Y26-113,_Attachment_A_-_Scope_of_Services_-_Final.pdf

Invitation for Bids #Y26-113-KC Attachment A Title: Vending Services for Orange County Corrections

SCOPE OF SERVICES

The Contractor shall provide vending services including all labor, equipment, manpower and other resources necessary to provide the goods and services in strict accordance with the scope of services.

A. GENERAL INFORMATION

Contractor shall provide beverages and snacks for purchase by the public and OCCD employees at these locations:

• Corrections Administration Offices and Main Jail Complex – 3723 Vision Blvd., Orlando, FL 32839

• Video Visitation Center – 3000 39th Street, Orlando, Florida, 32839

Currently there are 1,293 staff employed at OCCD. There are 1,620 staff when fully staffed.

There are ten (10) buildings located on the main Corrections compound, which together house approximately fifty (50) vending machines. Specific locations and types of machines are detailed in Attachment B – Locations and Types of Machines.

B. Gross revenue for the previous years for vending services:

2022 - $137,588.00 2023 - $152,721.00 2024 – $184,200.30 2025 to date – $118,405.00

C. VENDING MACHINE PRODUCTS AND SERVICES

Contractor shall provide quality products and services to include, but are not limited to the following:

1. PRODUCTS

a. Contractor shall provide a sufficient amount of product including snacks, healthy options, water, beverages, and other food and drink related items which are agreed upon between OCCD and Contractor.

b. All products shall be fresh and in proper packaging with an expiration date stamp.

c. All products shall have a no less than 75% of their remaining shelf life remaining at the time of delivery and expiring items shall be removed prior to their expiration dates.

d. Equipment shall be restocked a minimum of once per week. The machines may be restocked more frequently based on product sales and at the discretion of the Contractor or OCCD.

e. Restocking shall take place Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m. Restocking is not permitted on Saturdays or Sundays.

f. Product Restrictions:

i. Glass containers are strictly prohibited at all locations.

ii. Energy Drinks such as Redbull, Monster, Kickstart, NOS, etc. shall not be sold at any location

iii. Chewing Gum is prohibited from being sold.

g. For security purposes, Contractor shall request written approval from OCCD prior to introducing any new product or making a change to product brand. Pricing of new product is to be consistent with Product Pricing as specified in Section 2, below.

h. If the Contractor does not offer specialty products such as hot beverages, fresh foods, or other items as requested by the County, the County reserves the right to authorize additional vendors to provide such products and services.

2. PRODUCT PRICING

a. Contractor shall adhere to the maximum pricing schedule provided herein. Under no circumstances shall pricing exceed the amounts listed in the table below.

Description Non-Commissioned Machines

Commissioned Machines

Water Bottle (16.9 or 20oz) $1.25 $1.50 Soft Drink Bottle (20oz) $2.00 $2.25 Juices (12oz) $2.00 $2.25 Juices (20oz) $2.50 $2.75 Sports Drink (12oz) $2.00 $2.25 Sports Drink (20oz) $2.50 $2.75 Coffee (14oz) $2.50 $2.75 Snacks $1.75 $2.00 Pastry $1.75 $2.00 Candy $1.75 $2.00

b. Pricing shall be visible for each product at all times.

3. EQUIPMENT

a. Contractor shall provide all equipment, labor, and materials required to set up and install the equipment at no cost to OCCD. As owner of the equipment, Contractor is responsible for the adequate insurance thereof. Equipment shall be in compliance with all local, county, state and federal regulations.

b. Contractor vending equipment shall not be greater than five (5) years old at the time of contract commencement.

c. Contractor is required to establish the wireless network for credit card payments and is fully responsible for maintaining the network connections. Contractor must not add any additional equipment to enhance Wi-Fi signals within the buildings. Locations that do not pick up a wireless signal shall not offer the credit card payment option. When it is determined that a vending machine does not consistently receive data and cannot process credit card transactions, the machine shall be converted to a cash only transaction.

d. Per Orange County Administrative Regulations, all equipment is required to contain energy saving devices to reduce energy consumption where applicable and turn off advertising lights within the equipment, where possible. Equipment shall be energy efficient and modern design and construction. OCCD will provide outlets and electricity to the machines.

Note: The current electrical outlets shall be used, and additional outlets will not be installed.

e. Contractor shall provide equipment that includes, but is not limited to the following:

i. All equipment shall accept coins, U.S. bills and provide automatic change.

ii. All equipment shall be equipped with credit/debit card readers. Electronic transactions shall not incur any surcharge.

iii. A visible decal with a phone number for refunds shall be posted on each machine.

iv. Financial transaction hold amounts shall be clearly posted on all vending equipment (e.g. $0.50 transaction hold on a $2.00 vending item). Any transaction hold fee shall be released immediately upon completion of the transaction.

v. All equipment shall be well lit, and Contractor shall maintain all lighting in the equipment.

vi. All equipment, including the credit/debit card readers, shall meet Americans with Disabilities Act (ADA) requirements.

vii. Equipment shall not be set to force-vend. The machine shall refund customers’ money even if a selection is not made.

4. EQUIPMENT LOCATIONS

OCCD reserves the right to add or remove equipment at its sole discretion. Equipment may be relocated as mutually agreed upon between OCCD and Contractor.

5. EQUIPMENT SERVICE

OCCD requires a high level of service from the Contractor. Contractor must provide a designated point of contact with an email address and telephone number for service notifications. Upon notification of damaged or non-working equipment, Contractor shall respond within twenty-four

(24) hours to repair equipment. Contractor shall have an additional forty-eight (48) hours after the initial visit to replace equipment deemed as beyond repair. Replacement equipment shall meet the requirements of equipment listed in Section 3, Equipment, above.

Equipment shall be maintained with equal attention and efficiency. Equipment shall be kept clean, sanitary and mechanically sound working order throughout the contract period. This includes internal and external surfaces that should be dusted.

Equipment that causes water damage or drips or leaks shall be replaced and any costs for damage shall be reimbursed by Contractor.

Equipment that has more than three (3) breakdowns within one (1) month shall be replaced by the Contractor.

The Contractor shall maintain a service log of all equipment breakdowns and repairs including the corrective action taken. A copy of the monthly service log shall be provided to the County upon request.

6. REFUNDS

a. Contractor shall be responsible for satisfactorily resolving all debit/credit card complaints, disputes, etc. with all customers including OCCD employees and the public within five (5) business days from the time of notification.

b. Refunds for lost funds, including but not limited to equipment malfunctions, incorrect change, damaged or expired products, or failure to dispense a product, shall be administered on-site by the OCCD Fiscal Department. Designated OCCD staff shall distribute and record all reimbursements, with the Contractor providing three (3) designees with $20.00 each in change funds, replenished as needed. Refunds shall not be deducted from commission.

7. COMMISSIONS AND MONTHLY REPORTING

a. Contractor shall pay OCCD a commission based on a percentage of total monthly gross sales, excluding sales tax, from all vending machines accessible to the public.

b. Monthly Reports – The Contractor shall submit a monthly report no later than the fifteenth (15th) calendar day of each month for the preceding month’s activity. The reports shall include, at a minimum, the following:

i. Statement of Gross Receipts (Commission Generating Machines) A detailed itemization of total gross sales (excluding sales tax) for each public access vending machine and location, covering the reporting period. The statement shall include:

• Vending machine identification number and location;

• Total number of each type of product sold;

• Gross sales per machine;

• Commission percentage and amount due to the County;

• Total gross receipts and total commission due.

ii. Statement of Gross Receipts (Non-Commission Generating Machines)

For vending machines that do not generate commission, the Contractor shall provide a monthly status report indicating:

• Vending machine identification number and location;

• Total number of each type of product sold;

• Gross sales per machine.

8. PRE-EMPLOYMENT REQUIREMENTS FOR CONTRACTOR STAFF

Orange County Corrections is a secured facility. All employees of the Contractor are required to have a criminal background check before consideration for employment on this contract. Any applicant who does not pass a Level 2 Criminal Background Check shall not be eligible for employment. All background screening, drug screening, hiring and Contractor job training requirements are the sole responsibility of the Contractor.

The following are requirements that the Contractor must complete and submit the results to the OCCD Representative.

a. Social Security Check

b. Driver’s License Check

c. Criminal Background Check

d. Minimum Ten (10) Panel Drug Screen

e. Age 19 Years or Older

f. E-Verified Prior to Employment

Contractor shall provide employee results (items a-f) to the OCCD Representative either by certified mail or in person due to privacy issues. Email cannot be used for this purpose.

Upon preliminary approval of employee by OCCD, OCCD will complete a Level 2 Criminal Background Check. Upon clearance of Level 2 Criminal Background Check, the employee will required to be fingerprinted. Level 2 Criminal Background Check and fingerprinting shall be completed by Orange County at no cost to the Contractor. OCCD shall notify the Contractor upon final approval of employee.

9. TRAINING REQUIREMENT FOR ALL CONTRACTOR STAFF

a. All employees of the Contractor shall complete Criminal Justice Information System (CJIS) training and acknowledgement and shall attend Orange County Corrections Department Orientation (approximately two (2) hours) conducted by Orange County staff.

b. Upon completion of the orientation, Contractor’s employee shall be assigned an Orange

County ID badge for jail access to service and stock machines.

c. Upon termination or transfer of any employee of the Contractor working under this contract, Contractor shall immediately notify the OCCD Representative, in writing, of such termination or transfer. Orange County ID badge shall be returned within 24 hours of notification of termination or transfer.

d. Contractor shall report the arrest of any employee working under this contract to the OCCD

Representative within twenty four (24) hours of the arrest or knowledge of the arrest. It shall be subject to the approval of the County whether the employee shall continue to work at County locations within this contract.

e. Contractor shall remove from contract any employee(s) who, in the opinion of the OCCD

Representative, is not performing the services in a proper manner or does not comply with the rules and regulations of the County. Contractor shall in no way, interpret such removal to require dismissal or other disciplinary action of the employee. Contractor shall establish, implement and maintain procedures and controls to ensure that their employees comply with all applicable provisions of the contract and all site rules and practices of the County.

f. Only County authorized employees of the Contractor shall be allowed to work at the Orange

County Corrections complex. Contractor shall not use temporary employees.

g. Contractor employees are required to wear uniforms and Contractor issued identification badges displaying their company name to adequately identify them as company staff.

Contractor shall ensure that all employees are clean, neat and appropriately attired during performance of the services.

h. Contractor shall ensure all employees prominently display both Contractor issued ID and

Orange County ID badge on the front of his or her uniform while on OCCD complex.

i. If an Orange County ID badge is lost or stolen, Contractor’s employee shall report it immediately to the OCCD Representative.

j. In the event of an emergency, Contractor’s employee shall report it to the OCCD

Representative.

k. Contractor’s employees shall not bring tobacco or tobacco products inside any facility.

l. Contractor’s employees shall not bring or wear hats or sunglasses inside any facility.

m. Contractor’s employees shall not bring cell phones inside any facility unless authorized in writing by OCCD Representative.

n. Contractor vehicles shall have the windows rolled up and locked at all times. Vehicles shall be parked only in pre-authorized areas.

o. Contractor shall ensure that during breaks, if a Contractor’s employee leaves an area, all tools must be removed.

p. All Contractor tools shall be inventoried going into and out of a facility. Contractor shall ensure that employees take in only what is needed to perform the services.

q. Contractor shall conduct an inspection of all areas to ensure all tools are accounted for.

r. No illegal drugs, drug paraphernalia, weapons, guns or ammunition are allowed in the compound.

s. Contractor shall ensure that no inmate interaction occurs. Contractor’s employees shall not communicate or give or receive anything from an inmate.