RFP 26-0709200 Vendor Machine Services

CITY OF OPA-LOCKA
RFP: 26-0709200
Request for Proposals (RFP)
Vendor Machine Services
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Table of Contents
I. Proposal Guidelines
a. Advertisement
b. Proposal Submission
c. Calendar Events/Important Dates
d. Cone of Silence
II. Nature of Services Required
a. Purpose
b. Scope of Work
c. Contents of Proposal
III. General Requirements
a. Rules for Proposal
b. Submission Guidelines
c. References
IV. Evaluation and Selection Process
a. Review of Proposals
b. Evaluation Criteria
V. Attachments
a. Proposer Qualifications
b. Price Proposal Form
c. Certification Regarding Debarment
d. Drug Free Workplace
e. Non-Collusion Affidavit
f. Non-Discrimination Affidavit
g. E-Verify Form
h. Anti-Kick Back Affidavit
i. Client Reference Form
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ADVERTISEMENT
RFP 26-0709200
The City of Opa-locka, Florida, invites qualified and experienced contractors to submit sealed
proposals for Vendor Management Services. Proposals will be received by the City of Opa-locka at the
Office of the City Clerk, located at 780 Fisherman St, 4th Floor, Opa-locka, Florida 33054. The deadline
for submissions is July 09, 2026, by 2:00 p.m. (ET).
Proposals may be submitted via one of two methods:
1. E lectronic Submission via DemandStar: Proposals may be submitted through
www.demandstar.com (e-bid) by 2:00 p.m. ET on the designated due date. The City
strongly prefers and encourages electronic submissions.
2. S u bmission via Postal Mail: Sealed proposals may be submitted via mail to the address
below by 2:00 p.m. ET on the due date. Any Request for Proposals. (RFP) package that
arrives after the specified closing time will be returned unopened.
I nstructions for Postal Mail Submission:
Please submit one (1) original proposal, six (6) copies, and one copy of the proposal package
on a USB flash drive in PDF format. All materials should be enclosed in sealed envelopes or
packages. The envelopes or packages must be addressed to the City Clerk's Office, City of Opa-
locka, Florida, and marked as follows: RFP 26-0709200 Vending Machine Services.
Mailing Address:
City of Opa-locka
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
Proposers desiring information for use in preparing proposals may obtain a set of such
documents by visiting the City's website at www.opalo ckafl.gov or www.dema ndstar.com.
The City reserves the right to accept or reject any and all proposals and to waive any
technicalities or irregularities therein. The City reserves the right to award the contract to that
Proposer(s) whose proposal best complies with the RFP NO: 26-0709200 requirements.
Joanna Flores
City Clerk
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PART I
P ROPOSAL GUIDELINES
1-1. Introduction: The City of Opa-locka is requesting proposals from qualified and
experienced vendors to provide vending machine services at designated facilities. The
selected vendor will supply, install, stock, service, and maintain vending machines offering
food and beverage products for employees, visitors, and the general public.
1-2. Proposal Submission and Withdrawal: The City of Opa-locka will be accepting
proposals by mail; however, it is your responsibility to submit your proposal by the due
date. In addition, proposals may be submitted via www.demandstar.com (e-bid). The City
must receive all the proposals by 2:00 pm (ET) on 0 7 /0 9 /26. The address to submit sealed
proposals is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
To facilitate processing, please clearly mark the outside of the proposal package as follows:
RFP NO. 26-0 7 0 9 200 - Vending Machine Services. This package shall also include the
Proposer's return address.
Proposers may withdraw their proposals by notifying the City in writing at any time prior
to the deadline for proposal submittal. After the deadline, the proposal will constitute an
irrevocable offer, for a period of 30 days. Once opened, proposals become a record of the
City and will not be returned to the Proposer.
The City cautions Proposers to ensure actual delivery of mailed or hand-delivered
proposals directly to the City Clerk's Office at 780 Fisherman Street, 4 t h F loor, Opa-locka,
Florida 33054 prior to the deadline set for receiving proposals. Telephone confirmation o f
timely receipt of the proposal may be made by calling (305) 688-4611, Option 1, before
the proposal c losing time. Any proposal received after the established deadline will not b e
considered and will be returned unopened to the Proposer(s).
1-3. Number of Copies: Proposers shall submit an original and six (6) copies (a total of 7)
plus one copy on USB Flash Drive in PDF format of the proposal in a sealed, opaque
package marked as noted above. The Proposer will be responsible for timely delivery,
whether by personal delivery, US Mail, or any other mode of delivery.
1-4. Development Costs: Neither the City nor its representatives shall be liable for any
expenses incurred in connection with the preparation of a response to this Request for
Proposals. Proposers should prepare their proposals simply and economically, providing
a straightforward and concise description of the Proposer's ability to meet the
requirements of the RFP.
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1-5. Inquiries: The City Clerk and or the Procurement Officer will receive written requests
for clarification concerning the meaning or interpretations of the RFP. City personnel are
authorized only to direct the attention of prospective Proposers to various portions of the
RFP so that they may read and interpret such for themselves. No employee other than the
City's Purchasing Officer is authorized to interpret any portion of this RFP or give
information as to the requirements of the RFP in addition to what is contained in the
written RFP document.
1-6. Addenda: The City may record its response to inquiries and any supplemental
instructions in the form of written addenda. The City may post addenda on the City's
website up to five (5) calendar days before the date fixed for receiving the proposals.
Proposers shall contact the City to ascertain whether any addenda have been issued.
Failure to do so could result in an unresponsive proposal. Any oral explanation given
before the RFP opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any ambiguities
or inconsistencies should be brought to the attention of the City's Purchasing Officer
through written communication prior to the opening of the proposals.
1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer
who submits the proposal judged by the City to be most advantageous.
The Proposer understands that this RFP does not constitute an offer or an Agreement w ith
the Proposer. An offer or Agreement shall not be deemed to exist and is not binding until
proposals are reviewed and evaluated by appointed staff, the best proposal has been
identified, approved by the appropriate level of authority within the City and executed by
all parties. The City reserves the right to reject all proposals, to abandon the project and/or
to solicit and re-advertise for other proposals.
1-8. Contractual Agreement: This RFP and Proposer proposal shall be included and
incorporated in the final award. The order of contractual precedence will be the Contract
or Agreement document, original Terms and Conditions, and Proposer response. All legal
action necessary to enforce the award will be held in Miami-Dade County and the
contractual obligations will be interpreted according to the laws of F lorida. Any additional
contract or agreement requested for consideration by the Proposer must be attached and
enclosed as part of the proposal.
1-9. Selection Process: The proposals will be evaluated and assigned points. The Proposer
with the highest number of points will be ranked first; however, nothing herein will
prevent the City from assigning work to any firm deemed responsive and responsible.
1-10. Public Records: Upon award recommendation or ten (10) days after opening,
whichever occurs first, proposals become "public records" and shall be subject to public
disclosure consistent with Chapter 119 Florida Statutes. Proposers must invoke the
exemptions to disclosure provided by law in response to the RFP and must identify the
data or other materials to be protected and must state the reasons why such exclusion
from public disclosure is necessary. Document files may be examined during normal
working hours.
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1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's
Office for all news releases or other publicity pertaining to this RFP or the service, study,
or project to which it relates.
1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage. In the event
the Proposer is a governmental entity or self-insured organization, different insurance
requirements may apply. Misrepresentation of any material fact, whether intentional or
not, regarding the Proposer's insurance coverage, policies or capabilities may be grounds
for rejection of the proposal and rescission of any ensuing Agreement.
Insurance Requirements
The selected proposer must maintain c omprehensive insurance coverage throughout the
term of the agreement, including but not limited to:
Commercial General Liability Insurance:
Minimum coverage of $1,000,000 per occurrence and $2,000,000 aggregate f or
bodily injury, personal injury, and property damage. The City must be named as a n
Additional Insured.
Workers' Compensation Insurance:
Coverage compliant with state law for all employees of the proposer.
Employers' Liability coverage of at least $500,000 per incident.
Automobile Liability Insurance (if applicable):
Minimum coverage of $1,000,000 per occurrence for any vehicles used in the
operation of the facility.
Umbrella/Excess Liability Coverage:
Minimum of $2,000,000 in additional coverage beyond general liability limits.
Professional Liability Insurance (if applicable):
If the proposer provides specialized professional services, such as consulting or
educational programming, they must carry $1,000,000 in professional liability
insurance.
Indemnification Clause:
The proposer agrees to indemnify, defend, and hold harmless the City, its officers,
employees, and agents from any claims, liabilities, damages, or expenses arising
from the proposer's operations or negligence.
All insurance policies must be provided by insurers licensed to operate in the state and
must remain in force for the duration of t he agreement. P roof of insurance coverage must
be submitted to the City before contract execution and must be updated annually.
1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and
certified to operate in the State of Florida at the time of R FP submittal. T he proposal of a ny
Proposer which does not meet these criteria shall be rejected.
1-14. P ublic Entity Crimes: Award will not be made to any person or affiliate identified on
the Department of Management Services' "Convicted Vendor List". This list is defined as
consisting of people and affiliates who are disqualified from public contracting and
purchasing process because they have been found guilty of a public entity crime. No public
entity shall award any contract to or transact any business in excess of the threshold
amount provided in Section 287.017 Florida Statutes for Category Two (currently
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$35,000) with any person or affiliated on the "Convicted Vendor List" for a period of thirty-
six (36) months from the date that person or affiliate was placed on the "Convicted Vendor
List" unless that person or affiliate has been removed from the list. By signing and
submitting the RFP proposal forms, Proposer attests that they have not been placed on the
"Convicted Vendor List".
1-15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code of ethics
of the City of Opa-locka, Miami-Dade County or the State of Florida with respect to this
proposal, such Proposer may be disqualified from performing the work described in this
proposal or from furnishing the goods or services for which the proposal is submitted and
may be further disqualified from submitting any future proposals for work, goods, or
services for the City of Opa-locka.
1-16. Drug-Free Workplace: Preference shall be given to Proposers with Drug-Free
Workplace (DFW) programs. Whenever two or more proposals which are equal with
respect to price, quality, and service are received by the City for the procurement of
commodities or contractual services, a proposal received from a Proposer that completes
the attached DFW form certifying that it is a DFW shall be given preference in the award
process.
1-17. P ermits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and
taxes, and give all notices necessary and incidental to the due and lawful prosecution of
the work.
1-18. P rotests: Protests of the plans, specifications, and o ther requirements of the Request
for Proposal and bids m ust be received in w riting by the City Clerk's Office at least ten ( 10)
working days after the scheduled bid opening. A detailed explanation of t he reason for the
protest must be included. Protests of the award or intended award of the bid or contract
must be in w riting and received in the City Clerk's Office within seven (7) working days of
the notice of award. A detailed explanation of the protest must be included.
1-19. Termination for Convenience: A contract may be terminated in whole or in part by
the City at any time and for any reason in accordance with this clause whenever the City
shall determine that such termination is in the best interest of the City. Any such
termination shall be initiated by the delivery to the contractor at least five (5) working
days before the effective date of the Notice of Termination specifying the extent to which
performance shall be terminated and the date upon which termination becomes effective.
An e quitable adjustment to the contract price shall be made for the completed service, but
no amount shall be allowed for anticipated profit on unperformed services.
1-20. Cone of Silence: This solicitation is subject to a Cone of Silence pursuant to Section
2-320.2 of the City of Opa-locka's Code of Ordinances. A cone of s ilence shall be applicable
to all City staff, the Mayor and City Commission and its staff, the City Attorney and his/
her staff, the City Clerk and his/ her staff regarding any communication relating to
requests for proposal (RFP), requests for qualification (RFP), invitations to bid (ITB),
request for letters of interest (RFLI), or any other advertised solicitations for the
provision of goods and services, professional services, and public works or improvements.
(Balance of page intentionally left blank.)
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CALENDAR EVENTS
EVENT DATE/LOCATION
Release Date 06/02/26
Pre-Bid (walkthrough) TBA
Written Questions Due 06/16/26 @ 5:00pm Email questions to jbergel@opalockafl.gov
With Subject line "RFP No: Bid Questions"
Response to Questions 06/22/26 @ 5:00pm (ET)
Due Date/Bid Opening 07/09/26 @ 2:00 pm (ET)
Evaluation Committee TBA
Meeting
Award Recommendation TBA
Commission Approval TBA
Post Award TBA
PART II
N ATURE OF SERVICES REQUIRED
2.2 SCOPE OF SERVICES
The successful proposer shall be responsible for providing full-service vending operations,
including but not limited to:
Furnishing and installing vending machines at approved locations
Stocking machines with a variety of food and beverage options
Servicing, cleaning, and maintaining all machines in good working order
Repairing or replacing malfunctioning machines promptly
Removing outdated or expired products
Collecting all revenues from vending machine sales
Providing customer service contact information and support on each machine
Remaining compliant with state and local laws and regulations for health and safety
standards for perishable items.
LOCATIONS AND ESTIMATED VOLUME
Vending machines will be located at the following facilities:
Municipal Complex-780 Fisherman Street, Opa-locka, FL 33054
Sherbondy Village-215 Perviz Avenue, Opa-locka, FL 33054
Public Works Department- 12950 Lejeune Road, Opa-locka, FL 33054
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The number and type of machines may vary by location and are subject to adjustment at
the discretion of the City.
Proposer shall work together with CITY t o identify additional high-traffic locations where
vending machines will generate strong sales. City shall have the right to reject any
location and require removal of the vending machine to another location with thirty
(30) days' notice.
MACHINE REQUIREMENTS
Proposals should address the following minimum requirements:
Machines must be modern, reliable, and energy-efficient
Cashless payment options (e.g., credit/debit cards, mobile pay) are strongly
preferred
Machines must comply with the Americans with Disabilities Act (ADA), where
applicable
Food and beverage machines must meet all applicable health and safety regulations
PRODUCT OFFERINGS
Vendors shall provide:
A reasonable variety of snacks and beverages
Healthy and low-sugar options, where feasible
Products with clearly displayed pricing
Flexibility to adjust product mix based on demand and feedback
COMMISSION, PRICING AND PAYMENT
Proposers shall clearly state:
Proposed commission percentage payable to the City
Pricing structure for products
Any fees or costs to the City
All commissions are paid quarterly, in arrears, and are based upon revenue collected from
the beverage/snack vending machines by Vendor net of taxes, government mandated
deposits and recycling fees, if any. Commissions and vendor prices will remain fixed over
the entire term.
Vendor will be responsible for all applicable costs. The City reserves the right to negotiate
commissions and pricing with the selected vendor.
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TERM OF CONTRACT
The anticipated contract term is for one (1) year with the option to renew for four (4)
additional one-year (1) terms, for a maximum of five (5) years. Renewals are subject to
mutual agreement and satisfactory performance.
PART III
P ROPOSAL REQUIREMENTS
3-1 RULES FOR PROPOSALS
The purpose of this response is to showcase the qualifications, competence, and capacity
of the firm seeking to provide the services outlined in this RFP. Therefore, the
qualifications will be prioritized over the presentation style. The technical response
should demonstrate the qualifications of the individual or firm and the staff assigned to
this project. Please include as much information as possible regarding qualifications and
experience.
The proposal shall be submitted on 8 12 "x 11" paper, portrait orientation, with headings
and sections numbered appropriately. Ensure that all information is written legibly or
typed. The following should be submitted for a proposal for firm to be considered:
3.2.1 Cover Page - Show the name of Proposer's agency/firm, address, telephone
number, name of contact person, date, and the proposal number and description.
3.2.2 Tab 1 - Table of Contents
Include a clear identification of the material by section and by page number.
3.2.3 Tab 2 - Letter of Transmittal
3.2.3.1 Limit to no more than two pages.
3.2.3.2 Briefly state the Proposers understanding of the work to be done
3.2.3.3 Give the names of the people authorized to make representations for the
Proposer, their titles, addresses and telephone numbers.
3.2.3.4 Provide an official signature from a Corporate Officer certifying the
contents of the Proposer's responses to the City's Request for Proposal.
3.2.4 Tab 3 - General Information
3.2.4.1 Name of Business.
3.2.4.2 Mailing Address and Phone Number.
3.2.4.3 Names and contact information of people to be contacted for information
or services if different from name of the person in charge.
3.2.4.4 Normal business hours.
3.2.4.5 State if business is local, national, or international and indicate the
business legal status (corporation, partnership, etc.).
3.2.4.6 Give the date business was organized and/or incorporated
3.2.4.7 Give the location of the office from which the work is to be done and the
number of professional staff employees at that office.
3.2.4.8 Indicate whether the business is a parent or subsidiary in a group of
firms/agencies. If it is, please state the name of the parent company.
3.2.4.9 State if the business is licensed, permitted and/or certified to do business
in the State of Florida and attach copies of all such licenses issued to the business entity.
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