Vending Machine Services for the Community Recreation Center

Request for Proposal
RFP-5915-26-KF
Vending Machine Services for the
Community Recreation Center
Proposal Deadline
June 2, 2026, before 1:00 p.m. (Mountain Daylight Time)
Electronic Submission Only
Proposals Must Be Submitted Exclusively Through
BidNet Direct(R) - Rocky Mountain E-Purchasing System (RMEPS)
https://www.bidnetdirect.com/colorado/city-of-grand-junction
Important Notice
The City of Grand Junction does not control or administer vendor access to the BidNet(R)
Direct system. Proposers are solely responsible for ensuring a successful submission.
Technical assistance must be requested directly from BidNet at (800) 835-4603.
Virtual Solicitation Opening
All City solicitation openings will be conducted virtually.
For meeting access and participation details, refer to Section 1.9.
Purchasing Agent Contact
Kathleen Franklin
kathleenf@gjcity.org
970-244-1513

Table of Contents
Section 1.0. Administrative Information & Conditions for Submittal ........................ 4
1.4. Purpose: ............................................................................................................ 4
1.9. Submission: ....................................................................................................... 5
Section 2.0. General Contract Terms and Conditions .............................................. 10
Section 3.0: Insurance Requirements ....................................................................... 19
Section 4.0: Specifications and Scope of Services .................................................. 20
Attachments ............................................................................................................. 28
Attachment A - Community Recreation Center Floor Plan (Full Facility Overview) ................ 28
Attachment B - Vending Locations (Highlighted Floor Plan) ................................................... 28
Attachment C - Vending Locations with Dimensions and Electrical Access ........................... 28
Attachment D - Front Entrance and Media Zone Orientation .................................................. 28
Tentative Calendar of Events: .................................................................................. 28
Event and Details Date
Solicitation Issued/Posted May 4, 2026
Published via BidNet(R) Direct - RMEPS
Inquiry Deadline May 18, 2026
All questions regarding this solicitation must be submitted no later
than 5:00 p.m. MDT
Final Addendum Issued (if applicable) May 20, 2026
Proposal Submission Deadline June 2, 2026
Electronic submission via BidNet(R) Direct only, before 1:00 p.m. MDT
Evaluation of Proposals June 2 -12, 2026
Internal review by City-appointed evaluation committee
Interviews (if required) June 29-30, 2026
By invitation only; may be conducted virtual or in-person
Tentative Interview Time Blocks:
* June 29, 2026 (12:00 p.m. - 4:00 p.m.)
* June 30, 2026 (12:00 p.m. - 4:00 p.m.)
Notice of Intent to Award (Tentative) July 8, 2026
Subject to completion of evaluation and interviews (if applicable)
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Contract Execution July 10, 2026
Contingent upon required approvals and funding availability
Section 5.0: Preparation and Submittal of Proposals .............................................. 30
Section 6.0. Evaluation Criteria and Factors ............................................................ 35
Section 7.0. Solicitation Response Form .................................................................. 41
Receipt of Addenda ................................................................................................. 43
Required Submittals ................................................................................................. 43
Proposer Information and Authorization ................................................................... 43
Subcontractor Disclosure ......................................................................................... 44
Online Documents:
City of Grand Junction, Parks & Recreation - About
Community Recreation Center Information
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Section 1.0. Administrative Information & Conditions for Submittal
1.1. Americans with Disability Act (ADA) Compliance Mandate: All documents
produced and submitted in response to this solicitation shall comply with the
requirements of HB21-1110, including 24-85-101, C.R.S., et seq., and the
Accessibility Standards for Individuals with a Disability established by the Colorado
Office of Information Technology under 24-85-103(2.5), C.R.S.
All documents shall conform to the State of Colorado's technology accessibility
standards, including Level AA compliance with the most current version of the Web
Content Accessibility Guidelines (WCAG), as adopted by the State.
1.2. Required Review: The Proposer is responsible for thoroughly reviewing all
solicitation documents to gain a complete understanding of the scope, specifications,
service requirements, and all applicable rules, regulations, laws, conditions,
instructions, and procurement policies related to this solicitation and the Services
described herein.
1.3. Issuing Office: This solicitation is issued by the City of Grand Junction, Colorado
("City"). The Purchasing Agent responsible for this procurement is:
Kathleen Franklin
kathleenf@gjcity.org
All inquiries, concerns, clarifications, or communications regarding this solicitation,
including those related to the process, specifications, or Scope of Services, shall be
submitted in writing to the Purchasing Agent.
Communication with any other City employee or representative regarding this
solicitation may result in disqualification of the Proposer's submission, at the City's
sole discretion.
Purpose:
1.4. The City of Grand Junction, Colorado, is soliciting competitive proposals
from qualified Contractors to provide vending machine services at the Community
Recreation Center ("CRC"). The selected Contractor shall furnish, install, stock,
operate, service, and maintain vending machines that dispense non-alcoholic
beverages and snack/food items in designated locations within the facility.
Section 4.0 of this solicitation describes the project objectives, service requirements,
facility conditions, and performance standards (Scope of Services). All Services shall
be performed in accordance with the terms and conditions set forth in the Solicitation
and incorporated into any resulting Contract.
1.5. Non-Mandatory Pre-Proposal Meeting or Site Visit: No pre-proposal meeting or
site visit will be conducted for the Solicitation.
Proposers shall rely on the information provided in the Solicitation, including all
attachments, and are responsible for submitting any questions or requests for
clarification in writing to the Purchasing Agent in accordance with Section 1.19.
1.6. The City: The City will act by and through its authorized representative(s).
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1.7. Compliance: By submitting a proposal, the Proposer acknowledges and agrees to
comply with all terms, conditions, requirements, and instructions contained in this
solicitation, including any modifications issued through addenda. If a Proposer
identifies any ambiguity, omission, or conflict within the solicitation documents that
might affect its understanding of the requirements, the Proposer shall request
clarification from the Purchasing Agent prior to the inquiry deadline. Failure to request
clarification shall not relieve the Proposer of its obligation to comply fully with the
requirements of the Contract.
1.8. Controlling Authority: The 2024 version of the City Procurement Policy is
controlling.
Submission:
1.9. Proposers shall prepare and submit proposals in accordance with the
requirements outlined in Section 5.0, Preparation and Submittal of Proposals. All
proposals shall adhere to the formatting, content, and submission guidelines specified
in that section.
To participate in the public proposal opening, Proposers and interested parties may
refer to the virtual meeting information provided below:
Solicitation Opening: RFP-5915-26-KF
Vending Machine Services for the Community Recreation Center
Date/Time: June 2, 2026, 1:00 p.m. (America/Denver)
Please join the meeting from a computer, tablet, or smartphone:
https://meet.goto.com/795803005
Or join the meeting by phone.
Access Code: 795-803-005
United States: +1 (646) 749-3122
To join from a video-conferencing room or system:
Meeting ID: 795-803-005
Dial in or type: 67.217.95.2 or inroomlink.goto.com
Or dial directly: 795803005@67.217.95.2 or 67.217.95.2##795803005
Get the app now and be ready when the meeting starts:
https://meet.goto.com/install
1.10. Public Disclosure Notice: Pursuant to the Colorado Open Records Act (CORA), all
materials submitted in response to this solicitation shall be considered public records
and may be subject to public disclosure, except for information specifically designated
as confidential, proprietary, or trade secret by the Proposer, and only to the extent
permitted by law.
Upon award and execution of a contract, the solicitation file, including all responsive
proposals, shall be available for public inspection in accordance with CORA and upon
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receipt of an Open Records Request. This includes proposals submitted by the non-
awarded Proposer(s).
Public disclosure is also subject to the applicable provisions of CORA in the event the
solicitation or resulting project is canceled.
1.11. Public Disclosure Record: If the Proposer knows its employee(s) or subcontractors
have an immediate family relationship with a City employee or elected official, the
Proposer must provide the Purchasing Agent with the name(s) of that/those
individual(s). The individual(s) must file a "Public Disclosure Record" and/or a
statement of financial interest before conducting business with the City.
1.12. Collusion Clause: By submitting a proposal, each Proposer certifies that it is not
involved in any collusive action(s) or activity(ies) that may violate applicable federal
or state antitrust laws, rules, and/or regulations. Any proposal(s) found to have
evidence or a reasonable belief of collusion among the Proposers will be rejected. At
its discretion, the City reserves the right to accept future proposals for the same
service(s) or work from participants identified in such collusion.
1.13. Gratuities and Kickbacks: The Proposer(s) certifies that no gratuities, kickbacks, or
contingent fees have been or will be offered, solicited, or paid in connection with this
Proposal or any resulting Contract. This includes, but is not limited to, the offering or
payment of commissions, gifts, or other considerations contingent upon a Contract's
award. If the Contractor breaches this certification, the City reserves the right to
terminate the Contract immediately without liability and may pursue all available legal
remedies.
1.14. Ethics: Proposers shall not offer, give, solicit, or accept gifts, favors, or anything of
value to or from any employee, official, or agent of the City that could influence, or
appear to influence, the procurement process. Additionally, the Proposer(s) shall not
enter into any business arrangement or financial relationship with any such individuals
that may create a conflict of interest or undermine public trust. Any violation of this
provision may result in disqualification from consideration, termination of the contract,
and potential legal consequences.
1.15. Alteration or Withdrawal of the Proposal: Any modification, revision, or withdrawal
of a proposal must be initiated by the Proposer and received by the City through the
designated electronic submission platform prior to the proposal due date and time
stated in the solicitation. After the designated deadline, no modifications,
amendments, or withdrawals will be accepted. All proposals shall be considered final,
complete, and binding upon the Proposer as of the submission deadline.
Submitted proposals shall remain firm, valid, and binding for ninety (90) calendar
days following the proposal's due date and may only be withdrawn prior to the
execution of a contract.
1.16. Multiple Offers: If a Proposer(s) submits more than one proposal, THE ALTERNATE
PROPOSAL must be marked "ALTERNATE PROPOSAL." The City reserves the right
to make the award in the City's best interest.
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1.17. Exclusions: The City shall not consider any proposal submitted orally, by telephone,
email, or facsimile. Only proposals submitted under the requirements outlined in this
Solicitation shall be accepted for evaluation.
1.18. Contract Documents: The Contract Documents include this solicitation, the
Proposer's submitted proposal and supporting documents, and any negotiations that
are formally accepted by the City and memorialized in a written agreement.
The Contract Documents shall be the basis of the Contract between the City and the
selected Proposer. A binding and enforceable Contract is created only upon full
execution of a written agreement by duly authorized representatives of the City and
the Proposer ("Parties").
The executed Contract represents the entire integrated agreement between the
Parties and supersedes all prior negotiations, representations, or agreements,
whether written or oral.
Any modifications to the Contract shall be made through a duly executed Contract
amendment.
1.19. Questions Regarding Specifications or Scope of Services: All requests for
clarification or interpretation of the Specifications or Scope of Services must be
submitted in writing via email to the Purchasing Agent no later than the inquiry
deadline specified in the solicitation. The City is under no obligation to respond to
inquiries received after the deadline. Any responses provided after the deadline shall
be at the sole discretion of the City and, if issued, may be distributed by written
addendum.
1.20. Proposal Preparation Expenses: All costs incurred by the Proposer in preparing,
submitting, and presenting a proposal in response to this solicitation shall be the
Proposer's sole responsibility and shall not be reimbursed by the City.
1.21. Acceptance of Proposal Content: The Proposal selected by the City, if any, shall
be incorporated into and become part of the final Contract Documents. The
successful Proposer's failure to accept or fulfill the obligations outlined in the Contract
may result in the cancellation of the award, and such Proposer may be disqualified
from future solicitations.
Upon execution of the Contract between the Proposer and the City, the Proposer may
be referred to as the "Agency," "Consultant," "Contractor," or "Firm" as applicable.
1.22. Addendum: Official response to questions, clarifications, interpretations, corrections,
modifications, or extensions to the proposal submission deadline shall be issued
exclusively by the Purchasing Agent through a written addendum. The authority to
issue the addenda is vested solely in the Purchasing Division.
All addenda will be distributed electronically through the BidNet Direct Rocky
Mountain E-Purchasing System at https://www.bidnetdirect.com/colorado/city-of-
grand-junction. The Proposer(s) are responsible for monitoring this platform for issued
addenda.
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The Proposer(s) must acknowledge receipt of all addenda on the completed
Solicitation Response Form located in Section 7.0., which must be submitted with the
proposal.
1.23. Exceptions and Substitutions: All proposals meeting the intent of this solicitation
will be considered for award. A Proposer that takes exception to the stated
specifications does so at the Proposer's risk. The City reserves the sole right to accept
or reject any proposed exception(s), substitution(s), or alternative(s).
If the Proposer(s) wish to propose a substitution or alternative, it must:
1.23.1. Clearly state each exception in a designated section of its proposal, specifying
the affected requirement.
1.23.2. Demonstrate how the proposed substitution or alternative meets or exceeds the
stated intent and performance criteria of the original specification(s).
Failure to explicitly state exceptions shall be deemed an acknowledgment of full
compliance with this solicitation and all its requirements. If awarded a Contract, the
Proposer(s) shall be fully responsible for strict adherence to and performance
following all terms, conditions, and specifications outlined in the Contract Documents.
1.24. Open Records and Confidential Material: All materials submitted in response to
this solicitation shall become public records and, upon contract award, shall be
subject to public inspection under CORA.
For the purposes of this provision, "Proprietary or Confidential Information" refers
to information that is not generally known to competitors and provides a competitive
advantage. The unrestricted disclosure of such information places it in the public
domain, thereby eliminating any claim of confidentiality.
Proposer(s) seeking to designate specific information as confidential or proprietary
must:
1.24.1. Clearly mark each page or section of the submission containing such
information with the words "Confidential Disclosure."
1.24.2. Upload confidential information as a separate document; and
1.24.3. Provide a written explanation justifying the claim of confidentiality, specifying
how disclosure would cause substantial harm to the Proposer's competitive
position, consistent with CORA.
The City shall review all confidentiality requests. The final determination of whether
materials qualify for confidential treatment rests solely with the City. If a confidentiality
request is denied, the Proposer(s) can withdraw its proposal or remove the contested
confidential or proprietary information before the proposal is made publicly available.
Notwithstanding the foregoing, the following materials shall not be considered
confidential or proprietary under any circumstances:
* Cost or pricing information.
* The entirety of a proposal submission.
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Failure to comply with these requirements may result in the information being deemed
public and subject to disclosure under CORA. The City assumes no responsibility for
protecting information not properly designated and submitted under this section.
1.25. Response Material Ownership: All proposals submitted in response to this
solicitation shall become the property of the City upon receipt and will not be returned
to the Proposer(s), except at the City's sole discretion. The City's rights are not
affected by the selection, rejection, or disqualification of any proposal.
Proposal materials shall be subject to public disclosure in accordance with CORA.
Any proprietary or confidential information must be clearly identified by the Proposer
in accordance with Section 1.23.
Disqualification or non-selection of a proposal shall not limit or negate the City's rights
under this provision.
1.26. Minimal Standards for Responsible Proposer(s): To be considered for award, the
Proposer must affirmatively demonstrate its responsibility, qualifications, and
capability to provide Services as described in the Solicitation. At a minimum, the
Proposer shall:
1.26.1. Demonstrate experience in providing services of similar scope, size, and
complexity. Proposers should provide references for comparable services
performed within the last three (3) years.
1.26.2. Demonstrate the ability to reliably perform and manage ongoing service
operations, including appropriate staffing, coordination, and responsiveness to
service needs.
1.26.3. Maintain a satisfactory record of integrity, ethical business practices, and
compliance with all applicable laws and regulations.
1.26.4. Be fully qualified and authorized to conduct business in the State of Colorado
and capable of entering into a legally binding Contract with the City.
1.26.5. Demonstrate the ability to meet all requirements of this solicitation, including
those set forth in Section 5.0. - Preparation and Submittal of Proposals.
1.27. Disqualification of a Proposer: A Proposal will not be accepted from, nor shall a
Contract be awarded to, any person, firm, consultant, corporation, or entity that is in
arrears to the City on any debt or Contract or that has defaulted, as surety or
otherwise, on any obligation to the City, or that is otherwise deemed to be
irresponsible or unreliable.
Proposers may be required to submit satisfactory evidence demonstrating the
Proposer's responsibility, practical knowledge of the Project, and possession of the
necessary financial and other resources to complete the proposed Services.
A Proposer and its Proposal may be disqualified for any of the following reasons,
including but not limited to:
1.27.1. Submission of more than one Proposal for the same Services by an individual,
firm, consultant, contractor, corporation, or entity, whether under the same or
different name; and
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1.27.2. Evidence of collusion among Proposers. Any participant found to be engaged
in collusion shall be disqualified from consideration for future service or work
with the City until reinstated as a qualified Proposer.
1.28. Taxes: The Contractor shall be responsible for collecting and remitting all applicable
taxes associated with vending sales. The City's tax-exempt status does not apply to
such transactions.
1.29. Federal Taxpayer Identification Certificate: Successful Proposer(s) new to
conducting business with the City must furnish a completed standard "Federal
Taxpayer Identification Certificate (W-9)" before the Contract is executed.
Additionally, the City reserves the right to request a current W-9 from established
business relationships as necessary.
1.30. Cancellation of Solicitation: The City reserves the right to cancel this solicitation at
any time or to reject any or all proposals, in whole or in part, when deemed to be in
the best interest of the City.
1.31. Public Opening (Proposal Receipt Acknowledgement): The City will conduct a
virtual proposal receipt acknowledgement immediately following the proposal
submission deadline. Proposers, authorized representatives, and other interested
parties may attend.
To ensure transparency and procedural integrity, all proposals received through
BidNet(R) by the submission deadline will be formally acknowledged during the
session. In accordance with the nature of a Request for Proposals, only the names of
the entities submitting proposals will be announced. No proposal content, scoring
information, or pricing details will be disclosed at this stage of the process.
Section 2.0. General Contract Terms and Conditions
2.1. Acceptance of Terms: Submission of a proposal in response to this solicitation
constitutes a binding offer by the Proposer, which shall be acknowledged in the Letter
of Interest or Cover Letter. The individual signing the Letter must be legally authorized
to bind the Proposer to contractual obligations. By submitting a proposal, the
Proposer agrees to all requirements outlined in this solicitation, including
compensation terms and compliance with all contractual, legal, and ethical obligations
set forth herein.
If the Proposer's submission deviates in any way from the City's stated requirements,
such variations must be clearly and thoroughly identified in the proposal. Failure to
do so may be deemed a waiver of the right to request modifications to the terms of
performance, except as explicitly specified within this solicitation.
2.2. Execution, Intent, and Interpretation: The Contract shall be executed by duly
authorized representatives of both the City and the Contractor. By executing the
Contract, the Contractor represents that it has reviewed and understands the
requirements of the Contract Documents and can perform the Services in accordance
with those requirements.
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