Vending Machine Services for City of Takoma Park Facilities

REQUEST FOR PROPOSALS
RFP # RD-2026-7-20
CONTRACT FOR SERVICES
Vending Machine Services
RFP Issuance Date: July 20, 2026
Proposal Submission Deadline: 12:00 p.m., Friday, August 14, 2026
For technical information, please contact:
Christopher Parker
City of Takoma Park
7500 Maple Avenue, Takoma Park, MD 20912
Phone: 301-891-7290
E-mail: Christopherp@takomaparkmd.gov
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Table of Contents
Section Page
Notice to Potential Respondents 3
Request for Proposals 3
RFP Timeline 4
Scope of Services 5
Submission Requirements 8
Evaluation Criteria 10
General Conditions 11
Qualification and Certification Statement 15
Certification of Non-Involvement in the 18
Nuclear Weapons Industry
Living Wage Requirements Certification 19
Metropolitan Washington Council of 21
Governments Rider Clause
Exhibit A- Example Healthy Products 23
Exhibit B-Sample Contract 24
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NOTICE TO POTENTIAL RESPONDENTS
REQUEST FOR PROPOSALS
RFP # RD-2026-7-20
CONTRACT FOR SERVICES
VENDING MACHINE SERVICES
Proposals For: Vending Machine Services for City of Takoma Park Facilities
Publication Date: July 20, 2026
Deadline: Proposals are due no later than 12:00 p.m. on Friday, August 14, 2026.
Scope of Work: The City of Takoma Park is accepting proposals from vending machine
companies to provide Vending Machine Services for the City of Takoma
Park and its facilities. We invite your organization to submit a detailed
proposal to us by August 14, 2026 for consideration. A description of
our organization, the services needed, and other pertinent information
follows:
Contact: Christopher Parker, Recreation Manager,
Takoma Park Recreation Department
7500 Maple Avenue, Takoma Park, MD 20912
Phone 301-891-7290
Email: Christopherp@takomaparkmd.gov
Information: Questions regarding this solicitation shall be submitted by email to the City no
later than the deadline identified in the RFP Timeline. Responses to substantive
questions will be issued by written addendum and distributed to all known
prospective proposers. The City reserves the right to reject any or all proposals,
waive minor informalities or irregularities, request clarification of proposal
information, and accept the proposal determined to be in the best interest of the
City.
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RFP Timeline
The following schedule represents the anticipated procurement timeline for this Request for Proposals
(RFP). The City reserves the right to modify any dates or milestones as necessary to serve the best
interests of the City. Any changes to the schedule will be communicated through a written addendum.
Milestone Date
RFP Issued Monday, July 20, 2026
Deadline for Questions Friday, July 31, 2026
Responses to Questions Issued Wednesday, August 5, 2026
Proposal Submission Deadline Friday, August 14, 2026 - 12:00 p.m.
Proposal Evaluation Period August 17-21, 2026
Interviews (if necessary) August 24-26, 2026
Notice of Intent to Award Friday, August 28, 2026
Contract Finalization / Execution August 31 - September 4, 2026
Vendor Mobilization / Installation September 8-18, 2026
Vending Services Begin Monday, September 21, 2026
*The City of Takoma Park reserves the right to revise this schedule at its sole discretion. Any
modifications to the procurement schedule will be issued through a formal addendum and made
available to all known prospective proposers.
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SCOPE OF SERVICES
The City of Takoma Park Recreation Department seeks to enter into a contract with a qualified
Contractor to furnish, install, stock, maintain, service, and manage vending machines at designated City
facilities. The Contractor shall provide high-quality vending services that meet applicable health, safety,
and operational standards while ensuring reliable service for City staff and visitors. Contractor will
install the following types of vending machines at the below addresses:
o Snack (non-perishable)
o Drink (Bottle or Can)
o Combination (snack and drink) if space is limited
Facility Address Snack Beverage Combination
Takoma Park 7500 Maple Ave
Community Takoma Park,
Center MD 20912
Takoma Park 7315 New
Recreation Hampshire Ave
Center Takoma Park,
MD 20912
Takoma Park 31 Oswego Ave
Public Works Takoma Park,
MD 20912
Contractor Responsibilities
Furnish, install, own, operate, and maintain all vending equipment.
Provide fresh, high-quality food and beverage products.
Keep machines clean, sanitary, and in good operating condition.
Provide preventive maintenance and repairs at no additional cost to the City.
Monitor machine temperatures and comply with the Maryland Retail Food Code.
Restock products on a routine schedule sufficient to minimize outages.
Maintain records of service calls, repairs, refunds, and maintenance activities.
Respond to service requests within 24 hours during normal business hours.
Equipment Requirements
ENERGY STAR(R) certified equipment when available or equivalent energy-efficient
equipment.
Equipment compatible with existing utilities and facility layouts.
Cash acceptance plus credit/debit and mobile payment capability where
available.
Installation completed within the timeframe established by the executed
contract.
Healthy Product Requirements
At least fifty percent (50%) of stocked food and beverage products shall consist of healthy
choice options. Healthy products should generally meet recognized healthy vending
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standards. The Contractor shall identify qualifying healthy products in its proposal. Example
products are included in Exhibit A.
Annual Audit
Machines shall be subject to an annual audit by the City. The audit may include inspection of
machine cleanliness, operating condition, stocking levels, product freshness, pricing,
payment functionality, temperature compliance, and overall compliance with this contract.
The Contractor shall correct any identified deficiencies within the timeframe established by
the City.
Revenue Reporting
The Contractor shall retain seventy-five percent (75%) of gross vending revenue and the City
shall receive twenty-five percent (25%). The City's share shall be remitted monthly within
thirty (30) days after the close of each reporting period together with a detailed sales report
by machine location. Payments shall be made via check or electronic funds transfer in
accordance with City procedures. All checks shall be made payable to the City of Takoma
Park.
One Hundred (100%) percent of the machines shall be capable of handling $1.00 bills
(validator/ bill acceptor). Contractor may change (with prior approval from the City) the type
of machines in each location as long as the selection of product meets or exceeds existing
offerings listed below. Inability to supply new machines as requested shall be considered
breach of contract and grounds for termination.
The Contractor warrants and represents that the equipment, when delivered, shall meet or
exceed all applicable standards and requirements of the Maryland Occupational Safety &
Health Act and Maryland Retail Food Code.
All equipment to be supplied with a three-wire grounded power cord and wired with
approved plugs.
Machine malfunctions: Contractor shall provide machine maintenance and repair service
between the hours of 9:00 a.m. and 5:00 p.m. Monday - Friday. Service technicians shall
arrive promptly at the site of any machine reported as malfunctioning within twenty-four
(24) hours of malfunction notification. A copy of the work order noting the cause and
remedy of the malfunction is to be provided to the assigned City Staff.
Contractor shall maintain a log of all City inquiries, including requests for addition or removal
of machines, service problems and requests for refunds. Requests for service are to be
responded to within 24 hours after receipt of request by phone and followed up in a
written request.
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Machines shall be subject to periodic inspections by City of Takoma Park staff. Any deficiencies
identified during an inspection shall be corrected within the timeframe specified by the City
based on the nature and severity of the deficiency. Unless otherwise directed by the City,
corrective actions shall generally be completed as follows:
a. Health, safety, or operational issues (including inoperable machines, refrigeration failures,
broken glass, or payment system malfunctions): within forty-eight (48) hours.
b. Product compliance issues (including failure to maintain the required healthy snack or
beverage selection, expired products, or pricing discrepancies): within five (5) business days.
c. Cosmetic or non-critical maintenance issues: within thirty (30) calendar days.
SUBMISSION REQUIREMENTS
The respondent shall submit one original proposal. All proposals submitted must provide
complete information as indicated in this request. The submission may also include any
other information that the Contractor wishes to include for evaluation and consideration
by the City as part of the proposal.
Questions regarding this request for proposals should be directed to Christopher Parker,
Recreation Manager. Proposals shall be emailed to Christopherp@takomaparkmd.gov.
The email subject line shall read "RFP RD-2026-7-20". The proposal document shall be a
PDF attachment. (The City will make reasonable efforts to acknowledge receipt of
proposals via email. If a confirmation is not received, Contractors are encouraged to
contact Christopher Parker at christopherp@takomaparkmd.gov or 301-891-7290 to
verify receipt.)
All submissions must include the following information to be considered complete.
The City reserves the right to disregard any incomplete bid responses.
Submission Requirements (Revised)
To be considered responsive, each proposal shall include the information listed
below. The City reserves the right to reject proposals that are incomplete or fail to
address these minimum requirements.
1. Cover Letter
Provide a cover letter signed by an authorized representative certifying that the
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proposal shall remain valid for ninety (90) days following the proposal due date.
Include the RFP number and the primary contact information.
2. Company Qualifications
Describe the firm's history, qualifications, years in business, and experience
providing vending machine services for municipalities, schools, government
agencies, or similar facilities.
3. References
Provide at least three (3) references for comparable vending service contracts
completed within the past five (5) years, including contact information and a brief
description of the work performed.
4. Operations and Staffing
Describe staffing levels, service technicians, customer service procedures,
restocking schedules, and management structure.
5. Product Information
Provide an initial product list identifying each snack and beverage, package size,
proposed selling price, and identify which products qualify as healthy choices.
6. Equipment Information
Submit manufacturer literature or specifications for all proposed vending
equipment, including payment methods, energy efficiency features, security
features, and remote monitoring capabilities, if available.
7. Equipment Specifications and Temperature Documentation
Submit manufacturer specifications for each proposed vending machine, including
normal operating temperature ranges. If available, include sample temperature
monitoring or audit reports for the equipment proposed for this contract.
8. Restocking Schedule
Submit a proposed replenishment schedule identifying the anticipated frequency
of product restocking for each City location.
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9. Maintenance and Service Plan
Describe preventive maintenance procedures, repair response times, refund
procedures, and customer service processes.
10. Implementation Plan
Submit a proposed schedule for equipment delivery, installation, testing, and
anticipated service commencement.
11. Financial Proposal
Describe the proposed pricing structure, acknowledge the required
revenue-sharing arrangement, and identify any assumptions associated with the
proposal.
12. Safety and Regulatory Compliance
Describe compliance with all applicable federal, state, and local health, safety, food
service, and accessibility requirements.
13. Innovative Solutions (Optional)
Proposers are encouraged to describe innovative vending technologies,
sustainability initiatives, healthy vending enhancements, or other value-added
services that may benefit the City.
14. Required Forms
Include the following completed forms with the proposal:
* Qualification and Certification Statement
* Certification of Non-Involvement in the Nuclear Weapons Industry
* Living Wage Requirements Certification
* Metropolitan Washington Council of Governments Rider Clause
Pre-Award Requirement
Prior to execution of the contract, the selected Contractor shall provide a
Certificate of Insurance naming the City of Takoma Park as an additional insured
and meeting all insurance requirements identified in this Request for Proposals.
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EVALUATION CRITERIA
The City of Takoma Park will evaluate proposals using a best-value approach. Evaluation
will be based on the proposer's demonstrated ability to provide reliable, high-quality
vending services that best meet the needs of the City. The City reserves the right to
request additional information, conduct interviews, or negotiate with one or more
proposers prior to making a final award.
Evaluation Criterion Description
Experience and Qualifications Demonstrated experience providing vending
machine services for municipalities,
government agencies, schools, or similar
facilities, including references and past
performance.
Project Understanding and Approach Demonstrated understanding of the City's
requirements, implementation approach,
operational plan, and ability to successfully
perform the work.
Equipment and Product Offerings Quality, functionality, energy efficiency,
payment options, product variety, healthy
food offerings, and overall suitability of the
proposed vending equipment.
Maintenance and Customer Service Preventive maintenance program, response
times, replenishment schedule, customer
service procedures, and overall service plan.
Financial Proposal Overall value to the City, including pricing,
revenue-sharing, and any additional benefits
offered.
Innovation and Added Value Innovative technologies, sustainability
initiatives, enhanced customer experience, or
other value-added services proposed.
Additional Evaluation Information
The City may verify references, request clarifications, conduct interviews, inspect comparable
installations, or request product demonstrations as part of the evaluation process. The City
reserves the right to reject any or all proposals, waive minor informalities, and make an award
that is determined to be in the best interest of the City.
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