Vending and convenience services operators interested in bidding on government service contracts now have a free resource: a request for proposal (RFP) listing on retailsystems.org, (a technology website of the industrygroup.org and sister website of kioskindustry.org). State and local governments release requests for proposal on a regular basis.
The RFP list includes:
- The title of each RFP contract
- The entity listing the contract
- The state where the entity is based
- The date of the RFP listing
- The expiration date of the RFP listing
Service operators can get additional information about the RFPs by contacting the entity listed directly or by emailing retailsystems.org for additional information. Retailsystems.org will provide the basic RFP information free of charge. For RFPs requiring extensive information for a reader to bid on, retailsystems.org may charge a fee.
The RFP listing service is intended for vending and convenience services operators who may not have the resources to subscribe to commercial RFP service providers.
In responding to RFPs, service providers must provide their legal status (corporation, partnership, etc.), address, contact person, and sometimes a brief company background. Proposals generally require a statement of the vendor’s knowledge, understanding, and capability to perform the work.
RFPs summarize the specific locations and types of machines requested (snack, beverage, coffee, etc.), stocking, servicing and maintenance requirements. They may also detail expectations regarding product variety—including minimum offerings of healthy choices, organic, or local items—restocking frequencies and technical requirements of vending machines such as cashless payment capability and revenue tracking.
Applicants are often asked to describe their approach to service delivery, including plans for product selection, machine maintenance schedules, refill frequencies, customer service protocols, and how complaints or refunds are handled.
A detailed list of proposed products (snacks, drinks, healthy alternatives), corresponding prices, brand options and nutritional information is usually required.
Applicants are also often asked to provide references and a list of similar past projects, including customer contact information to verify satisfaction and reliability.
