RFP for Vending Machine Services for Various Buildings for the City of Del Rio

The City of Del Rio is requesting proposals for vending machine services across nine municipal buildings, with sealed proposals due September 24, 2026 at 2:00 p.m. CST. No set-aside or preference program applies.

The scope covers provision, operation, maintenance, and insurance of vending machines at San Felipe Springs Golf Course Pro Shop, City Hall, WIC office, City Hall Annex, Del Rio International Airport, Emergency Operations Center/Fire Station/Dispatch, Transportation Building, and Purchasing/Streets/Fleet Department. Beverage selections must include sodas, juices, water, sports drinks, and energy drinks in canned or bottled formats with minimum eight options per category; snacks must include pre-packaged healthy options, candies, chocolates, chips, crackers, cookies, and gum from nationally recognized brands. Machines must accept both cash and card payments and meet energy-efficiency requirements. The vendor is responsible for product supply, machine maintenance, security, delivery and installation within 45 days of award, refund procedures, permits, licenses, and health and sanitation compliance. The City provides electricity but not Wi-Fi; vendors must supply cellular services for card readers and transaction monitoring. Service calls require response within three business days.

The contract term is three years with options to renew for two additional one-year periods, for a possible total of five years. Compensation is structured as a percentage of gross revenue, submitted monthly via check, ACH, or wire transfer accompanied by computer printouts of sales by location and machine. No estimated dollar value is stated.

Evaluation weighs experience and qualifications at 30%, methodology of service and product-exchange plans at 25%, reporting clarity and responsiveness at 5%, and pricing (percentage of gross revenue) at 40%. Vendors must maintain insurance, comply with Davis-Bacon Act provisions, obtain conflict-of-interest questionnaires, and verify employment eligibility. Addendum 1 was posted September 7, 2026; vendors must acknowledge and incorporate addendum modifications into their proposals.