Vending Concessionaire - Seattle Housing Authority

Transcription

REQUEST FOR PROPOSALS
VENDING MACHINE CONCESSIONAIRE
The Seattle Housing Authority (SHA) is seeking proposals from qualified Vending Concessionaires to
install and operate beverage and snack machines in specified residential and administrative SHA facilities.
The selected Concessionaire will install, service and maintain vending machines in the SHA facilities
listed in this RFP, and in other facilities as may subsequently be added by change order to the Contract
resulting from this RFP. Proposers must propose on all SHA facilities listed in this RFP.
Pre-Submission Conference: Those interested in responding to the Request for Proposals (RFP) are
strongly encouraged to attend aPre-Submission Conference at 10:00 AM on Thursday, August 1, 2013.
The Conference will be held at Seattle Housing Authority, 190 Queen Anne Avenue North, Seattle,
Washington,98109-1028.
Obtaining the RFP: Visit our website at htt~•//www seattlehousin~or~/business/consulting/requests to
obtain a copy of the RFP. Any addenda issued for this RFP will be published at the above-referenced
website and proposers are responsible for checking the website prior to submission of proposals for any
addenda. If you are unable to download the RFP or addenda, you may call Pam O'Sullivan, Sr. Contract
Administrator, at(206)615-3378.
Questions: Any questions or requests for further information must be submitted in writing no later than
2:00 PM on Monday, August 5, 2013 to the Sr. Contract Administrator noted above by fax at (206) 6153410, bye-mail at posullivanC~seattlehousing.org, or by mail at the address below.
Submission Deadline: Sealed proposals (one original and 4 copies), must be received not later than 2:00
PM on Wednesday, August 28, 2013 at SHA's street address below. Proposals sent by U.S. Mail should
be addressed to the P.O. Box below and must be delivered to SHA by the deadline stated above. Faxed or
e-mailed submittals will not be accepted.
Seattle Housing Authority
Purchasing Division
Attention: Pam O'Sullivan, Senior Contract Administrator
190 Queen Anne Avenue North
P.O. Box 19028
Seattle, Washington 98109-1028
SHA strongly encourages minority-owned and women-owned businesses, socially and
Diversi
economically disadvantaged businesses, HUD Section 3 businesses, and small businesses to submit
proposals or to participate in a subcontracting capacity on SHA contracts.
Rights Reserved: SHA reserves the right to waive as an informality any irregularities in submittals,
and/or to reject any and all proposals.
LIZ ALZEER, Contracting and Procurement Manager
CONCESSIONAIRE REGISTRATION FORM
If you plan on submitting a Proposal for this project, please complete this registration
form and e-mail it to Pam O'Sullivan, Senior Contract Administrator, at
posullivan(a~seattlehousing.orq so that you can be contacted directly if necessary.
SEATTLE HOUSING AUTHORITY
RFP Solicitation No. 808625
Name of Firm:
Business Address:
Contact Information:
Name:
Title:
Telephone #: _
Fax #:
e-mail:
Thank you.
REQUEST FOR PROPOSALS
(SOLICITATION NO.808625)
for
TABLE OF CONTENTS
A.
B.
C.
D.
E.
INTRODUCTION .....................................................................................................1
SUBMITTAL REQUIREMENTS.................................................................................2
SCOPE OF WORK.....................................................................................................4
INFORMATION TO BE PROVIDED IN YOUR PROPOSAL ....................................10
CONCESSIONAIRE EVALUATION CRITERIA .......................................................13
F. SELECTION PROCESS............................................................................................14
G. CONTRACT NEGOTIATIONS................................................................................15
H. ADMINISTRATIVE INFORMATION......................................................................15
ATTACHMENTS:
Attachment A -Vending Equipment List and Locations
Attachment B -Estimated Vending Revenue
Attachments C-1 and C-2 - Seattle Housing Authority Healthy Vending Guidelines
Attachment D - Monthly Summary of Sales and Revenue Report
Attachment E -Vending Concessionaire Beverage and Snack Pricing Proposal
Section 3 Business Certification
Section 3 Resident Employment Plan
Issued
On:
RFP
Thursday,July 18,2013
(Day)
(Date)
2:00 PM
(Time)
Proposal Due:.
Wednesday, August 28,2013
(Day)
(Date)
Request for Proposals (Solicitation No.808625)
A. INTRODUCTION
1) General: The Seattle Housing Authority (SHA) is seeking a qualified Vending Concessionaire to
install and operate beverage and snack machines in specified residential and administrative SHA facilities.
The selected Concessionaire will install, service and maintain vending machines in the SHA facilities
listed in this RFP, and in other facilities as may subsequently be added by change order to the Contract
resulting from this RFP. Proposers must propose on all SHA facilities listed in this RFP.
2) Seattle Housi~ Authority Background: SHA is a public body corporate and politic that provides
affordable housing to about 29,500 low-income people in Seattle. SHA operates according to the
following Mission and Values:
Our Mission
Our mission is to enhance the Seattle community by creating and sustaining decent, safe and
affordable living environments thatfoster stability and increase self-sufficiencyfor people with lowincome.
Our Values
As stewards of the public trust, we pursue our mission and responsibilities in a spirit of service,
teamwork, and respect. We embrace the values of excellence, collaboration, innovation, and
appreciation.
SHA owns and operates approximately 6,350 conventional public housing units subsidized by the
U.S. Department of Housing and Urban Development(HUD),including nearly 900 units for seniors
and people with disabilities as part of the Seattle Senior Housing Program, and about 1,8501ow- and
mixed-income units developed and acquired primarily through the use of debt financing. SHA also
administers about 9,650 Housing Choice Vouchers and 760 Moderate Rehab units. Approximately
9,550 SHA residents are children and approximately 10,650 SHA residents are elderly or disabled.
SHA owns and operates housing in neighborhoods throughout Seattle. These include the four large
family communities of NewHolly and Rainier Vista in Southeast Seattle, High Point in West Seattle,
and Yesler Terrace in Central Seattle.
SHA was established by the City of Seattle under State of Washington enabling legislation in 1939.
SHA is governed by aseven-member Board of Commissioners appointed by the Mayor of Seattle and
confirmed by the Seattle City Council. The Executive Director is appointed by, and reports to, the
Board and is responsible for staff hiring and direction.
SHA Solicitation No. 808625
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Standard Language Last Revised: 01-24-13
SHA has approximately 530 employees and a total budget of $207 million for Calendar Year 2013. In
addition to the housing SHA owns, it serves as General and Managing Partner for several Low Income
Housing Tax Credit limited partnerships.
3) Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between public agencies
(political subdivisions) in the State of Washington. Public agencies that file an Interlocal Joint
Purchasing Agreement with SHA may also wish to procure the services herein offered by the
successful party. The successful party shall have the option of extending its offer to SHA to other
agencies for the same cost, terms and conditions.
SHA does not accept any responsibility for agreements, contracts or purchase orders issued by other
public agencies to the successful party. Each public agency accepts responsibility for compliance with
any additional or varying laws and regulations governing purchase by or on behalf of the public
agency. SHA accepts no responsibility for the performance of the successful party in providing
services to other public agencies, nor any responsibility for the payment price to the successful party
for other public-agency purchases.
B. SUBMITTAL REQUIREMENTS
Schedule:
T Activity
Date
Day
Location
8/1/2013
190 Queen Anne Ave. N. Thursday
Pre-Submittal Meeting
Seattle, WA
8/5/2013
Monday
N/A
Deadline for Questions
SUBMITTAL''DEADLINE AND DELIVERY INFORMATION
Time
10 AM
2:00 PM
OR Hand Deliver To:
Mail To:
Seatfle Housing Authority
Attn: Pam O'Sullivan
P.O. Box 19028
Seattle, WA 98109-1028
Attn:Pam O'Sullivan
190 Queen Anne Avenue
Wednesday
8/28/2013
2:00 PM
Day
Date
Time
North
Seattle, WA 98109
Addenda: In the event there are changes or clarifications to this RFP, SHA will issue an addendum.
Addenda will be published on SHA's website at:
htt~•//www seattlehousing org/business/consulting/requests/. It is the responsibility of proposers to
check this website prior to submission of a proposal to review and download any addenda issued. If
you are unable to download the addenda, you may call the Sr. Contract Administrator, Pam
O'Sullivan, at(206)615-3378 to have a copy of the addenda mailed or e-mailed to you.
Pre-Submittal Meetine: Proposers are strongly encouraged to attend aPre-Submittal Meeting at the
date and time indicated above.
Submittal: The deadlines given above are firm as to place, date, and time. SHA will not consider any
proposal received after the deadline and will return all such proposals unopened. Also, ANY
SUBMITTALS EXCEEDING THE PAGE LIMIT MENTIONED BELOW WILL NOT BE
EVALUATED.
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Standard Language Last Revised: Ol-24-13
All proposals should be clearly marked when delivered or mailed to avoid any confusion about
recording arrival dates and times. Proposers should take this practice into account and submit their
materials early to avoid any risk of ineligibility caused by unanticipated delays or other delivery
problems. NOTE: Afaxed or e-mailed proposal is not acceptable.
Upon receipt of each proposal, SHA's Purchasing Division will date-stamp it to show the exact time
and date of receipt. Upon request, Purchasing will provide the Proposer with an acknowledgment of
receipt. All proposals received will become the property of the Seattle Housing Authority and will not
be returned to the Proposer.
Proposals should be limited to a maximum of 10 gages single sided, or 5 gages double sided in no
smaller than 11 point font on 8'/a" by 11" sheets. ANY SUBMITTALS EXCEEDING THIS PAGE
LIMIT WILL NOT BE EVALUATED. The following are NOT INCLUDED in the page limit
mentioned above: your cover letter, resumes, Attachment E — Vending Concessionaire Beverage and
Snack Pricing Proposal, and Section 3 forms. Your cover letter should express your interest in
performing the work. A principal or officer of the firm authorized to execute contracts or other
similar documents on the firm's behalf must sign the letter.
1) Required number of copies: Proposers responding to this RFP shall submit one original and 4
(four) copies of their ~ro~osal to the address indicated above. The following items/forms are
to be submitted with the one original proposal only. Do not include these items/forms with the
proposal copies.
• Section 3, Business Certification Form
• Section 3, Resident Employment Plan
2) Proprietary Pr~osal Material:
Any records or materials submitted to SHA in response to this RFP become public records under
Washington State law (see RCW Chapter 42.56, the Public Disclosure Act, at
htt~•//wwwl.leg.wa.gov/LawsAndAgencyRules). Public records must be promptly disclosed upon
request unless a statute exempts disclosure. Exemptions from disclosure include trade secrets and
valuable formulas (see RCW 42.56 and RCW Ch. 19.108); however, public disclosure exemptions
are narrow and specific. Proposers are expected to be familiar with any potentially-applicable
exemptions, and the limits of those exemptions.
Proposers are obligated to separately bind and clearly mark as "proprietary" information any
proposal records they believe are exempted from disclosure. The body of the proposal may refer
to these separately-bound records. Proposers should mark as "proprietary" only that information
they believe legitimately fits within apublic-disclosure exemption. SHA may reject solicitation
responses that are marked proprietary in their entirety.
If SHA receives a public disclosure request for records that a Proposer has marked as "proprietary
information," SHA may notify the Proposer of this request and postpone disclosure briefly to
allow the Proposer to file a lawsuit under RCW 42.17.330 to enjoin disclosure; however, this is a
courtesy of SHA and not an obligation.
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Standard Language Last Revised: O1-24-13
SHA has no obligation to assert an exemption from disclosure. If the Proposer believes that its
records are exempt from disclosure, the Proposer is obligated to seek an injunction under RCW
42.56. By submitting a proposal, the Proposer acknowledges this obligation; the Proposer also
acknowledges that SHA will have no obligation or liability to the Proposer if the records are
disclosed.
3) Cost of Preparing Proposals: SHA will not be liable for any costs incurred by the Proposer in the
preparation and presentation of proposals submitted in response to this RFP including, but not
limited to, costs incurred in connection with the Proposer's participation in demonstrations and
the pre-proposal conference.
4) Rights Reserved by SHA: SHA reserves the right to waive as an informality any irregularities in
submittals and/or to reject any or all proposals. SHA requests that companies refrain from
requesting public disclosure of selection information until a contract has been executed as a
measure to best protect the solicitation process, particularly in the event of a cancellation or resolicitation. With this preference stated, SHA shall continue to properly fulfill all public
disclosure requests for such information as required by State Law.
C. SCOPE OF WORK
The selected Vending Concessionaire shall be asked to perform, but not necessarily be limited to, the
following tasks, both General and Specific:
1) GENERAL
The Seattle Housing Authority(SHA)is seeking a qualified Vending Concessionaire to install and operate
beverage and snack machines in specified residential and administrative SHA facilities. The selected
Concessionaire will install, service and maintain vending machines in the SHA facilities listed in this RFP,
and in other facilities as may subsequently be added by change order to the Contract resulting from this
RFP. Proposers must propose on all SHA facilities listed in this RFP.
The selected Concessionaire shall be responsible for providing beverages, food, candy and snacks, as well
as the necessary equipment and equipment services needed to make those products available to residents,
staff and public utilizing the SHA facilities listed in this RFP. The selected Concessionaire shall also be
responsible for stocking, at a minimum, fifty percent (50%) of the products in each SHA facility with
healthy product alternatives.
If necessary, SHA will work with the current Concessionaire to remove existing equipment once a new
Concessionaire is selected and a Contract is signed. The current Concessionaire will be given thirty (30)
days' notice to remove equipment, unless the current Concessionaire is selected as the successful firm to
provide the services requested under this RFP.
2) SPECIFIC
a. Operation of the Vending Program
The Concessionaire shall be responsible for providing the vending operation for SHA residential
and administrative facilities listed in Attachment A —Vending Equipment List and Locations, and
in any other facilities that may subsequently be added by change order to the Contract resulting
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from this RFP. This includes performing the requested functions, and maintaining and operating
the vending program. These duties shall include, but not be limited to, the following:
1. Stock vending machines and related equipment.
2. Stock vending machines in each SHA facility so that the facility has at least fifty (50%)
percent healthy product alternatives.
3. Install, service, and maintain equipment.
4. Stock brand-name products in the machines.
5. Fill the machines with products as necessary in a timely manner.
6. Collect funds from machines.
7. Remit commissions as required.
8. Perform other financial duties related to the commission and record-keeping as required.
The number of residents per building and estimated revenue for each location is listed in Attachment B Estimated Vending Revenue.
b. Healthy Choice Vending
SHA has adopted a Healthy Vending Policy that governs the types of beverages and snacks that
can be sold in residential and administrative SHA facilities. The selected Concessionaire shall
provide healthy product alternatives in each SHA facility listed in this RFP and in any other
facilities that maybe subsequently added by change order to the Contract resulting from this RFP.
1) Minimum Healthy Choice Product Stocking Percentage
At a minimum,fifty percent (50%)of the products stocked in each SHA facility must comply
with either the "Healthiest" or "Healthier" standards listed in Attachments C-1 and C-2—
Seattle Housing Authority Healthy Vending Guidelines. During the term of the Contract to
result from this RFP, SHA reserves the right to request a change to the percentage of healthy
products stocked in each SHA facility that complies with either the "Healthiest" or
"Healthier" standards. SHA reserves the right to conduct periodic audits of the products
stocked in each SHA facility to ensure compliance.
2) Product Substitutions
As healthy choice product formulations change, the selected Concessionaire shall be
responsible for determining whether healthy choice products continue to comply with either
the "Healthiest" or "Healthier" standards listed in Attachments C - 1 and C-2 - Seattle
Housing Authority Healthy Vending Guidelines. The Concessionaire shall contact SHA's
Project Manager regarding any changes or additions to the healthy choice products sold in
SHA facilities. Healthy vending machine items shall not be amended without written
authorization from SHA.
3) Promotion and Advertising. In its operation of the vending machines that are the subject of
this RFP and the Contract to be issued as a result of it, the Concessionaire shall not display or
cause to be displayed any advertising (including text, images and other identifying marks) for
products that do not meet the "Healthiest" or "Healthier" product selections criteria
referenced in Attachments C -1 and C-2.
4)Promotion of"Healthiest" Items. The Concessionaire shall promote for sale those items that
meet the "Healthiest" product selection criteria set forth in Attachments C -1 and C-2 by
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providing a sign in close proximity to such items that clearly and conspicuously indicates that
the item is a "Balanced Choice" or otherwise meets the "Healthiest" criteria.
5) Labeline. All ingredients must be declared on the product label, as required by the Food and
Drug Administration. All products provided are required to carry legible, open code dating
on each can, bottle or package, and must indicate pack code or expiration date. In addition,
Concessionaire shall comply with federal regulations requiring the posting of calorie
information for snacks and beverages sold in vending machines at such time as the Food and
Drug Administration adopts and puts into effect final regulations requiring vending machine
labeling.
c. Initial Installation
Within thirty (30) days of execution of the Contract resulting from this RFP, or within fourteen
(14) days of removal of existing equipment, whichever is later, the Concessionaire shall install and
stock beverage and snack machines in the designated locations at the SHA facilities listed in
Attachment A - Vending Equipment List and Locations. Equipment and product must be equal
to the equipment and product currently on-site at all existing locations, unless otherwise
negotiated. All machines must comply with all applicable accessibility requirements established
by local, State and Federal laws, codes and regulations.
Within fifteen (15) days of initial installation, the Concessionaire must provide a complete
inventory list of installed machines, including product can or bottle, as shown in Attachment A Vending Equipment List and Locations.
At the end of the final term of the Contract to result from this RFP, the Service Provider shall
comply with the negotiated schedule to remove its machines. This schedule shall be negotiated
among itself, SHA's Project Manager,and the newly selected Vending Concessionaire.
d. Stocking and Equipment Requirements
1) Stockin
The Concessionaire shall collect monies from and restock the vending machines and related
equipment at least monthly with beverages, food, candy and snacks to make these products
available to the residents, staff and public who use the facilities listed in Attachment A Vending Equipment List and Locations, and in any other facilities that may subsequently be
added by change order to the Contract resulting from this RFP. Amounts of collected money
must be reported monthly as shown in Attachment D - Monthly Summary of Sales and
Revenue Report. In addition, the Concessionaire shall provide the equipment and equipment
services necessary to provide these services and products.
Subsequent to initial installation, machines shall be kept stocked with fresh, quality, brandname merchandise. SHA reserves the right to request that certain products be made available
to residents, staff and the public. The Concessionaire shall establish and maintain the ability
to provide beverages from multiple beverage companies to conform to customer preferences,
such as Coca-Cola, Peps-Cola and other brand names, as requested.
2) Ec~ui~ment
Page 6 of 27
The Concessionaire shall provide the equipment and equipment services to provide the
products and services to SHA residents, staff and public as described above.
i. Condition ofEquipment
All machines shall be of recent manufacture. SHA reserves the right to request the
replacement of any vending machine that is deemed,in the opinion of SHA,unsuitable or
unreliable.
ii. Energy-Saving Equipment
All vending machines provided by the Concessionaire shall be Energy Star compliant
and/or utilize Energy Misers or compatible technology to reduce energy consumption.
iii. Maintenance and Cleaning
The Concessionaire, at its sole expense, shall be responsible for cleaning and servicing all
machines. The Concessionaire shall service and clean its vending machines at least every
other week, and more frequently if required by SHA. The Concessionaire shall service
and clean vending machines during normal business hours, generally 8:00 A.M. to 4:30
P.M. Monday through Friday. Under special circumstances, hours may be negotiated
with SHA.
iv. Equipment Changes
The Concessionaire shall contact SHA's Project Manager for all requested or required
equipment changes, other than product restocking. The Project Manager shall be notified
when the change occurs. The machine must be equal to the quality of the previous
machine, unless otherwise negotiated, and the Concessionaire must advise SHA in
writing within seven(7) days following a change of equipment.
At its sole discretion, SHA reserves the right to notify the Concessionaire and to direct the
removal of a machine or machines from any or all sites. The Concessionaire shall remove
such machines within fourteen (14) calendar days of written notice.
v. Equipment Malfunctions er Refunds
It is anticipated that an occasional equipment malfunction will occur and result in loss to
vending machine customers. In such occurrences, the Concessionaire shall provide
envelopes to the Project Manager for this purpose and shall provide refunds in the event
ofequipment malfunction and lost revenue.
e. Ownership
All vending machines, unsold merchandise, money in vending machines and supplies installed in
SHA facilities shall remain the sole property of the selected Concessionaire. All personal property
and machines of the Concessionaire that are placed in SHA facilities are at the Concessionaire's
sole risk. The Concessionaire releases SHA from any claims arising from the loss of or damage to
the Concessionaire's property.
f. Service Response Times
The Concessionaire shall respond to all service calls within the times specified below:
• If the location calls the Concessionaire by 12:00 Noon,the Concessionaire shall
provide same day service.
If
the location calls the Concessionaire after 12:00 Noon,the Concessionaire shall
•
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respond by 12:00 Noon of the following day.
g. Department of Services for the Blind(DSB)
The Concessionaire shall contract with, provide required insurance coverages for, and make
monthly payments to the State of Washington Department of Services for the Blind (DSB) as
required under State law. The Concessionaire shall provide monthly reports to SHA showing the
record of payments made to the DSB. On an annual basis, and in cooperation with SHA's Project
Manager, the Concessionaire shall verify and audit all locations and commissions reported to the
DSB.
h. Product Pricing and Selection
Pricing for beverage and snack products shall be consistent with the Concessionaire's proposal
and/or as amended during contract negotiations. During contract negotiations, SHA,
accompanied by resident representation, and the Concessionaire will agree on product stocking
and pricing. A standardized pricing schedule shall be established for both residential and
administrative facilities. The pricing schedule for SHA's residential facilities may not necessarily
be uniform with SHA's administrative facilities. SHA, accompanied by resident representation,
and the Concessionaire will review pricing strategies during annual review to jointly decide to
increase or decrease prices for any given facility type or product.
Prices for food items that meet the nutritional requirements set forth in Attachments C-1 and C2—Seattle Housing Authority Healthy Vending Guidelines cannot exceed the prices charged for
food items that do not meet those requirements, unless otherwise approved.
i. Revenues and Reports
1) Revenues
Revenue payments to SHA shall be based upon gross sales. The term "gross sales" is hereby
defined to mean receipt at point-of-sale by cash, check, credit card, or other method of
payment, of any payment for commodities dispensed from the machines/equipment placed at
SHA sites. Such gross sales shall not be discounted to reflect commissions or other payments
or overrides to brokers or intermediary agents, either internal or external to the
Concessionaire or any taxes or fees payable to any governmental entity.
SHA makes no guarantees as to the amount of sales that the successful Proposer shall realize
within the Contract to result from this RFP. SHA will not consider any proposal that requires
a minimum amount of product sold.
i. Definitions
a. Net Sales: Gross Sales minus Sales Tax
U. Concessionaire's Commission Rate: The mutually agreed-upon percentage of Net
Sales allowed the Concessionaire for services rendered and goods sold
c. SHA's Commission Rate: The mutually agreed-upon percentage of Net Sales
paid to SHA
d. Amount of Revenue Payable to SHA:
i. Resident Buildings: Gross sales minus sales tax =Net Sales times SHA's
Commission Rate
SHA Solicitation No. $08625
Page 8 of 27
ii. SHA Administrative Buildings: Gross sales minus sales tax =Net Sales
minus DSB Commission,times SHA's Commission Rate
2) Re orts
On a monthly basis, the Concessionaire shall provide the items specified below by the 20th of
the following month (i.e. January report and revenue check must be received by February
20t''). The Concessionaire shall explain monthly in writing all increases or decreases in
revenue to the satisfaction of SHA. The Concessionaire shall also provide SHA with
information about the conditions impacting the vending services, planned marketing
activities, changes in the Concessionaire's operations, or other factors affecting vending
services.
i.
Required to SHA:
a. Monthly revenue check
b. Attachment D- Monthly Summary of Sales and Revenue Report* (Section C. Scope
of Work,2.d) above) that includes the following information*:
i. Location of machine
ii. Type of machine
iii. Count of product sold
iv. Gross sales
v. Sales tax
vi. Net sales
vii. SHA's Commission Rate
viii. Amount of revenue to be paid to SHA
ix. DSB's Commission Rate
x. Amount of revenue to be paid to DSB
* The required format for a Monthly Summary of Sales and Revenue Report is
included as Attachment D to this RFP.
c. Report of payment made to the Department of Services for the Blind (see ii.
Required to Department of Services for the Blind immediately below) or provide
amount on the above-referenced Attachment D — Monthly Summary of Sales and
Revenue Report as noted in i. b. x. immediately above.
ii. Required to Department of Services for the Blind:
i. Monthly revenue check to the DSB, based on vending sales generated in
machines at SHA's administrative facilities, as indicated in Attachment D.
j.
Concessionaire Representative
The Concessionaire shall designate an agent or representative to monitor and report on the
overall program. The Concessionaire representative shall attend regularly scheduled annual
meetings with SHA's Project Manager and the resident representative or designee(s). The
Concessionaire representative shall also be the party to whom all complaints, concerns or service
requests shall be addressed. The Concessionaire shall notify SHA in writing within seven (7) days
of any change in the name,title or contact information of its designated agent or representative.
k. Utilities
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SHA will provide access to existing, currently available electrical service to operate the
Concessionaire's vending machines. SHA will not separately bill the Concessionaire for utility
usage. The Concessionaire shall not hold SHA liable for any interruptions or curtailment to
utility services due to causes beyond its control, including but not limited to SHA's alteration,
repair or improvement of premises.
1.
Right to Examine Records
The Concessionaire shall maintain current financial and other records as may be prescribed by
SHA or by applicable Federal, State and local laws, rules and regulations. The Concessionaire
shall retain these records for a period of three (3) years after the Contract resulting from this RFP
ends. These records shall be made available for audit by SHA during the term of the Contract and
the subsequent three-year period for examination, transcription, and audit by SHA, its designees,
or other authorized bodies. Such audits will be conducted during normal business hours.
The Concessionaire must supply any records associated with this account within ten (10) days of
receipt of written request by SHA.
m. Tax Obligations
The Concessionaire shall be responsible for any t~ obligations due on the services or products
sold as maybe required under applicable local, State, and Federal laws and regulations, other than
leasehold excise taxes payable on remissions by SHA to the State of Washington.
n. Laws,Permits &Licensees
The Concessionaire shall be responsible for obtaining all licenses, permits and governmental
permissions required to perform the work described under this RFP and the Contract resulting
from this RFP. The Concessionaire shall take into consideration, and comply with all applicable
current local, State, and Federal laws, regulations, statutes, codes and guidelines.
D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL
Response /Proposal Content: To facilitate evaluation, proposals should address and be organized in the
order of the outline given below and include the following information:
• Cover Letter
• Address each of the evaluation criteria below:
Relating to Criterion 1: Comvany Profile:
1) Financial Statement
By submitting a proposal, all proposers agree to allow SHA to obtain all necessary credit
reports on the company in order to ensure the ability of the concessionaire to meet all
proposed financial obligations: Federal ID number or Dunn &Bradstreet number.
2) First page of the proposal shall:
Designate a person or persons who maybe contacted for questions during the period of
evaluation. Include name(s), title, address, telephone number,fax number and email
address.
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3) Also include responses to the following:
a. Provide a brief description of your company.
b. Legal name of organization, firm, LLC,individual or partnership submitting a proposal
for this RFP.
c. Address of the Proposer's principal place of business.
d. Name, title and business address of Principal(s). Date of incorporation or business
formation.
e. Portion of the Proposer's company owned by another or parent company, and legal
name and address of said company.
£ Address of the Proposer's office that will be directly responsible for servicing this
account.
g. Name, title, phone number,fax number, e-mail address and mailing address of person
who will be SHA's primary contact if your firm should be the successful Proposer under
this RFP.
h. Name,title, phone number,fax number, e-mail address and mailing address of person
who SHA may contact regarding commission checks or statements.
i. Address of location that will issue commission checks.
-
Relating to Criterion 2: Company Qualifications:
1) Provide a brief overview of your company's background, qualifications and capability to
provide the services as described in Section C. Scope of Work above to this RFP.
2) Also include responses to the following:
a) Number of years Proposer has been providing vending machine services as described
in this RFP.
b) Number of employees who will be working on this Contract should your company be
awarded the Contract.
c) Total number of vending machines under company's control.
d) When are service and repair personnel available?
e) What vending machines, parts and spares do you have access to locally?
fl Provide your method of providing refunds in the event of a machine malfunction.
Provide the text of your instructions to residents, staff and the public, and the mechanism
for them to submit for and receive the refund.
g) Based on previous services you have performed for other clients, demonstrate your
firm's ability to provide the services below as requested under Section C. Scope of Work
above:
1. Describe your company's proven ability to provide accurate reporting, to
perform monthly collections and to provide monthly reports, including in the
timeframes requested as described in C. Scope of Work above.
2. Describe your company's ability to meet each of the service expectations, as
described in Section C. Scope of Work above. Please also address your
company's ability to meet response times for all items.
h) State the specific energy-savings equipment or device you propose to install in the
facilities listed in Attachment A — Vending Equipment List and Locations, and whether it
Page 11 of 27
is part of or a separate device from the vending machine itself. Include the annual rate of
savings in kWh and dollars for the energy-saving equipment, as suggested by the
manufacturer (e.g., "$100 savings per machine per year"), and include the expected
percentage of energy to be saved (e.g.,"anticipated savings of thirty-four percent(34%)to
forty percent(40%)per year").
Relating to Criterion 3: Personnel Qualifications:
-
1) Provide a listing of the key personnel and their position within the Company who will he
assigned to this Contract should your company be awarded the Contract to result from this
RFP. Describe the key personnels) experience, and the level of expertise and qualifications
of the representative/manager and of those individuals who will directly support and be
involved in meeting the day-to-day requirements of SHA.
2) If you flan to sub-contract work, for each subcontractor, you must provide the name and
address of each firm and the type of work or tasks they will perform. You must also identify
the key personnel to be assigned, their position, and qualifications and representative
experience.
-
Relating to Criterion 4: Healthy Vending:
At a minimum, fifty percent(50%)of the products stocked within each SHA facility must comply
with either the "Healthiest" or "Healthier" standards listed in Attachments C-1 and C-2 — Seattle
Housing Authority Healthy Vending Guidelines. Because of SHA's commitment to Healthy
Vending, SHA encourages vendors to stock greater than fifty percent (50%) of the products
within each SHA facility.
For your reference, Attachment E — Vending Concessionaire Beverage and Snack Pricing
Proposal includes a sample list of snack and beverage products currently available from one of
SHA's vending machines.
a) Please provide responses to the following:
1. Your firm's experience providing healthy foods for other clients. Please provide
client names and dates that your firm has provided these foods in other clients'
vending machines.
2. Include the categories of healthy foods that you have provided for these other
clients that meet the requirements on Attachments C-1 and C-2 - Seattle Housing
Authority Healthy Vending Guidelines:
i. State the highest percentage of healthy foods you have provided for other
clients
ii. Describe how you promoted these healthy foods in other clients' machines in
order to foster sales of those products. Please list the following:
1.) The categories of healthy beverage and snack products you propose
providing in SHA vending machines should your firm be selected to provide
these services
Page 12 of27
2.) The percentage of these healthy foods you propose stocking in each SHA
facility, and
3.) Your approach to marketing them to foster sales of these products,
including supportive point-of-sale materials.
Note: Whatever your firm specifies as meeting the healthy foods guidelines as described in
Attachments C -1 and C-2 - Seattle Housing Authority Healthy Vending Guidelines must in
fact meet those guidelines. If at any point during the evaluation process or the term of the
contract, should your firm be the successful Proposer, it is determined that an items) has been
mislabeled,SHA will require an appropriate substitution for said product(s).
-
Relating to Criterion 5: Price /Rates:
1) Revenue/Commissions:
Complete and submit with your proposal Attachment E -Vending Concessionaire Beverage and
Snack Pricing Proposal:
a. Provide the Unit Price and Proposed SHA Commission Percentage for each
Snack and Beverage category item listed on Attachment E for both SHA's
Residential and Administrative buildings.
b. NOTE: You must complete and submit Attachment E - Vending
Concessionaire Beverage and Snack Pricing Proposal with your proposal in
order for your proposal to be considered responsive to this solicitation.
Points for this criterion will be assigned based on the Unit Prices that are most
favorable to low-income residents and Commission Percentages that are most
advantageous to SHA.
• Provide resumes for the key~ersonnel named in your response.
• Include a list of at least three references for whom the firm or team members have performed similar
work in the last five years (including agency or business name of client, contact person, address,
telephone number and e-mail address if available.)
E. CONCESSIONAIRE EVALUATION CRITERIA
Concessionaires' submittals will be evaluated based on the criteria listed in this section and further
described in Section D above. In preparing the submittal to SHA, it is important for proposers to clearly
demonstrate their expertise in the areas described in this document. Because multiple areas of expertise
are required for successfully performing this project, the Concessionaire, either through in-house staff or
sub-consultants, must demonstrate expertise and have available adequate numbers of experienced
personnel in all of the areas described.
Concessionaires are encouraged to identify and clearly label in their submittal how each criterion is being
fully addressed. Evaluation of responses to this RFP will be based only on the information provided in the
submittal package, and if applicable, interviews, and reference responses. SHA reserves the right to
request additional information or documentation from the firm regarding its submittal documents,
personnel, financial viability, or other items in order to complete the selection process. In submitting a
Page 13 of 27
Standard Langzrage Last Revised.• Ol-24-13
proposal, the Concessionaire and any sub-consultants agree that any costs, prices, commission percentage
rates, hourly rates proposed shall be valid for a minimum of90 days from the proposal due date.
The following criteria with a point system of relative importance with an aggregate total of one hundred
points will be utilized to evaluate the qualifications of each proposer.
Weighting
(Max.Points)::..
Evaluation Criteria - Qualifications.
1
Company Profile (See Section D above for a complete description of this Criterion.)
20
2
Company Qualifications(See Section D above for a complete description of this
Criterion.)
Personnel Qualifications (See Section D above for a complete description of this
Criterion.)
Healthy Vending (See Section D above for a complete description of this Criterion.)
20
3
4
5
Price/Rates (See Section D above for a complete description of this Criterion.)
NQTE:You must complete and submit Attachment E — Vending Concessionaire
Beverage and Snack Pricing Proposal with your proposal in order for your
proposal to be considered responsive to this solicitation.
MAXIMUM TOTAL POINTS FOR QUALIFICATIONS
20
20
20
100
F. SELECTION PROCESS
An evaluation panel will rate all responses to this RFP that are received on or before the stated deadline,
according to the criteria listed above. Based on its initial evaluation, the panel may:
1. Make a recommendation to SHA's Executive Director and request authority to negotiate a Contract
with the highest-ranked proposer; or
2. Request additional information from the proposer or proposers whose responses appear to have the
greatest likelihood of success; and/or
3. Invite one or more proposer whose responses appear to have the greatest likelihood of success to
attend an interview/presentation to discuss their proposal; and then make a recommendation to
SHA's Executive Director and request authority to negotiate a contract with one proposer.
SHA reserves the right to conduct reference checks, at either or at both of the following two points of the
evaluation process:
1. After proposals are evaluated,for the proposer or proposers with the highest-scoring proposals;
2. In the event that interviews are held, for the proposer or proposers with the highest-scoring
proposals) and interview(s).
Page 14 of 27
In the event that information obtained from the reference checks reveals concerns about any proposer's
past performance and their ability to successfully perform the contract to be executed based on this RFP,
SHA may, at its sole discretion, determine that the Proposer is not a responsible proposer and may select
the next highest-ranked Proposer whose reference checks validate the ability of the Proposer to
successfully perform the contract to be executed based on this RFP. In conducting reference checks, SHA
may include itself as a reference if the Proposer has performed work for SHA,even if the Proposer did not
identify SHA as a reference.
By submitting its proposal in response to this RFP, the Proposer accepts the procurement method used
and acknowledges and accepts that the evaluation process will require subjective judgments by SHA and
the evaluation panel.
Any protest of the selection process shall be resolved in accordance with SHA's Procurement Policies,
which maybe reviewed at the following web site address:
httu•//www seattlehousing org/business/guidelines/pdf/Procurement Policies.~df.
G. CONTRACT NEGOTIATIONS
SHA shall negotiate with the most qualified Proposer as determined by evaluation of the responses and, if
applicable, interviews. If SHA is unable to reach agreement with the highest ranked firm, it may negotiate
with the next highest ranked firm, proceeding in turn to each firm that SHA has determined to be
qualified in order of rank. If agreement cannot be reached with any qualified firm, SHA reserves the right
to cancel the solicitation.
SHA expects to execute one Contract for services for an initial one-year term and, at SHA's option, single
or multiple-year renewals after that for up to a total of seven years overall, along with appropriate
adjustments in the scope of work and,if applicable, compensation.
SHA may also be acting as an agent to Condominium or other Associations that are associated with the
SHA or LP properties included in the scope of work for this solicitation. If so, a contract, or a change
order to the contract resulting from this solicitation, whichever instrument may be appropriate, may be
issued that will be between the selected firm and the applicable Association, upon agreement by the
selected firm.
H. ADMINISTRATIVE INFORMATION
1) Minority-owned and Women-owned Business Enterprises: SHA strongly encourages minorityowned and women-owned businesses, socially and economically disadvantaged business enterprises,
HUD Section 3 businesses, and small businesses to submit proposals, to participate as partners, or to
participate in other business activity in response to this RFP.
2) Section 3 Requirements: Section 3 of the Housing and Urban Development Act of 1968 (hereinafter
"Section 3") requires SHA to the greatest extent feasible to provide employment opportunities to
Section 3 residents. Section 3 residents include residents of SHA communities and other low-income
residents of Seattle. Each Proposer is required to submit with their proposal a Resident Employment
Page I S of27
Plan that will result in hiring Section 3 residents to perform the work contemplated by this RFP, and a
Section 3 Business Certification form.
A. Section 3 Contract Language: The following language regarding Section 3 will be included as part
of the contract to be executed based on this RFP.
1. The work to be performed under this contract is subject to the requirements of Section 3 of the
Housing and Urban Development Act of 1968, as amended,l2 U.S.C. 1701u (Section 3). The
purpose of Section 3 is to ensure that employment and other economic opportunities
generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the
greatest extent feasible, be directed to low- and very low-income persons, particularly persons
who are recipients of HUD assistance for housing.
2. The parties to this contract agree to comply with HUD's regulations in 24 CFR part 135, which
implement Section 3. As evidenced by their execution of this contract, the parties to this
contract certify that they are under no contractual or other impediment that would prevent
them from complying with the part 135 regulations.
3. The contractor agrees to send to each labor organization or representative of workers with
which the contractor has a collective bargaining agreement or other understanding, if any, a
notice advising the labor organization or workers representative of the contractors
commitments under this Section 3 clause, and will post copies of the notice in conspicuous
places at the work site where both employees and applicants for training and employment
positions can see the notice. The notice shall describe the Section 3 preference, shall set forth
minimum number and job titles subject to hire, availability of apprenticeship and training
positions, the qualifications for each; and the name and location of the persons) taking
applications for each of the positions; and the anticipated date the work shall begin.
4. The contractor agrees to include this Section 3 clause in every subcontract subject to
compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as
provided in an applicable provision of the subcontractor in this Section 3 clause, upon a
finding that the subcontractor is in violation of the regulations in 24 CFR part 135. The
contractor will not subcontract with any subcontractor where the contractor has notice or
knowledge that the subcontractor has been found in violation of the regulations in 24 CFR
part 135.
5. The contractor will certify that any vacant employment positions, including training positions,
that are filled (1) after the contractor is selected but before the contract is executed, and (2)
with persons other than those to whom the regulations of 24 CFR part 135 require
employment opportunities to be directed, were not filled to circumvent the contractors
obligations under 24 CFR part 135.
6. Noncompliance with HUD's regulations in 24 CFR part 135 may result in sanctions,
termination of this contract for default, and debarment or suspension from future HUD
assisted contracts.
Page 16 of27
Standard Language Lasl Revised: O1-24-13
7. With respect to work performed in connection with Section 3-covered Indian Housing
Assistance, Section 7(b) of the Indian Self-Determination and Education Assistance Act (25
U.S.C. 450e) also applies to the work to be performed under this Contract. Section 7(b)
requires that to the greatest extent feasible (i) preference and opportunities for training and
employment shall be given to Indians, and (ii) preference in the award of contracts and
subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises.
Parties to this Contract that are subject to the provisions of Section 3 and Section 7(b) agree to
comply with Section 3 to the maximum extent feasible, but not in derogation of compliance
with Section 7(b).
3) Basic Eligibility: The successful Proposer must be licensed to do business in the State of Washington
and must have a state Unified Business Identifier(UBI) number. In addition, the successful Proposer
must not be debarred, suspended, or otherwise ineligible to contract with SHA, and must not be
included on the General Services Administration's "List of Parties Excluded From Federal
Procurement and Non-procurement Programs" or the Department of Housing and Urban
Development's "Limited Denial of Participation" list.
4) Pa~inent Requirements: If applicable, proposers should be aware that SHA will only make payments
on the contract issued under this RFP after the work being billed has been completed, and within 30
calendar days of receipt of a properly prepared and SHA approved invoice from the Concessionaire.
Supporting documentation is required for payment of reimbursable expenses. No advance payments
will be made to the Concessionaire, who must have the capacity to meet all project expenses in
advance of payments by SHA.
5) Avvroval of Sub-Consultants: SHA retains the right of final approval of any sub-consultant of the
selected Proposer who must inform all sub-consultants of this provision.
6) Documents Produced: All construction drawings, reports, specifications, and other documents
produced under contract to SHA must be submitted to SHA in both hard copy and a digital format
that meets SHA's requirements, using Microsoft Office or AutoCad products in an IBM-compatible
format. All documents and products created by the Concessionaire and their sub-consultants shall
become the exclusive property of SHA.
7) Other Contracts: During the original term and all subsequent renewal terms of the contract resulting
from this RFP, SHA expressly reserves the right, through any other sources available, to pursue and
implement alternative means of soliciting and awarding similar or related services as described in this
RFP.
8) Funding Availability: By responding to this RFP, the Proposer acknowledges that for any contract
signed as a result of this RFP, the authority to proceed with the work is contingent upon the
availability offunding.
9) Contract Requirements: Proposers may review a sample of SHA's standard contract language that
will form the basis for any contract executed based on this solicitation by visiting the following web
site:
Page 17 of27
Standard Language Last Revised: 0/-24-13
htt~://www.seattlehousing.org/business/guidelines/~df/Consultant Professional Services Contract ~df
SHA's standard contract document is intended to guide you in developing your submittal/ proposal.
The actual contract that the successful Proposer and SHA will sign will be based on this sample
contract. Please be advised that SHA will only negotiate some aspects of the contract. Much of the
contents of the sample contract are based on non-flexible requirements and cannot be modified in
any form.
In addition to any SHA-owned properties that may be included in the scope of work of this
solicitation, there may be other properties for which SHA serves as General and Managing Partner.
These properties are Low-Income-Housing Tax Credit limited partnerships. If any of these Limited
Partnership (LP) properties are included in the scope of work under this solicitation, the selected firm
must also name those LP's as additional insureds to their policy under the required insurance
coverages described under Section H. 10) C. below. The Contract resulting from this solicitation
must also be entered into by SHA, the selected firm, and all legal entities, including the LPs if
applicable.
10) Insurance: The following are the insurance requirements that will be included in the contract
executed based on this RFP:
A. General Requirements:
1. Prior to undertaking any work under this Contract, the Concessionaire shall procure and
maintain continuously for the duration of this Contract, at no expense to SHA, insurance
coverage as specified below, in connection with the performance of the work of this Contract
by the Concessionaire, its agents, representatives, employees and/or subcontractors.
2. The Concessionaire's insurance shall be primary as respects SHA, and any other insurance
maintained by SHA shall be excess and not contributing insurance with the Concessionaire's
insurance.
3. Except with respect to the limits of insurance, and any rights or duties specifically assigned to
the first named insured, the Concessionaire's Commercial General Liability and Commercial
Automobile Liability insurance coverage shall apply as if each named insured were the only
named insured, and separately to each insured against whom claim is made or suit is brought.
4. Failure of the Concessionaire to fully comply with the insurance requirements of this
Contract will be considered a material breach of contract and, at the option of SHA, will be
cause for such action as may be available to SHA under other provisions of this Contract or
otherwise in law, including immediate termination ofthe Contract.
B. Required Insurance Coverage: The following are the types and amounts of insurance coverage
that must be maintained by the Concessionaire during the term of this Contract. The
Concessionaire must provide acceptable evidence of such coverage prior to beginning work under
this Contract.
Page 18 of27
1. Commercial General Liability Insurance. A policy of Commercial General Liability insurance
including bodily injury, property damage, and products/completed operations, written on an
occurrence form, with the following minimum coverage:
• $1,000,000 each occurrence, and
• $2,000,000 aggregate
Coverage shall extend to cover the use of all equipment on the site or sites of the work of this
Contract. In the event that the services to be provided under this Contract involve the
Concessionaire's contact with minor children and/or elderly, disabled or vulnerable adults as
defined in RCW 74.34.020, the Concessionaire shall provide evidence that sexual misconduct
coverage has not been excluded from the policy and is covered under the policy. Acceptable
evidence of sexual misconduct coverage must include an endorsement and policy excerpts)
and is subject to approval by SHA's Risk Manager.
2. Emslovers Liability or Washington Stogy Gad Liability. A policy of Employers Liability or a
Washington Stop Gap Liability insurance endorsement with the following minimum
coverage:
• $1,000,000 each accident
3. Commercial Automobile Liability Insurance. A policy of Commercial Automobile Liability
Insurance, including coverage for owned, non-owned, leased or hired vehicles written on an
insurance industry standard form (CA 00 O1) or equivalent, with the following minimum
coverage:
• $1,000,000 combined single limit coverage
4. Commercial Crime Insurance/Employee Theft Insurance. A policy of Commercial Crime
Insurance/Employee Theft Insurance including third party coverage in favor ofSHA with the
following minimum coverage:
$ 100,000 each loss /aggregate
5. Inland Marine/Equipment Floater Insurance. The Service Provider shall maintain a policy of
property coverage to cover loss or damage to its equipment while on SHA (or
Partnerships/Condominium) property. Coverage shall be in an amount equal to replacement
of the value of the equipment.
6. Workers Compensation. A policy of Workers Compensation. As respects Workers
Compensation insurance in the State of Washington, the Concessionaire shall secure its
liability for industrial injury to its employees in accordance with the provisions of Title 51 of
the Revised Code of Washington (RCW). If the Concessionaire is qualified as aself-insurer
in accordance with Chapter 51.14 RCW,the Concessionaire shall so certify by a letter signed
by a corporate officer, indicating that it is a qualified self-insured, and setting forth the limits
of any policy of excess insurance covering its employees, or any similar coverage required.
Page 19 of27
Standard Language Last Revised: O]-24-13
C. Additional Insured Endorsement: The Seattle Housing Authority and, if applicable, any Limited
Partnerships and/or Condominium Associations included in the Contract must be named as an
Additional Insured on a primary and non-contributory basis on all Commercial General Liability
policies of the Concessionaire. A policy endorsement (form CG2010B or equivalent) must be
provided to SHA as evidence of additional insured coverage.
D. Proof of Insurance and Insurance Expiration:
1. The Concessionaire shall furnish certificates of insurance and policy endorsements as
evidence of compliance with the insurance requirements of the Contract. Such certificates
and endorsements must be signed by a person authorized by that insurance company to bind
coverage on its behalf.
2. The Concessionaire shall include all subcontractors at any tier as insureds (except for
Professional Liability insurance), and ensure that the Concessionaire's coverage of
subcontractors under the Concessionaire's policies is not excluded by any policy provision or
endorsement. Alternatively, the Concessionaire shall:
a.) Obtain from each subcontractor not insured under the Concessionaire's policy or policies
of insurance, evidence of insurance meeting all the requirements ofthis Contract, and
b.) Maintain such evidence on file for a period of one year after the completion of this
Contract and, upon request, submit such evidence to SHA for examination.
3. The Concessionaire's insurance shall not be reduced or canceled without thirty (30) days
prior written notice to SHA. The Concessionaire shall not permit any required insurance
coverage to expire during the term of this Contract.
4. SHA reserves the right to require complete, certified copies of all required insurance policies
at any time during the term of this Contract, or to waive any of the insurance requirements of
this Contract at its sole discretion.
E. Carrier Review and Approval Authority: Insurance policies, deductibles, self-insured
retentions, and insurance carriers will be subject to review and approval by SHA. All insurance
shall be carried with companies that are financially responsible. Generally, except for Professional
Liability Insurance coverage, all carriers of insurance or reinsurers must have and maintain a
rating of "A VII" or better as identified in the A. M. Best Insurance Rating Guide, most recent
edition. Insurance carriers or reinsurers who do not have a rating of"A VII" or better may not be
used without written approval of SHA's Risk Manager. All carriers or reinsurers of Professional
Liability (Errors and Omissions) Insurance must have and maintain a rating of"B+VII" or better
as identified in the A. M. Best Insurance Rating Guide, most recent edition. Insurance carriers or
reinsurers for Professional Liability Insurance who do not have a rating of"B+VII" or better may
not be used without written approval of SHA's Risk Manager.
11) Criminal Background Investigation: The selected Concessionaire shall conduct a criminal
investigation of all employees, volunteers, subcontractors and sub-consultants performing any work
who may reasonably be expected to have direct or incidental contact with SHA residents, SHA staff
members, or any minor or member of the general public. In addition, a criminal investigation shall be
Page 20 of 27
performed for any person performing work under this Contract who needs special entry into SHA
buildings, is given temporary use of an SHA building-access card or who collects payments of any
kind. The criminal background investigation shall include, but not necessarily be limited to, a
Washington State Patrol background report. In the event a background check provides evidence of a
felony conviction within the past seven years, the results of that investigation shall be disclosed to the
SHA Project Manager. If any person performing work under this Contract is charged with a felony,
the selected Concessionaire agrees, if requested by SHA, to replace such person with an individual
acceptable to SHA.
Page 21 of27
Standard Language Last Revised: O1-24-13
Attachment A - RFP 808625
Vending Equipment List &Locations
Machines°
Unit CountZ
1
Building Address
Building Name
.:Residential Facilities
79
HRR PH1
2445 NW 57th St.
Ballard House
90
PH3
SHRR
Ave
S
9201 Rainier
Barton Place
100
2614 4th Ave
Bayview Tower
108
PH1
HRR
1311
Massachusetts
S
Beacon Tower
119
Ave
1st
2215
BeII Tower
St
130th
N
620
Bitter Lake Manor
74
SHRLP
6420 California Ave S
Cal-Mor Circle
125
HRR PH1
525 14th Ave E
Capitol Park
118
SHRLP
11050 8th Ave NE
Cedarvale House
SHRLP
2121 26th Ave S
Center Park
91
SHRR PH3
533 3rd Ave W
Center West
65
4628 S Holly St
Columbia Place
221
100 Melrose Ave E
Denny Terrace
45
323 25th Ave S
Gideon-Mathews
130
HRR PH1
505 NE 70th St
GreenLake Plaza
80
HRR PH1
610 Harvard Ave E
Harvard Court
111
SHRR PH3
Jackson Park House 14396 30th Ave NE
299
800 Jefferson St
Jefferson Terrace
115
SHRLP
12546 33rd Ave NE
Lake City House
Lam Bow Apartments 6935 Delridge Way SW
81
HRR PH1
9009 Greenwood Ave
Lictonwood
57
Michaelson Manor 320 W Roy St
105
Ave
17th
1700
Olive Ridge
75
SHRLP
110 W Olympic PI
Olympic West
51
N
Ave
Phinney
6561
Phinney Terrace
73
NE
Ave
15th
12702
Court
Pinehurst
52
SHRLP
Queen Anne Heights 1212 Queen Anne Ave
100
PH3
SHRR
Ave
Western
1420
Manor
Ross
520 S Cloverdale St
South Park Manor
76
SHRR PH3
6339 34th Ave SW
Stewart Manor
86
720 N 143rd St
Tri-Court
101
SHRR PH3
4700 12th Ave NE
University House
113
SHRLP
4544 7th Ave NE
University West
43
9111 50th Ave S
Villa Park
59
SHRR PH3
1407 2nd Ave W
West Town View
130
Westwood Heights 9455 27th Ave SW
Administrative Faci{ities
190 Queen Anne Ave N
SHA Central Office
1300 North 130th St
SHA OSC
SHA South Ops Facilit 7500 Detroit Ave SW
810 MLK Jr Way S
SHA MLK
Employee
Count3
Total
Snack Pepsi Cok Juice Machines
1
1
1
0
0
0
1
1
1
1
1
1
1
1
1
0
0
1
1
0
0
1
2
2
1
1
1
1
1
1
1
0
0
1
1
2
0
0
1
1
2
1
0
0
1
0
0
0
1
0
1
2
1
0
0
2
1
0
0
0
0
0
0
0
0
0
0
1
1
0
0
0
243
90
25
100
1
1
0
1
1
1
1
1
1
1
0
1
0
0
0
0
3
3
1
3
TOTALS
23
34
19
6
82
Partnership Acronyms:
HRR PHl -High Rise Rehabilitation Phase I Limited Partnership
SHRR PH3 - Seattle High Rise Rehabilitation Phase III Limited Partnership
SHRLP - Seattle High Rise Limited Partnership
1Limited
ZUnit count represents the
approximate number of residential units.
each SHA facility.
3Empioyee count represents the approximate number of employees at
exact.
not
be
may
Totals
are
estimated.
brands
and
counts
°The machine
SHA Solicitation No.808625
Page 22 of 27
2
1
2
2
3
2
1
2
4
2
2
2
3
1
2
2
2
3
2
2
1
1
3
3
1
1
2
3
1
2
2
2
3
1
2
2
1
0
0
1
1
1
0
0
1
1
1
1
1
0
0
0
0
1
1
0
0
0
1
1
0
0
1
1
0
1
1
1
1
0
1
0
0
0 I
0
0
0
0
0
1
1
0
0
0
0
0
0
0
1
1
0
0
0
0
0
0
0
0
0
1
0
0
0
0
1
0
0
0
'
Limited
Partnership
Attachment B - RFP 808625
Estimated Vending Revenue
Building Name
Building Address
Limited
Unit
Employee
Total
2011 Average
Monthly
Partnership'
CountZ
Count3
Machines4
Revenues
$524.33
Ballard House
2445 NW 57th St.
HRR PH1
79
2
Barton Place
Bayview Tower
9201 Rainier Ave 5
2614 4th Ave
SHRR PH3
90
1
2
Beacon Tower
Bell Tower
1311 S Massachusetts
2215 1st Ave
620 N 130th St
6420 California Ave S
HRR PH1
SHRLP
74
HRR PH1
Cedarvale House
525 14th Ave E
11050 8th Ave NE
SHRLP
Center Park
212126th Ave S
SHRLP
Center West
Columbia Place
533 3rd Ave W
4628 S Holly St
Bitter Lake Manor
Cal-Mor Circle
Capitol Park
Denny Terrace
Gideon-Mathews
GreenLake Plaza
Harvard Court
Jackson Park House
Jefferson Terrace
Lake City House
100 Melrose Ave E
323 25th Ave S
505 NE 70th St
610 Harvard Ave E
14396 30th Ave NE
800 Jefferson St
12546 33rd Ave NE
Lam Bow Apartments 6935 Delridge Way SW
9009 Greenwood Ave
Lictonwood
320 W Roy St
Michaelson Manor
Olive Ridge
Olympic West
Tri-Court
University House
University West
Villa Park
West Town View
Westwood Heights
SHA Central Office
2
3
2
$621.79
$74.13
125
1
2
$110.83
$237.20
118
4
2
$590.65
$51335
91
2
$246.02
65
2
$264.58
221
3
1
$1,256.20
80
111
2
2
2
$578.15
$122.73
299
115
3
2
$2,080.49
$606.19
81
2
1
$155.84
57
1
$93.00
105
3
75
3
$505.12
$477.74
51
73
1
1
$29.09
52
2
$217.81
100
3
1
$963.88
76
2
$137.58
86
2
$305.92
108
119
45
HRR PH1
HRR PH1
SHRR PH3
SHRLP
HRR PH1
1700 17th Ave
110 W Olympic PI
6561 Phinney Ave N
Phinney Terrace
12702 15th Ave NE
Pinehurst Court
Queen Anne Heights 1212 Queen Anne Ave
1420 Western Ave
Ross Manor
520 5 Cloverdale St
South Park Manor
Stewart Manor
SHRR PH3
SHRLP
SHRLP
SHRR PH3
130
$63.49
$160.25
$1.73
$78.92
$59.31
6339 34th Ave SW
720 N 143rd St
SHRR PH3
4700 12th Ave NE
4544 7th Ave NE
9111 50th Ave S
SHRR PH3
101
2
$162.03
SHRLP
113
43
3
$380.55
1
2
$175.69
SHRR PH3
1407 2nd Ave W
SW
9455 27th Ave
190 Queen Anne Ave N
1300 North 130th St
SHA OSC
SHA South Ops Facilit 7500 Detroit Ave SW
810 MLK Jr Way S
SHA MLK
59
2
130
243
90
25
3
3
1
3
100
TOTAL AVERAGE MONTHLY REVENUE
Partnership Acronyms:
HRR PHl -High Rise Rehabilitation Phase I Limited Partnership
SHRR PH3 - Seattle High Rise Rehabilitation Phase III Limited Partnership
SHRLP - Seattle High Rise Limited Partnership
1Limited
approximate number of residential units.
each SHA facility.
3Employee count represents the approximate number of employees at
ZUnit count represents the
°The machine counts and brands are estimated. Totals may not be exact.
revenue only.
52011 Average Monthly Revenue reflects monthly gross sales
Page 23 of 27
$61.89
$137.72
$231.65
100
$9.69
$130.93
$365.09
$211.66
$36.72
$38.58
$13,018.52
Attachment C-1
Seattle Housing Authority Healthy Vending Guidelines)
Healthiest
• No more than 250 calories per serving
• No added fat for vegetables, fruits, nuts,
seeds, dairy, meat, beans and eggs
Fat
• For grains and soup,follow the
recommendations for Healthier
Healthier
~ • No more than 250 calories per serving
• No more than 35% of calories from total
fat, excluding nuts, seeds and nut butters
• No more than 10% of calories from
saturated fat
• Zero trans fat
• No added sugar for all food groups except
grains
• No more than 35% of weight from total
sugars, excluding whole fruit products or
z
ingredients with no added sweeteners
• No more than six (6) grams of sugar per
serving for grains
• No more than ten (10) grams of sugar per
serving for grains
Sugar
$OCIIU111~ • No more than 150 mg per serving
• No more than 360 mg per serving
•Artifically sweetened and caffeine-free
• Sugar-free and caffeine-free
• Unflavored fat-free or 1%milk
• Fat-free or 1%flavored milk(5 22 grams
sugar per 8 oz)
• 100%fruit juice <_ 8 oz serving
Healthy
15eattle Housing Authority - Healthy Vending Guidelines based on the King County
Vending Guidelines.
ZAdded sweeteners include: sucrose,fructose, glucose, corn syrup, high fructose corn syrup,
honey, agave syrup, maple syrup, mollasses, evaporated cane juice and fruit or fruit juice
concentrates.
SHA Solicitation No.808625
Page 24 of 27
Attachment C-2
Seattle Housing Authority Healthy Vending Guidelines
Examples of Healthiest &Healthier Food and Beverages
Healthier
Healthiest
••r
•
Dehydrated or freeze-dried vegetables with
added salt, sugar or fat
Dehydrated orfreeze-dried vegetables
Baked and popped potato chips
•
•
Vegetables
Dehydrated or freeze-dried fruit with added
salt, sugar or fat
•
•
Dehydrated or freeze-dried fruit
Fruits
Fruit packed in "lite" syrup
•
•
Fruit packed in its own juice
•
100%whole grain crackers, pretzels, cereals
and granola bars
Air popped orlow-fat popcorn
•
Grains
•
Unsalted nuts or seeds
Trail mix or fruit nut bars with only unsalted
nuts and unsweetened dried fruit
•
Nuts &Seeds
.Whole grain crackers, pretzels, pits, corn chips,
1
cereals, and granola bars
•Salted nuts and seeds (low-sodium)
•Trail mix or nut fruit bars with salted nuts and
added sugar
Low-fat bean soup
•
•
Low-sodium dried meat(jerky) or tuna
Meat &Beans
Fat-free or 1%flavored milk(<_ 22 grams sugar
per 8 oz)
100% fruit juice with no added sweeteners(5 8
oz serving)
Zero- or low-calorie beverages(<_ 10 calories
per 8 oz)
Non-caloric, artifically sweetened beverages
(diet)
Plain water or carbonated water (seltzer)
Unflavored fat-free or 1%milk
Unsweetened tea or coffee
•
•
•
Beverages
•
•
•
•
•
Low-fat, low-sodium bean soup
Grain: at least 51% of the grain ingredients are whole grains. When you read the ingredient
table, the first two grain ingredients should be whole grains.
1Whole
Page 25 of 27
Attachment D
Monthly Summary of Sales &Revenue Report
Monthly Summary of Sales &Revenue Report
SHA
DSB
Count of
SHA
Commission
psg
Commission
Product
Payments
Rate°
Payment
Rate
Gross Sales' Sales Tax Net SalesZ
Sold
Machine
Type
Building Address
Building Name
St.
57th
2445
NW
Ballard House
9201 Rainier Ave 5
Barton Place
2614 4th Ave
Bayview Tower
1311 S Massachusetts
Beacon Tower
2215 1st Ave
Bell Tower
Bitter Lake Manor 620 N 130th St
6420 California Ave SW
Cal-Mor Circle
525 14th Ave E
Capitol Park
11050 8th Ave NE
Cedarvale House
212126th Ave S
Center Park
533 3rd Ave W
Center West
4628 S Holly St
Columbia Place
100 Melrose Ave E
Denny Terrace
Gideon-Mathews 323 25th Ave S
505 NE 70th St
GreenLake Plaza
610 Harvard Ave E
Harvard Court
Jackson Park House 14396 30th Ave NE
Jefferson Terrace 800 Jefferson St
12546 33rd Ave NE
Lake City House
Lam Bow Apartmen 6935 Delridge Way S
9009 Greenwood Ave N
Lictonwood
Michaelson Manor 320 W Roy St
1700 17th Ave
Olive Ridge
110 W Olympic PI
Olympic West
6561
Phinney Ave N
Terrace
Phinney
12702 15th Ave NE
Pinehurst Court
Queen Anne Height 1212 Queen Anne Ave
1420 Western Ave
Ross Manor
South Park Manor 520 S Cloverdale St
6339 34th Ave SW
Stewart Manor
720 N 143rd St
Tri-Court
4700 12th Ave NE
University House
4544 7th Ave NE
University West
911150th Ave S
Villa Park
1407 2nd Ave W
West Town View
Westwood Heights 9455 27th Ave SW
SHA Central Office 190 Queen Anne Ave N
1300 North 130th St
SHA OSC
SHA South Ops Facil 7500 Detroit Ave SW
810 MLK 1r Way S
SHA MLK
TOTALS
credit card, or other method of payment, of any
'Gross Sales:the term "Gross Sales" is hereby defined to mean receipt at point-of-sale by cash, check,
shall not be discounted to reflect commissions or
sales
gross
Such
sites.
payment for commodities dispensed from the machines/equipment placed at SHA
or any taxes or fees payable to any
Concessionaire
to
the
external
or
internal
either
agents,
intermediary
or
other payments or overrides to brokers
governmental entity.
ZNet Sales: Gross Sales
minus Sales Tax.
3Department of Services for the
on administrative SHA
Blind (DSB) Commission Ratepayment to the DSB is required for sales from machines located
facilities.
'SHA Commission Rate:the mutually agreed-upon percentage of Net Sales paid to SHA.
residential facilities is Gross Sales minus Sales Tax equals Net Sales times SHA's Commission Rate.
SSHA Payment:the amount of revenue payable to SHA for
Tax equals Net Sales minus D58 Commission times SHA's
The amount of revenue payable to SHA for administrative facilities is Gross Sales minus Sales
Commission Rate.
Page 26 of 27
Attachment E
Vending Concessionaire Beverage &Snack Pricing Proposal
Directions for completing the Pricing Proposal:
1) Fill out the information below.
Name of Firm Submitting Proposal:
Name of Party Authorized to Execute Contracts:
Signature of Party Authorized to Execute Contracts:
Administrative facilities for
2) Provide your proposed Unit Price and proposed SHA Commission Percentage for BOTH Residential and
each of SHA's current products below.
residential and administrative SHA
The form below provides an example of products currently sold in vending machines located in
facilities. Final products and pricing will be determined during Contract negotiations.
NOTE: THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR PROPOSAL
SHA Suggested Rates
Residential Facilities
SHA Suggested Rates
Adminstrative Facilities
Unit Price
$0.75
(~)
25%
$0.75
(~)
33%
$OJ5 '
$1.25
25%
25%
$0.75
$1.25
33%
33%
$1.25
25%
$1.25
33%
$1.25
35°!0
$1.25
45%
$1.50
25%
$1.50
$2.00
25%
$2.00
33%
33%
Energy Drink
Chips (Large Size Serving)
$2.50
$1:00
25%
25%
$2.50
33%
Chips(Baked)*
Chips(Gourmet/Large Size)
Granola/Peanuts/Trail mix*
$1,00
$1.25
25%
25%
$1.00
$1.00
35%
35%
$0.65
$1.00
25%
25%
$1.25
$0:65
$1.00
3'S%
3'S%"
35%
25°!0
Cookies
$1.50
$1:00::
25%
$1.50'
$1.00
35%
35%
Candy Bars
$1.00
25%
$0.75
35%0
Gum/Breath Savers
Pop Tarts and Like Pastries
$0,75
25%
$0.75
$:1.25
25%
' $1.25
35%
35%
Unit Price
2-oz. can carbonated beverages
12-oz. can diet carbonated
beverages*
0-oz. can carbonated beverages
20-oz. can diet carbonated
beverages*
20-oz. water*
16-oz. 100%juice*
Vitamin Water*
Microwave Popcorn
Beef jerky*
Unit Price
*Healthy Choice items currently sold in residential and administrative vending machines.
Page 27 of 27
Proposed Rates
Administrative Facilities
Proposed.
SHA
Commission
Percentage
Proposed
SHA
Commission
Percentage
5HA's
Current
Commission
Percentage
SNA's
Current
Commission
Percentage
Commodity
Proposed Rates
Residential Facilities
(~)
Unit Price
(off
Section 3 Business Certification
Section 3 Business Criteria: Your business is eligible for Section 3 Certification if it meets any one of
the following criteria. If your business meets one or more ofthese criteria, please circle the applicable
criteria.
1. Fifty-one percent or more of your business is owned and managed by a Section 3 qualified person
or persons. (See qualification guidelines below) A completed and signed Individual Certification
form for each Section 3 qualified person or persons is required to be submitted.
2. Thirty percent or more of your permanent, full time employees are Section 3 qualified persons.
(When seeking certification under this criteria, please submit a listing of all current, permanent,
full-time employees, as well as a completed and signed Individual Certification form for each
Section 3 qualified employee.)
3. You can provide evidence of a commitment to subcontract in excess of25 percent of the amount
of all subcontracts to Section 3 certified businesses. (When seeking certification under this
criteria, please consult with the Section 3 Coordinator regarding the documentation to be
submitted.)
Section 3 Person Criteria: A Section 3 qualified person must:
1) Be a City of Seattle Housing Authority public housing resident; or
2) Live in the metropolitan statistical area(MSA)covering King, Snohomish, and Pierce counties,
and,
3) Earn no more than the following amounts for the respective MSA area:
52,000
58,500
65,000
70,200
75,400
80,600
85,800
66,550
$71,150
$
61,950
$
57,350
$
51,650
$
45,900
$
40,150
$
45,500
$
8 Persons
$
7 Persons
$
6 Persons
$
5 Persons
$
4 Persons
$
3 Persons
$
Pierce County
2 Persons
$
King and Snohomish
Counties
1 Person
$
Region/Area
75,750
Section 3 Statement: Please check the appropriate box below.
❑
My business is eligible to be certified as a Section 3 business in accordance with the criteria circled
above under Section 3 Business Criteria.
❑
My business is not a Section 3 business.
Date Signed:
Signature:
Name:
Title:
Company Name:
Address:
Telephone Number:
Note: If you certify above that your business is a Section 3 business, SHA will request documentation
and additional information as may be reasonably required to certify whether your business qualifies as a
Section 3 business. If you have any questions about this form, please call Samuel Pierce, SHA's Section
3 Coordinator, at(206)913-9227.
Las[ Revised: 9/5/2072
Section 3 Resident Employment Plan
Section 3 of the Housing and Urban Development Act of 1968 (hereinafter "Section 3") requires SHA to the greatest extent
feasible to provide employment opporninities to "Section 3 residents." Section 3 residents include residents of SHA
communities and other low income residents of the metropolitan statistical area (hereinafter "MSA") covering King,
Snohomish, and Pierce counties. Firms are required to include this Section 3 Resident Employment Plan (hereinafter "Plan")in
their submittal showing, if applicable, the hiring of Section 3 residents to perform the work contemplated by the submittal.
SHA residents, preferably residents of the SHA community in which the work is to be done, are favored over other low-income
residents of the MSA. In order to fulfill its Section 3 obligations, your firm may work with service providers at various SHA
communities including, but not limited to, Neighborhood House and the Employment Opportunities Center. This plan should
specify the number of positions your firm expects will be created, if applicable, and if any, what minimum qualifications and
skills will be required in order to perform the positions. The Plan, if applicable, should also address your firm's strategy for
recruiting SHA residents for the available positions, which should include consultation with SHA's Section 3 Coordinator.
Date Signed:
Signature:
Name:
Title:
Company Name:
Address:
Telephone Number:
1. How many new positions do you expect this contract will require you to create?
2. Describe each position and provide the name and provide the location ofthe persons)taking applications for each
such position.
3. What minimum skills will be required for each position?
4. Please describe any training opportunities which the contract may create and any agreements concerning training you
have.
5. How will you advertise these positions to SHA residents?
If you have any questions about this form, please call Samuel Pierce, SHA's Section 3 Coordinator, at(206)913-9227.

Vending Concessionaire - Seattle Housing Authority

Transcription

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