HomeMy Public PortalAbout11-8171 RFP for Vending Machine Services Sponsored by: City Manager
Resolution No. 11-8171
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
OPA-LOCKA,FLORIDA,TO AUTHORIZE THE CITY MANAGER
TO ISSUE A REQUEST FOR PROPOSALS (RFP)FOR VENDING
MACHINE SERVICES FOR THE CITY;PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City Commission of the City of Opa-locka desires to provide
vending machine services to City employees, as well as the public; and
WHEREAS,the installation of the vending machines will be at no cost to the City;
and
WHEREAS, the City Manager will request proposals from legitimate, qualified
contractors to provide vending machine services; and
WHEREAS,the City of Opa-locka will enter into a profit sharing agreement with
the selected vendor; and
WHEREAS,the City Commission of the City of Opa-locka desires to authorize the
City Manager to issue a Request for Proposals for Vending Machine Services.
NOW,THEREFORE,BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF OPA-LOCKA,FLORIDA:
Section 1. The recitals to the preamble herein are incorporated by reference.
Section 2. The City Commission of the City of Opa-locka,authorizes the City Manager
to issue a Request for Proposals (RFP) for Vending Machine Services for the City.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED THIS 12th DAY OF January,2011.
Resolution No. 11-8171
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Attest to: (
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Deborah S. Irby
City Clerk
Approved as to form and legal sufficiency:
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Moved by: Commissioner Holmes
Seconded by: Vice Mayor Johnson
Commission Vote: 5-0
Commissioner Holmes: YES
Commissioner Miller: YES
Commissioner Tydus: YES
Vice-Mayor Johnson: YES
Mayor Taylor: YES
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Memorandum
TO: Mayor Myra L. Taylor
Vice-Mayor Dorothy Johnson
Commissioner Timothy Holmes
Commissioner Rose Tydus
Com 'ssioner Gail Miller
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FROM: arance Patterso ,- ity an g r
DATE: January 4,2011
RE: Approval to Issue RFP for VENDING MACHINE SERVICES
Request: STAFF IS REQUESTING THAT THE CITY COMMISSION OF THE CITY
OF OPA-LOCKA AUTHORIZES THE ISSUANCE OF RFP FOR VENDING
MACHINE SERVICES FOR THE CITY.
Description: The City is requesting proposals from qualified contractors to provide Vending Machine
Services. This facility will service employees, as well as the public. Currently there is no
such facility in the building.
Financial Impact: These vending machines will be installed at no cost to the City. The City will enter into a
profit sharing agreement with the selected vendor.
Implementation Timeline: Immediately
Legislative History: None.
Recommendation(s): Staff recommends approval.
Analysis: N/A.
Attachments: RFP
PREPARED BY: Finance Department
City of Opa-locka
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RFP No.
REQUEST FOR PROPOSAL
VENDING MACHINE SERVICES
CITY OF OPA LOCKA 780 FISHERMAN STREET OPA LOCKA, FLORIDA 33054
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CITY OF OPA-LOCKA
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Advertisement for Request for Proposals
RFP NO:
VENDING MACHINE SERVICE
Proposals for VENDING MACHINE SERVICE will be received by the City of Opa-Locka
at the Office of the City Clerk, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida
33054, at PM. Any proposals received after the designated closing time
will be returned unopened.
The purpose of this Request for Proposals is to seek service of a qualified professional
contractor to provide VENDING MACHINE SERVICE to the City of Opa-Locka.
An original and five (5) copies a total of six (6) plus 1 copy of the proposal on CD's in
PDF format of the proposal shall be submitted in sealed envelopes/packages addressed
to Deborah S. Irby, City Clerk, City of Opa-Locka, Florida, and marked VENDING
MACHINE SERVICE. Proposers desiring information for use in preparing proposals
may obtain a set of such documents from the Clerk's Office, 780 Fisherman Street, 4th
Floor, Opa-Locka, Florida 33054, Telephone (305) 953-2800 or copies of the RFP NO:
requirements may also be obtained by visiting the City's website at
www.opalockafl.gov, (click "RFQ /PROPOSALS" located on the right hand side of the
screen and follow the instructions).
The City reserves the right to accept or reject any and all proposals and to waive any
technicalities or irregularities therein. The City further reserves the right to award the
contract to that proposer whose proposal best complies with the RFP NO.
requirements. Proposers may not withdraw their proposal for a period of ninety (90)
days from the date set for the opening thereof.
Deborah S. Irby
City Clerk
Dated: Published:
VENDING MACHINE SERVICE
SECTION I
1.1 Introduction: The City of Opa-Locka is requesting proposals from qualified
contractors to provide for the City of Opa Locka's VENDING MACHINE SERVICE.
1-2. Proposal Submission and Withdrawal: The City must receive all proposals in
a sealed envelope by . The proposals shall be submitted at the following
address:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-Locka, Florida 33054
To facilitate processing, please clearly mark the outside of the proposal package as
follows: RFP NO.— . This package shall also include the Proposer's return address.
Proposers may withdraw their proposals by notifying the City in writing at any time prior
to the deadline for proposal submittal. After the deadline, the proposal will constitute an
irrevocable offer, for a period of 90 days. Once opened, proposals become a record of
the CITY and will not be returned to the Proposer.
The City cautions proposers to assure actual delivery of mailed or hand-delivered
proposals directly to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-
Locka, Florida 33054 prior to the deadline set for receiving proposals. Telephone
confirmation of timely receipt of the proposal may be made by calling (305) 953-2800
before proposal closing time. Any proposal received after the established deadline will
not be considered and will be returned unopened to the Proposer(s).
1-3. Number of Copies: Proposers shall submit an original and five (5) copies
total of six (6) copies of the proposal in a sealed, opaque package marked as noted
above. The Proposer will be responsible for timely delivery, whether by personal
delivery, US Mail or any other delivery medium.
1-4. Development Costs: Neither the City nor its representatives shall be liable for
any expenses incurred in connection with preparation of a response to this Request for
Qualifications. Proposers should prepare their proposals simply and economically,
providing a straightforward and concise description of the Proposer's ability to meet the
requirements of the RFP.
1-5. Inquiries: Interested Proposers may contact the City's Purchasing Officer
regarding questions about the proposal by telephone at (305) 953-2868 x1307 or by
facsimile at (305) 953-2900. The City Clerk will receive written requests for clarification
concerning the meaning or interpretations of the RFP, until eight (8) days prior to the
submittal date. City personnel are authorized only to direct the attention of prospective
Proposers to various portions of the RFP NO. so that they may read and interpret such
for themselves. No employee of the City is authorized to interpret any portion of this
RFP NO. or give information as to the requirements of the RFP NO. in addition to what
is contained in the written RFP NO. document.
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VENDING MACHINE SERVICE
1-6. Addendum: The City may record its response to inquiries and any supplemental
instructions in the form of written addenda. The CITY may mail written addenda up to
seven (7) calendar days before the date fixed for receiving the proposals. Proposers
shall contact the City to ascertain whether any addenda have been issued. Failure to
do so could result in an unresponsive proposal. Any oral explanation given before the
RFP NO. opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any
ambiguities or inconsistencies should be brought to the attention of the City's
Purchasing Agent through written communication prior to the opening of the proposals.
1-7. Contract Awards: The City anticipates entering into an Agreement with the
Proposer who submits the proposal judged by the City to be most advantageous.
The Proposer understands that this RFP NO. does not constitute an offer or an
Agreement with the Proposer. An offer or Agreement shall not be deemed to exist and
is not binding until proposals are reviewed, accepted by appointed staff, the best
proposal has been identified, approved by the appropriate level of authority within the
City and executed by all parties.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit
and re-advertise for other proposals.
1-8. Contractual Agreement: This RFP NO. shall be included and incorporated in
the final award. The order of contractual precedence will be the Contract or Agreement
document, original Terms and Conditions, and Proposer response. Any and all legal
action necessary to enforce the award will be held in Miami-Dade County and the
contractual obligations will be interpreted according to the laws of Florida. Any
additional contract or agreement requested for consideration by the Proposer
must be attached and enclosed as part of the proposal.
1-9. Selection Process: The proposals will be evaluated and assigned points. The
contractor with the highest number of points will be ranked first; however, nothing herein
will prevent the City from assigning work to any contractor deemed responsive and
responsible.
The City reserves the right to further negotiate any proposal, with the highest rated
Proposer. If an agreement cannot be reached with the highest rated Proposer, the City
reserves the right to negotiate and recommend award to the next highest Proposer or
subsequent Proposers until an agreement is reached.
1-10. Public Records: Upon award recommendation or ten (10) days after opening,
whichever occurs first, proposals become "public records" and shall be subject to public
disclosure consistent with Chapter 119 Florida Statutes. Proposers must invoke the
exemptions to disclosure provided by law in the response to the RFP, and must identify
the data or other materials to be protected, and must state the reasons why such
exclusion from public disclosure is necessary. Document files may be examined, during
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VENDING MACHINE SERVICE
normal working hours.
1-11. News Releases: The Proposer shall obtain the prior approval of the City
Manager's Office of all news releases or other publicity pertaining to this RFP NO. or
the service, study or project to which it relates.
1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage
reflecting at least the minimum amounts and conditions specified herein. In the event
the Proposer is a governmental entity or a self-insured organization, different insurance
requirements may apply. Misrepresentation of any material fact, whether intentional or
not, regarding the Proposers' insurance coverage, policies or capabilities may be
grounds for rejection of the proposal and rescission of any ensuing Agreement.
1. Evidence of General Liability coverage with limits not less than $1,000,000
per Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy
Period);
2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per
Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy
Period);
3. Evidence of Workers' Compensation coverage with statutory limits and
Employer's Liability coverage with limits not less than $100,000 (Including
Policy Number and Policy Period);
4.The City listed as an additional insured (this may be specifically limited to the
specific job(s) the contractor will be performing);
5. Minimum 30-day written notice of cancellation.
1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and
certified in the State of Florida at the time of RFP NO. submittal. The proposal of any
Proposer who is not fully licensed and certified shall be rejected.
1-14. Public Entity Crimes: Award will not be made to any person or affiliate
identified on the Department of Management Services' "Convicted Vendor List". This
list is defined as consisting of persons and affiliates who are disqualified from public
contracting and purchasing process because they have been found guilty of a public
entity crime. No public entity shall award any contract to, or transact any business in
excess of the threshold amount provided in Section 287.017 Florida Statutes for
Category Two (currently $25,000) with any person or affiliated on the "Convicted Vendor
List" for a period of thirty-six (36) months from the date that person or affiliate was
placed on the "Convicted Vendor List" unless that person or affiliate has been removed
from the list. By signing and submitting the RFP NO. proposal forms, Proposer attests
that they have not been placed on the "Convicted Vendor List".
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VENDING MACHINE SERVICE
1-15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code
of ethics of the City of Opa-Locka or the State of Florida with respect to this proposal,
such Proposer may be disqualified from performing the work described in this proposal
or from furnishing the goods or services for which the proposal is submitted and shall be
further disqualified from submitting any future proposals for work, goods or services for
the City of Opa-Locka.
1-16. Drug-Free Workplace: Preference shall be given to businesses with Drug-Free
Work Place (DFW) programs. Whenever two or more proposals which are equal with
respect to price, quality, and service are received by the City for the procurement of
commodities or contractual services, a proposal received from a business that
completes the attached DFW form certifying that it is a DFW shall be given preference
in the award process.
1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges,
fees, and taxes and give all notices necessary and incidental to the due and lawful
prosecution of the work.
1-18. Protests: Protests of the specifications and other requirements of the
Request for Proposals must be received in writing by the City Clerk's Office at lease ten
(10) working days prior to the scheduled bid opening. A detailed explanation of the
reason for the protest must be included. Protests of the award or intended award of the
bid or contract must be in writing and received in the City Clerk's Office within seven (7)
working days of the notice of award. A detailed explanation of the protest must be
included.
1-19. Termination for Convenience: A contract may be terminated in whole or in part by the
City at any time and for any reason in accordance with this clause whenever the City shall
determine that such termination is in the best interest of the City. Any such termination shall be
effected by the delivery to the contractor at least five (5) working days before the effective date
of a Notice of Termination specifying the extent to which performance shall be terminated and
the date upon which termination becomes effective. An equitable adjustment in the contract
price shall be made (if applicable) for the completed service, but no amount shall be allowed for
anticipated profit on unperformed services.
1-20. Term of Agreement: It is the intent of the City to award an Agreement for a one
(1) year term to begin upon approval and execution by the City, with the opportunity to
extend the Agreement for up to four (4) one year renewal periods upon mutual
agreement of the parties, up to a cumulative total of five (5) years as determined to be
in the best interest of the City.
The City reserves the right at its own discretion to choose multiple Contractors to accept
primary placements.
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VENDING MACHINE SERVICE
SCOPE OF WORK
BACKGROUND:
The City currently has several beverage/snack VENDING MACHINE SERVICE located
in various City buildings. The request is for machines to be located in 780 Fisherman
Street, Opa Locka, Fl 33054 1st floor. The Agreement(s) will encompass product sales
primarily through VENDING MACHINE SERVICE and, if available and at the option of
the City, case sales and/or other beverage sales operations. In addition to soft drinks,
the City desires a wide variety of beverages to be provided by the Vendor including
individually bottled water, tea-based products, pre-packaged coffee-based products,
fruit juice drinks or fruit juice-based products, isotonic "sports drinks", carbonated
beverages and snacks.
The proposal shall provide a comprehensive plan demonstrating the proposer's
commitment to the success of this contract. It shall include a plan for communication,
planning and performance review as well as procedures and plans for daily operational
issues such as equipment servicing, re-stocking, maintenance response time, refund
policy and other relevant issues. The proposal shall also include proposed procedures
and reports to be used in monitoring the performance of the beverage vending
operation on an ongoing basis. Proposals should address the following topics, but
proposers are free to suggest additional measures:
Recording, verifying and reporting revenue
Sales activity and projections
Marketing/promoting activity
SCOPE OF SERVICES:
FULL SERVICE VENDING
1. MACHINES/ EQUIPMENT
1.1 The successful Vendor shall furnish and install high quality beverage
VENDING MACHINE SERVICE and all related equipment. The machines
shall be energy star compliant, modern, of the latest mechanical/electronic
technology and be in new or near new condition. In no case shall
machines older than two (2) years be installed.
1.2 Submit a list of equipment available for use by the City under this contract.
At a minimum, the data provided shall include, for VENDING MACHINE
SERVICE, the makes and models of equipment, year of manufacture,
capacities, numbers of selections, machine enhancements, such as dollar
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VENDING MACHINE SERVICE
bill changer, energy star rating and saving devices, etc. In addition,
include information regarding premix dispensers, portable soft drink bars
for special events and any other equipment directly related to the sale of
products as described in this RFP.
1.3 Machines provided shall be quiet and non-disruptive to the activities
occurring in City facilities, and shall be aesthetically acceptable to the City.
To maximize the potential of each location, machines provided must be of
adequate size and capacity to maintain full and uninterrupted service at all
times. Machines shall be capable of holding and dispensing a variety of
products and sizes. The machines will vend either recyclable plastic
bottles or recyclable cans; glass containers are not acceptable.
1.4 Machines provided shall operate on AC-110 volts with a three-wire, three-
prong ground type plug. All machines shall be UL listed, designed,
constructed, installed and operated in accordance with City, State and
Federal codes and regulations for this type of equipment.
1.5 All machines shall show the Vendor's name, a local service telephone
number for reporting of machine malfunctions, the person or office within
the Vendor's organization responsible for refunds, and regular days of the
week for re-stocking of the machines. In addition, for identification
purposes, each machine shall have serial or I.D. numbers that are visible
and easily located.
1.6 All machines shall be equipped to accept legal U.S. tender, be equipped
with dollar bill validation capabilities, and payment mechanisms which
accept combinations of dollar bills, nickels, dimes and quarters. In
addition, each machine must have bill change capabilities.
1.7 To ensure accurate record keeping, all machines shall be equipped with
non-resettable counters, which indicate unit sales. If multiple products are
dispensed from the same machine, a separate dispensing counter is
required for each separate commission rate dispensed. At the time of
initial installation of the machines, Vendor shall ensure that each vending
machine counter(s) are set to zero and verified by the City's designated
Contact Manager.
1.8 The machines will be operated by the Vendor in such a way as to fully
comply with all federal, state and local laws, as well as City policies.
Should any federal, state, or city ordinance, regulation or policy change
during the life of the contract, the Vendor will be expected to comply with
these changes.
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VENDING MACHINE SERVICE
2.0 SIGNS AND LOGOS
2.1 Submit color copies of all signage and company images intended to be
placed on machines, cups or on City property. The City may reject
machine signage or logo if deemed objectionable or a distraction to the
activities occurring in the vicinity.
3.0 LOCATIONS
3.1 The City will work with the successful Vendor to designate optimum
placement of machines. Relevant business information regarding the
locations will be provided to proposers. Should proposers need additional
information regarding prospective machine placements, it is their
responsibility to request such information.
3.2 The City makes no representation regarding availability of any location or
of the number of machines that may be placed at any location, and may
occasionally direct that machines be removed from selected locations.
The number, type, and location of beverage VENDING MACHINE
SERVICE will be adjusted on occasion by mutual agreement, in writing,
between the City and the Vendor.
3.3 The City reserves the right at any time to require the Vendor to remove,
relocate, or place additional VENDING MACHINE SERVICE and related
equipment at existing and/or new locations to meet new or unanticipated
requirements that might become known during the term of the Agreement.
The Vendor shall provide and install additional machines at no charge to
the City. In addition, the City may request that a machine be exchanged at
any time. Should the Vendor wish to relocate, exchange, or remove
VENDING MACHINE SERVICE, a request must be submitted in writing to
the City Representative.
4.0 UTILIITIES
4.1 The City shall provide existing electrical outlets in the general vicinity of
the machines at no charge. In addition, the City will pay for electrical
consumption required to operate machines installed under the Agreement.
If additional infrastructure is required for additional machines, the Vendor
shall be responsible for all costs incurred in any expansion in vending
machine opportunities. The City must approve any expansion, prior to
project inception.
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VENDING MACHINE SERVICE
5.0 INSTALLATION/REMOVAL OF EQUIPMENT
5.1 Installation, service and removal of VENDING MACHINE SERVICE and
related equipment shall be the sole responsibility of the Vendor at no
additional cost to the City.
5.2 Upon installation, the successful Vendor shall furnish the City
Representative with a list of machines by location, indicating machine
capacity, product selection and size, serial numbers, and date of
installation.
5.3 Vendor will install and secure machines in a manner that meets City code
and has been approved by the City prior to machine placement.
6.0 EQUIPMENT DAMAGE
6.1 Vendor shall assume all risk and responsibility for any loss, destruction, or
damage occurring to the machines or other vending equipment. In the
event of any loss due to theft, fire, accident, disruption of utility services,
vandalism, spoilage or other similar causes from said machines, the loss
shall be borne by the Vendor. Machines provided shall be equipped with
anti-theft technology.
7.0 SERVICE OF MACHINES
7.1 Service will be maintained by the Vendor on a 24-hour, seven-day-a-week
basis. Generally, the City expects that service calls will be responded to
within four (4) hours after notification of need during the period of 7:00 am
and 4:00 pm on business days. Equipment furnished for special events
shall be repaired or replaced in approximately one (1) hour after
notification in order to minimize the losses from sales from these events.
Vendor will furnish the City Representative with a service number that will
allow for service outside of the normal servicing times.
7.2 Preventative maintenance and repair of VENDING MACHINE SERVICE
and related equipment shall be the responsibility of the Vendor in terms of
expense and response time. The Vendor will conduct routine service and
inspection of machines, as required and posted on the front of the
machine so as to maintain uninterrupted service at all times.
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VENDING MACHINE SERVICE
7.3 Vendor shall be responsible for the physical inventory, inventory control,
and filling of machines. The Vendor shall make every effort to re-stock
machines at times that will not conflict with peak usage times. Product
delivery shall be made on a mutually agreed upon schedule at each
location. No inventories will be maintained at any City locations.
7.4 Trained, qualified personnel identified by a clearly marked and openly
displayed company insignia and/or uniform will perform all service. In
addition, all such persons shall carry company issued photo identification
and shall present such documents to anyone on request.
7.5 The Vendor shall comply with all Federal, State, and City regulations
governing the procurement, preparation, storage, transport, handling and
serving of all items for consumption under this contract. In addition, the
Vendor shall keep in effect all necessary licenses and permits required by
law and agrees to post such permits in a prominent place as may be
required by law.
7.6 Vendor shall keep the machines in a clean and sanitary condition. This
requirement includes interiors, exteriors, tops, and the areas under the
machines.
8.0 PRODUCTS TO BE DISPENSED
8.1 The City desires a wide variety of beverages/snacks to be provided by the
Vendor including soft drinks, bottled water, tea-based products, pre-
packaged coffee-based products, fruit juice drinks or fruit juice-based
products, isotonic "sports drinks", and carbonated beverages. It is
requested that healthy snacks shall be priced lower than regular snacks at
all locations. The beverages that will be dispensed shall be determined by
what is proven to result in the highest sales at a particular location based
on actual and projected customer demand. Once the City has approved
the initial product line offered, the Vendor will be allowed to add or delete
products with prior written approval from the City Representative. The City
reserves the right to request that a product be replaced at any time.
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VENDING MACHINE SERVICE
8.2 Provide a recommended product sales mix for all products intended for
sale under the proposed contract. Separate explanations should be
submitted for each type of sales as listed below:
1) Provide a complete list of products intended to be vended
through this contract. The proposal shall include the
following information:
a. Product name (include all flavors as applicable)
b. Product sizes
2) Provide a complete list of products intended to be sold by
case sales. The proposal shall include the following
information:
a. Product, including all flavors available
b. Product size
c. Number of units per case
9.0 PRODUCT SIZES
9.1 The specific products and the size of the products that will be sold from a
specific machine will be determined by the Vendor and the City based on
the appropriateness of the product, location of the machine and sales
projections.
10.0 CASE SALES
10.1 Although the City anticipates that most sales will be generated through
VENDING MACHINE SERVICE, a small percentage may be generated
directly by case sales. Any product authorized by the City to be sold in
VENDING MACHINE SERVICE or additionally requested by the City can
be sold through case sales. Case sale prices shall be included in
proposal. See Attachment A.
11.0 CONTRACT MANAGEMENT:
11.1 The City's Facilities and Fleet Manager will represent the City in the
implementation of the agreement that will result from this RFP. The
successful Vendor will work closely with the City's Facilities and Fleet
Manager to ensure that all aspects of the Contract are executed with the
utmost efficiency and professionalism.
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VENDING MACHINE SERVICE
11.1.1 PRODUCTS After the initial product line is approved, the City's
Facilities and Fleet Manager must approve any new product or
dispensing size.
11.1.2 PRICE INCREASES Any adjustments in unit prices or commission
rates shall be negotiated between the City and the Vendor.
11.1.3 MACHINES Placement of additional machines, removal and/or
relocation of existing machines must be approved and coordinated
by the City's Facilities and Fleet Manager. Machine placement
must comply with Fire Marshall and safety regulations.
11.1.4 ADVERTISING Any signage, logo, promotions, promotional
material or anything that the City may construe as advertising
intended to promote sales must be approved by the City's Facilities
and Fleet Manager before distribution or placement.
12.0 ACCOUNTING REQUIREMENTS:
12.1 The Vendor shall maintain complete and accurate records of vending
transactions including collections and inventories of both merchandise and
equipment in accordance with the accepted industry standards, and will
keep financial records related to any Agreement resulting from this RFP
for a period of three years after the close of each year's operation.
12.1.1 REPORTING:
a. COMMISSIONS
Vendor shall remit the monthly commission due to the City
on or before the fifteenth (15th) business day following the
end of the month just ended. In support of each commission
check issued, the Vendor is required to attach an itemized
statement indicating:
b. FOR EACH LOCATION
Gross dollar sales and commissions. Indicate separate
calculations for each commission type.
Net sales and commissions. Indicate separate calculations
for each commission type.
c. FOR EACH MACHINE
Counter readings —indicating beginning and ending counter
readings.
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VENDING MACHINE SERVICE
Explanation of counter discrepancies resulting from
malfunctions or repairs to the machines.
Unit sales for each type of product sold in each machine.
12.2 PRICING:
12.2. The proposer shall include in its proposal a vending price structure that
will stimulate sales and maximize revenue to the proposer and the City.
The proposer must provide a pricing analysis which demonstrates the
optimal pricing structure within the City.
Pricing of products shall be mutually agreed upon during the negotiation of
the final terms and conditions of the Agreement. Pricing will remain firm for
the first year of the contract. Any adjustments in unit prices will be
negotiated between the successful Vendor and the City.
12.3 TAXES:
The Vendor shall be responsible for remission of all taxes -federal, state and
local -and all license fees, or any other necessary expenses to the operation
under the Contract and should conform to all laws, regulations, and ordinances
applicable to the performance of this Contract.
12.4 COMMISSIONS:
The City makes no guarantees as to the amount of product that will be sold
within a fiscal year. Under no circumstances will the City be required to sell a
minimum amount of product in order to receive the commissions or other
financial and/or non-financial benefits agreed upon.
12.4.1 COMMISSIONS
The City will consider two options for payment of commissions. Please
provide a rate structure for each. Each proposal shall clearly define the fee
to be paid and the basis for its calculation. Alternatives include:
Option 1: Commission: A sum equal to a fixed percentage of
gross retail sales and paid on a monthly basis.
Option 2: Flat Rate Plus Commission: A minimum fixed sum of
money payable on a monthly basis and a fixed
percentage of gross retail sales combined.
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VENDING MACHINE SERVICE
12.4.2 LOST SALES
The Vendor acknowledges that the Vendor is responsible for and is taking
all risk with respect to any reduction of Gross Sales due to theft, fire,
accident, vandalism, temporary loss of power, weather, acts of God,
temporary or permanent site closures, changes to site or facility
construction plans, other acts beyond the City's control, actions within the
City's control that are taken in the best interests of the public and/or any
other taken in the reasonable exercise of the City's discretion.
Unless otherwise expressly agreed by the City, no reduction in Gross
Sales attributable to such factors shall constitute a basis for reducing or
renegotiating any annual commission guarantees, or any other payments
to the City.
12.4.3 PAYMENT PROCEDURE
Vendor shall pay the City all amounts due on or before the fifteenth (15th)
day following the month just ended. In support of each check issued,
Vendor is required to attach to each commission check an itemized
statement as described in the "Reporting" section, paragraph 1. For
payments made after the due date, the Vendor shall pay interest of one
and one-half percent (1.5%) per month of the total commissions due.
12.5 CONTRACT PERIOD:
Any contract resulting from this proposal shall be effective from the date of award
for a period of two (2) years. The City reserves the right, under the same terms
and conditions in this RFP, to extend the contract for an additional three (3) years
not to exceed a total of five (5) years from the date of the original award.
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13.1 .EVALUATION CRITERIA
The City of Opa-locka will compare and evaluate all Proposals in order to determine
the Proposal which is most advantageous to the City, using the following criteria:
(a) PRICE PROPOSAL
The City will consider the proponent's price proposal in terms of accuracy,
completeness, value, local market and substantiated industry standards 65 pts
(b) EXPERIENCE
The City will consider the proponent's past experience in undertaking similar projects in
type, scope, and budget and complexity 20 pts
(c) SCHEDULE
The City will consider the Proponent's proposed project timeline inclusive of mobilization,
and completion 15pts
The City will consider the proponent's complete submittal and all other relevant
information to conduct the evaluation mentioned herein.
For all requests for clarification please contact Mrs. Rose McKay at (305) 953-
2868
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RFP NO.
PROPOSER QUALIFICATIONS
The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's
Occupational License in the area of their fixed business location. The following information MUST be
completed and submitted with the proposal to be considered:
1. Legal Name and Address:
Name:
Address:
City, State, Zip: Phone/Fax:
2. Check One: Corporation ( ) Partnership ( ) Individual ( )
3. If Corporation, state:
Date of Incorporation: State in which Incorporated:
4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of such
authorization:
5. Name and Title of Principal Officers Date Elected:
6. The length of time in business: years
7. The length of time (continuous) in business as a service organization in Florida:
years
8. Provide a list of at least five commercial or government references that the bidder has supplied
service/commodities meeting the requirements of the City of Opa-Locka specification, during the
last twenty-four months.
9. A copy of County and/or Municipal Occupational License(s)
Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-
locka and will be a factor considered in awarding any resulting contract. The purpose is to insure that the
Contractors, in the sole opinion of the City of Opa-Locka, can sufficiently and efficiently perform all the
required services in a timely and satisfactory manner as will be required by the subject contract. If there
are any terms and/or conditions that are in conflict, the most stringent requirement shall apply.
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VENDING MACHINE SERVICE
CITY OF OPA-LOCKA
OQp.LOCkC
CERTIFICATION REGARDING DEBARMENT, SUSPENSION
e
: i t• PROPOSED DEBARMENT AND OTHER MATTERS OFRESPONSIBILITY
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1. The Pro. ser certifies, to the best of its knowledge and belief, that the Proposer and/or any of
its Principals:
A. Are not presently debarred, suspended, proposed for debarment, or declared
ineligible for the award of contracts by any Federal agency.
B. Have not, within a three-year period preceding this offer, been convicted of or had a
civil judgment rendered against them for: commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, state, or
local) contract or subcontract; violation of Federal or state antitrust statutes relating to
the submission of offers; or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, tax evasion, or receiving
stolen property; and
C. Are not presently indicted for, or otherwise criminally or civilly charged by a
governmental entity with, commission of any of the offenses enumerated in paragraph 1-
B of this provision.
2. The Proposer has not, within a three-year period preceding this offer, had one or more
contracts terminated for default by any City, State or Federal agency.
A. "Principals," for the purposes of this certification, means officers; directors; owners;
partners; and, persons having primary management or supervisory responsibilities within
a business entity (e.g., general manager; plant manager; head of a subsidiary, division,
or business segment, and similar positions).
This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United
States and the Making of a False, Fictitious, or Fraudulent Certification May Render the
Maker Subject to Prosecution Under Section 1001, Title 18, United States Code.
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VENDING MACHINE SERVICE
B. The Proposer shall provide immediate written notice to the Contracting Officer if, at
any time prior to contract award, the Proposer learns that its certification was erroneous
when submitted or has become erroneous by reason of changed circumstances.
C. A certification that any of the items in paragraph (a) of this provision exists will not
necessarily result in withholding of an award under this solicitation. However, the
certification will be considered in connection with a determination of the Proposer's
responsibility. Failure of the Proposer to furnish a certification or provide such additional
information as requested by the Contracting Officer may render the Proposer non-
responsive.
D. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render, in good faith, the certification required by paragraph
(a) of this provision. The knowledge and information of a Proposer is not required to
exceed that which is normally possessed by a prudent person in the ordinary course of
business dealings.
E. The certification in paragraph (a) of this provision is a material representation of fact
upon which reliance was placed when making award. If it is later determined that the
Proposer knowingly rendered an erroneous certification, in addition to other remedies
available to the Government, the Contracting Officer may terminate the contract resulting
from this solicitation for default.
AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS
CONTRACTOR COMPLIES FULLY WITH THE ABOVE REQUIREMENTS.
Signature
Printed Name
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VENDING MACHINE SERVICE
CITY OF OPA-LOCKA
° DRUG-FREE WORKPLACE CERTIFICATION FORM
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Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and
service, are received by the CITY OF OPA-LOCKA for the procurement of commodities or
contractual services, a bid/proposal received from a business that certifies that it has
implemented a drug-free workplace program shall be given preference in the award process. In
order to have a drug-free workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of controlled substances is prohibited in the workplace
and specifying the actions that will be taken against employees for violations of such
prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's
policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation,
and employee assistance programs, and the penalties that may be imposed upon
employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that
are under bid a copy of the statement specified in number (1).
4. In the statement specified in number (1), notify the employees that as a condition for
working on the commodities or contractual services that are under bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction on or
plea of guilty or no contest to any violation of Chapter 893, Florida Statutes or of any
controlled substance law of the United States or any singular state, for a violation
occurring in the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program if such is available in the employee's community by any
employee who is so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through
implementation of Section 287.087, Florida Statutes.
This Certification is submitted by the
(Name)
of
(Title/Position) (Company)
who does hereby certify that said Company has implemented a drug-free workplace program,
which meets the requirements of Section 287.087, Florida Statutes, which are identified in
numbers (1) through (6) above.
Date Signature
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