Vending Machine Services for City-Owned Facilities

The City of Hayward, California, is issuing Request for Quotation #26-033 for comprehensive vending machine services across five city-owned facilities, including City Hall, Streets/Water Department, Landscape/Facilities, Utility Building, and Water Treatment Plant, serving approximately 160 combined employees. The procurement seeks an experienced contractor to supply, install, and operate modern, energy-efficient, ADA-compliant vending machines providing snacks, beverages, and healthier product options, along with routine restocking, product rotation, preventative maintenance, repairs with 24-48 hour response times, secure cashless payment systems, and monthly or quarterly sales reporting. Bidders must demonstrate a minimum of three years of full-service vending operations experience, particularly with public agencies or multi-site accounts, along with adequate staffing and equipment capacity, financial stability to fund operations without upfront City costs, and valid California and City of Hayward business licenses. All-inclusive pricing must be provided covering equipment, labor, supervision, overhead, and profit, with separate line items for installation, monthly service fees for each location, and any applicable minimum monthly sales, spoilage, or cancellation charges; the City will provide electrical power at all sites, and the selected vendor must remove equipment and restore sites upon contract completion. Electronic bid submissions are required through the OpenGov Procurement portal at https://procurement.opengov.com/portal/hayward-ca, with a deadline for questions on March 18, 2026, and a response deadline of April 1, 2026, at 8:00 a.m. Bidders must also carry appropriate insurance coverage including Commercial General Liability, Automobile Liability, Workers' Compensation, and Professional Liability.

The procurement contains no identified set-asides or disadvantaged enterprise restrictions, and no incumbent vendor information is specified in the solicitation documents. Prospective vendors must comply with all applicable federal, state, and local nondiscriminatory employment and fair employment practice requirements, with penalties for violations reaching $250 per day or one percent of the total contract amount, whichever is greater. All bidders are required to submit executed affidavits including a Non-Collusion Affidavit, a Nondiscriminatory Affirmative Action Certification Statement, and an affirmation certifying non-involvement in nuclear weapons development or production pursuant to City of Hayward Ordinance No. 87024. Contractors must also comply with bond requirements, with Labor and Materials Bonds and Performance Bonds required in an amount equal to no less than 100 percent of the total contract value, and bonds must remain in effect for one year after the City's acceptance of work. No specific contract award value or budget range is identified in the RFQ documents; the contract term is also not explicitly specified in the solicitation materials.