Vending Machine Services

The City of Temple, Texas (Bell County) is issuing Request for Proposals #13-13-26 for vending machine services to establish an annual services agreement covering the supply, installation, stocking, maintenance, and servicing of vending machines at eleven designated municipal facilities including City Hall, Police Department, Public Library, Fire Station #8, and Parks & Recreation facilities. The selected vendor must provide machines that meet strict operational and compliance standards, including ADA accessibility, Energy Star certification, telemetry capabilities for remote monitoring, and secure payment systems supporting multiple payment methods (cashless, EMV, contactless). Key service objectives include maintaining a minimum 98% uptime, responding to critical issues within 24 hours, processing refunds within 3 business days, offering at least 30% healthy product options with clear allergen labeling, and ensuring regular cleaning and spill response protocols. The vendor must demonstrate technical capabilities in machine deployment, operational protocols including food safety and sanitation compliance, and comprehensive compliance across ADA, health codes, electrical and fire codes, payment security (PCI/EMV), and data privacy requirements. Evaluation criteria consist of technical solution and deployment (30 points), operations and service levels (30 points), compliance and insurance (15 points), product offering and customer experience (15 points), and account management and transition planning (10 points). The proposal deadline is March 10, 2026, at 10:00 a.m. CST with submissions made through the Euna e-bidding portal or sealed paper delivery to the City's Purchasing Department; questions must be submitted by March 3, 2026, at 12:00 p.m. CST. The initial contract term runs from October 1, 2026, through September 30, 2027, with four optional one-year renewal periods.

The RFP does not identify specific set-aside designations or restrictions limiting respondent eligibility based on disadvantaged enterprise status, though proposers must demonstrate financial responsibility, adequate resources, relevant experience, current tax compliance with Texas and the City, and ability to comply with all applicable regulations. No incumbent vendors or current contractors are referenced in the available documentation. The City anticipates this contract will be at no cost to the municipality, with the vendor responsible for all operational expenses including supply, installation, maintenance, labor, materials, insurance, overhead, and profit; however, if vendors determine costs must be incurred, all anticipated costs must be clearly identified with detailed cost breakdowns and remain firm for the entire agreement period with no increases allowed without prior City approval. Monthly invoices shall be submitted in arrears with itemized details and the City's purchase order number. The awarded vendor must execute the service agreement as substantially presented without substantive modifications and obtain required insurance coverage within five days of notice of award, with the City reserving the right to terminate the agreement for unsatisfactory performance including excessive service callbacks, lack of personnel expertise, or failure to provide timely service.