REQUEST FOR QUOTE VENDING MACHINE SERVICES RFQ-1

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1 REQUEST FOR QUOTE VENDING MACHINE SERVICES 2011 RFQ-1

2 REQUEST FOR QUOTE VENDING MACHINE SERVICES The Township of Winslow is seeking sealed quotes for VENDING MACHINE SERVICES for the Township of Winslow. All quotes are to be returned to Robert J Castagna, Purchasing Agent, Winslow Township Municipal Building, 125 South Route 73, Braddock, NJ 08037, phone number Quotes sent by mail shall be addressed as indicated above and shall be clearly marked on the envelope: RFQ Vending Machine Services. All quotes are due on or before Tuesday, February 1, 2011 at 2:00 pm. The Township Committee will be the sole discretionary body for consideration or rejection of the quote. The Township may perform such investigation it deems necessary to determine a potential contractor s qualifications and ability to perform the services under this Request for Quote. This contract shall be awarded based on price and other factors. All potential bidders should visit each location to determine for themselves the nature of the services to be provided and existing conditions. Failure to visit each site shall not relieve the successful contractor from fulfilling all the conditions of the contract. Any exceptions to this RFQ on the product or service quoted, technical or otherwise, shall be listed by the bidder. Said information shall be attached to the Quote Form provided herein and shall be submitted with the Quote. This contract is being issued pursuant to a fair and open process in accordance with N.J.S.A 19:44A-20.5 et seq. Description of Service Work covered by this contract shall include providing vending equipment, snacks and service as further outlined below. It is required that each unit be serviced on a regular basis and contractor warrants to maintain a variety of snacks and drinks at all times. 1. Install, maintain and service vending machines in four (4) break rooms consisting of one soda machine and one candy/snack machine in each area and one (1) additional soda machine in the lobby area of the Municipal Building, being four (4) basic locations and a total of five (5) areas. 1. Municipal Building Break Room 125 South Rt Municipal Building South Rt Public Works Building South Rt Police Records Building 125 South Rt Municipal Annex Building Factory Road & Rt Where machines do not accept dollar bills as well as change, a change machine shall be provided. RFQ-2

3 3. Response to official service calls shall be provided within twenty four (24) hours, except week-ends and holidays. 4. A Certificate of Insurance, naming the Township of Winslow as an additionally insured, shall be provided prior to installation of vending machines. Coverage shall include any injury sustained through use of the machines and/or the products. 5. A two (2) year agreement for services is intended. 6. The successful quoting company shall provide a letter to the Township indicating no Township official, employee of the Township; group of employees or anyone affiliated with the Township of Winslow will receive a commission, fee or donation from the successful company as a result of placing vending machines in the areas indicated. Such commissions, fees or profits otherwise normally paid out will be used to further discount the price of the items in said machines. 7. No products shall remain in the machines having exceeded the coded or reflected shelf life or beyond the shelf life as known to the industry and appropriate Health Agencies. 8. The office of the Municipal Clerk shall be the Township representative and contact for all vending matters. 9. The Township will evaluate the quotes and determine the lowest quoting company by the itemized products, vending costs to the purchaser and factoring in anticipated volume of sales for each item. The estimated quantities are award purposes only and are not promised or guaranteed. 10. The successful company shall provide quarterly reports in writing to the Purchasing Agent, the total amount of sales for the preceding quarter. 11. The Township shall provide electric and electrical service to the vending equipment. The contractor shall be responsible for all other cost including maintenance and operational costs of the vending equipment. Term of Contract The term of this contract shall be for two (2) years. If, through any cause, the successful bidder shall fail to fulfill in a timely and proper manner obligations under this contract, or if the Contractor shall violate any of the requirements of this contract, the Township of Winslow shall thereupon have the right to terminate this contract by giving thirty (30) days written notice to the Contractor of such termination. In the case of default by the successful contractor, the Township may procure the goods or services from other sources. At any time should the Township determine that any or all of the services described herein become unnecessary; the Township reserves the right to terminate any or all of this contract upon thirty (30) days written notice. RFQ-3

4 Strikes, walkouts or other such instances shall be reason for the Township to immediately acquire other services until such time the Contractor can again complete the remainder of the contract. Such actions may also be cause for the Township to terminate the contract, at the Township s discretion. Ownership Disclosure If bidder is a corporation or partnership, there must accompany its bid, a statement setting forth the names and addresses of all stockholders in the corporation or partnership who own ten (10%) percent, or more of its stock, of any class, or of all individual partners in the partnership who own a ten (10%) percent or greater interest therein. If one or more stockholders or partnership, the stockholders holding ten (10%) percent or more of that corporation s stock, or the individual partner owning ten (10%) percent, or greater interest in that partnership, must be set forth as aforesaid. Insurance A Certificate of Insurance, naming the Township of Winslow as an additionally insured, shall be provided prior to installation of vending machines. Coverage shall include any injury sustained through use of the machines and/or the products. Mandatory Affirmative Action Language During the performance of this contract, the contractor agrees to comply with all the requirements of NJSA 10:5-31 et seq and NJAC 17:27. New Jersey Business Registration Requirements In accordance with P.L c.57 bidder may provide with their quote a Business Registration Certificate issued by the State of New Jersey. A Business registration certificate must be provided prior to award of contract. For the term of the contract, the contractor and each of its affiliates and a subcontractor and each of its affiliates [N.J.S.A. 52:32-44(g)(3)] shall collect and remit to the Director, New Jersey Division of Taxation, the use tax due pursuant to the Sales and Use Tax Act on all sales of tangible personal property delivered into this State, regardless of whether the tangible personal property is intended for a contract with a contracting agency. A business organization that fails to provide a copy of a business registration as required pursuant to Section 1 of P.L.2001, c.134(c.52:32-44 et al.) or Subsection e. or f. of Section 92 of P.L.1977, c.110(c.5:12-92), or that provides false business registration information under the requirements of either of those sections, shall be liable for a penalty of $25 for each day of violation, not to exceed $50,000 for each business registration copy not properly provided under a contract with a contracting agency. RFQ-4

5 VENDING MACHINE SERVICES 2011 QUOTE FORM Anticipated Quantity for Two Years Unit Cost From Vending Machine ITEM Pretzels 1500 $ $ Chips 1500 $ $ Pop Corn 1000 $ $ Cookies 1000 $ $ Cakes 1500 $ $ Pies 1500 $ $ Candy 5000 $ $ Gum 500 $ $ Hard Candy 500 $ $ Soda 2000 $ $ Diet Soda 1000 $ $ Juice 500 $ $ Bottled Water 1000 $ $ Two Year Total Total Cost for a Two Year Period $ I hereby certify that I have read and fully understand the specifications provided by the Purchasing Agent and further certify that the quote hereon, and information attached hereto, is within full compliance of said specifications Company Name: Address: Phone #: Fax #: Signature: Federal Tax ID#: Date: RFQ-5

6 STOCKHOLDERS DISCLOSURE CERTIFICATION Name of Business I certify that the list below contains the names and home addresses of all stockholders holding 10% or more of the issued and outstanding stock of the undersigned. OR I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the undersigned. Check the box that represents the type of business organization: Partnership Corporation Sole Proprietorship Limited Partnership Limited Liability Corporation Limited Liability Partnership Subchapter S Corporation Sign and notarize the form below, and, if necessary, complete the stockholder list. Stockholders: Subscribed and sworn before me this day of, 2. (Notary Public) My Commission expires: (Signature) (Print name & title) (Corporate Seal) RFQ-6

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