HomeMy WebLinkAboutRFP - P824 VENDING MACHINES PARKS ANNUALAdministrative Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P-824
VENDING MACHINES - PARKS
The City of Fort Collins is requesting proposals from firms for vending machines to be located in
the ballfield area of various parks located in Fort Collins.
Written proposals, three (3) will be received at the City of Fort Collins' Purchasing Division, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before
2:30 p.m. (our clock), February 14, 2002, identified as Proposal No. P-824. If delivered, they
are to be sent to 215 North Mason Street, 2nd Floor, FortCollins, Colorado 80524. If mailed, the
address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Jeff Jamison, Project
Manager, at (970)-221-6308. Email: jjamison@fcgov.com.
Questions regarding proposals submittal or process should be directed to Keith I. Ashby, CPPO,
Buyer, (970)-416-2191. Email: Kashby@fcgov.com.
A copy of the Proposal may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30824.
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcqov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
9. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of
Services, Work Schedule, and other material information. Failure to provide any required
monthly report may, at the option of the City, suspend the processing of any partial payment
request.
10. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall
not be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this Agreement
based on the special abilities of the Professional and that this Agreement shall be considered as
an agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
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Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting
party commences legal or equitable actions against the defaulting party, the defaulting party
shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees
and costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event any
provision of this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
17. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of
( ) page[s], attached hereto and incorporated herein by this reference.
ATTEST:
City Clerk
THE CITY OF FORT COLLINS, COLORADO
By:
John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE:
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APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as _[insert name of business]
la
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
(Corporate Seal)
Corporate Secretary
MCI
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
T-
6meB. O'Neil II, CPPO, FNIGP
r of Purchasing & Risk Management
IN
Section 1.0: Bid Requirements
1.1 General Description
The City of Fort Collins is soliciting bids from firms for beverage, vending machines for the
following park sites located in the City of Fort Collins, Colorado:
Rolland Moore Park, 2201 S. Shields
City Park, 1500 West Mulberry
Edora Park, 1420 E. Stuart
Section 2.0: Scope of Work
2.1 Background
The City of Fort Collins is soliciting bids from firms to provide beverages to users of the parks
listed above during the spring and summer seasons. All machines bid must be housed within
the area specified by City Staff. It is desirable to have all machines available and on site by
March 15, 2002. Last year's gross sales total for beverages at all three (3) ballfields was
$20,006.40.
The contract will be awarded for an initial period beginning March 1,2002 and ending December
31, 2002. At the City's option, the contract may be renewed for additional one-year periods, not
to exceed four (4) additional periods. Any changes in contract terms shall be negotiated by and
agreed to by both parties.
2.2 Scope of work
The City will look at the following two options for this RFP
Option I
A. The Concessionaire shall provide the following vending machines in the ballfield areas at
City Park, Edora Park, and Rolland Moore Park in the City of Fort Collins.
Concessionaire will deliver all product to the Recreation Division/Sports once a week to
allow them to stock all of the machines.
City Park
1 sports drink machine — 20oz bottles
1 water machine — 20oz bottles
2 soft drink machines — 20oz bottles
Edora Park
2 sports drink machines — 20oz bottles
2 water machines — 20oz bottles
2 soft drink machines — 20oz bottles
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Rolland Moore Park
2 sport drink machines — 20oz bottles
2 water machines — 20oz bottles
4 soft drink machines — 20oz bottles
B. All machines shall be installed by the Concessionaire at his/her own expense, and shall
be maintained and serviced by the Concessionaire at his/her own expense so as to
insure that such machines are in good working order. Malfunctioning vending equipment
shall be repaired and operating normally within 24 hours after Concessionaire is notified
of such malfunction. Machines which cannot be repaired within 24 hours shall be
removed and replaced with a normally functioning unit. Concessionaire must have a
local or toll -free number for repair calls.
C. No additional machines may be installed, machines removed, or locations changed
without the prior written authorization of the authorized City Representative. This
provision is intended to provide an orderly and regulated method for the City of Fort
Collins to administer this contract and should not be construed as restricting the
Concessionaire in providing reasonable readjustments in machine placement or product
offering to provide maximum service in keeping with good business practice. The City
Representative will authorize additions or deletions on the basis of properly reported
sales experience. Concessionaire may be requested from time to time, to install
machines vending different products on a trial basis. Concessionaire may request
permission to install machines vending a different product on a trial basis.
D. The City of Fort Collins will not be held responsible for normal wear, loss, or damage to
the machines resulting from any cause whatsoever, whether such damage shall be
caused by an agent or employee of the City of Fort Collins or by any person
whomsoever.
E. Concessionaire shall furnish the City's Representative a description of each make or
type of machine installed or to be installed under this contract.
F. The City of Fort Collins will require the name of the Concessionaire to appear on each
machine. A City representative or the concessionaire will make refunds. Depending on
the option the City chooses, procedures must be prominently displayed in each vending
area as directed by the City Representative.
G. Concessionaire shall furnish the City's representative with a description of each make or
type of machine installed under this contract.
H. Concessionaire must comply with all health regulations of the Federal Government, the
State of Colorado, the City of Fort Collins, Larimer County and any other inspection and
control measures the City of Fort Collins may require.
Concessionaire will pay all sales tax, license permits, and fees. He/she will comply with
all the ordinances, codes, and licensing authority of the City of Fort Collins, Larimer
County and the State of Colorado as may be required.
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2.3 Installations and services to be provided by the City of Fort Collins:
Adequate electrical outlets in the concession space;
b. Lighting fixtures for general area illumination; and
C. Unmetered electricity in the concession space.
II. Option II
A. The Concessionaire shall provide vending machines in
listed. Concessionaire shall be responsible for timely
repair of vending related equipment, refunds, as required,
such recordkeeping and payments to the City as
Concession Agreement.
Section 3.0: Response Requirements
3.1 Requirements
the ballfield areas previously
resupply of vending products,
to vending customers, and for
are required by the Vending
A. Bids must include a description of each vending machine to be installed at each location,
including a manufacturer's specification sheet.
B. Each site must have a change machine capable of handling 1, 2, 5, 10, and 20 dollar
bills. Each vending machine must accept one dollar bills. Coin and dollar bill slots must
be mounted low enough to enable access by the disabled and children.
C. Methods for restocking vending machines must be set forth in detail. Concessionaire
must have a reliable, flexible system available for maintaining adequate product
inventory so the Parks Department can keep the machines adequately stocked with
product. Describe procedures, stocks carried in re -supply vehicles, and how those
procedures and stock levels would be varied in response to sales demand.
Section 4.0: Pricing
In your bid response provide pricing to cover the following items:
Option I
A. Cost to the City for delivered product.
B. Cost of leasing machines if any.
Option II
A. Cost to customers for each product to be sold in the vending machines.
B. Percent to be paid to the City.
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Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
Section 7.0: Concession Agreement
Awarded vendor may be required to enter into a vending concession agreement with the City of
Fort Collins. The agreement, less vendor -specific information is as follows:
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , [insert either a corporation, a partnership or an individual,
doing business as
WITNESSETH:
hereinafter referred to as 'Professional'.
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance
with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s],
and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within ( ) days following
execution of this Agreement. Services shall be completed no later than . Time is of the
essence. Any extensions of the time limit set forth above must be agreed upon in writing by the
parties hereto.
4. Early Termination by City. Notwithstanding the time periods contained herein,
the City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to
the termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
A
Professional: City: With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole
right and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The Professional shall
be responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to designs,
plans, reports, specifications, and drawings and shall, without additional compensation,
promptly remedy and correct any errors, omissions, or other deficiencies. The Professional
shall indemnify, save and hold harmless the City, its officers and employees in accordance with
Colorado law, from all damages whatsoever claimed by third parties against the City; and for the
City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's
negligent performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $500,000 combined single
limits, and errors and omissions insurance in the amount of
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the
services to be performed pursuant to this Agreement, the City agrees to pay Professional a
fixed fee in the amount of ($) plus reimbursable direct costs. All such fees and
costs shall not exceed ($). Monthly partial payments based upon the
Professional's billings and itemized statements are permissible. The amounts of all such partial
payments shall be based upon the Professional's City -verified progress in completing the
services to be performed pursuant hereto and upon the City's approval of the Professional's
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actual reimbursable expenses. Final payment shall be made following acceptance of the work
by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other
services rendered by the Professional shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be performed
pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable
direct cost basis according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed ($). Monthly partial payments based upon the Professional's billings and
itemized statements of reimbursable direct costs are permissible. The amounts of all such
partial payments shall be based upon the Professional's City -verified progress in completing the
services to be performed pursuant hereto and upon the City's approval of the Professional's
reimbursable direct costs. Final payment shall be made following acceptance of the work by the
City. Upon final payment, all designs, plans, reports, specifications, drawings and other
services rendered by the Professional shall become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
8. Project Drawings. [Optional] Upon conclusion of the project and before final
payment, the Professional shall provide the City with reproducible drawings of the project
containing accurate information on the project as constructed. Drawings shall be of archival
quality, prepared on stable mylar base material using a non -fading process to prove for long
storage and high quality reproduction.
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