Project Information

Bid Title

26500014 RFQ for Vending Services

Issuing Agency

Christiansburg town

Location

Virginia

Published Date

Mar 5, 2026

Closing Date

Mar 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

26500014 RFQ

Original Source

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Bid Documents

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Project Description

Bid Number:	26500014 RFQ
Bid Title:	26500014 RFQ for Vending Services
Category:	Bid / RFP Opportunities
Status:	Open

Description: Town of Christiansburg Purchasing Office 100 East Main Street Christiansburg, VA 24073 March 5, 2026 Request for Proposals (RFP) 26500014 Vending Services The purpose of this RFP is to solicit proposals from potential vendors to establish a contract with one vendor to provide and maintain vending machines for guests, visitors, and staff at various Town locations. All Proposals shall be submitted to the Town’s Procurement Officer by 3:00 PM EST on Monday, March 30, 2026. The complete proposal can be viewed through the link below, in the Purchasing Office, or at www.christiansburg.org /bids . Publication Date/Time: 3/5/2026 5:00 PM Closing Date/Time: 3/30/2026 3:00 PM Pre-bid Meeting: None Contact Person: Tara Vance Procurement Officer tvance@christiansburg.org 540-585-7605 Business Hours: M-F, 8:00 a.m. – 5:00 p.m. Related Documents: 26500014 RFP Vending Services

Attachment Preview

TOWN OF CHRISTIANSBURG

PURCHASING OFFICE

100 EAST MAIN STRET

CHRISTIANSBURG, VA 24073

PH: 540-585-7605

FAX: 540-382-3762

REQUEST FOR PROPOSALS (RFP)

RFP Number: 26500014

Vending Services

March 5, 2026

The Town of Christiansburg does not discriminate against faith-based organizations in

accordance with the Code of Virginia, § 2.2-4343.1 or against any bidder or offeror because of

race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state

law relating to discrimination in employment.

TABLE OF CONTENTS

SECTION I:

PURPOSE

SECTION II:

BACKGROUND

SECTION III:

SCOPE OF SERVICES

SECTION IV:

INSTRUCTIONS TO OFFERORS

SECTION V:

FORMS

SECTION VI:

PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

SECTION VII:

EVALUATION AND AWARD OF CONTRACT

SECTION VIII:

RESERVATION OF RIGHTS

SECTION IX:

CONTRACT ADMINISTRATION

SECTION X:

PAYMENT PROCEDURES

SECTION XI:

TERMS AND CONDITIONS

ATTACHMENT A SAMPLE COMMISSION REPORT

ATTACHMENT B SAMPLE CONTRACT

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SECTION I PURPOSE

The Purpose of this Request for Proposals (RFP) is to solicit proposals from potential vendors to establish

a contract with one vendor to provide and maintain vending machines for guests, visitors, and staff at

various Town locations.

SECTION II BACKGROUND

The Town of Christiansburg is tucked between the slopes of the Blue Ridge Mountains and the winding

path of the New River in southwest Virginia. With our tight-knit community; numerous recreational,

commercial and cultural destinations; and proximity to higher education institutions, it's no wonder we

are known as "the place to be."

The Town of Christiansburg has a population of 22,820 people as of 2023. The Town serves as

Montgomery County’s county seat and retail hub. The Town is more than 14 square miles and is the

fourth largest town in Virginia. In addition to attracting students and young families, Christiansburg is a

popular place to retire because of its low cost of living. The median household income is $75,451.

The Town employees approximately 265 full-time employees and 200 part-time employees. The Town’s

standard hours of operation are M-F, 8:00 AM to 5:00 PM. Individual facilities may have different hours

of operation. The successful offeror will coordinate hours with each facility.

The successful offeror may provide services on holidays* and weekends except where building egress is

required. The Town of Christiansburg is closed on the following days:

New Year’s Day

Martin Luther King Jr. Day

George Washington Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Election Day

Veteran’s Day

Thanksgiving (Wed-Friday)

Christmas Eve

Christmas Day

* Additional days as determined by Christiansburg Town Council

SECTION III SCOPE OF SERVICES

A. GENERAL:

The Town is requesting proposals to install vending machines to dispense snacks and drinks at

five (5) Town locations listed below. The equipment provided will be new or equivalent to new

equipment. The equipment shall be Town approved, and the vendor will need to obtain Town

approval prior to any major changes to the vending program.

• Christiansburg Town Hall at 100 East Main Street

o To service approximately 50 employees per weekday

o One snack food vending machine and/or one drink machine (or food/drink combo

machine)

• Recreation Center at 1600 N. Franklin Street

o To service approximately 400 visitors & employees per day, depending upon the season

o Two snack food vending machines and/or two drink machines (or two food/drink combo

machine)

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• Huckleberry Park at 300 Huckleberry Park Drive, NW

o To service approximately 600 visitors & employees per day, depending upon the season

o One snack food vending machine and one drink machine at the splash pad/playground

area (or one food/drink combo machine)

o One snack food vending machine and one drink machine at the athletic fields (or one

food/drink combo machine)

• Police Department at 10 East Main Street

o To service approximately 75 employees

o One snack food vending machine and/or one drink machine (or one food/drink combo

machine)

• Waste Water Treatment Facility at 2257 Crab Creek Road

o To service approximately 12 employees

o One snack food vending machine and/or one drink machine (or one food/drink combo

machine)

B. SPECIFIC:

1. Pricing: A major goal of the contract resulting from this RFP is a low cost of snack foods

and drinks to be offered for sale to citizens and patrons (customers) of the Town from

vending machines.

The price of the food and drinks sold in the vending machines will remain the same during

the initial two-year term of the contract resulting from this RFP. Increase in prices may be

allowed by the Town for each of the three one-year renewals.

2. Commission: The commission rate paid by the Contractor to the Town will be based on

gross sales, less refunds, from the vending machines.

3. Customer Service, as discussed below or as otherwise defined by the Town, is critical to the

success of the Contractor’s vending program with the Town.

a. The Contractor will provide at least one cashless payment system on each vending

machine for the convenience of customers. The cost of food purchased with cashless

payment systems will be the same as food purchased with cash.

b. A decal will be placed and remain on the front of each vending machine, at eye level, that

provides a telephone number or e-mail address that customers can utilize to report

problems. The decal shall be labeled, “TO REPORT PROBLEM…”, or “FOR

CUSTOMER SERVICE...”

c. Problems reported by customers will be rectified no later than 24 hours after the problem

has been reported to the Contractor.

d. The Contractor will remove expired food and drinks from vending machines on or before

the expiration dates of said products.

e. Each vending machine will be inspected, re-stocked and serviced at least once every two

weeks (bi-weekly) to identify, correct, and prevent any issues or problems.

f. The process for customers to receive refunds for products for which they paid but were

not dispensed by vending machines will be stated or written on another decal, at eye

level, on the face of each vending machine. The decal will be labeled “REFUND

PROCESS” and will provide the name and contact information for whom the customer

can contact to receive a refund, and when the refund can be expected. The contract

administrator shall have the right to approve or disapprove the Contractor’s refund

process.

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6. The Town shall provide electricity for each vending machine.

7. The Contractor and the Town shall mutually agree upon the location for each vending

machine.

8. The Town reserves the right to request additional vending machines for additional locations

in the Town. Additional machines will be added through mutual agreement with the vendor

and added through Amendments to the contract.

C. ADMINISTRATION:

1. Fully insure all equipment and employees.

2. Maintain complete and accurate records pertaining to sales and service throughout the term of

the contract. Provide sales records to the Town on a monthly basis.

3. Obtain and pay for all licenses and permits required for vending services. Comply with all

applicable codes, regulations and laws including the requirements under Virginia Department

of Health 12 VAC5-421.

4. The monthly commission check with the Monthly Commission Report will be delivered to

the Finance Department by the 20th of each month following the month of the vending

product sales.

5. A copy of the Monthly Commission Report will be emailed to the Contract Administrator by

the 20th of each month following the month of the vending product sales.

SECTION IV INSTRUCTIONS TO PROPOSERS

A. The Town of Christiansburg (Town) is soliciting unsealed proposals for the goods and/or services

specified herein and in accordance with all sections of this Request for Proposal (RFP).

B. All Proposals shall be submitted to the Town’s Procurement Officer by 3:00 PM EST on Monday,

March 30, 2026.

C. Each Offeror is responsible to confirm that his or her unsealed proposal was received by the Town

prior to the time and date stated above. Proposals received after the deadline will not be accepted.

Electronic or mailed hardcopy submittals are accepted for this RFP, with the entire submittal being in

a single cohesive PDF file. Submittals shall be prepared simply and economically, providing a

straightforward, concise description of the firm’s capabilities to satisfy the requirements of the RFP.

Emphasis should be on completeness and clarity of content. Elaborate brochures and other

representations beyond that sufficient to present a complete and effective proposal are neither

required nor desired. Please do not duplicate information furnished in the RFP in the submittal. All

text in the PDF file shall be searchable using Adobe Acrobat software except within illustrations and

scanned registration documents.

To submit a hardcopy proposal through courier service/mail, proposals should be addressed to Tara

Vance, Procurement Officer, Christiansburg Town Hall, 100 East Main Street, Christiansburg,

VA 24073. Mailed or hand delivered proposals should be submitted in an envelope clearly marked

“RFP 26500014 Snack Food Vending Services”. Offeror’s name should also be clearly marked on

the outside of the envelope.

To submit an electronic proposal through eVA, refer to the online bidding instructions available at the

following link https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit an online bid

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Commodity Codes

• NAICS 454210Vending Machine Operators

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