Stockton Affiliated Services, Inc. Request for Proposals SNACK FOOD VENDING SERVICES at Stockton University March 28, 2016
PURPOSE AND INTENT 1.0 CONTRACT AND PROPOSAL INFORMATION Stockton Affiliated Service, Inc. (SASI), a non-profit corporation operating as an auxiliary organization for Stockton University, is issuing this Request for Proposals (RFP) for vendors who will install, operate and service vending machines necessary to dispense snack food items and hot beverages. The purpose of this RFP is to determine the best possible partner for SASI and Stockton University. The terms of this RFP shall be incorporated as a contract document. Stockton University (hereinafter "the University") is a liberal arts University located in Galloway, New Jersey which has approximately 8,500 students and 1,200 faculty and staff. There are approximately 2,900 residential students. The University sponsors over 9,000 community events, cultural, educational and sporting events throughout the year. For additional information about the University, please visit www.stockton.edu. 1.1 Issuing Office: This Request for Proposals (RFP) is issued on behalf of SASI, an auxiliary corporation, distinct from the University, established under NJSA 18A:64-26 et seq. which shall be the sole point of contact for purposes of the RFP, questions and any subsequent addendum, if applicable. The primary medium for communication regarding this RFP shall be via the SASI webpage: www.sasi.stockton.edu The RFP, Required Forms, Addendums, Questions and Answers will all be posted on the SASI website on the RFP link. It is the responsibility of the Respondents to monitor the webpage for any changes, additions, clarifications, cancellations etc. as related to this RFP. The response to the RFP shall include Non-Collusion Affidavit, a W-9 form properly executed and the Respondent s proposal. All required forms are attached. 1.2 Quote Preparation: Respondents to this RFP shall follow the instructions contained in the document in preparing and submitting a response proposal. Failure to abide by the instructions may be deemed non-responsive to the RFP and may be cause for rejection. Prospective Respondents are instructed to deliver one (1) properly identified original and five (5) complete copies of the proposal, enclosed in one sealed box or other package. 1.3 Rejected Proposal(s): SASI reserves the right to reject any or all quotes and not to award a contract, if not deemed to be most advantageous to SASI. 1.4 Cost Liability:
SASI assumes no responsibility and no liability for costs incurred by Respondents prior to issuance of any agreement, contract, or purchase order. 1.5 Questions and Inquiries: All questions and/or inquiries must be submitted by email or fax to Trish Krevetski at trish.krevetski@stockton.edu or faxed questions may be sent to (609)626-3480. Respondents are requested to reference the RFP for Snack Food Vending when submitting questions. Answers to questions will be posted on the website as they are received. It is the responsibility of the Respondents to monitor the website to view questions submitted and the answers thereto. The deadline for questions is April 8, 2016 at 11:00 a.m. 1.6 Revisions to the Request for Proposal: In the event it becomes necessary to revise any part of this RFP, notice of the revisions will be posted on the webpage. Respondents will be required to acknowledge the receipt of the addendum, if any. 1.7 Response Date: In order to be considered, proposals must arrive at SASI no later than 2:00 p.m. (E.S.T.) on April 29, 2016. The time for receipt of proposals is firm. Respondents mailing proposals should allow for normal mail delivery time to ensure the timely receipt of their proposals by SASI. 1.8 Mailing Instructions: SASI assumes no responsibility for unmarked envelopes. Nor will SASI be responsible for the failure to deliver any package by USPS, Fed Ex, UPS or any other carrier/mail service. It is the responsibility of the vendor to ensure timely delivery of the proposal. The time for the submittal of proposals is firm. Sealed proposals via regular mail are to be submitted to: Trish Krevetski, COO Stockton Affiliated Services, Inc. 101 Vera King Farris Drive Galloway, New Jersey 08205 Proposals submitted by hand or other special courier delivery must be addressed to and will be received at the following location: Trish Krevetski, COO 101 Vera King Farris Drive N-124 Galloway, NJ 08205 Proposals must arrive at the Office not later than 2:00 p.m. local time on April 29, 2016. Proposals must indicate/reference "RFP for Snack Food Vending" on the front of the envelope to distinguish it from other packages received by SASI.
2.0 SCOPE 2.1 SASI is looking for vendors who will install, operate, and service vending machines which can dispense snack type items such as: candies, gum, cookies, pastry, snack bags, crackers, health food snack items, and hot beverages. Healthy options must be included in each machine. This RFP does not include cold liquid refreshments or prepared meal type items. Machines near the residence halls may include a few non-food items. The current snack food vending operation includes eight machines across the main campus in Galloway, one machine located at The Parkway Building on Jimmie Leeds Road in Galloway, one machine located at Kramer Hall in Hammonton and one machine located at the Carnegie Library site in Atlantic City. 2.2 Award 2.2.1 SASI will negotiate and write the Contract, which will incorporate all of the specifications, requirements, terms, conditions, and provisions included in the RFP, any additional elements of the Respondent s proposal that SASI deems relevant for inclusion and any additional provisions negotiated between SASI and the Respondent. 2.2.2 Respondents shall provide a description of the company, including experience, qualifications and references. 2.2.3 In awarding the Contract, SASI will consider a number of factors in combination in evaluating the proposals submitted. These factors will include, but not be limited to, quality and scope of service, commission rates, capacity, equipment, experience, and references. Evaluation Criteria: Based on 100 points total Points: 1. Qualifications and Vendor s Experience 30 2. Proposed Program and Plans 35 Vendor s understanding of Stockton University service needs Vendor s demonstration of creative program and service development Vendor s ability to communicate its plan 3. Proposed Financial Agreement 35 Vendor s plan to build revenue and contribution Vendor s open book to financial information sharing Vendor s Capital Investment Plan Total: 100 2.2.4 It is the intention of SASI to award a contract May 13, 2016.
3.0 SPECIFICATIONS, REQUIREMENTS, TERMS, CONDITIONS, AND PROVISIONS 3.1 Provide descriptions or brochures of the vending machines along with their physical dimensions, electrical loads and refrigeration or other requirements. The vending machines must be capable of handling paper currency and provide change. If the monetary dispenser is capable of handling electronic or smart card technology indicate what data or computer requirements are necessary for implementation. SASI will supply electricity and cold water without charge to the Vendor. 3.2 Describe Respondent s system for customers to obtain refunds for items not vended or incorrectly vended and for repairs to the machines. Indicate the timeframes for ensuring that refunds or repairs are made. Indicate how many times per week the machines will be reviewed for refills or possible repairs. 3.3 Proposals requiring SASI or the University to lease, buy, replace or repair the machines will not be considered. 3.4 Cups or other items necessary for vending shall be included in Respondent s cost of operation. 3.5 If the installation of Respondent s vending machines requires electrical, plumbing or structural changes to University facilities, a detailed design with implementation costs shall be included. 3.6 The Respondent shall provide a list of individual vending items which it proposes to use in the machine with a description of the items, anticipated prices, anticipated sales and commission fees. The items shall be suitable for a University community and offer a variety of brand name food items. The Respondent shall include a variety of healthy snack items. A few non-food items may be requested for machines located in the residential life section of campus. 3.7 The vendor shall restock machines on a frequent scheduled basis to ensure an adequate supply and varieties of products are continuously available to the Stockton community. 3.8 The vending machines must have the capability to be audited by SASI, the University or third parties. A sample of the monthly reports that can be prepared shall be submitted with the Respondent s proposal. The reports should allow a third party to quickly verify the number and types of items sold and commission fees paid. 3.9 The proposal shall include a breakdown of the following: 3.9.1 Minimum vending machines: eleven machines (Baseline quote) please list machines and intended product. 3.9.2 Percentage of commissions that will be paid to SASI based upon
size, volume, type or category of item, description of item and sales price. Indicate costs per items and anticipated yearly sales. 3.9.3 The proposal may include the payment of additional monies used for joint marketing, sponsorship, educational or other programs at the University. 3.10 Periodically, SASI may require the vendor to remove, relocate or add additional machines. Respondent shall indicate what notice it may need and how long it may take to accommodate. The University is expanding facilities both in Galloway and at other locations. Additional snack vending machines may be needed. 3.11 Contract Term - The Contract shall commence on July 1, 2016 and continue for a period of three (3) years ending on June 30, 2019, with an option to renew for two (2) one-year periods. 3.12 SASI reserves the sole right to select the location and number of machines located on campus throughout the term of this proposal. 3.13 SASI reserves the right to accept or reject any of the responses to the request for proposals SASI will award or reject the proposals based upon the Respondent s quotation which is most advantageous to SASI, price and other factors considered. 3.14 Neither SASI nor the University shall be responsible for loss or damage to the vending machines or their contents resulting from any cause while on the University premises. 3.15 Each commission check to SASI must be supported by a commission statement report form approved by SASI. Checks must be received by the 15 th of the following month. 3.16 Adjustments to vending prices must be discussed in advance with the Chief Operating Officer (COO) of SASI and will be considered annually in June for July implementation. 3.17 Respondents shall provide at least three (3) references from similar operations. 3.18 SASI may, at any time during the period of the Contract, terminate the Contract by giving sixty (60) days notice in writing of its intention to do so, by certified mail or express mail to the Vendor. 4. INSURANCE AND INDEMNIFICATION 4.1 The successful Respondent (sometimes called the Vendor ) must agree to assume all risk or responsibility for, and agrees to indemnify, defend and hold harmless SASI and its Board of Directors, Stockton University and its Board of
Trustees, employees or agents thereof, the New Jersey Educational Facilities Authority, and the State of New Jersey from and against any and all claims, demands, suits, actions, recoveries judgments, costs and expenses in connection therewith, made brought or obtained on account of the loss of life, property, or injury or damage to the person or property of any person or persons whomsoever, which loss of life or property, or injury or damage to persons or property shall be due to, arise out of, or result from, or be in any way connected with said work or the performance or lack of performance thereof, or any act or omission of the Vendor or any subcontractor, it engages in connections with this Contract, unless such loss of life or property or injury or damage to person or property shall be due solely to the negligence of SASI, Stockton University, the State of New Jersey, or the New Jersey Educational Facilities Authority. The successful Respondent must agree before starting any work to provide, and pay the premiums for, product liability, public liability, and property damage insurances protecting the Respondent, SASI, Stockton University, the State of New Jersey, and the New Jersey Educational Facilities Authority against any and all liability for personal injury or death of persons from a Class B+ rated or better insurance company, authorized and qualified to do business under the laws of the State of New Jersey subject to the limits set forth herein. Such insurance shall remain in force until 120 days after the expiration date of this Contract and any renewal thereof. The policy shall name SASI, Stockton University and the State of New Jersey and its agents, employees, and the New Jersey Educational Facilities Authority, as additional insureds. Notwithstanding the limits of insurance required herein, this shall not limit the liability of the Vendor herein. The Vendor must provide: a. Worker s Compensation Insurance as required by the laws of the State of New Jersey and applicable Federal Laws. b. Appropriate Bodily Injury Liability Insurance, Public Liability and Products Liability with limits of not less than $1 million per occurrence and $3 million aggregate. c. Property Damage Liability Insurance with a limit of not less than $1 million per occurrence and $3 million aggregate in connection with this operation. d. If automotive equipment is used in the operation Automobile Bodily Injury Liability Insurance with limits of not less than $500,000 for each person and $1,000,000 for each accident, and property damage Liability Insurance with limit of not less than $100,000 for each accident. e. The effective dates of the required policies of insurance shall be for the term of this contract plus 120 days thereafter. f. Each policy of insurance shall contain an endorsement as follows: It is understood and agreed that Company shall notify in writing COO, SASI, Galloway, NJ 08205, thirty (30) days in advance of the effective date of any reduction in or cancellation of this policy.
A certificate of each policy of insurance shall be furnished to SASI. A certificate of insurance for Workman s Compensation, together with a properly executed endorsement for cancellation notice shall also be furnished. The above certificate shall be furnished by the successful Respondent ten (10) days after notice of award. The insurance companies providing the above coverage shall be authorized to do business in the State of New Jersey. Notice of policy changes shall be furnished to the COO of SASI immediately. 4.2 Cancellation Clause The policies of insurance covered by this certificate will not be allowed to expire, be cancelled, or terminated prior to their maturity date unless there shall be given no less than thirty (30) days prior written notice by Certified Mail to the COO of SASI.. 4.3 The procuring of the insurance required under the Contract shall not relieve the Vendor of any obligation or liability assumed under the Contract. The Vendor may carry at its own expense such additional insurance as it may deem necessary. The Vendor shall assist and cooperate in every manner possible in connection with the adjustment of all claims arising out of Vendor s operations within the scope provided for under the Contract, and shall cooperate with the insurance carrier in all litigated claims and demands, arising from said operations, which the insurance carrier or carriers are called upon to adjust or resist. 4.4 SASI reserves the right to request proof of adequate insurance anytime during the execution of this contract, or during the time these goods or services are utilized. 4.5 In the event that the Vendor shall fail to maintain and keep in force Comprehensive General Bodily Injury and Property Damage Liability Insurance, Workers Compensation Coverage, and Automobile Liability Insurance, and other insurance coverage s, as hereinabove provided, SASI shall have the right to cancel and terminate the Contract forthwith and without notice. 4.6 The Vendor shall do nothing which will adversely affect SASI in any way, including insurance premiums and liability. 5.0 General Provisions 5.1 Conflict of Interest. At no time during the term of a Contract awarded by the SASI shall the Vendor or any officer, director, general or limited partner or employee of the Vendor: (1) hold an equity or other economic interest in; (2) have a contractual or other business relationship with; or (3) be an officer, director, general or limited partner or employee of any business entity, including but not limited to, corporations, partnerships, limited liability companies and joint ventures, having a business relationship with Stockton University or SASI. The Vendor shall have a continuing affirmative obligation to advise the SASI of any potential or actual conflict of interest that may arise with respect to its obligations under the Contract.
5.2. New Jersey Business Registration. The Respondents are required to be a registered New Jersey business with the New Jersey Division of Revenue pursuant to N.J.S.A. 52:32-44, and must comply with P.L. 2005, c.51 (N.J.S.A. 19:44A-20.13-20,25) throughout the contract term. 5.3. Compliance with Laws and Standards The Respondent, if awarded the Contract is responsible for assuring that it and its employees and agents comply with all applicable federal, state, and local laws, statutes, regulations, codes, and standards, and current generally-accepted standards and practices in its field of business. 5.4 The contract awarded shall be governed by, and construed in accordance with the laws of the State of New Jersey. 5.5 Prohibition Against Discrimination. The vendor shall be responsible for assuring that it and its employees and agents comply with all federal, state, and local laws and regulations, including, but not limited to the (N.J.S.A. 10:2-1 through 10:2-4 et seq.)and the provisions of the Law Against Discrimination set forth in N.J.S.A. 10:5-31, et seq, and the Affirmative Action Rules promulgated thereunder, N.J.A.C. 17:27-1.1, et seq, 6.0 Attachments 6.1 Stockton Vending Machine Volume Net Sales: Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Total Hammonton $ 73.00 $ 91.75 $ 102.00 $ 92.50 $ 93.50 $ 63.25 $ 62.00 $ 59.00 $ 119.75 $ 108.00 $ 80.50 $ 90.00 $ 1,035.25 Maintenance $ 123.33 $ 73.95 $ 108.79 $ 192.75 $ 121.71 $ 118.18 $ 126.43 $ 101.81 $ 88.84 $ 81.40 $ 62.88 $ 1,200.07 D Wing $ 205.58 $ 761.97 $ 707.03 $ 647.38 $ 401.72 $ 240.22 $ 372.76 $ 391.70 $ 600.00 $ 1,205.59 $ 597.42 $ 449.67 $ 6,581.04 G Wing upper $ 144.66 $ 314.12 $ 245.52 $ 288.08 $ 259.93 $ 239.03 $ 241.52 $ 170.14 $ 221.47 $ 512.21 $ 126.19 $ 206.92 $ 2,969.79 Carnegie $ 26.00 $ 132.44 $ 107.53 $ 135.79 $ 97.27 $ 32.25 $ 50.14 $ 72.38 $ 73.48 $ 380.59 $ 150.71 $ 91.60 $ 1,350.18 Arts & Sciences $ 62.07 $ 173.52 $ 141.36 $ 113.79 $ 154.34 $ 80.44 $ 53.53 $ 82.87 $ 102.67 $ 306.01 $ 24.81 $ 145.42 $ 1,440.83 West Quad $ 64.40 $ 171.90 $ 98.52 $ 282.78 $ 276.87 $ 94.94 $ 153.34 $ 100.67 $ 209.26 $ 248.57 $ 215.65 $ 149.77 $ 2,066.67 Sports Center $ - $ 253.43 $ - $ 396.18 $ 136.27 $ - $ 312.13 $ 105.82 $ 138.60 $ 180.49 $ 169.70 $ 166.99 $ 1,859.61 I Wing 1st fl $ 217.32 $ 622.57 $ 553.77 $ 653.48 $ 831.39 $ 476.48 $ 509.97 $ 389.99 $ 473.81 $ 1,165.66 $ 588.65 $ 566.27 $ 7,049.36 Carnegie Coffee $ - $ 23.08 $ 17.16 $ 9.86 $ 18.26 $ - $ - $ - $ - $ - $ - $ 68.36 TRLC $ 22.37 $ 208.73 $ 185.64 $ 161.88 $ 251.32 $ 30.06 $ 371.61 $ - $ 325.53 $ 318.61 $ 305.39 $ 233.35 $ 2,414.49 Parkway $ 22.57 $ 83.54 $ 95.56 $ 54.15 $ 79.48 $ - $ 125.00 $ - $ 97.28 $ 140.65 $ 63.02 $ 106.82 $ 868.07 $ 837.97 $ 2,960.38 $ 2,328.04 $ 2,944.66 $ 2,793.10 $ 1,378.38 $ 2,370.18 $ 1,499.00 $ 2,463.66 $ 4,655.22 $ 2,403.44 $ 2,269.69 $ 28,903.72