Sports Complex Beverage Services

Botetourt County, Virginia is issuing Request for Proposals #25-049 for exclusive beverage services at the Sports Complex located in Troutville, Virginia. The procurement seeks qualified beverage suppliers to provide complete non-alcoholic beverage services in 20-ounce plastic containers, including sodas, water, sports drinks, lemonade, and tea. Historical demand data from 2019 to 2025 indicates annual consumption ranging from 1,580 to 4,593 units, with popular items including Pepsi (3,439 total units), Mt Dew (3,016 total units), and Gatorade in Orange and Lemon Lime varieties (2,419 total units). The successful contractor must furnish and maintain one 3-door drink cooler with a maximum width of 81.375 inches, height of 7 feet, and minimum capacity of 735 units, plus one single-door cooler with a maximum width of 2 feet, height of 63.5 inches, and minimum capacity of 148 units, with coolers and stock required to be in place by March 1, 2026. The contract will be awarded for an exclusive five-year term covering all non-alcoholic bottled beverages sold at the Complex during tournaments, practices, rentals, and special events. Evaluation criteria include qualifications and experience (20%), beverage payment terms and delivery timetables (20%), adaptability to County needs (20%), specific tangibles and overall benefit to operations (30%), and overall proposal strength (10%). Proposals must be submitted electronically through the Botetourt County Vendor Portal by January 20, 2026, at 2:00 PM, with a deadline for submitting questions set for January 7, 2026, at 5:00 PM. Pricing shall remain firm for the first year, with subsequent annual increases not to exceed 1.5% per year and a cumulative maximum increase of 5% over the five-year contract term.

The solicitation does not specify any set-aside designations or restrictions limiting responses to particular types of organizations, meaning eligible vendors of all sizes and ownership structures may compete. No incumbent contractor or current beverage supplier is identified in the available documentation. The contractor must maintain comprehensive insurance coverage including Workers' Compensation, Commercial General Liability with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, and Automobile Liability with a minimum combined single limit of $1,000,000, with the County named as additional insured. The County reserves the right to add additional County-owned or County-operated facilities to the contract under the same terms and pricing structure, and does not guarantee minimum purchase quantities, as order levels may be adjusted based on event schedules. The County also reserves termination rights for convenience without penalty and for default. No specific award value or budget range is provided in the solicitation documents.