Request for Proposal

Bid #2307

Vending Machine Service

Issuing Office: Purchasing Office 1570 Baltimore Pike P.O. Box 179, MSC 20 Lincoln University, PA 19352 July 11, 2003

REQUEST FOR PROPOSAL: Bid #2307

July 11 , 2003 Prospective Responder: Request for Proposals

Vending Machine Service Enclosed is a Request for Proposal (RFP) for Lincoln University, a state related institution located in Lincoln University, Pennsylvania. Please reference Bid #2307 on all correspondence. If you would like to request a site visit please contact Lynnette F. Scott at 610-932-1051 or by e-mail to lscott@lu.lincoln.edu Notification of intent to bid should be made in writing as well as any questions by Wednesday, July 23, 2003 to: Mrs. Lynnette F. Scott Purchasing Agent Lincoln University 1570 Baltimore Pike PO Box 179, MSC 20 Lincoln University, PA 19352-0999 Lscott@lu.lincoln.edu Deadline for RFP responses is Monday, July 28, 2003 by 5:00 P.M. Proposals must be received on time. Any proposal received after the time and date specified shall not be considered. Lincoln University reserves the right to accept or reject bids or proposals and to make awards to be in the best interest of Lincoln University.

REQUEST FOR PROPOSALS FOR VENDING MACHINE SERVICES Purpose and Background Lincoln University seeks to establish a relationship with a vendor for the procurement of vending machine services for the main campus and the urban campus and is soliciting proposals to that end. The main campus is located at 1570 Baltimore Pike, Lincoln University, PA 19352 and the Urban Campus is located at 3020 Market St. Philadelphia, PA 19194. The suppliers that are submitting their proposal must include brochures indicating the manufacturers, types of vending machines and their age(s). Lincoln University of Pennsylvania is a premier, Historically Black University that combines the best elements of a liberal arts and science-based undergraduate core curriculum, and selected graduate programs to meet the needs of those living in a highly technological and global society. The University also operates at the Philadelphia Urban Center to provide graduate and community outreach programs. The University has an approximate student body of 1500 and employs approximately 450 employees. Contractual Agreement

• The contractual agreement will be for three (3) years provided the supplier continue to fulfill all requirements of the contract. Lincoln University reserves the right to terminate the contract (thirty (30) day’s notice) if the supplier fails to meet any of the requirements of the contract. Examples: Poor quality of food and or service, failure to meet delivery schedules, failure to attend meetings as required and establishes mechanism to evaluate vendor performance, etc.

• The supplier will be responsible for all setup and cleanup of vending machines during the contractual agreement.

• The successful bidder must be able to meet all requirements of the contract. • This RFP makes no contractual obligations on behalf of Lincoln University. • Lincoln University reserves the right to enter into competitive negotiations

between the low and lowest bidders to further specify and structure purposed terms and conditions.

• The supplier will participate in University food committees as requested. • The supplier will be responsible for overseeing all aspects of the project from start

to completion.

Liability and Reserved Rights Any costs incurred in the preparation of any proposal are the responsibility of the vendor. Lincoln University will, at its discretion, award the contract to the responsible vendor Submitting the best proposal that best fits and complies with the RFP. Lincoln University, at its sole discretion, reserves the right to reject any or all proposals received or waive minor defects, irregularities, or informalities therein. All the information submitted by the University to the supplier is considered “Proprietary and Confidential” and is not to be divulged to anyone without approval from an authorized representative of the University. This would also include any subcontracting by the supplier to other companies. It is the responsibility of the supplier that all subcontractors follow the same proprietary and confidentiality agreements. The supplier must identify any subcontractors they intend to use. The choice of subcontractors is subject to the approval by Lincoln University. Preparation and Submission of Proposals No interpretation of specifications or questions will be made orally to any vendor. All questions should be e-mailed, faxed, or mailed, no later than Wednesday, July 23, 2003 to the Purchasing Agent who will forward the request to the appropriate individual(s). The request shall clearly state the specific question(s) to be answered. E-mail address: lscott@lu.lincoln.edu Fax: 610-932-1047 Initial RFP will be mailed to the Purchasing Agent with three (3) complete hard copies of the final proposal by 5:00 P.M. on Monday, July 28, 2003 to: Lynnette F. Scott Purchasing Agent 1570 Baltimore Pike Lincoln University, PA 19352 The submitted proposal shall follow the listing in the Attachment to this RFP. Vendors may include additional materials, which they feel addresses quality, pricing of food products, commissions and creativity. A proposal, which is in any way incomplete or does not follow the form, required by this RFP will not be accepted and is sufficient cause for rejection of the proposal. Proposals submitted to Lincoln University are considered confidential and will not be made available to other vendors for review or comparison. All proposals submitted to the University will remain the property of Lincoln University.

The vendor must guarantee the quoted prices for the period of the RFP and provide a copy of their standard agreements that Lincoln University will be asked to sign should the proposal be awarded to the vendor. Customer References Provide references for the three (3) most similar accounts that your company has served. References must include the following: Customer Name: Contact Person: Phone Number: Address: General Specifications/Information

• Pricing – All of the listed food products supplied by the vendor must be priced and submitted as part of the RFP. Alternative suggestions are welcomed in order for Lincoln University to realize greater income while still maintaining a quality product and/or service. If alternative food products or vending machine locations are suggested, a sample brochure must be submitted with the proposal indicating each example and the proposed new location of the machine(s).

• Terms of payment – Collection – The vendor is responsible for servicing and collecting money from each machine. The ending meter reading from each machine will be recorded with any refunds. This information will be submitted to the University each time collections are received. The vendor is requested to explain how the commission will be paid and the percentage that will be submitted to the University. Is the commission derived from meter readings or cash receipts? The vendor through a bonded employee shall make all collections from the vending machines.

• The vendor shall keep and maintain an accurate account of records of sales and collections from the vending machines. These items along with other management reports, which the University may reasonably require, will be made available to the University quarterly or upon request.

• Servicing – Machines shall be serviced up to three days per week and during any special events. During each collection vendor will clean all machines and keep them in sanitary condition.

• Refunds – The vendor shall be responsible for processing refunds. The vendor shall post notices informing patrons how to request refunds.

• Maintenance – Vendor will be responsible for repairing any machine within a twenty-four (24) hour period will be replaced with a like machine.

• Lincoln University Contract Terms & Conditions – The vendor shall comply with the Lincoln University Standard Terms & Condition (See appendix A, attached).

• Equipment and Tools- The supplier is responsible for supplying all equipment and tools to provide the service. This would include both delivery and installation of the products. The University will supply no equipment or tools.

• Safety – The supplier is responsible for maintaining a safe work environment for University students, employees and their own employees while performing work on the campus. It is the responsibility of the supplier to comply with all OSHA Safety Rules and Regulations while working on the University premises. The supplier will identify areas that require safety protective equipment and make sure that their employees use equipment as intended. Training for proper use of the protective equipment and tools is the responsibility of the supplier.

Special Terms and Conditions

• The vendor is responsible for complying at its own expense with all laws, statutes, ordinances and regulations of all local, state and federal governments and any other departments and bureaus thereof applicable to the operations and business herein described. The vendor will secure all necessary licenses and permits that may be required to install and maintain the machines and pay all applicable taxes against the business described herein.

• The vendor is responsible for making refunds of monies lost due to malfunctions of vending machines within Forty-eight (48) hours. It is the responsibility of the vendor to establish a process that will be in place to distribute those refunds. The university reserves the right to review and approve that process.

• All persons employed by the vendor in connection with the installation, maintenance, servicing and operation of vending units hereunder must be identified to the University and must be employees of the vendor. A process will be established by the vendor with contact names, phone numbers in the event of machine malfunctions.

Evaluation Criteria

• Review of Quality of Work – Provide quality of food products or services requested in this proposal. The University reserves the right to review food brochures and vending machines submitted in this proposal.

• Pricing – Cost of food products sold in the vending machines to the community.

• Creativity – Suggestions for improving the quality and variety of food items available in the vending machines.

• Ability to meet delivery requirements as required in RFP – Replenish food items on a timely basis.

• Vendor reputation – Reference perceptions of vendor performance, past or present.

• Customer service – What differentiates your food products or services from your competition?

• Warranty – What guarantee of service does the vendor offer the University on a continuous basis?

• One Card System – The ability of the supplier to integrate the University’s one card system in their vending machines?

Note: Lincoln University has future plans of implementing a one-card system. The vendor will be responsible for purchase of the card readers so please take this into consideration when submitting your proposal.

RFP Attachment

University Vending Machine Locations and Products Offered

Location Machine (1) Ashman Hall 12 oz soda (2) Douglass Hall 12 oz. Soda (3) Hansberry Hall Snack Juice (4) Lucy Laney 20 oz soda Snack 16 oz. Juice (5) Living-Learning Center 12 oz soda (6) McRary Hall 12 oz soda (7) Physical Plant coffee Snack (8) Security Office 12 oz soda Snack (9) Urban Center 1st Floor 2 Snacks 1 Soda Urban Center 2nd Floor 1 Soda 1 Snack (10) Gym Spring Water