BEVERAGE AND VENDING SERVICES

REQUEST FOR PROPOSAL (RFP)
BEVERAGE AND VENDING SERVICES
CITY OF OSCEOLA, ARKANSAS
Date of Issue: 5/20/2026
Proposal Submission Deadline: 10:00 A.M. on June 9, 2026
1. GENERAL INFORMATION & REQUIREMENTS
1.1. Purpose: The City of Osceola, Arkansas, is seeking competitive proposals from qualified beverage and vending providers to supply, stock, and maintain beverage vending machines and/or pouring rights at various city facilities (e.g., City Hall, Parks and Recreation Facilities, Aquatic Center).
1.2. Point of Contact:
Ray Fulmer
City of Osceola
303 W Hale Ave
Osceola, AR 72370
870-563-5245
rfulmer@osceolaar.gov
1.3. Submission Instructions: Submit 5 copies of your proposal in a sealed envelope marked “RFP Beverage and Vending Services “ to the contact above no later than June 9th, 2026 @ 10:00 A.M. CST.
If sending by carrier or hand delivery, please deliver to 303 W Hale Ave, Osceola, AR 72370, and for mail, P.O. Box 443, Osceola, AR 72370. *Note: No bids will be received after the Submission Deadline. Bids that are delivered and do not follow the submission instructions will not be reviewed.
1.4. Arkansas Legal Compliance: All proposals must comply with Arkansas procurement laws.
2. SCOPE OF WORK
The selected contractor will be responsible for the following:
• Equipment: Provide, install, and maintain modern, energy-efficient beverage vending machines at designated city locations.
• Product Stock: Regularly stock machines with a variety of brand-name beverages (e.g., carbonated soft drinks, bottled water, juices, and sports drinks).
• Maintenance: Provide all maintenance, repairs, and restocking at no cost to the City. The contractor must respond to service calls within [e.g., 24-48] hours.
• Collections & Reporting: Handle all cash and/or digital payment collections and provide quarterly commission/sales reports to the City.
• Health Standards: Maintain machines in accordance with all Arkansas Department of Health and Sanitation standards.
3. CITY RESPONSIBILITIES
• Designated Space: The City will provide appropriate indoor/outdoor space for the installation of the machines.
• Utilities: The City will provide the necessary electrical access required to operate the machines.
• Access: The City will grant authorized contractor personnel reasonable access to facilities during normal business hours or scheduled times.
4. PROPOSAL FORMAT
Proposals should be organized and tabbed in the following order:
1. Cover Letter: A brief statement of interest and understanding of the scope.
2. Company Profile: Experience in municipal or commercial vending services, including references.
3. Equipment & Services: Details on the proposed machines, inventory selection, and service/restocking frequency.
4. Financial Proposal: Clearly outline the proposed commission percentage to be paid to the City based on gross sales, or pricing structure for the products.
5. Required State Forms: Include all required Arkansas compliance and disclosure forms.
5. EVALUATION CRITERIA
Proposals will be evaluated based on the following weighted criteria:
1. Financial return/commission to the City ([e.g., 30%])
2. Quality and variety of beverages provided ([e.g., 30%])
3. Vendor experience, references, and proposed service/maintenance schedule ([e.g., 20%])
4. Equipment condition and energy efficiency ([e.g., 20%])
6. GENERAL STATEMENT
The City of Osceola, Arkansas, reserves the right to increase or decrease the amount or to reject any or all bids. The City of Osceola, Arkansas, is an Equal opportunity Employer.
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