Vending Machine Company RFR

The Massachusetts Veterans Home at Holyoke is requesting responses for qualified vending machine operators to provide and maintain five machines at the new Holyoke Veterans Home Facility at 120 Cherry Street, with responses due August 24, 2026, and a mandatory site inspection on August 14. The Massachusetts Small Business Purchasing Program (SBPP) award preference applies; SBPP-registered participants meeting best-value criteria will be prioritized for contract award.

The scope calls for five vending machines placed at two locations: two machines outside the staff dining room on the ground floor stocking snacks, beverages, and candy; and three machines on the first floor near the canteen dining area offering snacks, beverages, candy, and one machine dedicated to grab-and-go items including sandwiches and ready-to-eat products. All beverages must comply with Massachusetts Governor Maura Healey's Executive Order No. 619, prohibiting single-use plastic bottles; beverages must be offered in cans or cartons. Bidders must hold a current Massachusetts vending machine operator's license, demonstrate a minimum of five years in the vending business, maintain comprehensive liability, property damage, malpractice, and workers' compensation insurance with the Commonwealth listed as an additional insured, and provide three business references. The bidder assumes full responsibility for all machines and products, including reimbursement for lost or jammed funds; the Veterans Home provides electricity.

The contract has an initial two-year term with four one-year renewal options, for a maximum of six years, with an estimated start date of September 14, 2026. Bidders must submit a commission structure of no less than 25% per machine, paid monthly on or before the fifth day of each month based on products sold. Commission structures must remain firm for the initial two-year period; price-increase requests for renewals require supporting documentation and Veterans Home approval. Evaluation criteria include compensation structure of at least 25%, comprehensive response addressing services and products, submission of insurance certificates, and completion of the Business Reference Form. Questions are due August 19, 2026, at 5:00 p.m. Responses must be submitted electronically through COMMBUYS and include compensation structure, insurance certificates, taxpayer identification number certification, electronic funds transfer authorization, prompt-payment discount form, and business reference form. A monthly performance report detailing machine numbers, products stocked, funds received, and commissions paid must be submitted to the procurement officer.