26500014 RFP for Vending Services

TOWN OF CHRISTIANSBURG
PURCHASING OFFICE
100 EAST MAIN STRET
CHRISTIANSBURG, VA 24073
PH: 540-585-7605
FAX: 540-382-3762
REQUEST FOR PROPOSALS (RFP)
RFP Number: 26500014
Vending Services
March 5, 2026
The Town of Christiansburg does not discriminate against faith-based organizations in
accordance with the Code of Virginia, 2.2-4343.1 or against any bidder or offeror because of
race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state
law relating to discrimination in employment.

TABLE OF CONTENTS
SECTION I: PURPOSE
SECTION II: BACKGROUND
SECTION III: SCOPE OF SERVICES
SECTION IV: INSTRUCTIONS TO OFFERORS
SECTION V: FORMS
SECTION VI: PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
SECTION VII: EVALUATION AND AWARD OF CONTRACT
SECTION VIII: RESERVATION OF RIGHTS
SECTION IX: CONTRACT ADMINISTRATION
SECTION X: PAYMENT PROCEDURES
SECTION XI: TERMS AND CONDITIONS
ATTACHMENT A SAMPLE COMMISSION REPORT
ATTACHMENT B SAMPLE CONTRACT
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SECTION I PURPOSE
The Purpose of this Request for Proposals (RFP) is to solicit proposals from potential vendors to establish
a contract with one vendor to provide and maintain vending machines for guests, visitors, and staff at
various Town locations.
SECTION II BACKGROUND
The Town of Christiansburg is tucked between the slopes of the Blue Ridge Mountains and the winding
path of the New River in southwest Virginia. With our tight-knit community; numerous recreational,
commercial and cultural destinations; and proximity to higher education institutions, it's no wonder we
are known as "the place to be."
The Town of Christiansburg has a population of 22,820 people as of 2023. The Town serves as
Montgomery County's county seat and retail hub. The Town is more than 14 square miles and is the
fourth largest town in Virginia. In addition to attracting students and young families, Christiansburg is a
popular place to retire because of its low cost of living. The median household income is $75,451.
The Town employees approximately 265 full-time employees and 200 part-time employees. The Town's
standard hours of operation are M-F, 8:00 AM to 5:00 PM. Individual facilities may have different hours
of operation. The successful offeror will coordinate hours with each facility.
The successful offeror may provide services on holidays* and weekends except where building egress is
required. The Town of Christiansburg is closed on the following days:
New Year's Day Labor Day
Martin Luther King Jr. Day Election Day
George Washington Day Veteran's Day
Memorial Day Thanksgiving (Wed-Friday)
Juneteenth Christmas Eve
Independence Day Christmas Day
* Additional days as determined by Christiansburg Town Council
SECTION III SCOPE OF SERVICES
A. GENERAL:
The Town is requesting proposals to install vending machines to dispense snacks and drinks at
five (5) Town locations listed below. The equipment provided will be new or equivalent to new
equipment. The equipment shall be Town approved, and the vendor will need to obtain Town
approval prior to any major changes to the vending program.
* Christiansburg Town Hall at 100 East Main Street
To service approximately 50 employees per weekday
o
One snack food vending machine and/or one drink machine (or food/drink combo
o
machine)
* Recreation Center at 1600 N. Franklin Street
To service approximately 400 visitors & employees per day, depending upon the season
o
Two snack food vending machines and/or two drink machines (or two food/drink combo
o
machine)
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* Huckleberry Park at 300 Huckleberry Park Drive, NW
To service approximately 600 visitors & employees per day, depending upon the season
o
One snack food vending machine and one drink machine at the splash pad/playground
o
area (or one food/drink combo machine)
One snack food vending machine and one drink machine at the athletic fields (or one
o
food/drink combo machine)
* Police Department at 10 East Main Street
To service approximately 75 employees
o
One snack food vending machine and/or one drink machine (or one food/drink combo
o
machine)
* Waste Water Treatment Facility at 2257 Crab Creek Road
To service approximately 12 employees
o
One snack food vending machine and/or one drink machine (or one food/drink combo
o
machine)
B. SPECIFIC:
1. Pricing: A major goal of the contract resulting from this RFP is a low cost of snack foods
and drinks to be offered for sale to citizens and patrons (customers) of the Town from
vending machines.
The price of the food and drinks sold in the vending machines will remain the same during
the initial two-year term of the contract resulting from this RFP. Increase in prices may be
allowed by the Town for each of the three one-year renewals.
2. Commission: The commission rate paid by the Contractor to the Town will be based on
gross sales, less refunds, from the vending machines.
3. Customer Service, as discussed below or as otherwise defined by the Town, is critical to the
success of the Contractor's vending program with the Town.
a. The Contractor will provide at least one cashless payment system on each vending
machine for the convenience of customers. The cost of food purchased with cashless
payment systems will be the same as food purchased with cash.
b. A decal will be placed and remain on the front of each vending machine, at eye level, that
provides a telephone number or e-mail address that customers can utilize to report
problems. The decal shall be labeled, "TO REPORT PROBLEM...", or "FOR
CUSTOMER SERVICE..."
c. Problems reported by customers will be rectified no later than 24 hours after the problem
has been reported to the Contractor.
d. The Contractor will remove expired food and drinks from vending machines on or before
the expiration dates of said products.
e. Each vending machine will be inspected, re-stocked and serviced at least once every two
weeks (bi-weekly) to identify, correct, and prevent any issues or problems.
f. The process for customers to receive refunds for products for which they paid but were
not dispensed by vending machines will be stated or written on another decal, at eye
level, on the face of each vending machine. The decal will be labeled "REFUND
PROCESS" and will provide the name and contact information for whom the customer
can contact to receive a refund, and when the refund can be expected. The contract
administrator shall have the right to approve or disapprove the Contractor's refund
process.
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6. The Town shall provide electricity for each vending machine.
7. The Contractor and the Town shall mutually agree upon the location for each vending
machine.
8. The Town reserves the right to request additional vending machines for additional locations
in the Town. Additional machines will be added through mutual agreement with the vendor
and added through Amendments to the contract.
C. ADMINISTRATION:
1. Fully insure all equipment and employees.
2. Maintain complete and accurate records pertaining to sales and service throughout the term of
the contract. Provide sales records to the Town on a monthly basis.
3. Obtain and pay for all licenses and permits required for vending services. Comply with all
applicable codes, regulations and laws including the requirements under Virginia Department
of Health 12 VAC5-421.
4. The monthly commission check with the Monthly Commission Report will be delivered to
the Finance Department by the 20th of each month following the month of the vending
product sales.
5. A copy of the Monthly Commission Report will be emailed to the Contract Administrator by
the 20th of each month following the month of the vending product sales.
SECTION IV INSTRUCTIONS TO PROPOSERS
A. The Town of Christiansburg (Town) is soliciting unsealed proposals for the goods and/or services
specified herein and in accordance with all sections of this Request for Proposal (RFP).
B. All Proposals shall be submitted to the Town's Procurement Officer by 3:00 PM EST on Monday,
March 30, 2026.
C. Each Offeror is responsible to confirm that his or her unsealed proposal was received by the Town
prior to the time and date stated above. Proposals received after the deadline will not be accepted.
Electronic or mailed hardcopy submittals are accepted for this RFP, with the entire submittal being in
a single cohesive PDF file. Submittals shall be prepared simply and economically, providing a
straightforward, concise description of the firm's capabilities to satisfy the requirements of the RFP.
Emphasis should be on completeness and clarity of content. Elaborate brochures and other
representations beyond that sufficient to present a complete and effective proposal are neither
required nor desired. Please do not duplicate information furnished in the RFP in the submittal. All
text in the PDF file shall be searchable using Adobe Acrobat software except within illustrations and
scanned registration documents.
To submit a hardcopy proposal through courier service/mail, proposals should be addressed to Tara
Vance, Procurement Officer, Christiansburg Town Hall, 100 East Main Street, Christiansburg,
VA 24073. Mailed or hand delivered proposals should be submitted in an envelope clearly marked
"RFP 26500014 Snack Food Vending Services". Offeror's name should also be clearly marked on
the outside of the envelope.
To submit an electronic proposal through eVA, refer to the online bidding instructions available at the
following link https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit an online bid
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through eVA the Bidder should be a registered vendor in eVA. The Town is not responsible for
establishing vendors in eVA. Bidders are advised that the process of becoming an established vendor
in eVA may take several days. If the Bidder encounters any issues submitting an online bid through
eVA, the Bidder should contact eVA Customer Care for assistance. Note that eVA will not accept
files larger than 60 MB.
D. Questions will be received by Tara Vance, Procurement Officer, until Wednesday, March 18, 2026
at 5:00 PM, EST. Questions will be answered in the form of an Addendum to be posted no later than
Friday, March 20, 2026, at 5:00 PM, EST. Questions received less than eight (8) days prior to the
date for opening of proposals may not be answered.
E. Any revisions or corrections to the Request for Proposal will be in the form of an Addendum, which
will be posted to the Bids and RFPs section of the Town's website at www.christiansburg.org/bids.
F. Address all inquiries and correspondence regarding this RFP to:
Tara Vance
Procurement Officer
Email: tvance@christiansburg.org
Phone: 540-585-7605
Fax: 540-382-3762
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SECTION V FORMS
1. CORPORATE REGISTRATION FORM
Pursuant to Virginia Code 2.2-4311.2 each Operator organized or authorized to transact business in
the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, (1950), as
amended, or as otherwise required by law, is required to include in its bid or proposal its Virginia
State Corporation Commission (SCC) Identification Number. Any Bidder or Operator that is not
required to be authorized to transact business in the Commonwealth of Virginia as a domestic or
foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to
include in its bid or proposal a statement describing why the Bidder or Operator is not required to be
so authorized.
Bidders or Operators should complete the following:
1. Operator is a Virginia business entity organized and authorized to transact business in Virginia and
such bidder's SCC Identification Number is __________________________.
2. Operator is an out-of-state (foreign) business entity authorized to transact business in Virginia and
such bidder's SCC Identification Number is ___________________________.
3. Operator does not have an Identification Number issued to it by the SCC and such bidder is not
required to be authorized to transact business in Virginia by the SCC for the following reason(s):
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Please attach additional sheets of paper if you need more space to explain why such Operator is not
required to be authorized to transact business in Virginia.
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2. GENERAL INFORMATION FORM
COMPANY INFORMATION/SIGNATURE: In compliance with this RFP and to all conditions
imposed herein and hereby incorporated by reference, the undersigned offeror agrees to furnish the
services in accordance with the attached signed proposal or as mutually agreed upon by subsequent
negotiation.
FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER
(Company name as it appears with your Federal Taxpayer NUMBER (ID#)
Number)
BUSINESS NAME/DBA NAME/TA NAME FEDERAL TAXPAYER NUMBER
(If different than the Full Legal Name) (If different than ID# above)
PURCHASE ORDER ADDRESS PAYMENT ADDRESS
CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE
E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE
NUMBER
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SECTION VI PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
a. In order to be considered for selection, proposers shall submit a complete response to this RFP.
b. The proposal and all required forms shall be signed by authorized representatives of offerors.
All information requested should be submitted. The Procurement Officer will review all
proposals to ensure required information is included. Proposals which are substantially
incomplete, or lack key information, may be rejected as incomplete. Mandatory requirements
are those required by law or regulation or are such that they cannot be waived and are not
subject to negotiation.
c. Cover letter (1 page)
d. Table of Contents (Optional, 1 page)
e. Corporate Registration Form (Section V, Item 1)
f. General Information Form (Section V, Item 2)
g. A description of the Offeror's company, including type of business (corporation, partnership,
etc.) and names of owners or corporate officers. Including a summary of the Offeror's
experience in vending services.
h. Submit proposed food and pricing.
i. Submit signed acknowledgement(s) of any addenda that may be issued by the Town.
SECTION VII EVALUATION AND AWARD OF CONTRACT
A. AWARD OF CONTRACT
Once proposals have been evaluated, selection of the Offerors that will proceed to the next stage
shall be determined on the basis of the Evaluation Criteria. Informal interviews then may be
conducted with selected Offerors. These interviews provide Offerors an opportunity to clarify or
elaborate on their proposals. Such interviews are fact finding and explanation sessions only and
are not negotiations. Following the interview process, the selection committee shall rank the
Offerors. Negotiations shall then be conducted with the Offeror ranked first. If a contract can be
satisfactorily negotiated at a fair and reasonable price, then an award shall be made to that
Offeror. Otherwise, negotiations with the Offeror ranked first shall be terminated and
negotiations conducted with the second-ranked Offeror and so on until a contract can be
negotiated. If one Offeror is clearly more highly qualified and suitable than the others under
consideration, a contract may be negotiated and awarded to that Offeror without an interview
process.
B. CONTRACT DOCUMENTS
The successful Offeror will be required to execute the Town's standard contract, a copy of which
is attached hereto as Attachment B, which shall incorporate the Town's Terms and Conditions,
the RFP, the proposal, addenda (if any), related documents submitted by the successful Offeror,
and documentation of changes to the RFP or proposal occurring during negotiations.
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C. EVALUATION CRITERIA
Proposals shall be evaluated by the Town using the following criteria:
All proposals shall be reviewed for compliance with the mandatory requirements as stipulated in
the RFP. Proposals found not to be in compliance will be rejected from further consideration.
Proposals which are not rejected will then be evaluated based upon the following weighted
values. Proposals should address the criteria below by providing the documents and information
requested in the part labeled Specific Proposal Instructions. Each proposal may be awarded a
percentage of points up to the amount listed in parentheses.
1. Qualifications and Experience - Qualifications and experience as described in the
"Proposal Preparation and Submission Requirements" section of this RFP. Maximum score
25%.
2. Capacity and Capability - Offeror's willingness, capacity and capability to service the
vending machines on short notice and in a timely manner. Maximum score 25%.
3. Proposed Pricing - Please provide list of product offerings and pricing. Maximum score
20%.
4. References - Please provide three (3) recent references, similar to the Town, for whom you
have provided the type of services described herein. Include the date(s) services were
furnished, the client name, address and the name, phone number and email address of the
individual the Town has your permission to contact. Maximum score 20%.
5. Responsiveness and Completeness of the proposal - The proposal should contain all
information requested by this RFP, and be submitted per Section VI, the "Proposal
Preparation and Submission Requirements" section of this RFP. Maximum score 10%.
Evaluation Criteria Rating
Qualifications and Experience 25%
Capacity and Capability 25%
Proposed Pricing 20%
References 20%
Responsiveness and completeness of the proposal 10%
Total 100%
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