REQUEST FOR PROPOSAL (RFP) FOR AGREEMENT FOR SOFT DRINK MACHINES AND RELATED PRODUCTS AT VARIOUS CITY FACILITIES FOR THE CITY OF GALESBURG, IL RFP Circulation Date: 06/26/15 Proposal Submission Deadline: 08/03/15
CITY OF GALESBURG PURCHASING 55 West Tompkins Street Galesburg, IL 61401 Phone: 309/345-3678 Instructions to Offerors 1. An advertisement requesting proposals for the above work was published in the Galesburg Register-Mail on June 26, 2015. As stated in such notice, sealed proposals will be received until 11:00 a.m. local time, August 3, 2015 at City Hall, 55 West Tompkins Street, Galesburg, Illinois. Proposals shall be addressed to the Purchasing Agent. 2. All respondents shall be required to submit their proposals in a sealed envelope to the City Purchasing Agent, City Hall, 55 W Tompkins Street, Galesburg, IL 61401, by the date and time listed above. All respondents must clearly mark the outside of the envelope Proposal for Soft Drink Machines and clearly list their company name on the outside of the envelope. 3. Each respondent shall insert the cost, and supply all the information, as indicated in the RFP. The cost inserted shall be net and shall be the full cost for the equipment specified, including all factors whatsoever. 4. No charge will be allowed for taxes from which the City of Galesburg is exempt: the Illinois Retailer s Occupation Tax, the Service Occupation Tax, the Service Use Tax, the Use Tax, Federal Excise and Transportation Tax. 5. Each respondent shall affirm that no official or employee of the City of Galesburg is directly or indirectly interested in this proposal for any reason of personal gain. 6. Delivery and installation of the equipment shall be made as stated in the successful proposal. 7. The City of Galesburg reserves the right to reject any and all proposals and to waive any informalities or technicalities in the proposal process. Any proposal submitted will be binding for sixty (60) days after the due date of the proposals. 1
8. The City has adopted an Equal Employment Opportunity Clause which is incorporated into all specifications, purchase orders, and contracts, whereby a vendor agrees not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin or ancestry. A copy of this clause may be obtained at the City Clerk s Office, City Hall, Galesburg, Illinois. 9. The City of Galesburg has adopted an Affirmative Action Program. All formal sealed proposals must be accompanied by a properly prepared Certificate of Compliance Form, whereby the vendor certifies the number of employees he has in each class of employment, and that affirmative action has been taken to ensure equality of opportunity in all aspects of employment. 10. Proposer certifies that all laws of the State of Illinois and ordinances of the City of Galesburg in effect at the date of the proposal shall be observed by him. Evidence of any violation during the term of the agreement shall be considered sufficient reason to discontinue purchases by the City from that vendor. 11. The successful proposer is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of the contract to be signed or its rights, title or interest therein or its power to execute such Agreement to any other person, company or corporation without the previous consent and approval, in writing, by the City of Galesburg 12. The City requires that vendors be paid through ACH (automatic clearing house). The awarded vendor will be required to provide the City with applicable banking information for proper payment. An ACH form is attached to this document for vendor review. 13. All respondents should be advised that if a proposal is accepted, that the successful firm will be required to enter into a written contract with the City of Galesburg within fifteen days after notification of acceptance. The City of Galesburg will provide the language for the contract document. Both parties will have the opportunity to mutually agree to the language in this contract. 2
14. These instructions are to be considered an integral part of any proposal. Dated: June 26, 2015 Kraig Boynton Purchasing Agent 3
I. Purpose: The City of Galesburg, IL is issuing this Request for Proposals ( RFP ) to engage in a new, fiveyear contract to provide soft drink machines and related products at various City facilities. II. Background The City has an existing five year agreement for soft drink machines and related products at various City facilities that will expire on September 30, 2015. It is the intent of the City of Galesburg to have a new agreement approved by the City Council at their meeting on either August 17, 2015 or September 8, 2015. The awarded vendor for this contract will be expected to be able to make delivery of new equipment September 30, 2015. III. Key Dates 06/26/15 RFP Release Date 07/27/15 Final Date for Clarifying Questions 08/03/15 (11:00 A.M. local time) Proposal Due Date 08/17/15 or 09/08/15 Selection to City Council for approval IV. Preliminary Scope of Work General: The City of Galesburg hereby invites proposals for a five year agreement with a soft drink distributor for the exclusive rights for the installation and sale of bottled soft drinks, energy drinks, bottled water or bottled tea in machines at the following locations: Bunker Links Golf Course 1 display refrigerator for 20 oz. bottles Hawthorne Gym 1 display refrigerator for 20 oz. bottles Lake Storey Beach 1 display refrigerator for 20 oz. bottles Lake Storey Softball Field, Diamond #1 and #2 1 display refrigerator for 20 oz. bottles Lakeside Water Park 1 display refrigerator for 20 oz. bottles Campground 1 soft drink machine (20 oz) Galesburg City Hall Basement 1 soft drink machine (can) Galesburg City Hall Main Floor 1 soft drink machine (20 oz) Galesburg Water Division 1 soft drink machine (20 oz) Hawthorne Gym 1 soft drink machine (20 oz) Hawthorne Pool 1 soft drink machine (20 oz) Lakeside Recreation Facility 1 soft drink machine (20 oz) Park Maintenance Building 1 soft drink machine (20 oz) Street Division Building 1 soft drink machine (20 oz) Transit Maintenance Facility 1 soft drink machine (20 oz) Flavors listed may be flexible. Vendor/supplier must be able to supply the City of Galesburg with a minimum requirement of cola, diet cola, water, and sports drink. Vendor should include in their proposal a list of options available. (Appendix C) 4
In addition to a percent of gross sales commission, all respondents should be advised that in exchange for this agreement, the City is requesting a cash donation to aid in intended improvements for the Park and Recreation Department. These improvements include the purchase of a new, wall mounted scoreboard for Hawthorne Gym as well as improvements to the Bunker Links Club House including an outdoor seating area to enhance the experience for patrons by providing adequate seating for those purchasing projects at the facility. The estimated cost to complete these projects is $15,000 DETAILED: 1. The City will furnish all electricity for all approved soft drink machines located at the locations previously specified. The City shall neither be responsible for the machines; nor the contents of the vending machines. 2. The effective contract period for this agreement will be from 10/01/15 through 09/30/20. 3. The successful respondent shall agree to the following: a. To furnish and install at their sole expense the soft drink vending machines at each location. b. To furnish and deliver at their sole expense the display refrigerators at locations as listed. c. If new vendor, to provide new menu boards at City sales locations with logo for product identification. Vendor logo may be on board. City and vendor will agree on size of menu board at time of agreement. d. To maintain all equipment in an operational manner and to service and/or replace any defective equipment with 48 hours of request. e. Not to assign or sublet any of the rights of the agreement without the express written consent of the City Manager or Purchasing Agent. f. Not to add any additional machines at any locations unless approved in writing by the City Manager or Purchasing Agent. g. To keep all vending machines clean, sanitary and in proper working order. h. To donate necessary funding to the City of Galesburg Park and Recreation Department projects payable to the City of Galesburg. 5
4. Each respondent shall provide product pricing and full vending service information for the following: Quantity of Location Machines Vending Type Type of unit Bunker Links Golf Course 1 Concession Only Display refrigerator for 20 oz bottles. Hawthorne Gym 1 Concession Only Display refrigerator for 20 oz bottles. Lake Storey Beach 1 Concession Only Display refrigerator for 20 oz bottles. Lake Storey Diamonds #1 & #2 1 Concession Only Display refrigerator for 20 oz bottles. Lakeside Water Park 1 Concession Only Display refrigerator for 20 oz bottles. Campgrounds 1 Full Service Vending Vending machine (20 oz) City Hall Basement 1 Full Service Vending Vending machine (can) City Hall Main Floor 1 Full Service Vending Vending machine (20 oz) Galesburg Water Division 1 Full Service Vending Vending machine (20 oz) Hawthorne Gym 1 Full Service Vending Vending machine (20 oz) Hawthorne Pool 1 Full Service Vending Vending machine (20 oz) Lakeside Recreation Facility 1 Full Service Vending Vending machine (20 oz) Park Maintenance Building 1 Full Service Vending Vending machine (20 oz) Street Division Building 1 Full Service Vending Vending machine (20 oz) Transit Maintenance Facility 1 Full Service Vending Vending machine (20 oz) 5. It is intended that the City will retain a percentage of the gross sales amount of the full service beverage vending machines as commission. This percentage commission shall be paid to the City Treasurer on a monthly basis. In addition, the successful respondent shall submit monthly reports to the City Treasurer with the commission payment. The report shall state the number of cases sold at each location, the commission rate (in percent of gross sales), and the total due each month. Records shall be made available for inspection by the proper City official at to information pertaining to this agreement. 6. The successful respondent shall also agree to pay the City the then current commission rate for any other machines and sales which may be added during the life of the agreement at any City location. 7. The beverage prices quoted in the Request for Proposal are effective immediately upon execution of the contract agreement by the City of Galesburg and the vendor/supplier through the immediate twelve-month period starting with the date of the execution of the contract. Pricing for years two through five shall not exceed a 3.5% increase per year unless otherwise agreed to by the City of Galesburg. (Appendix D) 6
8. The successful respondent understands that his right to occupy the soft drink machines is hereby granted and shall continue only for so long as all conditions listed herein are strictly and promptly complied with. In case he shall default in the strict and prompt performances thereof, the City may immediately or any time after such defaults, terminate the agreement upon giving the concessionaire ten days notice in writing to comply with said provisions of any item; and, in the event there is a further or continued breach or failure by the successful firm to perform or comply with said provisions after the date designated in said notice, then the City may close up and take possession of the premises, and all rights of the soft drink firm under this agreement shall cease and terminate. In such an event, the vendor shall remove all machines within five calendar days from City property or the City may remove the machines to a suitable storage area for a fee. 9. The successful respondent shall carry adequate insurance in a company or companies acceptable to the City as concerns workmen s compensation and comprehensive general liability. The successful respondent shall submit a Certificate of Insurance in force, in amounts to be determined if current coverage is considered inadequate, prior to the inception of the contract. 10. It is the desire of the City to maintain a mutually beneficial relationship with the successful respondent. Therefore, in addition to those questions listed in Appendix A, please include in your response: a. Your proposed delivery schedules, i.e., daily, weekly, semi-monthly, etc. b. For how long a period is the price per container firm? What effect, if any, does an increase in the price per container have on the City s commission rate? c. Some machines will be locked in facilities which may not be manned at all hours. Have you experienced any delivery difficulties or foresee any delivery problems if awarded this proposal? If yes, how can the City best work out an acceptable solution? d. List your business address, location, phone number, and email address of a contact that can be reached during normal business hours. List an emergency number that can be used after normal business hours. 11. The City of Galesburg reserves the right to negotiate any portion of these specifications with any respondent if it will be beneficial to the citizens of the community and the parties involved, including the right to alter, amend, add, or delete any of the provisions listed herein. 12. The City has attempted to protect its interests and the interests of the successful respondent in the language of the request for proposal. Any additional protection for either party, or suggested comments above and beyond those previously listed will be considered. 7
Qualifications Selection of a proposal for contract will be at the sole judgment of the city. Only those respondents most fully meeting the requests of this proposal will be considered. Respondents are also asked to provide at least three (3) references of organizations similar to the City you have worked with in the last two years. Submission of proposal Proposals should be received at the address below before 11:00 A.M. (local time) on August 3, 2015. Late proposals will not be accepted. Proposals should be hand delivered or mailed. Emailed or faxed proposals will not be accepted. Respondents are to submit all materials together in a sealed packet and clearly mark on the outside of the package their company name and Proposal for Soft Drink Machines. Mailing Address City Hall ATTN: Purchasing 55 W. Tompkins Street Galesburg, IL 61402-1387 Proposals are to include the following: A timeline indicating expected completion time of key steps and of the entire project from execution of contract agreement. Key steps should be briefly described. Response to respondent questions (Appendix A) References Bid sheet with detailed fee breakdown Certificate of Compliance The City reserves the right to request additional information from any respondent after submission of proposal including but not limited to: clarification of submitted materials, and/or interviews or to allow for corrections of misinformation or omitted information. The City reserves the right to change proposal submission requirements and to change the due date at any point during the RFP process, upon notification of all firms and individuals who have expressed to the city the intent to submit a proposal (collectively the Expected Respondents ). By submitting the proposal the Respondent relinquishes all rights to submitted proposals or the ideas contained therein, and the City reserves the right to retain all submitted proposals and to use any ideas in any proposal submitted, regardless of whether or not the proposal is selected. All material submitted in response to the RFP shall become property of the City and will not be returned. 8
Prior to the execution of the agreement between the city and the Contractor, the contents of each proposal will remain confidential, to the extent permitted by law, and not made available to anyone except those involved in the selection process. VI. Clarifications Any questions about requirements or any other instruction contained within the RFP or relating to the RFP should be directed to Kraig Boynton, Purchasing Agent via email at kboynton@ci.galesburg.il.us. All requests for clarification about any item contained or relating to the RFP should be made in writing and expressed through email. Any clarifications made in response to questions received will be emailed to all expected respondents providing contact information and requesting the City do so, as appropriate and as judged necessary at the discretion of the city. Anyone planning to submit a proposal should contact the City contact listed above to convey such intent. The deadline for requesting clarification is five (5) business days prior to the due date for proposals. VII. Selection Process Selection of proposals will be at the sole judgment of the City. The City will consider all parts of the proposal collectively. Selection does not guarantee a contract. After selection, the Contractor and City will discuss and agree on final scope of work and final contract amount and terms of the Contract. If the Contractor and City fail to reach an agreement, the City is free to select from remaining available respondents, cancel the RFP, or issue an additional Request for Proposals. Once an agreement has been reached, the agreement will be presented to the City Council for approval. This agreement shall be good for five years from date of City Council approval. 9
Appendix A - Respondent Questions 1) Please provide a background history of your company and those individuals that would be servicing the City contract. 2) Discuss the items covered in the scope of work section above. 3) Discuss the types of products you are including in your proposal as well as cost. 4) Discuss your commitment to the Park and Recreation Department projects in detail 5) From time to time, the Recreation Division has requested the use of a portable trailer (at no cost to the City) so that portable vending could occur at events such as: 4 th of July celebration, the Great Balloon Race, etc. Please describe in detail if this would be an option and if so, what would be included. 6) The City is requesting that proposers consider other unique incentives in addition to the Nature project that would enhance the lives of those in our community as well as provide for mutually beneficial advertising to both the City and the vendor. These considerations could include; but not be limited to the below listed advertising opportunities. Please address each consideration in your response. Considerations include: a. Providing at no charge to the City one thousand dollars ($1,000.00) worth of vendor/supplier brand merchandise, or event tickets per year to be given out as prizes at various City events b. Vendor/supplier could provide 75 short-sleeved, navy-blue polo-type shirts which display the vendor/supplier name or product logo on the left arm of each shirt each year. The City of Galesburg would reserve the right to imprint each shirt provided by vendor/supplier with the City or Recreation logo. Shirts would be worn by City Recreation staff and volunteers at special events or at other times during which vendor/supplier products are sold. The City of Galesburg would absorb the cost of printing its logo on the shirt. Shirts would need to be sized adult small (25), adult medium (20), adult large (20), and adult extra-large (10) c. Vendor/supplier could provide eight (8) patio table umbrellas for use on the patio at Lakeside Water Park and Bunker Links Golf Course. Such umbrellas would be inspected annually and replace by vendor/supplier no later than May 1 st of each year. d. Other unique opportunities vendor/supplier might see as mutually beneficial. 7) Describe the expected interaction between your organization and the city throughout this process. 8) Provide all necessary contact information for your organization. 9) Provide any additional information about your organization that you feel is relevant to the decision process. 10
Appendix B Respondent References Contact Name: Title: Organization: Address: E-mail: City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address: E-mail: City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address: E-mail: City: State: Zip: Phone: Web address: 11
Appendix C Flavors Available (Must state flavor and brand): CARBONATED OTHER SPORTS DRINK 12
Appendix D Pricing (Year One of Five Year Contract): THIS IS A SAMPLE FORM PRICE PER ALTERNATE ALTERNATE UNITS DESCRIPTION SIZE UNIT SIZE PRICE Cases Water 20 oz. plastic bottle Cases Sports Drink 20 oz. plastic bottle Cases Soft Drink, Carbonated 20 oz. plastic bottle Cases Ice Tea 16 oz. bottle 13
RETURN WITH BID TO THE CITY OF GALESBURG, ILLINOIS CERTIFICATE OF COMPLIANCE EMPLOYMENT SUPERVISORY SALES OFFICE SKILLED SEMI-SKILLED NON-SKILLED WHITE BLACK OTHER MALE FEMALE (PLEASE FILL IN THE NUMBER OF EMPLOYEES IN EACH CLASS) 1. The Contractor of Company will not discriminate against any employees or applicant for employment because of race, creed, color, sex, age, national origin, handicapping condition unrelated to ability to perform the job; and, will take affirmative action to ensure that applicants are employed without regard to their race, creed, color, sex, age, handicap or national origin. Such action shall include, BUT NOT be limited to, the following: Employment, upgrading, demotion OR TRANSFER, recruitment or recruitment advertising, layoff or termination, rates of pay or other compensation, and selection for training, including apprenticeship. The Contractor or COMPANY AGREES to post, in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. 2. The Contractor or Company will, in all solicitations or advertisements for employees or on their behalf, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, age, handicapping condition unrelated to ability or national origin. The same shall hold true when recruitment sources are used to secure applicants. 3. The Contractor or Company agrees to notify all of its subcontractors of their obligation to comply with the nondiscrimination policy. 4. In the event of the Contractor's or Company's non-compliance with the non-discrimination clauses of the Contract or Purchase or with any of such rules, regulations or orders, the CONTRACT OR Purchase may be cancelled, terminated or suspended in whole or in part and the Contractor or Company may be declared ineligible for further City Contracts or Purchases in accordance with the Affirmative Action Program adopted by the Galesburg City Council at their meeting on August 6, 1990. By: Bidder 14
THIS FORM IS BASED ON IRS REQUIRMENTS FOR THE SAME ESSENTIAL INFORMATION AS A W-9 RETURN TO: CITY OF GALESBURG ATTN: A/P 55 W TOMPKINS ST GALESBURG, IL 61401 OR FAX TO: 309-343-4765 The follow ing information is needed to complete your vendor file and to comply w ith IRS requirements. Please fill out this form as completely as possible to ensure proper payment to you. Please return completed form as soon as possible to The City of Galesburg at the above address or fax number. Please call 309-345-3674 w ith any questions. BUSINESS NAME: INDIVIDUAL NAME: (for Sole Proprietors as appears on Social Security Card) BUSINESS ADDRESS: CITY, STATE, ZIP: YOUR TAXPAYER IDENTIFICATION NUMBER: (FEIN or business tax ID. No.) OR, YOUR SOCIAL SECURITY NUMBER: If using SSN, enter the name on the card above as Individual Name.) PLEASE CHECK APPROPRIATE BOX: Individual/Sole Proprietor Corporation Partnership Other YOUR COMPANY PROVIDES: Legal Services Services Materials Other ARE YOU SUBJECT TO BACKUP WITHHOLDING? Yes No PERSON TO CONTACT: PHONE NUMBER: UNDER PENALTY OF PERJURY, I CERTIFY THAT THE INFORMATION PROVIDED ABOVE IS CORRECT AND COMPLET Signature Date Title FOR OFFICE USE ONLY ENTERED INTO SYSTEM VENDOR NUMBER: 15