Vending Machine Services

Agency: City of Redmond
State: Washington
Type of Government: State & Local
NAICS Category:
  • 454210 - Vending Machine Operators
Posted Date: Jul 21, 2020
Due Date: Aug 7, 2020
Solicitation No: RFP 10703-20
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: RFP 10703-20
Bid Title: Vending Machine Services
Category: Bidding & Contracting Opportunities
Status: Open

The City is soliciting proposals from qualified firms to implement and operate vending machine based food, snack, and beverage service for its City Hall campus building and additional City facilities.
Publication Date/Time:
7/20/2020 12:00 AM
Closing Date/Time:
8/7/2020 2:00 PM
Contact Person:
RFP Content:
Adam O’Sullivan
Sr. Purchasing Agent
Tel: 425-556-2199

Technical Contact:
Ryan Spencer
Customer Service Manager
Tel: 425-556-2836

Related Documents:

Attachment Preview

City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
RFP 10703-20
Request for Proposals
City-Wide Vending Machine Services
The City is soliciting proposals from qualified firms to implement and operate vending machine based
food, snack, and beverage service for its City Hall campus building and additional City facilities.
Posting Date: July 20th, 2020
Proposals Due: August 7th, 2020 at 2:00PM (PST)
The City of Redmond, Washington (the “City”) requests interested parties to submit proposals for the above
referenced Request for Proposals (RFP).
Scope of Work
The City is interested in contracting with qualified firms to support implementation and operation of a vending
machine based food, snack, and beverage service for its City Hall campus building and additional City facilities.
Services performed and provided shall be in accordance with Attachment A, “Scope of Work,” attached hereto
and made a part hereof.
Locations include inside City Hall municipal building and six separate locations throughout the City with an option
to further expand citywide vending services. Locations are included in Attachment A, “Scope of Work.”
The City will not allow subcontracting of any kind to be performed on this work.
The City intends to enter into an initial two-year agreement, with two (2) optional two-year renewal terms, for a
potential maximum total term of six (6) years (see Attachment C, Option for Renewal), provided that 1)
Consultant is in compliance with the terms and conditions of the contract and, 2) that the annual payment is
cost-effective as determined by the City, and 3) that sufficient funds have been appropriated by the City. The
City reserves the right to cancel this contract at any time, upon thirty (30) days written notice to Consultant.
RFP 10703-20 – City-Wide Vending Machine Services
Page 1 of 7
Should the City exercise a renewal option, the City and Consultant may discuss any necessary changes to
services and will confirm price/rates prior to each renewal. Consultant shall notify the City in writing at least
thirty (30) days prior to any proposed price adjustment. Acceptance of such a request will be at the sole
discretion of the City.
Proposed Timeline
The following table outlines the anticipated schedule for this RFP process. The City reserves the right to
modify or reschedule milestones as necessary.
RFP Announced
Proposals Due
Consultant Selected
Main Task Order Timeframe
July 20th, 2020
August 7th, 2020, 2 PM (PST)
August 14th , 2020
September 1st , 2020 – August 31st , 2022
Proposal Due Date/Time
2:00PM (local time) on August 7th, 2020. The City must receive proposals no later than said date and time.
By submitting a proposal, respondents acknowledge their satisfaction as to the size, scope and location of the
work to be performed.
Bid Submittal Procedures
Bidders are to submit their bids in PDF format as an email attachment and send to – note 25MB file size limit
Email subject line to read: RFP Number, Project Name, Company Name
Email body to include the following:
o Attached is Company Name’s bid for the Project Name
o Bids due: August 7th, 2020, 2:00p.m.
Response Requirements & Format
All costs for developing a response to this RFP are the obligation of the respondent and are not chargeable
to the City. The respondent must bear all costs associated with the preparation of the submittal and of any
oral presentation requested by the City. All responses and accompanying documentation will become
property of the City and will not be returned. Proposals may be withdrawn at any time prior to the published
close date, provided notification is received in writing to the below listed City agent(s). Proposals cannot be
withdrawn after the published close date.
Proposals must include all information requested and meet all specifications and requirements outlined in
this RFP. The following submittals must be part of your proposal; if any are not included, your proposal may
be judged as non-responsive. A committee will evaluate the submitted proposals. During the evaluation
process, the City reserves the right to request additional information or clarification from firms responding to
this RFP.
A complete response will include:
RFP 10703-20 – City-Wide Vending Machine Services
Page 2 of 7
1) Cover letter stating:
a. Brief overview of firm
b. Reason for interest
c. List of services offered by firm, in accordance with the scope of work
d. Firm’s point-of-contact name, position and contact information
2) A completed Bid Submittal Sheet (Attachment B)
3) Proposed Items to be stocked in the machines and pricing for each vended item. To include healthy
choice items.
4) Proposed Equipment complete with photos or brochures and electrical consumption.
5) Proposed Service Schedule for restocking merchandise.
6) Options for providing refunds.
7) Contractor’s intent to comply with all State statutes regarding blind enterprises licensed by the state and
evidence of compliance with State Statutes, if contractor services other Governmental customers.
8) A references list (including contact name and telephone number or email) of at least three (3) local area,
current or recent customer operations of similar scope and size that the City may use to contact. The City
reserves the right to contact references without prior notification.
9) Business name – proposals must be made in the official name of the firm or individual under which
business is conducted (showing official business address) and must be signed by a person duly
authorized to legally bind the person, partnership, company, or corporation submitting the proposal. A
corporation must indicate place and date of incorporation.
10) Business license – provide a statement to the effect that you understand and agree to obtain a City of
Redmond business license as a requirement for performing these services. If your place of business is
not located within the city limits, but you or your agents will be physically coming into the city to conduct
business, call on clients, or provide services, you will need a Redmond business license. A city
business license application can be found at:
11) Valid time period – provide a statement indicating the number of calendar days the proposal shall be
valid (the City’s minimum number of days is 60).
The City of Redmond is an active member of the King County Directors Association (KCDA) and several other
joint purchasing entities and would be eligible to seek access to any and all price considerations, terms and
conditions outlined in master agreements formed by one of these agencies. If a proposal is based on any of
these pricing agreements/arrangements it shall be the responsibility of the bidder to identify such. It is
requested that the City be contacted prior to bid submission if beneficial pricing may be achieved by the City
via access to an existing contract with one of these agencies.
RFP 10703-20 – City-Wide Vending Machine Services
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Selection and Award
All interested parties are requested to provide a response containing all required elements herein to the City by
the deadline given. A selection committee will review and evaluate all proposals, with the intention of selecting
a Consultant who provides a proposal that, in the opinion of the City, provides the best value (receives the
highest score, as determined by the evaluation criteria listed below). If the selection committee so chooses,
respondents may be invited for an interview to supplement their submission.
Evaluation Criteria
Proposed Fees/Cost.
Qualifications – show a comprehensive organizational chart (or similar
explanation of team member roles and responsibilities), including
summaries of key team members. Team member qualifications,
particularly those of Lead Consultant, are important.
Relevant Project Experience – demonstrate Consultant/team experience
with relevant projects similar in scope and size. Emphasis is placed on
both the Lead Consultant’s experience and on the number of
months/years the same consultant team/staff has worked together.
Project Understanding – demonstrate project understanding, including
how the team plans to address challenges unique to this project.
Project Approach – develop a project-specific approach to managing and
delivering this project.
100 pts
During evaluation, the City may consider the following:
References – history of errors and omissions via reference checks
Quality of previous performance
Ability to meet contract deadlines
Staff availability for the project
Responsiveness to solicitation requirements
Compliance with statutes and rules relating to contracts or services
Strength and stability of the firm
The City reserves the right to reject any or all proposals and to waive any irregularities or information in the
evaluation process. The final decision is at the City’s sole discretion and respondents to this request have no
appeal rights or procedures guaranteed to them.
The City reserves the right to re-evaluate firms who were not originally short-listed at any time before the
RFP 10703-20 – City-Wide Vending Machine Services
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determination of a finalist is made. Upon notification of an intent to award, the City reserves the right to limit
the period of contract development to thirty (30) days, after which time project award may be rescinded. The
City has the option not to award a contract at the end of this process.
Terms and Conditions
The City reserves the right to amend terms of this RFP to circulate various addenda, or to withdraw the RFP at
any time, regardless of how much time and effort firms may have spent on their responses. Terms of the
agreement are outlined in this solicitation and include the following documents, which are incorporated herein
by this reference:
RFP 10703-20
Attachment A, Scope of Work
Attachment B, Bid Submittal Sheet
Attachment C, Option for Renewal
Attachment D, City of Redmond Standard Terms and Conditions
Performance Criteria
Consultant shall perform in accordance with the terms and conditions as stated herein and in accordance with
the highest standards and commercial practices. Charges of poor performance/service against the
Consultant shall be documented by the City and submitted to the Consultant for corrective action. Continued
poor performance shall be deemed a breach of City requirements and shall be the cause for immediate
termination of services.
Proposed Personnel
Consultant agrees to provide all professional staff necessary to perform the scope of work, including key
individuals named in Consultant's proposal. These key personnel shall remain assigned for the duration of the
contract, unless otherwise agreed to in writing by the City. In the event Consultant proposes to substitute any
key personnel, the individual(s) proposed must demonstrate similar qualifications and experience as required
to successfully perform such duties. The City shall have the sole right to determine whether key personnel
proposed as substitutes are qualified to work on the project. The City shall not unreasonably withhold approval
of staff changes.
Before work may commence, the successful bidder will be required to provide a Certificate of Insurance and
endorsement showing the City of Redmond as Additional Insured of not less than the following amounts:
General Liability Limits:
Bodily injury each occurrence:
Property damage each occurrence: $2,000,000
Automobile Liability Limits:
Bodily injury each occurrence:
Property damage each occurrence: $1,000,000
RFP 10703-20 – City-Wide Vending Machine Services
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