2626 Courtland Street Duluth, MN 55806-1894 phone 218.722.3336,fax 218.727.7471, www.wlssd.com Western Lake Superior Sanitary District REQUEST FOR PROPOSALS SAFETY VENDING MACHINE SERVICES WLSSD RFP #1386 Request for proposals for Safety Vending Machine Services will be received by the Western Lake Superior Sanitary District (WLSSD) until the CLOSING time of 2 PM, December 17, 2018. Proposals received after that time will be returned unopened. Proposals must be sealed and clearly marked: Safety Vending Machine Services-WLSSD RFP # 1386 and addressed to: Betsy Woller, Buyer Western Lake Superior Sanitary District 2626 Courtland Street Duluth, MN 55806 Copies of this proposal may be obtained by either calling 218-740-4794 or through the District s website at www.wlssd.com. Questions pertaining to the content of this proposal should be directed to Betsy Woller, Buyer 218-740-4794, or e-mail betsy.woller@wlssd.com. WLSSD reserves the right to reject any and all proposals, to waive any irregularities and to accept the proposal deemed in the best interest of Western Lake Superior Sanitary District. 1.0 Important Project Dates 1.1 Important Project Dates Proposals Issued: Friday, November 30, 2018 Questions Received by: Wednesday, December 5, 2018 by 2PM Responses Posted on: Friday, December 7, 2018 Proposals Due: Monday, December 17, 2018 by 2PM Start Date Estimate: Tuesday, January 1, 2019 1.2 Questions Questions regarding this proposal will be accepted until Wednesday, December 5, 2018 at 2 PM. Questions must be emailed to Betsy Woller at betsy.woller@wlssd.com. Responses will be posted at www.wlssd.com on Friday, December 7, 2018. 1386 RFP Safety Vending Machine Services 1
2.0 WLSSD Background Information The Western Lake Superior Sanitary District (WLSSD) provides solid waste management and wastewater treatment services for an approximately 500 square mile region around Duluth, including parts of Carlton and St. Louis counties. It is governed by a nine-member citizen Board of Directors. WLSSD currently has a staff of 100 employees. The WLSSD has been using a vending machine since 2012 to ensure 24/7 access to necessary items for all district employees. The WLSSD s yearly spend is just over $11,000. 3.0 Vendor Requirements The WLSSD is looking for a vendor to supply all items within the vending machine and service the vending machine weekly. 3.1 Location The WLSSD will need the vending machine place next to their receiving dock at its 2626 Courtland St. Duluth, MN facility. It is kept inside, in a temperature controlled environment. All shipments should ship to this address. 3.2 Vending Machine The vendor provided vending machine must meet the following requirements: Have enough capacity to fit all items listed inside of attached excel spreadsheet titled, Proposal Form Part A: Safety Vending Machine Item List and Price Sheet. All vending must be done through a badge system. This insures vended items get expensed to the correct department. See 3.4 Training & 3.5 Reporting below, for further requirements. Any modifications to the vending machine must be made within 10 days of notification by the WLSSD. This could include, but is not limited to, swapping one item for another, decreasing stock of one item, increasing the amount stocked of another, or adding additional item to the vending machine. The vendor is responsible for filling the vending machine every 7 days. The selected date and time must be Monday thru Friday and between the hours of 7 AM and 3 PM. Biweekly services may be granted, by discretion of the WLSSD, if the vendor can provide data of zero stock outs for a period of one month. The WLSSD recognizes the following holidays: New Year s, President s Day, Memorial Day, July 4 th, Labor Day, Veterans Day, Thanksgiving Day, Friday following Thanksgiving Day and Christmas. If a schedule service falls on a holiday it is up to the vendor to notify the WLSSD of adjusted schedule. It is the responsibility of the vendor to discard all packaging. Any cardboard and/or trash will need to be placed in the dumpsters outside of the receiving area at the end of each service. Any plastic must be placed in the plastic recycling area located inside of receiving. All packing slips must be signed, dated and placed in the receiving box located in the receiving office. Failure to do so may result in termination of contract. If the vending machine is not working for any reason the vendor must be able to respond within 24 hours Monday Thursday, if an issue arises over the weekend the WLSSD expects the vending machine to be serviced by end of day Tuesday. The vending machine shall be free of charge. The WLSSD will not accept invoices for rental or servicing of the vending machine. 1386 RFP Safety Vending Machine Services 2
3.3 Cabinet The WLSSD understands that some requested items may ship in large pack sizes. Not all items ordered may fit inside of the vending machine upon receipt. The WLSSD will supply a cabinet to allow for additional stock. It is the vendor s responsibility to insure the following: All items within the cabinet must be correctly labeled with vendor supplied stock number and correspond with the stock number referenced in the vending machine. The cabinet must be locked at the end of each service. Failure to do so may result in termination of contract. 3.4 Training The vendor must agree to train WLSSD employees the first initial month of installation and provide follow up training each January. The WLSSD may also request additional training based on employee turnover. WLSSD employees must be trained to the extent in which they are able to perform the following tasks: Vend items from machine Identify items out of stock Locate items within the cabinet Fill the vending machine Adjust the vending machines system to recognize replenishment Create badges for new employees Create replacement badges Decommissioning badges 3.5 Reporting The WLSSD will require a weekly report, sent via email, in excel format, by end of day Tuesday of the following week. The report will be for items actually vended and must include the following: Item number Description Quantity Cost Extended Cost User The WLSSD understands that the provided report date may vary due to holidays. In addition to a weekly report the WLSSD may request a monthly or annual usage report in excel format including the following information: Item number Description Quantity Cost Extended Cost 3.6 Quantity The WLSSD is requesting a vendor supply all necessary safety items to fill the vendor supplied vending machine. WLSSD reserves the right to add or remove any items. The WLSSD will not guarantee any minimum quantities during the term of the Agreement. 1386 RFP Safety Vending Machine Services 3
3.7 Term Initial 3 year agreement with the option of one (2) year extension for a possible total of five years. Contract commences on January 1, 2019 with signed agreement and release of purchase order number. 3.8 Pricing Proposers will need to fill out and submit Proposal Form Part A: Safety Vending Machine Item List and Price Sheet. Proposal Form Part A is an excel spreadsheet that can be obtained by email Betsy Woller at betsy.woller@wlssd.com. Proposal Form Part A allows for pricing for three years. This is not an all-inclusive list. Items indicated as Pricing shall be held firm for three years. 3.9 Safety Safety is of paramount importance. The contractor shall be responsible for the safety of its employees and safe conduct of all work performed, and shall take all necessary precautions for that purpose. Contractor shall defend and hold the WLSSD harmless from any penalty, fine or liability in connection thereof. The contractor and its employees shall comply with the WLSSD personal protective equipment (PPE) policy, while operating on District facilities. Basic PPE consists of hardhat, steel toed shoes, safety glasses and reflective, Class 2 ANSI vest or jacket. 1386 RFP Safety Vending Machine Services 4
4.0 Proposal Form WLSSD is seeking proposals for this project and may be subject to further negotiation once all proposals are submitted and reviewed. WLSSD reserves the right to negotiate the proposals, and to accept the proposal deemed to be in the best interest of the organization. 4.1 Proposals Due Proposals for Safety Vending Machine Services will be received until closing time of 2 PM, December 17, 2018. Proposals received after this time will be returned unopened. Each proposal must be in a sealed envelope and clearly marked, Safety Vending Machine Services - RFP #1386 and addressed to: Betsy Woller, Buyer Western Lake Superior Sanitary District 2626 Courtland Street Duluth, MN 55806 In addition to the above mentioned sealed copy WLSSD requires a pdf. digital copy of pages 5-7 and Proposal Form Part A: Safety Vending Machine Item List and Price Sheet in excel format emailed to betsy.woller@wlssd.com by the closing time of 2 PM, December 17, 2018. There will not be a formal opening of the proposals. The award will consist of execution of an agreement between the successful contractor and WLSSD. Feel free to contact Betsy Woller at 218-740-4794 or betsy.woller@wlssd.com if you have questions or comments. 4.2 Proposal Form Part A: Safety Vending Machine Item List and Price Sheet Proposers need to fill out and submit Proposal Form Part A: Safety Vending Machine Item List and Price Sheet. Proposal Form Part A is an excel spreadsheet that can be obtained by email Betsy Woller at betsy.woller@wlssd.com. The spreadsheet allows for pricing for 2019, 2020 and 2021. Pricing shall be held firm for the three years. Completed forms must be sent in excel format to betsy.woller@wlssd.com prior to the closing time of 2 PM, December 17, 2018. Items highlighted in yellow must be brand specific or receive approval prior to proposal submittal by the District. Samples of like kind items must arrive at the Districts 2626 Courtland St. Duluth MN, 55806 facility on or before December 5, 2018. Approved like kind items will be posted with the question responses on Friday December 7, 2018. 4.3 Proposal Form Part B: Vendor Requirements Submitted proposals must indicated vendors ability to meet all items laid out in 3.0 Vendor Requirements. Proposers should indicate all vending machines features (3.2 Vending Machine), ability to train employees (3.4 Training), and indicate ability to provide necessary reports (3.5 Reporting). 1386 RFP Safety Vending Machine Services 5
4.4 Proposal Form Part C The undersigned has read and fully understands the nature of this request and can meet the requirements stated in the specifications and Terms and Conditions. Clearly state any exceptions to these requirements. This Proposal Form must be returned to WLSSD in a sealed envelope and appropriately marked: Safety Vending Machine Services-RFP #1386 on or before, 2PM, December 17, 2018. Name of Proposer Proposers Address Contact Name Phone Email Address Authorized Signature Date 1386 RFP Safety Vending Machine Services 6
5.0 Proposal Evaluation Proposals will be evaluated and awarded based upon the following factors: *Note vendors past performance will be taken into consideration during the proposal evaluation. 1. Proposer meets the minimum qualification of 1) being able to provide brand specific items or has supplied like kind item and received District approval and 2) Proposer is able to meets minimum requirements laid out on 3.2 Vending Machine, 3.4 Training, and 3.5 Reporting. 2. Cost of items listed out in Proposal Form Part A: Safety Vending Machine Item List and Price Sheet Costs Most cost effective submitted proposal Second most cost effective submitted proposal Other Proposals Cost to the District 55 45 0 Total score for Proposal Form A - possible 55 3. Proposal Form B: Vendor Requirements Vending Machine Provides extra services the WLSSD would find beneficial Yes Does the Vending Machine meet the needs of the district? 20 10 Total score for service and repair possible 20 Training Provides extra services the WLSSD would find beneficial Yes Submitted proposal indicated ability to train employees per section 3.4. 5 2 Total score for time frame possible 5 Reporting Provides extra services the WLSSD would find beneficial Proposer has the ability to provide necessary weekly reporting. Proposer has the ability to provide necessary monthly and yearly reporting. Total score for Security possible 20 Total score for Proposal Form B - possible 45 Yes 15 10 5 2 1386 RFP Safety Vending Machine Services 7
6.0 Checklist Questions submitted on or before Wednesday, December 5, 2018 by 2PM Review Questions posted on www.wlssd.com on or before Friday, December 7, 2018 Proposals submitted via mail and email on or before Monday, December 17, 2018 by 2PM including the following: o Include 4.0 Proposal Form Pages 5-6 o Completed 4.2 Proposal Form Part A: Safety Vending Machine Item List and Price Sheet o 4.3 Proposal Form Part B: Vendor Requirements Proposer should indicate ability to meet all items laid out in 3.0 Vendor Requirements. At minimum include three sections describing prosed vending machine, ability to train employees and ability to meet reporting requirements. 1386 RFP Safety Vending Machine Services 8
7.0 Sample Agreement Safety Vending Machine Service This AGREEMENT ( Agreement ) is made as of (01/01/2019) by and between Western Lake Superior Sanitary District ( District ) and Contractor ( Contractor ), which agree as follows: Agreement Name: Safety Vending Machine and Service The scope of the work: Defined in RFP 1386 providing a vending machine to allow employees 24/7 access to necessary items at its 2626 Courtland St. Duluth, MN facility. Schedule Start: Agreement Commencing on January 1, 2019 Vending Machine Installation: Within 30 days of signed Agreement Term of Agreement: 3 years with the option of one (2) year extension Approved Vending Machine: Purchase Order: All services shall be performed in accordance with the WLSSD General Terms and Conditions, which is attached and made part of this Agreement. Any attachments or exhibits referenced in this Agreement are made part of this Agreement. Attachments: 4.0 Proposal Form pages 5-6, Submitted 4.2 Proposal Form Part A: Safety vending Machine Item List and Price Sheet, Proposal From Part B indicating vendors ability to meet all items listed out in 3.0 Vendor Requirements. In witness whereof, District and Contractor have hereunto set their hands as of the day and year first above written. Western Lake Superior Sanitary District By 2626 Courtland Street Duluth, MN 55806 Date: ( Contractor ) By Date: M:\docs\11000\000317\LTR\GN7334.WPD 1386 RFP Safety Vending Machine Services 9
GENERAL TERMS AND CONDITIONS The following terms and conditions will apply to the Agreement: 1. Definitions. As used in this herin, Agreement means the written instrument which is evidence of the agreement between the District and the Contractor covering the Work. "District" means the Sanitary Board of the Western Lake Superior Sanitary District. "Contractor" means the individual, company, or organization from whom the services are ordered. "Work" means the provision of the services ordered under the Agreement, including furnishing necessary parts, materials, machinery, tools, and equipment. Documents means the Agreement including the provisions of any drawings, prints, plans, descriptions, specifications, samples, data and other documents specifically listed in the Agreement (approved shop drawings or other submittals by the Contractor are not Documents unless listed in the Agreement). 2. Agreement Authority; Applicable Terms. The Agreement, when properly signed, is recognized by the District as authority for commencing performance of the Work, supersedes all previous communications and negotiations except as specifically incorporated, and constitutes the entire agreement between the parties. No terms stated by the Contractor in accepting or acknowledging the Agreement shall be binding on the District unless accepted in writing by the District. In particular, commencement of performance of the Work by the Contractor in the absence of the District's agreement to the Contractor s proposed terms will constitute the Contractor s acceptance of the terms of the Agreement and any terms or Documents incorporated in the Agreement by reference. 3. Length of Agreement. Initial 3 year agreement with the option of one (2) year extension for a possible total of five years. Contract commences on January 1, 2019 with signed agreement and release of purchase order number. 4. Contract Pricing. Pricing be held firm during the length of the initial three year term. For any subsequent extensions to this contract, pricing will be negotiated between WLSSD and the Contractor prior to granting any such extension. See attached Proposal Form Part A: Safety Vending Machine Item List and Price Sheet. 5. Reporting. The WLSSD will require a weekly report, sent via email, in excel format, by end of day Tuesday of the following week. The report will be for items actually vended and must include the following: Item number Description Quantity Cost Extended Cost User The WLSSD understands that the provided report date may vary due to holidays. In addition to a weekly report the WLSSD may request a monthly or annual usage report in excel format including the following information: Item number Description 1386 RFP Safety Vending Machine Services 10
Quantity Cost Extended Cost 6. Quantity. The Contactor will supply all necessary safety items to fill the Contractor supplied vending machine. WLSSD reserves the right to add or remove any items. The WLSSD will not guarantee any minimum quantities during the term of the Agreement. 7. Vending Machine. The Contractor provided vending machine must meet the following requirements: Have enough capacity to fit all items listed inside of attached excel spreadsheet titled, Proposal Form Part A: Safety Vending Machine Item List and Price Sheet. All vending must be done through a badge system. This insures vended items get expensed to the correct department. Any modifications to the vending machine must be made within 10 days of notification by the WLSSD. This could include, but is not limited to, swapping one item for another, decreasing stock of one item, increasing the amount stocked of another, or adding additional item to the vending machine. The Contractor is responsible for filling the vending machine every 7 days. The selected date and time must be Monday thru Friday and between the hours of 7 AM and 3 PM. Biweekly services may be granted, by discretion of the WLSSD, if the Contractor can provide data of zero stock outs for a period of one month. The WLSSD recognizes the following holidays: New Year s, President s Day, Memorial Day, July 4 th, Labor Day, Veterans Day, Thanksgiving Day, Friday following Thanksgiving Day and Christmas. If a schedule service falls on a holiday it is up to the Contractor to notify the WLSSD of adjusted schedule. It is the responsibility of the Contractor to discard all packaging. Any cardboard and/or trash will need to be placed in the dumpsters outside of the receiving area at the end of each service. Any plastic must be placed in the plastic recycling area located inside of receiving. All packing slips must be signed, dated and placed in the receiving box located in the receiving office. Failure to do so may result in termination of contract. If the vending machine is not working for any reason the Contractor must be able to respond within 24 hours Monday Thursday, if an issue arises over the weekend the WLSSD expects the vending machine to be serviced by end of day Tuesday. The vending machine shall be free of charge. The WLSSD will not accept invoices for rental or servicing of the vending machine. 8. Training. The Contractor must agree to train WLSSD employees the first initial month of installation and provide follow up training each January. The WLSSD may also request additional training based on employee turnover. WLSSD employees must be trained to the extent in which they are able to perform the following tasks: Vend items from machine Identify items out of stock Locate items within the cabinet Fill the vending machine Adjust the vending machines system to recognize replenishment Create badges for new employees Create replacement badges Decommissioning badges 1386 RFP Safety Vending Machine Services 11
9. Invoicing. All invoices must reference a WLSSD purchase order. Payments will be made by the WLSSD within 30 days after receipt of invoice. Invoices can be sent electronically to apinvoices@wlssd.com. 10. Indemnity; Insurance. The Contractor agrees to defend, indemnify, and save the District harmless from any expenses, damages, or claims arising from the performance under the Agreement by the Contractor, its agents or employees. The Contractor shall procure and maintain insurance sufficient to protect the District against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the Work by the Contractor or its employees, subcontractors, representatives or agents. Before commencing the Work, the Contractor shall provide to the District evidence of insurance showing compliance with any insurance requirements attached to the Agreement. Absent such specific insurance requirements, the Contractor shall provide to the District evidence of the following minimum limits of insurance: Commercial General Liability - $1,000,000 bodily injury, property damage (combined single limit) Commercial Automobile Liability - $1,000,000 bodily injury, property damage (combined single limit) Workers' Compensation Statutory and Employers liability - $1,000,000 Commercial excess or umbrella liability - $1,000,000 Contractor shall require Contractor s commercial general liability insurer, Contractor s commercial automobile liability insurer, and, Contractor s commercial umbrella liability insurer to name the District as additional insureds with respect to liability arising out of Contractor s Work under this Agreement. The coverage shall be primary and noncontributory. 11. Applicable Law; Compliance with Law. The laws of the state of Minnesota shall govern the Agreement. Contractor irrevocably consents to the exclusive jurisdiction and venue of the state and federal courts located in Duluth, Minnesota, in any legal action concerning or relating to this Agreement. In the performance of its obligations pursuant to the Agreement, the Contractor agrees to comply with all applicable provisions of federal, state, and local laws, regulations, and directives, and agrees that the most recent of such provisions will govern the Agreement at any particular time. 12. Non-Discrimination. The Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, sexual orientation, marital status, status with regard to public assistance, membership or activity in a local civil rights commission, disability, or age. Contractor agrees to be bound by the provisions of Minnesota Statutes, section 181.59, which prohibits certain discriminatory practices and the terms of said section are incorporated into the Agreement. 1386 RFP Safety Vending Machine Services 12
13. Conflict of Interest. The Contractor certifies that to the best of its knowledge no officer or employee of the District has any pecuniary interest in the business of the Contractor and that no person associated with the Contractor has any interest that would conflict in any manner or degree with the provision of services under the Agreement. 14. Termination. The District may terminate the Agreement at any time and for any reason by giving Contractor thirty days written notice of the termination. In such event, all Work completed by Contractor shall become the property of District, and Contractor shall be entitled to compensation for all authorized services satisfactorily completed under the Agreement prior to the date of termination. 15. Assignment and Subcontracting. Contractor will not assign its rights or obligations under this Agreement, either in whole or in part, without the prior written consent of District. Contractor shall obtain prior written approval from District before subcontracting any of the services delivered under this Agreement. Contractor remains legally obligated for the performance of all Agreement terms including work performed by third parties under subcontracts and shall be held responsible by District for the performance of any subcontractor whether approved by District or not. All subcontracted services shall be subject to all applicable provisions of this Agreement.. 16.Working Conditions in District Premises. If any work to be performed hereunder is to be performed at District s premises (the Work Site ), Contractor hereby warrants and represents that it has inspected the Work Site and is familiar with all working conditions, including District s maintenance of a chemical and tobacco free facility, District s operation of facilities and rules which exist there and subsurface conditions, and that it has made due allowance for such conditions and rules in its price calculations and estimate of time for completion. 17. Commissioner of Health Licensing, Certifications, and Rules. All asbestos-related work or asbestos management activity, if any, performed by the Contractor under the Agreement shall be performed: a) by persons or subcontractors licensed or certified (for the types of such work or activity to be carried out) by the Commissioner of Health under the Minnesota Asbestos Abatement Act, Minnesota Statutes, sections 326.70 to 326.81; and b) in accordance with rules prescribed by the Commissioner of Health related to asbestos abatement and asbestos management activity. Prior to commencing any such work, the Contractor shall provide to the District copies of currently valid licenses or certificates (for all the types of asbestos-related work or asbestos management activities to be carried out under the Agreement) issued by the Commissioner of Health under the Minnesota Asbestos Abatement Act. 18. Consistency with Solid Waste Management Plan. Contractor represents that all disposal of solid waste, if any, under this Capital Project Agreement will be consistent with the solid waste management plan and the Solid Waste Ordinance of the District. 19. District s Smoking Policy. The Contractor shall notify all its employees that no smoking is permitted in any District building or on District property. This policy will be strictly enforced. 20. Safety. The Contractor shall maintain compliance with all District Safety Policies. The Contractor and its employees must at all times, wear basic personal protection equipment (PPE) while on District premises. Basic PPE consists of at minimum: hardhat, safety shoes, safety glasses or goggles and reflective vest. 1386 RFP Safety Vending Machine Services 13