Vending_Services_(Addendum_#1_Revision).pdf

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Collin County, TX

INVITATION FOR BID

2026-325

VENDING SERVICES

RELEASE DATE: June 30, 2026

RESPONSE DEADLINE: August 13, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Invitation For Bid #2026-325 Title: Vending Services

Table Of Contents

1. INTRODUCTION

2. SPECIAL CONDITIONS AND SPECIFICATIONS

3. SCOPE OF WORK

4. INSURANCE REQUIREMENTS

5. PRICING TABLE

6. GENERAL INSTRUCTIONS

7. TERMS OF CONTRACT

8. VENDOR RESPONSE

Attachments:

A - Attachment A - Current Pricing

B - Attachment B - Estimated Gross Sales, 12 month

C - CIQ form

D - W9

E - LEGAL_NOTICE_IFB2026-325

1. INTRODUCTION

1.1. SUMMARY

IFB No. 2026-325: Vending Services

Collin County is soliciting sealed bids from qualified vendors to provide vending services for various County facilities. The successful bidder shall furnish any equipment, fixtures, stocking, maintenance, and related services necessary for the operation of vending services at designated County locations. These services are intended to provide convenient access to vending services for County employees and visitors. The resulting contract will be awarded to the lowest responsive and responsible bidder meeting specifications and requirements outlined in this IFB. Bids must be submitted by Thursday, August 13, 2026 at 2PM, CST. All inquiries should be directed to Jingna Lyu in the Purchasing Office.

1.2. BACKGROUND

Collin County is seeking to establish a contract for vending services at designated County facilities. The County requires a qualified vendor capable of furnishing, stocking, maintaining, and servicing vending equipment to provide convenient access to snacks and beverage products for employees and visitors.

1.3. TIMELINE

Release Project Date: June 30, 2026

Question Submission Deadline: July 30, 2026, 2:00pm

Response Submission Deadline: August 13, 2026, 2:00pm

2. SPECIAL CONDITIONS AND SPECIFICATIONS

2.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas sealed bids will be received for Vending Services.

2.2. PURPOSE

The intended use/purpose for this Invitation For Bid:

IFB No. 2026-325: Vending Services

Collin County is soliciting sealed bids from qualified vendors to provide vending services for various County facilities. The successful bidder shall furnish any equipment, fixtures, stocking, maintenance, and related services necessary for the operation of vending services at designated County locations. These services are intended to provide convenient access to vending services for County employees and visitors. The resulting contract will be awarded to the lowest responsive and responsible bidder meeting specifications and requirements outlined in this IFB. Bids must be submitted by Thursday, August 13, 2026 at 2PM, CST. All inquiries should be directed to Jingna Lyu in the Purchasing Office.

2.3. TERM

Successful vendor will be awarded a twelve (12) month contract, effective from date of award or upon expiration of the current contract, whichever is later. At Collin County’s option and approval by the vendor, the contract may be renewed for four (4) additional one (1) year periods.

2.4. PRICE REDUCTION

If during the life of the contract, the vendor's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that Collin County shall receive such price reduction.

2.5. PRICE REDETERMINATION

A price redetermination may be considered by Collin County only at the twelve (12), twenty-four (24), thirty-six (36), and forty-eight (48) month anniversary date of the contract. The anniversary date for this contract will be December 1st of each year. All requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Manufacturer's direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A, Insurance Coverage Rates, etc. The bidder's past experience of honoring contracts at the bid price will be an important consideration in the evaluation of the lowest and best bid. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.

2.6. TRANSITIONAL PERIOD

Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

2.7. FUNDING

Funds for payment for Collin County expenditures have been provided through the Collin County budget approved by the Commissioners Court for this fiscal year only. All other participating entities expenditures have been provided through their entity’s governing body for this fiscal year only. State of Texas statutes prohibit any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that arise past the end of the current fiscal year shall be subject to budget approval.

2.8. BOND/CASHIERS CHECK

Within ten (10) days after notification of award and prior to the installation of any machines on Collin County's designated premises, the successful bidder shall deposit with Collin County the sum of Five thousand

($5,000.00) dollars in cash, cashiers check or surety bond made out to Collin County, out of which sum Collin

County may either during or at the end of the term of this contract replace or repair to the satisfaction of

Collin County, any equipment and/or building damaged and to pay any fees that may be in arrears. Bond shall be issued by a surety company authorized to do business in the State of Texas. Successful bidder will, upon demand, replace and repay into such deposit any amount paid there from during the term of this contract by

Collin County for such purposes and shall maintain the total amount intact at all times. Failure of the successful bidder to maintain the security deposit will be a breach of this contract. Such deposit, or unused portion thereof, will be returned to successful bidder after this contract expires or is terminated and proper replacement or repair cost and fees have been deducted.

2.9. DELIVERY/SCHEDULING TIME

Within 30 days of award or no later than 30 days before the commencement of the contract, the successful bidder shall be required to schedule installation of the machines with the County and current provider. This schedule, to be approved by the County representative, shall coincide with the scheduled removal of the current provider’s vending machines that corresponds with the new contract term commencing December 1, 2026. Collin County anticipates that the successful bidder shall install machines on a schedule that provides uninterrupted services if at all possible. Bidder shall state in the space provided on the bid form the number of days required after receipt of order (ARO) to install machines at the County’s designated locations. Collin

County must be notified and approve of intended installation schedule.

2.10. INSTALLATION/MACHINE LOCATION/MACHINE REQUIREMENTS

Vending locations and/or machine requirements listed herein are to be considered MINIMUM. Collin County may add or relocate offices in the future and it is anticipated that machines will be added and deleted from various buildings. Collin County may require successful bidder to equip additional vending locations not specified in this IFB. Additional vending machines or vending machine types may also be required and installed at locations listed herein. Collin County reserves the right to add, delete or relocate machines required as it deems to be in the best interest of the County, upon up to fourteen (14) business days written notice to the successful bidder, without change in the percentage of commissions to be paid to the County. All terms, conditions and fees contained in this bid shall apply.

Collin County reserves the right to approve all vending machines before installation and require replacement or removal of machines which for any reason are not considered acceptable. All machines shall be current models and in good working condition. If machine cannot be maintained in operational order or if constantly in need of repair, machine shall be replaced. No old, outdated or obsolete machines shall be used in any areas.

Machines with dents, cracks, paint chips, etc. shall not be acceptable. Successful bidder shall repair or replace such equipment at their expense and there will be no fee to Collin County.

When requesting placement of new vending machines or the removal of existing machines, Collin County will send a request in writing to successful bidder. This request will include the type of machine, location of installation, and the account to which the vending fees for that machine shall be paid.

The vendor may ask Collin County for permission to add or remove machines from the locations specified. For each request, Vendor must provide supporting information and justification for the change. County will then decide whether to grant permission or deny the request. Vendor must adhere to the decision of the County.

2.11. UTILITIES AND OTHER CONSIDERATIONS

Collin County will provide water service, electricity, lighting, heating and air conditioning to designated premises, but without liability on Collin County's part arising from temporary interruption thereof on account of breakdown, power failure or like causes. Successful bidder agrees that in the use of such utilities, they will exercise the same degree of care and economy as would be exercised if they were paying for such utilities. No service herein enumerated shall include janitorial service.

2.12. CONTRACT LIEN

Contractor will not suffer any mechanic's lien to be filed against the Locations or the adjoining facilities by reason of any work, labor, services, or materials performed at or furnished to the Locations for Contractor.

Nothing in this Agreement will be construed as the consent of Collin County to subject its estate in the

Locations or adjoining facilities to any lien.

2.13. SIGNS/ADVERTISEMENT

Successful bidder shall neither place, nor cause to be placed, any sign projection, advertisement or device of any kind at or upon the premises, or upon the sidewalks or streets adjacent thereto, or upon the roof or any of the outside walls of buildings containing Collin County’s designated premises.

2.14. ADDITIONAL PROVISIONS

Except for utilities, successful bidder shall be responsible for all bills for materials, supplies, equipment, taxes, etc., to or at such designated premises, or of any person employed or claiming to have been employed by the successful bidder.

1. Prices shall be plainly posted on each vending machine. The County shall be the sole judge for sign quality and size of letter and propriety of any price signs posted.

2. All merchandise kept for sale shall be subject to inspection and approval or rejection by the County during all times that vending service is in operation. Rejected merchandise shall be immediately removed from vending machines and shall not be returned for sale.

3. Successful bidder accepts full responsibility for the installation and efficient operation of all equipment used.

4. Successful bidder shall not employ any person or persons in or about any Collin County facility who shall use inappropriate language or act in an unprofessional manner, and shall, upon request of the

County, immediately remove any employee deemed unsuitable.

5. Successful bidder’s employees shall at all times be polite and courteous in their dealing with patrons of

Collin County.

6. Successful bidder shall provide adequate resources and personnel to properly service and stock vending machines. Collin County anticipates that the successful bidder will employ an organized and documented merchandising plan for servicing all Collin County locations to ensure minimal disruption in service including issues such as stock-outs and products that are not up to industry standard such as products left in the machine past the expiration date.

7. Successful bidder shall provide a means for Collin County patrons to receive refunds for faulty working machines and any products that are not up to standard. The means of refunds must be immediate and available at the same location where the product was purchased or funds were lost. Instructions must be placed on each machine that detail how to report malfunctions, and how to request refunds

8. Once awarded the contract, a mandatory background check performed by Collin County will be required for all persons who will be coming onsite to service and/or repair vending machines in the

County buildings.

9. The prices for all vended items as specified herein are to be considered firm for this period. All revisions to the prices stated herein after contract award, or in prices to be established for additional items or services recommended by the Contractor shall be subject to the approval of the County. No cost or price may be increased or decreased without prior written approval by the County, and subject to backup data presented and consistency of such charges in force at all locations.

2.15. EVALUATION AND AWARD

This bid will be evaluated by adding the total of Product Sampling food items listed multiplied by the

Commission to be paid to Collin County (Line item 1). The County intends to award the bidder with the highest commission based on this evaluation. Collin County reserves the right to award this bid in the best interest of the County. See Attachment A for a partial listing of current pricing for Collin County products.

2.16. TESTING

Testing may be performed at the request of Collin County, by an agent so designated by the County, without expense to Collin County or the Collin County Governmental Purchasers Forum.

2.17. SAMPLES/DEMOS

When requested, samples/demos shall be furnished to the County at no expense.

2.18. VENDING SERVICES FEE/COMMISSION

The successful bidder shall pay Collin County, without demand, a percentage of gross sales, (excluding Texas

State Sales Tax) which will be calculated as a percentage of gross sales from all current and/or future locations and installations. The exact percentage of sales will be stated on the bid form in the space provided. See

Attachment B for estimated gross sales.

1. Successful bidder shall remit payment on or before the twentieth (20th) day of each month for the preceding calendar month.

2. Payment shall be sent to: Collin County Purchasing, 2300 Bloomdale Road, Suite 3160, McKinney, TX

75071. Payment must have a monthly sales report which includes the monthly total sales for each location.

3. Successful bidder shall furnish to Collin County any and/or all reports (including sales reports) that the

County may require. Successful bidder agrees that Collin County has the right to audit or examine successful bidder’s books and/or other records pertaining to this contract at any reasonable time.

4. Contractor is to provide services by company employees only. Sub-contractors are not acceptable, unless prior approval is granted in writing by Collin County.

5. Sub-contractors – Contractor shall state names of all sub-contractors and the type of work they will be performing. If a Contractor fails to specify a sub-contractor, then he shall be deemed to have agreed that he is fully qualified to perform the contract himself, and that he will fully perform the contract himself.

6. The successful Contractor further agrees that Collin County and its agents, servants and employees shall not be liable for any loss or damage resulting from personal injury, physical loss, harassment of or discrimination against employee or other violations of the provisions of this contract occasioned by the acts or omissions of the successful Contractor’s sub-contractors, their agents or employees. The indemnification provisions of this contract shall apply to all sub-contractors.

2.19. GENERAL REQUIREMENT

All machines must have Credit Card Reader capability in addition to a bill/coin acceptor.

1. Product pricing must be the same to the consumer whether using cash, credit, or debit. No additional service fees are allowed for credit or debit.

2. If credit or debit causes a “pricing hold” to the consumer by a banking or credit institution, a sign, with wording approved by County, must be created and affixed to machines by the Contractor so consumers are aware of the hold.

2.20. APPROXIMATE VALUE

Estimated annual value of this contract is one hundred and forty two dollars ($142,000.00) but varies per year based on usage.

3. SCOPE OF WORK

3.1. VENDING SERVICES SCOPE OF WORK

The successful bidder shall provide complete vending services for designated County facilities, including furnishing, installation, stocking, maintenance, servicing, and repair of vending equipment. Services shall be performed in accordance with all requirements, specifications, and conditions contained within this Invitation for Bid.

3.2. MACHINE/PRODUCT REQUIREMENTS

The successful bidder shall provide, install, stock, maintain, and service vending equipment at designated

County facilities. Anticipated equipment types may include, but are not limited to:

• Cold can and/or bottle beverage machine

• Snack machine

Cold beverage machines should include a variety of carbonated beverages and an assortment of 100% fruit juices as well as water. The beverages should include both traditional and diet sodas with a caffeine free option.

The snack machine should include a variety of bagged snacks such as cookies, crackers, candy and pastries.

The proposed selections should emphasize a wide variety of items and brands including some of the generally recognized healthy snack food choices such as those items with less than 30% fat content.

3.3. SERVICING REQUIREMENTS

All machine locations listed as “PRIORITY” are used twenty-four (24) hours per day, seven (7) days per week, or are characterized as heavy-traffic areas. They shall be serviced a minimum of three (3) days per business week (Monday through Friday, 8am to 5pm), and as necessary to maintain proper stocking of machines.

All other machine locations shall be serviced once weekly or as necessary to maintain machines and to stock sufficient product during standard business hours (Monday through Friday 8am to 5pm).

Collin County reserves the right to increase or decrease the number of days for servicing based on usage at each location. Successful bidder must service and/or repair breakdown of machines within forty-eight (48) hours of notification by County.

Holiday Schedule: In the event a scheduled service day falls on a County-recognized holiday, service shall be performed on the preceding or following business day. Successful bidder shall make all reasonable efforts to maintain adequate product inventory levels at all locations during holiday periods. Priority locations shall receive adjusted service schedules as necessary to ensure machines remain properly stocked and operational.

3.4. VENDING LOCATIONS

Locations with a “PRIORITY” designation must be kept stocked twenty-four (24) hours per day, seven (7) days per week. (See 3.3 SERVICING REQUIREMENTS) Collin County reserves the right to add, delete or relocate machines required as it deems to be in the best interest of the County, upon up to fourteen (14) business days written notice to the successful bidder, without change in the percentage of commissions to be paid to the

County. It is the bidder’s responsibility to review all locations and documents to gain a full understanding of the requirements of the bid.

The locations are:

1. COURTHOUSE**PRIORITY**

2100 Bloomdale Road, McKinney, TX 75071

• Bottle cold beverage machine (3 – at least 1 must be glass front)

• Snack machine (1)

2. ADMINISTRATION**PRIORITY**

2300 Bloomdale Road, McKinney, TX 75071

• Bottle cold beverage machine (1 - with glass front)

• Snack machine (1)

3. ADULT DETENTION CENTER (JAIL STAFF AREA) **PRIORITY**

4300 Community Ave., McKinney, TX 75071

• Bottle cold beverage machine (2)

• Snack machine (1)

4. SHERIFF’S ADMINISTRATION **PRIORITY**

4300 Community Ave., McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

5. FACILITIES CENTRAL PLANT **PRIORITY**

4600 Community Ave., McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

6. FIRE MARSHALL

4690 Community Ave., McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

7. JUVENILE PROBATION-McKinney/JJAEP **PRIORITY**

4690 Community Ave., McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

8. JUVENILE DETENTION **PRIORITY**

4700 Community Ave., McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

9. ANIMAL CONTROL FACILITY

4750 Community Ave., McKinney, Texas 75071

Machines at this location must be smaller units due to doorway size.

• Bottle cold beverage machine (1)

• Snack machine (1)

10. MINIMUM SECURITY **PRIORITY**

4800 Community Ave., McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

11. PUBLIC WORKS/EQUIPMENT SERVICES

700 Wilmeth Rd., McKinney, Texas 75069

• Bottle cold beverage machine (1)

• Snack machine (1)

12. RED BARN (behind Public Works)

700 Wilmeth Rd., McKinney, Texas 75069

• Bottle cold beverage machine (1)

• Snack machine (1)

13. MEYERS PARK & EVENT CENTER

7117 Co Road 166, McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

14. HEALTHCARE

2330 Bloomdale Road, McKinney, Texas 75071

• Bottle cold beverage machine (1)

• Snack machine (1)

15. ELECTIONS

2010 Redbud Blvd, #1052, McKinney, TX 75069

16. JUVENILE PROBATION - Plano

920 E. Park, Plano, Texas 75074

• Bottle cold beverage machine (1)

17. ADULT PROBATION - Plano

900 E. Park, Plano, Texas 75074

• Bottle cold beverage machine (1)

• Snack machine (1)

18. MUNICIPAL COURT - JP and Constable 3 - Plano

920 E. Park, Plano, Texas 75074

4. INSURANCE REQUIREMENTS

1. Before commencing work, the vendor shall be required, at its own expense, to furnish the Collin County

Purchasing Agent with certified copies of all insurance certificate(s) indicating the coverage to remain in force throughout the term of this contract.

1. Commercial General Liability insurance including but not limited to the coverage indicated below. Coverage shall not exclude or limit Products/Completed Operations, Contractual Liability, or

Cross Liability. Coverage must be written on occurrence form.

Each Occurrence $1,000,000

Personal Injury &Adv Injury $1,000,000

Products/Completed Operation Aggregate $2,000,000

General Aggregate $2,000,000

2. Workers Compensation insurance as required by the laws of Texas, and Employers’ Liability.

Employers Liability

Liability, Each Accident $500,000

Disease - Each Employee $500,000

Disease - Policy Limit $500,000

iii. Commercial Automobile Liability insurance which includes any automobile (owned, non-owned, and hired vehicles) used in connection with the contract.

Combined Single Limit - Each Accident $1,000,000

2. With reference to the foregoing insurance requirement, the vendor shall endorse applicable insurance policies as follows:

i. A waiver of subrogation in favor of Collin County, its officials, employees, volunteers and officers shall be provided for General Liability, Commercial Automobile Liability, and Workers’ Compensation.

ii. The vendor's insurance coverage shall name Collin County as additional insured under the General Liability policy.

iii. All insurance policies shall be endorsed to require the insurer to immediately notify Collin County of any decrease in the insurance coverage limits.

iv. All insurance policies shall be endorsed to the effect that Collin County will receive at least thirty (30) days notice prior to cancellation, non-renewal or termination of the policy.

v. All copies of Certificates of Insurance shall reference the project/contract number.

3. All insurance shall be purchased from an insurance company that meets the following requirements:

i. A financial rating of A-VII or higher as assigned by the BEST Rating Company or equivalent.

4. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent, and shall contain provisions representing and warranting the following:

i. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

ii. Sets forth the notice of cancellation or termination to Collin County.

5. PRICING TABLE

COMMISSION TO BE PAID TO COLLIN COUNTY

This bid will be evaluated by adding the total of Product Sampling food items listed multiplied by the

Commission to be paid to Collin County (Line item 1). The County intends to award the bidder with the highest commission based on this evaluation. Collin County reserves the right to award this bid in the best interest of the County. See Attachment A for a partial listing of current pricing for Collin County products.

Line Item Description Unit of Measure Percentage

1 VENDOR FEE: Commission to be Paid to County 1

PRODUCT SAMPLING OF FOOD ITEMS

This bid will be evaluated by adding the total of Product Sampling food items listed multiplied by the

Commission to be paid to Collin County (Line item 1). The County intends to award the bidder with the highest commission based on this evaluation. Collin County reserves the right to award this bid in the best interest of the County. See Attachment A for a partial listing of current pricing for Collin County products.

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

2 PRODUCT

SAMPLING:

COLD

BOTTLE

DRINKS -

Water

1 each Water: 20 oz bottled water, industry standard and/or traditional size containers.

Bidder shall include water in all cold drink machines in every location.

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

2 ALT1 16.9oz

Bottled

Water

1 each Water: 16.9 oz bottled water, industry standard and/or traditional size containers.

Bidder shall include water in all cold drink machines in every location.

3 PRODUCT

SAMPLING:

COLD

BOTTLE

DRINKS - 20

oz Flavored

Water

1 each Assorted flavored waters -

Example:

Included but not limited to Propel, Powerade, Vitamin

Water, etc.

Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

4 PRODUCT

SAMPLING:

COLD

BOTTLE

DRINKS - 20

oz Sodas and Non-

Carbonated

Beverages

1 each Assorted sodas and non-carbonated beverages, diet and caffeine free drinks, water, tea and lemonade -

20 oz bottle for drinks other than water -

Bottled water only.

Example:

Included but not limited to Coke, Sprite, Dr.

Pepper, Diet

Dr. Pepper, Pepsi, Mountain

Dew, Fresca, Minute

Maid, Nestea, etc.

Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

5 PRODUCT

SAMPLING:

COLD CAN

DRINKS - 12

oz Sodas and Non-

Carbonated

Beverages

1 each Assorted sodas and non-carbonated beverages, diet and caffeine free drinks, water, tea and lemonade -

12 oz can for drinks other than water -

Bottled water only.

Example:

Included but not limited to Coke, Sprite, Dr.

Pepper, Diet

Dr. Pepper, Pepsi, Mountain

Dew, Fresca, Minute

Maid, Nestea, etc.

6 PRODUCT

16 oz

Carbonated and non-

Carbonated energy drinks (i.e.

Monster)

1 each Assorted carbonated and non-carbonated energy drinks, regular, diet and sugar-free variaties may be included -

Example:

Included but not limited to Monster, Red Bull, Rockstar, Celsius, and similar products.

Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

7 PRODUCT

SAMPLING:

13.7 oz

Starbucks

Beverages

1 each Assorted ready-to-drink

Starbucks beverages, including but not limited to

Frappuccino, mocha, vanilla, caramel, coffee and similar varieties

8 PRODUCT

COLD CAN

DRINKS -

Juice, 12 oz can

1 each Juice, 12 oz:

Assorted variety including but not limited to apple, orange, grape, cranberry and V-8.

9 PRODUCT

Chips, various 1 oz bag

1 each Chips 1 oz bags.

Example:

Including but not limited to

Potato

Chips, Cheetos, Corn Chips, and Nachos.

9 ALT1 1.5oz Chips 1 each Chips 1.5 oz bags.

Example:

Including but not limited to

Potato

Chips, Cheetos, Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

10 PRODUCT

SAMPLING:

Baked

Chips, various 1 oz bag

1 each Baked Chips

1 oz bags.

Example:

Including but not limited to

Potato

Chips, Cheetos, 10 ALT1 1.5oz Baked

Chips 1 each Baked Chips

1.5 oz bags.

Example:

Including but not limited to

Potato

Chips, Cheetos, 11 PRODUCT

Vanilla

Wafers

1 each Vanilla

Wafers, 2 oz bag, various brands

Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

12 PRODUCT

SAMPLING:

Candy Bars, various brands

1 each Candy Bars, various brands.

Example:

Including, but not limited to, traditional portions of a variety of brands such as Snickers, Mr.

Goodbar, Twix, Almond Joy, Milky Way, 3-

Musketeers, Baby Ruth, Nestle

Crunch, Sugar

Babies, Tootsie

Rolls, Skittles, M&M Plain, M&M

Peanut, etc.

13 PRODUCT

Vanilla Mini

Cookies

1 each Grandmas

Vanilla Mini

Cookies,

2.12 oz pkg, or Collin

County approved equal.

14 PRODUCT

Shortbread

Cookies

1 each Lorna Doone

Shortbread

Cookies, 1.5 oz pkg, or

Collin

County

15 PRODUCT

Lemon

Cookies

1 each Austin

Lemon Ohs,

1.8 oz pkg, or Collin

County

Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

16 PRODUCT

SAMPLING:

Chocolate

Chip

Cookies

1 each Famous

Amos

Cookies, Chocolate

Chip, or

Collin

County

17 PRODUCT

Tiny Twist

Pretzels

1 each Rold Gold

Tiny Twist

Pretzels,1 oz

(28.3G), or

Collin

County

18 PRODUCT

Homestyle

Chocolate

Chip

Cookies

1 each Grandmas

Homestyle chocolate

Chip

Cookies, 2 per pkg, 2-

3/4 oz bag, or Collin

County

19 PRODUCT

Nutri Grain

Bar

1 each Kellogg

Nutri Grain

Bar, Apple, Strawberry, Blueberry, Cherry, 1.3 oz pkg, or

Collin

County

20 PRODUCT

Crackers -

Peanut

Butter

1 each Peanut

Butter

Sandwich

Crackers, 6 per pkg,

1.46 oz, or

Collin

County

Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

21 PRODUCT

SAMPLING:

Mini Donuts

1 each Little Debbie

Single Serve

Powdered

Mini Donuts, 3 oz pkg, or

Collin

County

22 PRODUCT

Oatmeal

Creme Pie

1 each Little Debbie

Double

Decker

Oatmeal

Creme Pie,

3.9 oz pkg, or Collin

County

23 PRODUCT

Chocolate chip chewy granola bar

1 each Quaker Big

Chewy

Granola Bar

- Chocolate

Chip, 1.48 oz pkg, or

Collin

County

24 PRODUCT

Nutty Buddy

1 each Little Debbie

Nutty Buddy

Wafers with

Peanut

Butter, 3 oz pkg, or

Collin

County

25 PRODUCT

Cosmic

Brownies

1 each Little Debbie

Cosmic

Brownie with

Chocolate

Chip Candy, 4 oz pkg, or

Collin

County

Unit Cost Total No Bid Item Notes Alternative

Specification Supplier

Notes

26 PRODUCT

SAMPLING:

Glazed honey bun

1 each Little Debbie

Glazed

Honey Bun, 4 oz pkg, or

Collin

County

27 PRODUCT

Star Crunch

1 each Little Debbie

Star Crunch

Cookie with

Caramel and

Crisp Rice, 3 oz pkg, or

Collin

County

28 PRODUCT

Zebra Cake

1 each Little Debbie

Zebra Cake,

3.1 oz pkg, or Collin

County

29 PRODUCT

Pecan

Spinwheels

1 each Little Debbie

Pecan

Spinwheels

Sweet Rolls,

2.1 oz pkg, or Collin

County

TOTAL

6. GENERAL INSTRUCTIONS

6.1. DEFINITIONS

1. Bidder: refers to submitter.

2. Vendor/Contractor/Provider: refers to a Successful Bidder/Contractor/Service Provider.

3. Submittal: refers to those documents required to be submitted to Collin County, by a Bidder.

4. IFB: refers to Invitation For Bid.

6.2. GENERAL INSTRUCTIONS

1. If Bidder does not wish to submit an offer at this time, please submit a No Bid.

2. Awards shall be made not more than ninety (90) days after the time set for opening of Submittals.

3. Collin County is always conscious and extremely appreciative of your time and effort in preparing your

Submittal.

4. Collin County exclusively uses OpenGov eProcurement for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addenda which could ultimately render your bid non-compliant.

Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other company.

5. A bid may not be withdrawn or canceled by the bidder prior to the ninety-first (91st) day following public opening of Submittals and only prior to award.

6. It is understood that Collin County, Texas reserves the right to accept or reject any and/or all Bids for any or all products and/or services covered in an Invitation For Bid (IFB), and to waive informalities or defects in Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin

County.

7. All IFBs submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the IFB number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.

8. Submittals via email, oral, telegraphic or telephonic will not be accepted. IFBs may be submitted in electronic format via https://procurement.opengov.com/portal/collincountytx/projects/266179.

9. All IFBs submitted electronically via the eProcurement Portal shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the IFB.

10. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all IFBs submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of “plug and play” portable storage device will be accepted as a Submittal. IFBs received in the Collin County

Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.

11. For hard copy paper form Submittals, any alterations made prior to opening date and time must be initialed by the signer of the IFB guaranteeing authenticity. Submittals cannot be altered or amended after submission deadline.

12. Collin County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.

13. Any interpretations, corrections and/or changes to an IFB, and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the Collin County

Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via

Collin County eProcurement Portal.

14. Addenda will be transmitted to all that are known to have received a copy of the IFB/RFQ/RFP/RFI/CSP and related Specifications. However, it shall be the sole responsibility of the Bidder/Quoter/Offeror to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e. the eProcurement portal, telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Bidder’s/Quoter’s/Offeror’s receipt of any addenda issued. Bidder/Quoter/Offeror shall acknowledge receipt of all addenda.

15. All materials and services shall be subject to Collin County approval.

16. Collin County reserves the right to make award in whole or in part as it deems to be in the best interest of the County.

17. Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.

18. Bidders offering substitutions to the specifications shall do so at their own risk. By offering substitutions, Bidder shall state these in the section provided in the IFB or by attachment. Substitution, if accepted, must meet or exceed specifications stated therein. Collin

County reserves the right to accept or reject any and/or all of the substitution(s) deemed to be in the best interest of the County.

19. Minimum Standards for Responsible Prospective Bidders: A prospective Bidder must meet the following minimum requirements:

i. have adequate financial resources, or the ability to obtain such resources as required;

ii. be able to comply with the required or proposed delivery/completion schedule;

iii. have a satisfactory record of performance;

iv. have a satisfactory record of integrity and ethics;

v. be otherwise qualified and eligible to receive an award.

20. Collin County may request documentation and other information sufficient to determine Bidder's ability to meet these minimum standards listed above.

21. Vendor shall bear any/all costs associated with its preparation of an IFB.

22. Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Bidders during the bidding process is subject to release under the Act.

23. The Bidder shall comply with Commissioners Court Order No. 2004-167-03-11, County Logo Policy.

24. Interlocal Agreement: Successful Bidder agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin County.

Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.

25. Bid Openings: All bids submitted will be read at the County’s regularly scheduled bid opening for the designated project. However, the reading of a bid at bid opening should be not construed as a comment on the responsiveness of such bid or as any indication that the County accepts such bid as responsive.

26. The County will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The County will notify the successful Bidder upon award of the contract and, according to state law; all bids received will be available for inspection at that time.

27. Bidder shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.

7. TERMS OF CONTRACT

7.1. TERMS OF CONTRACT

1. A bid, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor/Contractor/Provider and Collin County. No different or additional terms will become part of this contract with the exception of a Change Order.

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments and/or Change Orders to the contract will be made in writing by Collin County Purchasing Agent.

3. No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.

4. The Vendor/Contractor/Provider shall comply with Commissioners Court Order No. 96-680-10-28, Establishment of Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials &

County Employees.

5. Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

6. Bids must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

7. All products must be new and unused, unless otherwise specified, in first-class condition and of current manufacture. Obsolete products, including products or any parts not compatible with existing hardware/software configurations will not be accepted.

8. Vendor/Contractor/Provider shall provide any and all notices as may be required under the Drug-Free

Work Place Act of 1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.

9. Vendor/Contractor/Provider shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor/Contractor/Provider’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the

Vendor/Contractor/Provider, or of any agent, employee, subcontractor or supplier of

Vendor/Contractor/Provider in the execution of, or performance under, any contract which may result from an award. Vendor/Contractor/Provider shall pay in full any judgment with costs, including attorneys’ fees and expenses which are rendered against Collin County and/or participating entities arising out of such breach, act, error, omission and/or fault.

10. Expenses for Enforcement. In the event either Party hereto is required to employ an attorney to enforce the provisions of this Agreement or is required to commence legal proceedings to enforce the provisions hereof, the prevailing Party shall be entitled to recover from the other, reasonable attorney's fees and court costs incurred in connection with such enforcement, including collection.

11. If a contract, resulting from a Collin County IFB is for the execution of a public work, the following shall apply:

12. In accordance with Section 2253.021 of the Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Payment Bond if the contract is in excess of

$25,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th

Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

13. In accordance with Section 2253.021 of the Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Performance Bond if the contract is in excess of

$100,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th

Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

14. Purchase Order(s) shall be generated by Collin County to the vendor. Collin County will not be responsible for any orders placed/delivered without a valid purchase order number.

15. The contract shall remain in effect until any of the following occurs: delivery of product(s) and/or completion and acceptance by Collin County of product(s) and/or service(s), contract expires or is terminated by either party with thirty (30) days written notice prior to cancellation and notice must state therein the reasons for such cancellation. Collin County reserves the right to terminate the contract immediately in the event the Vendor/Contractor/Provider fails to meet delivery or completion schedules, or otherwise perform in accordance with the specifications. Breach of contract or default authorizes the County to purchase elsewhere and charge the full increase in cost and handling to the defaulting Vendor/Contractor/Provider.

16. Collin County Purchasing Department shall serve as Contract Administrator or shall supervise agents designated by Collin County.

17. All delivery and freight charges (FOB Inside delivery at Collin County designated locations) are to be included as part of the bid price. All components required to render the item complete, installed and operational shall be included in the total bid price. Collin County will pay no additional freight/delivery/installation/setup fees.

18. Vendor/Contractor/Provider shall notify the Purchasing Department immediately if delivery/completion schedule cannot be met. If delay is foreseen, the Vendor/Contractor/Provider shall give written notice to the Purchasing Agent. The County has the right to extend delivery/completion time if reason appears valid.

19. The title and risk of loss of the product(s) shall not pass to Collin County until Collin County actually receives and takes possession of the product(s) at the point or points of delivery. Collin County shall generate a purchase order(s) to the Vendor/Contractor/Provider and the purchase order number must appear on all itemized invoices.

20. Invoices shall be mailed directly to the Collin County Auditor's Office, 2300 Bloomdale Road, Suite

3100, McKinney, Texas 75071. All invoices shall show:

i. Collin County Purchase Order Number;

ii. Vendor’s/Contractor’s/Provider’s Name, Address and Tax Identification Number;

iii. Detailed breakdown of all charges for the product(s) and/or service(s) including applicable time frames.

iv. Payment will be made in accordance with Government Code, Title 10, Subtitle F, Chapter 2251.

21. All warranties shall be stated as required in the Uniform Commercial Code.

22. The Vendor/Contractor/Provider and Collin County agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

23. The Vendor/Contractor/Provider agree to protect Collin County from any claims involving infringements of patents and/or copyrights.

24. The contract will be governed by the laws of the State of Texas. Should any portion of the contract be in conflict with the laws of the State of Texas, the State laws shall invalidate only that portion. The remaining portion of the contract shall remain in effect. The contract is performable in Collin County, Texas.

25. The Vendor/Contractor/Provider shall not sell, assign, transfer or convey the contract, in whole or in part, without the prior written approval from Collin County.

26. The apparent silence of any part of the specification as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of the specification shall be made on the basis of this statement.

27. Vendor/Contractor/Provider shall not fraudulently advertise, publish or otherwise make reference to the existence of a contract between Collin County and Vendor/Contractor/Provider for purposes of solicitation. As exception, Vendor/Contractor/Provider may refer to Collin County as an evaluating reference for purposes of establishing a contract with other entities.

28. The Vendor/Contractor/Provider understands, acknowledges and agrees that if the

Vendor/Contractor/Provider subcontracts with a third party for services and/or material, the primary

Vendor/Contractor/Provider (awardee) accepts responsibility for full and prompt payment to the third party. Any dispute between the primary Vendor/Contractor/Provider and the third party, including any payment dispute, will be promptly remedied by the primary vendor. Failure to promptly render a remedy or to make prompt payment to the third party (subcontractor) may result in the withholding of funds from the primary Vendor/Contractor/Provider by Collin County for any payments owed to the third party.

29. Vendor/Contractor/Provider shall provide Collin County with diagnostic access tools at no additional cost to Collin County, for all Electrical and Mechanical systems, components, etc., procured through this contract.

30. Criminal History Background Check: If required, ALL individuals may be subject to a criminal history background check performed by Collin County prior to access being granted to Collin County facilities.

Upon request, Vendor/Contractor/Provider shall provide list of individuals to the Collin County

Purchasing Department within five (5) working days.

31. Non-Disclosure Agreement: Where applicable, vendor shall be required to sign a non-disclosure agreement acknowledging that all information to be furnished is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by vendor, except as provided in the contract/agreement, may cause serious harm or damage to Collin County. Therefore, Vendor agrees that Vendor will not use the information furnished for any purpose other than that stated in contract/agreement, and agrees that Vendor will not either directly or indirectly by agent, employee, or representative disclose this information, either in whole or in part, to any third party, except on a need to know basis for the purpose of evaluating any possible transaction. This agreement shall be binding upon Collin County and Vendor, and upon the directors, officers, employees and agents of each.

32. Vendors/Contractors/Providers must be in compliance with the Immigration and Reform Act of 1986 and all employees specific to this solicitation must be legally eligible to work in the United States of

America.

33. Certification of Eligibility: This provision applies if…