Vending machine services RFP

The White County Board of Commissioners Parks & Recreation Department is soliciting sealed proposals through a Request for Proposal (RFP) to procure comprehensive vending machine services at five county recreational facilities: Recreation Center at Yonah Preserve, Yonah Preserve Trailhead Pavilion, Tesnatee Gap Athletic Complex, Main Park Pavilion, and Yonah Preserve Playground/Splashpad Pavilion. The selected vendor will be responsible for providing, installing, servicing, and maintaining vending machines at no cost to White County, with the County providing designated space and electrical connections. All machines must be new or fully refurbished, accept multiple payment methods (cash, credit/debit card, and contactless payment), maintain appropriate temperatures if refrigerated, and display customer service contact information. A minimum of 25 percent of products must be healthier options such as water, low-sugar beverages, nuts, and granola bars. Vendors must propose the number and type of machines for each location based on anticipated visitor volume and facility use, submit initial pricing, provide 30 days advance notice for any price changes, service machines regularly, and repair or replace out-of-service equipment within 48 hours of notification. Required qualifications include maintaining Worker's Compensation insurance of at least $1,000,000, Comprehensive General Liability Insurance of at least $1,000,000 per occurrence, and Automobile Liability Insurance of at least $500,000 per occurrence. Proposals are due by 3:00 PM on May 22, 2026, with written questions due by 12:00 PM on May 8, 2026, and answers posted by May 12, 2026; site visits can be scheduled by contacting Kim McEntire, Director of Parks & Recreation.

No set-aside designations or restrictions on respondent types are specified in the available procurement documents. No incumbent vendors or current contractors are identified in the RFP materials. The contract is structured as a non-transactional agreement with no commission or revenue share expected by White County, as machines are provided solely for community convenience. The initial contract term is one year with options to renew for up to two additional one-year terms upon mutual written agreement, and either party may terminate with 30 days written notice. Vendors must remove all machines within 15 business days upon contract expiration or termination. No award value or budget range information is provided in the available procurement documents.