26500014 RFP for Vending Services
| Agency: | Christiansburg town |
|---|---|
| State: | Virginia |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 11, 2026 |
| Due Date: | Mar 30, 2026 |
| Solicitation No: | 26500014 RFP |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
26500014 RFP
|
| Bid Title: |
26500014 RFP for Vending Services
|
| Category: | Bid / RFP Opportunities |
| Status: | Open |
|
Attachment Preview
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
Martin Luther King Jr. Day
George Washington Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Election Day
Veteran’s Day
Thanksgiving (Wed-Friday)
Christmas Eve
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
o To service approximately 50 employees per weekday
o One snack food vending machine and/or one drink machine (or food/drink combo
machine)
• Recreation Center at 1600 N. Franklin Street
o 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
machine)
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• Huckleberry Park at 300 Huckleberry Park Drive, NW
o 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
area (or one food/drink combo machine)
o One snack food vending machine and one drink machine at the athletic fields (or one
food/drink combo machine)
• Police Department at 10 East Main Street
o To service approximately 75 employees
o One snack food vending machine and/or one drink machine (or one food/drink combo
machine)
• Waste Water Treatment Facility at 2257 Crab Creek Road
o To service approximately 12 employees
o One snack food vending machine and/or one drink machine (or one food/drink combo
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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This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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