Winston-Salem State U niversi ty RFP #WS14-006 Solicitation No. # WS14-006 Proposer/Proposer: THIS PAGE IS TO BE FILLED OUT AND RETURNED WITH YOUR BID FAILURE TO DO SO MAY SUBJECT YOUR BID TO REJECTION ATTENTION Federal Employer Identification Number or alternate identification number (e.g. Social Security Number) is used for internal processing, including bid tabulations. Enter ID number here: Pursuant to N. C. G. S. 132-1 10 (b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential before the procurement file is made available for public inspection. 1 Winston-Salem State U niversi ty RFP #WS14-006 WINSTON SALEM STATE UNIVERSITY STATE OF NORTH CAROLINA REQUEST FOR PROPOSALS RFP # TITLE: Exclusive Soft Drink Pouring and Vending Rights Agreement ISSUE DATE: December 19, 2014 OPENING DATE: February 6, 2015 1.0 INTRODUCTION 1.1 Introduction Winston Salem State University (hereafter referred to as “WSSU” or as the “University”) is submitting this Request for Proposal (RFP) to obtain written responses from interested parties for Exclusive Soft Drink Pouring and Vending Rights at the University. 1.2 Scope of the Project 1.2.1 Project Description Winston Salem State University is seeking an exclusive beverage contract with a nationally recognized beverage company to create a partnership. This partnership includes inclusive soft drink pouring and vending rights. 1.2.2 Objectives The University intends to support institutional programs and goals through the pouring rights royalties and vending commissions provided to the University for the period of the contract. In addition, the University’s goal is to improve beverage services and increase net revenues by maximizing the availability of product, by developing and offering marketing and sales opportunities that benefit the University and the beverage provider. It is anticipated that an exclusive, long-term agreement for beverages will provide additional resources, beyond preferential pricing and commissions to support the University’s endowment and capital needs and in return offers a business opportunity that can be beneficial to the selected vendor. It is difficult for the University to anticipate all events and activities which materially will affect the ability of the partnership to achieve its objectives, we encourage respondents to anticipate the inevitability of change and provide specific recommendations for capitalizing on opportunities and the change objectives and priorities of the University as they arise. 2 Winston-Salem State U niversi ty RFP #WS14-006 1.3 Definitions 1.3.1 “ Beverage,” “Beverages” or “Soft Drink” means carbonated beverages, bottled tea, bottled water, flavored water, vitamin water, energy drinks, sports drinks, lemonade, juices (both 100% or juice drinks), bottled coffee, and new age beverages. It is understood that “soft drinks” shall be limited to those beverages and drinks expressly identified or included in this definition. For purposes of the RFP “soft drinks” will include beverages flavored in-part by natural fruit juices or artificial flavoring, containing less than 100% juices. - Other beverages to include milk, flavored milk, milk-based product, brewed coffee, brewed tea, hot chocolate or any other beverage not expressly included in this RFP are not covered by this RFP. - Isotonic-energy or “sports” drinks and supplements used campus-wide shall be included in this proposal. - Any products used for academic research are expressly excluded as well, and are not covered in this RFP. 1.3.2 “Bottled Water” or “Water” is defined by the United States Food and Drug Administration (“FDA”) as H2O that is intended for human consumption and that is sealed in bottles or other containers, with no added ingredients except that it may contain sale and suitable antimicrobial agents. Fluoride also may be added within the limits set by the FDA. For the purpose of this RFP, reference the FDA website for clarification of bottled water regulations. 1.3.3 “Flavored Water” and “Sparkling Water” similar to the definition of “Bottled Water” except that these products will include natural or artificial flavor, and may include sweetener, additives, and preservatives, although the product shall contain zero (0) calories. 1.3.4 “Case” for the purposes of this RFP, a case shall means twenty-four-(24) units per, unless otherwise specified herein. 1.3.5 “Cbord” is the cashless card-reader system used by the University. This System allows students, faculty, and staff to utilize debit/credit cards for payment of goods on campus. 1.3.6 “Proposer” means the person or firm awarded the contract. 1.3.7 “Exclusivity” means the right to designate the brand of soft drinks and related products included as defined and covered by this RFP to be served, sold, vended, dispensed or otherwise made available campus wide in all dining halls, all cash locations, all athletic events, all vending locations, including any facilities owned, leased, or rented by the University. No other competitive products will be sold, dispensed or served at the University with the exception of catered events not related to the University, where the customer expresses a preference for a bottled product; beverage for performers or participants at University performance venues. In addition, this does not include off campus individual purchases for use in campus residences or personal offices. No permanent advertising, signage, or trademark visibility made for any competitive product will be authorized for display anywhere within the University without the prior written approval from the Contract Administrator. An exception will be made in the cases where a special event, non-University related, is sponsored by a competing Beverage Company or where existing contract remains in effect (noted elsewhere in this document). In those cases, temporary banners or other signage may be hung; scoreboard messages may appear, and/or public address announcements may be made with respect to the competitive brand product. 3 Winston-Salem State U niversi ty RFP #WS14-006 1.3.8 “Fiscal Year” means a consecutive twelve-(12) month period commencing on July 1st and ending on June 30th. 1.3.9 “Juice” for the purpose of this RFP, shall contain 100% juice or fresh-squeezed or from concentrate to include single fruit or vegetable juices, or blended fruit and/or vegetable juices that are 100% juice. Includes dispensed, can or bottle, 1.3.10 “University Contract Administrator” refers to the person(s) designated by WSSU to administer the contract on a day-to-day basis. This person is responsible for the scope of work outlined herein that the successful Proposer shall perform as it relates to the contract. For the purposes of this contract, the Assistant Vice Chancellor for Business and Auxiliary Services and/or a designee shall serve as the Contract Administrator. All contract issues should be addressed with the Director of Purchasing and/or a person(s) designated by the Director of Purchasing. 2.0 SOLICITATION INFORMATION For the purpose of this RFP, Winston Salem State University may hereafter be referred to as “WSSU” or as the “University and the Proposer may be referred to as the “Contactor”, “Proposer” or “Vendor”. 2.1 Using Agency: The services and/or products solicited herein shall be provided for Winston Salem State University, Winston-Salem, North Carolina 27110. 2.2 Issuing Office: Winston Salem State University Purchasing Department, 1604-B, Room 108 Lowery Street, Winston Salem, North Carolina 27110; Attn: Andrea Thompson email: [email protected]. Please note that any contact made by any Proposer (including its subcontractors, and/or suppliers) in regards to this RFP from the issuance date of this RFP through the date of a contract award is prohibited. Proposer contact regarding this RFP with anyone or University department other than the individual named above shall be grounds for rejection of said Proposer’s response. Agency contact regarding this RFP with any Proposer may be grounds for cancellation of this RFP. 2.3 Delivery: Sealed proposals one (1) marked “ORIGINAL” and two (2) marked “COPIES, subject to the conditions made a part hereof, will be received at Winston Salem State University (“WSSU” or “the University”) Purchasing Department-1604-B, Room 108 Lowery Street, Winston-Salem, NC 27110 until 10:00 a.m. on February 6, 2015. In addition to sealed proposals, each Proposer shall provide the University with an electronic version of the original proposal saved to five (5) USB flash drives. The original proposal, copies and electronic version shall be signed and dated by an official authorized to bind the Proposer. All USB flash drives shall be received by the University, along with sealed original and copies, at the aforementioned place and time. Unsigned proposals will not be considered. The Financial Proposal information should be in a separate envelope from the Technical Proposal information. If any financial information is included with the Technical Proposal, the Proposer’s bid response will be disqualified. 4 Winston-Salem State U niversi ty RFP #WS14-006 Proposals submitted via telegraph, facsimile (FAX) machine, telephone, and electronic means, including but not limited to e-mail, in response to this Request for Proposal will not be acceptable. DELIVERED BY US POSTAL DELIVERED IN PERSON OR DELIVERY SERVICE SERVICE RFP #WS14-006 RFP #WS14-006 Attn: Andrea Thompson Attn: Andrea Thompson Winston Salem State University Winston Salem State University Purchasing Department Purchasing Department 1604-B Room 108 Lowery Street 1604-B Room 108 Lowery Street Winston-Salem, North Carolina 27110 Winston-Salem, NC 27110 All bids are subject to the provisions of the Instructions to Proposers, special terms and conditions specific to this Invitation for Bids, the specifications, and the North Carolina General Contract Terms and Conditions. WSSU objects to and will not evaluate or consider any additional terms and conditions submitted with a Proposer response.