Miami-Dade County Public Schools
Procurement Management Services

Questions and Answers for bid: 017-LL03
(18)

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Pre-Bid Meeting 
Question : I Wanted to know if there was going to be a Pre-Bid Meeting conference for Bid# 017-LL03. This Bid seems to be in excess of $600,000.00, and there are a lot of points that are worth discussing.  
Answer : There will be no pre-bid meeting for this bid. If there are any questions with regards to the bid please send them in writing to Vanessa Flores at vyflores@dadeschools.net.  
Date Posted : 10/8/2010 8:37:18 AM 
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Bid Number : 017-LL03  Opening Date : 11/2/2010
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : User Instructional DVD 
Question : Since Miami-Dade Schools has a large mix of different ethnic food service personnel, Is it a requirement to have a Bilingual(Spanish/English) User instructional DVD available for each reimbursable machine, copy for IT network to download?  
Answer : M-DCPS wants the information bilingual. However, if it is a dvd that we can download into the system, then one Spanish DVD would be acceptable. 
Date Posted : 10/13/2010 1:31:35 PM 
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Bid Number : 017-LL03  Opening Date : 11/2/2010
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : User Instructional DVD  
Question : If the instructional DVD is required both in English and Spanish are you going to add this as a requirement to the bid specifications as an amendment? 
Answer : The DVD is not part of the bid requirements, but if submitted it will be accepted and appreciated. 
Date Posted : 10/18/2010 9:36:33 AM 
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Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : 305 Phone Number 
Question : Our company operates with a 305 phone number and does not have a toll-free number, are we required to obtain an 800 number to perform under this bid?  
Answer : A 305 number meets the bid specifications. 
Date Posted : 10/21/2010 9:46:02 AM 
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Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Bid Specifications 
Question : The Bid request for the machine to be equipped with a carrousel (6.C) , this is an over 30 year old technology, we want to know the reason why no other technologies are being considered. This requirements leaves very limited options. Many other systems can be used to deliver the same unitized package, many of these new systems can guarantee delivery. Assuring customer satisfaction. 
Answer : M-DCPS conducted research before posting this bid, and various delivery systems and technologies were evaluated. M-DCPS consulted with other school districts and they confirmed the carrousel delivery system is the most functional for our needs.  
Date Posted : 10/21/2010 9:48:00 AM 
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Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Bid Specifications 
Question : Another requirement is to have automated doors (6.h), we are wondering why is this a requirement?, it has been shown that the least movable parts the least likely something might fail. Plus an automated door means the door might close and trap someones hand, also, this automated door may jeopardized proper delivery satisfaction. Can a guarantee delivery systems be considered, if not, why not? 
Answer : M-DCPS conducted research before posting this bid, and various options were evaluated. The District does not want students standing in front of a machine with the doors open. The doors will be timed to give students proper delivery satisfaction. If a guarantee delivery system meets the bid specifications then M-DCPS will consider it. 
Date Posted : 10/21/2010 9:49:09 AM 
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Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Bid Specifications 
Question : With all the previously mentioned requirements, we understand only one machine fits the criteria. The manufacturer of this machine has an exclusivity contract in placed. So technically this is not a bid but a request for quote (RFQ). Can other equipment be accepted for this Bid? 
Answer : The equipment needs to meet the bid specifications. In our research we have seen other carousel machines. 
Date Posted : 10/21/2010 9:50:16 AM 
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Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Bid Specifications 
Question : The district asks for 20 amp machines?(6.n.) New food vending machines are being manufactured with a draw of 9 amps and now some even at 7.5 amps, if a machine is brought with such high requirement, new lines would have to be installed in all cafeterias, since these machines would need a 30 amps circuit which would have added cost to the program not to mentioned higher operational cost. 
Answer : Up to a maximum of 20 Amps will be acceptable as per bid specifications. 
Date Posted : 10/21/2010 9:51:13 AM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Training 
Question : 6.J. Asks for Training and 6.K. asks for Service, both of these with no minimal education and/or experience, for best deployment of this program we recommend that MDCPS demands experienced NAMA certified personnel from the vendor, please visit http://vending.org/education/programs.php  
Answer : Thank you for the information, but the bid specifications will remain the same. 
Date Posted : 10/21/2010 9:52:22 AM 
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Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Vandalism of Machines 
Question : We could not find any details as to responsibility for Vandalism and/or Burglary, nor for mishandling, misuse and/or abuse of equipment. Could you explain what would happen in those scenarios., who is financially responsible for repairing the machines in those cases.  
Answer : The District will own the machines, therefore the District will be responsible for vandalism/burglary and misuse/abuse of the equipment. 
Date Posted : 10/21/2010 9:53:25 AM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Bid Specifications 
Question : the bid ask for an Non-Proprietary machine capable to interface with different POS (6.a.), all POS communicate with proprietary software. All vending machines use an standard called MDB and DEX, unless we are given the setting for the proprietary software from the manufacturer of the POS, it would have to be the POS who provides the interface for their software. 
Answer : The District will be purchasing the software for the POS system to interface with the vending machine. 
Date Posted : 10/21/2010 2:28:21 PM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : ADA Compliance 
Question : Item 5 mentions that all materials must comply with all federal guidelines. Does this include the American with Disability Act? http://www.ada.gov/reg3a/fig6b.htm http://www.ada.gov/adastd94.pdf  
Answer : The machines will be ADA accessible. 
Date Posted : 10/21/2010 2:29:47 PM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Warranty 
Question : Item 6.K. mentions how the district wants 5 free service calls (we presume with the purchase of each machine), but then item 13 asks for the machine to be serviced at no cost for the first two years. Can you explain further? 
Answer : The bid calls for 5 free service calls for each machine during the first year, which means the District should not be charged for labor of servicing that machine for the 5 calls. After the 5 free service calls Item 13 specifies that the vendor will provide warranty on parts (if covered), but the District will pay for the labor.  
Date Posted : 10/21/2010 2:30:46 PM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : ADA Compliance 
Question : The number of companies that manufacture carousel style machines in the United States is currently 1 although there is a European version, neither meet ADA specs (current or newly enacted), question do these machines have to be ADA compliant? 
Answer : The machines will be ADA accessible. 
Date Posted : 10/25/2010 9:22:40 AM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Bid Specifications 
Question : Given the desire to have 3 corresponding bidders, can other machine manufacturers be considered? 
Answer : A machine that will meet the bid specifications will be considered. 
Date Posted : 10/25/2010 9:23:37 AM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines 
Buyer : Vanessa Flores 
Subject : Other Agency Bids 
Question : There is currently a bid out in Pasco County Florida for POS capable units, can that bid or could that bid be considered here? 
Answer : The District has posted bid 017-LL03 to acquire the best pricing and items possible. We will review the Pasco County bid, but if a vendor would like to offer the same bid submittal as with any other government agency bid this may be accepted by M-DCPS if the submittal meets the bid specifications. 
Date Posted : 10/25/2010 9:24:34 AM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines  
Buyer : Vanessa Flores 
Subject : Bid Specifications 
Question : After reading the questions attached below. We had another concern, we see the district will acquire the software, however, this makes no mentioned of the hardware needed to make the connection between your current POS provider to the standardized MDB or DEX system (vending machine). Also, most POS providers make units as a retrofit device including the key pad this eases the integration. As an example please see the following link http://www.sl-tech.net/Home/SolutionsThatDeliverResults/HealthyVending/tabid/63/Default.aspx who would be responsible for acquiring all hardware needed to integrate the standardize equipment to your PCS (POS) system. 
Answer : The vendor is responsible for the hardware needed. The machines should come with the hardware already in it. 
Date Posted : 10/29/2010 8:21:31 AM 
Attachment :

Bid Number : 017-LL03  Opening Date : 11/2/10
Bid Title : Reimbursable Meal Vending Machines  
Buyer : Vanessa Flores 
Subject : ADA Compliance 
Question : In regards to the answer about ADA specs-- does miami-dade have a different set of specs for ADA than the federal government?  
Answer : No. M-DCPS follows government ADA requirements. 
Date Posted : 10/29/2010 8:23:27 AM 
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