RFP WR-165-201021 Food & Beverage Vending Machines

Wayne RESA, in partnership with the Michigan Association of Counties CoPro+ Program, issued RFP WR-165-201021 on March 22, 2021, to procure food and beverage vending machines on a statewide basis for schools (public, private/parochial, and charter), non-profit organizations, and public municipalities throughout Michigan. The procurement seeks qualified contractors to provide new, unused food and beverage vending machines available for purchase and/or lease options, with machines required to be compatible with the Horizon Retail Solutions point-of-sale system and capable of accepting VendNovation controllers. All proposed vending machines must feature current technology including bill acceptance for $1, $5, and $10 denominations, credit/debit card acceptance, and cash recycling capabilities. Qualified vendors must demonstrate a minimum of three years of experience within the past five years providing food and beverage vending machines and must submit proposals by April 19, 2021, at 2:00 p.m. EST, with vendor questions required by March 29, 2021. Contractors must provide comprehensive maintenance agreements and service plans with defined response times and equipment replacement procedures. Award notifications were anticipated in May 2021, establishing a two-year master agreement with three optional one-year renewal periods. The evaluation criteria are weighted as follows: Statement of Work responses (30 points), Company Profile (10 points), References (20 points), and Pricing (40 points).

All proposed pricing shall include a 1.5% administrative fee remitted quarterly to CoPro+ based on actual sales volume, with vendors required to guarantee pricing at proposed rates for the first twelve months, and price increases or decreases permitted thereafter. The RFP structure permits Wayne RESA to award contracts to one or multiple vendors, establishing a cooperative agreement allowing participating entities to piggyback and purchase on an as-needed basis from pre-qualified vendors. Vendors are encouraged to offer high-volume pricing discounts and may provide manufacturer promotions and rebates subject to Wayne RESA approval, with all pricing required to be the lowest available and remain competitive throughout the contract duration. No specific budget range or award value was listed in the solicitation documents, and no set-aside designations or restrictions on types of organizations eligible to respond were noted. Net 30 payment terms are required, and in lease arrangements, all equipment remains contractor-owned; no incumbent vendors or current contractors were identified in the available documentation.