Food Vending Machine Service

Solicitation Cover Sheet
SOLICITATION
Food Vending Machine Services
NAME
SOLICITATION 03302026RFPCH
REF#
PURCHASING AGENT: Luzerne County Purchasing Department
Luzerne County Pennsylvania
ISSUING DEPARTMENT: Purchasing
N/A
QUESTIONS DUE DATE:
Friday, May 8, 2026 at 4:00 PM
SOLICITATION DUE DATE:
SOLICITATION TYPE: Invitation for Bids Request for Proposals
PROPOSED CONTRACT ATTACHED: No
Yes Appendix E

TERM OF AGREEMENT: See Appendix A
BID SECURITY REQUIRED: No
Yes Amt: $________________ (50% of bid)

Bid Bond

Certified Check

Corporate Check

PERFORMANCE BOND REQUIRED: No
Yes Amt: $________ (No less than bid Amt)
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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Please note the following acceptable method for bid submission:

PENNBID (ONLINE)
ATTENTION:
BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE PENNBID PORTAL AT
https://pennbid.bonfirehub.com BY THE DEADLINE INDICATED ON THE COVER SHEET.
QUESTIONS REGARDING THIS PROJECT SHALL BE SUBMITTED VIA THE "Ask A
Question" FEATURE IN PENNBID BY THE DEADLINE INDICATED ON THE COVER SHEET.
ANY FEES ASSOCIATED WITH THE USE OF PENNBID ARE THE SOLE RESPONSIBILITY
OF THE BIDDER. SPECIFICATIONS AND SUPPORTING DOCUMENTS CAN BE OBTAINED
AT NO COST ON PENNBID.

HARD COPY (MAIL/DELIVERY)
ATTENTION:
RESPONSES TO THIS SOLICITATION ARE ACCEPTED WEEKDAYS, 9:00 AM TO 4:00 PM,
EXCLUDING HOLIDAYS. SUBMIT RESPONSES BY THE DEADLINE INDICATED ON THE
COVER SHEET TO ADDRESS SPECIFIED BELOW. FOR INQUIRIES, CONTACT MARYANN
AMESBURY AT 570-820-6337 OR MARYANN.AMESBURY@LUZERNECOUNTY.ORG.
YOU MUST PRINT THE BELOW ADDRESS AND SOLICITATION INFORMATION AND AFFIX
TO THE OUTSIDE OF YOUR RESPONSE ENVELOPE.
UNLABELED RESPONSES WILL BE REJECTED.
Luzerne County
Purchasing Department
Penn Place Bldg.
Suite 203
20 N. Pennsylvania Ave.
Wilkes-Barre, PA 18711
All solicitation responses must have this label attached
with the name and reference number of
the solicitation to the outside of the return envelope
(UPS, FEDEX, etc.) or it will be rejected.
Solicitation Name________________________
Reference #_______________________
Company Name___________________
Responders who use USPS Services please note:
For USPS deliveries expect delays. Mail is re-routed from the Court House to Penn Place. Ensure
timely delivery to the Purchasing Department by the specified deadline. The County accepts no
responsibility for late or misdirected mail.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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INSTRUCTIONS TO RESPONDERS
1. Form of Response. In addition to supplemental documentation specifically required by
the terms of this Solicitation, Responder's response shall include all documents in this
Solicitation, including: 1) the Solicitation Cover Sheet; 2) Instructions to Responders; 3)
Appendix A - Specifications and all supplemental information required therein; 4)
Appendix B - Questionnaire Form; 5) Appendix C - Non-Collusion Affidavit; 6) Appendix
D - General Terms and Conditions; 7) Appendix E - Proposed Contract (if applicable);
and 8) Appendix F - Signature Page and Certification. Note that Appendix A contains
detailed specifications of the goods/services sought by the County and may include
more specific directives relating to the form of the Responder's response including a
requirement that Responder complete additional forms and/or information. If the
required information/forms are not submitted or are incomplete, Luzerne County may
immediately reject the response as incomplete. The stated quantities if any, shall be
considered to be estimates only and County reserves the right to increase or decrease
the quantities according to demand and may reorder at any time during the contract
period.
2. Any alterations, erasures, additions to or omissions of required information, or change of
specifications or solicitation schedule, is done at the risk of the Responder and may
result in rejection of Responder's submission. In case a Responder finds discrepancies
or omissions or is in doubt as to the meaning of the specifications or solicitation
schedule, he/she should at once notify the Luzerne County Purchasing Department via
the "Ask a Question" feature in the PennBid portal no later than the Questions Due Date.
The Purchasing Department will reply to such questions in official supplement and
emails will be sent simultaneously to all prospective Responders.
3. BID CONFIRMATION:
a. PENNBID SUBMISSIONS: Upon completion of the electronic submission (if
applicable), Responder will receive an electronic Submission Confirmation with
the date and time of completion and will receive any future pertinent bulletins
regarding the project which may be issued via public notices before the due date
and time. When required, a summary of bids received will be issued by Luzerne
County via a Public Notice on PennBid shortly after the deadline. It should be
noted that bid results are subject to further review and should not be construed
as issuance of an award.
b. MAIL IN BIDS: Upon submission of its response, Responder is responsible for
confirming that it is recorded in the purchasing department office as a responder
so that it can be assured of receiving pertinent bulletins which may be issued
before the responses are opened. If requested, Luzerne County may issue a
summary of bids received after the deadline. It should be noted that bid results
are subject to further review and should not be construed as issuance of an
award.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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4. Responders must be a recognized dealer in the materials/services specified and
qualified to advise in its application or use. Responder at any time requested, must
satisfy the County Manager and administrative officers that it has the requisite
organization, capital, plant, stock, ability, and experience to satisfactorily execute the
contract in accordance with the provisions of the contract in which Responder is
interested.
5. Submitting a response when it is intended to sublet the contract is cause for rejection of
your submission, or cancellation of the contract, unless approval is given in writing by
Luzerne County prior to the Solicitation opening.
6. In case of error in the extension of prices, the unit price shall govern.
7. If more than one response is offered by any one party or in the name of its clerk,
partners, or other person, all such responses may be rejected. However, a party who
has quoted prices on materials to a Responder is not thereby disqualified from quoting
prices on materials to other Responders or from submitting a response directly for the
materials or work.
8. All terms, rebates and discounts shall be considered to be offered effective as of the
date of payment by the County notwithstanding anything to the contrary expressed in the
response.
9. If indicated in the Solicitation Documents, the successful Responder(s) may be required
to enter into a supplemental contract with the County within sixty (60) days of notification
by the Purchasing Agent. Failure of Responder to do so, shall result in the cancellation
of the award and forfeiture of the bid bond/bid security, if any, which shall become the
absolute property of the County of Luzerne. Whether or not a supplemental contract is
required by the County, Responder understands and agrees to comply with the General
Terms and Conditions attached hereto as Appendix D.
10. Luzerne County reserves the right for Luzerne County and/or the Luzerne County
Manager and/or their respective designees to perform financial and/or performance
audits on any purchase, sale, award, contract, or other transactions involving Luzerne
County. Therefore, any party to a purchase, sale, award, contract or other transaction
involving Luzerne County must grant to the Luzerne County Controller and/or the
Luzerne County Manager and/or their respective designees reasonable access to any
property and/or equipment purchased in whole or in part with Luzerne County funds and
must grant reasonable access for review, inspection and reproduction of any and all
financial, employment and/or other records of the vendor, contractor, subcontractor or
other entity deemed relevant by the Luzerne County Controller and/or Luzerne County
Manager.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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11. If indicated in this Solicitation, Responder may be required to submit with its response a
Bid Bond or some other form of bid security. Responder's failure to supply the required
Bid Bond or bid security when required will be grounds for disqualification of the
Responder's submission. When a Bid Bond or other form of bid security is required the
amount of said bid bond or bid security shall be fifty percent (50%) of the total cost of
the proposal or bid submitted.
12. If indicated in this Solicitation, upon acceptance of its bid/proposal Responder may be
required to submit a Performance Bond for any bid/proposal over ten thousand dollars
($10,000.00) to Luzerne County Purchasing upon contract award. The amount of said
Performance Bond shall be in an amount no less than the total dollar amount of
Responder's bid/proposal.
13. Luzerne County will NOT accept vendor contracts that include automatic renewal and/or
price escalation clauses.
14. The successful Responder must permit the County to make payment to vendor by credit
or debit card without penalty or surcharge.
15. Other than when submission is made online through PennBid, Responder must submit
an original and one copy of its response.
16. PENNBID: Proposals may be withdrawn at any time prior to the due date and time listed
in the Cover Sheet. After such due date and time has passed, bidders may only
withdraw their bid as provided for by Pennsylvania law, 73 P.S. 1601 et seq. No
Responder may withdraw its bid/proposal for a period of sixty (60) days after the date of
Solicitation opening.
17. The County reserves the right to award the bid/proposal to a responder other than the
lowest responder if deemed to be in the best interest of the County. The County shall
consider the following criteria: 1) price; 2) reputation of Responder and of its goods and
services; 3) quality of the Responder's goods and services; 4) extent to which the goods
or services meet the County's needs; and 5) Responder's past relationship with the
County. The County may narrow the list of prospective vendors after initial review and
may invite those responders who provided the top-ranked bids/proposals to a technical
bid/proposal meeting to discuss bid/proposal details. Award may be made to one or
more responders, but Luzerne County reserves the right to reject any and/or all
submissions, to cancel the solicitation, and/or to re-advertise solicitation for these
goods/services.
18. Responder is required to submit with its bid/proposal all required documents including
but not limited to certificate(s) of insurance, business licensure, and/or any state or
federal accreditation certification.
19. Luzerne County will not be expected to pay freight or fuel charges.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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20. Luzerne County shall not be liable for any cost incurred by Responder in responding to
this solicitation.
21. Amendment to Response to Solicitation. If it becomes necessary to revise any part of
this Solicitation:
a. PENNBID: an amendment will be issued via the PennBid portal to all
prospective responders/Responders registered in the PennBid portal and who
received the basic Solicitation for which Luzerne County has identified. The
amendment will be issued via the PennBid portal Public Notices and posted in
"Supporting Documentation".
b. MAIL IN BIDS: an amendment will be issued to all prospective
responders/Responders who received the basic Solicitation for which Luzerne
County has identified and the amendment will be published on the County's
website.
22. The contents of the response of the successful Responder shall become contractual
obligations upon receipt of a Notice of Award from the County.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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APPENDIX A - Specifications
PROPOSED CONTRACT TERM: May 9, 2026 - May 9, 2027
PROCURING DEPARTMENT: Luzerne County Purchasing Department
Address: 20 N. Pennsylvania Ave. Wilkes-Barre, PA 18711
Contact: Mary Ann Amesbury
Telephone: 570-820-6337
Fax: 570-825-1851 Email: MaryAnn.Amesbury@luzernecounty.org
Proposal for: Services
Goods
Order Terms: ____________________________________
Purchase Order Only

Additional Order Terms: _________________________
________________________________________________
Delivery: F.O.B., POINT OF DESTINATION ____________
Minimum Frequency of Delivery _________ per _____

Weekend/Holiday/After Hours Delivery May Be Required

Additional Delivery Terms: _________________________
________________________________________________
Billing Terms: ___________________________________
________________________________________________
Other

Description: _____________________________________
________________________________________________
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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SCOPE OF WORK
Scope of Services
Luzerne County is seeking proposals from qualified companies to provide weekly
vending machine services. The county has approximately twenty-one (21)
food/beverage machines at the following locations.
Luzerne County Correctional Facility 99 Water Street, Wilkes Barre
Men's Work Release Building 99 Water Street, Wilkes Barre
EMA 185 Water Street, Wilkes Barre
Brominski Building 113 W North Street, Wilkes Barre
9-1-1 100 Young Street, Wilkes Barre
West Side Annex 2009 Wyoming Avenue, Forty Fort
Children & Youth 111 North Pennsylvania Ave., Wilkes Barre
93-95 State Street, Wilkes-Barre
85 East Union Street, Wilkes-Barre
MH/MR 111 North Pennsylvania Ave., Wilkes Barre
Area Agency On Aging 111 North Pennsylvania Ave., Wilkes Barre
Penn Place 20 North Pennsylvania Ave., Wilkes Barre
New Annex 153 North River Street, Wilkes Barre
Please indicate the commission/rebate to be paid to the County.
%___________________
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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Appendix B - QUESTIONNAIRE FORM
** IF A QUESTION DOES NOT APPLY TO YOUR COMPANY PLEASE MARK N/A FOR NOT
APPLICABLE**
Entity Name _____________________________________________________
Address _________________________________________________________
Telephone ______________ Fax _______________ Email _________________
Website _________________________________________________________
Entity Type: Individual Name ___________________________________

Partnership Partner Names ___________________________

___________________________
Corporation Name ___________________________________

State of Incorporation ______________________
Contact Name _____________________________________________________
Address _________________________________________________________
Telephone ______________ Fax _______________ Email _________________
How long have you been in business? _____
Can you deliver/service to all locations in the County? Yes No

Can you deliver/service within two (2) business days after receiving order? Yes No

Is your company capable of notifying the County of partial shipments? Yes No

Please list information for two business references, which you are currently doing business with:
1. Name ________________________________ Contact ________________________________
Address _________________________________________________________
Telephone ______________ Fax _____________ Email ________________
2. Name ________________________________ Contact ________________________________
Address _________________________________________________________
Telephone ______________ Fax _____________ Email ________________
NOTE: PLEASE ATTACH A BRIEF RESUME LISTING BIDDER'S EXPERIENCE PROVIDING THE
GOODS/SERVICES REQUESTED IN THIS SOLICITATION TO GOVERNMENT ENTITIES.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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Appendix C - Non-Collusion Affidavit
State of _________________________________
County of _______________________________
__________________________, being first duly sworn, deposes and says that:
(1) She/He is the____________________________________ (owner, partner, officer, representative or
agent) of the Responder that had submitted the attached bid/proposal.
(2) She/He is fully informed with respect to the preparation and contents of the attached submission and of
all pertinent circumstances respecting such submission
(3) Such submission is genuine and is not part of any conspiracy, collusion, or deception.
(4) Neither the said responder nor any of its officers, partners, owners, agents, representatives, employees
or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly
or indirectly with any other responder, firm or person to submit a collusive or sham bid/proposal in
connection with the contract for which the attached response has been submitted or to refrain from
proposing in connection with such contract, or has in any manner, directly or indirectly, sought by agreement
or collusion or communication or conference with any other proposer, firm or person to fix the price or prices
in the attached response or of any other responder, or to fix any overhead, profit or cost element for the
prices or the bid/proposal price of any responder, or to secure through any collusion, conspiracy connivance
or unlawful agreement any advantage against the any person interested in the proposed contract; and the
price or prices quoted in the attached response are fair and proper and are not tainted by any collusion,
conspiracy, connivance or unlawful agreement on the part of the responder or any of its agents,
representatives, owners, employees, or parties in interest, including this affiant.
(5) The price(s) and amount of this bid/proposal have been arrived at independently and without
consultation, communication or agreement with any other contractor, proposer, or potential proposer.
(6) Neither the price(s) nor the amount of this bid/proposal, and neither the approximate price(s) nor the
approximate amount of this bid/proposal, have been disclosed to any other firm or person who is a
responder/proposer or potential proposer, and they will not be disclosed before bid/proposal opening.
(7) No attempt has been made or will be made to induce any firm or person to refrain from submitting a
bid/proposal on this contract, or to submit a bid/proposal higher than its bid/proposal, or to submit any
intentionally high or noncompetitive bid/proposal or other form of complementary bid/proposal.
(8) The bid/proposal of my firm is made in good faith and not pursuant to any agreement or discussion with,
or inducement from, any firm or person to submit a complementary or other noncompetitive bid/proposal.
(9) The above representations are material and important and will be relied on by Luzerne County in
awarding the contract(s) for which this bid/proposal is submitted. I understand and my firm understands
that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Luzerne
County of the true facts relating to the submission of bid/proposals for this contract.
(Signed) ________________________________________
(Name) ________________________________________
(Title) ________________________________________
Subscribed and sworn to before me this _______day of _________, 20_________
____________________________________
Name
____________________________________
Title
My commission expires ________________
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
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