RFB Documents
TABLE OF CONTENTS
page
1.0 STANDARD TERMS AND CONDITIONS –
1
2.0 SPECIAL TERMS AND CONDITIONS
3
2.1
PERFORMANCE BOND OR IRREVOCABLE LETTER OF CREDIT
3
2.3
BASIS OF BID EVALUATION
4
2.4
DISPUTE PROCESS
4
2.5
CONTRACT COMMENCEMENT/LENGTH
4
2.7
CONTRACT CANCELLATION
5
2.8
PARTIES TO THE CONTRACT
5
2.9
EXCUSED PERFORMANCE
6
2.10
INSURANCE
6-7
2.13
CONTRACTOR PERFORMANCE MEETINGS
7
2.14
ADJUSTMENTS TO CONTRACT
7
3.0
VENDING FOOD SERVICE SPECIFICATIONS
8
3.5
VENDING PRICES, MINIMUM PORTIONS AND PRODUCT SPECIFICATIONS
8-9
4.0
PERSONNEL, EMPLOYMENT PRACTICES AND STAFFING
10-11
5.0
EQUIPMENT, UTILITIES, SUPPLIES AND SPACE USE
11-14
6.0
EQUIPMENT AND FACILITIES MAINTENANCE, REPLACEMENT AND SANITATION
14-16
7.0
COMMISSIONS, ACCOUNTING AND PAYMENTS
16
7.1 COMMISSIONS
16
7.2 ACCOUNTING
16-18
7.3 PAYMENTS
18-19
7.4 AUDIT
19
8.0 BIDDER'S QUALIFICATIONS AND INFORMATION
20-21
9.0 BID SUBMITTAL FORM FOR VENDING FOOD SERVICE
22
SCHEDULE A
23
SCHEDULE B
24-25
SCHEDULE C
26
Designation of Proprietary/Affidavit
27-28
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Rev. 4/13
PS-13-2409
BID REQUEST
FOR
VENDING COLD BEVERAGE FOOD SERVICE
University of Wisconsin System
University of Wisconsin - Platteville
Platteville, WI
1.0 STANDARD TERMS AND CONDITIONS
1.1
DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from terms, conditions, or specifications shall be
described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such
statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and
the bidder/proposer shall be held liable.
1.2
UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.
1.3
ACCEPTANCE-REJECTION: The University reserves the right to accept or reject any and all bids/proposals, to
waive any technicality in any bid/proposals submitted, and to accept any part of a bid/proposal deemed to be in the best
interest of the University.
Bids/proposals must be dated and time stamped by the soliciting purchasing office on or before the date and time that
the bid/proposal is due. Bids/proposals dated and time stamped in another office will be rejected. Receipt of a
bid/proposal by the mail system does not constitute receipt of a bid/proposal by the purchasing office.
1.4
ORDERING: Purchase orders shall be placed directly to the contractor by an authorized agency. No other purchase
orders are authorized.
1.5
PROMPT PAYMENT: (If applicable): The goal of the State of Wisconsin is to pay properly submitted contractor
invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required),
and accepted as specified.
Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order
including reference to purchase order number and submittal to the correct address for processing.
Discounts for early payment will only be considered when all other conditions are equal and when payment terms
allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the
option of Net 30.
1.6
TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and
local taxes on its purchases except Wisconsin excise taxes as described below. The State of Wisconsin does not issue a
tax exempt number for state agencies.
The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its
purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it
is exempt from payment of Wisconsin sales or use tax on its purchases. The State of Wisconsin may be subject to
other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing
construction activities are required to pay state use tax on the cost of materials.
1.7
ENTIRE AGREEMENT: These standard terms and conditions shall apply to any contract or order awarded as a
result of this request except where special requirements are stated elsewhere in the request; in such cases the special
requirements apply. The written contract and/or order with referenced parts and attachments shall constitute the entire
agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or
binding unless expressly agreed to in writing by the contracting authority.
1.8
APPLICABLE LAW: The resulting contract shall be governed under the laws of the State of Wisconsin. The
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contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations
which are in effect during the period of this contract and which in any manner affect the work or its conduct.
1.9
ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice,
overcharges resulting from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser).
Therefore, contractor hereby assigns to the State of Wisconsin any and all claims for such overcharges as to goods,
materials or services purchased in connection with this contract.
1.10
CONTRACT ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be
assigned or delegated without the prior written consent of the University and appropriate purchasing authority.
1.11
NON-DISCRIMINATION: In connection with the performance of work under this contract, the contractor agrees
not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap,
sex, physical condition, developmental disability as defined in S. 51.01(5), sexual orientation or national origin. This
provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment
or recruitment advertising, lay-off or termination, rates of pay or other forms of compensation, and selection for
training, including apprenticeship. Except with respect to sexual orientation, the contractor further agrees to take
affirmative action to ensure equal employment opportunities.
1.12
AFFIRMATIVE ACTION: Contracts estimated to equal or exceed twenty-five thousand dollars ($25,000) require
the submission of a written affirmative action plan acceptable under Wisconsin Statutes and Administrative Code. The
contractor must submit the plan to the contracting state agency for approval within fifteen (15) calendar days after the
contract is awarded. An exemption occurs from this requirement if the contractor has a workforce of less than twentyfive (25) employees. Instructions on preparing the plan and technical assistance regarding this clause are available
from the contracting state agency.
The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice
to be provided by the contracting state agency that sets forth the provisions of the State of Wisconsin
nondiscrimination clause.
Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible"
contractor, termination of the contract, or withholding of payment.
Within fifteen (15) days after the award of the contract, the affirmative action plan shall be submitted to UW System
Office of Procurement, 780 Regent Street, Madison, WI, 53715.
1.13
SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must
comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, , the Rules of the
Industrial Commission on Safety, and all applicable OSHA Standards.
1.14
VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments
offset by the State of Wisconsin.
1.15
PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the
solicitation, submission, review, and approval of procurement activities.
Bid openings are public unless otherwise specified. Records may not be available for public inspection prior to
issuance of the notice of intent to award or the award of the contract.
1.16
PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request, must be clearly
stated in the bid/proposal itself. Proprietary information submitted in response to a request will be handled in
accordance with applicable State of Wisconsin procurement regulations and the Wisconsin public records law.
Proprietary restrictions normally are not accepted. However, when accepted, it is the contractor's responsibility to
defend the determination in the event of an appeal or litigation.
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Any material submitted by the contractor in response to this request that the contractor considers confidential and
proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5) Wisconsin Statutes, or material
which can be kept confidential under the Wisconsin public open records law, must be identified. Bid/proposal prices
cannot be held confidential.
1.17
DISCLOSURE: If a state public official (s. 19.42 Wisconsin Statutes), a member of a state public official's immediate
family, or any organization in which a state public official or a member of the official's immediate family owns or
controls a ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than
three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the State unless
appropriate disclosure is made according to s. 19.45(6) Wisconsin Statutes before signing the contract. Disclosure
must be made to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Madison, Wisconsin, 53707 (telephone:
608/266-8123).
State classified and former employees and certain University of Wisconsin faculty/staff are subject to separate
disclosure requirements. 16.417, Wis. Stats.
1.18
CONFLICT OF INTERESTS: Private and non-profit corporations are bound by State Statute 180.355 and 181.225
regarding conflicts of interest by directors in the conduct of state contracts.
1.19
RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled
materials whenever technically or economically feasible. Bidders/proposers are encouraged to use and bid/propose
products with recycled content which meet specifications.
1.20
MATERIAL SAFETY DATA SHEET: If any item(s) resulting from this award(s) is a hazardous chemical, as
defined under 29CRF 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item for University
approval prior to use, including reformulated chemicals.
1.21
DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an individual who is employed or retained in a full
time position or capacity with a state agency from holding any other position or being retained by any other state
agency from which the agency receives directly or indirectly, more than $12,000 from a state agency for compensation
during the same year. This prohibition does not apply to an individual who has a full-time appointment for less than 12
month, during any period of time that is not included in the employment appointment or a contract. This prohibition
applies only to individuals and does not include corporations or partnerships.
2.0 SPECIAL TERMS AND CONDITIONS
2.1
PERFORMANCE BOND OR IRREVOCABLE LETTER OF CREDIT
The successful bidder, hereafter referred to as "contractor", shall be required to furnish a performance bond in the amount of
$20,000. Such bond must be furnished upon notification by the University of Wisconsin System Office of Procurement, hereafter
referred to as "System Office of Procurement", and prior to contract award.
In lieu of the performance bond, the contractor may provide an irrevocable letter of credit naming the University as beneficiary.
The irrevocable letter of credit shall be in the amount specified for the performance bond and the format content required by the
University. The performance bond or irrevocable letter of credit shall be furnished by a company licensed to do business in the
State of Wisconsin.
The performance bond or irrevocable letter of credit shall be for the entire contract period. If an irrevocable letter of credit is used,
the period shall extend one month beyond the contract expiration date. The performance bond or letter of credit shall provide that in
the event of non-renewal, the System Office of Procurement, and the contractor be notified in writing by the issuer a minimum of
sixty (60) days prior to the anniversary of the effective date of the contract.
In the event of non-renewal, the contractor shall provide the University evidence of the new source of surety within twenty-one (21)
calendar days after the University's receipt of the non-renewal notice. Failure to maintain the required surety in force may be cause
for contract termination.
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Failure to provide the bond or irrevocable letter of credit within twenty-one (21) days of notification of award may result in
cancellation of contract award.
2.2
INSPECTION OF PREMISES
Bidders are invited to inspect the project site completely prior to submitting a bid in order to determine all requirements associated
with the contract. Failure to inspect adequately shall not relieve the contractor from the necessity of furnishing and installing,
without additional cost to the University, any materials and equipment or performing any labor that may be required to carry out the
intent of the contract. A site survey is scheduled for Thursday April 25, 2013 at 9:00 AM CST at the University of
Wisconsin-Platteville in the Mound Room of the Markee Pioneer Student Center, 855 Greenwood Avenue, Platteville
WI 53818 (For interactive campus map please reference : http://www.uwplatt.edu/contact/map/. ) at which time the bid
specifications and related information will be reviewed. Participants may pick up parking passes on arrival at Markee
Pioneer Student Center. Please Contact Vicki Strait-Munns to schedule Parking Pass arrangements.
For Site Inspection Appointment
Prospective Bidders are to Contact: Vicki Strait-Munns, Financial Specialist Supervisor
University of Wisconsin - Platteville
Telephone: 608.342-6048
E-Mail: [email protected]
2.3
BASIS OF BID EVALUATION
The award shall be made to the bidder(s) with the best commission or annual guarantee which is in the best interest of the
University as determined by the University. The University shall determine if the bidder is financially, managerially and
operationally capable of providing the required services based on the vendor's response to this bid. Only those vendors determined
to be capable and currently operating Vending Food Services shall be considered. Representatives from the University reserve the
right to inspect the bidder's facilities and other operations under the contractor's management prior to award of this bid.
2.4
DISPUTE PROCESS
Any dispute of the University's award must be made no later than five (5) working days after the award notice is issued
by Office of Procurement. Written notice of dispute must be filed with the President of the University System in care
of:
Rich Lampe
Director of Procurement
University of Wisconsin System Administration
780 Regent St
Madison, WI 53715
A complete written dispute must be received by the Director of Procurement, System Office of Procurement no later
than five (5) working days after the award notice is issued.
2.5
CONTRACT COMMENCEMENT/LENGTH
It is the intent of the University to commence the resulting contract on or about July 1, 2013.
The contract shall be effective on the date indicated on the contract and shall run until June 30, 2014 with the option of
four (4) additional one year periods. This contract shall automatically be extended into the next optional period unless
either party notifies the other, in writing, one hundred and twenty (120) calendar days prior to the expiration of the
initial or succeeding contract terms.
The University may discontinue this contract, in whole or in part, without penalty at any time due to non-appropriation
of funds.
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2.6
FIRM BIDS
All bids shall remain firm for a minimum of ninety (90) days from the date of bid opening.
2.7
2.8
CONTRACT CANCELLATION
2.7.1
The contract may be terminated by either party on the anniversary of the effective date in any subsequent year of the
contract, if either party provides the other party with written notice one hundred and twenty (120) days prior to such
anniversary date.
2.7.2
The University may cancel this contract for breach, as determined by the University, for failure to comply with the terms
and conditions of the contract. This may include any cessation or diminution of service including but not limited to failure
to maintain adequate personnel, whether arising from labor disputes, or otherwise any substantial change in ownership or
proprietorship of the contractor which in the opinion of the University is not in its best interest.
2.7.3
The University shall provide ten (10) calendar days written notice of contract breach and unless within ten (10) calendar
days such neglect has ceased and arrangements made to correct, the University may cancel the contract by giving sixty (60)
days notice in writing by registered or certified mail of its intention to cancel this contract.
2.7.4
Should the University breach any terms or provisions of this contract, the contractor shall serve written notice on the
University setting forth the alleged breach and demanding compliance with the contract. Unless within ten (10) calendar
days after receiving such notice, the allegation shall be contested or such breach shall cease and arrangements be made for
corrections, the contractor may cancel the contract by giving sixty (60) days notice, in writing, by registered or certified
mail of its intention to cancel this contract.
2.7.5
The University may discontinue this contract, in whole or in part, without penalty at any time due to non-appropriation of
funds.
2.7.6
If the contractor fails to maintain and keep in force required insurance, the University shall have the right to cancel and
terminate the contract without notice.
PARTIES TO THE CONTRACT
The contract shall be between the State of Wisconsin, Board of Regents of the University of Wisconsin System doing business as
the University of Wisconsin - Platteville, hereafter referred to as the "University" and the successful bidder hereafter referred to as
the "contractor" for the provision of Cold Beverage Vending Food Service according to the terms set forth herein, James Mueller
shall be the representative of the University responsible for the administration of the contract and referred to herein as "the
appropriate campus authority".
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2.9
EXCUSED PERFORMANCE
If, because of riots, war, public emergency or calamity, fire, flood, earthquake, act of God, government restriction, labor disturbance
or strike, business operations at the University are interrupted or stopped, performance of this contract, with the exception of monies
already due and owing, shall be suspended and excused to the extent commensurate with such interfering occurrence. The
expiration date of this contract may be extended for a period of time equal to the time that such default in performance is excused.
2.10 INSURANCE
The contractor shall bear the full and complete responsibility for all risk of damage or loss of premises, equipment, products or
money resulting from any cause whatsoever and shall not penalize the University for any losses incurred related to this contract.
2.10.1 COVERAGE AND MINIMUM LIMITS
Coverage
Minimum Limits
Worker's Compensation (WC)
Employer's Liability
Coverage (B)
Statutory
$100,000/500,000/100,000
Commercial General Liability (CGL)
General Aggregate incl. prdt/co
Each Occurrence
$2,000,000
$1,000,000
Automobile Liability (including hired & non-owned)
Combined Single Limit
$1,000,000
Additional Insured Provision
The contractor shall add the Board of Regents of the University of Wisconsin System, its officers, agents and employees as
an additional insured under the commercial general and automobile liability policies.
2.10.2
Certificate of Insurance
Upon notification of award and prior to issuance of a contract, the contractor shall provide the University a certificate of
insurance with the required coverage and limits of insurance issued by an insurance company that has an AM Best rating of
A- licensed to do business in the State of Wisconsin and signed by an authorized agent.
2.10.3
Commercial General Liability
Commercial General Liability includes, but is not limited to consumption or use of products, existence of equipment or
machines on location and contractual obligations to customers. The contractor shall bear the full and complete
responsibility for all risk of loss of premises, or damage to equipment, products or money resulting from any cause
including that of sub-contractors and shall not penalize the University for any losses incurred related to this contract.
2.10.4
Covenant Requiring Notice
These policies shall contain a covenant requiring sixty (60) days written notice by the insurer to University of Wisconsin
Office of Procurement, 780 Regent Street, Madison, WI 53715, before cancellation, reduction or other modifications of
coverage. The insurance certificate shall be for the initial contract period of one (1) year and shall be extended by the
contractor for each subsequent renewal period of the contract. The contractor shall advise each insuring agency to
automatically renew all policies and coverage in force at the start of and resulting from this contract until specified
coverage requirements are revised.
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2.10.5
Evidence of new Insurance
In the event of non-renewal, cancellation or expiration of insurance, the contractor shall provide the University evidence of
the new source(s) of required insurance within twenty-one (21) calendar days after the University's receipt of the sixty (60)
day notice. In the event the contractor fails to maintain and keep in force the insurance herein required, the University shall
have the right to cancel and terminate the contract without notice.
2.10.6
University Right to Cancel
In the event the contractor fails to maintain and keep in force the insurance herein required, the University shall have the
right to cancel and terminate the contract without notice. The contractor shall advise each insuring agency to automatically
renew all policies and coverage in force at the start of and resulting from this contract until specified coverage requirements
are revised.
2.10.7
Contractor Agrees to Indemnify
The contractor agrees to indemnify, defend and hold harmless the Board of Regents of the University of Wisconsin System,
its officers, employees and agents from and against any and all claims, losses, liability, costs or expenses (hereinafter
collectively referred to as "claims") occurring in connection with or in any way incidental to or arising out of the
occupancy, use, service, operations or performance of work in connection with this contract, but only to the extent that such
claims are caused by the negligence, misconduct or other fault of the contractor, its agents, employees, subcontractors or
contractors.
2.11
The contractor agrees that items relative to Vending Food service which are not covered herein may be added to this bid and
resulting contract by the University without voiding the provisions of the existing contract. Additional services shall be furnished to
the University by the contractor with additional consideration as needed to make it legally enforceable. Exclusive operation does
not include Convenience Stores, Campus Bookstore, self-operated general merchandiser or Athletic Concessions.
Equipment shall be compatible with design and quality with the other contractor's equipment at the same locations, as determined by
the University. Each contractor shall cooperate, as determined and coordinated by the University, with other contractors and the
University in all such terms as, but not limited to, area sanitation, waste containers, decorative motif, paper supplies, refunds, and
scheduling of stocking items.
2.12
The terms and obligations of this contract shall be applicable to Vending Food services operated in various and separate locations of
the University (i.e. Housing, Student Center, etc.), including those locations leased by the University to tenants in which the
specified service shall be required. Lessors of space to the University may reserve the right to determine the extent that the
specified service shall be provided under this contract on their premises.
2.13
Recognizing that the successful performance of this contract is dependent on favorable response from the users, the contractor shall
meet monthly with the appropriate campus authority and/or authorized student committees to effect adjustments in operations, and
shall cooperate at all times to maintain maximum efficiency and good public relations with students, faculty and staff.
2.14
After the initial contract year, the parties upon mutual agreement may adjust the specific terms, commissions or guarantees of this
contract where circumstances beyond the control of either party require adjustments. All adjustments shall be proposed in writing
by the University to the UW System Office of Procurement for approval prior to becoming effective. All required contract
amendment(s) shall be issued by UW System Office of Procurement.
2.15
The contractor shall be financially responsible for obtaining all required permits (including parking), licenses, and bonds to comply
with pertinent Board of Regents/University of Wisconsin System regulations, and municipal, county, state and federal laws, and
shall assume liability for all applicable taxes including but not restricted to sales and property.
2.16
The contractor shall furnish all beverages, supplies, equipment, management and labor necessary for the efficient operation of the
specified services included in this contract, subsequent extensions and amendments.
2.17
The contractor shall occupy and use the premises, as defined by the University, only for Vending Food Service. The University
shall not guarantee an uninterrupted supply of electricity or heat. The University shall be diligent in reporting service following an
interruption. The University shall not be liable for any loss which may result from the interruption or failure of any such utility
services.
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2.18
3.0
The University shall have the right to make reasonable regulations on the method of service, opening and closing hours, safety,
sanitation, maintenance and use of Vending food service areas and the contractor agrees to comply with such regulations.
Authorized representatives of the University shall have the full right of access to all Vending Food Service areas at any and all
times.
VENDING FOOD SERVICE SPECIFICATIONS
3.1
The University desires a sound, well-managed vending food service which will serve the varied components of the University, reflect
professional attitudes that will enhance the image of the University, and provide its customers consistent and predictable service. The
vending food service shall be a supportive service for student activities and react to the changing trends in the vending industry and
changes in campus demographics.
3.2
The University shall determine that which is in the University's best interest regarding all such matters of the bookstore and the
manual food service. The contractor shall cooperate with the University to maintain comparable standards of service, food quality,
menu variety and comparable portions and prices with that available in manual food services. At a time that it can be determined by
the University that any of the manual food services can be better performed by vending food service, they may become part of the
contractor's responsibility and amended to this contract by mutual agreement.
3.3
Upon approval of the University recognized organizations shall be permitted to sell food and beverages on campus in connection
with authorized University events such as bake sales, fund raisers, and student activity programs .
Special Functions
3.4
When appropriate, the University shall advise the contractor of campus functions which may require additional vending food service
to maximize service and revenue potential. Large conferences and department sponsored activities are examples of such functions.
3.5 VENDING PRICES, MINIMUM PORTIONS AND PRODUCT SPECIFICATIONS
3.5.1 The contractor shall comply with the portions and prices specified in this contract and those additions arrived at by mutual
agreement of the University and contractor at the start of this contract. Comparable portions and prices shall exist between
manual and vended food service. The item-portion and price schedule included in these specifications shall serve as a price
and portion guide for other menu items not specifically included.
List of Products/Price Adjustments
3.5.2 Prior to the start of the contract, the contractor shall provide a detailed listing of portions and prices of all other products
intended to be served for prior approval by the University, with information copy to the System Office of Procurement. All
portion and price change requests shall be submitted to the University in writing for approval prior to implementation with
approved information copy to the System Office of Procurement.
Price and portion change requests from the contractor may be submitted to the University for consideration on an annual
basis. The University intends to only make price and/or portion changes prior to the start of each academic year.
The contractor may provide the University with price and portion change requests a minimum of sixty (60) days prior to the
end of the second semester. The contractor shall provide the University with data supporting changes being recommended.
After cost change verification, the University shall determine those price and/or portion changes to be approved and the
effective day. The University may use the Consumer Price Index, North Central Region Averages, All Urban Consumers,
Food Away From Home Index changes as a guideline in evaluating the contractor's price change proposals. The University
may negotiate increased commissions on select products when cost increases are less than the amount of the sale price
increases.
3.5.3
All prices include State and local sales tax. All weights and measures are minimums of cooked ready-to-eat portions, except
raw weight minimums identified as "R.W.”
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3.5.4
Selling Price and Minimum Portion Schedule.
PRODUCT
3.5.4.1
Soft Drink
SPECIFICATIONS
Minimum of six (6) flavors per vendor to
include Pepsi-Cola or Coca-Cola. Other
flavors and brands including waters and
sports drink determined by mutual agreement.
vend pre-mix – 20 oz. water
20 oz. drink
20 oz. sports drink
3.5.4.2
3.6
Natural Fruit
Juices & Teas
Energy drink
SELLING PRICE
15.9 oz. container juice
15.9 oz.
16 oz. teas
16 oz. canned energy drink
$1.00
$1.25
$1.50
$1.00
$1.25
$1.25
$2.00
The University shall require that the vendor be able to furnish a minimum of six (6) flavors including Cola (Pepsi or Coca Cola), a
Diet Cola (Pepsi or Coca Cola), and other soft drinks not limited to, Root Beer, Orange, Lemon Lime, Diet Lemon Lime, Diet
Caffeine-Free Cola (Pepsi or Coca Cola), Sport Drinks, Teas and Mineral Water. Product mix and sizes by machine and location
shall be determined by mutual agreement of the University and contractor based upon Schedule B. The vendor should supply a full
list of product offerings with the bid. The University may require a sample before using a particular product.
Juice Selections
3.7 The natural fruit juice selections shall be but not limited to grapefruit, grape, orange, pineapple, cranberry, etc. Combination juices
(less than one hundred percent (100% juice) may be vended from the juice vendor. Name brands of national acceptance shall be
provided, all other shall require prior University approval. At locations where a juice vendor is not provided, these products may be
vended from the variable priced beverage machine and commissions shall be paid on natural juices as quoted per bid submittal.
Inventory Rotation
3.8
All perishable food shall be package coded. The contractor shall be responsible for all loss of stale products, spoilage and shrinkage
and shall not penalize the University for such losses.
Labeling
3.9
Labeling on all items, including vended perishable foods, shall comply with all U.S.D.A., F.D.A. regulations, qualifications, and
University policy, regarding packaging, labeling, ingredient listing and standards. The contractor's menu and menu item
presentations shall not violate the intent of full truth in their written content, item descriptions or products used.
Brand Preference
3.10 The contractor shall take under advisement the University's wishes regarding such considerations as brand preference, design and
material specifications of supply items, use of State products, and use of local vendors where the resulting costs do not significantly
jeopardize the fixed guarantee and commissions of this contract.
Minority Business
3.11 The University of Wisconsin is committed to the promotion of minority business in the State's purchasing program. With this
procurement a successful contractor is encouraged to purchase services and supplies from minority businesses certified by the
Wisconsin Department of Development, Bureau of Minority Business Development. The UW Purchasing unit shall require from the
successful contractor a quarterly report of purchases of such supplies and services necessary for the implementation of the contract.
A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of
Administration, Office of Minority Business Program, 608/267-7806.
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The University requests the cooperation of the contractor in reporting on a regular basis all purchases of services or commodities
from certified minority businesses used in the performance of this contract. This report shall be submitted to the University
Purchasing Office on an annual basis.
Industry Advancements
3.12 The contractor shall be alert to changing vending food service trends, new market forms of food, and changing diet patterns being
evolved throughout the vending food service industry. As a result, the contractor shall be expected to initiate ideas for varied
methods of vending service and menu presentations, and by mutual agreement implement these variations within the conditions of
this contract. The University shall encourage and cooperate with the contractor to promote and merchandise services and products to
the fullest to attract students, faculty and staff to enjoy and fully utilize the vending service. The contractor, with approval from the
University, shall implement, merchandise and promote these new services and product variations in a manner typically used by
commercial operations (i.e., sample tasting, temporary food stands). Promotion techniques may consider all campus publicity and
advertisement including: paid ads in authorized campus publications, radio announcements, posters, and approved point of purchase
displays. National marketing promotions with the approval of the University are encouraged.
Samples
3.13 Prior to the start of the contract, and at any time during the life of the contract, the University, at its option, may require samples of
vending products for evaluation and approval prior to sale at the University.
Vendamisers
3.14 The University reserves the right to install Vendamisers of its choice on any or all equipment under the terms of contract. The
University maintains ownership of all Vendamiser machines.
4.0 PERSONNEL, EMPLOYMENT PRACTICES AND STAFFING
4.1
Contractor shall at all times maintain on duty for the University an adequate staff of employees for efficient operation. The
contractor shall provide expert administrative, purchasing, equipment consulting, and personnel supervision.
An adequate staff of employees, to be approved by the University, shall be on duty to provide efficient, prompt and sanitary service.
The University shall have the right to review the staffing patterns and job schedules, and require the contractor to take appropriate
action to insure adequate service. The University may require the contractor to increase staff based on the needs of the operation.
The University shall be the final approving authority for adequate staffing requirements.
Contractor Contact Personnel
4.2
The contractor shall provide headquarters management staff, made known to the University by name, to routinely review and inspect
operations, fill staff vacancies if necessary, consult with the University on current and future vending food service programs, and to
act with full authority on the contractor's behalf in any and all matters pertaining to the specifications of this contract.
Personnel Relations
4.3
Personnel relations of employees on the contractor's payroll shall be the contractor's responsibility. The contractor shall comply with
all applicable government regulations related to the employment, compensation, and payment of personnel. All employees of the
contractor at the institution shall be bonded. The University may review this list upon request.
Personnel of the contractor shall observe all regulations of the University, failure to do so may be grounds for the University to
recommend dismissal.
Staff Training
4.4
The contractor shall have the resources and staff for continually providing satisfactory training and development programs for their
employees at all levels of the organization. Regularly scheduled employee training shall be conducted by the contractor regarding
such subjects as refrigeration maintenance, defensive driving, equipment repair, and proper sanitation. The contractor shall be
responsible for the expense of such training meetings.
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Employee Identification
4.5 Employee uniforms shall be provided by the contractor which are mutually agreed by the University and contractor to be best suited
for the job function intended, and easily and appropriately identify the contractor and employee by name. Exceptions shall be
determined by mutual agreement of the University and contractor. All employees of the contractor shall wear an approved uniform
while on duty at the University.
Free Meals or Snacks
4.6
The contractor shall not furnish free or discounted beverages to their employees, those of the University or any customer as a direct
operating expense with a reduction of sales and/or commissions.
Food Handler Examination
4.7
If the State of Wisconsin requires that food handlers take and pass a food handler's examination, the University shall require
certification that food handlers under this contract have taken and passed the examination. The cost of these examinations shall be
the contractor's responsibility.
The contractor may require all of its employees assigned to duty at the University to submit to health examinations before being hired
and periodically at least annually or as frequently and as stringently as required by law, and to submit satisfactory evidence of
compliance with all health regulations to the University.
Parking Fees
4.8
The University does not require the contractor to pay parking fees for service vehicles used on campus in the service of this contract.
Report of Child Abuse or Neglect
4.9 If, in the course of providing services to University of Wisconsin System Institutions, contractor (or its agent or
employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or
neglect, and the contractor (or its agent or employee) has reasonable cause to believe that child abuse or neglect has
occurred or will occur, contractor must make a report of that abuse or neglect to law enforcement or to a county social
service agency as provided in University of Wisconsin System Institution’s Child Abuse and Neglect Policy. If the
suspected child abuse or neglect involves University of Wisconsin System Institution, the contractor shall also report
that abuse to the University of Wisconsin System Institution Office of Equity and Diversity
Health Examinations
4.10 The contractor may require all of its employees assigned to duty at the University to submit to health examinations before
being hired and periodically, at least annually or as frequently and as stringently as required by law, submit to the
University, satisfactory evidence of compliance with all health regulations.
Background Checks
4.11 The University requires the contractor to warrant they are supplying employees that have passed background checks. This
includes management, full and part-time staff. The contractor also agrees to defend, indemnify and hold harmless the
Board of Regents of the University of Wisconsin System, its officers, employees and agents for any claims, suits or
proceedings alleging a breach of this warranty.
Vendors or contractors whose employees, affiliates, or volunteers will have routine or unsupervised access to vulnerable
populations (i.e., minors or medical patients) in the course of the contract represent that these employees, affiliates, or
volunteers have satisfied a criminal background check conducted by a criminal background check vendor selected by
the contractor that includes a check of the vendor's proprietary national criminal background check database.
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5.0 EQUIPMENT, UTILITIES, SUPPLIES AND SPACE USE –
5.1
Schedule B. Location and Description of Required Vending Equipment, presents the initially required minimum equipment; but it is
intended that at regular intervals during the duration of the contract the amount of required equipment shall be examined by the
University and contractor with the objective of providing the best possible service to the student body, staff and faculty. Selected
equipment must be in compliance with the American with Disabilities Act (ADA).
According to schedule B, the contractor shall provide multi-priced beverage, glass-front and 20 oz. vendors at selected locations.
The University may provide the contractor soda vending equipment on a no charge lease agreement from the bottler/wholesaler the
contractor selects to purchase product in compliance with Wisconsin Administrative Code, ATCP 102.11(2)a. Changes of product
and equipment source shall require prior approval of the University.
The contractor shall coordinate the ordering, delivery, repair requirements and return of the soda vending equipment with the
bottler/wholesaler. All soda vending equipment shall remain the property of the bottler/wholesaler on loan to the University and shall
not be relocated to another account operated by the contractor. The contractor shall return the equipment to the bottler/wholesaler on
termination or expiration of the contract. The contractor shall stock, maintain, service and repair the equipment. The contractor shall
provide the labor and parts required for soda equipment repair at no charge to the University.
If a soda wholesaler is the successful contractor for providing cold beverage vending service, the wholesaler may provide the
University soda vending equipment in compliance with Wisconsin Administrative Code, ATCP Chapter 102.11(2)a.
5.2
The University requires the contractor to provide both new and updated vending and related auxiliary equipment per Schedule B.
New equipment shall be of most recent model and not manufactured prior to 2012. Update equipment shall be 2007 model or more
recent, and shall be shop rebuilt and refurbished prior to installation. All equipment should provide thermal overload protection and
comply with applicable electrical standards. Energy star certified equipment is required.
For purpose of this contract, update rebuilt and refurbished requires the equipment be in like new condition prior to final acceptance
by the University for location on campus.
New and update equipment shall be listed as certified by the Automatic Merchandising Industry Health Code. All equipment shall be
subject to inspection and approval by the University prior to final installation.
The vending equipment shall be compatible in terms of decor when three or more machines are placed together at one location. The
vending equipment shall be the same height to give uniformity of appearance, except as otherwise mutually agreed by the University
and contractor. The University shall install and pay the costs of any decorative motif.
All equipment shall be equipped with non-reset electronic sales totalizers and selection panels which have the capability to provide
digital display of total sales.
Equipment Verification
5.3
The contractor shall provide the University and the System Office of Procurement with invoice copies to verify new equipment
purchases are in compliance with contract requirements. Initial and subsequent installations of new and update equipment shall be
identified by type of equipment, serial number, manufacturer's meter readings and location and listings be provided the University
and Office of Procurement not later than thirty (30) days after the effective date of the contract.
After the start of the contract, the contractor shall not add or remove vending or auxiliary equipment without prior written approval of
the University. All schedule revisions shall be recorded on the monthly revenue and equipment commission report.
Utilities
5.4
Where necessary, and mutually agreed by the University, utilities shall be brought to equipment by the University. The contractor
shall be responsible for paying the costs of connections from the equipment to the provided utility source, including all other costs of
installation of the equipment.
The University shall not guarantee an uninterrupted supply of water, steam, electricity or heat except that it shall be diligent in
restoring service following an interruption. The University shall not be liable for any loss which may result from the interruptions or
failure of any such utility services.
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Ownership of Equipment
5.5
All vending equipment owned by the contractor shall remain with the contractor. However, the University agrees to take such
measures as may be reasonably required, as defined by the University, for the protection against loss by pilferage or destruction.
Required equipment repairs expense shall be the contractor's responsibility.
5.6
Reduced Service Periods
5.7
The vending machines shall be operated during the entire year, but with reduced selections arrived at by mutual agreement for the
summer session and University vacation breaks.
High Volume Locations
5.8
The contractor shall provide uniformed rate service attendants at high sales volume locations during peak service periods, as mutually
agreed. The rate service attendants shall assist with the operation of equipment, re-stock vending items, paper supplies and
condiments, maintain the service area in a sanitary and orderly condition, and other such services as may be required.
Operation Instructions/Refunds/Malfunctions
5.9
Contractor shall provide on each machine at each vending food equipment location operating instructions and information to eligible
users where malfunction reports and refund requests may be made. All information including permits, licenses and price regulation
required to be posted shall be displayed in an appropriate manner agreed by the University without defacing of the facilities of the
University.
Keys
5.10 The contractor shall be responsible for control of keys obtained from the University and the security of those areas for which and
when they are used by its representatives. The contractor shall be responsible for immediately reporting all the facts relating to losses
incurred, equipment damage or break-ins to their equipment and areas of the University. The University shall designate the authority
who shall receive these reports and be responsible for key issue and periodic review of key control.
The contractor is responsible for the purchase of padlocks and other security devices which may be required by the contractor to
further ensure revenue, product or property.
The University shall provide the contractor with routine campus protection currently available to vending food service, such as night
patrol, door checks, security consulting, call response, etc.
The University and contractor shall mutually determine the additional security measures required to control unauthorized access to all
vending food service areas included in this contract.
Lock Cylinder/Key Replacement
5.11 The contractor shall be responsible for replacement of lost keys and the cost of re-keying and replacement of lock cylinders required
as a result of their negligence and/or loss of keys.
Storage of Equipment
5.12 Vending and auxiliary vending equipment not removed from the University locations on cancellation or expiration of this contract
and/or after ten days written notice to the contractor may be removed and placed in storage by the University. All costs of removal,
storage and product and revenue loss shall be the contractor's.
Changers
5.13 Vending change making equipment shall have the capability of customer selection of changing coins and $1.00 currency. The
contractor shall provide and service the changers with amounts of change at frequent intervals to ensure change is continually
available. All vending equipment shall have the capability of returning change in amounts of $.05, $.10 or $.25 as required, and have
adequate change inventory for required returns.
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All machines shall be equipped with a microprocessor controlled dollar bill acceptor as an equipment accessory for all vending
locations.
All vending machine coin/bill changer mechanisms shall be electronic and maintained at the full change bank capacity and
inventoried each time the machine is serviced and brought up to capacity. The coin changers shall be designed with automatic refill
features.
Route Employee Sales
5.14 Items sold through vending equipment shall not be manually sold by vending attendants or route employees. Prior to requiring
manual sales of items sold through vending equipment, high volume areas shall be equipped with additional vending equipment of
the type required. Location sales during the equipment stocking processes shall not be done manually.
6.0
EQUIPMENT AND FACILITIES MAINTENANCE, REPLACEMENT AND SANITATION
6.1
The premises, equipment, supplies and facilities shall be maintained throughout the life of this contract in condition satisfactory to
the University and in compliance with Chapters HSS 196 and HSS 198 of the Wisconsin Administrative Code and Sec. 50.50(4),
Wisconsin Statutes. Thus, the contractor shall adhere to the highest standards of cleanliness and sanitary practices, including food
handler's appearance and performance in the preparation, service, transport and storage of food and related items. Structural, utility
and non-vending equipment changes necessary in order to comply with such requirements shall be made by the University at its
expense.
6.1.1
The contractor shall maintain in a sanitary condition all vending machines. The customer-contact surfaces of all equipment
including selector buttons, knobs and handles and cup dispensing platforms shall be cleaned with germicidal solution
applied with disposable toweling. Visible products residue, as in cup platforms, shall be removed with warm water and
detergent before application of the germicide.
6.1.2
The external cabinet of all vending machines, including cabinet tops, shall be kept free from dust and other contaminants.
Screens, compressor zones and condensers shall be inspected regularly for dust, seepage and other residue and shall be kept
clean.
6.1.3
Contractor's employees shall be responsible for inspecting under and behind the vending machines and supplemental
equipment for evidence of dirt, debris and vermin. When cleaning of these areas is required, the contractor shall provide
access, by kickplate (skirt) removal or machine movement, and advise the University of the need for cleaning.
6.1.4
The University shall provide waste containers, bag liners, and recycling containers in the vending areas, where necessary,
and in sufficient number, to maintain sanitary standards for trash disposal. All waste containers and recycling containers
shall be kept in a clean and satisfactory condition at all times, and emptied as often as necessary by the University.
6.1.5
The contractor shall remove all waste packaging, master cartons, boxes, etc., from the vending service and storage areas to
outside dumpsters provided and serviced by the University. These waste materials shall not be placed in the containers
described in above paragraph. Cardboard cartons shall be taken by the contractor to collection points identified by the
University or be removed from campus by the contractor.
Facility Inspections
6.2
Consultant inspectors of the Wisconsin State Division of Environmental Health and Milk Certification Section and/or Agent Health
Departments of the division and campus safety personnel and environmental health specialists shall have complete cooperation and
access to all vending service, production and storage areas on inspection which they may conduct. These inspections may be at the
request of the University or on said agency's own discretion. A management representative of the contractor shall conduct equipment
and facilities maintenance and sanitation inspections periodically. A copy of all inspection reports shall be furnished the University
by the contractor. The contractor is responsible to implement corrective operating measures required as a result of these inspections
and reports within ten day notification from the inspecting agency and by mutual agreement of the University.
6.3
The contractor shall institute and maintain a program of preventive maintenance and regular replacement of worn, damaged, or
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malfunctioning vending equipment. This program shall be described in detail with each bidder specifying equipment and parts
backlog to meet emergencies and routine maintenance and repair. The University shall not perform maintenance or repair on any
equipment of the contractor or that on loan to the University.
The University shall institute a preventive maintenance program and regular replacement of worn, damaged or malfunctioning
non-vending capital equipment and related facilities. The program shall be paid by the University and executed with the full
cooperation of the contractor.
Malfunctions and Service
6.4
The contractor shall provide on call, as needed emergency vending and auxiliary equipment maintenance and repair service 24 hours
a day and seven days a week so as to minimize vending equipment down time should malfunctions be reported. The contractor shall
respond to routine equipment service and repair calls/reports within a minimum of three (3) hours between the hours of 7:00 AM and
7:00 PM, Monday through Friday, and three (3) hour response time during weekends. Equipment which cannot be returned to full
service within 72 hours of notification of needed repair shall be replaced with comparable equipment of like quality until the original
equipment is returned to service. The equipment repair service shall respond to emergency and daily routine maintenance
requirements in a manner which limits equipment down time and customer inconvenience. The contractor shall provide the
University a toll free number to call or accept long distance calls for required service.
The contractor shall supply food and beverage products to the equipment a minimum of five days per week, Monday through Friday,
between the hours of 7:00 A.M. and 4:00 P.M. during the regular academic semesters and summer school. Specific locations which
require product service on Saturday and/or Sunday shall be determined by mutual agreement. The contractor shall be alert to specific
equipment which requires product inventory stocking more frequently than once per day to maintain adequate product variety and
inventory to provide satisfactory service twenty-four hours per day.
Prior to the start of the contract, the University and contractor shall mutually determine those locations requiring weekend service and
service after lunch prior to the start of evening classes.
Equipment Replacement
6.5 The contractor shall maintain a continual program of equipment replacement in high volume locations where obsolescence becomes a
factor resulting in potential service or sales reduction.
6.6 The University shall be responsible for the purchase of non-vending capital equipment and shall make or authorize the repair and
replacement of worn, damaged or malfunctioning equipment and related facilities. Except where it has been determined by the
University that damages were due to the contractor's negligence, the University shall, at its option, request the contractor to make and
pay for the necessary repairs and replacement, or repair or replace said non-vending capital equipment and related facilities and
invoice the contractor.
Industry Improvements
6.7
Industry improvements on vending equipment occurring during the life of this contract shall be incorporated by the contractor on the
originally installed equipment and subsequent installations where it is deemed feasible by the University and mutually agreed by the
contractor. Such improvements shall include, but not be limited to: "fail-safe no touch burglar alarms", self-locking coin boxes and
various electronic security and metering devices.
New Security Advancements
6.8
The contractor shall keep the University informed on new industry security measures in use. The University shall institute or execute
such measures required to accomplish maximum property, product and revenue security when presented in writing by the contractor
and mutually agreed by the University.
Daily Floor Maintenance
6.9
The University shall provide daily floor maintenance in the vending areas, and the contractor shall cooperate in keeping this service
to a minimum. Route employees shall clean floor spillage which occurs in the process of filling or sanitizing equipment.
The University and contractor shall mutually develop a semi-annual schedule for the University to thoroughly clean and seal the floor
under and in the adjacent area of vending equipment.
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Floor Stripping and Waxing
6.10 The University shall be responsible for the periodic stripping and sealing or waxing of floors in the vending areas, and shall furnish at
its expense the necessary equipment, supplies and labor. The University and contractor shall mutually develop a semi-annual
schedule for the University to thoroughly clean and seal the floor under and in the adjacent area of vending equipment.
Recycling
6.11 The contractor shall comply with University and State policies and procedures related to recycling of waste materials, purchase of
recycled materials and participate in required waste separation programs for materials generated by the vending program.
The University is committed to a comprehensive recycling program. Contractor may be asked to participate in experimental/pilot
recycling projects during Contract term and is encouraged to cooperate fully.
Pest Control
6.12 The University shall be responsible for the costs of insect and pest control in all vending service and storage areas. The contractor
shall maintain maximum insect and pest control for its products and equipment.
7.0 COMMISSIONS, ACCOUNTING AND PAYMENTS
7.1 Commissions
Commissions shall be expressed on the included bid submittal forms by the contractors on net sales (gross sales, less State and local
Sales Tax) on all items as follows:
7.1.1 Percentage on individual vending product categories or a maximum guarantee total commission per year of $50,000.00,
whichever is greater.
The contractor may elect to quote a lower guarantee than the maximum specified. Contract award shall be determined, in
part, based on the commissions quoted.
7.2 Accounting
Records Retention
7.2.1
The contractor shall maintain complete and accurate records of vending transactions for each machine in accordance with
accepted industry accounting practices, and shall keep in a safe place all such financial records and statements pertaining to
the operations at the University for a period of three (3) years from the close of each year's operation.
Collections/Meter Counts
7.2.2
A representative of the University may accompany the contractor's route employees when meter counts and money
collections are made at time pre-determined and agreed by the University. At that time cash receipts collected from the
equipment shall be jointly counted by the University and the route employee at a location and by means determined by the
University and mutually agreed by the contractor. Revenue discrepancies from the composite of these collections and that
reported on the period statement shall be explained by the contractor in writing as part of such period statements.
Basis for Commissions
7.2.3
The contractor's inventory control of reported inventory sales, after reconciliation to meter readings and cash collections,
shall be used as the basis to compute commissions payable to the University. Collections shall be bagged and counted by
machine, reconciled to reported inventory sales and not co-mingled with changer funds. When reported inventory sales
differ from meter readings and cash collections, commissions payable shall be determined on the reported inventory sales.
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All vending equipment shall be equipped by the contractor with non-reset item sale counters and/or totalizers which are
maintained in continual operative condition. Each period statement shall include beginning and ending counter readings as
reconciled to route inventory control reports.
Inventory control records shall be kept for each machine indicating date, product description, sale price and quantity loaded
into the machine and be made available to the University on a schedule to be determined by the University. Product
inventory and sales shall be recorded by machine at the time of each service occurrence. Inventory control route records
shall be retained a minimum of two (2) years after the sales and commissions for each period are recorded and reported to
the University.
7.2.4
Refunds and tests shall be deducted from vending commission statement gross sales item categories in which refund and
tests occurred prior to computation of State and local sales tax and commissions due the University.
Sales Tax Determination
7.2.5
Sales tax collected from customers shall be deducted from gross sales receipts, before computing the Sales Tax, provided
the customers are advised of the amount of sales tax they are paying by posted sign or printed notice. (Divide gross receipts
by 1.055). Commissions shall be computed on the resulting net sales receipts for all commission sales.
For purposes of this contract, the required formula for determining net sales and commissions is as follows:
1.Vends x sales price = gross sales
2.Gross sales minus (-) tests and refunds = adjusted gross sales. Refunds and tests to be shown separately on each
commission statement.
3.Adjusted gross sales divided () state and local sales tax (1.055) = net sales.
4.Net sales x commission percentage = commissions due the University.
Sales Tax Change
7.2.6
The University's commissions under this contract are determined in part with the contractor's full consideration of
applicable State, Federal, county or local excise and sales taxes on all products at the start of this contract. In event of an
increase in these taxes or change in tax structure increasing contractor's tax liability and affected vending product sale price
is not adjusted, commissions shall be reduced the exact same amount in dollar terms to compensate the contractor for tax
increase. In the event of tax decrease, and no decrease in gross sales price is effected, the University shall receive the exact
same amount in commission compensation for such decreased tax.
Uniform Statements
7.2.7
Contractors with vending service at more than one University of Wisconsin University shall provide period statements
which are uniform at each University as nearly possible as the obligations of each contract specifications permit.
Vandalism or Theft
7.2.8
Commissions shall not be paid on the contractor's revenue losses resulting from vandalism or theft of money or product
from vending equipment at the University. The University shall receive commissions on any funds recovered.
Sales and Commission Report
7.2.9
The University shall require the contractor to provide monthly sales and commission reports which provide the following
information:
7.2.9.1
Product code for the following individual categories:
Where applicable
A. Can Beverages (Includes energy drinks)
B. Bottled Beverages (Includes soda, water, sports drinks)
C. Juice
7.2.9.2
Building location of machines
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7.2.9.3
Machine number
7.2.9.4
Selling prices of products (separate report)
7.2.9.5
Date machine installed (separate report)
7.2.9.6
Date machine removed from service (separate report)
7.2.9.7
Designation of new or used machine at time of installation (separate report)
7.2.9.8
Gross and net sales and sales tax for each machine by location each period
7.2.9.9
Year-to-date gross and net sales and sales tax for each machine by location each period
7.2.9.10
Total commission for each machine by location for each period
7.2.9.11
Year-to-date commission for each machine by location each period
7.2.9.12
Refunds and tests for each item category
7.2.9.13
Required beginning and ending meter reading
7.2.9.14
Amount over and short by machine
Prior to the start of the contract, the University and contractor shall mutually agree on the report(s) formats and contents to
satisfy these requirements. The year to date reports shall coincide with the contract year
Refund System
7.2.10
A voucher refund system shall be required and shall involve dispersing of funds through representatives of the University.
The voucher system shall include a pre-numbered form supplied by the contractor and approved by the University to be
filled out by the person making a refund claim and shall include the following information; what machine, what happened,
amount of loss, amount of refund, date, building, and who suffered the loss. The contractor shall supply and maintain funds
for refunds to the satisfaction of the University. The University and contractor shall mutually determine the locations
on-campus where refunds are administered and the maximum fund to be provided each location. The contractor shall
provide each vending location with University approved instructions where refunds may be obtained. The University shall
be provided source documents to verify reported refunds as part of each period statement.
7.3 Payments
7.3.1
The contractor shall pay the University the commission percentage of each period net (gross sales less State and local Sales
Tax) vending sales on or before the 20th day of the period following the last day of the period in which commissions were
earned, and shall accompany this payment with a detailed explanation of dollar sales by item category, by location by each
vendor and extension of commissions and a composite statement of said sales and commissions. Causes of abnormal
revenue deviations shall be noted by the contractor as part of these statements.
7.3.2
All period commission statements and payments shall be sent to the University with an information copy to the System
Office of Procurement. Vending commissions payments not received by the University on the 20th day following the last
day of the period in which it was earned shall be paid by the contractor plus a minimum interest penalty on the commissions
due at the prevailing interest percentage and conditions the State of Wisconsin uses for delinquent income tax.
Guaranteed Payments
7.3.3
One year from the effective date of this contract, and each full year thereafter during the life of the contract, the contractor
shall pay the University that portion of commissions due, if any, to equal the guaranteed annual commission required in this
contract. Payments shall be made by the 20th day of the following accounting period in which they were earned and
recorded as commissions paid in the year the guarantee was due.
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On expiration or termination of this contract, partial year guarantee commissions due, if any, shall be determined by
dividing the prior year commissions earned through the date of termination by the prior contract year total commission or
guarantee received, which ever is greater. Multiply the resulting percent prorated commission received the prior year by the
annual guarantee required per bid submittal. If the resulting prorated guarantee is greater then the commissions received to
date of termination, any balance due shall be paid the University by the 20th day of the following accounting period.
The University has established the annual guarantee at a level sufficient to ensure the quality and service standards specified
are maintained. However, in the event the University requires the contractor to remove equipment from a location or
locations which reduce annual commission payments below the guarantee, the contractor may request a reduction of the
guarantee in the amount equal to the commission generated at that location(s) during the prior twelve month period.
Increased commissions generated as a result of added locations during the term of the contract shall be used to offset the
amount of annual guarantee reduction. Guarantee adjustments require prior approval of the System Office of Procurement
and amending to the contract.
Equipment Removal Commissions
7.3.4
On expiration or termination of this contract commissions due the University shall be paid on sales until all equipment has
been removed, and the removal date shall be indicated on the period statement when each piece of equipment was removed,
including equipment removed at any time during the contract period prior to expiration.
Statement Review
7.3.5
7.4
On request of the University the contractor shall meet with the University and review each period statement, explain
deviations, discuss problems, and mutually agree on courses of action to improve the results of the required services
included in this contract. Period statement adjustments required as a result of review and/or audit shall be identified and
reflected on the next period statement.
Audit
7.4.1
Cash collections reports, route inventory cards, and reported sales shall be audited on regular schedule, as determined by the
University, to verify the contractor's inventory control and reported commissions.
7.4.2
Periodic reviews, conducted jointly by representatives of the University and the contractor shall be made to ensure that
commission and guarantee payments, pricing structure and other phases of the operation are conducted in the most efficient
and financially sound basis.
7.4.3
All records pertaining to the operations of vending food service shall be open for inspection and/or audit by the State and/or
University of Wisconsin at any or all reasonable times.
7.4.4 The University and the System Office of Procurement shall be advised by the contractor of the schedule of the contractor's
audit of their records and operations at the University. The University shall have the option to participate in the contractor's
audits and may request a full report of these audits.
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8.0 BIDDER'S QUALIFICATIONS AND INFORMATION
It is the purpose of this invitation to bid to obtain complete data from each bidder to enable the University to determine which bidder is best
able to serve all of the criteria which are to be considered in the award of this contract. To this end, each bidder shall furnish as a part of
this bid a complete description of capabilities in the field of Vending Food Service Operations.
Bidders shall provide a written response to all required Bidder's Information. Each response shall be numbered to coincide with the
Bidder's Information numbering and presented in the sequence listed. The Bidder's Information should be prepared simply and
economically, providing a straightforward, concise description of that which is required. Emphasis should be on completeness and clarity
of content. The qualification criteria which the bidder's must meet to be considered for an award are:
*
The bidder must currently own the specified business and must have owned and operated a vending business a minimum of five (5)
years.
*
Reference checks from a minimum of three (3) clients currently under contract with your company must indicate high quality of
service has been performed consistently.
*
Financial capacity of the bidder must be sufficient to support the specified service; provide initial inventories, equipment and labor
and cash flow to guarantee performance.
*
The bidder's response must clearly demonstrate the capacity to handle the requirements of this contract in addition to current
workload.
*
The bidder must currently own and operate a minimum of fifty (50) vending machines at one or more accounts.
Bidders information is required even if it is currently on file at UW System Office of Procurement with previous or current bids.
The required bidder's information is as follows:
8.1
Name and address of operating company, the names of all the owners or principles of the company and the duration and extent of
experience in the operation of vending food services.
8.2
A list of operations of similar complexity (may be a list of number of accounts) where you are currently, or have within the last year,
owned and provided the specified service. Give length of time at each account, name, address and phone number of contact person
of each operation. The list shall include a minimum of three (3) similar operations.
8.3
A complete profit and loss statement and balance sheet or annual report as of your last fiscal year of operation. Certification of this
report by a Certified Public Accountant may be required.
8.4
A list of related vending industry and bank references with which the company is currently transacting business. If your company
will require monetary assistance to operate this account, state amount required and anticipated source.
8.5
A table of company organization and a plan for the administrative-management and supervision staffing required under the
specifications of this contract, including regional and headquarters support and description of the qualifications of the manager
candidate to be assigned to the University.
8.6
Descriptions of your internal accounting and audit programs including forms used for:
8.6.1 Inventory control for central warehouse, on location storage areas, and route inventory control.
8.6.2 Vending food service personnel accounting controls.
8.6.3 Method of recording, checking, calculating and reporting sales based on inventory control records.
8.6.4
Route and Internal control of cash handling of vending machine revenues and coin and bill changers, coin counting facilities
and refund system. Explain controls used to separate vending machine changer funds and revenues.
8.6.5 Internal audit system.
8.6.6 Regular accounting and cash collection control forms used with detailed explanation of each and their importance.
20
8.6.7
8.6.8
Route person inventory and cash control procedures with example control cards and card entry procedures and audit.
Copy of proposed monthly period revenue and commission statements.
8.7 A description of your training programs for employees, supervisors and managers.
8.8 A description, in detail, of your sanitation, preventive maintenance and regular replacement of worn and/or malfunctioning equipment
programs.
8.9 Your proposed plans for advertising, merchandising and promotions for the first year of the contract and future potential years of the
contract, including marketing programs and menu features and schedules for implementation.
8.10 A list of all products, portion size you will offer this account including a plan o gram for each machine.
8.11 Describe in general terms your approach to meet the service requirements of this contract including regular academic year, evenings,
weekends, break periods, emergencies and frequency of delivery to each location.
8.12 Other such information as the bidder deems pertinent for consideration by the University.
8.13 The University may request supplementary information as is sufficient, in the opinion of the University, to assure the University that the
bidder's competence, business organization, and financial resources are adequate to successfully perform the specified service.
8.15 The bidders shall furnish and include the above required data and information with the bid. Statements are required to be complete and
accurate. Omission, inaccuracy or misstatement may be sufficient cause for rejection of bid.
21
9.0 BID SUBMITTAL FORM FOR VENDING FOOD SERVICE
Subject: Vending for the University of Wisconsin -Platteville
We, the undersigned, in compliance with the Request for Bid Number PS-13-2409 for Vending Cold Beverage Food Service dated April
16, 2013, hereby bid the following commissions and guarantees to the University of Wisconsin for vending machine net sales as follows.
In making these bids acknowledge that we have read and understood this Request for Bid and hereby submit our bid in accordance with the
terms and conditions of the bid specifications and agree to fulfill our legal obligations pursuant to the attached contractual provisions.
9.1 Itemized Commissions, Guarantee-
Type of Machine
Commission %
9.1.1 Soft Drink, isotonics, water
Fruit juice & energy drinks
Canned or bottles
9.2
Or we guarantee a MAXIMUM ANNUAL GUARANTEE of fifty thousand ($50,000) whichever is greater.
9.2.1 The contractor, at its option may elect to quote a lower annual guarantee of $ ___________
.
Note: Do not make an entry on this option unless a lower maximum annual guarantee is intended.
THE BELOW ADDENDA HAVE BEEN RECEIVED AND CONSIDERED IN PREPARATION OF THIS BID. PLEASE COMPLETE
THE ACKNOWLEDGMENT BY SIGNING AND INSERTING THE DATE OF THE ADDENDA.
WE ACKNOWLEDGE:
ADDENDUM #1
DATE
ADDENDUM #2
DATE
SIGNED ____________________________________________________
NAME ______________________________________________________
TITLE ______________________________________________________
DATE _______________________________________________________
FIRM ________________________________________________________
ADDRESS ____________________________________________________
CITY
STATE ___________
TELEPHONE
ZIP ______________
FEIN __________________________________
Email __________________________________
22
SCHEDULE A
Vending Equipment Distribution - University of Wisconsin - Platteville
Machine
Soft Drink – Canned
Bottles
Juice (in soft drink machines)
TOTAL
On Campus
Now
Total
Required
NET Sales
2011-2012
YTD
3/13
49
49
$84,499.95
$54,516.80
0
not part of machine counts
49
23
SCHEDULE B
Location and Description of Required Vending Equipment
University of Wisconsin - Platteville
Type of Machine
Location
# of Machines
2011-2012 Sales
Art Building
1
$853.25
Soda, water
Boebel #1
1
$3282.55
Soda, water, juice, tea, energy drinks, sports drinks
Boebel #2
1
$1967.00
Soda, water, juice, tea, energy drinks, sports drinks
Bringham Hall
1***
$2,166.80
Soda, water
Brockert Hall
1
$1,021.35
Soda, water, juice, energy drinks, sports drinks
Dobson Hall
1
$1,171.35
Soda, water, energy drinks, sports drinks
Doudna #1
1**
$3,618.10
Soda, water, energy drinks, sports drinks
Doudna #2
1**
$4,605.15
Soda, water, energy drinks, sports drinks
Doudna #4
1**
$3,245.85
Soda, water, energy drinks, sports drinks
Doudna #5
1
$2,519.90
Soda, water, energy drinks, sports drinks
Gardner Hall
1
$1,321.75
Soda, water
Fieldhouse PWDE
1
$2,245.15
Soda, water, energy drinks, sports drinks
Fieldhouse #2
1
$1,680.20
Soda, water, energy drinks, sports drinks
Hugunin Hall
1
$704.75
Soda, water, juice, energy drinks, sports drinks
I/S AF Tech Building
1
$635.20
Soda, water, energy drinks, sports drinks
I/S Engineering Building
1
$1,648.55
Soda, water, energy drinks, sports drinks
Karrmann Library
1**
$4,269.75
Soda, water, energy drinks, sports drinks
Karrmann Library
1**
$5,114.65
Soda, water, energy drinks, sports drinks
Maintenance
1
$1,448.95
Soda, water
Markee Pioneer Student
Center
1
$2,704.60
Soda, water, energy drinks, sports drinks
Markee Pioneer Student
Center
1**
$3,766.70
Soda, water, juice, energy drinks, sports drinks
McGregor Hall
1
$2,030.10
Soda, water
Melcher Hall
1
$1,031.35
Soda, water, energy drinks, sports drinks
Morrow Hall
1
$1,465.65
Soda, water, energy drinks, sports drinks
Ottensman Hall #1
1**
$4,198.90
Soda, water, energy drinks, sports drinks
Ottensman Hall #2
1**
$3,349.85
Soda, water, energy drinks, sports drinks
1
$1,673.10
Soda, water, juice, energy drinks, sports drinks
1**
$4,379.15
Soda, water
Pickard Hall
Pioneer Tower
24
Products Dispensed
Location
# of Machines
2011-2012 Sales
1***
$999.10
Russell #1
1
$2,925.75
Soda, water
Russell #2
1
$2,573.00
Soda, water, juice, tea, energy drinks
Southwest Hall CSD
1
$2,834.65
Soda, water, energy drinks
Ullrich Hall
1
$3,102.30
Soda, water, energy drinks, sports drinks
Ullsvik Hall
1**
$5,249.35
Soda, water
Warner Hall
1
$1,134.85
Soda, water
Wilgus Hall
1
$1,191.20
Soda, water
TOTAL
36
$89,261.95*
Royce Hall #2
Products Dispensed
Soda, water, energy drinks, sports drinks
*This total includes $1,132.10 from a machine that is no longer in service.
**Requires New machine and shall be 2012 Model or newer is Designated by an **.
***Requires A Smaller Machine (Newest Model Possible Equipment to be negotiated between Contractor and University).
All Machines not designated by an ** or *** are required to be 2007 Model or newer.
25
SCHEDULE C
University of Wisconsin - Platteville
Prepared by: Vicki Strait-Munns
Date March, 2013
The statistical data provided in this Schedule does not constitute terms of the resulting contract. The data is included for informational purposes
only.
1. Copy of the University calendar. http://www3.uwplatt.edu/events
2. A campus map: http://www.uwplatt.edu/contact/campus_map.html
3 Estimated University population
a. Student Enrollment 2013-2014
First Semester 8,210
Second Semester 7,789
Summer Session 2,038
b. Faculty and Staff
Academic Year 922
Summer Session 862
4. Residence Halls Occupancy
a. Programmed Capacity 2,792
b. 2012-13
First Semester:
2100
Second Semester:
2000
c. 2013-14 (Projected)
5.
First Semester:
2608
Second Semester:
2500
The University is currently receiving the following commissions and guarantees.
Soft drinks, juices, water, energy drinks, & sports drinks
57%
The minimum annual guarantee for cold beverage is $50,000
6.
For the purpose of bid evaluation, the University projects itemized net sales for 2013 – 2014 fiscal year and subsequent years of the contract
as follows:
Net Vending Sales
Item Category
Net Sales
1. Soft Drink-including soda, waters, juices, energy drinks, teas and isotonics
Can/bottle
$88,000
26
STATE OF WISCONSIN
DOA-3027 N(R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal includes proprietary and confidential information which qualifies as a trade secret, as provided in s.
19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as
indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade secret" means
information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by
proper means by, other persons who can obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Section
Page #
Topic
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES
TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES
TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE STATE'S AGREEING TO WITHHOLD THE
MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination
and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The undersigned agrees to hold the state harmless
for any damages arising out of the release of any materials unless they are specifically identified above.
Company Name
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Type or Print
Date
___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
27
AFFIDAVIT
University of Wisconsin System
780 Regent Street
Madison, WI 53715
This completed affidavit must be submitted with the bid/proposal.
Proposer Preference: Please indicate below if claiming a proposer preference.
Minority Business Preference (s. 16.75(3m), Wis. Stats.) - Must be certified by the Wisconsin
Department of Commerce. If you have questions concerning the certification process, contact the
Wisconsin Department of Commerce, 8th Floor, 123 W. Washington Ave., P.O. Box 7970,
Madison, Wisconsin 53707-7970,
(608) 267-9550.
Work Center Preference (s 16.752, Wis Stats.) - Must be certified by the State of Wisconsin Use
Board. If you have questions concerning the certification process, contact the Wisconsin State Use
Board, 101 East Wilson Street, 6th Floor, PO Box 7867, Madison, Wisconsin 53707-7867 or
608/266-2553.
American-Made Materials: The materials covered in our proposal were manufactured in whole or in substantial part within the
United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.
Yes
No
Unknown
Non-Collusion: In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or
participated in any collusion or otherwise taken any action in restraint of free trade; that no attempt has been made to induce any
other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with
any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to opening of
proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.
We will comply with all terms, conditions, and specifications required by the State of Wisconsin in this Announcement of
Bid/Proposal and the terms of our bid/proposal.
Authorized Representative
Title
Type or Print
Authorized Representative
Date (mm/dd/ccyy)
Signature
Company Name
Telephone
(
)
This document can be made available in accessible formats to qualified individuals with disabilities.
28
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