Beverage and Snack Vending Services

Location:	California
Posted:	Mar 10, 2025
Due:	Apr 8, 2025
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	35 - Service & Trade Equipment
Publication URL:	To access bid details, please log in.

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CITY OF ELK GROVE

Request for Proposals

For

Beverage and Snack Vending Services

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 2:00 P.M. Tuesday, April 8, 2025

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Service Providers (Service Provider(s))

for Beverage and Snack Vending Services in accordance with the included specifications, terms, and

conditions shown in this Request for Proposals (RFP). Prospective Service Providers are advised to read

this information over carefully prior to submitting a proposal.

Proposals may be submitted as a hard copy or electronically. If opting for hardcopy submittal, one signed

original, three (3) copies, and one USB Flash Drive copy of the proposals must be submitted to the Office

of the City Clerk by 2:00 P.M. Tuesday, April 8, 2025. Proposal shall be submitted in a sealed envelope

clearly marked Beverage and Snack Vending Services and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

As an alternative to hard-copy proposals, proposals may be submitted electronically in pdf form, and

emailed to City Clerk at cityclerk@elkgrovecity.org, with a copy to Carrie Monti, Administrative Services

Supervisor, cmonti@elkgrovecity.org , prior to the deadline stated above. Large files may be sent using a

cloud-based system such as Dropbox. Service Providers shall be responsible for ensuring that proposals

submitted electronically are received by the City Clerk prior to the deadline. Proposals that are not received

prior to the deadline shall not be considered by the City, even if the late submission is due to a technical or

other error, including, without limitation, the City's inability to open or access the electronic file. If the

proposing Service Provider does not receive a confirmation from the City Clerk that the proposal has been

received, Service Provider should assume the transmission failed and either resubmit or arrange for another

method of delivery. Service Providers are also encouraged to contact the City Clerk to confirm receipt of

their proposal prior to the deadline. Proposals shall not be accepted by fax.

Questions regarding this RFP are to be directed by e-mail to: Natalie Machado, Management Analyst,

nmachado@elkgrovecity.org with a copy to Carrie Monti, Administrative Services Supervisor,

cmonti@elkgrovecity.org . Such contact shall be for clarification purposes only. The City must receive all

questions no later than 5:00 P.M. Tuesday, March 25, 2025. Material changes, if any, to the scope of

services or proposal procedures shall only be transmitted by written addendum and posted to the City’s

website. Addendums and answers to submitted questions will be available via the City of Elk Grove website

under “Notice” for the RFP announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor will late proposals be

opened. Each Service Provider assumes responsibility for timely submission of its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Service Provider and

received by the City Clerk prior to the final time and date for the receipt of proposals. Once the deadline is

past, Service Providers are obligated to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, reject any and all proposals, and to call for new proposals

or dispense with the proposal process in accordance with the Elk Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and Selection Criteria. A

contract may be awarded to the responsible Service Provider who best meets the City’s needs by

demonstrating the competence, and qualifications necessary for the satisfactory performance of the

required services, shall not necessarily be based on the lowest priced proposal, but shall be based on a

determination of which services offered serve the best interest of the City, except as otherwise provided by

law, taking into consideration adherence to the included specifications. A contract may be awarded to the

next responsible Service Provider if the successful Service Provider refuses or fails to execute the contract.

All Service Providers that were not selected by the City shall be notified in writing. Nothing herein shall

obligate the City to award a contract to any responding Service Provider. Any contract awarded will be

non-exclusive, and the City reserves the right to seek services from other sources, in the City’s sole

discretion.

Unless Service Provider is a sole proprietorship, Service Provider must be registered and in good standing

with the California Secretary of State within 14 days following notification of the City’s intent to award a

contract to Service Provider and prior to execution of a final contract. Failure to timely register with the

Secretary of State may result in the City awarding the contract to another Service Provider. Additional

information regarding the registration process may be found on the Secretary of State’s website at:

https://businesssearch.sos.ca.gov/.

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all information and

materials provided in each submittal received is subject to disclosure through a public records request

pursuant to the California Public Records Act, or otherwise as may be required by law. The City, in its sole

discretion, may release any submitted materials, regardless of whether such materials are marked by

Service Providers as confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that do not comply

with the strict requirements of this RFP, and the City reserves the right to award a contract to a Service

Provider submitting any such non-compliant proposal, all in the City’s sole discretion.

Local Vendor Preference:

A bid or proposal from a local vendor for commodities, equipment, and general services will be tabulated as

if it were five (5%) percent below the figure actually set forth in the bid or proposal, up to a maximum

preference of Fifty Thousand and no/100th ($50,000.00) Dollars per bid or proposal, to account for the

financial advantages accruing to the City by the award of a bid to a local vendor. Bids or proposals submitted

in response to this RFP will be evaluated on the basis of a local preference of five (5%) percent of the bid or

proposal price.

"Local vendor" means a person or legal entity which has a place of business (other than a post office box)

within the City and has a valid, current business license issued by the City. To qualify as a local vendor for

the purposes of Section 3.42.230 of this Code, the vendor shall submit with its bid or proposal a completed

City-provided affidavit that documents the following: 1) the business has a facility with a City of Elk Grove

address, 2) the business has, during at least one (1) year immediately preceding the submission of the bid

or proposal, attributed sales tax to the City of Elk Grove, and 3) the business has had a City of Elk Grove

business license for at least one (1) year prior to the submission of the bid or proposal. The affidavit can

be obtained by accessing the Request for Proposal and Bids section of the City web site,

https://www.elkgrovecity.org/purchasing/local-vendor-preference.

Security Access Policy:

The work to be completed under this RFP requires access to City facilities and therefore is subject to the

City’s Security Access Policy, which is attached to the City’s standard contract (see Attachment B). The

prospective Service Provider, including its employees, subcontractors, agents and anyone working on their

behalf that will access City facilities, must submit to a background check which shall include Live Scan

electronic fingerprinting. This background check must be completed before the Service Provider will receive

a Notice to Proceed. The Elk Grove Police Department shall review the background check and may deny

access to any individual in its discretion as it deems necessary for the security of City facilities and

personnel. A contract shall not be awarded to any Service Provider that is unable to complete the scope

of work as a result of denied access under the City’s Security Access Policy.

Validity of Pricing:

Service Providers are required to provide a fee structure including the hourly rate of the principals, if

applicable, to be assigned to the matter, and proposed cost (line item descriptions and pricing), and

expense reimbursements levels, and total costs. No cost increases shall be passed onto the City after the

proposal has been submitted. No attempt shall be made to tie any item or items contained in this RFP with

any other business with the City; each proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation and information

purposes only. No guarantee of quantities is given or implied by the City. Service Provider must furnish

the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such demonstrations are

requested, the Service Provider shall respond promptly and arrange a demonstration at a convenient

location. Failure to a demonstration as specified by the City may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize other available

governmental contracts.

Qualification/Inspection:

Proposals will only be considered from Service Providers normally engaged in providing the services

specified herein. By responding to this RFP, the Service Provider consents to the City’s right to inspect the

Service Provider’s facilities, personnel, and organization at any time, or to take any other action necessary

to determine Service Provider’s ability to perform. The City reserves the right to reject proposals where

evidence or evaluation is determined to indicate inability to perform. The City reserves the right to interview

any or all responding Service Providers and/or to award a contract without conducting interviews.

Delivery:

The successful Supplier will supply goods/commodities in compliance with the provisions of the contract

and provisions of this RFP at the address’ listed below.

Delivery Addresses:

City Hall

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA. 95758

140 Employees

City Council Chambers

City of Elk Grove

8400 Laguna Palms Way

Elk Grove, CA. 95758

107 Employees

Police Department

City of Elk Grove

8380 Laguna Palms Way

Elk Grove, CA. 95758

41 Employees

Animal Shelter

City of Elk Grove

9150 Union Park Way

Elk Grove, CA. 95624

33 Employees

Corporation Yard

City of Elk Grove

10250 Iron Rock Way

Elk Grove, CA. 95624

39 Employees

The City reserves the right to add or remove any location where services are to be provided.

Acceptance and Conditions

The services rendered in response to the RFP must comply fully with the terms of the RFP. The City will

make payment only after the services rendered are reviewed and accepted as complete by the City.

Other Governmental Entities:

If the Service Provider is awarded a contract as a result of this RFP, the Service Provider shall, if the Service

Provider has sufficient capacity, provide to other governmental agencies, so requesting, the services

awarded in accordance with the terms and conditions of the RFP.

Federal Requirements:

Should any portion of this procurement require the use of Federal funds, all Federal requirements shall

apply and all Service Providers must consent to each certification and assurance, which will be incorporated

into the contract.

Piggybacking:

“Piggybacking” is a form of intergovernmental cooperative purchasing in which an entity will be extended

the same pricing and terms of a contract entered into by another entity.

Service Providers are requested to indicate in their Proposal if they will extend the pricing, terms and

conditions of an awarded contract, based on this RFP, to other government agencies. If the successful

Service Provider agrees to this provision, participating agencies may enter into a contract with the

successful service provider for the purchase of the service(s) described herein based on the terms,

conditions, prices, and percentages offered by the successful Service Provider to the City. Minor changes

in terms and conditions may be negotiated by participating agencies during the term and following the

award of the contract. Any such contract shall be entirely independent and separate from the City and City

shall have no obligation relating to any third party contract.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment B. In submitting

proposals under these specifications, Service Providers should take into account all discounts, both trade

and time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Service Provider that will give

prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution. The City

anticipates the contract to be for a term of five years with two two-year extensions, at the option of the City.

The City reserves the right to set the term for a period deemed to be in the best interest of the City, and

terminate the contract as set forth therein.

Amendments:

If, in the course of the performance of the contract, Service Provider or the City proposes changes to the

services provided, and informal consultation with the other party indicates that a change in the terms and

conditions of the contract may be warranted, Service Provider or the City may request a change in the

contract. The parties to the contract will meet to discuss and negotiate the required documents. Upon

completion of those negotiations, the negotiated documents will be submitted to the City for approval. Upon

approval by the City, an amendment to the Contract will be approved by all parties for the change to be

implemented. An amendment shall not render ineffective or invalidate any unaffected portions of the

Contract. Nothing in this section obligates the City to agree to any change order or other amendment, and

the City may withhold such agreement in its sole discretion.

Service and support:

All Service Providers shall explain how all on-going service and support shall be handled by the Service

Provider and the City of Elk Grove.

Records:

The Service Provider shall maintain complete and accurate records with respect to labor costs, material

expenses, and other such information required by City that relates to the performance of services under

the contract. The Service Provider shall maintain adequate records of services provided in sufficient detail

to permit an evaluation of the services. All such records shall be maintained in accordance with generally

accepted accounting principles and shall be clearly identified and readily accessible and in a form

acceptable to the City, which the City may specify and change from time to time. The Service Provider shall

provide free access to the representatives of City or its designees, at reasonable times, to such books and

records, shall give City the right to examine and audit said books and records, shall permit City to make

transcripts there from as necessary, and shall allow inspection of all work, data, documents, proceedings,

and activities related to the contract. Such records, together with supporting documents, shall be

maintained for City’s inspection for a period of at least three (3) years after receipt of final payment,

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

type	name(s)	due date	notice	details	posted
RFP	Beverage and Snack Vending Services	Prior to 2:00 p.m. on 4/8/2025		View	3/10/2025

Beverage and Snack Vending Services

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See also