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.
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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.
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14. These instructions are to be considered an integral part of any proposal.
Dated: June 26, 2015
Kraig D.
Boynton
Digitally signed by Kraig D. Boynton
DN: cn=Kraig D. Boynton, o=City of
Galesburg, IL, ou=Purchasing,
email=kboynton@ci.galesburg.il.us, c=US
Date: 2015.06.24 08:21:44 -05'00'
________________________________________
Kraig Boynton
Purchasing Agent
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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:
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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)
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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.
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4. Each respondent shall provide product pricing and full vending service information for
the following:
Location
Bunker Links Golf Course
Hawthorne Gym
Lake Storey Beach
Lake Storey Diamonds #1 & #2
Lakeside Water Park
Campgrounds
City Hall Basement
City Hall Main Floor
Galesburg Water Division
Hawthorne Gym
Hawthorne Pool
Lakeside Recreation Facility
Park Maintenance Building
Street Division Building
Transit Maintenance Facility
Quantity of
Machines
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
Vending Type
Concession Only
Concession Only
Concession Only
Concession Only
Concession Only
Full Service Vending
Full Service Vending
Full Service Vending
Full Service Vending
Full Service Vending
Full Service Vending
Full Service Vending
Full Service Vending
Full Service Vending
Full Service Vending
Type of unit
Display refrigerator for 20 oz bottles.
Display refrigerator for 20 oz bottles.
Display refrigerator for 20 oz bottles.
Display refrigerator for 20 oz bottles.
Display refrigerator for 20 oz bottles.
Vending machine (20 oz)
Vending machine (can)
Vending machine (20 oz)
Vending machine (20 oz)
Vending machine (20 oz)
Vending machine (20 oz)
Vending machine (20 oz)
Vending machine (20 oz)
Vending machine (20 oz)
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)
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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.
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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.
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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.
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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: 4th 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 1st 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.
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Appendix B – Respondent References
Contact Name:
Title:
Organization:
Address:_______________________________________ E-mail:
City:
State:
Phone:
Web address:
Contact Name:
____________
______
Zip:
Title:
Organization:
Address:_______________________________________ E-mail:
City:
State:
Phone:
Web address:
Contact Name:
____________
______
Zip:
Title:
Organization:
Address:_______________________________________ E-mail:
City:
State:
Phone:
Web address:
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____________
Zip:
______
Appendix C – Flavors Available (Must state flavor and brand):
CARBONATED
OTHER
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SPORTS DRINK
Appendix D – Pricing (Year One of Five Year Contract):
THIS IS A SAMPLE FORM
PRICE
UNITS
DESCRIPTION
SIZE
Cases
Water
20 oz. plastic bottle
Cases
Sports Drink
20 oz. plastic bottle
Cases
Soft Drink,
20 oz. plastic bottle
Carbonated
Cases
Ice Tea
16 oz. bottle
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PER
ALTERNATE
ALTERNATE
UNIT
SIZE
PRICE
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
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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
Materials
Other
YOUR COMPANY PROVIDES:
Legal Services
Services
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:
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