NOTICE TO ALL FIRMS. Some financial support is given annually to the Student Block Party.

Transcription

1 Purchasing Department 227 West 27 th Street New York, NY Purchasing Dept. Tel Purchasing Dept. Fax NOTICE TO ALL FIRMS Date: October 29, 2018 To: From: All Prospective Bidders Walter Winter Purchasing Director Re: Addendum Number 1 RFP C Campus Wide Vending Machine Services Questions: Question 1. Could you please provide a copy of the most current monthly and annual commission reports specifying the locations of equipment, commissions per machine paid by vendor for the past three years? Answer 1. See Exhibit A of RFP documents for vending machine locations and Exhibit C for historical topline sales data. Our current agreement consists of commissions based on annual gross sales with an annual guaranteed payment whichever is greater. Question 2. Please provide the current rate of commission received? Answer 2. See response to question 1. Question 3. Can you provide us with any corporate sponsorship or additional incentives that may currently be received? Answer 3. Some financial support is given annually to the Student Block Party. Question 4. What is the current vending machine pricing by product and location? Answer 4. See Appendix C of vending contract for current prices and portions list. Question 5. What is the current contract term? Answer 5. Current contract expires on December 31, Question 6. Answer 6. Is the proposed contract term negotiable? All reasonable proposals will be evaluated and considered.

2 Question 7. Can you provide us with name of the current snack vending, beverage vending and food service provider and any applicable contract terms? Answer 7. CC Vending is our vending machine operator and its contract expires on December 31, Aramark is our Foodservices vendor and its contract runs through June Question 8. Answer 8. Question 9. Answer 9. How often has the current vendor(s) requested a price change in the past two years? There were no price increases requested. Are there any special nutritional requirements? No, however FIT is looking to continue to offer the college community health vending options. Question 10. Are there any competing venues (convenience stores, markets, retail) that directly compete with vending? Answer 10. FIT s main dining hall is on the first floor of our Dubinsky Building and a kiosk is located on the first floor of our Feldman building. Question 11. Is any preference given to minority or disadvantaged vendors? Answer 11. FIT welcomes all vendors. Question 12. Can you say how many people use the machines annually? Answer 12. No. Refer to Exhibit C of RFP documents for number of units sold annually. Question 13. RFP Pg.7 VII: Commissions as a percentage are to be paid on Gross Sales. Can you define Gross Sales? Answer 13. Gross sales exclude the following A) sales, use of excise tax imposed and collected by Contractor directly from customers and paid over to any government agency. B) refunds. Question 14. What is the Price Increase policy for the contract term? On RFP Pg 6J it states pricing will be firm for entire contract. On RFP Pg 9H it states pricing will remain for first 7 months of the contract. Answer 14. Vendor will agree to not change existing pricing for the first seven months of the contract. - Contractor must submit proposed pricing and portions along with justification to the college as part of its RFP. 2

3 - Contractor must indicate in its RFP how many years the pricing is guaranteed for. - Refer to page 6 of contract for pricing terms and conditions. Question 15. Does FIT have any plans that will impact the student enrollment or buildings during the RFP contract term? Answer 15. No Question 16. Can you provide the current vendors commission % and or guaranteed minimum? Answer 16. See response to question 1. Question 17. If there is a current guaranteed minimum in place; has the current vendor ever exceeded the monthly guarantee? Answer 17. See response to questions 1. Yes, commissions paid have exceeded monthly guarantee. Question 18. RFP ask for 7 Hello goodness or similar machines; they list of machines has 4 listed. Are there defined areas you are looking to add the additional 3? Answer 18. FIT would like to add similar machines and/or combo machines to Nagler and Kaufman Halls. FIT welcomes suggestions for where addition machines can be placed. Question 19. Can we get a list of what companies attended the bidder s tour? Answer 19. You must send an F.O.I.L. request to the FIT Office of General Counsel. Question 20. If during the contract term FIT s pouring rights company changes, will the selected vendor continue to have the full-service vending program for both snack and beverage? Answer 20. Yes Question 21. Can you supply us Aramark s annual revenues for their 37 th street kiosk? Answer 21. The kiosk is open during the Fall and Spring semesters, Monday through Friday, from 6-11p.m. Annual sales average approximately $25k. Question 22. Can you please share student demographics? Answer % female, 15% male. Question 23. Please share pricing for all products. 3

4 Answer 23. Refer to Appendix C for all products. Question 24. What are the current annual café sales at 31 st and 9 th location (the location closing)? Answer 24. See response to question 21. Question 25. Could we obtain a copy of beverage pouring rights contract? We would like to understand any guidelines. Answer 25. You must send an F.O.I.L request to the FIT Office of General Counsel. Question 26. Please provide sales per machine and by month. Answer 26. Sales data per machine is not available. Below are the buildings ranked by sales volume and performance. 1. Dubinsky Building 2. Pomerantz Building 3. Feldman Building 4. Business and Technology Building 5. Nagler Hall 6. Kaufman Hall 7. Alumni Hall 8. Coed Hall Question 27. Have you conducted an audit of the vending sales specifically with readouts from the credit card readers? Can you share the results? Answer 27. No such audit was performed. Question 28. How does FIT measure satisfaction with the service? Answer 28. No surveys have been conducted. Question 29. If we currently have an existing process of handling refunds electronically, do we have to set up a refund account with FIT Business Office, as our main objective is to remove all of the administrative headaches in the current process from our clients, and implement rules and procedures similar to the ones currently utilized at Cornell Tech and Columbia University dormitories. Answer 29. No, we do not issue refunds electronically. Please describe your proposed refund policies used at other colleges and universities. 4

5 Question 30. What are the mandatory trainings and certifications that our manager must complete, as per NYS and NYC requirements? Answer 30. Visit the Department of Health website. Question 31. Is there a breakdown of sales per location/machine available from the current vendor? Answer 31. See response to question 1. Question 32. If we choose to go with our own equipment and products, is there an product outline that we must abide by to conform to the current Hello Fresh program? Answer 32. No. FIT is looking for Hello Goodness and/or combo machines. Question 33. What is the timeline to implement a campus card such as Blackboard? Answer 33. The goal is Fall Question 34. What is the absolute earliest and latest a route driver may access the campus to service the vending machines? Answer 34. Normal service hours are from 6 a.m. to 5 p.m. Question 35. Can you share enrollment number for years 2016, 2017 and 2018 along the sales figures for the Aramark sandwich kiosk, located on 31 st street? Answer 35. Enrollment for 2016 was 9,272 and 2017 was 8,846. Question 36. If we install cameras in some of the locations, can we have access to intranet Wi-Fi? Answer 36. No. Vendors must provider their own Wi-Fi. YOUR REQUEST FOR PROPOSAL SUBMITTAL. YOUR SIGNATURE BELOW WARRANTS THAT YOU UNDERSTAND THIS ADDENDUM AND THAT YOU HAVE MADE THE APPROPRIATE ADJUSTMENTS IN YOUR PROPOSAL AND CALCULATIONS. Signature Print Name and Title of Authorized Representative Print Name of Company/Partnership/Individual 5

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