Vending Machine Services

The City of Olathe is requesting proposals for full-service vending machine operations at the Community Center, with proposals due July 17, 2026 and vendor interviews scheduled for the week of August 3. Questions are due July 9, 2026 at 5:00 PM CST through Bonfire.

The scope covers furnishing, stocking, maintaining, and operating between two and four commercial-grade vending machines (at least one snack and one beverage unit) with ADA accessibility and modern payment options including cash, credit/debit cards, and mobile payments. Machines must be installed near the elevator on the main floor within thirty days of award. Beverage offerings must include Coca-Cola products, coffee, post-workout and wellness-focused beverages (protein drinks, electrolyte recovery drinks), and balanced water, juice, soda, and low/no-sugar options. Food offerings should emphasize health-conscious snacks appropriate for youth, families, and fitness participants. The vendor is responsible for weekly servicing and restocking, targeting 95% machine uptime and 90–95% stock availability, with 3–5 business day refund processing. The City retains approval rights over product mix and conducts quarterly product reviews.

The vendor must maintain a commercial general liability policy with minimum limits of $1 million per occurrence and $2 million general aggregate, with the City listed as additional insured, and comply with all applicable health and food safety regulations. Revenue is split 50/50 based on gross revenue; the vendor proposes pricing subject to City approval for increases. The vendor submits monthly financial reports including total sales, item-level data, and cost of goods sold, with online dashboard access preferred.

The initial contract term is one year with a 60–90 day pilot period subject to performance review. Either party may terminate with thirty days' written notice. Contract award is anticipated in August 2026. The City will not reimburse pre-contractual expenses or costs for oral presentations.