1RFQ_Vending_Machine.doc

June 17, 2015 Subject:

Request for Quotation (RFQ) – Vending Machine Services RFQ# WRJCC Vending 2015 To Whom It May Concern:

THIS IS A SUBCONTRACTING OPPORTUNITY with Management & Training Corporation (MTC), operator of the Wind River is requesting cost proposals for vending machine services. The center is located at 4200 Airport Road, Riverton, WY 82501. MTC is requesting cost proposals for the services outlined in this RFQ.

All cost proposals are due via email to patricia.willover@mtctrains.com no later than Wednesday, July 14, 2015 at 3:00pm (MST).

MTC reserves the right to reject any or all bids or waive any formality connected with the bids. MTC will be the sole judge of which bid is the best value and its determination and finding on such decision will be final.

MTC is an affirmative action employer committed to equal employment opportunity. In accordance with our affirmative action policy, MTC’s recruitment and employment process is conducted without regard to race, color, religion, national origin, sex, marital status, handicap, or veteran status. Contractors must agree to comply with this affirmative action plan.

If you have any questions regarding this RFQ, please email patricia.willover@mtctrains.com . No phone calls please.

Sincerely, Patricia Willover Senior Buyer Management & Training Corporation, operator of the Wind River Job Corps Center

MANAGEMENT & TRAINING CORPORATION

Wind River Job Corps Center

Request for Quotation Vending Machine Services Fee-for-Service

NAICS Code #454210 (Vending Machine Operators) RFQ# WRJCC Vending 2015 June 17, 2015

Bids will be received until 3:00 PM (MST) on:

Wednesday, July 14, 2015 NOTE: If you are unable to quote, please send email to patricia.willover@mtctrains.com This RFQ does not commit MTC to pay any costs incurred in the preparation of a quotation, nor does it commit MTC to award a contract for products, supplies or services. MTC will be the sole judge as to which bid offers the best overall value and will serve the best interest of MTC. MTC reserves the right to reject any and all bids without recourse from bidders.

Contact:

Patricia Willover, Senior Buyer Centerville, UT 84014 (Corporate Office)

Ph.: 801-693-2778 patricia.willover@mtctrains.com (preferred method)

BID SHEET (Fee-for-Service) Vending Machine Services OFFER TO: Management & Training Corporation (MTC), operator of the Wind River Job Corps Center.

In compliance with and by signature below acknowledges and agrees to the Bid Provision, Scope of Work, Terms and Conditions, and other specifications contained in this RFQ, the undersigned hereby proposes to provide Mental Health Consultant Services to for the Wind River Job Corps Center.

Bid Price The prices herein are no higher than would be quoted to any other customer, either commercial and/or agencies of the United States Government, for similar services or products.

Service

Frequency Base Term

08/01/15 – 04/30/17 1st Option Year

05/01/17 – 04/30/18 2nd Option Year

05/01/18 – 04/30/19 3rd Option Year

05/01/19 – 04/30/20

SGA Commission Rate (per period)

Other (Specify)

Above prices include necessary labor, transportation and supervision required to accomplish scope of work. Any additional charges for services or products that are not included in the above pricing will be listed below:

Requested payment terms (Net 30, Net 15, etc.): ________________________________

Respectfully submitted,

RESPONSE TO SOLICITATION:

To be considered for an award of the contract, the response to this solicitation will include:

1. Completed "Bid Sheet" with pricing. Bidders must include proposed prices for base and option year(s), as applicable

2. Valid licenses to practice in the state or commonwealth

3. W-9 form

4. MTC Vendor Self-Certification Sheet

5. Reference list of other serviced clients

6. Evidence of insurance

The following items will be required after notified of intent to award:

1. Certificate of insurance (see Insurance section under Terms and Conditions)

2. First Tier Subcontractor’s form, if applicable

SELECTION OF CONTRACTOR

In addition to the fee-for-service pricing, selection of the contractor will be based on the following criteria:

· Experience in providing Vending Machine Services

· Previous services provided in residential settings such as schools, colleges, institutions, military or correctional institution

· Acceptance of the MTC Terms and Conditions

BID PROVISIONS

The following bid provisions will apply. Failure to carefully read and follow all instructions and specifications will be at the bidder’s risk.

1. All prices and notations must be in ink or typewritten. No erasures are permitted. Errors may be crossed out and corrections printed in ink or typed adjacent and must be initialed in ink by person signing bid.

2. Price Warranty: The prices quoted herein are no higher than would be quoted to any other customer commercial and/or agencies or the United State Government for similar services or products.

3. The bidder will list on a separate sheet of paper any exceptions to the conditions of this bid. This sheet will be labeled "Exceptions to Bid Conditions" and will be attached to the Bid Sheet. If no exceptions are stated, it will be understood that all general and specific conditions will be complied with without exception.

4. MTC reserves the right to accept and/or reject any or all bids or waive any formality connected with the bids. Lowest pricing or overall bid does not constitute bid award. MTC will be the sole judge of which bid is selected for approval (see “Selection of Contractor” above) and contract award.

5. Items will be quoted F.O.B. Destination. No additional charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or for any other purpose will be paid by MTC unless specifically included in the bid and accepted by MTC.

6. In the event that a contract is awarded in response to the RFQ, the below statement of work, provisions and set forth terms and conditions will be incorporated in their entirety into the contract and become an integral part of the contract when the contract is accepted by the contractor, either by acknowledgment or commencement of performance.

7. Bid prices will be held firm for the period of the contract dates, including Option Years unless changed by amendment.

VENDING mACHINE SERVICES

MANAGEMENT & TRAINING CORPORATION

SCOPE OF WORK

The Vending Machine service provider, referred to henceforth as Contractor, agrees to provide MTC, Operator of the Wind River Job Corps Center, referred to henceforth as the center, with the services stated herein. Services will be provided as authorized by the Center Director or his/her representative, who will provide a schedule of hours and days to be worked.

Payment for services rendered will be according to the agreed upon Fee-for-Service schedule.

The base period of performance is August 1, 2015 to April 30, 201, with three 1-year pre-priced option year. The bid sheet shown above is used to document the Contractor’s price for the required services.

Services

1. The center service location is 4200 Airport Road, Riverton, WY 82501.

2. The center will be responsible for providing operational infrastructure such as properly sized electrical.

3. The Contractor shall provide all management, supervision, labor, materials, equipment, repairs, parts, tools and supplies including inspection and maintenance of all operational equipment necessary to provide the services identified herein.

4. This contract is not an exclusive rights arrangement as there may be other types of vending product on site.

5. The Contractor shall, at no cost to the center, provide all vending machines required by this proposal and have sole responsibility for the vending machines. The vending machines shall be new or the latest models available. The center will not be responsible for any equipment provided by the Contractor.

a. Seven (7) vending machines required.

i. Building 4202:

1. Vending machine for beverages which shall consist of water, juice, and soda (Coca Cola products)

2. Vending machine for beverages which shall consist of water, juice, and soda (Pepsi products)

3. Vending for snacks which shall consist of (chip, cookies, trail mix, etc.).

ii. Building 4208:

1. Vending machine for beverages which shall consist of water, juice, and soda (Pepsi products)

2. Vending for snacks which shall consist of (chip, cookies, trail mix, etc.).

iii. Building 4210:

1. Vending machine for beverages which shall consist of water, juice, and soda (Coca Cola products)

2. Vending for snacks which shall consist of (chip, cookies, trail mix, etc.).

6. The Contractor shall stock all dispensing machines and keep the machines supplied so as to adequately provide, under normal conditions, students and/or center employees sufficient amounts of food and beverage of good quality, prepared and dispensed in conformity with all applicable state, federal and other health and sanitary standards. Such food and beverage shall be available for purchase at reasonable prices and size portion.

7. The Contractor shall submit commission payments on a monthly basis or at least on a quarterly basis which will be subject to audit by the Student Government Association (SGA). All commission payments must be accompanied with detailed supporting backup documentation.

8. Vendor shall have a written policy and procedure outlining a refund system and provide a copy to the center prior to contract implementation.

9. The Contractor shall submit a work ticket of the services performed at the time of service and monthly with invoice. The Center Director or his/her designated representative shall approve the ticket used for this purpose. The ticket shall include a brief description of all work performed. Such reports will specify the supplies delivered and what was picked-up, etc.

10. The Contractor shall maintain all the spaces used in the performance of these services in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition.

Maintenance: the Contractor will maintain and service on site vending machines to meet high quality mechanical standards. Contractor will keep machines sanitary throughout and in accordance with all laws, ordinances, regulations and rules of federal, state, and local authorities. Contractor assumes all responsibility for the mechanical operation of the vending machines.

1. The Contractor is responsible for all repairs, maintenance, moving and upgrades to the vending machines.

2. Contractor shall install, replace, remove and maintain all vending machines in good working condition. Repairs are to be completed within 24 hours of being reported by the center.

3. Repairs due to aggressive vandalism are not considered normal wear and tear and or normal community use and will therefore be deducted from the monthly Student Government compensation. Aggressive vandalism will be determined by the vendor and the center Director of Finance and Administration. The Contractor will submit an invoice and receipts for all necessary parts purchased to make the repairs. The invoice for repairs and Service Contract labor wages to repair must be submitted with the invoice check for the month the repair takes place.

Bid Proposal: The Contractor agrees to pay the designated commission rate in accordance with the Bid Sheet (Fee-for Services) to the center’s Student Government Association.

1. Commission is to be paid by the first of each month for the preceding month for business to operate.

2. Commission for the months of July and December are prorated to one half the monthly commissions due to student summer and winter break.

3. All products and prices will be bid on an individual basis.

4. Products offered in machines will be submitted on the attached form.

5. The Contractor will seek consent in writing from the SGA before making any price changes to products in machines.

6. The Contractor agrees to pay all sales and excise taxes incident to the sales through the machines installed under this agreement and to obtain all necessary licenses and permits incident thereto.

7. All machines will have power misers, at no cost to the center, installed to assist with the control of the center utility bills.

8. All required state, county and city licenses shall be obtained by the Contractor. The Contractor agrees to reimburse the center for any penalties or necessary expenses due to Contractor’s failure to obtain any of the required licenses.

9. All vending machines that accept more than $1 must be retrofitted to accept the gold dollar coin in accordance with Public Law 109-145 on all federal facilities. Decals must be posted on all vending machines that accept the gold dollar.

Records: Contractor will at all times , maintain accurate records of all merchandise, collections, sales and inventories necessary in connection with the proper operation of the vending machines installed under this agreement, and the center is hereby authorized to inspect such records for the purpose of verifying accounts at any reasonable time. The vendor agrees to send at the end of each quarter accounting records to: Wind River Job Corps Center, Attn: Finance Manager, 4200 Airport Road, Riverton, WY 82501.

Standard Contract Terms and Conditions

Management & Training Corporation standard Terms and Conditions are included with this RFQ and can be found at www.mtctrains.com. It is the Contractor’s responsibility to verify MTC’s current Terms and Conditions at the time services and/or goods are provided.

Tax Exemption:

The Wind River Job Corps Center is exempt from the assessment of sales tax for the purchase of tangible property or services under the provisions of the Workforce Investment Act, U.S. Public Law 105-220 dated August 7, 1998.

North American Industry Classification System (NAICS):

Bidder must self-certify under the following NAICS code (NAICS codes can be found at http://www.census.gov/eos/www/naics/): #454210 (Vending Machine Operators)

ADDITIONAL TERMS AND CONDITIONS

Independent Contractor: Under this agreement, Contractor is an independent contractor and not an employee or agent of MTC or the Department of Labor, Job Corps. As an independent contractor, Contractor acknowledges that he/she would not be covered by Worker’s Compensation. Contractor agrees to provide professional insurance to cover Contractor’s professional services to the center. Contractor agrees to indemnify and save the center harmless from any expenses, including attorney’s fees and also claims on account of damage to property or bodily injury (including death) which may be sustained by himself/herself or his/her employees in connection with work performed. (Detailed insurance and indemnification requirements are contained in the Terms and Conditions.)

Wage Comparability: The contractor agrees: (1) to pay at least the prevailing applicable Federal Contractor Minimum Wage as required by Executive Order 13658. (refer to Section 6(a) (1) of the Fair Labor Standards Act of 1938, as amended); and (2) that DOL shall reimburse for compensation in excess of the minimum only to the extent that such compensation does not exceed the standards set forth for reasonableness thereof in the applicable Cost Principles (FAR 31.2). In general, compensation should be limited to an amount that does not exceed the wage or salary payable to persons providing substantially similar services in the area where the program is being carried out, or the area of the particular employee's immediately preceding employment, whichever is higher.

Termination:

Termination for Convenience. At any time during the term of this Agreement, either party hereto may notify the other party of its intent to terminate this Agreement, for any reason, by providing notice to the other party in writing. Such termination will be effective thirty (30) days after the receipt of such notice by the non-terminating party.

Termination for Cause. MTC may terminate this Agreement at any time for “cause”. In the event the Agreement is terminated for cause, termination shall be effective immediately upon notification unless otherwise noted. MTC shall have the sole discretion in determining if cause exists. Cause includes, but is not limited to, the following:

a) Provider has breached any of the material terms and conditions of this Agreement or the exhibits or attachments hereto.

b) Any activities or actions of Provider that, in the judgment of MTC, are deemed to be detrimental to MTC.

c) The failure of Provider to meet any of the qualification requirements specified in this Agreement or any misrepresentation by Provider of Provider’s qualifications.

d) Provider’s anticipated inability to meet its obligations pursuant to this Agreement due to financial insolvency, bankruptcy, or lack of capacity to provide health care services.

Insurance: Contractor shall provide and maintain and cause its subcontractors to provide and maintain the following insurance coverage identified in the Terms and Conditions until obligations under this contract are satisfied.

For general liability, Contractor shall ensure the insurance policy names MTC as additional insured, as their interests may appear. If the insurance carrier will not add MTC as an additional insured, Contractor shall provide a letter from the carrier stating why this cannot be done.

Failure to procure and maintain the required insurance and provide proof thereof, in the form of an appropriately executed certificate of insurance prior to the effective date of this contract or within thirty (30) days following the commencement of a new policy period, shall constitute a material breach of the contract. Such certificate shall contain provisions that coverage afforded under the policies shall not be canceled, terminated, or materially altered without at least thirty (30) days prior written notice to the other party. Contractor shall obtain the required insurance from a provider that is rated A- or better by A.M. Best or as acceptable by MTC.

Service Contract Act (SCA): This service is subject to the provisions of the Service Contract Act (SCA) of 1965, as amended (see FAR 52.222-41). Subcontractors must comply with WD# 2005-2587 (Rev 14) dated 12/22/14. If this subcontract includes option year(s) and/or an extension, the subcontractor shall be notified if the referenced WD# is revised by the Department of Labor. Wage determinations can be found at http://www.wdol.gov.

The subcontractor is required to post a notice of the compensation required (including, for service contracts, any applicable wage determination) in a prominent and accessible location at the worksite where it may be seen by all employees performing on the contract. The poster “Notice to Employees Working on Government Contracts” (WH Publication 1313) is available at: http://www.dol.gov/whd/regs/compliance/posters/sca.htm.

Prime Contract: MTC is a contractor to the U.S. Department of Labor, Office of Job Corps, for operation of the center under contract #DOL-ETA-15-C-0042 (the Prime Contract). Contractor shall cooperate with MTC and other contractors to assure performance for the operation of the center in accordance with the Prime Contract.

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Vending Machine June 2015