Snack Vending Machine Service

Katy Independent School District is requesting proposals for snack vending machine services under RFP #2521SM, with proposals due July 2, 2026 at 2:00 pm via the OpenGov online bidding system. All vending machines must comply with USDA Smart Snacks guidelines and Katy ISD Wellness Policy — the central regulatory filter for product eligibility.

The scope encompasses full-service vending operations for approximately 139 snack machines across 92 campuses and district facilities (48 elementary schools, 16 junior halls, 10 high schools, and administrative support buildings). Student-facing machines in secondary schools are restricted to Smart Snacks-compliant products; teacher lounge and non-campus facility machines face fewer restrictions. Vendors must provide new or like-new equipment with electronic meters, bill validators, cashless payment capability, energy-efficient design, and 24-hour repair or replacement service. Vendors own all equipment, bear all installation and maintenance costs, procure products, and ensure compliance with accessibility and regulatory requirements.

Katy ISD's FY2025 snack vending sales totaled $466,000. The initial contract term runs July 15, 2026 through July 16, 2027, with options to renew annually for up to four additional years (through July 16, 2031). Pricing and commission percentages must remain firm during the first contract year. Vendors must propose higher commission rates for high schools and junior highs due to higher usage and submit monthly commission payments with detailed reporting (gross sales, net sales, commission by machine and location). The district does not guarantee purchase quantities or usage levels and reserves the right to add or remove vending locations, including two new schools opening during the contract term.

Evaluation criteria are weighted as follows: purchase price and commission offered (30 points), vendor reputation and quality of goods and services (20 points each), extent to which goods and services meet district needs (20 points), and compliance with solicitation terms and conditions (10 points). The current service provider is Sodexo/InReach. The district does not currently receive a Minimum Annual Guarantee. Addendum #2 (posted June 22, 2026) addresses vendor questions regarding machine quantities and evaluation standards; vendors must acknowledge receipt of all addenda with their proposals. Questions were due June 18, 2026.