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HomeMy WebLinkAboutCORRESPONDENCE - RFP - P1063 BEVERAGE VENDING MACHINES PARKS.A.Ctininistrative Services Purchasing Division MAY 0 2 2Go April 1, 2009 Coca-Cola Bottling of Greeley :cr_ivEt; Attn: Mr. Matthew Meagher 15200 7" Avenue Greeley, CO 80631 RE: Renewal, P1063 Vending Machine - Beverage - Parks Dear Mr. Meagher: The City of Fort Collins wishes to extend the agreement term for the above captioned proposal per the existing terms and conditions and the attached revised Exhibits A - Scope of Services and B - Price and Commission Schedule, which include adding snack bar soft drink bottle and fountain products and services. The term will be extended for one (1) additional year, April 10. 2009 through April 9, 2010. If the renewal is acceptable to your firm, please sign this letter in the space provided include a current copy of insurance naming the City as an additional insured and return all documents to the City of Fort Collins, Purchasing Division, P. O. Box 580, Fort Collins, CO 80522, within the next fifteen days. If this extension is not agreeable with your firm, we ask that you send us a written notice stating that you do not wish to renew the contract and state the reason for non -renewal. Please contact David M. Carey, CPP8, Buyer at (970) 416-2191 if you have any questions regarding this matter. Sincerely, C' c ,11ame8 B. O'Neill ll, CPPO, FNIGP Dire6tor of Purrgha�inAand Risk Management til1�1G1, Dato— (Plea se indicate your desire to renew P1063 by signing this letter and returning it to Purchasing Division within the next fifteen days,) JBO:jkb 215 North Mason Street ^ 21)d Floor e P.O. BOX 580 = DortCollins, CO 8MM,-0580 < (970) 22'J-6775 < FAX (970) 22'1-6707 EXHIBITA . Scope of Services P1063 Vending Machine and Beverage Services -Parks 1. Background The City of Fort Collins' (City) objective is to provide beverage vending machine service to users of the sites listed below, primarily during the spring and summer seasons. All machines must be housed within the area specified by the authorized City Representative. Sites and/or machines will be added or deleted at the option of the City, Commission on cash collected, less any applicable taxes, to be paid monthly to the appropriate City department. Any changes in contract terms shall be negotiated by and agreed to in writing by both parties. Authorized food/merchandise vendors for special events, including tournaments, will be allowed to sell bottled beverages at the option of the City. Also, to provide Soft Drink Concession Services, Bottled and Fountain Products, for snack bars located both City Park Pool, on seasonal basis, and EPIC (Edora Pool Ice Center) at Edora Park on year-round basis. 2. Sites — Vending Machines Anticipated current year sites and machine mix are as follows: a. Gardens on Spring Creek Horticulture Facility, 2145 S. Centre Ave. Soft drink/water machine — 20oz plastic bottles b. Lincoln Center (City's cultural arts center), 417 W. Magnolia Soft drink/water machine — 20oz plastic bottles 3. Service Provider Requirements —Vending Machines The Service Provider shall provide beverage vending machine services primarily in the ballfield area of various parks located in the City of Fort Collins. Service Provider shall be responsible for timely restocking of products, maintenance and repair of equipment, customer refunds, monthly sales and commission reporting, and payments to the City as required by the Services Agreement. a. All machines shall be installed, stocked, maintained and serviced by the Service Provider at no expense to the City. Malfunctioning equipment shall be repaired and operating normally within 24 hours after Service Provider is notified. Equipment which cannot be repaired within 24 hours will be removed and replaced in a timely manner, Service Provider must have a local or toll -free number for service calls posted on all machines. b. No machines may be installed, removed, or locations changed without the prior written authorization of the City Representative, The Service Provider will be allowed to make reasonable adjustments 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 reported sales data and security issues. Service Provider may be requested, from time to time, to install machines vending different products on a trial basis. Service Provider may also request permission from City to install machines vending a different product on a trial basis c. Service Provider shall furnish the City Representative a description of each make or type of machine installed or to be installed under this Agreement, including a manufacturer's specification sheet. d. Each machine shall have the ENERGY STAR rating or incorporate an energy -saving technology device, such as VendingMiser®. ENERGY STAR is a joint program of the U.S. Environmental Protection Agency and the U.S. Department of Energy helping us all save money and protect the environment through energy efficient products and practices. e. Each vending machine must accept both coins and one dollar bills and dispense proper change. f. Name of the Service Provider and contact information must be prominently displayed on each machine. Service Provider must have customer refund procedure. Procedure must be prominently displayed in each vending area as directed by the City Representative. g. Service Provider must comply with all applicable laws, rules and regulations governing their activities and obtain all applicable licenses or permits. h. On a monthly basis, pay all applicable taxes and commissions to the City and submit commission reports by the required due date. Commission reports will list the cash collected and commission calculations associated with the vending operations. i. The Service Provider will be fully 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. j. Service Provider must have a reliable, flexible system available for maintaining adequate product inventory and keeping machines properly stocked. Must coordinate restocking requirements for tournaments and special events, including on weekends, with City Representative as required. 4, City Requirements —Vending Machines Installations and services to be provided by the City: a. Adequate electrical outlets in the vending sites. b. Lighting fixtures for general area illumination c. Unmetered electricity in the vending sites. 5. Soft Drink Concession Services, Bottled and Fountain Products Locations are snack bars at both City Park Pool and EPIC (Edora Pool Ice Center) at Edora Park. Estimated annual usage: Product EPIC City Park Total Bag in the Box (all flavors) _780 gallons 600 gallons 1,380 gallons Powerade (case 24/20 oz.) 260 cases 100 cases 360 cases Bottled Water cs. 24/.5 liter 350 cases 260 cases 610 cases nk C92 Tas 201b. 18 each - 7 each - 25 each 16 ounce cups case 2000 7 cases 3 cases 10 cases 21 ounce cups case 2500 15 cases 12 cases 27 cases 32 ounce plastic cups_(cs. 1000) 20 cases 18 cases 38 cases Lids for 12/16/21 ounce 8 cases 6 cases 14 cases Full Throttle case 12/ _ 10 cases 3 cases 13 cases The exact product mix and order quantities will be determined by City representative. In order to support a customized marketing program at EPIC and City Park Pool, Service Provider will offer the following program: a. Annual payment each year to be used at the discretion of the City. b. A minimum of three (3) promotions will be provided by Service Provider each year designed to increase sales and enthusiasm at serviced City facilities. EXHIBIT B Price and Commission Schedule P1063 Vending Machine and Beverage Services -Parks 1. Vending Machines -Beverage Vend Product DA'. n....... Carbonated Soft Drinks, 20oz.Plastic Bottles . .. $1.2625 vv111,111JJ1411 *30% Dasani Water, 20oz. Plastic_ Bottles $1.26 *30% Powerade Sports Drinks, 20oz. Plastic Bottles $1;50 "30% Energy Drinks 16oz. Plastic Bottles $2.00 "15% *Commission rates are less any applicable taxes. 2. Soft Drink Concession Services Products Product Price Unit Bag in the Box (all flavors cn Ilu 16.46 Iq Ls Gallon Case 2 S c_llo l s i1,h — y Powerade Case 24/7.0 oz.) Bottled Water (Case 24/.J4 liter, ryrJ(?_ Case — — - - _Col Tanks (201b.) - i�, �S Each 16 ounce cups Case of 2088} tCv o _ ( Case 21 ounce cups (Case of 2500) 711 . _1pp __,-_ Case 32 ounce plastic cu s (Case of 1 —P 000�. ti Lids for IW16t2i--ounce cups lG la -5," b2 -- Case Case — -- Full Throttle (Case i2/ 2% ?�—.._--_---=�4=U" I Case_ -- Annual Payment: $1,000.00 to City from Service Provider, Promotions: A minimum of three (3) promotions will be provided by Service Provider each year, at no charge to City.