EBF-RFP-1154 Questions and Answers

The Florida Department of Transportation (FDOT) Employee Benefit Fund (EBF) is soliciting proposals through RFP-1154 for Food & Beverage Vending Machine Services across two locations: FDOT Headquarters and the Bartow Operations Campus in Polk County. The procurement encompasses the operation and management of snack and drink vending machines, a micro market featuring fresh sandwiches and prepared foods, coffee service equipment, and all associated supplies including utensils, condiments, cups, and other items. Key deliverables include maintaining ADA-compliant vending equipment equipped with credit and debit card readers, providing four microwaves at the HQ location and one at the Bartow campus, stocking products at specified price points (ranging from $1.89 for chips to $6.49 for wedge sandwiches), and ensuring cellular-based connectivity for payment processing and sales reporting at both locations. The vendor must provide daily restocking, equipment maintenance, and removal of all existing equipment within five working days of contract termination. Vendor access is restricted to business hours between 8 a.m. and 5 p.m., with required check-in at reception. A mandatory site visit was conducted on April 7, 2026, with additional walk-throughs available upon request if time permits, and proposals are due on April 23, 2026.

The incumbent vendor, Florida Fresh/Cardinal Vending, is currently serving these locations. The minimum commission rate to the EBF is established at 15% of gross sales and cannot be negotiated downward, though increases may be negotiated throughout the contract term. The current contract generated $37,046.85 in total annual sales with $5,811.61 in commissions during the last full year, which provides an indication of the expected contract value and financial scope. The document does not specify set-aside designations or restrictions on respondent qualifications, nor does it explicitly state whether disadvantaged enterprise preferences apply to this procurement. Vendors must have the capacity to supply all required equipment and maintain operational continuity across both FDOT facilities, with WiFi connectivity available only at the HQ micro market location on a hardwired basis, requiring vendors to arrange independent cellular connectivity solutions for all other locations.