.

2.2.9 NUTRITIONAL GUIDELINES

A. Provider shall reference Ordinance 2012-21 (Exhibit “D”) establishing nutritional requirements for food and beverages sold at City Facilities.

B. It shall be required that at least fifty percent (50%) of foods offered for sale or provided at any City Event and/or City Facility meet the following nutritional requirements:

• Not more than 35 percent of its total calories shall be from fat.

• Not more than 10 percent of its total calories shall be from saturated fat.

• Not more than 35 percent of its total weight shall be composed of sugar, including naturally occurring and added sugar.

• Not more than 175 calories per individual food item.

C. It shall be required that at least fifty percent (50%) of beverages offered for sale or provided at any City

Event and/or City Facility meet the following nutritional requirements:

• Fruit-based drinks that are composed of no less than 50 percent fruit juice and that have no added sweeteners.

• Drinking water.

• Milk, including, but not limited to, chocolate milk, soy milk, rice milk, and other similar dairy or nondairy milk.

• Electrolyte replacement beverages that do not contain more than 42 grams of added sweetener per 20 ounce serving.

D. “Added sweetener” means any additive other than 100 percent fruit juice that enhances the sweetness of a beverage.

E. The price for foods and beverages conforming with the above sections shall not exceed comparable nonconforming products by more than a maximum of ten percent (10%).

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F. The City Manager or his/her designee shall be responsible for the implementation and enforcement of these guidelines and shall consult a licensed nutritionist to that effect.

G. Failure to adhere to the requirements herein shall constitute a material breach of the contract and be subject to immediate termination.

H. As a point of reference, a list of snacks and prepackaged foods that meet the nutritional requirements established herein are available at http://www.fitpick.org/.

2.2.10 STAFFING

A. Staff must be clean, groomed, and in uniform while on City property. Staff shall not smoke or consume alcohol in the Parks or any other department city-wide.

B. The City may require the Provider conduct a Class 2 criminal background check on all employees that will perform work at City facilities once every calendar year. Provider shall submit the results of criminal background check prior any new employees commencing work at City facilities.

C. The Provider agrees that it will properly train and supervise all employees and ensure compliance with the

City’s Drug Free Workplace policy.

D. The Provider’s employees shall be courteous and shall be neat and sanitary and not pose a health threat or risk to the public.

E. The Provider’s employees shall refrain from using profane, indecent, or obscene language and gestures at

City facilities.

F. The City reserves the right to bar any of the Provider’s employees from performing work at City facilities for not meeting the guidelines established herein. The City shall document these requests in writing and submit to the on-site supervisor.

2.2.11 OPERATIONS

A. Routine maintenance and restocking activities must be conducted at City facilities between the hours of 8:00 a.m. and 3:00 p.m., Monday through Friday. Service calls requested by the City shall be conducted during regular operating hours at City facilities and completed within 24 hours.

B. Provider shall check and fill vending machines twice a week, once Monday and a second time on Fridays, to ensure they are fully stocked and operational. The City reserves the right to charge the Provider liquidated damages of $25 per day if Provider fails to meet this obligation.

C. The City reserves the right to charge to Provider liquidated damages of $25 per pay if Provider fails to address a service call within one (1) day, seven (7) days a week.

D. A report as a result of the audit will notify the Provider of condition needing correction or improvement. In the event, the Provider is deficient in three (3) audits during the term of the agreement, the City may declare the Provider in default of the terms and may terminate the agreement with ten (10) day written notice.

E. The Provider agrees that it will be responsible for the installation, maintenance, repair and all costs associated therewith for any equipment that the Provider desires to place into the Concession, as may be http://www.fitpick.org/

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permitted under this Agreement. The City will have no responsibility for the cost of installation, maintenance, repair or any other costs related to any equipment placed into the Concession by the Provider. The City will have no responsibility to obtain any permits that may be required in connection with the installation, maintenance or repair of any equipment placed in the Concession.

F. The Provider shall be responsible for inspecting the condition of the vending machines and equipment at

City facilities.

G. The Provider shall not commit nor permit any violations of applicable federal, state, county and municipal laws, ordinances, resolutions and governmental rules, regulations and orders, as may be in effect now or at any time during the term of this Agreement, all as may be amended, which are applicable to the City and the

Provider. The Provider, at the Provider’s expense, shall be responsible for obtaining all required food licenses and permits relevant to the operation of the vending machines.

H. The Provider agrees to use a point of sale system approved by the City. The City shall have access to this point of sale system. The Provider will keep accurate and complete records of all revenue and expenses in connection with the operation of the vending machines. Such revenue and expenses will be supported by cash register tapes, invoices, sales slips bills, vouchers, payroll records, purchase orders and other pertinent records that, under recognized accounting and industry practices, contain information relating to costs, including gross sales or profits. In addition to any and all such documents or statements (“records”) identifying total concession stand revenues for the time periods of operation as specified herein.

I. The Provider shall respond to refund requests submitted to the public within 24 hours of being received.

Failure to respond within the required time frame may result in liquidated damages in the amount of $10 per occurrence. Refer to 3.6.4 for minimum signage requirements.

2.2.12 DAMAGE/ RESTORATION/ CONDITIONS

A. The City does not expressly or impliedly warrant the condition of any food service equipment. The Provider waives the right to a claim for any damages Provider, its agents, employees, volunteers, guests or invitees from any use of the Concession.

B. The City shall not be liable for any loss, damage or injury of any kind or character, including vandalism and theft, to any person or property: (i) caused by any defect in the vending machine; (ii) caused by or arising from any act or omission of Provider, or of any of its agents, employees, volunteers, guests or invitees; (iii) arising from any accident which may occur while Provider is in control of the vending machine; or (iv) arising from any other cause.

2.2.13 FINANCIAL STABILITY

Proposers shall demonstrate financial stability. Proposers shall provide a statement of the Proposer’s financial stability, including information as to current or prior bankruptcy proceedings. Proposals shall include a copy of the most recent annual financial report/annual audit/10K and the most recent 10Q, if appropriate. Financial reports provided shall include, at a minimum, a Balance Sheet, an Income Statement and a Statement of Cash

Flows.

2.2.14 FINANCIAL STATEMENT

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Proposers shall include a copy of their latest audited financial statements. If the Proposer is a corporation, it shall submit a copy of the latest audited financial statements of the corporation. In the event the Proposer does not have audited financial statements, they may substitute non-audited financial statements and complete federal tax returns for the last two years.

2.2.15 LITIGATION HISTORY

Proposers shall provide a summary of any litigation or arbitration that the Proposer, its parent company or its subsidiaries have been engaged in during the past three (3) years against or involving (1) any public entity for any amount, or (2) any private entity for an amount greater than one hundred thousand dollars ($100,000.00).

The summary shall state the nature of the litigation or arbitration, a brief description of the case, the outcome or projected outcome, and the monetary amounts involved. The City may disqualify any Proposer it determines to be excessively litigious.

2.3. Deliverables

Below is the total count of existing vending equipment servicing the city.

Government Center 1

Doral Glades Park 2

Doral Meadow Park 2

Morgan Levy Park 3

Trails & Tails Park 3

Doral Police Department 1

Police Training Center 1

Doral Legacy Park 6

Doral Central Park 6

Total Machines: 25

Technology Requirements for New Solicitation

Cashless Payment Systems

• Credit and debit cards

• Tap-to-pay

• Apple Pay / Google Pay

• Mobile wallet payments

Smart Telemetry Systems

• Real-time sales monitoring

• Inventory tracking

• Machine performance alerts

• Monthly sales reporting by machine location

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These updates will improve service to patrons while increasing revenue transparency for the City.

The Selected Respondent will be responsible for all aspects of the project, including but not limited to the following deliverables:

• List the deliverables (e.g., reports, studies), DO NOT include where, when, or how the deliverable will be accomplished. This will be determined in the negotiations)

2.4. Desired Outcomes: What Success Would Look Like

The City is looking forward in partnering with vending machine service provider that will match or exceeds the city's service requirements.

3. RESPONSE REQUIREMENTS

3.1. Required Forms & Certifications

Interested Respondents shall submit the following forms in the exact sequence provided, including insertion of documents where specified. The following materials are considered essential and non-waivable for any response to this solicitation.

A. Submission Forms

The required submission forms are attached to this Solicitation as Part F, General Terms and

Conditions, and are inclusive of the following:

1. Performance Evaluation Survey

2. Solicitation Response Form

3. Pricing Sheet

4. Business Entity Affidavit

5. Respondent References

6. Bidder/Proposer Affidavits

▪ Ownership Disclosure

▪ Public Entity Crimes

▪ Compliance with Foreign Entity Laws

▪ Disability Non-Discrimination & Equal Employment Opportunity

▪ Conformance with OSHA Standards

▪ E-Verify Program Affidavit

▪ No Contingency Affidavit

▪ Copeland “Anti-Kickback” Act Affidavit

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▪ Non-Collusion Affidavit

▪ Drug Free Workplace Program

▪ Cone of Silence Certification

▪ Bidder Affirmation

7. Conflict of Interest Disclosure

8. Certificate of Authority

9. Affidavit Regarding Unauthorized Aliens Under 448.095, Florida Statutes

10. Required Affidavit Regarding the Use of Coercion for Labor and Services

11. List of Proposed Subcontractors (If Applicable)

12. IRS Form W-9 – Request for Taxpayer Identification Number and Certification

B. Veteran Certified Business Certificate

Respondents must submit their Veteran Certified Business Certificate with their response.

3.2. Licenses

The Successful Respondent must provide a copy of their occupational/business license and state registration at the time of award. Florida state registration can be downloaded and printed at www.sunbiz.org.

3.3. Financial Stability Documentation

Refer to Section 2.2.14.

3.3.1. Bid Security/Bond

There is no Bid Bond required to be submitted by proposers for this ITN.

3.4. Trade Secrets

Proposer must identify any trade secret being claimed. NOTE: Designation of the entire Proposal as “Trade

‘Secret’, ‘Proprietary’ or ‘Confidential’ is not permitted and may result in a determination that the Proposal is non-responsive and therefore will not be evaluated or considered. NOTE: Trade secret requests made after the Due Date and Time are not allowed. Proposer must submit purported trade secret information as follows:

• Shall cite, for each trade secret claimed, the Florida Statute number that supports the designation.

Further, Proposer shall offer a brief written explanation as to why the cited Statute is applicable to the information claimed as a trade secret.

• Provide a complete electronic copy of its proposal, clearly designated as “Original,” and that includes all items it has designated as trade secrets.

• Provide an additional electronic copy of its proposal that redacts all designated trade secrets, clearly marked as “ Redacted Copy”.

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3.5. Minimum Qualification Requirements

1. Experience & Past Performance

A. Minimum standard:

• At least 3–5 years of experience operating vending services

• Experience with similar-sized or public-sector clients (municipalities, schools, airports, hospitals, etc.)

• Provide 3 references with:

o Contract scope o Number of machines managed o Contact information

B. Licensing & Compliance

Ensure legal and regulatory compliance.

Minimum standard:

• All required State of Florida business licenses

• Compliance with:

o Health and sanitation standards o ADA accessibility requirements

• Ability to obtain required local permits.

C. Insurance Requirements

Standard municipal protections.

Minimums (example):

• General Liability: $1M per occurrence / $2M aggregate

• Workers’ Compensation: Statutory

• Auto Liability (if servicing vehicles used): $1M

D. Operational Capability

This is critical for service reliability.

Minimum standard:

• Ability to:

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o Install, maintain, and service machines o Provide regular restocking schedules o Respond to service calls within 24–48 hours (or tighter, e.g., 8–24 hrs)

• Local or regional service presence.

E. Equipment & Technology

New modern equipoment is requested.

Minimum standard:

• Machines must:

o Accept cashless payments (credit/debit, mobile pay) o Be energy-efficient

• Capability to provide:

o Remote monitoring (telemetry) for inventory and maintenance o Sales tracking and reporting

F. Product & Service Offerings

Ensure quality and flexibility.

Minimum standard:

• Ability to provide:

o Snacks and beverages o Healthy options (align with public-sector trends)

• Ability to:

o Customize product mix based on location demand

G. Revenue Sharing / Compensation Structure

The city requesta revenue sharing proposal, perhaps a revenue sharing model maybe a (70% vendor / 30%

City), all negotiable.

Minimum standard:

• Vendor must propose:

o A revenue-sharing model or commission structure

• (Optional) Minimum guaranteed annual return

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H. Reporting & Accountability

Transparency is key.

Minimum standard:

• Monthly or quarterly reporting including:

o Sales data o Machine uptime/downtime o Service response times

Proposers must meet the following minimum qualification requirements in order to be considered a responsible

Proposer. Proposals from Proposers deemed non-responsible will not be evaluated or considered for award.

A. Proposer’s company is “ACTIVE” status with Florida Division of Corporations (www.sunbiz.org) and registered to do business in the state of Florida.

No documentation is required. The City will verify this information.

B. Proposer has been in the business of providing goods/services for a minimum of [____] years.

Provide a statement on company letterhead attesting to the number of years.

C. Proposer possesses a current and valid [ _____________] License/Certification issued

[_______________]. (if applicable)

Provide a copy of Proposers [ ] License/Certification issued by [____________].

D. In accordance with F.S. §287.017, Proposer shall not be on any State of Florida or Federal Convicted

Vendor List, Suspended Vendor List, Discriminatory Vendor List, or Vendor Complaint List.

No documentation is required. The City will verify this information.

E. In accordance with Florida Statute §287.135 (5), at the time a company submits a response for a contract or before a company enters into or renews a contract with the District for goods or services of

$1 million or more, it is not on the Scrutinized Companies with Activities in Iran Petroleum Energy List or engaged in business operations in Cuba or Syria.

Submit a completed Attachment 6 (Part G) certifying that the Proposer is not on this List.

F. In accordance with Florida…