Vending Machine Service

Government authority in Alaska requests proposals for year-long vending machine services at specified sites, requiring timely maintenance, multiple payment options, and stocking with a variety of products.

Three years of experience providing vending machine service within the previous five calendar years
Pay BEP commissions based on the proposal
Collect and count money regularly, not less than once per week
Keep all vending machines operational and stocked with a variety of products
Promptly deposit all collected money into the Contractor's bank account
Make records of deposit transactions available within two days for BEP audit
Furnish BEP with a monthly report of total gross receipts and a commission check
Be solely responsible for the installation and maintenance of all vending machines
Perform all necessary maintenance, repairs, and cleaning services to keep machines in good operating and sanitary condition
Remove refuse caused by stocking and/or maintaining machines
Access vending machines during reasonable business hours, with emergency access granted with permission
Indicate any subcontractors used in the proposal and be responsible for their work quality and damage
Ensure subcontractors maintain the same insurance as the Contractor
Refund money to customers for lost money or defective merchandise and establish a refund methodology
Furnish refund forms or materials for customers
Coordinate with the outgoing Contractor to develop a transition plan for vending equipment
Provide a timeline for equipment removal and installation
Provide a schedule for contacting building managers to discuss changes
Provide an example notification for building occupants regarding service changes
Ensure new Contractor's machines are in good working order, clean, fully stocked, with contact information and prices displayed within 30 days of changeover
Utilize authority to expand vending services to additional unassigned locations
Make contact, negotiate, and develop additional unassigned vending locations
Seek approval from the procurement officer for new services prior to placement of equipment
Pay appropriate commissions for additional vending revenues collected
Assume sole responsibility for all local, state, and general taxes
Install and maintain DEX-capable vending machines that accept dollar bills and coins
Ensure a minimum of one credit card reader on each type of machine per location
Inform the procurement officer and request a waiver if internet access for credit card readers is not accessible
Used machines must be in 100% working condition, properly display products, and be appropriate for public facilities
Install a new machine within 30 days if a machine breaks down three or more times within a six-month period
Place labels on each machine identifying Contractor name and phone number
Place BEP labels on all vending machines for program identification
Negotiate the amount of space, number of machines, and location with BEP and building owner/facility management
Notify BEP and coordinate with building management prior to removal/replacement of any equipment
Leave premises in the same condition as when machines were originally installed, excepting normal wear and tear
Report poor conditions in the vicinity of vending machine locations to the BEP
Respond to vending machine problems within two hours during regular workday hours
Maintain ongoing communication with facility management regarding equipment maintenance and upkeep
Have adequate provisions for electrical outlets for all machines
Guarantee that products vended are fresh, best quality, and not expired
Offer fair and competitive prices for products
Submit all price changes in writing to the BEP at least 30 days prior, with supporting documentation
Post a notice of price change on each affected machine two weeks prior to the change
Respond to complaints or requests for product changes within 24 hours
Expand vending machine options to include healthy lifestyle products
Pay BEP commissions no later than 15 calendar days after the end of the preceding month
Submit the beginning meter reading of each machine to the BEP on Appendix VII at contract onset
Submit the meter reading of each machine to the BEP on Appendix IV at the end of each reporting period
Submit the ending meter reading of each machine to the BEP on Appendix VII at contract conclusion
Submit a survey of property or space owned or leased by applicable state or federal agencies within 60 days of contract onset and annually thereafter
Include an inventory of all vending machines in the survey
Hold a current Alaska business license prior to the deadline for receipt of proposals
Maintain Workers' Compensation Insurance
Maintain Commercial General Liability Insurance with minimum coverage limits of $300,000 combined single limit per claim
Maintain Commercial Automobile Liability Insurance with minimum coverage limits of $300,000 combined single limit per claim
Be presently engaged in the business of providing the required services and work
Have the financial strength to perform and maintain the required services
Accept the terms and conditions set out in the RFP and agree not to restrict the rights of the state
Be able to obtain and maintain all necessary insurance for the project
Perform all services under this contract, including those by subcontractors, in the United States
Not be established and headquartered or incorporated and headquartered in a country recognized as Tier 3 in the most recent United States Department of State’s Trafficking in Persons Report
Comply with the Americans with Disabilities Act of 1990
Comply with the Equal Employment Opportunity Act
Comply with the applicable portion of the Federal Civil Rights Act of 1964
Be able to provide financial records for the organization for the past three years if requested
Not have had any contracts terminated by the State of Alaska within the past five years
Not be currently debarred, suspended, proposed for debarment, or declared ineligible for award by any public or federal entity
Not support or participate in a boycott of Israel
Not have any governmental or regulatory action against the organization that might bear on its ability to provide services to the state
Not have been convicted or had judgment rendered against them for fraud, embezzlement, theft, forgery, bribery, falsification or destruction of records, false statements, or tax evasion within the last five years
Not have any judgments, claims, arbitrations, or suits pending/outstanding against the company that would be material to the company
Not be involved in bankruptcy or reorganized proceeding (now or in the past)
Comply with the laws of the State of Alaska
Confirm the proposal will remain valid and open for at least 90 days

Issue IRFP: March 17th, 2026

Deadline for Receipt of Proposals: April 7th, 2026

Proposal Evaluation Committee complete evaluation: April 9th, 2026

State of Alaska issues Notice of Award: April 10th, 2026

State of Alaska issues contract: May 1st, 2026

Contract start: May 1st, 2026

Department of Labor & Workforce Development, Division of Vocational Rehabilitation

Organization overview and procurement intelligence available on paid plans.

A government authority in Alaska is seeking a vendor to provide comprehensive vending machine services across designated locations. The selected contractor will be responsible for installing and maintaining vending machines, ensuring they are clean, fully operational, and stocked with fresh, high-quality products at all times.

The vendor must offer machines that accept various payment methods, including both cash and credit cards, and ensure machines are clearly labeled with contractor contact information and identification. Responsibilities include maintaining inventory levels, offering a variety of products including healthy options, and delivering rapid maintenance response within two hours during business hours. The contract will be awarded for a period of one year.

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