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HomeMy WebLinkAboutAttachment 1 Scope of Services ATTACHMENT 1 -- SCOPE OF SERVICES VENDING EQUIPMENT All equipment installed under this concession agreement shall be new or remanufactured in excellent condition prior to installation. The City may also request vandal proof and weatherproof machines be provided at certain outdoor City parks. All vending machines must be equipped with coin mechanisms accepting any combination of nickels, dimes and quarters. The Concessionaire must supply a dollar bill changer at each interior location where two or more vending machines are situated. Each machine must be equipped with a transaction counter, or other control acceptable to the City, and must be licensed as provided in the "Permits" section below. An initial list of locations at which vending machines shall be located is provided as an Attachment to this RFP on page 34. Written approval shall be obtained from the City Manager or the City Manager's designee prior to the installation, transfer or removal of any vending machines. UTILITIES Electrical service, including outlets, shall be furnished by the City at the vending locations at no cost to the Concessionaire. No water service will be provided by the City in connection with the operation of vending machines under this concession agreement. MAINTENANCE The Concessionaire shall be responsible for all maintenance and repair of vending machines as follows: Cleaning and polishing of equipment and removal of litter within vending area created by filling and/or servicing of machines. The Concessionaire shall provide route drivers time to thoroughly clean each machine as it is replenished. This includes cleaning with a sanitizing solution the interior and exterior of each machine. Routine - all equipment shall be checked weekly and records of service calls are to be maintained and forwarded to the City. In addition, a financial report shall be provided to the City monthly. Each machine must have posted the name and telephone number of the service, repair and refund facility, immediately adjacent to the coin slot, of a size no less than 4" x 6". The Concessionaire shall maintain all equipment in good working order and shall repair, or replace any equipment not repairable, within two business days. REFUNDS The proposer must include in his proposal a statement describing the procedure whereby refunds will be provided to the public. Additionally, the Concessionaire is to provide a "bank" of $100 in cash which shall be provided to the City of Miami Beach City Hall cashier, who will distribute refunds due to mechanical malfunctions of the vending machines. An itemized refund list, including the names of the persons the funds were refunded to, will be maintained by the City Hall cashier and submitted to the Concessionaire upon requested replenishment of the funds. PRICING AND AVAILABILITY OF SERVICES The services as outlined herein shall be offered to the public on a daily basis at all times that a reasonable commercial demand for such services exist, as determined by the City. All initial prices for products must be included in the proposal and approved by the City. Any subsequent changes must be submitted in writing to the City Manager or designee, and written approval must be secured before implementing changes. The City Manager or his designee may request services at additional locations or request additional products for vending equipment on City property. The Concessionaire may, at its sole cost and expense, test market these additional services for a sixty day period. If the Concessionaire demonstrates to the City's satisfaction that the commercial demand does not exist for the additional services, the Concessionaire will not be obligated to continue the additional services. STANDARDS FOR REPORTS The Concessionaire will prepare true and complete records and accounts of all gross receipts for each contract year in accordance with generally accepted accounting principles consistently followed, and report formats shall be subject to the approval of the City's Internal Auditor. Written recommendations by the Internal Auditor for changes in accounting practices, reporting or controls will be complied with by the Concessionaire. GROSS RECEIPTS The term "gross receipts" as used herein, shall mean all monies paid into the Concessionaire's vending machines, for sales related to this concession. SHORTAGES All cash shortages, regardless of the reason, are to be absorbed by the Concessionaire and are not to be deducted from gross receipts. RECORD RETENTION The Concessionaire will maintain during the term of the agreement and for three years thereafter all books of accounts, reports, and records, including sales slips, bank deposit slips, bank statements, and such other sales records as an independent Certified Public Accountant would need to examine in order to certify the Concessionaire's Annual Statement of Gross Receipts pursuant to generally accepted accounting standards. EXAMINATION OF BOOKS AND RECORDS The Concessionaire will permit the auditors or the City to audit and examine the Concessionaire's books of account, reports, and records during the term of this agreement, during normal business hours and upon reasonable notice. ANNUAL REPORT The Concessionaire will submit an annual CPA Certified Statement of Gross Receipts to the City within sixty days after the end of each twelve-month fiscal year. Such Certified Statement will include an opinion by the CPA as to the accuracy of the Concessionaire's Gross Receipts as defined by the concession agreement. LATE FEES There will be a penalty of $50.00 assessed for late or delinquent payments, along with simple interest accruing to the City at the rate of 12% per annum. Payments shall be considered late when paid five (5) days after the due date. Interest shall accrue beginning with the tenth (10th) day following due date. F ACILlTIES/PREMISES The Attachment "Initially Authorized Locations" lists sites where vending machines may be placed under this agreement. The Concessionaire accepts the current locations of vending machines and space provided in their as-is condition and is responsible for any interior modifications and maintenance which may be necessary, including security doors, windows and screens. The Concessionaire must first obtain the City's written approval of any alteration of the physical facilities and then must pay for such modifications, which become City assets upon expiration of the agreement, unless the City decides not to retain said asset, at which time Concessionaire shall remove same at its sole cost and expense. ADVERTISING AND SIGNS All advertising, signage, and postings shall be approved by the City Manager or his designee and must comply with the requirements of the City's Planning Department and all other applicable regulatory agencies. COMPLIANCE WITH LAWS. LICENSING AND PERMIT REQUIREMENTS The Concessionaire shall comply with all rules, regulations, laws, and permitting requirements of the City of Miami Beach, Dade County, the State of Florida, and the U.S. Government now in force or hereafter to be adopted. The Concessionaire shall abide by all ordinances and laws pertaining to its operations and shall secure, at its expense, all licenses and permits necessary for the operation of the concessions. In particular, the Concessionaire must obtain an annual Occupational License for a fee of $220.00 per year, as may be amended. Occupational Licenses are issued for a one-year period expiring each September 30. Each vending machine must have a City of Miami Beach vending machine license. The current fee for the licenses is $30.00 per machine per year, as may be amended. T:\AGENDA \2005\JuI2705\Consent\VendingMachineMemo.A TT ACHMENT 1.doc r- Commissions & Retail Pricing The City of Miami Beach will receive the following commissions based on "Gross Sales" .. ICommission Rate I Product Description Soft Drinks I Vend Rate I Retail Rate I See Options Page Commission rate based on option chosen. r' f' Coca-Cola Brands 120z cans (Employee Area's & Youth Center's) Coca-Cola Brands 200z Bottles (Employee Area's & Youth Center's) Non Carbonated & Healthy Choice Drinks Minute Maid Juice Drinks 160z Bottles PowerAde Sport Drinks Dasani Water 200z Bottle Evian Water 120z Bottle Coffee Espresso Coffee I Decaf Coffee Hot Chocolate Cappuccino Tea's Snacks Snacks (small) Snacks (large) Candy Cookies & Crackers Pastries Mints Ice cream $0.75 $0.60 $1.25 $1.00 $1.00 $1.00 $1,00 $1,00 $0.50 $.50-.75 $.75-$1,00 $,75-$1.00 $.50-$.60 $.50-$.60 $0.75 $0,65 $.50-$.75 $0.75 $0,50 $1.00-$1.50 7 Options r"' ~tion 1 Option 2 Option 3 Option 4 Yea")' Pa~ut Yea")' Pa~ut Yea"Y.. Pa}f!!.ut '!!!!!!!Y.. Pa}f!!.ut I Minimum guarantee $38,400,00 $33,600,00 $28,800,00 $26,400.00 ($3200x12 months) ($2800x12 months) ($2400x12 months) ($2200x12 months) OR The greater of assigned 20% 25% 30% 35% flat commission rate Signing Bonus (Year 1) $3,000.00 $3,000,00 $3,000.00 $3,000.00 Non-Cash Remuneration $ 68,000.00 $ 68,000,00 $ 68,000.00 $ 68,000.00 (Marketing Support) Total Cash & Marketing $109,400.00 $104,600.00 $99,800.00 $97,400.00 Each option is for one year and good for years 1 & 2. All commission rates based on vend rates and commission rates on attached schedule, see Section V Titled Commissions / Price Proposal. Non Remuneration / Marketing Support figures, see attachment in Section III Titled Non Remuneration. r"' r' /2 r' Keys Gate Charter School March 18, 2005 To Whom It May Concern: Brothers Vending is the exclusive vendor for Keys Gate Charter School. Mr. Manny Diaz and his personnel are available to us at all times. The company has given us excellent service for the past year. They have donated sodas for several of our functions. Mr. Diaz and his staff have always been responsive to the needs of our faculty. It is our pleasure to continue doing business with him. f' If I can be of any further assistance to you, please do not hesitate to contact me. Sincerely, 'y' }\..tl.A_-<:?"~/ .AI1\.--Ldl.. Sharon Smith Business Manager r 2000 S.E, 28th Avenue · Homestead, Florida 33035 · Telephone 305-230-1616 · Fax 305-230-1347 9/ \SI)CI,\CION DE I'OLlCIAS HISPANOS DE MIAMI BEACH INC. HLEAMB r' :'\ '.;11' I ,\\V ENFORCEMENT ASSOC. OF MIAMI BEACH INC. li,112 ..\llon Road #539, Miami Beach, FL 33139 March 15,2005 Re: Mr. Manuel Diaz, Jr. To Whom It May Concern, Mario Martinez President Rigoberto Olivera Vice President The purpose of this letter is to serve as a reference for Mr. Manuel Diaz, Jr. and his company, Brothers Vending, Inner Guard Mr. Diaz has been a strong and active supporter of the Hispanic Law Enforcement Association of Miami Beach (HLEMB) and the entire Miami Beach Police Department organization. He has been a resident of the City of Miami Beach in the past and his family has strong ties to said community. Willie Pacheco Treasurer Chaplain Mr. Diaz has demonstrated his generosity on numerous occasions for both charitable events and contributing to Police related functions. His participation in these areas has extended to the following: Gustavo Sanchez Recording Secretary r Mark Causey Corresponding Secretary . Miami Beach PAL contributor . MBPD holiday party sponsor . PAL Thanksgiving Day giveaway volunteer . LEO foundation sponsor Mr. Diaz has consistently exhibited a significant interest in being associated with police/community related matters. As an association that represents a significant amount of law enforcement officers, we wish to show our gratitude by extending our endorsement to Mr. Diaz and his company. Sincerely, /Ly /~~~ /.-!'/ _r Detective Mario Mattinez President, HLEAMB f' g2 .~ ~J'~ , 'j'" . '.,,' Miami-DaCle County Public Schools r giving our students the world Principal Melanie Fishman Assistant Principal Rodolfo Rodriguez March 14, 2005 To Whom this May Concern: Brothers Vending is the exclusive vendor for South Pointe Elementary School. Mr. Manny Diaz and his personnel are wonderful to work with. r', Brothers Vending has given us excellent service and is always willing to donate food, soda and money to assist us in any of our school activities. Furthermore, Brothers Vending has supported our Lunch Program by donating money to children who forget or do not have lunch money. This assistance affords that all children eat every day. Mr. Diaz is a fine person who has great respect for the needs of our staff and students. It is our pleasure to continue doing business with him. Should you need further information, please feel free to contact me. Sincerely, .Jg~ Fishman Principal MF/tv r-' South Pointe Elementary .1050 Fourth Street. Miami Beach, FL 33139 305-531-5437. Fax 305-532-6096 .southpointe.dadeschoo/s.net F3 MIAMI BEACH POLICE ATHLETIC LEAGUE, INC. /tARE RESNICK YOUTH RESOURCE CENTER" rESIDENT NNETH I. STOWE . ICE PRESIDENTS SGT. JOE BROWNLOW, RET. LORI FREED LINE TERRI HARRIS JIMMY RESNICK SECRETARY MARIA CALZON CRUZ TREASURER SGT. PETER MATTHEWS, RET. EXECUTIVE DIRECTOR OFC. ALKAREEM AZIM CONSULTANT BERNIE WINER BOARD OF DIRECTORS DAVID ALSCHULER, ESQ. CHIEF RICHARD BARRETO, RET. JONATHAN BELOFF, ESQ. LANA BERNSTEIN ADAM BIERMAN STEVE BOUCHER ANNETTE CAL VO STEVE COHEN JOEY DAOUD CHIEF DON DE LUCCA SONIA DIAZ GREGG FRANCIS KAREN FR YO NELSON GONZALEZ JERROLD F. GOODMAN DR. JAYNE GREENBERG IAN HENDRY ROBERT P. HORTON OFC. ROBERT JENKINS, FOP PRES. "HAREEF MALNIK r \NDRA MARTINEZ .'c. CHER YL MITCHELL.PERKINS ":OMMANDER GEORGE NAVARRO OFC. WALLY NEUMANN, RET. JERRY POWERS SCOTT ROBINS JORGE RODRIGUEZ GRAZIANO SBRAGGIO JOSEPH SIMMONS OFC. PETE SOCARRAS ELIZABETH STADTLANDER STEVE STOWE ROBERT SWITKES, ESQ. CLAUDIA URIBE. Psy.D. CAPT. LYNDA VESKI MICHAEL VESKI DAVID WALLACK PAST PRESIDENTS STANLEY ARKIN NAT FECHTNER" JUDGE HOWARD GROSS ARNIE NOTKIN HERMAN PRESS LINDA B. SPIEGEL" LYLE STERN SECRETARY EMERITUS SELMA MAZER" ATHLETIC DIRECTOR CARLOS MUNOZ . Deceased r"' March ll, 2005 To Whom It May Concern: Brothers Vending is the exclusive vendor for the Miami Beach Police Athletic League. Mr. Manny Diaz and his personnel are responsive to our needs and are always polite and courteous. The vending machines in our facility are state-of-the-art and are serviced weekly. Brothers Vending has given us excellent service for the past 3 years and is always willing to donate food, soda and financial support to assist us with programs such as Police Explorers, Snorkel Camp, Fishing Trips and Cheerleading, to name a few, Furthermore and just as important, is that Manny volunteers his time to our program. Mr. Diaz is a fine person who has great respect for the needs of our staff and program participants, It is our pleasure to continue doing business with him. If you need any further information, or if I can be of assistance to you, please don't hesitate to contact me. Sincerely, ~~t/2J:.- Officer Alkareem Azim Executive Director AA/lef "Success Through Education" iJP.iAL. 999-Il'h Street Miami Beach, FL 33139 III Tel (305) 531-5636 Fax (305) 673-4690 gLj- "Cops & Kids, A Winning Combination" Member of National PAL "Florida PAL ..MB Chamber of Commerce r"' INN & SUITES ~Iial1li Airport West May 19,2004 To Whom It May Concern: This letter is to acknowledge that Brothers Vending bas been snpp!ying their vending machines service to our Best Western Inn Suites Hotel for a period of two years under the personal care ofMr. Manny Diaz and his professional crew. Brothers Vending services have given excellent service to our hotel, the way they have taken care of their high quality vending machines enhancing our public areas and increasing the value to our guests' expenence. So far it's been a pleasure working with Mr. Manny Diaz and Crew. Very Respectfully, r r-:V-- ~" ,. i, / cctJ~l_. ~~~.c;T4t:.te!4:!:;. Edgar A. Sanchez General Manager Best Western Suites Miami Airport West Inn & Suites r' Best Western Inn & SUites 3875 North West 107th Ave. Miami. FL 33178 (305) 463-7195 Fax (305) 463-7154 t'5 ~ ....~----= .....- ~~ -:::: BAYMONT "BEST HOTEL VALUE AWARD" Entrepreneur Afa;::azine INN & SUITES "BEST VALUE IN ITS CLASS" Business Trm'e1 News r-- May 19,2004 To Whom It May Concern: This letter is to acknowledge that Brothers Vending has been supplying their vending machines service to our Baymont Inn Suites Hotel for a period of two years under the personal care ofivIr. Manny Diaz and his professional crew. Brothers Vending services have given excellent service to our hotel, the way they have taken care of their high quality vending machines enhancing our public areas and increasing the value to our guests' experience. So far it's been a pleasure working with Mr. Manny Diaz and Crew, Very Respectfully, r , / ~~C'..~~~:~~_~ if ~7 Edgar A, Sanchez General Manager Baymont Inn & Suites Miami Airport West r- Baymont Inn & Suites. 3805 North West 107th Ave. . Miami, FL 33178 Phone 305-640-9896 . Fax 305-640-0608 Z& r' ~ ~jr ~- .". . -. . . '~'" . .. ....~~.~~..~.. .......... .. giving our students the warl Principal Olga E. Miyar Assistant Principals Judith Mager Elaine Adderly Kannenchu Santana-Vega Superintendent of Schools Merrett R. Stierheim May 19, 2004 To Whom It May Concern: Brothers Vending is the exclusive vendor for Biscayne Elementary Community School. The service provided is excellent, the machines are state-of-the-art and are always well stocked with high quality products which are approved by our staff. We have an open contract with Brothers Vending and have plans to continue with them in the future. r If you have any questions, please feel free to contact me. Sincerely, Ms. Olga E. 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