HomeMy WebLinkAboutRFP - 7427 VENDING MACHINE SERVICES (2)City of
Financial Services
1
Purchasing Division
215 N. Floor
Fort
Collins
PO Box 580
ns, COCO8 522
Fort Collins,
970.221.6775
Purchasin g
9 icov.cogov.co6707
Mpurchasing
REQUEST FOR PROPOSAL
7427 VENDING MACHINE SERVICES
The City of Fort Collins is requesting proposals from qualified firms to provide Beverage
and Snack Vending Machine Services at multiple City facilities including: Northside
Aztlan Community Center (NACC), Edora Pool Ice Center (EPIC), Mulberry Pool, Senior
Center, 215 N. Mason Street Office Building, Downtown Transit Center (DTC), and 281
N. College Avenue Office Building.
Proposals may be submitted by E-mail in Microsoft Word or PDF format. E-mail
submittals shall be e-mailed to: purchasing(a)fcgov.com. If submitting hard copy
proposals, five (5) copies, 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 3:00 p.m. (our clock), on September 7, 2012 and referenced as
for Proposal No. 7427. If delivered, they are to be sent to 215 North Mason Street, 2nd
Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort
Collins, 80522-0580.
The City encourages all disadvantaged business enterprises to submit proposals in
response to all requests for proposals and will not be discriminated against on the
grounds of race, color, national origin for all proposals for negotiated agreements.
Questions concerning the scope of the project should be directed to Project Manager,
Bob Adams at (970) 221-6354 or badams@fcgov.com .
Questions regarding bid submittal or process should be directed to
David Carey, CPPB, Buyer, at (970) 416-2191 or dcarey@fcgov.com .
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
www.fcqov.com/eprocurement
If not registered as a vendor in the City Purchasing Buyspeed System, instructions are
available at www.fcgov.com/purchasinq . For logon ID and password assistance,
please contact Purchasing at (970) 221-6775.
The City of Fort Collins is subject to public information laws, which permit access to
most records and documents. Proprietary information in your response must be clearly
identified and will be protected to the extent legally permissible. Proposals may not be
marked 'Proprietary' in their entirety. Information considered proprietary is limited to
material treated as confidential in the normal conduct of business, trade secrets,
discount information, and individual product or service pricing. Summary price
RFP 7427 Vending Machine Services Page 1 of 20
F. Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
G. Miscellaneous
The City expects to enter into a written Services Agreement ("Agreement") with the chosen
vendor that shall incorporate this RFP and their proposal. The anticipated terms and conditions
of the Agreement are set forth in the attached sample document. However, the City may include
additional terms and conditions in the Services Agreement as deemed necessary.
H. Review And Assessment
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and optional interview session. At discretion of the City,
interviews of top rated firms may be held.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
WEIGHTING
QUALIFICATION
STANDARD
FACTOR
Does the proposal show an understanding of the project
2.0
Scope of Proposal
objective, methodology to be used and results that are
desired from the project?
Assigned
Do the persons who will be working on the project have
2.0
Personnel
the necessary skills? Are sufficient people of the
requisite skills assigned to the project?
Can the work be completed in the necessary time? Can
the target start and completion dates be met? Are other
1.0
Availability
qualified personnel available to assist in meeting the
project schedule if required? Is the project team
available to attend meetings as required by the Scope
of Work?
1.0
Motivation
Is the firm interested and are they capable of doing the
work in the required time frame?
Do the proposed cost and work hours compare
Cost and
favorably with the project Manager's estimate? Are the
2.0
Work Hours
work hours presented reasonable for the effort required
in each project task or phase?
Does the firm have the support capabilities the assigned
2.0
Firm Capability
personnel require? Has the firm done previous projects
of this type and scope?
RFP 7427 Vending Machine Services Page 10 of 20
I. Reference Evaluation (Top Rated 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?
Was the Professional responsive to client needs; did the
Completeness
Professional anticipate problems? Were problems solved
quickly and effectively?
Budget
Was the original Scope of Work completed within the project
budget?
a) If a study, did it meet the Scope of Work?
Job Knowledge
b) If Professional administered a construction contract, was the
project functional upon completion and did it operate
properly? Were problems corrected quickly and effectively?
RFP 7427 Vending Machine Services Page 11 of 20
J. Sample Services Agreement
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 , hereinafter referred to as "Service Provider".
WITNESSETH:
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 Service Provider agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of
( ) page 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 , 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 a writing
signed by the parties.
4. Contract Period. [Option 11 This Agreement shall commence upon the date of
execution shown on the signature page of this Agreement and shall continue in full force and
effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of
the City, the Agreement may be extended for an additional period of one (1) year at the rates
provided with written notice to the Professional mailed no later than ninety (90) days prior to
contract end.
RFP 7427 Vending Machine Services Page 12 of 20
5. Contract Period. [Option 2] This Agreement shall commence , 200 ,
and shall continue in full force and effect until , 200 , unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended for
additional one year periods not to exceed ( ) additional one year periods.
Renewals and pricing changes shall be negotiated by and agreed to by both parties. The
Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will
be used as a guide. Written notice of renewal shall be provided to the Service Provider and
mailed no later than ninety (90) days prior to contract end.
6. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault or
negligence, then the party so prevented shall be excused from whatever performance is
prevented by such cause. To the extent that the performance is actually prevented, the Service
Provider must provide written notice to the City of such condition within fifteen (15) days from
the onset of such condition. [Early Termination clause here as an option
7. Early Termination by City/Notice. 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 Service Provider. 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:
City:
Copy to:
Service Provider:
City of Fort Collins
City of Fort Collins
Attn: Purchasing
Attn:
PO Box 580
PO Box 580
Fort Collins, CO 80522
Fort Collins, CO 80522
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
RFP 7427 Vending Machine Services Page 13 of 20
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
8. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, per the attached Exhibit " "
consisting of page , and incorporated herein by this reference.
9. City Representative. The City will designate, prior to commencement of the
work, its representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
10. Independent Service provider. The services to be performed by Service Provider
are those of an independent service provider and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for
any other purpose.
11. Personal Services. It is understood that the City enters into the Agreement
based on the special abilities of the Service Provider and that this Agreement shall be
considered as an agreement for personal services. Accordingly, the Service Provider shall
neither assign any responsibilities nor delegate any duties arising under the Agreement without
the prior written consent of the City.
12. Acceptance Not Waiver. 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 or cause of action.arising out of performance of this
Agreement.
13. Warranty.
RFP 7427 Vending Machine Services Page 14 of 20
a. Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance with accepted
standards for work of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the most suitable grade of
their respective kinds for their intended use, and all workmanship shall be acceptable to City.
C. Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City -furnished materials, equipment and labor, against
defects and nonconformances in design, materials and workmanship/workwomanship for a
period beginning with the start of the work and ending twelve (12) months from and after final
acceptance under the Agreement, regardless whether the same were furnished or performed by
Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from
City of any such defect or nonconformances, the affected item or part thereof shall be
redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to
City.
14. 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 thereof.
15. 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
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.
RFP 7427 Vending Machine Services Page 15 of 20
16. 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.
17. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City, its
officers, agents and employees against and from any and all actions, suits, claims, demands or
liability of any character whatsoever brought or asserted for injuries to or death of any person or
persons, or damages to property arising out of, result from or occurring in connection with the
performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the
work hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the
Service Provider shall provide and maintain insurance coverage naming the City as an
additional insured under this Agreement of the type and with the limits specified within Exhibit
, consisting of one (1) page, attached hereto and incorporated herein by this reference.
The Service Provider before commencing services hereunder, shall deliver to the City's Director
of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of
a certificate evidencing the insurance coverage required from an insurance company acceptable
to the City.
18. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
19. 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
RFP 7427 Vending Machine Services Page 16 of 20
holding shall not invalidate or render unenforceable any other provision of this Agreement.
20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101,
C.R.S., et. seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does not knowingly employ or contract with an illegal
alien who will perform work under this Agreement; and
2. Service Provider will participate in either the e-Verify program created
in
Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of Homeland Security
(the "e-Verify Program") or the Department Program (the "Department Program"), an
employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in
order to confirm the employment eligibility of all newly hired employees to perform work under
this Agreement.
b. Service Provider shall not knowingly employ or contract with an illegal alien to
perform work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this Agreement.
c. Service Provider is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre -employment screening of job applicants while this
Agreement is being performed.
d. If Service Provider obtains actual knowledge that a subcontractor performing
work under this Agreement knowingly employs or contracts with an illegal alien, Service
Provider shall:
1. Notify such subcontractor and the City within three days that Service Provider
has actual knowledge that the subcontractor is employing or contracting with an illegal alien;
and
RFP 7427 Vending Machine Services Page 17 of 20
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Service Provider shall not terminate
the contract with the subcontractor if during such three days the subcontractor provides
information to establish that the subcontractor has not knowingly employed or contracted with
an illegal alien.
e. Service Provider shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department") made in the course of an
investigation that the Department undertakes or is undertaking pursuant to the authority
established in Subsection 8-17.5-102 (5), C.R.S.
f. If Service Provider violates any provision of this Agreement pertaining to the
duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this
Agreement is so terminated, Service Provider shall be liable for actual and consequential
damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service Provider
violates this provision of this Agreement and the City terminates the Agreement for such breach.
21. 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 ( ) pages, attached hereto and incorporated herein by this reference.
RFP 7427 Vending Machine Services Page 18 of 20
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
IS
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
RFP 7427 Vending Machine Services Page 19 of 20
information may not be designated as proprietary as such information may be carried
forward into other public documents. All provisions of any contract resulting from this
request for proposal will be public information.
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.
The City of Fort Collins reserves the right to reject any and all proposals and to waive
any irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
RFP 7427 Vending Machine Services Page 2 of 20
EXHIBIT " "
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work under
this bid, the Service Provider shall furnish the City with certificates of insurance showing the
type, amount, class of operations covered, effective dates and date of expiration of policies, and
containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the City
may deem proper and may deduct the cost of such insurance from any monies which may be
due or become due the Service Provider under this Agreement. The City, its officers, agents
and employees shall be named as additional insureds on the Service Provider's general liability
and automobile liability insurance policies for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's employees
engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile liability
insurance as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise directly or
indirectly from the performance of work under this Agreement. Coverage for property
damage shall be on a "broad form" basis. The amount of insurance for each coverage,
Commercial General and Vehicle, shall not be less than $500,000 combined single limits
for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under
this Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
RFP 7427 Vending Machine Services Page 20 of 20
REQUEST FOR PROPOSAL
7427 VENDING MACHINE SERVICES
A. Background
The City of Fort Collins (City) is requesting proposals from qualified firms to provide beverage
and snack vending machine services at the following facilities in Fort Collins:
1. Northside Aztlan Community Center (NACC) located at 112 East Willow.
2. Edora Pool Ice Center (EPIC) located at 1801 Riverside.
3. Mulberry Pool located at 424 West Mulberry Street.
4. Municipal Office Building located at 215 North Mason Street.
5. Downtown Transit Center (DTC) located at 250 N. Mason Street.
6. Planning, Development & Transportation Building located at 281 N. College Avenue
7. Senior Center located at 1200 Raintree Drive
8. South Transit Center (STC) to be open in 2014.
All machines must be housed within the area specified by the authorized City Representative.
Machines will be added or deleted at the option of the City. It is desirable to have all machines
available and on sites by November 1, 2012. All machines, except those at both the Municipal
Office Building and Planning, Development & Transportation Building, will have public access. A
commission rate is to be paid monthly to the appropriate City department on cash collected less
applicable taxes.
The City's preference is to award the RFP to one vendor, but reserves the right to split beverage
and snack vending machine services if it is in the best interest of the City.
Total Gross Sales for 2011 were approximately $50,000.
The contract will be awarded for an initial period beginning November 1, 2012 and ending
October 31, 2013. 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 in writing by both parties.
B. Scope of Services
The vendor shall provide beverage and snack vending machine services at the location(s)
specified by the City. Vendor 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.
Anticipated machine mix and sites are as follows. Please provide how your organization can
meet requirements or an alternative suggestion to provide a mix of healthy and traditional
vending knowing overall goal of the City is to provide the healthy vending alternative for
its customers.
All products must be approved by the City Representative. However, the Vendor will be allowed
to make reasonable adjustments in product offering to provide maximum service in keeping with
good business practice and goals of the City.
City Representative will review products with City's Nutrition Team, City's Recreation
Department and CanDo Organization. CanDo is a coalition of community members and
organizations working to improve the health of Fort Collins and Loveland area residents by
RFP 7427 Vending Machine Services Page 3 of 20
increasing opportunities for physical activity and healthy eating to reduce and prevent obesity. It
promotes individual wellness along with wellness in schools, worksites and community
organizations. CanDo also coordinates the LiveWell Colorado initiatives in the cities of Fort
Collins and Loveland.
Anticipated machine mix and sites:
1. Northside Aztlan Community Center (NACC)
➢ (2) Beverage Machine — Shall have a minimum of 9 selections.
o Selections: Water, unsweetened tea, 1% or fat free milk or soymilk, 100% real
fruit juice (max serving 8 oz); flavored water & sports drinks; 50 calories max per
8 oz diet soda and other low -calorie drinks.
o Calories: Maximum 150 calories per container
o Sodium: Not to exceed 250mg.
➢ (1) Snack Machine - Shall have minimum of 32 selections. No gum products.
o Calories: Maximum 250 calories per container
o Fat: Maximum 10% calories from fat. Total Fat not to exceed 10%, Saturated Fat
not to exceed 3% and 0% Trans Fats or Partially Hydrogenated Fats. Unsalted
nuts, soynuts and seeds exempt.
o Sugars: Not to exceed 20g. Maximum 35% calories from total sugars (excludes
dried fruit without added sugar and canned fruit in 100% juice) Unsweetened fruit
exempt.
o Sodium: Not to exceed 250mg.
➢ (1) Dollar Bill Changer -separate unit
Shall be in addition to any other machines that have this capacity.
2. Edora Pool Ice Center (EPIC)
➢ (4) Beverage Machine — Shall have a minimum of 9 selections.
o Selections: Water, unsweetened tea, 1 % or fat free milk or soymilk, 100% real
fruit juice (max serving 8 oz.); flavored water & sports drinks; 50 calories max per
8 oz. diet soda and other low -calorie drinks.
o Calories: Maximum 150 calories per container
o Sodium: Not to exceed 250mg.
➢ (2) Snack Machine - Shall have minimum of 32 selections. No gum products.
o Calories: Maximum 250 calories per container
o Fat: Maximum 10% calories from fat. Total Fat not to exceed 10%, Saturated Fat
not to exceed 3% and 0% Trans Fats or Partially Hydrogenated Fats. Unsalted
nuts, soynuts and seeds exempt.
o Sugars: Not to exceed 20g. Maximum 35% calories from total sugars (excludes
dried fruit without added sugar and canned fruit in 100% juice) Unsweetened fruit
exempt.
o Sodium: Not to exceed 250mg.
➢ (1) Coffee Machine -Shall offer Coffee and Hot Chocolate selections.
Serving Size: 12oz. cup.
➢ (2) Dollar Bill Changers -separate units.
Shall be in addition to any other machines that have this capacity.
RFP 7427 Vending Machine Services Page 4 of 20
3. Mulberry Pool
➢ (1) Beverage Machine — Shall have a minimum of 9 selections.
o Selections: Water, unsweetened tea, 1 % or fat free milk or soymilk, 100% real
fruit juice (max serving 8 oz.); flavored water & sports drinks; 50 calories max per
8 oz. diet soda and other low -calorie drinks.
o Calories: Maximum 150 calories per container
o Sodium: Not to exceed 250mg.
➢ (1) Snack Machine - Shall have minimum of 32 selections. No gum products.
o Calories: Maximum 250 calories per container
o Fat: Maximum 10% calories from fat. Total Fat not to exceed 10%, Saturated Fat
not to exceed 3% and 0% Trans Fats or Partially Hydrogenated Fats. Unsalted
nuts, soynuts and seeds exempt.
o Sugars: Not to exceed 20g. Maximum 35% calories from total sugars (excludes
dried fruit without added sugar and canned fruit in 100% juice) Unsweetened fruit
exempt.
o Sodium: Not to exceed 250mg.
4. Municipal Office Building-215 North Mason Street
➢ (1) Beverage Machine — Shall have a minimum of 9 selections.
o Selections: Water, unsweetened tea, 1 % or fat free milk or soymilk, 100% real
fruit juice (max serving 8 oz.); flavored water & sports drinks; 50 calories max per
8 oz. diet soda and other low -calorie drinks.
o Calories: Maximum 150 calories per container
o Sodium: Not to exceed 250mg.
➢ (1) Snack Machine - Shall have minimum of 32 selections. Gum products
acceptable.
o Calories: Maximum 250 calories per container
o Fat: Maximum 10% calories from fat. Total Fat not to exceed 10%, Saturated Fat
not to exceed 3% and 0% Trans Fats or Partially Hydrogenated Fats. Unsalted
nuts, soynuts and seeds exempt.
o Sugars: Not to exceed 20g. Maximum 35% calories from total sugars (excludes
dried fruit without added sugar and canned fruit in 100% juice) Unsweetened fruit
exempt.
o Sodium: Not to exceed 250mg.
5. Downtown Transit Center (DTC)
➢ (1) Beverage Machine — Shall have a minimum of 9 selections.
o Selections: Water, unsweetened tea, 1 % or fat free milk or soymilk, 100% real
fruit juice (max serving 8 oz); flavored water & sports drinks; 50 calories max per
8 oz diet soda and other low -calorie drinks.
o Calories: Maximum 150 calories per container
o Sodium: Not to exceed 250mg.
➢ (1) Snack Machine - Shall have minimum of 32 selections. No gum products.
o Calories: Maximum 250 calories per container
o Fat: Maximum 10% calories from fat. Total Fat not to exceed 10%, Saturated Fat
not to exceed 3% and 0% Trans Fats or Partially Hydrogenated Fats. Unsalted
nuts, soynuts and seeds exempt.
RFP 7427 Vending Machine Services Page 5 of 20
o Sugars: Not to exceed 20g. Maximum 35% calories from total sugars (excludes
dried fruit without added sugar and canned fruit in 100% juice) Unsweetened fruit
exempt.
o Sodium: Not to exceed 250mg.
➢ One (1) Dollar Bill Changer -separate unit.
Shall be in addition to any other machines that have this capacity.
6. Planning, Development &Transportation Building-281 N. College Avenue
➢ (1) Beverage Machine— Shall have a minimum of 9 selections.
o Selections: Water, unsweetened tea, 1% or fat free milk or soymilk, 100% real
fruit juice (max serving 8 oz.); flavored water & sports drinks; 50 calories max per
8 oz. diet soda and other low -calorie drinks.
o Calories: Maximum 150 calories per container
o Sodium: Not to exceed 250mg.
➢ (1) Snack Machine -Shall have a minimum of 32 selections. Gum products
acceptable.
o Calories: Maximum 250 calories per container
o Fat: Maximum 10% calories from fat. Total Fat not to exceed 10%, Saturated Fat
not to exceed 3% and 0% Trans Fats or Partially Hydrogenated Fats. Unsalted
nuts, soynuts and seeds exempt.
o Sugars: Not to exceed 20g. Maximum 35% calories from total sugars (excludes
dried fruit without added sugar and canned fruit in 100% juice) Unsweetened fruit
exempt.
o Sodium: Not to exceed 250mg.
7. Senior Center
➢ (1) Beverage Machine — Shall have a minimum of 9 selections.
o Selections: Water, unsweetened tea, 1 % or fat free milk or soymilk, 100% real
fruit juice (max serving 8 oz.); flavored water & sports drinks; 50 calories max per
8 oz. diet soda and other low -calorie drinks.
o Calories: Maximum 150 calories per container
o Sodium: Not to exceed 250mg.
➢ (1) Snack Machine - Shall have minimum of 32 selections. No gum products.
o Calories: Maximum 250 calories per container
o Fat: Maximum 10% calories from fat. Total Fat not to exceed 10%, Saturated Fat
not to exceed 3% and 0% Trans Fats or Partially Hydrogenated Fats. Unsalted
nuts, soynuts and seeds exempt.
o Sugars: Not to exceed 20g. Maximum 35% calories from total sugars (excludes
dried fruit without added sugar and canned fruit in 100% juice) Unsweetened fruit
exempt.
o Sodium: Not to exceed 250mg.
8. South Transit Center (STC) - To be open in 2014
➢ Estimate same machine mix as Downtown Transit Center (DTC).
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C. General Conditions & Specifications
The following conditions and specifications are presented for general guidance in preparing a
written proposal. Some of these terms will be included in the Concession Agreement (Exhibit A)
in an attachment (Scope of Services), and others are already part of the Agreement. Proposers
should carefully review while preparing their response.
1. All machines shall be installed, stocked, maintained and serviced by the Vendor at no
expense to the City. Malfunctioning equipment shall be repaired and operating normally
within 24 hours after Vendor is notified. Equipment which cannot be repaired within 24
hours will be removed and replaced in a timely manner. Vendor must have a local or toll -
free number for service calls posted on all machines.
2. No machines may be installed, removed, or locations changed without the prior written
authorization of the City Representative. The Vendor will be allowed to make reasonable
adjustments in machine placement or product offering to provide maximum service in
keeping with good business practice.
3. All machines must be new or refurbished to like new condition.
4. Vendor 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.
5. Each machine must 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.
6. Each vending machine must accept coins, one dollar bills, and dispense proper change.
7. The City will in no way be responsible for normal wear, loss, or damage to the machines
including losses from theft, property damage or vandalism. All losses incurred by the
Vendor due to the above shall not be considered in determining gross revenues.
8. Name of the Vendor, contact information and customer refund procedures must be
prominently displayed on each machine. Refund procedures must be approved by the
City Representative.
9. Vendor must comply with all applicable laws, rules and regulations governing their
activities and obtain all applicable licenses or permits.
10. Products must be identified by brand name and weight or size including pricing. Health
labels giving nutritional guidelines should be labeled to help customers easily identify
healthy choices.
11. Vendor 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 weekends, with City
Representative as required.
12. Storage is not available at vending locations. Vendor must provide for storage.
13. For the first six calendar months of this contract, no changes in pricing of any item will be
allowed. Any changes after that period in brands, weight or price must be pre -approved
in writing by the City Representative.
RFP 7427 Vending Machine Services Page 7 of 20
14. Detailed sales reports per machine must accompany each monthly statement and are
subject to audit by the City.
15. Gross sales are defined as total vended sales excluding sales tax. It is computed by
adding the beginning inventory to additions of merchandise to the vending machine and
subtracting the ending inventory, at vended price less sales tax. Cash receipts cannot
be considered as gross sales.
16. City shall provide adequate electrical outlets, lighting fixtures for general area
illumination, and unmetered electricity in the vending sites.
17. If you cannot produce 100% Healthy items the product placement of healthy items
should be placed within the vending machine so that they are visible at eye -level.
18. Can your organization provide educational information to our citizens about the products
inside the machines?
19. Can your organization conduct wellness efforts at special events by conducting sampling
and wellness education?
20. Would your organization be willing to work with CanDo and City of Fort Collins as a pilot
site to study healthy vending machines for future grant funding opportunities?
21. Do you offer a machine integrated cashless payment system which includes accepting
credit and debit cards? If so, detail in your proposal.
D. Supplementary Conditions
1. Access to City Facilities.
City Representative shall coordinate providing Vendor with access cards or keys for
entrance to each site, as needed.
Prior to beginning work under this Agreement, the Vendor must obtain clearance from
Fort Collins Police Services for any person who needs access to City facilities to perform
the Vendor's obligations under this Agreement. Police Services will check all sources of
information they deem relevant and appropriate to determine if clearance will be given.
The Vendor will provide the City Representative with information about each person
seeking clearance as requested by Police Services including name, date of birth, Social
Security number and Colorado Driver license or ID number. Police Services may deny
clearance to any person who:
a) Has an active criminal arrest warrant;
b) Has a felony arrest or conviction;
c) Has a drug -related misdemeanor or a petty offense conviction;
d) Has a non -drug -related misdemeanor or a petty offense conviction within
the past three (3) years;
e) Is a suspect in an active criminal investigation;
f) Was previously terminated from employment by the City of Fort Collins;
g) Is determined to be a threat to the safety of persons or property or to the
confidentiality of City information.
RFP 7427 Vending Machine Services Page 8 of 20
Human Resources shall provide the Vendor with identification cards for all persons given
clearance. Such identification cards shall be displayed, in an easily seen manner, on the
person of all employees and representatives of the Vendor at all times such persons are
in City facilities. Identification cards, access cards and keys to City facilities of persons
who no longer work for the Vendor or who no longer work in City facilities shall be
immediately returned to the City Representative. Any employee or representative of the
Vendor in a City facility without a properly displayed identification card is subject to
immediate eviction from the facility.
The Vendor shall provide the City with a current and complete list of the names, I.D. card
numbers, address and telephone numbers of all employees and representatives of the
Vendor. The Vendor shall keep this list current and shall immediately inform the City
Representative of all personnel changes.
All information needed for ID's to be issued, is to be provided to the City's
Representative before Notice to Proceed is issued.
2. Building Security.
The Vendor will assign a member of their staff to be responsible for locking all exterior
doors, when after hours, upon completion of their work each day. Only Vendor
employees assigned to the building are authorized in the building.
E. Proposal Requirements
Firms submitting proposals shall submit five (5) copies of the proposal with the following
information:
1. Company history and experience in providing beverage and snack vending machine
services, as described in the scope of work. Describe the company business structure
(sole -proprietorship, partnership, or corporation) and indicate whether the concession
would be operated directly by the company or by a sub -contractor.
2. The names and brief resumes of the company representatives responsible for providing
further information and for coordinating vending operations with the City.
3. References from five (5) or more organizations, preferably and governmental and local,
that currently use your company for similar products and services. For each reference,
give the length of service and describe the services and products provided.
4. A written description of each vending machine proposed, indicating whether it is new or
refurbished, and a list of proposed products.
5. Proposed product descriptions, vending price and commission rate.
6. Each vending machine shall be proposed separately and shall include a commission
rate, percentage (%) of gross sales excluding sales tax, to be paid to the City. This
percentage shall be submitted to two decimal places (_ _ %).
7. Proposal must be signed by a duly authorized representative of the firm. The signature
shall include the title of the individual.
The City reserves the right to refuse any proposal that does not include these requirements.
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
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