Vending Services

Agency:	Napa County
State:	California
Type of Government:	State & Local
NAICS Category:	454210 - Vending Machine Operators
Posted Date:	Nov 7, 2023
Due Date:	Dec 8, 2023
Solicitation No:	CENTSRV112301
Bid Source:	Please Login to View Page
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Request for Proposal

Vending Services

RFP Number: CENTSRV112301

Release Date: November 07, 2023

Due Date: December 08, 2023

For information:

Jeff Brooner

Purchasing Manager

1195 Third Street, Ste. 310

Napa, CA 94559

jeff.brooner@countyofnapa.org

A. Purpose and Current Practices

2023 Vending Services RFP

Napa County is issuing this Request for Proposal (RFP) to receive proposals from vending

services merchants who are interested in supplying drinks, snacks and dispensing machines at

multiple County locations. It is the intent to award one non-exclusive contract to one qualified,

service-oriented contractor.

Napa County currently contracts for vending services and there are 12 vending machines (6

cold drink and 6 snack) located throughout the County. The County collects a 15% commission

on all sales; locations are a mix of public and employee-only spaces. Please see Attachment A

for a list of current locations and yearly sales from September 2022 through September 2023.

B. Term of Contract and Scope of Work

Term of contract is anticipated to be three (3) years. See Attachment B for full scope of work.

C. Schedule of Events*

November 7, 2023

Request for Proposal released.

November 16, 2023

Questions Due by 5:00 pm pt

November 20, 2023

Responses to questions will be published

December 8, 2023

Proposals due by 5:00 pm pt

December 11, 2023-January 3, 2024

County review period & Negotiations.

January 4, 2024

Intent to Award Notifications sent out.

January 12, 2024

Contract approval and contract start date.

January 22, 2024

Commence placement of equipment

*These dates may be changed at the discretion of Napa County. Changes to the due date for questions or

due date for proposal submittal will be made by written addendum.

D. Submission Process

Respondents shall submit in a sealed envelope one (1) signed original RFP and Three (3) copies to:

Napa County Executive Office

Jeff Brooner

1195 Third Street St. 310

Napa, CA 94510

Sealed envelope containing original signed RFP and copies should be marked as follows: “Vending

Services RFP, Number CENTSRV112301 ”

Proposals received in the County Executive Office after December 8, 2023 at 5:00 p.m. pacific time will

not be considered under any circumstances and will be returned to the sender.

Proposals may be delivered in person, U.S. Mail, or Common Currier. No electronic or facsimile copies

will be accepted. It is the responsibility of the submitting party to insure timely delivery.

It is recommended that Proposals be submitted on paper that contains at least 30% recycled content and

printed on both sides (duplex).

Proposals must be submitted following the format provided in this RFP. RFPs not submitted in the

manner prescribed herein will not be considered.

2023 Vending Services RFP

E. General Conditions

By submitting a Proposal, the Respondent represents and warrants that:

(a)The information provided is genuine and not a sham, collusive, or made in the interest or in behalf of

any party not therein named, and that the Respondent has not directly or indirectly induced or solicited

any other respondent to put in a sham proposal, or any other respondent to refrain from presenting

information and that the prospective provider has not in any manner sought by collusion to secure an

advantage; and

(b)The Respondent has not paid or agreed to pay any fee or commission, or any other thing of value

contingent upon the award of an exclusive operating area, to any employee, official, or existing

contracting consultant of the County.

This solicitation and related information can be found at www.countyofnapa.org/procurement. Napa

County does not guarantee the accuracy of information posted on or obtained from third party

organizations.

All Proposals become the property of the County. The County reserves the right to reject any and all

submittals; to request clarification of information submitted; to request additional information from

competitors; and to waive any irregularity in the submission and review process. None of the materials

submitted will be returned to the Respondent unless they are not submitted in a timely manner.

Proposals will become a public record and available for release to the public upon selection of a

successful Respondent and an Intent to Award Notification is distributed. Respondents shall specify in

their cover letter if they desire that any portion of their Proposal be treated as proprietary and not

releasable as public information. If Respondent chooses to claim any information as proprietary, it must

specify those sections in the cover letter and provide any legal justification for treatment as such.

However, respondents should be aware that all such requests may be subject to legal review and

challenge. In such event, each Respondent shall be responsible for the legal defense against the release of

their Proposal as public information.

The County reserves the right to award an agreement without further competition based on the responses

received to this RFP.

The County reserves the right to request additional information not included in this RFP from any or all

Respondents after proposal due date.

The County reserves the right to contact references not provided in the submittals.

The County reserves the right to incorporate its standard language into any contract resulting from this

solicitation. The County’s contract template is attached for reference. Templates are attached for

reference only and do not need to be signed or returned with proposal.

The County reserves the right to reject any and all Proposals or any part of a Proposal if it is determined it

is not in the best interest of the County

The County reserves the right to reject the proposal of any submitter who previously failed to perform

properly, or complete on time, contracts of a similar nature, or to reject the Proposal of a respondent who

is not in a position to perform such a contract satisfactorily. The County may reject the Proposal of any

respondent who is in default of the payment of taxes, or other monies due to Napa County.

2023 Vending Services RFP

An individual who is authorized to bind the proposing agency contractually shall sign the Proposal. The

signature must indicate the title or position that the individual holds in the firm. An unsigned Proposal

shall be rejected.

F. Security and Privacy.

Any persons entering a Napa County building may be required to complete a privacy declaration form.

Any persons entering the Napa County Jail facility will be required to provide a completed Visitor

Security Clearance Form and be subject to background and security check.

G. Modification or Withdrawal

Any modification, amendment, addition or alteration to any submission must be presented, in writing,

executed by an authorized person or persons, and submitted prior to the final date for submissions. An

individual who is authorized to bind the submitting agency contractually shall sign the modification,

amendment, addition, or alteration. The signature must indicate the title or position that the individual

holds in the firm. An unsigned modification amendment, addition, or alteration shall be rejected.

NO AMENDMENTS, ADDITIONS OR ALTERATIONS WILL BE ACCEPTED AFTER THE TIME

AND DATE SPECIFIED AS THE SUBMISSION DEADLINE UNLESS REQUESTED BY THE

COUNTY.

At any time prior to the specified time and date set for the Proposal due date, a designated representative

of the responding agency may withdraw the submission provided that such person provides acceptable

proof of his or her identity and such person signs a receipt. No submissions may be withdrawn or returned

after the date and time set for final submission.

H. Information Resource

Question about this RFP shall be submitted via email and be referred to:

Jeff Brooner

jeff.brooner@countyofnapa.org

Email inquiries must clearly indicate that the inquiry is in regards to this Vending Services RFP, RFP

Number CENTSRV112301. Questions will not be answered that would tend to constitute an evaluation of

a response being prepared or that might give an unfair advantage to a potential respondent. Except for the

above named, potential respondents should not contact Napa County officials or staff regarding any

aspect of this RFP. If such contact is made, the County reserves the right to reject the Proposal.

No prior, current, or post award verbal conversations or agreements with any officer, agent, or employee

of the County or any other person or entity shall affect or modify any terms or obligations of this RFP or

any agreement resulting from this process.

I. Organization of Proposal

Proposals shall contain the following information and shall be organized in the same order as provided

herein. Each of these section headers shall be listed in submitted proposal with pertinent information

provided under the specific header:

2023 Vending Services RFP

Interested firms should review Attachment A (Scope of Work) and Attachment B (Company

History, Experience, and Qualifications) in consideration of response.

1. Cover Page. Cover page shall state Title and RFP number (Vending Services RFP, RFP Number

CENTSRV 112301) date of submission; and name and signature of the person who is authorized to make

decisions and represent the submitting firm with respect to this RFP.

2. Company Information. This section shall state:

a. The legal name of the company which can enter into a contract with the County and any alternate

names for which the company is known (D.B.A.);

b. Mailing, and physical address(es);

c. Remit-to billing address;

d. Phone, fax, and website (if applicable);

e. Organization type;

f. Federal I.D. number

g. Federal Unique Entity ID, if applicable

h. List of owners;

i. List of corporate officers with titles (if applicable); and

j. Name (first and last), title, mailing address, phone number, fax and email of the person to receive

notices and who is authorized to make decisions or represent the company with respect to this RFP

3. Company History, Experience, Qualifications, Approach to Scope of Work, and Pricing Information.

See Attachment B. This section shall consist of the information requested in Attachment B to allow for

review of company history, experience, qualifications, description of offered services, and approach to the

Scope of Work. Each question/information request should be copied into proposal with answers

following each request.

4. References. Provide 3 references (company, contact, phone number, date(s) and description of

service(s) provided). References should be entities for which similar work has been completed.

5. Disclosures. A complete disclosure of any alleged significant prior or ongoing contract failures, any

civil or criminal litigation or investigation pending which involves the Proposer or a verification of no

responsive incidents. Failure to comply with the terms of this provision may disqualify any proposal. The

County of Napa reserves the right to reject any proposal based upon the Proposer’s prior history with the

County of Napa or with any other party, which documents, without limitation, unsatisfactory

performance, significant failures to meet contract milestones or other contractual failures.

If there are no disclosures to report, this section must still be included in submittal with an indication

that there are no reportable disclosures.

6. Insurance Requirement. This section shall contain a written statement indicating proposer’s

willingness and ability to meet all of the County’s insurance requirements as indicated in Attachment D,

Section 7.

Respondents who are unable to meet all of the County’s insurance requirements may submit with their

proposal an alternative plan for obtaining insurance that will adequately mitigate the risks associated with

providing the services detailed above. Any alternative insurance coverage request is subject to review

and approval by County Counsel and the County’s Risk Management Officer.

Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk

Management) may be sufficient reason for disqualification from the selection process.

2023 Vending Services RFP

Bid Number:	CENTSRV112301
Bid Title:	Vending Services
Category:	Administrative; Financial; Insurance; Personnel; ITS and Communications
Status:	Open

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