497 Vending Machine Delivery and RepairBid Documents

The Indiana Family and Social Services Administration (FSSA), specifically the Disability and Rehabilitative Services division, is seeking a qualified vendor to provide comprehensive vending machine delivery and repair services statewide through Request for Quotation (RFQ) #004970000085638. The primary objectives include selecting a contractor capable of delivering, moving, training, and repairing various types of vending machines, including cold drink, snack, combo, and hot drink machines across 188 state and federal facility locations. Vendors must provide detailed hourly rates for machine delivery and repairs, with parts costs to be quoted separately and requiring pre-approval. The solicitation requires a mandatory 48-hour response time for service requests and comprehensive documentation including business proposals, reference checks, and cost proposals. Evaluation criteria include a 100-point scoring system encompassing management assessment (30 points), cost proposal (40 points), experience moving and repairing vending machines (20 points), and experience training individuals who are blind (10 points), with potential bonus points for multi-year commitments. The solicitation's key dates include a bid submission deadline of December 4, 2025, at 4:00 PM EST, with all materials to be emailed to amber.schwipps@fssa.in.gov.

The procurement includes specific diversity and participation goals, mandating 8% Minority Business Enterprise (MBE), 11% Women's Business Enterprise (WBE), and 3% Indiana Veteran Owned Small Business (IVOSB) participation targets. Respondents must demonstrate legal authorization to contract, be registered with the Indiana Secretary of State, and provide financial documentation such as Dunn & Bradstreet reports or audited financial statements. Mandatory requirements for vendors include staff background checks, proper equipment for machine moves, certified technicians, and liability insurance with specific coverage limits. The contract is structured for an initial two-year period with potential extensions for three additional years (2026-2029), with an estimated 800 service hours anticipated annually. While no specific total contract value is explicitly stated, the comprehensive site list and multi-year potential suggest a significant procurement opportunity. Vendors must also comply with state regulations including employment eligibility verification, drug-free workplace certification, and ethical standards, with potential preferences given to U.S. manufactured products, Indiana businesses, recycled materials, and small businesses.