Project Information

Bid Title

12 Vending Machine Service Repairs Bep

Issuing Agency

State Government of Pennsylvania

Location

Pennsylvania

Published Date

Jun 4, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

6100066171

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

General Information
Department for this solicitation:	Procurement
Date Prepared:	06/04/26	Types:	IFB
Advertisement Type:	Service Materials Service & Materials PW Construction Agency Construction Real Estate
Solicitation/Project#:	6100066171	Solicitation/Project Title:	12 VENDING MACHINE SERVICE REPAIRS BEP
Description:	The Commonwealth of Pennsylvania on behalf of the Department of Labor and Industry (DLI), Office of Vocational Rehabilitation (OVR), Business Enterprise Program (BEP) is issuing this Invitation for Bid (IFB) to acquire vendors with the relevant experience, qualifications, background, licensure, and certifications to provide vending machine service repairs and preventative maintenance services for Commonwealth owned vending machines.  Vending machines are located throughout the Commonwealth along the interstate or in local government, state, and federal office buildings.  DLI requirements must be met and in compliance with all local, state, and Federal laws and regulations. This is a multi-award contract, all bidders found responsive and responsible will receive a contract. Bidders who qualify as a Department of General Services Small and Micro size business are encouraged to take advantage of this bidding opportunity.  Bidders who are interested in participating in this program may find more information about the Small Business Contracting program and how to self-certify at https://www.pa.gov/agencies/dgs/programs-and-services/disbo

Department Information
Department/Agency:	Department of Labor and Industry	Delivery Location:	Statewide
County:	Statewide	Duration:	2 YEARS WITH 3 SINGLE YR RENEWALS

Contact Information
First Name:	Lori	Last Name:	Micheals
Phone Number: (XXX-XXX-XXXX)	717-783-0326	Email:	lmicheals@pa.gov

Solicitation Information
Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation.
Solicitation Start Date:	06/05/26
Solicitation Due Date:	06/30/26	Solicitation Due Time:	4:00 PM
Solicitation Opening Date:	07/01/26	Solicitation Opening Time:	8:00 AM
Opening Location:	Bids Will Be Opened Electronically At 651 Boas Street  Harrisburg  Pa 17121
No. of Addendums:	0
Amended Date:	06/04/26

Related Solicitation Files

Original Files IFB 6100066171 Preventative Maintenance Vending Machines Statement of Work.pdf TERMS AND CONDITIONS VENDING REPAIR SERVICES.pdf BEP County Listing and Map.docx Worker Protection and Investment Certification Form (BOP 2201).docx locating and responding to a solicitation.pdf

Attachment Preview

STATEMENT OF WORK

VENDING MACHINE SERVICE REPAIR SERVICES

INVITATION FOR BID 6100066171

CONTRACT SCOPE/OVERVIEW. The Commonwealth of Pennsylvania on behalf of the

Department of Labor and Industry (DLI), Office of Vocational Rehabilitation (OVR), Business

Enterprise Program (BEP) is issuing this Invitation for Bid (IFB) to acquire vendors with the

relevant experience, qualifications, background, licensure, and certifications to provide vending

machine service repairs and preventative maintenance services for Commonwealth owned

vending machines. Vending machines are located throughout the Commonwealth along the

interstate or in local government, state, and federal office buildings. DLI requirements must be

met and in compliance with all local, state, and Federal laws and regulations.

METHOD OF AWARD (MULTIPLE AWARD): Contracts will be awarded to all responsible

and responsive bidders as outlined below who comply with the “Eligibility Requirements” set forth

in this IFB. Bidders will bid on counties they wish to provide service. Awards may be awarded

to more than one supplier in a specific county. There is no guarantee that the award of a Contract

will result in the assignment of work. When assigning work, consideration may be given to

Department of General Services Small and Micro Business suppliers. Information about

qualifying for these programs can be found at Bureau of Diversity, Inclusion, and Small Business

Opportunities | Department of General Services | Commonwealth of Pennsylvania.

The Awarded Bidder(s) shall provide all facilities, labor, materials, services, skills,

supervision, insurance, and necessary equipment to manage and conduct provision of

services under this Contract. These services will be provided as an independent contractor,

not as an employee of the Commonwealth. The Awarded Supplier(s) shall render services

in accordance with the policies, procedures, and standards of the Commonwealth.

TERM. The term of the contract shall begin on the start date and end in two years. The

Commonwealth at its sole discretion reserves the right to exercise up to three (3) additional one

(1) year terms. All renewals and extensions will be under the same terms and conditions.

No work may be performed without the issuance of a purchase order.

PRICING. DLI has established pricing tiers for Service Call Request Form (RF) and

Administrative Service Repairs (ASR). Bidders will provide an all-inclusive RF/ASR service

call rate with consideration of time, mileage, and other transportation costs.

Bidders shall submit their rates electronically in the Supplier Relationship Management System

(SRM). Alternatively, Bidders shall use Appendix A (attached) to identify the counties where it

will provide service. If Bidders wish to offer a variable rate based on the county where services

occur, bidders may also use Attachment A to identify the county service location-based rates.

The applicable RF/ASR rate shall be reimbursed in accordance with the bid pricing where the

work was performed.

1

The RF/ASR pricing tiers are as follows:

RF/ASR rate 11-50- miles

RF/ASR rate 50 -99 miles

RF/ASR rate 100 miles or greater

In addition to the RF/ASR rate, awarded bidder(s) shall submit a per hour labor rate to perform

vending machine repairs. Proposed labor rate shall be the same for all counties served.

Parts and on-site labor are reimbursable independent of the RF/ASR Rate. Parts are

reimbursable at cost plus 10 percent. Invoices that demonstrate the cost of the part must

accompany the invoice. Any parts that cost greater than $100 must be quoted separately and

approved by the BEP Administrator, Agent or designee prior to purchase and installation

Awarded bidders may be reimbursed for multiple RF/ASRs each day.

Awarded bidders may request no later than 60 days of the term an increase up to 2.5 percent

annually. Any requests for increased must be received by the Issuing Officer via RA-li-OIT-

BAS-procur@pa.gov. Failure to follow this requirement will result in no annual increase.

ESTIMATED QUANTITIES. It shall be understood and agreed that any quantities listed in the

Contract are estimated only and may be increased or decreased in accordance with the actual

requirements of the Commonwealth and that the Commonwealth in accepting any bid or portion

thereof, contracts only and agrees to purchase only the materials and services in such quantities

as represent the actual requirements of the Commonwealth. The Commonwealth reserves the

right to purchase materials and services covered under the Contract through a separate

competitive procurement procedure, whenever Commonwealth deems it to be in its best interest.'

BID SUBMISSION. Bids must be electronically received through the PA Supplier Portal. To be

considered for Contract award, bidder must complete and return the following documents in

response to this IFB.

1. Appendix A –COPA County Listing and Map

2. Workers’ Protection and Investment Form

3. Lobbying Certificate

SUBCONTRACTOR. Subcontracting is permitted under this agreement; all subcontractors

must be approved by the BEP before work may be delegated to a subcontractor. It shall be

understood that any work performed by a subcontractor is under the same terms and conditions

of the contract. The prime contractor is responsible for the work performed by its subcontractor.

OPTION TO ADD/REMOVE SUPPLIERS. The addition and/or deletion of any Supplier(s)

during the term of this Contract will be at the sole discretion of DLI. The DLI reserves the right

2

to issue a supplementary bid on a quarterly basis, or as required, to add additional suppliers. All

vendors awarded contracts under supplemental bids will be held to the same terms and

conditions of this IFB.

ON BOARDING. Within two weeks of notice of award, DLI Procurement and BEP will

schedule a meeting with awarded bidders to review contract expectations and requirements.

REQUEST FORMS AND ADMINISTRATIVE SERVICE REQUESTS.

The awarded bidders shall come to the work site prepared to make repairs. If a specific tool is

required to perform the service, the tool becomes the property of the awarded bidder and is non-

reimbursable by the BEP. Transportation costs to acquire the tool or parts will not be reimbursable.

The awarded bidders will address repairs within a reasonable time, with consideration of the time

required to obtain parts. The BEP Administrator, Agent or designee will decide on reasonableness

for repairs.

The awarded bidders are responsible for any tools or property issued to the technician by the DLI.

All tools or property will be returned to the Commonwealth at the end of each day’s assignment.

The awarded bidder(s) will be responsible for effecting reimbursement to the DLI for unreturned

property.

Administrative Service Requests (ASR) or preventative maintenance shall include but is not

limited to:

1. Vending Machines

a. For Beverage Machines:

i. Inspection of picker head assembly, if the machine has one, and

lubricate all of the moving parts – motor bearing, cams, bushings.

ii. Inspection of XY bar (moves up/down and side to side), if the machine

has one. Clean all rails and lubricate. Inspect motor bearings and

lubricate. Check all switches.

iii. Port door delivery system will be disassembled, cleaned, lubricated, then

reassembled and reinstalled.

iv. Inspection of all gates for proper product delivery.

v. Refrigeration units will be inspected and coils cleaned, all bearings

lubricated, and the drain hose inspected for any debris build-up and

cleared.

vi. Pay System (bill acceptor and coin changer) will be inspected, and the

acceptor gates and bill paths will be cleaned.

vii. Pest inspection and ensuring power cords/connections are secure and

undamaged.

b. For Snack Machines:

i. Inspection of delivery door. Hinges and locks will be lubricated.

ii. Pay System (bill acceptor and coin changer) will be inspected, and the

acceptor gates and bill paths will be cleaned.

iii. Pest inspection and ensuring power cords/connections are secure and

undamaged.

c. For Chilled Snacks:

3

i. Inspection of delivery door. Hinges and locks are lubricated.

ii. Refrigeration unit(s) will be inspected, and coils will be cleaned, all

bearings lubricated, and the drain hose inspected for any debris build-up

and cleared.

iii. Pay System (bill acceptor and coin changer) will be inspected and the

acceptor gates and the bill paths cleaned.

iv. Pest inspection and ensuring power cords/connections are secure and

undamaged.

d. For Coffee Machines:

i. Inspection of all motors – whipper motors, cup assembly motor – and all

moving parts cleaned and lubricated.

ii. Disassemble brewer base to inspect and clean all screens and seals and

then reassemble.

iii. Inspection of gram throw, steep time, and cup levels.

iv. Disassemble and clean all water valves of scale and lime build-up.

Reassemble and reinstall.

v. Inspection of water lines for any leaks. Change external water filter to

maintain proper water filtration quality.

vi. Pest inspection and ensuring power cords/connections are secure and

undamaged.

e. Pay System (bill acceptor and coin changer) will be inspected and the acceptor

gates and bill paths cleaned.

2. Technical Checks & Documentation

a. Functional verification of diagnostic and safety interlocks.

b. Recording every maintenance visit: date, technician, tasks completed, and any

anomalies.

c. Maintaining and submitting maintenance reports, including logs of

replacements, repairs, and consumables.

3. Repair & Replacement Work

a. Replacement of worn parts (belts, motors, coils, gaskets) identified during

inspections.

b. Immediate response to equipment malfunctions with specified response times

(e.g., within 72 hours for service calls).

c. Repairs must comply with OEM specifications and use compatible parts;

technicians must be trained or certified on manufacturer’s equipment

d. Labor and parts covered under agreement must carry a warranty period (e.g.

30 days), aligned with manufacturer warranties.

4. Other items performed during Preventative Maintenance:

a. Disconnect any machines bolted to each other, move them forward and clean

under and behind the machines. Check any connections on the back side of the

machine. Once cleared, move them back into place and re-bolt.

b. Software and Firmware Updates:

i. Perform periodical updates for vending equipment and suggest updates

and perform digital payment systems and management software to

4

improve efficiency and security, especially for machines linked to remote

monitoring systems.

c. Electrical and Wiring Checks:

i. Inspect wiring and electrical connections for signs of wear or damage to

prevent potential hazards or downtime.

d. Security and Surveillance:

i. Ensure that vending machines are checked for tampering or vandalism.

e. Extended Refrigeration System Checks:

i. Verify refrigerant levels and compressor performance to ensure the

longevity and efficiency of cold beverage and refrigerated food machines.

f. Preventative Lubrication and Component Maintenance:

i. Besides lubrication tasks (e.g., the latch strike nut), check moving parts

such as motors, gears, and rollers for appropriate lubrication and smooth

operation on a twice a year basis.

g. Environmental Considerations:

i. Check indoor environmental conditions (humidity and temperature) to

ensure they fall within the optimal operating ranges specified by the

machine manufacturer. Suggest adjustments to maintenance frequency in

particularly harsh environments such as heat, cold, dust, and other debris.

h. Pest Inspection and ensuring power cords and connections are secure and

undamaged. If there is evidence of pest infestations, the technician must notify

the BEP Administrator, Agent or designee immediately.

5. Reporting & Compliance

a. Provide upon request: maintenance manuals, BOM, service logs, and technician

certifications

b. Perform services in compliance with applicable health, safety, electrical, and

refrigeration codes.

c. Notify BEP program manager of recurring issues or required major repairs and

provide cost estimates.

d. Maintain liability insurance, worker eligibility, and compliance with PA state

contractor licensing.

Request Form Maintenance Services Calls are routine repairs that will be conducted on as

needed/emergency basis. Interested bidders should take into consideration their bidding rate,

there will be no overtime paid under this agreement

Depending on the urgency of the service requested, the Contractor shall contact the BEP

within two hours of notification that service is required to schedule services. It is expected

that all responses to service calls is to be conducted to prevent disruption to operations.

Any damage to the existing buildings, landscaping, grass, fencing, road surfaces, utility lines, or

existing equipment caused by the Contractor or subcontractor in the process of providing service

operations on site shall be replaced/repaired by the Contractor. The damaged items shall be

restored to the original condition at no additional cost to the Commonwealth. These

repairs/replacements shall match the existing in all cases and shall be completed to the

satisfaction of the DLI.

5

Commodity Codes

• NAICS 454210Vending Machine Operators

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.