Vending Services Request for Proposal MCC2022-02 rev 06.02.26.pdf

Middlesex Community College RFP MCC-2026-06 Snack and Beverage Vending

Rev. 05/27/26

Middlesex Community College

Request for Proposal # MCC-2026-06

Snack and Beverage Vending

Issue Date:

June 3, 2026

Bid Deadline – Proposals Must Be Received By:

June 22, 2026, no later than 11:59 p.m., EST

RFP# 2026-06

Bid Schedule

RFP Coordinator

(All communication regarding the RFP must be made through the RFP

Coordinator identified below), Name: Christina Kelley Title: Director of Procurement

Email: purchasing@middlesex.edu

RFP Issue Date June 3, 2026

Site Visit

June 10, 2026, at 10am

The site visit will start at the Bedford Campus at 591 Springs

Road, Visitor Parking Lot E, Bedford, MA 01730, then will conclude with a visit to the Lowell Campus at the Cowan

Center Building at 33 Kearney Square, Lowell, MA 01852

(public parking available at Davidson Parking Lot or Lower

Locks Parking Garage).

Deadline for Written Bidder

Questions (All questions must be received by the RFP Coordinator identified above by):

June 12, 2026, no later than 11:59 p.m., EST

Deadline for Responses by MCC June 16, 2026

Bids Due

(Proposals must be received by

Purchasing Department by):

June 22, 2026, no later than 11:59 p.m., EST.

Proposals must be submitted electronically to the following address: purchasing@middlesex.edu

Anticipated Contract Award July 1, 2026

Anticipated Contract Start Date August 1, 2026

Middlesex Community College is not responsible for delivery delays and will not open proposals received later than the deadline date and time as put forth in this RFP.

The dates listed for the Anticipated Contract Award and Anticipated Contract Start Date is an estimate and supplied only as a courtesy to Bidders.

mailto:purchasing@middlesex.edu

TABLE OF CONTENTS

Page

PUBLIC NOTICE 4

RFP DEFINITIONS/ACRONYMS 5

PART I INTRODUCTION 6

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

PART II SCOPE OF SERVICES TO BE PROVIDED 8

PART III KEY RFP EVENTS 13

A. QUESTIONS

B. AMENDMENTS

C. SUBMITTING THE PROPOSAL

D. FINALIST PRESENTATION AND INTERVIEW

PART IV PROPOSAL SUBMISSION REQUIREMENTS 14

PART V PROPOSAL EVALUATION AND SELECTION 15

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. SELECTION AND AWARD

PART VI CONTRACT ADMINISTRATION AND CONDITIONS 17

A. CONTRACT DOCUMENT

B. CONTRACT PROVISIONS

PART VII RFP APPENDICES AND RELATED DOCUMENTS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – STATEMENT OF NON-COLLUSION CERTIFICATION, TAX

COMPLIANCE AND FINANCIAL STRENGTH

APPENDIX C – VENDOR AUTHORIZED SIGNATURE VERIFICATION

APPENDIX D – AFFIRMATIVE ACTION PLAN FORM

APPENDIX E – EXECUTIVE ORDER 481 – CONTRACTOR CERTIFICATION

APPENDIX F – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX G – VENDOR OPERATIONS AND TECHNICAL QUESTIONNAIRE

FORM

APPENDIX H – BUSINESS REFERENCES FORM

APPENDIX I – PRODUCT DESCRIPTION AND PRICING FORM

APPENDIX J – FINANCIAL PROPOSAL FORM

APPENDIX K – COMMONWEALTH OF MASS STANDARD CONTRACT

PUBLIC NOTICE

Middlesex Community College (MCC) is soliciting competitive proposals for snack and beverage vending to provide students, faculty, staff and visitors at the College nutritious, appetizing and affordably priced beverages and snacks at both the Lowell and Bedford Campus.

A copy of the RFP, as well as the Question & Answer Summary and all other related documents to this

RFP, can be obtained at the following websites:

https://www.middlesex.edu/finance/bidsandcontracts.html and https://www.commbuys.com

The RFP will be available on June 3, 2026.

Proposal submissions must be received no later than 11:59 p.m., EST, on June 22, 2026. Proposals will be opened the following business day. Proposals not submitted to the Purchasing Department at purchasing@middlesex.edu by the aforementioned deadline will not be considered for contract award.

All times listed are understood to be Eastern Standard Time (EST) unless otherwise noted.

MCC reserves the right to accept the proposal deemed to offer the best value for the Commonwealth of

Massachusetts and MCC. The Contract will be awarded to the Contractor who offers the best combination of price, capability and service options as determined by MCC. MCC reserves the right to reject any or all bids, wholly or in part, to withdraw its Request for Proposal, and/or to modify and reissue a Request for Proposal in the future.

https://www.middlesex.edu/finance/bidsandcontracts.html https://www.commbuys.com/

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, shall have the meanings indicated below:

Term/Acronym Definition

Bidder/Contractor

An individual, corporation or other entity engaged in the business of supplying the services described in this solicitation, which has received a copy of the RFP. By responding to this RFP, the Bidder agrees that they have read and understand this document.

Contract or

Agreement

Binding agreement between MCC and the Contractor that incorporates all of the conditions of the RFP.

Contract Manager Middlesex Community College staff person responsible for managing the contract

MCC Middlesex Community College

RFP Request for Proposal

Proposal Document submitted by Bidder in response to this solicitation

Middlesex Community College

PART I INTRODUCTION

A. Purpose and Background

Middlesex Community College (MCC) is seeking snack and beverage vending for both of the College’s

Campuses located in Bedford and Lowell as defined in this Request for Proposal (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected and the contractual terms which will govern the relationship between

Middlesex Community College and the awarded Bidder.

Middlesex Community College enrolled its first degree seeking students in 1970. The annual enrollment is approximately over 9,300 credit students (on-campus, on-line and hybrid classes). The

College employs approximately 1004 faculty/staff. The College’s primary service area is within the

Middlesex county region in northeast Massachusetts. Operating in two campus locations, its original site in suburban Bedford and an urban campus in downtown Lowell, MCC is one of the largest community colleges in Massachusetts. These numbers are given as a guide only and are not a guarantee of future enrollment.

Middlesex Community College provides access to affordable education for a diverse community from all ethnic and economic backgrounds and identities, preparing individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities. To learn more about MCC, including the College’s mission, vision, values, and programs, visit www.middlesex.edu

Currently, there are 14 Snack and Beverage Vending Machines located on MCC’s Campuses. This number is subject to change based upon the mutual consent of the College and the Contractor.

Inventory

Current Vending Machine Inventory

Lowell Bedford Total

Snack Beverage Snack Beverage

2 2 5 5 14

Revenue

Annual Snack and Beverage Vending Revenue Information.

• FY25: $35,014.59

• FY24: $39,071.11

• FY23: $31,339.37

These numbers are given as a guide only and are not a guarantee of future sales volume.

http://www.middlesex.edu/

B. General Provisions

1. By submitting a proposal, the Bidder agrees and assures that he or she has examined the site and the specifications, and that the specifications are adequate, and the required results can be produced under the specifications.

2. From the time the RFP is issued until award notification is made, all contact with MCC regarding the RFP must be made through the RFP Coordinator. No other person/ MCC employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at MCC’s discretion.

3. Issuance of the RFP does not commit MCC to issue an award or to pay expenses incurred by a

Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

4. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by MCC. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

5. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, MCC will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal information of previous contract history with the

Bidder (if any). MCC also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

6. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

7. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by MCC.

8. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

9. A Bidder may modify or withdraw a proposal by email notice to purchasing@middlesex.edu by the date and time set for Bid Deadline. Each modification must be numbered in sequence and must reference the original RFP.

10. The College reserves the right to cancel this bid at any time before a contract has been executed and approved, in which event the College will reject any and all bids received in response to this

RFP. Should the bid be canceled, all expenses related to preparation of response to this RFP remain the responsibility of the Bidder.

11. All responses and information submitted in response to this RFP are subject to the Massachusetts

Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection

26(h). Any statements reserving any confidentiality or privacy rights in submitted Responses or otherwise inconsistent with these statues will be void and disregarded.

12. All applicable laws, whether or not herein contained, are included by this reference. It is the

Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Contract Term

MCC is seeking a cost-efficient proposal to provide services, as defined in the RFP, for the anticipated contract period defined in the table below. Please note, the dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) one (1) year term renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

Period Start Date End Date

Initial Period of Performance 8/1/26 6/30/29

Renewal Period #1 7/1/29 6/30/30

Renewal Period #2 7/1/30 6/30/31

PART II SCOPE OF SERVICES TO BE PROVIDED

Middlesex Community College (MCC) is seeking proposals from qualified, full-service vending companies with a minimum of three (3) years of successful experience in the vending industry. The selected Contractor will provide snack and beverage vending services across MCC’s Lowell and

Bedford campuses. The number of vending machines required at any given time may vary based on campus needs and will be determined and mutually agreed upon by both the College and the Contractor.

The selected Contractor will be expected to create a comprehensive, integrated vending program, including healthy and nutritious foods that will increase customer satisfaction by providing quality products and state-of-the-art equipment, while achieving growth and profitability in vending sales throughout MCC Lowell and Bedford Campuses.

MINIMUM QUALIFICATIONS

VENDING EQUIPMENT

The Contractor must supply, deliver, install, and repair all snack and beverage vending equipment installed at no cost to MCC. At the time of installation, all equipment must be, heavy-duty commercial, EnergyStar® qualified. All snack and beverage machines must include the capability to accept credit and debit cards, coins and one- and five-dollar bills (ApplePay is preferred but not required) with built in dollar changers.

All machines must be ADA compliant. Contractor must supply the College with vending machines that are compliant with all relevant specifications in the ADA Standards and 521 CMR regarding accessibility and usability. Further, the technical and interface components of the vending machines must be accessible to all persons with disabilities including but not limited to those limitations that are visual, auditory, and/or intellectual in nature.

All machines shall be equipped so as to provide thermal overload protection. In addition, all machines shall be equipped with all necessary safety devices which shall be maintained in operating condition at all times. All machines shall have approval from the Underwriter's Laboratory, Inc., the National

Sanitation Foundation, and the National Automatic Merchandising Association.

A listing of the machines to be installed indicating their adherence to the terms of the Agreement and including manufacturer’s description literature showing pictures, make, model and specifications should be included in the RFP proposal submission.

The Contractor will be completely responsible for the cleaning and sanitation of its equipment. This includes any surrounding areas that are directly affected by the operation of the machines. This also includes clean up after a repair or malfunction of the machine. Cartons or trash generated by the

Contractor must be disposed of at the Contractor's place of business.

All Equipment is and will at all times remain the property of Contractor.

The Contractor will provide a local or toll-free number on each machine that may be used for inquiries or reporting maintenance matters as well as for refunds. Each machine shall also be labeled with a unique ID number.

Each vending machine must be installed with a non-resettable counter that correctly identifies the number of products dispensed and the amount of revenue received.

The College assumes no responsibility for any losses the Contractor may incur due to damage to equipment arising from any cause except an act or omission on the part of the College. The College assumes no responsibility for the protection of the Contractor's property against loss arising from vandalism, theft or other causes.

The Contractor shall be responsible for immediately reporting all the facts relating to loss, damage or break-ins to the College’s Campus Police.

At the expiration of this agreement, the Contractor shall remove all of its equipment from the College’s premises. The Contractor shall restore the site to the condition prior to use by the Contractor. The

Contractor shall repair all damage caused by the installation or removal of its equipment.

EQUIPMENT SERVICE & MAINTENANCE

Preventative Maintenance.

Contractor must establish and abide by a preventative maintenance program for all Equipment and related components. The program shall include regular replacement of worn, malfunctioning or damaged equipment. The Contractor shall provide both preventative maintenance and general repairs to equipment provided. The successful bidder shall employ/assign an experienced service person to the

College to perform the function of repair and preventive maintenance. Detail and describe preventative maintenance program.

Service Calls

Contractor must at its expense maintain all Contractor installed Equipment in good working order and must promptly make repairs. Contractor must be able to respond to trouble calls placed by the College within twenty-four hours of receiving the call including weekends and holidays (excluding State and

Federal holidays). Contractor must arrive to service equipment within 72 hours of placement of a service call. Contractor must maintain a log of all service calls received and the disposition of each. This log must be available for MCC’s review. Detail and describe service levels, escalation procedures and maintenance response times.

No machine shall remain inoperable for longer than three (3) business days after the initial notification by the College. Contractor must be prepared to replace equipment to ensure continued service to the

College.

The Contractor shall provide a monthly service report to the Director of Safety and Campus Operations indicating what repairs were provided that month by equipment and location.

Replacement of Vending Machines

Contractor must replace Equipment that:

• Cannot be returned to full service within seventy-two (72) hours of MCC’s first service call;

• Has frequently recurring maintenance and/or mechanical problems (for purposes of this section

"frequently recurring” means prompting six (6) or more service calls within thirty (30) Days); or

• Is reaching its rated service life.

Any replacement Equipment must be of equal or superior quality to the Equipment originally installed as determined by MCC in conjunction with Contractor.

GREEN INITIATIVES

Contractor should include any green or sustainability initiatives they have.

COMMISSIONS & PRODUCT PRICING

Commission Structure

The Contractor shall pay the College a commission based on gross sales generated from all vending machines installed on College property. The proposed commission rate must be clearly stated in the

Proposer’s response and will be a key evaluation factor in awarding the contract. The final commission structure will be incorporated into the executed agreement.

Initial Product Pricing Proposers must submit a complete schedule of initial product pricing for all snacks and beverages offered. Pricing must remain firm for the first contract year unless otherwise approved in writing by the College.

Price Adjustments Any request for product price increases must be submitted in writing at least thirty

(30) days in advance and must include justification such as supplier cost increases or market changes.

No price adjustments may be implemented without prior written approval from the College.

Transparency Requirements The Contractor shall ensure that all vending machines display accurate, up-to-date pricing. The College reserves the right to audit pricing, sales data, and commission calculations at any time during the contract term.

Competitive Pricing Expectation Product pricing must remain competitive with comparable institutional and retail environments in the region. The College reserves the right to request pricing reviews if products are deemed non-competitive.

COMMISSION TERMS

Commission payments shall be remitted to the College on a monthly basis. The Contractor shall pay commissions within thirty (30) days following the end of each reporting period (Calendar month unless otherwise stated). For example, a sales report for the month of October (on November 1), a total commission must be paid to the College by November 30.

The Contractor shall provide detailed monthly sales and commission reports for each machine, including product-level sales data, machine location, gross sales, commission calculations, and any service interruptions affecting revenue.

MCC or its auditors may inspect and review Records and may require Contractor to furnish such other financial information related to the Snack and Beverage Vending, as MCC deems appropriate.

PRODUCT OFFERINGS

The Products dispensed from machines must be fresh, top grade and known to the general public by brand name of manufacturer. The Contractor is expected to provide a variety of snacks and packaged food products, including healthy snacks for our student, faculty and staff population. All products must include sell-by dates and must be removed from machines on or before sell-by date.

Labeling on all items, including vended perishable foods shall comply with all USDA and FDA regulations. All perishable food shall be package coded and replaced with product on an inventory rotation schedule.

Proposal should include information on how healthy snack options will be showcased in the machines, and a list of selection offerings should be included. Product offerings proposal should also include options considerate of food-sensitive customers seeking gluten-free, low-carb, vegan, vegetarian and organic options.

The successful respondent is encouraged to present new or enhanced products and services for consideration by the College during the life of the Agreement.

VENDING PERSONNEL ON CAMPUS

All personnel are required to check in with Public Safety upon arrival to the campus. Public Safety offices are located at the following locations:

• Lowell Campus – Cowan Center Lobby

• Bedford Campus – Cataldo Building Lobby

Personnel operating on campus must be dressed in clean, distinctive uniforms which will readily identify them as Contractor's personnel. Contractor's personnel are expected to conduct operations in an orderly manner so as not to disrupt customers. The College shall have the right to require change of personnel servicing the College community.

Contractors are expected to exhibit the highest standards of professional behavior while performing work for the College. This includes, but is not limited to, no smoking (MCC is a tobacco free campus);

no use of alcohol or illegal drugs; no use of inappropriate language; exercising volume control so as not to disrupt nearby classes, studying or office functions. No weapons are allowed on College property.

Any inappropriate behavior may lead to removal of the Contractor.

The Contractor will be authorized to enter the designated premises at all reasonable times during regularly scheduled business hours to gain access to equipment for purpose of installation, normal maintenance, coin collection and other incidental services. Collections are to be made within regular

College business hours, which are defined as 8:00 AM- 5:00 PM, Monday – Friday.

Contractor shall comply, and ensure that its staff complies with all applicable laws, rules and regulations governing third-party services and all applicable provisions of the Contract; including but not limited to

College of Massachusetts System rules and regulations and laws of the Commonwealth of

Massachusetts.

The Contractor shall observe all College parking regulations and are liable for any parking violations.

Parking at building entrances, lawns or common areas is prohibited

BACKGROUND CHECKS REQUIREMENTS

As a condition of the award of any contract and prior to commencement of any work by the Contractor’s employees, the successful Contractor agrees all personnel assigned to provide services at Middlesex

Community College (MCC) have undergone a Criminal Offender Record Investigation (C.O.R.I.) and a

Sexual Offender Record Investigation (S.O.R.I.) within the past 30 days. The Contractor understands that the College expects C.O.R.I. and S.O.R.I. checks to be run in both Massachusetts and the employees home state (if non-Massachusetts resident). The Contractor is responsible for all costs associated with

C.O.R.I. and S.O.R.I. checks.

Furthermore, the Contractor will ensure the C.O.R.I. and S.O.R.I checks are conducted at least annually for all personnel who are assigned to work at the College.

No employee with a criminal record shall be assigned to work at the College without the prior express written permission of a duly authorized signatory of the College. Prior to the College providing express written permission, a review of the C.O.R.I. and S.O.R.I by the College may include:

i. Relevance of the crime to the assignment;

ii. Nature of the work to be performed;

iii. Time since the conviction;

iv. Age of the candidate at the time of the offense;

v. Seriousness and specific circumstances of the offense;

vi. Number of offenses;

vii. Whether the applicant has pending charges;

viii. Any relevant evidence of rehabilitation or lack thereof;

ix. Any other relevant information, including information submitted by the candidate or requested by Middlesex Community College.

PART III KEY RFP EVENTS

A. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. The Questions must be submitted, by e-mail, and received by the RFP Coordinator, identified on the cover page of the RFP, as soon as possible but no later than the date and time specified on the RFP cover page.

b. Submitted Questions should include the RFP Number and Title in the subject line of the e-mail. MCC assumes no liability for assuring accurate/complete/on time e-mail transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and posted on the following websites by the date specified on the RFP Cover Page:

https://www.middlesex.edu/finance/bidsandcontracts.html and https://www.commbuys.com. It is the responsibility of all interested parties to go either website to obtain a copy of the Question

& Answer Summary. Only those answers issued in writing on this website will be considered binding.

B. Amendments

MCC reserves the right to amend or alter the bid at any time prior to the deadline for submissions of bid.

All amendments released in regard to the RFP will also be posted on the following websites:

https://www.middlesex.edu/finance/bidsandcontracts.html and https://www.commbuys.com. It is the responsibility of all interested parties to go to either website to obtain amendments. Only those amendments posted on this website are considered binding. All amendments shall be covered in the proposal and shall be part of the contract

C. Submitting the Proposal

1. Proposals Due: Proposals must be received no later than 11:59 p.m. local time, on the date listed on the cover page of the RFP. E-mails containing original proposal submissions, or any additional or revised proposal files, received after the 11:59 p.m. deadline will be rejected without exception.

2. Delivery Instructions: E-mail proposal submissions are to be submitted to MCC’s Purchasing

Department at purchasing@middlesex.edu.

a. Only proposal submissions received by e-mail will be considered. MCC assumes no liability for assuring accurate/complete e-mail transmission and receipt.

b. File size limits are 10MB per e-mail. Bidders may submit files separately across multiple e-mails, as necessary, due to file size concerns. All e-mails and files must be received by the due date and time listed above.

c. Bidders should insert the following into the subject line of their e-mail proposal submission:

“RFP# 2026-06 Proposal Submission – [Bidder’s Name]” https://www.middlesex.edu/finance/bidsandcontracts.html https://www.middlesex.edu/finance/bidsandcontracts.html

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

The Bidder’s proposal must follow the outline used below. Failure to use the outline specified in PART

IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Include any forms provided in the submission package or reproduce those forms as closely as possible.

Proposal Format and Contents

Section I Preliminary Information

The following forms must be completed, signed by a person authorized to enter into contracts on behalf of the Bidder and must be submitted with the bid.

1. Proposal Cover Page (Appendix A)

2. Statement of Non-Collusion Certification, Tax Compliance and Financial Strength

(Appendix B)

3. Vendor Authorized Signature Verification Form (Appendix C)

4. Affirmative Action Plan Form (Appendix D)

5. Executive Order 481- Contractor Certification (Appendix E)

Section II Bidder Qualifications and Service Approach

1. Qualifications and Experience

Bidders must complete Appendix F – Qualifications and Experience Form, providing a detailed description of their qualifications, experience, and capacity to deliver the vending services outlined in this RFP.

2. Vendor Operations and Technical Questionnaire

Bidders must complete Appendix G – Vendor Operations and Technical Questionnaire

Form, providing responses to the questions listed.

3. Business Reference Form

Bidders must complete Appendix H listing three projects of similar size and scope with a preference for references located within the New England States and Massachusetts and preferably in higher education, demonstrating your experience and expertise in performing these services in the last five (5) years.

4. Subcontractors

If subcontractors are to be used, Bidders must provide a list that specifies the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications.

Section III Price List

1. General Instructions

a. Bidders must submit pricing and products for snacks and beverages for vending. Pricing must remain firm for the first contract year. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal.

2. Product Description and Pricing Instructions

Bidders must fill out Appendix I (Product Descriptions and Pricing Form) or submit an alternate format as long as the same fields are included, following the instructions detailed here and in the form. Failure to provide the requested information may result in the exclusion of the proposal from consideration, at the discretion of the Department.

Submit a list of all snacks and beverages, including pricing and descriptions of serving sizes, which the Bidder proposes to serve through the Vending operations. These lists shall be incorporated in the agreement between the successful Bidder(s) and the College.

Section IV Financial Proposal

3. Sales Commissions

The term “sales revenue” means the total revenue charged by the Contractor for the sale of snacks and beverages, less any applicable taxes. The Contractor shall return to the College, after the close of each accounting period on a monthly basis, a percentage of all sales revenue. The proposed percentage must be submitted in the Financial Proposal Form (Appendix J).

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process - General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal is deemed to offer the best value to MCC.

3. MCC reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. Changes to proposals, including updating or adding information, will not be permitted during any interview/presentation process and, therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Proposals submitted shall be evaluated based on the following criteria:

Organization Qualifications and Experience:

a) Operational Expertise: Company-wide approach to excellence, innovation, quality control, training, customer service, personnel policies, service and maintenance of equipment and financial reporting to the client. (Qualifications and Experience Form)

b) Management Team: Quality and experience of the management team. (Qualifications and Experience Form)

c) Past Performance and Specialized Experience with Similar Accounts: experience with other College Snack and Beverage Vending agreements similar in nature to MCC.

(Qualifications and Experience Form)

d) Use of Technology: (Qualifications and Experience Form)

e) References: Proposer’s references from institutions of higher education, which are comparable to MCC. (Business Reference Form)

Proposed Services:

a) Service and operations – service frequency, response times, restocking process, payment options. (Vendor Operations and Technical Questionnaire)

b) Commitment to Sustainability, Health & Wellness: green initiatives, nutritional value of products and other dietary concerns. (Vendor Operations and Technical Questionnaire)

c) Proposed list of equipment to be installed at the College. Bidder should make reference to the make, model, and year of equipment. Pictures of proposed equipment must be included with bid proposal. (Vendor Operations and Technical Questionnaire)

d) Product quality, variety and pricing. (Product Description and Pricing Form)

e) Conformity: Substantial conformity with the specifications and other conditions set forth in the RFP.

Financial Proposal:

a) Commission offered to the College with respect to Vending Services Sales. (Financial

Proposal Form)

2. Scoring Weights: The score will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria.

Section I. Preliminary Information (No Points)

Includes all elements addressed above in Part IV, Section I.

Section II. Bidder Qualifications and Service Approach (40 points)

Includes all elements addressed above in Part IV, Section II.

Section III. Proposed Services (40 points)

Includes all elements addressed above in Part IV, Section III.

Section IV. Financial Proposal (20 points)

Includes all elements addressed above in Part IV, Section IV.

3. Negotiations: The Department reserves the right to negotiate with the awarded Bidder to finalize a contract. Such negotiations may not significantly vary the content, nature or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested. The Department reserves the right to terminate contract negotiations with an awarded Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion.

C. Selection and Award

1. The Contract will be awarded to the Contractor who is deemed to offer the best combination of price, capability and service options as determined by MCC. The lowest bid does NOT constitute the winning bid. MCC reserves the right to award or reject any and all proposals in whole or in part, and to waive technicalities, minor deviations, irregularities, and omissions if, in its judgment, the best interests of the Commonwealth of Massachusetts and MCC will be served. No financial claim for any payment whatsoever shall be brought against MCC for any Contract award delays.

2. The contract will be awarded within thirty (30) days after the bid opening.

3. Notification of conditional award selection or non-selection will be made in writing by the MCC.

4. Issuance of the RFP in no way constitutes a commitment by MCC to award a contract, to pay costs incurred in the preparation of a response to the RFP, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the

Bidder.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

B. Contract Documents

1. The awarded Bidder will be required to execute a Commonwealth of Massachusetts Standard

Contract (Addendum K) and submit a W9 form. The Contract shall not be binding upon

Middlesex Community College until it has been completely executed and a copy of such fully executed Contract is delivered to the Contractor.

2. The contract between MCC and the successful contractor will include as integral parts thereof:

Commonwealth of Massachusetts Standard Contract Form and the Commonwealth Terms and

Conditions, this RFP and amendments thereto, contractor’s response and amendments thereto

MCC RFP 2026-06 Snack and Beverage Vending.

3. In the event of a conflict in language between any of the above-mentioned documents, the provisions and requirements set forth or referenced in the Commonwealth of Massachusetts

Standard Contract documents and this RFP with the amendments shall govern. In the event that an issue is addressed in the response that is not addressed in the RFP, no conflict in language shall be deemed to occur.

4. In providing services and performing under the contract, the awarded Bidder must act as an independent contractor and not as an agent MCC.

C. Contract Provisions

1. Contract Administration

Following the award, the Contract Manager, Daniel Martin, Director of Safety and Campus

Operations, from MCC will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. MCC staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

2. Contract Termination

1. The contract may be terminated without cause by either Middlesex Community College or the Contractor by giving written notice to the other at least thirty (30) calendar days prior to the effective date of termination stated in the notice.

2. Middlesex Community College may terminate the contract if the contractor fails to fulfill the required obligations or fails to comply with the contract provisions by giving written notice to the Contractor at least seven (7) calendar days prior to the effective date of termination stated in the notice. The notice shall state the circumstances of the alleged breach and may state a period during which the alleged breach may be cured, which cure shall be subject to the Middlesex Community College’s approval.

3. Middlesex Community College reserves the right to terminate any and all parts of the contract due to lack of or reduction in financial appropriation that fund the contract.

3. Nondiscrimination in Employment

The Contractor shall comply with all state and federal statutes or regulations prohibiting discrimination in employment including, but not limited to the Americans with Disabilities

Act, Section 504 of the Rehabilitation Act, M.G.L. c.151B, M.G.L. c.93 103, M.G.L.

c.12, 11I, Age Discrimination Act, Age Discrimination in Employment Act, or amendments to these or related provisions.

Middlesex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities

Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of

1964, and other applicable statutes and MCC policies. MCC prohibits sexual harassment including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the MCC Affirmative Action and/or Title IX

Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment

Opportunities Commission or the United States Department of Education’s Office for Civil

Rights.

4. Digital Technology Accessibility Requirements (if applicable)

The service provided by the Contractor shall be accessible, functional, and usable for all individuals with disabilities and shall at a minimum comply with the standards and principles of the World Wide Web Consortium’s Web Content Authoring Guidelines, 2.0, level AA.

As part of its response (if applicable), Contractor will provide a VPAT or accessibility testing results for any pre-existing software, including Third Party Software, that Contractor is delivering to the College.

5. General

The Contract shall be governed by and construed by the Laws of the Commonwealth of

Massachusetts and will constitute the entire Contract between parties. The State of

Massachusetts, shall be the proper venue for any litigation involving this Contract. The Contract specifications may not be varied unless specified in writing and signed by both parties.

Paragraph headings are for convenience only and are not intended to expand or restrict the scope of substance of the provisions of this Contract. It is understood by and between the parties that this Agreement is not intended to establish a joint venture between the College and Contractor nor shall the College be in any way responsible for the debts and/or losses of Contractor

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – STATEMENT OF NON-COLLUSION CERTIFICATION, TAX COMPLIANCE AND

FINANCIAL STRENGTH

APPENDIX C – VENDOR AUTHORIZED SIGNATURE VERIFICATION

APPENDIX D – AFFIRMATIVE ACTION PLAN FORM

APPENDIX E – EXECUTIVE ORDER 481 – CONTRACTOR CERTIFICATION

APPENDIX F – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX G – VENDOR OPERATIONS AND TECHNICAL QUESTIONNAIRE FORM

APPENDIX H – BUSINESS REFERENCES FORM

APPENDIX I – PRODUCT DESCRIPTION AND PRICING FORM

APPENDIX J – FINANCIAL PROPOSAL FORM

APPENDIX K – COMMONWEALTH OF MASS STANDARD CONTRACT

APPENDIX A

PROPOSAL COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Tel: E-mail:

Lead Point of Contact for Proposal - Name/Title:

Tel: E-mail:

Address (Street, City, State, Zip):

Supplier Diversity Certification Type: Select all that apply.

☐Minority Business Enterprise (MBE) ☐Women Business Enterprise (WBE)

☐Veteran-Owned Business Enterprise (VBE) ☐Disability-Owned Business Enterprise (DOBE)

☐Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

☐ Lesbian Gay Bisexual or Transgender Business Enterprise (LGBTBE)

☐Not Applicable

• This proposal and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

• No personnel currently employed by MCC participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

• No attempt has been made, or will be made, by the Bidder to induce any other person or firm to submit or not to submit a proposal.

• The above-named organization is the legal entity entering into the resulting contract with MCC if they are awarded the contract.

• The undersigned is authorized to enter contractual obligations on behalf of the above-named organization.

To the best of my knowledge, all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

STATEMENT OF

NON-COLLUSION, TAX COMPLIANCE

AND FINANCIAL STRENGTH

Certificate of State Tax Compliance

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Certificate of Non-Collusion

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word

"person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Certification of Financial Strength

Under penalty and perjury of law, I certify that the Proposer is financially solvent and has been operating in the black for at least the preceding three (3) years.

APPENDIX C

VENDOR AUTHORIZED SIGNATURE VERIFICATION FORM

Individuals: Individuals have two options to verify signature authorization:

1. Official Sample of Signature. Signature verification may be accomplished by submitting a copy of a driver's license, passport, social security card, business ID or other official form or identification containing the authorized signatory's signature, OR

2. Notarization. In the alternative, the Bidder can have their signature notarized in the space below.

Corporations: Corporations have two options to verify signature authorization.

1. Authorization and Clerk Certification: The Corporate Clerk may certify in the space below that they have witnessed the authorized signatory's signature (made in the Clerk's presence) AND that the signatory is authorized to execute contracts and other documents and legally bind the corporation. (NOTE: Clerks may not self-certify if they act as Clerk and as an authorized signatory. Alternative documentation should be submitted); OR

2. Authorization and Official Sample of Signature or Notarization (Complete both "a." and "b." below)

a. Authorization: The Bidder may attach a copy of a board of directors vote stating that each signatory is authorized to execute contracts and other documents and legally bind the corporation AND:

b. Official Sample of Signature or Notarization (Select one option)

• Official Sample of Signature. Attach a copy of a driver's license, passport, social security card, business ID or other official form or identification containing an example of the authorized signatory's signature OR

• Notarization. Have each of the signatory's signature notarized (made in a notary's presence) below.

Partnership or Other Entities

1. Authorization. Attach documentation for each signatory of authorization to execute contracts and other documents and legally bind the partnership or other entity AND

2. Official Sample of Signature or Notarization: (Select one option)

a. Official Sample of Signature Attach a copy of a driver's license, passport, social security card, business ID or other official form or identification containing the authorized signatory's signature; OR

b. Notarization Have their signature notarized in the space below.

THIS SECTION IS FOR NOTARIZATION OR CORPORATE CLERK CERTIFICATION

PRINT SIGNATORY'S FULL LEGAL NAME: _________________________________________

SIGNATURE: (as it will appear on documents) ________________________________________

(NOTARY) I, _______________________________________ as a notary public certify under the pains and penalties of perjury that I witnessed the signature of the aforementioned signatory on behalf of the Bidder and the individual's identity was verified, on this date: ___________________, 20 _______. My commission expires on:

OR

(CORPORATE CLERK) I, _______________________________________ as corporate clerk of the Bidder/Vendor certify under the pains and penalties of perjury that I witnessed the signature of the aforementioned signatory and the signatory is authorized to execute contracts and other instruments and legally bind the Bidder/Vendor. This date:

__________________________, 20 _______.

AFFIX CORPORATE SEAL OR NOTARY SEAL HERE:

APPENDIX D

AFFIRMATIVE ACTION PLAN FORM

(Required for procurements of $50,000 or more - employers only)

Pursuant to Executive Orders 227 and 246, any contract with a potential financial benefit of $50,000 dollars or more requires a Bidder to submit an Affirmative Action Plan. The format for Affirmative Action Plans shall be determined in accordance with the Executive Orders and the procuring department’s secretariat, if the secretariat specifies a format.

If a format has not been specified by the department's secretariat, Bidders will be required to complete either A or B below:

A. BIDDER MUST ATTACH A COPY OF AFFIRMATIVE ACTION PLAN TO RFP

RESPONSE.

OR

B. BIDDER MUST COMPLETE THE FOLLOWING CERTIFICATION OF AFFIRMATIVE

ACTION PLAN.

IN WITNESS WHEREOF, the Bidder certifies under the pains and penalties of perjury, that as an employer, it is committed to non-discrimination in employment and if selected to execute contracts with the Commonwealth of Massachusetts shall also be committed to procure commodities, services and supplies from certified minority and women-owned business enterprises, businesses owned by individuals with disabilities and businesses owned and controlled by socially or economically disadvantaged individuals, both in the performance of contracts with the Commonwealth of

Massachusetts and in the performance of its business generally, as certified by the execution of this certification by an authorized signatory of the Bidder as of the last date indicated below.

Issued March

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE ORDER 481 - CONTRACTOR CERTIFICATION