Vending Machine Services RFP

Flint Community Schools issued a Request for Proposal (RFP) for comprehensive vending machine services to supply beverages across twelve district buildings, including the Administration Building, Accelerated Learning Academy, Brownell STEM Academy, Doyle Ryder Elementary, Durant-Tuuri-Mott Elementary, Eisenhower Elementary, Freeman Elementary, Holmes STEM Academy, Neithercut Elementary, Pierce Elementary, Potter Elementary, Scott School, and Southwestern Classical Academy. The procurement seeks a full-service beverage vending operation that includes refrigerated beverage supply, vending machine installation and maintenance, and exclusive beverage service rights at all specified locations. All vending machines must be Energy Star compliant, ADA-compliant, and equipped with automatic timers to control operation during school meal periods. The vendor must provide full-service maintenance with a minimum of weekly service visits, 24-hour response capability to empty machine notifications, and immediate product restocking. Permitted beverages include soft drinks, waters, juices, and isotonic beverages, excluding milk products, fresh-brewed beverages, and items covered under federal nutrition programs. The RFP was originally issued on January 11, 2019, with a written questions deadline of February 7, 2019, and an initial proposal submission deadline of March 6, 2019 at 5:00 p.m. EST; however, an addendum extended the submission deadline to March 1, 2019 at 5:00 p.m. EST. The minimum contract term is one year with possible extension up to three years, with pricing quoted on a monthly basis per individual building location on a fixed-price basis.

The RFP documents provided do not specify set-aside designations, restrictions on organizational types, disadvantaged enterprise requirements, incumbent vendor information, or specific budget ranges or award values. The District retains exclusive rights to food service operations and controls beverage pricing in coordination with the vendor, while the vendor collects all revenue from beverage sales and bears responsibility for all equipment, installation, and operating expenses. Bid security equal to the total bid price for one month's services for the entire district is required. The contract award date was to be determined at the time of posting, with service expected to commence thereafter. All costs, including installation, configuration, equipment provision, and maintenance, must be included in the vendor's pricing proposal.