Fresh Food Micro Market/ Healthy Vending Options for Kansas City Area Transportation Authority

REQUEST FOR PROPOSALS (RFP) #G26-7013-28A
Fresh Food Micro Market/ Healthy Vending Options for Kansas City Area Transportation Authority
Date: May 20, 2026
Contact: Andrew Campbell, Buyer
Telephone: 816-346-0268
Email: acampbell@kcata.org
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Request for Proposals (RFP): G26-7013-28A
Fresh Food Micro Market/ Healthy Vending Options for Kansas City Area Transportation Authority
In an effort to improve and maintain healthy eating habits among its employee base, the Kansas City Area Transportation
Authority (KCATA) invites experienced and reliable companies offering convenient, fresh, healthy vending/on-the-go foods
and snacks for employees.
KCATA is a 24/7 operation with various work shifts and office schedules. Proposers who are capable of offering healthy
alternatives, affordable pricing, and a variety of food and snack choices for employees are invited to respond to this
solicitation.
Pre-Proposal Conference. A non-mandatory pre-proposal conference is scheduled for 10:00am on June 2, 2026 at KCATA's
Central Services Complex located at 1200 East 18th Street, Kansas City, Missouri. In person attendance is encouraged for
purposes of assessing the existing food set ups and locations.
Requests for On-Site Tour. You may request a site visit by contacting Andrew Campbell, Procurement Buyer, at 816-346-
0268, acampbell@kcata.org or Denise Adams, Procurement Manager, at 816-346-0224, dadams@kcata.org.
Questions and Answers: In order to follow a fair and ethical process for this solicitation and award of services, KCATA
requires that questions from potential proposers be emailed to acampbell@kcata.org by the due date and time established
in the RFP Calendar.
Proposal Submissions. Proposals must be received with all required submittals (See Section 4) as stated in the RFP no later
than 2:00 p.m. Central on June 26, 2026. See Section 3.2 for submittal instructions.
Proposals received after the time specified shall not be considered for award. Proposals received via facsimile (fax), or
electronic mail (e-mail) shall not be considered. Proposals not meeting specified delivery and method of submittal will not
be opened nor considered responsive.
Submission of the proposal shall constitute a firm offer to the KCATA for one hundred twenty (120) days from the date of
closing. This RFP does not commit the KCATA to award a contract, to pay any cost incurred in 1) preparation of a proposal;
or 2) to procure or contract for services/materials. Proposer should read and understand the requirements of this proposal
covered in the sections listed under the Table of Contents of this document.
The KCATA reserves the right to accept or reject any or all proposals received, to interview or negotiate with any qualified
individual or firm, to modify this request, or cancel in part or in its entirety the RFP if it is in the best interest of the KCATA.
Evaluation/Award. Following an initial review and screening of all timely and responsive proposals, highly qualified
Proposers may be invited to interviews as necessary at their own expense. Those selected Proposers will be informed as to
exact date and time if invited for interviews and discussion. Proposers may also be required to submit written responses
to questions regarding their proposals. All contractual agreements are subject to final approval by the Kansas City Area
Transportation Authority's Board of Commissioners.
Restricted Communications. No person or entity submitting a proposal in response to this Request for Proposals nor any
officer, employee, agent, representative, relative or consultant representing such a person (or entity) may contact through
any means, or engage in any discussion concerning the award of this contract with any member of KCATA's Board of
Commissioners or any employee of KCATA (except Procurement staff) during the period beginning on the date of proposal
issue and ending on the date of the selection of a Contractor. Proposers who speak with anyone outside of Procurement
staff during the open-proposal period regarding the scope of services, pricing, etc., may be found non-qualified to
participate in the solicitation process.
Kristen Emmendorfer
Procurement Director
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TABLE OF CONTENTS
Page
SECTION 1. PROPOSAL CALENDAR ..................................................................................................................................... 5
SECTION 2. SCOPE OF SERVICES ......................................................................................................................................... 6
2.1 Background................................................................................................................................................................. 6
2.2 Scope of Services ........................................................................................................................................................ 6
2.3 Price Structure ............................................................................................................................................................ 8
2.4 Contract Term ............................................................................................................................................................ 8
2.5 Vendor Qualifications ................................................................................................................................................. 8
2.6 Refunds....................................................................................................................................................................... 8
SECTION 3. PROPOSAL INSTRUCTIONS .............................................................................................................................. 9
3.1 General Information ................................................................................................................................................... 9
3.2 Proposal Submissions ................................................................................................................................................. 9
3.3 Reservations ............................................................................................................................................................... 9
3.4 Proposer's Responsibilities ...................................................................................................................................... 10
3.5 Authorization to Propose ......................................................................................................................................... 10
3.6 Withdrawal & Incomplete Proposals ....................................................................................................................... 10
3.7 Modification of Proposals ........................................................................................................................................ 10
3.8 Unbalanced Proposal ............................................................................................................................................... 10
3.9 Protests .................................................................................................................................................................... 10
3.10 Disclosure of Proprietary Information ..................................................................................................................... 11
3.11 Diverse Business Enterprise Requirements .............................................................................................................. 12
SECTION 4. PROPOSAL SUBMISSION, EVALUATION AND AWARD .............................................................................. 13
4.1 Introduction ............................................................................................................................................................. 13
4.2 Proposal Format ....................................................................................................................................................... 13
4.3 Volume 1 - Cost Proposal ........................................................................................................................................ 13
4.4 Volume 2 -- Technical Proposal ............................................................................................................................... 13
4.5 Volume 3 - Contractual Proposal ............................................................................................................................ 16
4.6 Proposal Evaluation Criteria ..................................................................................................................................... 17
4.7 Presentations/Interviews/Written Responses ......................................................................................................... 18
4.8 Contractor Selection ................................................................................................................................................ 18
4.9 Contract Award ........................................................................................................................................................ 18
ATTACHMENTS
Attachment A Proposal Submittal Checklist .............................................................................................................. 19
Attachment B Sample Agreement/Terms and Conditions ........................................................................................ 20
Attachment C Price Proposal .................................................................................................................................... 39
Attachment D Affidavit of Civil Rights Compliance.................................................................................................... 40
Attachment E-1 Guidelines for Workforce Analysis/EEO-1 Report .............................................................................. 43
Attachment E-2 KCATA Workforce Analysis/EEO-1 Report .......................................................................................... 44
Attachment F Non-Collusion Affidavit ...................................................................................................................... 45
Attachment G Affidavit of Primary Participants Regarding Employee Eligibility Verification ................................... 46
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NO PROPOSAL REPLY FORM
Request for Proposals (RFP) G26-7013-28A
Fresh Food Micro Market/ Healthy Vending Options for Kansas City Area Transportation Authority
To assist KCATA in obtaining good competition on its Requests for Proposals, we ask that if you received an invitation but
do not wish to propose, please state the reason(s) below and return this form to Andrew Campbell, Buyer, via email at
acampbell@kcata.org. Include the Project Name in the subject line. This form may also be mailed to Procurement
Department, 1350 East 17th Street, Kansas City, MO, 64108.
This information will not preclude receipt of future invitations unless you request removal from the Proposer's List by so
indicating below.
Unfortunately, we must offer a "No Proposal" at this time because:
____ 1. We do not wish to participate in the proposal process.
____ 2. We do not wish to propose under the terms and conditions of the Request for Proposal document. Our
objections are:
____ 3. We do not feel we can be competitive.
____ 4. We do not provide the services on which Proposals are requested.
____ 5. Other: _______________________________________________________________________
____ We wish to remain on the Proposer's list for these services.
____ We wish to be removed from the Proposer's list for these services.
FIRM NAME SIGNATURE
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SECTION 1
PROPOSAL CALENDAR
Fresh Food Micro Market/ Healthy Vending Options for Kansas City Area Transportation Authority
RFP Advertised and Issued ................................................................................................................................... May 20, 2026
Non-Mandatory Pre-Proposal Meeting/On-Site Tour ............................................................................................ June 2, 2026
10:00am Central Time,
KCATA's Central Services Complex, 1200 East 18th St, Kansas City, MO
Questions, Comments and Requests for Clarifications Due to KCATA ................................................................ June 11, 2026
2:00 p.m. Central Time
KCATA's Response to Questions, Comments and Requests for Clarification ....................................................... June 18, 2026
RFP Closing ........................................................................................................................................................... June 26, 2026
2:00 p.m. Central Time
Interviews (Tentative and if required)....................................................................................................... July 1 - July 10, 2026
Contract Award/Notice to Proceed (Anticipated) ................................................................................................. August 2026
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SECTION 2
SCOPE OF SERVICES
2.1 Background
A. KCATA intends to continue offering its employees healthier food choices available within its facilities via fresh food
micro market locations, vending machines and beverage coolers.
B. KCATA employs approximately 600 people that work from its Central Services Complex located at 1350 East 17th
Street in Kansas City, Missouri, 64108. Work is conducted around the clock - 24 hours per day, 365 days per year,
with the majority of employee shifts during the day. However, transit operator shifts run from 4:00 a.m. through
9:00 p.m. Many of our employees are limited to 30-45-minute lunch breaks and vendors should understand that
fulfillment and replenishment of food supplies must accommodate all shifts and offer availability of food items at all
times.
C. Employer location, few restaurant options that cater to abbreviated breaks and lunch shifts have created a "food
desert" for KCATA employees. KCATA's intent is to provide its employees with a variety of food items that taste
good, are at a reasonable, marketplace competitive price and include healthy options.
D. Currently, fresh food markets and vending machines are set up in three main buildings. Size and scale may vary,
depending on available space and anticipated need. Guided tours of the current fresh food market and vending
machine placements are available to those who make an appointment with KCATA for this purpose. The site tour is
non-mandatory but encouraged.
E. At present, the food and vending offerings on KCATA's complex include:
* Two (2) Locations on 2nd Floor of Building 1 containing a fresh food market and vending machines
* Two (2) Location on 1st Floor of Building 1 containing a fresh food market and vending machines
* One (1) Location in the Facilities Area of Building 3 containing a fresh food market and vending machines
* One (1) location Building 2 with vending machines only.
Proposers should illustrate by providing marketing materials, limited to five (5) pages, photographs or renderings
that depict what is offered for layout, machine(s) sizes, fresh market coolers or applicable equipment, payment
acceptance to include cards and cash. Energy efficient equipment is highly recommended and sought by KCATA.
2.2 Scope of Services
A. KCATA is seeking proposals from firms that can provide fresh food markets and vending services for its employees to
support healthy food and snack choices. Due to a lack of convenience stores and food establishments in the area of
the work complex, the employee complex is much like a "food desert". Many employees of KCATA wait for their
next bus route assignment or work a lengthy shift, therefore, access to quality, healthy fresh food as well as snack
options is vital in lieu of a full, balanced meal. KCATA seeks food, drink and snack offerings endorsed by the
American Heart Association and/or National Alliance for Nutrition and Activity.
B. Current services are provided at no cost to KCATA. Total sales are based on employees purchasing from the fresh
food option market and/or vending set up. This information is a sampling of the sales of healthy foods versus
unhealthy food options by KCATA employees and is provided only for reference and to demonstrate where the
majority of the expenditure occurs by employees per location of vending machines or employee facing market set
up. Re-Stocks usually happen three (3) times per week (Monday, Wednesday, Friday).
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* Beverages
o Bottled Water 20oz Bottle (Plain & Flavored)
o Energy Drink (Celsius Beverages)
o Unsweet Tea
* Snacks
o Flavored Nuts: Peanuts/Almonds/Pistachios
o Snack Bars: Protein/Granola Bars
o Fruit Cups
* Prepared Snacks
o Flavored Chicken Pasta (Bourbon, Spicy, Pesto)
o Sandwich (Meat & Cheese)
o Salad
C. Food and snack selections sought by KCATA include but may not be limited to these:
* Water
* Seltzer Water Flavored Unsweetened Water
* Unsweetened or Diet Iced Tea Diet Iced Tea
* Diet/Sugar Free Soda
* Diet/Sugar Free Sports Drinks
* Diet/Sugar Free Juice Drinks
* 100% Juice Diluted with Water
* Fruit Cups
* Fresh Fruits and Berries
* Hard Boiled Eggs
* Salads
* Dried Fruit
* Vegetables and Hummus
* Nuts
* Trail Mix
* Granola Bars
* Healthy Popcorn
* Whole-Grain Crackers
* Baked Whole-Grain Pita Chips
* Baked Chips
* Veggie Chips
* Cereal Bars
* Yogurt
* High Protein Snacks
* Low Sugar/Low Fat, High Protein Meal Replacement Bars
D. KCATA welcomes ideas and food options that will encourage the purchase of more healthy selections.
E. Proposers are encouraged to submit alternate proposals and pricing for programs/campaigns that will incentivize
employees' healthy food choice and engagement. To better understand this alternative proposition to KCATA, with
the assistance of a wellness-based fund, program and part time employee on site (NOT an employee of the
vending service), KCATA provides subsidized payment to the current food vendor. The vendor is paid from funds
generated to the wellness account when employees choose healthy food options. These options are labeled using
color coding according to the ingredient and caloric content - easily identifiable for employees making food
selections.
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2.3 Price Structure
A. Proposers are asked to submit prices for the sampling of items listed on Price Proposal form (Attachment C). The
prices shall include all costs associated with the provision of the services as described in Section 2, "Scope of
Services". Prices stated shall be the prices that the purchaser and/or employee are expected to pay at point of
sale.
B. Prices must be fair and reasonable and should include all items of labor, materials, and other costs necessary to
perform the contract.
C. The awarded vendor may request a price adjustment no more than once annually during the term of the
agreement; however, price increases are not automatic and shall be subject to review and approval by KCATA. Any
requested increase must be submitted in writing at least thirty (30) days prior to the proposed effective date and
must include line-item detail identifying the products affected, along with documentation demonstrating a
corresponding increase in the Consumer Price Index (CPI) for food items in the Kansas City Metropolitan Area. Any
approved adjustment shall not exceed the percentage change reflected in the applicable CPI index. NO PRICE
INCREASE SHALL TAKE EFFECT without prior written approval from KCATA.
A link to the index that is current at the time of this solicitation has been provided below:
Consumer Price Index, Midwest region - April 2026 : Mountain-Plains Information Office : U.S. Bureau of Labor
Statistics
D. Proposers may submit price proposals for other food items and services proposed providing anticipated costs to
KCATA to execute the services. Each additional page shall be labeled with the Proposer's Name and signed by the
Authorized Representative.
2.4 Contract Term
KCATA anticipates awarding a three-year base contract with two, one-year extension options.
2.5 Vendor Qualifications
A. Have business registration in the states of Missouri and Kansas
B. Food preparers must have applicable health and safety permits or licenses as required by local ordinance.
C. Businesses proposing for this RFP must be licensed in the City of Kansas City and Jackson County, Missouri.
2.6 Refunds
A. The contractor shall be responsible for refunds. A uniform system of refunding money acceptable to the state
agency must be in operation at all times throughout the life of the contract (i.e., the contractor must provide a
workable system for refunding money to individual customer who inserts money in a vending machine and receives
no product in return or receives an expired product).
B. The contractor must post basic instructions for refunds and reporting of malfunctions on each vending machine
prior to installation of the vending machines
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SECTION 3
PROPOSAL INSTRUCTIONS
3.1 General Information
A. The terms "solicitation", "Request for Proposal" and "RFP" are used interchangeably; and the terms "offer" and
"proposal" are used interchangeably. The terms "Proposer", "Contractor", and "Offeror" are also used
interchangeably.
B. In cases where communication is required between Proposers and the KCATA, such as requests for information,
instruction, and clarification of specifications, such communication shall be forwarded in writing directly to Andrew
Campbell, Procurement Buyer, at acampbell@kcata.org by the indicated deadline. The subject line of electronic
communications must reference the RFP number and title.
C. Submitting a proposal constitutes a firm offer to KCATA for one hundred twenty (120) days from the closing date.
D. KCATA is not responsible for any cost or expense that may be incurred by the Proposer before the execution of a
contract, including costs associated with preparing a proposal or interviews.
3.2 Proposal Submissions
A. Proposals must be received with all required submittals (See Section 4) as stated in the RFP not later than 2 p.m. on
Proposals received after the time specified may not be considered for award.
B. Proposal Delivery.
1. Firms shall submit one (1) original, unbound proposal (all required documents with no spiral binding) via
USPS, courier, or hand delivery to
Andrew Campbell, Procurement Buyer
Kansas City Area Transportation Authority
1350 East 17th Street
Kansas City, MO 64108
The outside package must include the RFP number and Project Title.
2. Hand deliveries are only to KCATA's Shipping/Receiving Department. Allow time for navigating through
security and parking. Proposals delivered to other locations at KCATA may be considered late and non-
responsive.
3. Firms are to provide a complete copy of their proposal on a USB drive, without password protection:
* Each Volume 1 through 3 to be submitted in a separate .pdf and labeled accordingly
* Financial Statements to be submitted separately and labeled CONFIDENTIAL
* Redlined Contract Terms and Conditions are submitted in Word format.
4. Proposals received via electronic mail (email), or password protected USB drives will not be considered.
3.3 Reservations
A. KCATA reserves the right to waive informalities or irregularities in proposals, to accept or reject any or all proposals,
to cancel this RFP in part or in its entirety, and to re-advertise the RFP if it is in the best interest of the Authority.
KCATA shall be the sole judge of what is in its best interest with respect to this RFP.
B. KCATA reserves the right to make multiple awards if it is in the best interest of the Authority.
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C. KCATA also reserves the right to award a contract solely on the basis of the initial proposal without interviews or
negotiations. Therefore, offers should be submitted to KCATA on the most favorable terms possible, from a technical
standpoint.
3.4 Proposer's Responsibilities
A. By submitting a proposal, the Proposer represents that:
1. The Proposer has read and understands the RFP and the proposal is made in accordance with the RFP
requirements and instructions;
2. The Proposer possesses the capabilities, resources, and personnel necessary to provide efficient and
successful service to KCATA; and
3. It is authorized to transact business in the States of Missouri and Kansas.
B. Before submitting a proposal, the Proposer should make all investigations and examinations necessary to ascertain
site or other conditions and requirements affecting the full performance of the contract.
3.5 Authorization to Propose
If an individual doing business under a fictitious name makes the proposal, the proposal should so state. If the proposal is
made by a partnership, the full names and addresses of all members of the partnership must be given and one principal
member should sign the proposal. If a corporation makes the proposal, an authorized officer should sign the proposal in
the corporate name. If the proposal is made by a joint venture, the full names and addresses of all members of the joint
venture should be given and one authorized member should sign the proposal.
3.6 Withdrawal & Incomplete Proposals
A. Proposals may be withdrawn upon written request received by KCATA before proposal closes. Withdrawal of a
proposal does not prejudice the right of the Proposer to submit a new proposal, provided the new proposal is
received before the closing date.
B. Incomplete proposals may render the proposal non-responsive.
3.7 Modification of Proposals
Any proposal modifications or revisions received after the time specified for proposal closing may not be considered.
3.8 Unbalanced Proposals
KCATA may determine that an offer is unacceptable if the prices proposed are materially unbalanced. An offer is
materially unbalanced when it is based on prices significantly less than cost for some work and prices which are
significantly overstated in relation to cost for other work.
3.9 Protests
A. The following protest procedures will be employed for this procurement. For the purposes of these procedures,
"days" shall mean business days of KCATA administrative personnel which are days other than a Saturday, Sunday or
legal holiday observed by KCATA for such administrative personnel.
1. Pre-Submittal. A pre-submittal protest is received prior to the proposal due date. Pre-submittal protests
must be received by the Authority, in writing and addressed to KCATA's Director of Procurement, no later
than five (5) days before the bid closing date.
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