Snack and Beverage Vending
| Agency: | Osceola County School Board |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Apr 28, 2025 |
| Due Date: | May 6, 2025 |
| Solicitation No: | SDOC-25-B-015-GC |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
Osceola County School Board
Osceola County School Board
Status
Active
Active
Fiscal Year
2025
2025
Title
Snack and Beverage Vending
Snack and Beverage Vending
Type
Invitation to Bid
Invitation to Bid
Department
School Operations
School Operations
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
Yes
Yes
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
A. PRODUCT PRICING
All bidders must submit a list of beverage and snack products available with the sale pricing. Pricing will remain the same for one (1) year; refer to section 2.25 for price escalation.
B. COMMISSION RATE PROGRAM
Bidders will submit a proposed commission percentage rate as provided for in the Attachment A- Price Sheet, commission rate will remain firm throughout the bid term.
The awarded bidder(s) will pay a commission based on percentage of gross sales (total monies collected minus sales tax), regardless of the dollar amount, for the right to operate vending machines on SDOC premises and will meet all applicable license, tax and legal requirements to operate the subject commercial vending enterprise. The awarded bidder(s) will pay the commission in accordance with the Price Sheet and will furnish a monthly statement, no later than the 20th of each month that will cover all operations from the previous month. The awarded bidder(s) will not deduct any fee including but not limiting to credit card fees from the gross revenue sales from each school or site location’s revenue.
The monthly statement must include beginning inventory with additions and subtractions, ending inventory, units sold, dollar price per unit, total dollar amount and volume sold per item along with the computed payment made to SDOC for the preceding month. SDOC reserves the right to request a more detailed report per facility, category, etc.
C. REFERENCES
Each interest bidder must have been in the vending machine service business no less than two (2) consecutive years under the same business name and must provide a minimum of three (3) commercial and/or governmental accounts serviced within the State of Florida for a duration of or greater than twelve (12) months. Bidders should use the References Form provided with this ITB. Entities listed herein may be contacted for information regarding qualifications and performance.
The School District of Osceola County retain the right to make multiple awards if deem in the best interest of the County.
Bid # SDOC-25-B-015-GC
Page 5 of 48
D. MERCHANDISE AND SCHEDULING
Awarded bidder(s) will provide and maintain an adequate supply of merchandise for dispensing in the vending machines. Products used to stock machines will have a remaining shelf life of at least three (3) months. Product packaging will be in good condition. At no time will the awarded bidder(s) stock an item whose packaging is noticeably damaged. Consideration should be given to products to prevent aging, de-carbonation, or other similar deterioration of product quality. The bidder will be responsible for providing an adequate routing schedule to ensure that merchandise is continuously available, and machines are properly functioning. School District of Osceola County reserves the right to request and/or substitute a specific product from the products listing to meet their desired needs.
Awarded bidder(s) must be capable of servicing machines located throughout School District of Osceola County during the normal operating hours of each location and maintain a frequency that provides sufficient inventory, with machines remaining 50% stocked at a minimum.
E. HEALTH STANDARDS
All items will be maintained, rotated, and replaced in accordance with all applicable local, state, federal and U.S. Food and Drug Administration (FDA) food storage regulations and to insure freshness and safety. All products will be dated by manufacturer and any expired or recalled products must be immediately removed from the vending machines. The awarded bidder(s) must obtain and maintain all necessary permits and licenses required for operating vending machines in the appropriate jurisdiction in which the machine will be installed. Such permits and licenses must be in a visible location on each vending machine.
F. EQUIPMENT REQUIREMENTS
Awarded bidder(s) will place vending machines in only those locations designated and authorized by SDOC. The vending machines provided will be new or like new condition.
a. All machines must clearly state the ID#, Service #, Account # on the front face of the unit to expedite service requests.
b. Vending machines that are not located in an air-conditioned environment must be refrigerated to ensure satisfactory product consumption.
c. Bidders will include technical data, size, type, and pictures of each style of vending machine available in inventory in the event proposed machine is determined to be too large for a facility location.
d. All machines will accept one-dollar bills, five-dollar bills, change, and credit card readers. Awarded bidder(s) will secure to minimize vandalism to machines. It must allow for a full refund if the purchaser desires to avoid a sale before selection.
e. The vending machines will be installed in such a way as to present an attractive, flush-front matched and uniform configuration. If at any time the general appearance if any machine detracts from a generally neat and orderly appearance of the area in which it is located SDOC reserves the right to require the placement of said device with a more acceptable machine to provide the same or better service and vending capability. The cost of removing and replacing any machine will be borne the awarded bidder(s).
f. All machines will be secured to provide for safe, secure operation and to prevent tipping or shifting.
g. All machines and their installation must comply with all applicable safety and health regulations and any applicable local, State, and Federal requirements. All components, including but not limiting to, wiring, accessory mountings, parts, connectors and adjustments are to be in accordance with current American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), standards and recommended practices.
h. All machines must bear the seal of approval of a National Recognized Testing Laboratory (NRTL).
i. All delivery and installation costs will be the responsibility of the awarded bidder(s).
j. All vending machines must be energy efficient. It is the District preference to have Energy Rated vending machines. (energystar.com)
Bid # SDOC-25-B-015-GC
Page 6 of 48
G. MAINTENANCE & REPAIRS
Awarded bidder(s) will provide prompt response for equipment repairs and service of improper operations or equipment failure within forty-eight (48) hours of the notification request. SDOC reserves the right to request a permanent replacement unit for broken or repeatedly malfunctioning vending machines. Lost, stolen or damaged equipment will be replaced or repaired at no cost to School District of Osceola County. All replacements will be equal to or better than the non-functioning machine and will be provided and installed within four (4) business days. The awarded bidder(s) will be responsible to clean and sanitize the machines each time they are serviced, install rodent guards and properly dispose of the guard when necessary.
H. REFUNDS
The bidder will include in the Bid their desired procedure for money refunds and/or product complaints. Refunds are to be provided to patrons who lose money in the vending machines at the next service interval. The procedure will be approved by SDOC.
I. MODIFICATION OF SERVICES
School District of Osceola County reserves the right to add and/or delete sites, departments, and/or machines during the term of this Agreement within fourteen (14) days written notification. Due to varying circumstances, vending may not be desired or required at every location.
Service will be for staff access vending machines, located in teacher’s lounges and administrative sites which are exempt from the Eat Smart Nutrition Standards regulation.
In the future, the School District of Osceola might be interested in student accessible vending machines, in such case the School Nutrition Department will coordinate with the awarded bidder(s) in order to be in compliance with SDOC Wellness Policy, the United States Department of Agriculture’s (USDA) Competitive Food Regulation and Smart Snack standards, any applicable regulations and the Healthy Hunger-Free Kids Act, Section 208. However, no sale of food or beverage from vending machines will be allowed to be sold until thirty (30) minutes after the conclusion of the last designated meal service period unless operated through SNS. If served during the school day, these products are required to meet the Eat Smart Nutrition Standards requirements.
A. PRODUCT PRICING
All bidders must submit a list of beverage and snack products available with the sale pricing. Pricing will remain the same for one (1) year; refer to section 2.25 for price escalation.
B. COMMISSION RATE PROGRAM
Bidders will submit a proposed commission percentage rate as provided for in the Attachment A- Price Sheet, commission rate will remain firm throughout the bid term.
The awarded bidder(s) will pay a commission based on percentage of gross sales (total monies collected minus sales tax), regardless of the dollar amount, for the right to operate vending machines on SDOC premises and will meet all applicable license, tax and legal requirements to operate the subject commercial vending enterprise. The awarded bidder(s) will pay the commission in accordance with the Price Sheet and will furnish a monthly statement, no later than the 20th of each month that will cover all operations from the previous month. The awarded bidder(s) will not deduct any fee including but not limiting to credit card fees from the gross revenue sales from each school or site location’s revenue.
The monthly statement must include beginning inventory with additions and subtractions, ending inventory, units sold, dollar price per unit, total dollar amount and volume sold per item along with the computed payment made to SDOC for the preceding month. SDOC reserves the right to request a more detailed report per facility, category, etc.
C. REFERENCES
Each interest bidder must have been in the vending machine service business no less than two (2) consecutive years under the same business name and must provide a minimum of three (3) commercial and/or governmental accounts serviced within the State of Florida for a duration of or greater than twelve (12) months. Bidders should use the References Form provided with this ITB. Entities listed herein may be contacted for information regarding qualifications and performance.
The School District of Osceola County retain the right to make multiple awards if deem in the best interest of the County.
Bid # SDOC-25-B-015-GC
Page 5 of 48
D. MERCHANDISE AND SCHEDULING
Awarded bidder(s) will provide and maintain an adequate supply of merchandise for dispensing in the vending machines. Products used to stock machines will have a remaining shelf life of at least three (3) months. Product packaging will be in good condition. At no time will the awarded bidder(s) stock an item whose packaging is noticeably damaged. Consideration should be given to products to prevent aging, de-carbonation, or other similar deterioration of product quality. The bidder will be responsible for providing an adequate routing schedule to ensure that merchandise is continuously available, and machines are properly functioning. School District of Osceola County reserves the right to request and/or substitute a specific product from the products listing to meet their desired needs.
Awarded bidder(s) must be capable of servicing machines located throughout School District of Osceola County during the normal operating hours of each location and maintain a frequency that provides sufficient inventory, with machines remaining 50% stocked at a minimum.
E. HEALTH STANDARDS
All items will be maintained, rotated, and replaced in accordance with all applicable local, state, federal and U.S. Food and Drug Administration (FDA) food storage regulations and to insure freshness and safety. All products will be dated by manufacturer and any expired or recalled products must be immediately removed from the vending machines. The awarded bidder(s) must obtain and maintain all necessary permits and licenses required for operating vending machines in the appropriate jurisdiction in which the machine will be installed. Such permits and licenses must be in a visible location on each vending machine.
F. EQUIPMENT REQUIREMENTS
Awarded bidder(s) will place vending machines in only those locations designated and authorized by SDOC. The vending machines provided will be new or like new condition.
a. All machines must clearly state the ID#, Service #, Account # on the front face of the unit to expedite service requests.
b. Vending machines that are not located in an air-conditioned environment must be refrigerated to ensure satisfactory product consumption.
c. Bidders will include technical data, size, type, and pictures of each style of vending machine available in inventory in the event proposed machine is determined to be too large for a facility location.
d. All machines will accept one-dollar bills, five-dollar bills, change, and credit card readers. Awarded bidder(s) will secure to minimize vandalism to machines. It must allow for a full refund if the purchaser desires to avoid a sale before selection.
e. The vending machines will be installed in such a way as to present an attractive, flush-front matched and uniform configuration. If at any time the general appearance if any machine detracts from a generally neat and orderly appearance of the area in which it is located SDOC reserves the right to require the placement of said device with a more acceptable machine to provide the same or better service and vending capability. The cost of removing and replacing any machine will be borne the awarded bidder(s).
f. All machines will be secured to provide for safe, secure operation and to prevent tipping or shifting.
g. All machines and their installation must comply with all applicable safety and health regulations and any applicable local, State, and Federal requirements. All components, including but not limiting to, wiring, accessory mountings, parts, connectors and adjustments are to be in accordance with current American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), standards and recommended practices.
h. All machines must bear the seal of approval of a National Recognized Testing Laboratory (NRTL).
i. All delivery and installation costs will be the responsibility of the awarded bidder(s).
j. All vending machines must be energy efficient. It is the District preference to have Energy Rated vending machines. (energystar.com)
Bid # SDOC-25-B-015-GC
Page 6 of 48
G. MAINTENANCE & REPAIRS
Awarded bidder(s) will provide prompt response for equipment repairs and service of improper operations or equipment failure within forty-eight (48) hours of the notification request. SDOC reserves the right to request a permanent replacement unit for broken or repeatedly malfunctioning vending machines. Lost, stolen or damaged equipment will be replaced or repaired at no cost to School District of Osceola County. All replacements will be equal to or better than the non-functioning machine and will be provided and installed within four (4) business days. The awarded bidder(s) will be responsible to clean and sanitize the machines each time they are serviced, install rodent guards and properly dispose of the guard when necessary.
H. REFUNDS
The bidder will include in the Bid their desired procedure for money refunds and/or product complaints. Refunds are to be provided to patrons who lose money in the vending machines at the next service interval. The procedure will be approved by SDOC.
I. MODIFICATION OF SERVICES
School District of Osceola County reserves the right to add and/or delete sites, departments, and/or machines during the term of this Agreement within fourteen (14) days written notification. Due to varying circumstances, vending may not be desired or required at every location.
Service will be for staff access vending machines, located in teacher’s lounges and administrative sites which are exempt from the Eat Smart Nutrition Standards regulation.
In the future, the School District of Osceola might be interested in student accessible vending machines, in such case the School Nutrition Department will coordinate with the awarded bidder(s) in order to be in compliance with SDOC Wellness Policy, the United States Department of Agriculture’s (USDA) Competitive Food Regulation and Smart Snack standards, any applicable regulations and the Healthy Hunger-Free Kids Act, Section 208. However, no sale of food or beverage from vending machines will be allowed to be sold until thirty (30) minutes after the conclusion of the last designated meal service period unless operated through SNS. If served during the school day, these products are required to meet the Eat Smart Nutrition Standards requirements.
Dates(All times are listed as
EST
)
Broadcast Date
3/26/2025 8:00 AM EST
3/26/2025 8:00 AM EST
Question End Date
4/14/2025 12:00 PM EST
4/14/2025 12:00 PM EST
Due Date
5/6/2025 2:00 PM EST
5/6/2025 2:00 PM EST
Bid Opening Date
Pre-Bid Conferences
Total: 1
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
| 4/9/2025 | 9:00 AM | No |
817 Bill Beck Blvd
Building 2000 - Purchasing Kissimmee, FL 34744 |
Documents
Total: 6
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 4
| Question | Date Asked | Answer | Date Answered |
| Are vendors allowed to bid only secondary schools? | 4/14/2025 5:24:33 AM | ||
| Will the principals at the high school level have the option to decline services by the winning vendor or will this be mandatory participation? (Teacher lounge locations alone will break a vending company.) | 4/14/2025 5:28:03 AM | ||
| Are the locations provided teacher lounge locations only or do the secondary schools provide snacks and beverages for students? | 4/14/2025 8:10:40 AM | ||
| Are there any time restictions for sales on student machines? | 4/14/2025 8:12:13 AM |
Commodity Codes
Total: 7
| Code | Description |
| [165-92] | Vending Machines, Non-Refrigerated (Snacks, Laundry items, Candy, Cigarettes, etc.) |
| [740-85] | Vending Machines, Refrigerated (Food, Beverages, Sundries, etc.) |
| [931-88] | Vending Machine Maintenance and Repair |
| [977-85] | Vending Machine Rental or Lease |
| [961-15] | Concessions, Catering, Vending: Mobile and Stationary (See Class 905 for Airport Concessions) |
| [240-14] | Beverage Servers, All Types (Including Decanters) |
| [967-38] | Food Manufacturing Services (Including Beverages) |
Publications
Total: 0
| Publication | Date |
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