Beverage Vending Services

STATE OF NORTH CAROLINA
Vance-Granville Community College
Request for Proposal #: 129-03312026
BEVERAGE VENDING SERVICES
Date of Issue: March 31, 2026
Proposal Due Date: April 24, 2026
at 2:00 PM ET
Direct all inquiries concerning this RFP to:
Priscilla Lewis
Purchasing Agent
Email: lewisp@vgcc.edu
Phone: 252-738-3221

STATE OF NORTH CAROLINA
Request for Proposal #
129-03312026
For internal State agency processing, including tabulation of proposals, provide your company's eVP (Electronic
Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.
This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
Vendor Name
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in
good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not
have a vendor number, register at https://vendor.ncgov.com/vendor/login
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Vance-Granville Community College
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 129-03312026
Priscilla Lewis
Proposal Due Date: April 24, 2026 at 2:00 PM ET
lewisp@vgcc.edu
252-738-3221
Using Agency: Vance-Granville Community College Commodity No. and Description: 901019 Food & Beverage Equipment
Rental or Leasing & Maintenance Service
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to
furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this proposal is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A
of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result
of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer
with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning
fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of
any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of
this response to the RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware
that any such gift has been offered, accepted, or promised by any employees of your organization.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA
GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this
document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be
accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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Proposal Number: 129-03312026
Vendor:
VALIDITY PERIOD
Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: days, or if extended by mutual
agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this
RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written
agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall
apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this day of , 2026, as indicated on
the attached certification, by .
(Authorized Representative of Vance-Granville Community College)
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Proposal Number: 129-03312026
Vendor:
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................... 7
1.1 CONTRACT TERM ............................................................................................................................ 7
2.0 GENERAL INFORMATION ...................................................................................................... 7
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................................. 7
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ..................................................... 7
2.3 RFP SCHEDULE ................................................................................................................................ 8
2.4 PROPOSAL QUESTIONS.................................................................................................................... 8
2.5 PROPOSAL SUBMITTAL .................................................................................................................... 9
2.6 PROPOSAL CONTENTS ................................................................................................................... 10
2.7 ALTERNATE PROPOSALS ................................................................................................................ 10
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ........................................................................... 11
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ............................................. 11
3.1 METHOD OF AWARD ..................................................................................................................... 11
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ............................. 11
3.3 PROPOSAL EVALUATION PROCESS ................................................................................................. 12
3.4 EVALUATION CRITERIA .................................................................................................................. 12
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ................................................................................ 13
3.6 INTERPRETATION OF TERMS AND PHRASES ................................................................................... 13
4.0 REQUIREMENTS.................................................................................................................. 13
4.1 PRICING ........................................................................................................................................ 14
4.2 FINANCIAL STABILITY .................................................................................................................... 14
4.3 HUB PARTICIPATION ..................................................................................................................... 14
4.4 VENDOR EXPERIENCE .................................................................................................................... 15
4.5 REFERENCES ................................................................................................................................. 15
4.6 BACKGROUND CHECKS .................................................................................................................. 15
4.7 PERSONNEL .................................................................................................................................. 16
4.8 SUBCONTRACTORS........................................................................................................................ 16
4.9 VENDOR'S REPRESENTATIONS ....................................................................................................... 16
4.10 QUESTIONS TO VENDORS .............................................................................................................. 17
4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION .................................................................... 17
4.12 SECRETARY OF STATE REGISTRATION ............................................................................................. 17
5.0 SPECIFICATIONS AND SCOPE OF WORK ............................................................................... 17
5.1 GENERAL ...................................................................................................................................... 17
5.2 SPECIFICATIONS ............................................................................................................................ 18
6.0 CONTRACT ADMINISTRATION ............................................................................................. 20
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ............................................................................ 20
6.2 PAYMENTS TO THE COLLEGE ......................................................................................................... 20
6.3 BUSINESS REVIEW MEETINGS ........................................................................................................ 21
6.4 CONTINUOUS IMPROVEMENT ....................................................................................................... 21
6.5 MONTHLY STATUS REPORTS .......................................................................................................... 21
6.6 ACCEPTANCE OF WORK ................................................................................................................. 22
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Proposal Number: 129-03312026
Vendor:
6.7 TRANSITION ASSISTANCE .............................................................................................................. 22
6.8 DISPUTE RESOLUTION ................................................................................................................... 22
6.9 CONTRACT CHANGES .................................................................................................................... 22
7.0 ATTACHMENTS ................................................................................................................... 23
ATTACHMENT A: FINANCIAL PROPOSAL ......................................................................................... 23
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................... 24
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ............................................ 24
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ..................................................... 25
ATTACHMENT E: CUSTOMER REFERENCE FORM ............................................................................. 27
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .................................................... 28
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .......................................................... 29
ATTACHMENT H: CURRENT VENDING MACHINE LOCATIONS .......................................................... 30
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Proposal Number: 129-03312026
Vendor:
1.0 PURPOSE AND BACKGROUND
Vance-Granville Community College ("the College") requests proposals from qualified, experienced, and sustainable
vendors who will partner with the College to provide traditional beverage vending machines containing a variety of
beverage products at designated sites and locations. The College operates four attractive campuses, one in each
county: Main Campus in Vance County, South Campus in Granville County (between Creedmoor and Butner),
Franklin Campus in Franklin County (just west of Louisburg), and Warren Campus in Warren County (Warrenton).
Please reference Attachment H: Current Vending Machine Locations of this solicitation for site and building
locations, types of machines, and expected volumes.
The College is a multi campus institution serving Vance, Granville, Franklin, and Warren counties. The Fall 2025 student
enrollment was 5,449 students total. As of October 2025, there are 216 full-time and 177 part-time employees

across all campuses.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The current beverage vending services contract expires on May 31, 2026, with the new contract commencing on June 1,
2026, and contingent upon the complete removal of the current contractor's equipment and their express
permission.
The term of the contract resulting from this solicitation shall have an initial term of three (3) years. The final contract
term, including any renewal structure, will be determined during contract negotiation.
At the end of the initial contract term, the College shall have the option, in its sole discretion, to renew the contract on the
same or more favorable terms for up to two (2) additional one-year terms. The College will give the Vendor written notice of its
intent to exercise each option no later than ninety (90) days before the end of the contract's then-current term. In addition to any
optional renewal terms, and with the Vendor's concurrence, the College reserves the right to extend the contract after the last
active term.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract
award, which are incorporated herein by reference.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply
with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all
Addenda and other changes that may be issued in connection with this RFP.
If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in
accordance with the instructions in the PROPOSAL QUESTIONS Section. If the College determines that any changes
will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP
addendum. The College may also elect to leave open the possibility for later negotiation of specific provisions of the
Contract that have been addressed during the question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the College rejects and will not be required
to evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or
otherwise. This applies to any language appearing in or attached to the document as part of the Vendor's proposal
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Proposal Number: 129-03312026
Vendor:
that purports to vary any terms and conditions or Vendors' instructions herein or to render the proposal non-
binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer that shall be held open for
the period required herein ("Validity Period" above).
The College may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of
this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any
attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor's proposal as
nonresponsive.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The College will make every effort to adhere to this
schedule.
Event Responsibility Date and Time
Issue RFP College March 31, 2026
Submit Written Questions Vendor April 14, 2026 at 5:00 PM ET
Provide Response to Questions College April 17, 2026 at 3:00 PM ET
Proposal Due Date Vendor April 24, 2026 at 2:00 PM ET
Contract Award College April 30, 2026
Contract Effective Date College June 1, 2026
2.4 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit
the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such
questions by the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless
modified by Addendum.
Written questions shall be emailed to lewisp@vgcc.edu by the date and time specified above. Vendors should enter
"RFP # 129-03312026 Questions" as the subject for the email. Question submittals should include a reference to
the applicable RFP section and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the College's response, and any additional terms deemed
necessary by the College will be posted in the form of an addendum to the electronic Vendor Portal (eVP),
https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided
orally or informally by any College personnel, whether made in response to a question or otherwise in connection
with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in
the RFP and an addendum to this RFP.
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Proposal Number: 129-03312026
Vendor:
2.5 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late proposals, regardless of cause, will not be opened or
considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late
submission due to unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal
has been received as described in this RFP by the specified time and date of opening. The time and date of receipt
will be marked on each proposal when received. Any proposal or portion thereof received after the proposal
deadline will be rejected.
All proposal responses shall be submitted sealed, subject to the conditions made a part hereof and the receipt
requirements described below, and shall be received at the address indicated in the table below, for furnishing and
delivering those items or services as described herein.
[By Mail] [By Any Other Method]
Mailing address for delivery of Office Address of delivery by any other method
proposal Via US Postal Service (special delivery, overnight, or other carrier)
PROPOSAL NUMBER: 129-03312026 PROPOSAL NUMBER: 129-03312026
Vance-Granville Community College Vance-Granville Community College
Attn: Priscilla Lewis, Purchasing Agent Attn: Priscilla Lewis, Purchasing Agent
P.O. Box 917 200 Community College Road
Henderson, NC 27536 Henderson, NC 27537
CAUTION: All Vendors are urged to take the possibility of delay into account when submitting a proposal by U.S.
Postal Service, courier, or other delivery method. Attempts to submit a proposal via facsimile (FAX) machine,
telephone, email, or uploading in response to this RFP shall NOT be accepted.
(a) Submit one (1) signed, original executed proposal response to the address identified in the table above.
(b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP
number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is
submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and
marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in
the same outer package. Proposals are subject to rejection unless submitted with the information above
included on the outside of the sealed proposal package.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy
of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other
information exempted from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate
information, Products, Services or appropriate portions of its response as confidential, consistent with and to the
extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the
Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by
counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and
redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no
circumstances shall price information be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the College may
release an unredacted version if a record request is received.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a
Vendor's proposal(s). Vendors are strongly encouraged to allow sufficient time to deliver proposals.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to
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Proposal Number: 129-03312026
Vendor:
this RFP periodically check the State's eVP website for any Addenda that may be issued prior to the proposal
submittal due date. All Vendors shall be deemed to have read and understood all information in this RFP and all
Addenda thereto.
2.6 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Failure to provide all required items, or Vendor's submission of incomplete
items, may result in the College rejecting Vendor's proposal, in the College's sole discretion.
Vendor RFP responses shall include the following items and attachments arranged in the following order:
a) Cover Letter, which must contain the following:
i. a statement that confirms that the proposer has read the RFP in its entirety, including all links,
and all Addenda released in conjunction with the RFP,
ii. a statement that the Vendor agrees to perform in accordance with the scope of work,
requirements, and specifications contained herein; and
iii. Vendor's agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with
the Proposal Number.
c) Vendor-Executed RFP: The original RFP document must be returned in its entirety, including all standard
terms and conditions. The following must be fully completed within the body of the RFP:
i. Execution Pages (pages 2-4): Signed and dated by an authorized representative.
ii. Section 4.6.1: Background Check requirements.
iii. Section 4.12: NC Secretary of State Registration status.
iv. Section 6.1: Designated Contract Manager and Customer Service contact details.
d) Signed receipt pages of any Addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP. Vendor's Proposal shall be limited to twenty-
five (25) pages, exclusive of the RFP and required attachments. If the Proposal exceeds this page limit,
only the first twenty-five (25) pages will be evaluated.
i. Experience & Qualifications
ii. Product Plan (including 30% healthy option strategy and sample 30 day rotation plan)
iii. Technology & Security Plan (telemetry, cashless reliability, PCI DSS)

iv. Operational Plan (service frequency, maintenance response times, scaling to new facilities)

v. Responses to Questions (Section 4.10).
f) Completed version of ATTACHMENT A: FINANCIAL PROPOSAL, including the Retail Pricing List,
Commission Structure, and itemized Incentives with assigned dollar values.
g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
k) Signed, redacted copy of Proposal (if applicable)
2.7 ALTERNATE PROPOSALS
Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various
methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the
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