City of New Rochelle New York
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1 Department offinance Tel (914) North Avenue New Rochelle, NY Mark Zulu Commissioner City of New Rochelle New York REQUEST FOR PROPOSALS To: All Prospective Vendors SPEC No For: Use and Occupancy of Space WALK THROUGH: 1/30/2019 at 10:00am Vending Machine(s) at City Hall DATE DUE: 2/12/2019 NOTE: Proposals are due by 3:00 p.m. Late proposals will NOT be accepted! Respond to: City of New Rochelle Purchasing Office/Dept of Finance 515 North Ave. New Rochelle, N.Y REQUEST FOR PROPOSAL SPEC #5257 FOR THE USE AND OCCUPANCY OF SPACE FOR THE INSTALLATION OF VENDING MACHINE(S) AT CITY HALL, 515 NORTH AVE., LOCATED IN THE CITY NEW ROCHELLE, NY The City of New Rochelle is requesting proposals for the use and occupancy of space at City Hall for the installation of Vending Machines. The subject space is opened to the public and City employees during regular business hours. The successful proposer shall provide, install and maintain vending machine at its sole expense. The City reserves the right to add or delete location/machines as deemed to be in our best interest upon thirty (30) day written notice. Proposals shall include a list of products and pricing to be sold through vending machines throughout the contract period. All products to be sold must be reasonably priced, fresh and free of filth. The location of the vending machine(s) will be on the ground floor of City Hall located at 515 North Ave., New Rochelle NY. The space in the build where the machine(s) will be located is limited and the City will not provide any additional space to the awarded vendor. The
2 approximately size of the location is 91 Wx58 Lx83 H with a small additional cut out of approximately Wx29 Lx82 H. All prospective bidders are encouraged to attend the site tour and take their own measurements. The City will not be responsible for proposed equipment by the awarded vendor that cannot fit into the designated area as described. The City will provide electric service at no additional cost to the contracted vendor. Your proposal shall include at least the minimum upset price for the location and explain the revenue share proposed. The UPSET Price per month will be $ for the entire location to be paid in addition to each month s rent. The agreement shall be for an initial period of two (2) years and may be extended upon mutual agreement for additional years. Proposer shall provide all information it deems necessary to explain or clarify its Cost Proposal. Upon Award the successful proposer shall be required to execute a written agreement with the City. It is recommended that a field visit be made prior to submission of any proposal. Any signage must be pre-approved by the City. All guidelines for the operation of vending machines must comply with all New York State, Westchester County, and Federal Laws as required. The awarded vendor will be required to secure all required licenses and approvals if applicable. Proposal must address Refund Policy which must be posted on machine and adhered to. Additionally, each machine shall include a sticker identifying the owner/operator by name, address and phone number. It is our intent to award to a sole vendor for the specified location, however the City reserves the right to award in whole or in part whichever is deemed by the City to be in its best interest. Proposals will be accepted up until 3:00 pm on February 12, 2019 in the Purchasing Office, City of New Rochelle, City Hall, 515 North Avenue, New Rochelle, New York and should be mailed to the attention of Purchasing Department, Spec 5257.
3 Spec COST SUMMARY Use and Occupancy of Space at City Hall I Vending Machines This page must be submitted with your proposal and indicate your RENT for all vending machine(s) located at City Hall. Rent will be paid to the City each month. IDENTIFIED LOCATION FOR SERVICE A. City Hall 515 North Ave., New Rochelle NY Annual Rent for all machine(s): This page submitted by as authorized PRINT NAME Representative for COMPANY NAME Dated:
4 PROPOSALS All proposals must conform to the specifications and guidelines contained herein. There is no expressed or implied obligation for the City of New Rochelle to reimburse responding proposers for any expenses incurred in preparing proposals. Late proposals will not be accepted, although during the evaluation process, the City reserves the right to request additional information or clarification from proposers, or to allow correction of errors or omissions. The City also reserves the right to reject all proposals at the City s discretion. Any questions shall be ed to Allison Cutignola acutigno~ei~newrocheiieny.com. PROPOSAL FORMAT Each proposal should follow the following outline: 1. Corporate name, members of partnership or principal(s). 2. Date organized or incorporated. 3. Submission of Cost Summary Page 4. Proposed modifications the space, if required. 5. Description of your experience with businesses or enterprises of a similar nature. 6. Submission of completed Exhibit A: Non-Collusion statement with your proposal. 7. Please include 1 original and 2 copies of your proposal. 8. Description and number of machines. PROPOSAL GUIDELINES 1. Term of Agreement License agreement shall be for a period of two (2) years commencing from the date of notice of acceptance, with an option to extend the lease agreement for additional years upon mutual consent. 2. Alterations a. The licensee must furnish plans and specifications for all proposed modifications for approval prior to performing work. Licensor shall not make any alterations, additions or improvements to the premises without written consent of the City, and such alterations, additions or improvements shall be made at the sole expense of the licensor. b. At the conclusion of the lease, all improvements shall become the property of the City of New Rochelle except those trade fixtures which are removable without damage whatsoever to the building or City property, which shall remain the property of the licensee. The successful proposer shall not be paid any future compensation for said improvements.
5 3. Maintenance The successful proposer shall keep the space in good order and condition at its sole cost and expense. The vendor is responsible for carting away debris from the replenishment process. Vendors are responsible for any type of machine breakdown and expected to respond to any type of breakdown within a reasonable amount of time. 4. Advertisement and Solicitation No signs shall be placed on the property without specific prior written authorization from the City. 5. Hold Harmless The successful proposer shall indemnify and hold the City harmless against any and all claims, demands and causes of action resulting from its occupancy of the property. The City shall not be responsible for any loss or damage incurred by the successful proposer for any reason whatsoever. 6. Insurance Requirements The successful company must furnish the City with Certificates of Insurance and Endorsement prior to commencement of work. The required coverage shall not be less than the following: Workers Compensation New York State Disability Coverage Public Liability/Property Damage Automobile Liability Errors and Omissions Statutory Requirements Statutory Requirements $2,000,000 combined single limit $2,000,000 per occurrence $1,000,000 per occurrence Insurance certificates and endorsement shall name the City of New Rochelle as additional insured party, shall state that all coverage be primary to any other insurance coverage held by the city, and be accompanied by an endorsement. 7. Permit Rules and Regulations a. Business shall be conducted in compliance with all Federal, New York State, County of Westchester, and City of New Rochelle statutes. 8. Cancellation a. Failure to comply with any of the terms and conditions identified in this specification shall be sufficient cause for the City to cancel, terminate and revoke the license, and the City shall retain as liquidated damages all payments up to the date of cancellation. b. The City shall have the right to terminate this lease at will upon thirty (30) days written notice to the licensee.
6 9. Assignment License shall not be assign, transfer or sub-lease its rights and duties under its lease with the City without prior written consent of the City of New Rochelle. The City has the right to reject any and all request for sub-leasing. 10. Equal Opportunity The City of New Rochelle, New York is a sponsor of the Westchester Affirmative Action Equal Employment Opportunity Agreement and encourages all minorities to submit proposals. 11. Payment Payment shall be made payable to the City of New Rochelle and shall be forwarded to the City Treasurer on a monthly basis or as proposed and agreed upon. 12. Security a. The successful bidder shall deposit with the Director of Finance, the sum 0f2/12th of the first year annual rental as security for the full and faithful performance of the license agreement. b. The bidder shall execute a written agreement with the City of New Rochelle which shall include all provisions as set forth herein and include all terms and conditions of the proposal and any negotiated terms and conditions. 13. Site Tour A site tour will be held on January 30, 2019 at 10:00am. Vendors are encourage to attend and take measurements on their own to gain familiarity with the proposed location space. 14. Iran Divestment Act By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case ofajoint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law. 15. New York Law and Venue A contract resulting from this award shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought in the Supreme Court of the State of New York, Westchester County. All contractors which are not incorporated in the State of New York must produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to execution of a contract with the City of New Rochelle.
7 EXHIBIT A: REQUEST FOR PROPOSAL SPECIFICATION #5257 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes No If NO, please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each respondent and each person signing on behalf of any respondent, and in the case of a joint proposal, each party thereto as to its own organization, under penalty of perjury, certifies to the best of its knowledge and belief: A. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other respondent of any competitor; and B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the respondent prior to the opening, directly or indirectly, to any other respondent or to any competitor; and C. No attempt has been made or will be made by the respondent to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The respondent certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Specification #5257 except as identified. Company Name and Address Signature Date Name and Title (please print or type) Phone Number Address Fax number
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