RFP 260005 HISD Snack and Beverage Vending Services

The Harlandale Independent School District (HISD) is seeking proposals for a comprehensive snack and beverage vending services contract covering its entire district, which serves approximately 10,500 students across multiple school levels and facilities in San Antonio, Texas. The Request for Proposals (RFP) 260005 aims to secure a vendor capable of providing, operating, and maintaining vending machines that comply with Federal Smart Snacks in School standards. Vendors must submit proposals through the Bonfire Portal by January 15, 2026, at 1:00 PM (CT), with vendor questions due by January 7, 2026, at 10:00 AM (CT). The contract will have an initial one-year term with two optional one-year renewal periods. Evaluation criteria include pricing and percent of gross sales (40 points), vendor qualifications and experience (25 points), alignment with district needs (25 points), past district relationship (5 points), and compliance with diversity regulations (5 points). Key requirements include providing all vending equipment at no cost, ensuring 24-hour repair/replacement, and maintaining comprehensive insurance coverage.

The RFP encourages participation from diverse vendors, including HUB (Historically Underutilized Business), MBE (Minority Business Enterprise), VOSB (Veteran-Owned Small Business), and WBE (Women-Owned Business Enterprise) organizations. The district requires a minimum commission rate of 25 percent of all food and beverage gross sales, to be submitted monthly by the 15th of each month. Vendors must equip machines with bill changers, credit/debit card readers, and timers to disable access during Child Nutrition service hours. The district reserves the right to award multiple contracts to different vendors and terminate agreements with 30 days' notice. While no specific budget range is mentioned, the contract's value will be determined by gross sales across the district's multiple facilities. There is no mandatory pre-bid conference, and the district maintains flexibility in contract implementation, with all proposals contingent upon available funds and individual campus/facility interest in participation.