MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
DATE OF BID OPENING
02-2 April 14, 2016
TIME OF BID OPENING INSURANCE REQUIREMENTS
2:30 P.M., Prevailing Local Time See General Terms & Conditions
BID ITEM
Soft Drink Vending and Concessions Services
CONTRACT PERIOD OR DATE DELIVERY REQUIRED
From 7/1/2016 Thru 6/30/2017
CONTACT PERSON
Terri Dick, Bid Coordinator or Sarah Kaegi, Finance Officer
PHONE
270-753-4363
Request Quote for Soft Drink and Concessions Services
Murray Independent School District (MISD) is accepting quote for soft drink vending and concessions services from interested vendors. MISD is asking any interest parities to answer this Request for Quote (RFQ).
A change in services will occur on or around July 1, 2016 .
Quotes must be submitted to the address listed in this RFQ no later than 2:30 PM, April 14, 2016 , at the address shown above.
An official authorized to bind the vendor shall sign the quote. The quote shall contain a statement to the effect that the quote is firm for a period of at least ninety (90) days from the date listed for submission of quotes.
This request for quotes does not commit MISD to award a contract, to pay any cost incurred in the preparation of a quote, or to procure or contract services.
MISD reserves the right to accept or reject any or all quotes received as a result of this request, to negotiate with any or all qualified Vendors, to waive any nonmaterial irregularities or informalities in any quotes, or to cancel in part or in its entirety this request for quote, if it is in the best interest of MISD.
All questions concerning this quote may be directed to Terri Dick at 270-753-4363.
GENERAL INFORMATION AND INSTRUCTIONS
MISD Overview
The Murray Independent School District currently has a student enrollment of 1,600 on 4 campuses – 1 elementary school, 1 middle school, 1 high school, 1 board of education.
Scope
The purpose of this RFQ is to contract for soft drink vending and concessions services for schools, athletic events, administrative functions, and other activities. Those responding to this RFQ should make no assumptions when responding to this request. In case of ambiguity, inconsistency, error or omission in this document, the vendor is required to notify of such matters to the attention of this
District. The situation will be clarified and each vendor will be notified through the issuance of a

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071 written Addendum if necessary. Verbal instructions do not constitute a part of the RFQ. To be considered, each vendor must submit a complete response to the proposal using including the forms provided.
Quote Constitutes Offer
By submitting a quote, the Vendor agrees to be governed by the terms and conditions as set forth intis document. Any quotes containing variations from the terms and conditions set forth herein may, at the sole discretion of MISD, be rendered non-responsive. Any inconsistencies between the RFQ and any other contractual instrument shall be governed by the terms and conditions of this RFQ, except where subsequent amendments to any contract resulting from the RFQ are specifically agreed to in writing by engaged parties to supersede any such provisions of this RFQ.
Format for Quotes
Quotes are to be prepared simply and in a manner designed to provide MISD with a straightforward presentation of the Vendor’s capability to satisfy the requirements and specifications of this RFQ.
Submission
Vendors may submit quotes as follows:
One (1) Copy of the quote in a sealed envelope to:
Finance Department
Murray Independent School District
208 S. 13 th
Street
Murray KY 42071
The Vendor is required to mark the envelope as containing an RFQ for Soft Drink Vending and
Concessions Services.
No telephone or fax quotes will be accepted.
Quote Signatures
The quote must be made in the official name of the firm or the individual under which business is conducted (showing the official business address). A person duly authorized to legally bind the Vendor must sign the quote. The “Statement of Assurance and Compliance’s” that is included with this packet must be included with the RFQ.
No Obligation to MISD
Neither the District nor any agent thereof on behalf of MISD will be obligated in any way by a response to this RFQ.

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
Quote Costs
The Vendor will bear all costs associated with the preparation of this RFQ, and any interviews that may be requested by MISD.
Late Quotes
MISD requires that copies of the quote be submitted no later than the date and time specified in this
RFQ. Vendors mailing quotes should allow a sufficient mail delivery period to ensure timely receipt of their quotes by the issuing office. Any quote received after the date and time specified in this RFQ will not be considered.
Modified Quotes
Should a Vendor submit a quote prior to the deadline and then wish to submit modifications, Vendor must submit those modifications by the stated deadline above to be considered as a part of the original quote.
Conditions and Exclusions of Contract
Child Nutrition and any events associated with food services are excluded from the contract proposal.
Additionally, the District makes the determination and reserves the right to accept donated products from competitive vendors that are not offered for resale for school and classroom activities and other small group events.
Water and flavored water products are a part of the soft drink vending and concessions contract.
Isotonic drinks, signage and promotions associated with isotonic drinks may be awarded separately.
Food vending may be split from soft drink vending and concessions vendors.
MISD reserves the right to return for credit any unused products delivered to MISD, including booster club organizations, parent organization groups, and student groups, within 30 days of delivery regardless of the expiration date on the product. No soft drink vending or concessions product may be delivered to
MISD with an expired expiration date.
Term of Service
The term of service should be for one (1) year beginning July 1, 2016 and ending June 30, 2017 with an option to renew contract for two (2) years.

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
CRITERIA TO BE USED IN THE EVALUATION OF QUOTES
It is the intent of MISD that this agreement for soft drink vending and concessions services may be awarded to the Vendor that best meets the criteria as outline below. Experience, qualifications, stability, ability to response to MISD needs, and references will be used to determine the award of services for MISD. MISD may also use any subjective criteria in making its determination.
Each quote will be independently evaluated. Final selection and approval will be made by the MISD
Board of Directors. The following criteria, not in any priority order, will be reviewed.
1.
Quality and extent for potential of services offered
2.
Ability to meet the District’s needs
3.
Financial revenue
4.
References
5.
Subjective evaluation of quality and desirability of products offered
6.
Other District determinations.

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
RFQ REQUESTS AND REQUIREMENTS
Three (3) options are listed below and may be answered in charts, graphs or narrative form within an outline format. Lengthy responses are not necessary. For each option, however, the points listed here should be completed addressed.
1. Please provide the name, address, and phone numbers of at least three current clients.
2. Describe the beverage products; including type, quantity and amount, that will be offered through vending equipment and concession services. This includes but is not limited to carbonated soft drinks-sugar, carbonated soft drinks-diet, non-carbonated drinks, juices, and water.
3. Discuss the delivery system of product and equipment to the district and the service schedule for stocking vending and concession products. Include discussion of servicing equipment that is broken or malfunctioning.
4. Describe any marketing, promotional and advertising that may be included with quote; this may include, but is not limited to, signage rights, scholarships, academic promotions, sponsorship of game, tournament or event, product donations to schools, sponsorship of special school day events, faculty meeting, staff development activities, and other activities.
5. Describe the quote relationship between school sponsored PTO and clubs and your organization relating to product donations, equipment and any special pricing of products.
6. State the pricing and commission rates for vending machines and concession products.
FINANCIAL CONSIDERATIONS
The quote may be a base quote to be inclusive, listing each financial commitment in annual amounts, total annual commitment, percent of commission and total commitment for the term of service. Amounts quoted based upon commissions must include guaranteed minimum annual amounts. Estimates are not acceptable without such minimum guaranteed annual amounts.
Quotes should specify any scholarships and/or product donations to be provided as part of the Quote and should also specify any advertising to be provided by the District as a condition of the contract if the Quote is accepted.
The District reserves the right to accept or reject any or all quotes or parts of quote received as a result of this request, to negotiate with any or all qualified Vendors, to waive any non-material irregularities of informalities in any quote, or to cancel in part or in its entirety this request for quote, if it is in the best interest of the District.
OTHER CONSIDERATIONS
Please be advised that all documents and written communications are subject to the Kentucky Open Records
Act.

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
Option #1 is for the right to be the sole soft drink concessionaire for vending machines only.
In addition to the general specifications, the following specifications are to be considered in your bid:
1.
NUMBER OF MACHINES – Eight (8) machines are to be provided as follows: 1 – Board Office, 1 –
Murray Elementary School, 2 – Murray Middle School, 4 – Murray High School.
2.
MACHINE LIGHTING – Vending machines shall arrive with lighting removed, disabled, or LED.
3.
FULL SERVICE VENDING – All soft drink vending machines shall be full-service machines. An inventory sheet will be left at the office of each vending location, which clearly states the description of the items left and the quantity.
4.
SELLING PRICE – For vending machines, the selling price to the consumer shall be mutually agreed upon at the beginning of the contract. Vending machine prices cannot be changed during the contract period without consent of the Principal and Superintendent.
5.
COMMISSIONS –The commission percentage is to be stated in the bid and is to be submitted to the
School District as agreed upon in a contract.
6.
TIMERS
– Machines located at Murray Middle School and Murray High School must have timers that can be manually turned on and off by school personnel.
7.
CONTACT PERSON – The successful soft drink vending company will provide the name and telephone of a SINGLE contact person who will handle all service, ordering, and general concerns of the
Murray Independent School District.
8.
SERVICE – a.
Company receiving bid will provide service for machines within 24 hours of service call. b.
All machines are to be kept clean and in good repair by the vendor including periodic washing and sanitizing to ensure sanitary conditions and acceptable appearance. c.
All service personnel will check in and out at the office of each location. d.
Machines are to be serviced and filled year-round regardless of the school district’s calendar.
9.
DAMAGE – The Murray Independent School District will not be responsible for damage or loss to vending equipment and contents due to vandalism, robbery, or any other action or cause. The Murray
Independent School District will cooperate to the extent it deems feasible in guarding against such occurrences.

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
In addition to the general specifications, the following specifications are to be considered in your bid.
1. PRICE PER UNIT – The cost per unit to the Booster organization shall include delivery by the soft drink vendor to a Booster specified location.
2.
SELLING PRICE – The selling price shall be determined by the organization selling the drinks.
3.
CONTACT PERSON – The successful soft drink vending company will provide the name and telephone number of a SINGLE contact person who will handle all service, ordering, and general concerns of the Murray Independent School District.
4.
COOLERS – The successful soft drink company shall provide coolers for the concession stands at
Murray Middle School and Murray High School. The number and type of cooler shall be a mutual agreement between the Boosters and the successful bidder.
5.
TRAILERS – Trailers may be requested for any special events, etc. as held and sponsored by the school system and/or other associated school organizations.
6.
OTHER – a.
The associated school organizations shall have the option to purchase product locally if the price is sufficiently lower than the bid price. The vendor shall have the option to match the locally advertised price or commit a separate yearly donation to the Boosters. b.
The ability to purchase the size of product that best serves their needs, c.
Provided the appropriate soft drink company support staff for special events and emergencies.
All specifications are the same as stated in Part A with the exception of items numbered 5 and 6. The bid submission for Part B is to exclude the cost of providing coolers and trailers.

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
Option #3 is the right to be concessionaire for all soft drink vending and concessions within the Murray
Independent School District.
Specifications for Option #3 are as stated in Options numbered 1, 2 Part A, and 3.

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
STATEMENT OF SUBMISSION
We have read all the conditions and requirements of the request for quote. In compliance with all general and specific terms and conditions of the request for quote, in consideration of the detailed description attached hereto, and subject to the statements of Authentication, Non-Collusion, and Non-Conflict of Interest thereof, the undersigned agrees that, upon proper acceptance by the Murray Board of Education of any part of the offer within the time stipulated, a contract shall thereby be created in accordance with the specifications for that part of the offer accepted.
_________________________________
Name of Firm
Printed Name
_______________________
Phone #
___________________________________
Authorizing Signature
___________________________________
Email Address
___________________________________
Fax #
___________________________________
Address
___________________________________________________________________________________
City, State, Zip
Please indicate your quote below or attach your quote to this form for the items specified.
COMMISSION (LUMP SUM) ____________________
PART A (WITH COOLERS & TRAILER):
Soft Drinks (12 oz. cans)
Juice (11.5 oz. or greater)
Price per Case
_______________
_______________
Soft Drinks & Water (20 oz. bottle) _______________
Non-carbonated Drinks (20 oz. bottle) _______________

MURRAY INDEPENDENT SCHOOLS
208 SOUTH THIRTEENTH STREET
MURRAY, KENTUCKY 42071
PART B (WITHOUT COOLERS & TRAILER):
Price per Case
Soft Drinks (12 oz. cans) _______________
Juice (11.5 oz. or greater)
Soft Drinks & Water (20 oz. bottle)
_______________
_______________
Non-carbonated Drinks (20 oz. bottle) _______________
COMMISSION FOR ENTIRE PACKAGE (LUMP SUM) $____________________
Additional Incentives, Services and/or Products (use this section and additional pages or attachments, if needed, to describe other services or products that your company can provide to the Murray Board of
Education that are not listed in this bid document):