1 SECTION I REQUEST FOR PROPOSALS DATE OF ISSUE: May 12, 2016 NOTICE IS HEREBY GIVEN that the Auxiliary Services Corporation of Erie Community College will receive Bid Proposals up to but not later than 4:00 p.m. on Friday, June 10, 2016, for a Vending Machine Operations Contract, as further described herein. Proposals from interested bidders will be received at the ASC offices at the ECC South Campus, Building 1, Room 1203. The mailing address of the corporation is: Auxiliary Service Corporation, ECC South Campus, 4041 Southwestern Boulevard, Orchard Park, New York 14127. SPECIFICATIONS - Specifications are provided herein. Additional information may be obtained from the ASC Office at the above address. BID PROPOSAL FORM - all bid proposals must conform and be responsive to the bid proposal documents. THE ASC reserves the right to reject any or all bid proposals. Auxiliary Services Corporation Erie Community College By: Susan Holdaway Executive Director Auxiliary Services Corporation Erie Community College Office: (716) 851-1260
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SECTION I
REQUEST FOR PROPOSALS
DATE OF ISSUE: May 12, 2016
NOTICE IS HEREBY GIVEN that the Auxiliary Services Corporation of Erie
Community College will receive Bid Proposals up to but not later than 4:00 p.m. on
Friday, June 10, 2016, for a Vending Machine Operations Contract, as further described
herein.
Proposals from interested bidders will be received at the ASC offices at the ECC South
Campus, Building 1, Room 1203. The mailing address of the corporation is: Auxiliary
Service Corporation, ECC South Campus, 4041 Southwestern Boulevard, Orchard Park,
New York 14127.
SPECIFICATIONS - Specifications are provided herein. Additional information may
be obtained from the ASC Office at the above address.
BID PROPOSAL FORM - all bid proposals must conform and be responsive to the bid
proposal documents.
THE ASC reserves the right to reject any or all bid proposals.
Auxiliary Services Corporation
Erie Community College
By: Susan Holdaway
Executive Director
Auxiliary Services Corporation
Erie Community College
Office: (716) 851-1260
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SECTION II
Introduction
The Contract.
The Auxiliary Services Corporation of Erie Community College (the ASC) seeks proposals from
vending concessionaires interested in providing and operating vending machines dispensing snacks, hot
beverages, candy, ice cream novelties and cold foods, for a three (3) year period beginning September 1,
2016 and ending August 31, 2019. Bidders should note that the final contract is expected to provide for
a renewal option allowing the ASC to elect to renew on the same or similar financial terms, for an
additional period of three years, which would extend the term of the agreement until August 31, 2022.
The College.
Erie Community College (ECC) is a two-year community college operating within the State University
of New York college system. ECC maintains three campuses situated throughout Erie County,
specifically including a North Campus located in Williamsville, New York; a South Campus situated in
Orchard Park, New York; and a City Campus located in downtown Buffalo. The address of each
campus location can be found in Exhibit A attached to this RFP. Bidders should note that the City
Campus currently includes the Burt Flickinger Athletic Center (home to numerous sporting events each
year, many conducted by third parties not affiliated with the College), as well as a location at 45 Oak
Street. Both locations are served by vending machines which will be included within the scope of
services called for by this RFP. With respect to the South Campus, bidders should note that vending
machines will also be installed at the Vehicle Tech Center located near the campus on Route 20A.
Enrollment at the College has recently varied between eleven and thirteen thousand full and part time
students in day and evening classes in each semester. The College employs approximately eight hundred
full time and one thousand part time employees, and the ASC has an additional ninety employees on
campus. The regular ECC academic calendar runs approximately from September 1 through the third
week in May each year. Summer school classes are offered Monday through Friday and typically run, in
two separate sessions, from the last week in May through the second week of August.
In addition to College athletic events, ECC permits use of its facilities by outside groups, many of them
not-for-profit groups with a broad range of participants. The College estimates that annually more than
300,000 students, employees and visitors attend class, participate in sporting or cultural events or receive
training through the College’s workforce development and corporate training divisions. The installation
of a bureau office of the New York State Department of Motor Vehicles on the College’s South Campus
has also increased the number of visitors to that campus in recent years.
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The ASC.
The ASC is a not-for-profit corporation formed and organized under New York Law and qualified as a
tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code. The ASC is a support
organization to Erie Community College that provides the College community with a variety of food
services, including cafeteria, concessions and catering operations. In addition, the ASC has exclusive
rights to operate and license food and beverage vending machines pursuant to its agreement with the
College.
The ASC is currently party to a vending agreement under which a concessionaire operates vending
machines dispensing foods and snacks, hot beverages, and ice cream novelties at all College sites,
through August 31, 2016. This RFP solicits bids to continue that service. The current concessionaire
will be among the parties invited to participate in this bid.
Bidders should be aware that the ASC is a party to two related contracts, which bidders should consider
in connection with bids made in response to this RFP.
First, the ASC is party to a pouring rights agreement with a bottling company that distributes Pepsi brand
beverages, pursuant to which that company has been granted a license to maintain and operate on
campus any vending machines dispensing canned and bottled beverages through a period extending
beyond the term of the contract that will be awarded in consequence of this RFP. This request for
proposals therefore does not include the vending of canned or bottled beverages.
Second, bidders should be aware that Tim Hortons franchisees operate kiosks at one location at each of
the College’s three campuses, where hot and cold coffee and coffee-related beverages are sold. While
these are the only café kiosks currently in operation anywhere at the College, bidders should note that the
ASC reserves the right to permit the installation of additional kiosks or similar venues on other Campus
sites, as the ASC, in consultation with the College, determines to be appropriate. Neither the ASC nor
the College is currently under an obligation to permit the installation of any other kiosk or site.
Bidders are advised that the ASC will reserve its rights to install food service and concessions venues of
any type at any location on the ECC Campuses. The awarded contract will not confer exclusive rights of
any kind on the successful bidder.
Instructions for interested bidders are included in Section III of this RFP. Bid specifications are included
in Section IV. The final award will be contingent upon the execution of a contract in final form, which
will incorporate many of the terms outlined in this request for proposals.
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SECTION III
General Instructions
BID FOR: Automatic vending machine service, as further described herein, (see Sections II
and IV) at indicated locations on or near the North, South and City campuses of
Erie Community College.
Bids may be hand delivered or submitted by mail, and will be accepted at the ASC
office until June 10, 2016 at 4:00 p.m.
Please clearly mark bid envelope Vending Machine Service Bid.
The ASC reserves the right to reject any and all bids, and waive all formalities.
The bidder will be held responsible for any deviation from specifications.
Bidders are cautioned to read the specifications in Section IV carefully, and to note all
requirements and conditions therein, particularly if data is to be furnished with the bid. Data, where
required, should be submitted with the bid in sufficient detail to enable the ASC to determine whether
the bid complies with the intent of the specifications set forth in this RFP.
The concessionaire must furnish not only such apparatus, labor and material as is mentioned in
the specifications, but also any other apparatus, labor or material which is incidental or necessary to
fulfill the concessionaire’s obligations under the bid contract.
The specifications may not describe all the work and conditions, much of which is usual and
customary to vending contracts of the same general character. The concessionaire should not infer that
the lack of mention in any instance will permit omission of any work necessary to achieve successful
performance of the concessionaire’s duties under the vending agreement contemplated by this RFP.
BIDS THAT DO NOT COMPLY WITH ALL INSTRUCTIONS ARE SUBJECT TO
REJECTION, AT THE DISCRETION OF THE ASC.
This bid will be on a one (1) concessionaire basis only, with no sub-contracting by
concessionaire permitted without the express prior written consent of the ASC.
The contractor shall comply with all laws, rules and regulations of the Federal Government, State
of New York, County of Erie, and any applicable municipality, governing this class of work.
NOTE. The contract awarded in response to this bid will be limited to vending machine
locations reflected on Exhibit B. In the event that the ASC decides to install additional vending
machines at any campus sites, as a result of a physical expansion of Erie Community College or its
facilities, or for any other reason, the right to operate such additional machines shall be subject to
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separately negotiated terms. The ASC may, in such case, seek to negotiate an amendment to the contract
with the awarded vending operator, or it may elect to issue a separate Request for Proposals soliciting
bids for a separate contract governing the operation of such additional machines. In this regard, bidders
should note that the College is currently in the process of constructing a new building on its North
campus, which will constitute a significant expansion of classroom and administrative space. The
College plans to open the new building for use by January 2018, during the term of the contract to be
awarded. The ASC anticipates that food, snack and hot beverage vending machines will be placed in the
new building and bidders should note that these machines will be considered “additional” and subject to
separate terms.
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SECTION IV
BID SPECIFICATIONS
Proposals are solicited from concessionaires engaged in the business of operating automated
vending machines as described in this request for proposals. The vending machines will service the
three campuses of Erie Community College, and ancillary sites, as provided herein. Proposals should
include, at a minimum, the information concerning the bidder requested below, and must be submitted in
accordance with the instructions outlined herein. Failure to respond to information requests or failure to
observe instructions may be grounds for rejection of a proposal.
1. Commissions - The bidder should propose a commission payment indicated as a percentage of
gross receipts (less any applicable state sales tax) from the sale of all items sold through the
vending machines. The final contract will provide that commission payments will be made on a
monthly basis, and the final contract awarded to the successful bidder will require that monthly
reports be provided with commission payments, outlining sales made on a per machine basis
each month. The contract with the current concessionaire provides for payment of a guaranteed
annual minimum commission, and respondents will be expected to include a proposed
guaranteed annual commission figure as feature of their bid.
2. Products Sold and Projected Sales Prices - As indicated in the introduction, the ASC is
seeking a concessionaire who will furnish and maintain vending machines dispensing snacks,
candy and hot beverages. In addition, a limited number of ice cream and cold food machines will
be required in specified locations. (See Exhibit B.) Bidders should provide a full description of
the products they intend to make available, including, as applicable, sizes and brands. Bidders
should specify what types of cold foods will be dispensed, including sandwiches, yogurts, and
other items suitable for lunches or lights meals. Proposed prices for products must be indicated,
as well as an approval process for any price adjustments during the term of the contract.
Proposed prices are expected to be competitive selling prices for vending operations in Western
New York. The ASC would like to offer “heart healthy” and low trans-fat products through its
vending operations, and bidders should indicate the types and names of such products to be
offered. Students and the college community appreciate new and innovative products and
services, and bidders are requested to take this into consideration when responding to this RFP.
3. Excluded Products - As indicated in Section II, canned and bottled beverages will not be
included in the vending contract to be awarded in consequence of this RFP. Those products will
be dispensed by other vendors.
4. Perishables - Bidders should indicate how perishable, refrigerated and frozen foods are obtained,
prepared or supplied for vending. Indicate the type and nature of such products available. The
successful vendor will be responsible for delivering perishable products in refrigerated vehicles
in a safe and sanitary manner.
5. Operations and Experience - Each bidder should provide a description of its operations and
experience in the food and snack vending business. Describe the persons who will be involved
in performing the vending contract, indicate suppliers and offer examples, if any, of similar food
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and snack vending contracts serviced by the bidder. The ASC is particularly interested in
references involving vending services similar in scope to those to be provided at ECC campuses,
including vending contracts at other local schools and colleges where a similar variety of foods
and beverages are sold by the bidder.
6. Service - The final agreement will require the concessionaire to provide maintenance service for
the vending machines covered by the contract. Bidders should indicate their plans for providing
full-time maintenance service for vending machines during the term of the contract.
7. Refunds – Bidders must submit a policy and procedure for refunding money lost by customers
using the vending machines, and for handling customer complaints.
8. Certifications - Each bidder must execute the Bid Certification, Non-Collusion and Conflict of
Interest Affidavits attached to this RFP as Exhibits C, D and E, respectively.
9. Insurance - The successful bidder will be required to comply with the insurance requirements
outlined in Exhibit F attached to this RFP.
10. Credit History - Bidders should be aware that their credit histories and record of financial
stability will be subject to examination by the ASC during the bid process, and that the results of
such examinations may be considered by the ASC when bids are evaluated.
11. Location of Vending Machines - The ASC anticipates that the Vending Contract will provide,
inter alia, that food and snack vending machines will be placed in campus locations that will best
serve the needs of the College community and afford the best opportunities for maximizing
machine revenues, subject to any applicable health and safety regulations, outlet availability, and
campus rules and regulations. Bidders are referred to Exhibit B for information concerning the
current number and placement of vending machines on the College’s three Campuses.
12. Machine Standards - Vending machines should be in new or like-new condition, capable of
accepting cash as well as credit and debit card payments via cashless options or credit card
readers. Dollar and Five Dollar bill changers are to be provided by the vendor if not
included within the machines, at mutually agreeable locations in order to maximize sales. The
contract will provide that the vendor will make microwave ovens available wherever cold food
machines are installed, and that the vendor will clean and maintain the ovens on a regularly
scheduled basis. Bidder responses should indicate the number and anticipated placement of
microwave ovens and bill changers.
13. Security Credentials - The College requires the on-campus representatives of all vendors and
contractors to be registered with a security contractor, Green Security, LLC, which conducts
background screening and provides security credentials for such individuals. Credentials must
be obtained for any service, maintenance or other representative who will enter the
College’s campuses on behalf of a vendor. Bidders should note that the vendor awarded the
contract discussed herein will be assessed a fee of $69.00 for each credentialed representative
that services the contract on campus. Representatives will also be required to wear a security
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badge issued by Green Security while on campus. Badges cost $19.95 each. Bidders may consult
the website for Green Security (www.greensecurityllc.com) for additional information.
14. Campus Visits - Any bidders wishing to visit the ECC campuses should contact Executive
Director Susan Holdaway to schedule a visit. Ms. Holdaway may be contacted at (716) 851-
1260.
15. Proposals - All bid proposals must be responsive to the information requests contained herein
and must comply with any format requirements outlined in this RFP. Proposals which do not
comply with these requirements will be considered informal and may, in the sole discretion of the
ASC, be rejected. Conditional proposals will not be considered. Proposals should be clear, and
if appropriate, properly indexed. Required signatures must be in longhand. Completed proposals
should be without interlineations, alterations or erasures. The bidder’s full legal name must be
indicated on all proposals.
16. Execution of Forms - Each proposal, including all affidavits and certifications required by this
RFP, must be signed by a representative of the bidder authorized to execute contracts legally
binding on the bidder, and should indicate the full legal name and business address of the bidder.
Proposals submitted by partnerships must be signed in the partnership name by a general partner
with authority to bind the partnership in such matters. Proposals submitted by corporations must
indicate the legal name of the corporation and be signed by the President, or in the alternative,
another officer authorized to contractually bind the corporation. Proposals submitted on behalf
of limited liability companies must be signed by the highest-ranking manager or officer of the
company, or a substitute fully authorized to enter binding contracts on behalf of the company.
Proposals submitted by individual proprietors should be signed by the individual. The name of
each person signing shall be typed or printed below the signature space. When requested by the
ASC, satisfactory evidence of the authority of the individual signing on behalf of the bidder shall
be furnished. Bids, which do not comply with the signature requirements, may be rejected.
17. Addenda or Bulletins - Any addenda or bulletins issued by the ASC during the proposal process
shall become part of the specifications issued to bidders for the preparation of their proposals and
shall become part of this RFP. After the initial deadline for submissions, the ASC may issue
requests to bidders for further information if the ASC determines that further information is
needed to clarify or explain any portion of a bidder’s submission. Such requests for additional
information may be directed to bidders on a selective or general basis as the ASC determines.
The ASC shall have the sole and final discretion to determine when requests for supplemental
information are required, and on what basis (selective or general.)
18. Withdrawal of Proposals - Proposals may be withdrawn by bidders prior to time fixed for the
opening of bids but may not be withdrawn for a period of 45 days after the opening of proposals.
A successful bidder shall not be relieved of a proposal submitted without the consent of the
ASC.
19. Basis of Award - The decision of the ASC as to the award of the contract shall be based upon
the proposals, specific actions and qualifications of each bidder. The award shall be made to the
responsible bidder whose proposal is determined to be the most advantageous to the ASC and the