Beverage Vending Machine Services for Multiple Campus Locations

Background
Vance-Granville Community College (the College) seeks proposals from qualified vendors to provide traditional beverage vending machines across its four campuses located in Vance, Granville, Franklin, and Warren counties. The College aims to partner with a vendor that can deliver a variety of beverage products while ensuring sustainability and operational efficiency.

The current contract for beverage vending services expires on May 31, 2026, with the new contract set to commence on June 1, 2026. The College serves approximately 5,449 students and employs 393 staff members across its campuses.

Work Details
The selected vendor will be responsible for providing all necessary equipment (vending machines), installation, stocking, operation, maintenance, and ongoing support. Key requirements include:
- Provision of vending machines at no cost to the College.
- Machines must meet ENERGY STAR or equivalent efficiency standards and include telemetry for inventory monitoring and cashless reporting.
- Payment systems must support chip, swipe, and contactless payments while being PCI DSS compliant.
- Stocking frequency must be:
- High turnover: daily or every other day
- Moderate volume: at least twice weekly
- Low volume: as needed to prevent outages.
- Vendor must maintain a minimum uptime of 95% across all machines.
- Service call response times are set at 4 hours for major failures and 24 hours for other issues.
- Refund processes must be clearly posted and accessible.
- The vendor will also collaborate with the College on machine placement and product balancing.

Period of Performance
The initial term of the contract will be three years starting from June 1, 2026. The College has the option to renew the contract for up to two additional one-year terms based on performance.

Place of Performance
Services will be performed at multiple campus locations of Vance-Granville Community College in North Carolina.

Bidder Requirements
Vendors must be registered with the North Carolina Secretary of State and provide evidence of this registration within ten business days upon notification of award. Vendors are required to conduct background checks on personnel proposed to work under this contract. Additionally, vendors should demonstrate at least five years of experience in providing comprehensive beverage vending services and provide references from similar clients.