Market, Vending, and Beverage Services

Location:	North Carolina
Posted:	Nov 3, 2025
Due:	Dec 5, 2025
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	354-HR26-09
Publication URL:	To access bid details, please log in.

Solicitation Number:	354-HR26-09
Project Title:	Market, Vending, and Beverage Services
Description:	The Town of Cary is seeking proposals from one or more qualified Vendor(s) to provide comprehensive self-service market, vending, and beverage services (“Services”) for its employees. A non mandatory site visit will be held on November 12, 2025 at 9:00AM at Town Hall. Questions are due November 19, 2025 at 2:00PM. Final submissions are due December 5, 2025 at 2:00PM.
Opening Date:	12/5/2025 2:00 PM
Posted Date:	11/4/2025
Status:	Open
Department:	TOWN OF CARY


Solicitation Number * 354-HR26-09	Department TOWN OF CARY	Status Reason Open
Opening Date 2025-12-05T14:00:00.0000000	Posted Date * 2025-11-03T19:02:29.0000000Z	Commodity Code Food and beverage equipment rental or leasing and maintenance services
Mandatory Conference/Site Visit — —	Special Instructions A non mandatory site visit will be held on November 12, 2025 at 9:00AM at Town Hall. Questions are due November 19, 2025 at 2:00PM. Final submissions are due December 5, 2025 at 2:00PM	Solicitation Type * Select RFP IFB RFI
Owner LaToyla Reaves
Description The Town of Cary is seeking proposals from one or more qualified Vendor(s) to provide comprehensive self-service market, vending, and beverage services (“Services”) for its employees. A non mandatory site visit will be held on November 12, 2025 at 9:00AM at Town Hall. Questions are due November 19, 2025 at 2:00PM. Final submissions are due December 5, 2025 at 2:00PM.

Attachments 354-HR26-09 Market, Vending, and Beverage Services.pdf (488.46 KB)

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REQUEST FOR PROPOSALS

RFP #354-HR26-09

Project Title: Town of Cary Market, Vending, and Beverage Services

Issue Date: November 3, 2025

Due Date: December 5, 2025, at 2:00PM

Issuing Department: Facilities, Construction and Field Services

Direct all inquiries concerning this RFP to:

Susan Parker

Facilities, Design and Construction Manager

Email: susan.parker@carync.gov

v.04.15.24

Table of Contents

1 REQUEST FOR PROPOSALS (RFP)............................................................. 2

1.1 Introduction............................................................................................... 2

1.2 Purpose and Background ......................................................................... 2

1.3 Notice to Vendor(s) Regarding RFP Terms and Conditions ..................... 3

1.4 RFP Response Timeline........................................................................... 3

1.5 Pre-Proposal Conference/Site Visit .......................................................... 4

1.6 Proposal Questions .................................................................................. 4

1.7 Proposal Submission Requirements and Contact Information ................. 4

1.8 Rights to Submitted Material .................................................................... 5

2 PROPOSALS .................................................................................................. 5

2.1 Request for Proposal Document .............................................................. 7

2.2 Evaluation Criteria .................................................................................... 7

2.3 Proposal Evaluation Process.................................................................... 8

2.4 Final Selection .......................................................................................... 8

2.5 Contract Term .......................................................................................... 9

2.6 Invoices .................................................................................................... 9

2.7 Notice to Proposer(s) Regarding RFP Terms and Conditions .................. 9

3 SCOPE OF SERVICES .................................................................................. 9

4 COST PROPOSAL/EXECUTION OF PROPOSAL ....................................... 13

5 REFERENCES.............................................................................................. 14

INSTRUCTIONS TO VENDOR(S)...................................................................... 15

AGREEMENT FOR CONTRACTED SERVICES TEMPLATE.............................. 1

1 REQUEST FOR PROPOSALS (RFP)

1.1 Introduction

The Town of Cary, North Carolina (“Town”) seeks proposals from one or more qualified

Vendor(s) to provide comprehensive self-service market, vending, and beverage services

(“Services”) for its employees.

The Town aims to continue creating a customized breakroom experience, enhancing the overall

workplace and supporting employee health and well-being through a collaborative partnership.

The successful vendor(s) will be responsible for offering a diverse range of Services at various

Town municipal facility locations (“Facilities”).

The Town is interested in vendor(s) providing nutritious, healthy, and fresh food and snack

options at unattended market and vending locations. The Town is also interested in vendor(s)

providing caffeinated, caffeine-free, dairy, and non-dairy self-service beverage options. The

RFP outlines the scope of work, including requirements for Service Operations, Equipment,

Market Space, Maintenance of Equipment, Product Offering, Pricing, Information Technology,

Reporting, and Customer Service.

Vendor(s) selected must be able to provide these services for a minimum of one-year, but have

the potential for the opportunity to renew services agreement on an annual basis.

1.2 Purpose and Background

The Town has offered these Services for its employees since January 2020 and wishes to

select vendor(s) to continue providing such services at various Town Facilities. A Scope of

Services (“Scope”) that the proposed vendor(s) must undertake is outlined in Section 3.

The Town wishes to provide self-service market, vending, and beverage services at the

following locations:

▪ Town Hall (“TH”) – 316 North Academy Street, Cary, NC 27513

▪ Police Department (“PD”) – 120 Wilkinson Avenue, Cary, NC 27513

▪ Public Works & Utilities Operations Center A (“PW”) – 400 James Jackson Avenue,

Cary, NC 27513

▪ Public Works Fleet Management Division B (“Fleet”) – 420 James Jackson Avenue,

Cary, NC 27513

The vendor(s) will provide self-service market, vending, and beverage services at Town Hall,

Police Department, and Public Works & Utilities Operations Center. Beverage and vending

services only will be provided at Public Works Fleet Management Division.

Typical products include candy, chips, cookies, trail mixes, crackers, fresh pastry, fresh food

items, Lunchables, cold beverage drinks, and hot brewed coffee and teas. The vendor(s) will be

expected to offer at least 30% healthy product options (reference Scope).

The Town anticipates subsidizing the cost for products offered by the vendor(s) to employees as

follows:

▪ Self-Service Market and Vending Products – 50%

▪ Beverage Service Products (Not Vending) – 100%

The vendor(s)’ pricing shown to employees at the self-service market and vending will reflect

the subsidy pricing. Reimbursement to the vendor(s) for the subsidy will be reflected and

reconciled as part of the monthly billing cycle.

1.3 Notice to Vendor(s) Regarding RFP Terms and Conditions

It shall be the Vendor(s)’ responsibility to read the Instructions, the Town’s terms and conditions

contained within the Town’s Principal Contract, all relevant exhibits and attachments, and any

other components made a part of this RFP and comply with all requirements and specifications

herein. Vendor(s) also are responsible for obtaining and complying with all Addenda and other

changes that may be issued in connection with this RFP.

If Vendor(s) have questions, issues, or exceptions regarding any term, condition, or other

component within this RFP, those must be submitted as questions in accordance with the

instructions in Section 1.6 Proposal Questions. If the Town 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 Town may also elect to leave open the possibility for later

negotiation and amendment of specific provisions of the Principal Contract that have been

addressed during the question submission period. Other than through this process, the Town

rejects and will not be required to evaluate or consider any additional or modified terms and

conditions submitted with Vendor(s)’ proposal. This applies to any language appearing in or

attached to the document as part of the Vendor(s)’ proposal that purports to vary any terms and

conditions or Vendor(s)’ instructions herein or to render the proposal non-binding or subject to

further negotiation. Vendor(s)’ proposal shall constitute a firm offer. By execution and delivery

of this RFP Response, the Vendor(s) agrees that Vendor(s) is prepared to enter into a

contract in the form of the Principal Contract should Town selects Vendor(s)’ proposal

and 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.

If a Vendor(s) desires modification of the terms and conditions of this solicitation, including any

term or condition contained in the Principal Contract, it is urged and cautioned to inquire during

the question period, in accordance with the instructions in this RFP, about whether specific

language proposed as a modification is acceptable to or will be considered by the Town.

Identification of objections or exceptions to the Town’s terms and conditions in the proposal

itself shall not be allowed and shall be disregarded or the proposal rejected.

1.4 RFP Response Timeline

The RFP process shall adhere to the following schedule:

RFP Process

RFP Posted

Pre-Proposal Conference

Proposer(s) Written Questions Due

Town Responses to Proposer(s) questions

Proposal Submission Deadline

Contract Award (Anticipated)

Contract Effective Date

Date and time

November 3, 2025

November 12, 2025

November 19, 2025

November 26, 2025

December 5, 2025

December 19, 2025

January 20, 2026

2:00 PM

9:00 AM

2:00 PM

Note: All times shown as Eastern Time (ET).

1.5 Pre-Proposal Conference/Site Visit

A non-mandatory pre-proposal conference (“Site Visit”) for prospective vendor(s)

“Proposer(s)” will be scheduled for November 12, 2025 at 9:00 AM, beginning at Town of Cary

Town Hall, 316 North Academy Street, Cary, NC 27513. Site Visit will continue to PD, PW, and

conclude at Fleet, to include all Facilities where Services will be offered to employees. Site Visit

will allow Vendor(s) to inspect Facilities to understand space capacity and requirements.

Proposer(s) are encouraged to submit written questions in advance. A summary of all questions

and answers will be posted online as an addendum, located under the RFP number being

modified.

It is the Proposer(s)’ responsibility to ensure all addenda are reviewed, signed, and

returned (if applicable).

1.6 Proposal Questions

Upon review of the RFP documents, Vendor(s) may have questions to clarify or interpret the

RFP in order to submit the best proposal possible. To accommodate the Proposal Questions

process, Vendor(s) shall submit any such questions by the above noted due date. The Town will

not entertain any further questions after the due date. Written questions shall be emailed to

Susan.Parker@carync.gov by the date and time specified above. Vendor(s) should enter “RFP

#354-HR-26-09: Questions” as the subject for the email. Question submittals should include a

reference to the applicable RFP section and be submitted in a format shown below:

Reference

RFP Section, Page Number

Vendor Question

Vendor question?

Questions received prior to the submission deadline date, the Town’s response, and any

additional terms deemed necessary by the Town will be posted in the form of an addendum to

the North Carolina Electronic Vendor Portal (eVP), https://evp.nc.gov/solicitations, and shall

become an Addendum to this RFP. No information, instruction, or advice provided orally or

informally by any Town personnel, whether made in response to a question or otherwise in

connection with this RFP, shall be considered authoritative or binding. Vendor(s) shall rely only

on written material contained in an Addendum to this RFP.

1.7 Proposal Submission Requirements and Contact Information

Submittal Requirements and Contact Information

Electronic responses ONLY will be accepted through the eVP website. Interested parties must

be logged in to submit proposals electronically. Registration information is available at NC

Electronic Vendor Portal (eVP) evp.nc.gov. Proposals must be clearly marked with name of the

submitting company, the RFP number, and RFP title. Proposer(s) must submit one (1)

electronic version, submitted as a viewable and printable Adobe Portable Document File (PDF),

on or before the submittal due date and time provided in Section 1.3. Submissions that do not

comply with the stated submission method will be deemed non-responsive. The Town reserves

the right to reject any or all proposals for any reason and to waive any informality it deems in its

best interest. Any requirements in the RFP that cannot be met must be indicated in the

proposal. Proposer(s) must respond to the entire Request for Proposals (RFP). An incomplete

proposal may be eliminated from consideration at the discretion of Cary.

Proposals must follow the format as defined in Section 2 PROPOSALS.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Market, Vending, and Beverage Services

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