VENDINGRFR2026.pdf

Updated: August XX, 2021

ISSUE DATE: 8/4/2026

Purchasing Department The Massachusetts Veterans Home at Holyoke

Address 110 Cherry Street City, State Zip Code Holyoke, Ma 01040 Procurement Contact Person Angelo Proietti Telephone Number 413-552-4787 Fax Number 413-532-0606 E-Mail Address angelo.proietti@mass.gov RFR Name/Title RFR Vending 2026 RFR Number RFRVENDING2026 COMMBUYS Bid Number BD-26-1053-1053C-CSR-125685

1. Description or Purpose of Procurement:

Established in 1952, the Veterans Home at Holyoke (VHH), is a long-term health care facility available to eligible veterans of the Commonwealth of Massachusetts.

VHH’s mission is to provide the highest quality personal health care services to Commonwealth veterans with dignity, honor, and respect.

The Veterans Home at Holyoke is seeking qualified bidders to provide Vending Machines to be placed in two locations in the new Holyoke Veterans Home Facility at 120 Cherry street scheduled to open late summer/early fall of 2026.

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR

21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801

CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

REQUEST FOR RESPONSE

RFR Vending 2026

RFR # RFRVENDING2026 / COMMBUYS Bid# BD-26-1053-1053C-CSR-125685

3. Acquisition Method:

Check All Applicable (“X”): Category Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other: Commissions shall be paid to VHH based on final bid sheet

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is ONE ; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

Limited User Contract – Restricted to Use by Issuing Entity Only.

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Contract Duration Number of Options Number of

Years/Months Initial Duration

2 YEARS

Renewal Options

4 OPTIONS TO RENEW 1 YEAR EACH

Total Maximum Contract Duration

6 YEARS

7. Contract Performance and Business Specifications:

The Veterans Home will hold site inspections on August 14,2026 from 11A.M.-1 P.M. Bidders should arrive at the “Rehabilitation Department” entrance of the current facility at 110 Cherry street no later than 10:30 A.M. to receive hard hats and vests before going to the new facility. Please reach out to Angelo Proietti (angelo.proietti@mass.gov 413-552-4787) with any questions.

7.1 Scope of Services:

• The awarded bidder shall provide a total of five (5) Vending Machines. Two vending machines outside of the Staff dining Room on the ground floor and three vending machines on the first floor next to the “Canteen” dining area.

• The two vending machines on the ground floor should offer a variety of products to include but not limited to: Chips, crackers, bakery snacks, candy, gum, mints, assorted sodas, assorted juices, seltzer waters and plain water.

• The three vending machines on the first floor should offer a variety of products to include but not limited to: Chips, crackers, bakery snacks, candy, gum, mints, assorted sodas, assorted juices, seltzer waters and plain water. One of the three machines should offer a variety of “grab and go” products to include but not limited to: assorted sandwiches and ready to eat products.

• As a result of Massachusetts Governor Maura Healey’s Executive Order No.619 all proposals will NOT include “single-use plastic bottles. Proposals should include canned or carton beverages.

• The awarded bidder shall stock the machines on a pre-determined schedule that is sufficient to meet the needs of users.

7.2 Compensation Structures:

• The awarded bidder will submit a commission structure of no less than twenty five percent (25%) for each machine.

mailto:angelo.proietti@mass.gov

• The awarded bidder shall assume responsibility for reimbursement to users for any funds lost in the vending machines by working with VHH treasury to replace money lost or jammed in machines so that VHH treasury staff can reimburse users’ money.

• The contract shall have one commission structure for products provided, which shall be firm for the initial contract period (two years)

• Prior to the expiration of the initial or subsequent contract periods the VHH shall notify the Bidder in writing of its desire to extend the contract. Upon exercising an option to renew, the Bidder may propose a different commission, which shall be no less than 25%. VHH reserves the right to request additional information on the proposed price increase and may approve, decline, or further negotiate the proposed price increase. Price increase requests shall be submitted on the Bidder’s letterhead at the time of contract renewal and shall include the following:

• new proposed commission payout.

• reason for the requested change; and

• documentation supporting the reason for the requested change.

7.3 Staffing:

• The awarded bidder shall provide a list of staff, such as drivers and stockers, who have passed the Massachusetts CORI background checks.

• The awarded bidder’s staff shall be courteous, drive at safe and appropriate speeds, display identification, and drive vehicles that clearly identify them as personnel of the Contractor.

• The awarded bidder’s staff shall clean each machine as needed or every month, whichever occurs first. This includes, but is not limited to, wiping to make sanitary the coin/dollar slots, buttons, glass/plexiglass face, bin where products fall, and any other area that becomes soiled.

7.4 Security:

• All machines and products shall be the responsibility of the awarded bidder VHH shall not be responsible for theft or for loss of product due to spoilage, power outage, or vandalism. VHH shall be responsible for providing electricity to operate the machines.

7.5 Qualifications:

• Insurance-VHH is a self-insured entity of the Commonwealth of Massachusetts. As a result, the awarded bidder shall be insured for Liability, Property Damage, Malpractice, and Worker’s Compensation to cover any damages that may occur. A copy of the insurance certificates shall be provided with the bidders’ response listing the Commonwealth of Massachusetts/VHH as an additional insured.

• Experience – The awarded bidder shall be currently providing and have been in the business of providing similar products and services for a minimum of five (5) years.

• References – Bidder shall provide three (3) business references on the Business Reference Form with their bid submission. Bidders shall not use the Veterans Home at Holyoke as a reference.

• Bidders shall provide a copy of their Massachusetts’ issued vending machine operator’s license with their response.

Fiscal Terms:

A commission shall be paid to The Veterans Home at Holyoke on or before the fifth (5th) day of each month for each product sold through the vending machine.

Performance Measures:

A monthly report shall be presented to the HLY Procurement Officer, and shall include:

Machine number, products by type and name at the beginning of the month and at the end of the month, total funds received by Contractor, and total commission paid by Contractor to VHH.

8. Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

https://www.commbuys.com/bso/

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

9. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

10. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

• Submission of Compensation structure no less than 25%

• Comprehensive response to RFR including services and products offered.

• Submission of a copy of bidders insurance certificates.

• Submission of Business reference form (See Section #14)

11. Instructions for Submission of Responses:

http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

12. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date August 4, 2026 5 P.M.

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

August 19, 2026 5 P.M.

Official Answers for Bid Q&A published (Estimated)

August 21, 2026 5 P.M.

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

August 24,2026 5 P.M.

Site Inspections for Bidders August 14, 2026 11:00 A.M.-1:00 P.M

Estimated Contract Start Date September 14

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Online Questions (Bid Q&A)

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Bid Amendment Deadline

The Purchasing Department reserves the right to make amendments to the Bid after initial publication.

It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

13. Required Forms

Responses to this RFR must contain the following documents.

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Vendor generated compensation structure of no less than 25%

Electronic Submission

Commonwealth Terms and Conditions For reference

Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

Electronic Submission

Standard Contract Form and Instructions For reference

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Electronic Submission

Prompt Payment Discount Form Electronic Submission

Business Reference Form Electronic Submission

The above attachments are available as part of the Bid record on COMMBUYS

(WWW.COMMBUYS.COM).

http://www.commbuys.com/

14. RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Appendix C: RFR – Other Specifications

15. Acceptable Forms of Signature Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2.

Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3.

Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services