Project Information

Bid Title

Vending Services

Issuing Agency

Town of Lexington

Location

South Carolina

Published Date

Mar 2, 2026

Closing Date

Mar 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-11

Original Source

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Bid Documents

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Project Description

Bid Number:	26-11
Bid Title:	Vending Services
Category:	Parks and Community Services
Status:	Open

Description: The Town of Lexington, SC is seeking a qualified Contractor to provide vending services for the Town Hall Center.  Town Hall serves as office space for all the Town’s Departments along with several rental conference rooms. The facility is used heavily throughout the week and most weekends. This RFP is not a bid. In the event the Town elects to negotiate a contract with the successful responsive proposer, any contract shall contain, at a minimum, the terms and conditions (or substantially the same terms and conditions) as hereinafter stated below. The Town reserves the right, in its sole discretion, to reject all submissions, reissue a subsequent RFP, terminate, restructure or amend this procurement process at any time. The final selection and contract negotiation rests solely with the Town. No direct or indirect contact with the Mayor of the Town of Lexington or Town of Lexington Council members will be allowed. If such contact is made, the Town reserves the right to reject the proposal. Publication Date/Time: 3/2/2026 8:00 AM Closing Date/Time: 3/20/2026 5:00 PM Contact Person: The Town of Lexington Attn: Brandon McKinney 111 Maiden Lane Lexington, SC 29072 Related Documents: REQUEST FOR PROPOSAL - Vending Services

Attachment Preview

REQUEST FOR PROPOSAL

RFP # 26-11

March 2, 2026

CONTRACT SERVICES FOR:

THE TOWN OF LEXINGTON, SC

VENDING SERVICES

PROPOSALS DUE BY 12:00 NOON,

THURSDAY, MARCH 26, 2026

INTRODUCTION

The Town of Lexington, SC is seeking a qualified Contractor to provide vending services for the

Town Hall Center. Town Hall serves as office space for all the Town’s Departments along with

several rental conference rooms. The facility is used heavily throughout the week and most

weekends.

PROCUREMENT PROCESS

This RFP is not a bid. In the event the Town elects to negotiate a contract with the successful

responsive proposer, any contract shall contain, at a minimum, the terms and conditions (or

substantially the same terms and conditions) as hereinafter stated below. The Town reserves the

right, in its sole discretion, to reject all submissions, reissue a subsequent RFP, terminate,

restructure or amend this procurement process at any time. The final selection and contract

negotiation rests solely with the Town. No direct or indirect contact with the Mayor of the

Town of Lexington or Town of Lexington Council members will be allowed. If such contact

is made, the Town reserves the right to reject the proposal.

QUESTIONS

Questions are allowed and encouraged in order to clarify the contents of this RFP or to offer any

proposed changes. No interpretation shall be binding unless in writing from the Town of

Lexington. Requests for additional information and questions must be submitted in writing via

letter or e-mail to:

The Town of Lexington

Attn: Brandon McKinney

111 Maiden Lane

Lexington, SC 29072

e-mail: bmckinney@lexsc.gov

The deadline for additional information and questions is March 20, 2026 at 5:00 PM.

SCOPE OF WORK

The Contractor shall provide all supervision, materials, equipment, labor, and all other items

necessary and assume all responsibility for the efficient, safe and dependable sale of items

utlitizing vending machines located at 111 Maiden Lane and any other area as agreed upon by

both parties. Vending shall be provided under the following conditions:

• Scheduled inventory and delivery to keep snack and beverage machines stocked and

functioning at all times

• Replace any products that are considered slow sellers with more popular products

• Provide customer friendly staff and vending machines while maintaining a business

professional appearance.

• All vending machines must be accessible to all guests and employees of the Town.

• All vending machines must have a functioning credit card reader and cash option.

• The Contractor is encouraged to use technologies capable of verifying services to help

improve efficiency and customer satisfaction.

• The Contractor must respond within one business day to any concerns of the Town and

provide emergency contact information.

• The Contractor must present a dispute resolution process if there are any issues with

failure to provide product after payment is made.

• The contractor must provide an initial list of products and prices to be approved by the

Town. The Town reserves the right to negotiate a percentage of sales if necessary.

• The contractor will provide quarterly sales reports of all machines.

SPECIAL CONDITIONS

SAFETY MEASURES: The Contractor shall take all necessary precautions for the safety of

employees on the work site and shall maintain at all times, all necessary safeguards for the

protection of the workers and general public.

COMPLIANCE WITH LAWS:

The contractor shall conduct operations under this agreement in compliance with all applicable laws;

provided, however, that the General Specification shall govern the obligations of the Contractor where

there exists conflicting ordinances of the Town on the subject.

NON DISCRIMINATION:

The Contractor shall not discriminate against any person because of race, sex, age, creed, color,

religion or national origin.

TERM

The Contract shall be for an initial minimum term of 3 years, beginning on May 2026 and ending

on June 30, 2029. The Town is open to longer term periods and encourages Contractors to

consider a 5 year contract.

INSURANCE:

Insurance in the following minimum amounts will be required:

Schedule

Limit

Workers Compensation

As required by the State of South Carolina

Statutory

Comprehensive General Liability

Premises Operations

Contractual Liability Independent Contractors Personal Injury

Products – Completed Operations

$1,000,000 Single Limit

The Contractor’s comprehensive general liability policy shall also include blanket contractual

liability coverage or shall be endorsed to cover the liability assumed by the Contractor. Said

insurance shall be written by a company or companies approved to do business in the State of

South Carolina. The Town of Lexington shall be named as an additional insured under the

Contractor’s insurance as stated above and shall receive a copy of the insurance policy.

INDEMNITY:

The Contractor will indemnify and save harmless the Town, its officers, agents, servants, and

employees from and against any and all suits, actions, legal proceedings, claims, demands,

damages, costs, expenses and attorneys’ fees to the extent resulting from a willful or negligent act

or omission of the Contractor, its officers, agents, servants and employees in the performance of

a contact.

LICENSES, PERMITS AND TAXES:

The Contractor shall obtain all licenses and permits (other than the license and permit granted by

the Contract). A Town of Lexington Business License will be required.

PROPOSAL CONTENTS

1. Cover Letter (1 Page only): The letter must be signed by a person who is authorized

to commit the respondent to perform the work included in the proposal and should

identify all materials and enclosures being forwarded in response to the RFP. This

letter must include contact information.

2. A statement of understanding of the service to be provided and a description of the

approach and procedures which will be employed in starting the service by May 1,

2026 and continuing.

3. The Respondent's Profile: The Respondent should include the following

information about their firm:

a. Name of entity that would sign agreement if the Firm is selected

b. Any other names under which the Firm does business

c. Primary contact name and title

d. Secondary contact name and title

e. Business Office Address, phone and fax numbers, email address and

website address (if available)

f. Form of ownership

g. State of organization/incorporation

h. Federal Tax I.D. number

i. Price and Product List

j. Number of machines and photos of machines

4. The Respondent's Competency:

a. An itemized list of the Firm’s equipment available for this project

b. Evidence the Firm is in good standing under the laws of the State of

South Carolina

c. Number of years in business

5. The Respondent's Relevant Experience, Record of Performance: The Respondent

should include the following information for three (3) customers whom they

currently provide or have previously provided similar services including at least

one public reference.

a. Jurisdiction/Company name and address

b. Contact person name and title

c. Length of Service

d. Description of service (number of customers, services provided, etc.)

e. Dispute resolution process for customers & Town

6. The Respondent’s current and projected work load.

7. The Respondent should describe resources, expertise, and background they

possess relevant to commercial vending operations

EVALUATION CRITERIA AND RESPONSIVE PROPOSER SELECTION

The Town will evaluate proposals based upon proposer's response to this RFP in a manner that

is in the best interests of the Town of Lexington. The Town reserves the right to request

additional information from any or all proposers during the time that proposals are being

evaluated. Upon the Town’s completion of evaluations, each proposer will be notified as to the

determination of the Town with respect to the selection of a proposer and to this RFP.

REJECTION OF PROPOSALS

Any proposals which do not conform to the requirements of the RFP shall be rejected.

Informalities or irregularities in the RFP may be waived by the Town if deemed to be in the

Town’s best interests.

RIGHT OF REJECTION, CLARIFICATION AND ADDITIONAL INFORMATION

The Town is not obligated to enter into a contract on the basis of a proposal submitted in response

to this RFP. The Town reserves the right, in its sole discretion, to reject submissions, reissue a

Commodity Codes

• NAICS 454210Vending Machine Operators

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