Vending Machine Services

Gila County is seeking proposals from qualified vendors to provide, install, stock, maintain, and service vending machines at various County-owned facilities throughout Gila County. The County's goal is to establish a comprehensive vending program that offers convenient access to quality food and beverage options for County employees and members of the public while ensuring reliable service, modern payment technology, and responsive maintenance support.

The selected Contractor(s) will work collaboratively with the County to evaluate facility needs, recommend appropriate equipment and product offerings, and implement a flexible vending program capable of serving a geographically diverse portfolio of locations. The County encourages innovative proposals that emphasize customer service, product variety, equipment quality, and overall value while providing a fair revenue-sharing opportunity for both parties.

Background

Gila County stands as a premier destination for sustainable growth, offering a unique convergence of rugged heritage and modern economic opportunity. Situated at the geographical center of Arizona, the county serves as a vital bridge between the Phoenix metropolitan area and the resource-rich landscapes of the Rim Country.

A Legacy of Resilience and Industry

Historically anchored by a world-class mining and ranching legacy, Gila County has evolved into a diversified economic landscape. From the copper-rich corridors of Globe and Miami to the alpine tourism and recreational gateway of Payson, the region is defined by a "can-do" spirit and a workforce characterized by generational expertise and modern technical proficiency.

The Intersection of Lifestyle and Commerce

Gila County offers developers more than just land; it offers a high quality of life that serves as a powerful talent magnet.

• Strategic Connectivity: Excellent highway access provides a direct pipeline to major Southwest markets while maintaining a lower cost of doing business.

• Natural Capital: Home to the Tonto National Forest and the Roosevelt Lake system, the county provides unparalleled outdoor amenities that fuel a thriving $100M+ tourism and hospitality sector.

• Pro-Business Climate: Local leadership is committed to streamlined permitting and collaborative public-private partnerships, ensuring that visionary projects move from blueprint to reality with efficiency.

The Vision for the Future

We are not just looking for vendors; we are looking for partners to help us build the next chapter of the Arizona Highlands. Whether through infrastructure enhancement, innovative housing solutions, or tech-forward industrial development, Gila County is "Open for Business" and ready to hit the ball out of the park.

Project Details

• Reference ID: GIL-RFP-2026-008
• Department: Finance
• Department Head: Maryn Belling (Director of Finance)

Important Dates

• Questions Due: 2026-08-04T18:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• Experience and Qualifications (15 pts) —

  The County will evaluate the Offeror's experience providing vending machine, concession, or similar services; organizational stability; references; and ability to serve governmental, institutional, commercial, or similarly situated clients.

• Service Plan and Approach (25 pts) —

  The County will evaluate the Offeror's proposed approach for implementing and managing vending services including installation, stocking, maintenance, customer service, refund procedures, service response times, and ability to serve geographically dispersed County facilities.

• Product Selection and Pricing (25 pts) —

  The County will evaluate the variety, quality, and appropriateness of proposed products, including availability of beverages, snacks, healthier options, and other offerings, as well as the reasonableness of proposed product pricing.

• Commission/Revenue Proposal (20 pts) —

  The County will evaluate the proposed commission percentage, revenue-sharing structure, payment frequency, guaranteed minimums (if any), and overall financial benefit to the County.

• Equipment Quality and Technology (10 pts) —

  The County will evaluate the quality, condition, reliability, accessibility, and functionality of proposed vending equipment including cashless payment options, energy efficiency, remote monitoring, and other technology features.

• Value Added Services (5 pts) —

  The County will evaluate any additional benefits or enhancements offered, such as sustainability practices, recycling programs, promotional support, specialty products, wellness-focused options, or other services that may improve the vending program.

Submission Requirements

• Qualification and Certification Form (required) —

  Please download the below documents, complete, and upload.

• References (required) —

  References

  Please list at least three (3) references for contracts entered into or completed, of similar size and scope as this Request for Proposals, during the last five (5) years. Responder may attach further reference information as necessary.

  Company Name: 

  Contact Name:

  Address: 

  Contact Phone:

  Contact Email: 

  Job Description:  

• Price Sheet (required) —

  Please download the below documents, complete, and upload.

• Certification Regarding Debarment, Suspension, and Other Responsibility Matters (required) —

  The prospective participant certifies, to the best of its knowledge and belief, that it and its principals:

  1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;
  2. Have not within a three-year period preceding this bid been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
  3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and
  4. Have not within a three-year period preceding this bid had one or more public transactions (Federal, State, or local) terminated for cause or default.

  I understand that a false statement on this certification may be grounds for rejection of this bid or termination of the award. In addition, under 18 USC Sec. 1001, a false statement may result in a fine of up to $10,000 or imprisonment for up to five years, or both.

   

• Explanation of No Certification of Regarding Debarment, Suspension, and Other Responsibility Matters —

  If you are unable to confirm the previous question certifying no debarment, suspension, and other responsibility matters, please explain here. 

• Certification of Intentions Concerning Subcontracting (required) —

  At this time of submission, is it your intention to subcontract a portion of the work? 

• List of Subcontractors (required) —

  Please upload a list of any subcontractors to be used in performing the services.

  The list must include the subcontractor(s) name(s), address(es), phone number(s), and Arizona Registrar of Contractors license number(s).

• Legal Arizona Workers Act Compliance (required) —

  Offeror hereby warrants that it will, at all times during the term of this Contract, comply with all federal immigration laws applicable to Offeror's employment of its employees and with the requirements of A.R.S. § 41-4401 and 23-214(A) (together the “State and Federal Immigration Laws”). Offeror shall further ensure that each subcontractor who performs any work for Offeror under this Contract likewise complies with the State and Federal Immigration Laws. County shall have the right at any time to inspect the books and records of Offeror and any subcontractor in order to verify such party’s compliance with the State and Federal Immigration Laws.

  Any breach of Offeror's warranty of compliance with the State and Federal Immigration Laws, or of any other provision of this section, shall be deemed to be a material breach subjecting Offeror to penalties up to and including suspension or termination of this Contract. If the breach is by a subcontractor, and the subcontract is suspended or terminated as a result, Offeror shall be required to take such steps as may be necessary to either self-perform the services that would have been provided under the subcontract or retain a replacement subcontractor as soon as possible so as not to delay project completion.

  Offeror shall advise each subcontractor of County’s rights, and the subcontractor’s obligations, under this Article by including a provision in each subcontract substantially in the following form: “Subcontractor hereby warrants that it will always during the term of this contract comply with all federal immigration laws applicable to Subcontractor’s employees, and with the requirements of A.R.S. §23-214(A). Subcontractor further agrees that County may inspect the Subcontractor’s books and records to ensure that Subcontractor is in compliance with these requirements. Any breach of this paragraph by Subcontractor will be deemed to be a material breach of this Contract subjecting Subcontractor to penalties up to and including suspension or termination of this Contract.

  Any additional costs attributable directly or indirectly to remedial action under this Article shall be the responsibility of the Offeror.

   

• Certification of No Forced Labor (required) —

  Offeror does not currently, and agrees for the duration of this Contract that it will not, use:

  1. The forced labor of Ethnic Uyghurs in the People’s Republic of China;
  2. Any goods or services produced by the forced labor of Ethnic Uyghurs in the People’s Republic of China; and
  3. Any contractors, subcontractors, or suppliers that use the forced labor or any goods or services produced by the forced labor of Ethnic Uyghurs in the People’s Republic of China

  Offeror further agrees that if the Offeror becomes aware, during the term of this Contract, that the Offeror is not in compliance with this Certification, Offeror shall notify the County within five (5) business days after becoming aware of the noncompliance. If the Offeror does not remedy the noncompliance within 180 days after sending notice of noncompliance, this Contract shall automatically terminate.

• Offer Page (required) —

  Please download the below documents, complete, and upload.

• Cover Page (required) —

  Please provide a brief introduction to the Offeror, identify the primary contact person for the proposal, and summarize the Offeror's understanding of the project and interest in providing vending machine services to Gila County.

• Company Qualifications and Experience (required) —

  Please provide: Company history and background; years in business; organizational structure; description of experience providing vending machine, concession, or similar services; description of experience serving governmental, educational, commercial, healthcare, or institutional facilities; and description of the Offeror's operational capacity to provide the proposed services.

• Project Team (required) —

  Please identify key personnel responsible for contract administration, customer service, equipment maintenance, stocking, and service calls.

• Service Categories (required) —

  Please clearly identify the categories of vending services the Offeror is proposing to provide: Beverage Vending; Snack/Food Vending; Combination Vending; Frozen Food or Micromarket Services; Other Specialized Vending Services.

  Offerors may propose one or more service categories. The County reserves the right to make multiple awards.

• Project Approach and Methodology (required) —

  Please describe the Offeror's approach to: evaluating County facility needs; equipment installation and transition; product selection and replenishment; equipment maintenance and repair; service call response; management of geographically dispersed locations; addition or removal of service locations during the contract term.

• Customer Service and Complaint Resolution (required) —

  Please describe the procedures that will be used to: receive and respond to customer complaints; process refund requests; replace damaged or expired products; address equipment malfunctions; and resolve disputes regarding vending transactions.

  Identify the typical response times for service requests and customer issues.

• Equipment and Technology (required) —

  Please provide information regarding the equipment proposed, including: manufacturer and model information; payment methods accepted; cashless payment capabilities; energy efficient features; and remote monitoring capabilities, if available.

  Product literature, photographs, or specification sheets may be attached under Question # 21, "Supplemental Documentation or References," as needed.

• Timeline (required) —

  Please provide a proposed implementation schedule, including equipment installation and transition from any existing services.

• Budget and Revenue Proposal (required) —

  In addition to submitting pricing under Question # 3, "Price Sheet," please describe here: methodology used to calculate commissions; any signing bonus or implementation incentives; and any additional value-added services or incentives offered.

• Sample Product Menu and Pricing (required) —

  Please provide a representative product menu and sample pricing schedule for products typically offered under comparable vending service contracts.

• Supplemental Documentation or References —

  Please upload any additional information, documentation, or references that you believe Gila County should consider when evaluating your proposal.

• Representative Project Samples (Limit 3) (required) —

  Please upload no more than three (3) samples of previous work that most closely align with the scope of this RFP. Examples should demonstrate your firm’s ability to deliver high-quality results for similar public sector clients.

• Dates advertised in the Payson Roundup (required) —

  Enter any dates this solicitation was advertised in the Payson Roundup

• Lowercase: Response type (required) —

  This will be used to properly label responses in the text of the solicitation. For example:
  "Competitive sealed proposals for the specified..."

  or 

  "Competitive sealed bids for the specified..."

• Uppercasecase: Response type (required) —

  This will be used to determine which response type should be referenced in solicitation text. For example: 

  "Proposals must be in the actual possession..." 

  or
  
  

  "Bids must be in the actual possession..."

• Should this project include a Pricing Table for digital line-item submission? (required) —

  Selecting "YES" will require you to build a Pricing Table in this document. Once published, vendors will be required to enter their specific line-item pricing directly into that table for their proposal to be considered complete.

• Does this project require the vendor to submit representative samples? (required) —

  if YES --  Vendor will be prompted to : upload no more than three (3) samples of previous work that most closely align with the scope of this RFP. Examples should demonstrate your firm’s ability to deliver high-quality results for similar public sector clients. 

• Do you want to include the Project Background in this solicitation? (required) —

  Answering YES will  require you to enter the Project Background in the next question. 

• Project Background (required) —

  Please enter the Project Background: