PIPC Vending Services RFP #1025

The Palisades Interstate Park Commission (“Commission” or “PIPC”) is seeking Bids for the operation of quality food and beverage vending machines at various Palisades Park facilities. The awarded Bidder (“Licensee” or “Bidder”) will be fully responsible for managing the vending concession in accordance with the terms and conditions outlined in this Request for Bids (“RFB”) and the License issued by the Commission. The Licensee will be expected to develop and operate a vending machine business that aligns with Commission’s mission and is consistent with both existing and future park operations, while also remaining competitive in terms of product offerings, pricing, and presentation.

Current Contract and Sales

This License offers a valuable opportunity to engage with a broad, consistent, and high-traffic visitor base. The current agreement provides vending machine services at the following location(s): Bear Mountain State Park (BMSP), Harriman State Park (HSP), Rockland Lake State Park (RLSP), High Tor State Park (HTSP), and Minnewaska State Park (MSP).

Total sales should be calculated as the full amount collected, minus any bottle deposits and minus sales tax, as bottle deposits are not subject to tax and are excluded from the taxable amount.  Total sales reported for the period from January 1, 2024, through December 31, 2024, were $226,232.37. During the period from May through October 2024, total sales amounted to $187,546.  Additional revenue data is provided on page 7 of RFB Instructions.

*This total sales amount is provided solely as a financial reference and does not constitute a commitment or guarantee that the awarded Bidder will achieve any specific level of sales or revenue.

RFB Deadlines

*Bid documents are available for in-person pickup on 10/31/25 (M-F from 9AM-3PM) at PIPC Administration Building (3006 Seven Lakes Drive, Bear Mountain NY, 10911) at the Front Desk and must submit $100 business check/money order with return address.*

Summary of Financial & Minimum Requirements

1. Proposals submitted must include four (4) original copies, all of which must have original signatures on the Concession Proposal Cover Page (located on page 9) and include as the first page of your Concession Proposal for your RFB submission.

2. A complete description of the proposal, including the following information:

1. A detailed business plan that identifies and accounts for anticipated revenue sources and business opportunities sought, and all costs and expenses projected to be incurred, by Licensee.
2. A Proposal that clearly outlines plans for the implementation of machines at each location, menu/products available to patrons, ongoing maintenance plan, and daily operations of the License with practical solutions tailored to the unique characteristics of each site and its suitability within the park setting.

3. A current document or verified financial statement and/or other commercially reliable written evidence of the party’s credit, financial standing, and capacity to perform in accordance with the terms of the License.

4. Detailed business organizational structure including resumes and/or career summaries demonstrating the relevant background, education, training and experience of principals of the Licensee’s firm or organization, project team and all key participants (including all members and officers of any limited liability company, and any shareholders and officers of a corporation).

5. Bidders must include a copy of their Articles of Organization or Articles of Incorporation as part of their submission. This document is essential for verifying the legal status of the business and confirming that it is properly established as a recognized entity. The Licensee will be subject to a background check.

6. Each Bidder must structure their license fee as a guaranteed annual payment verses a percentage of total gross receipts, whichever is greater. Attachment B establishes the minimum fee and percentage that PIPC will accept. The proposal from a qualified bidder offering the highest amounts above this minimum will be awarded the concession. Proposals that offer less than the current minimum percentage of total sales, as outlined in Attachment B, will not be accepted.

7. Bidder must have at least five (5) years of experience providing vending services for high volume machines in multiple locations or demonstrate comparable experience. Fully complete Attachment B.

8. Vending companies must own and operate a distribution facility and/or restocking location located within a reasonable distance from Bear Mountain State Park (BMSP) that would enable servicing of the vending machines on as frequent as a daily basis, since vending machines must be restocked once empty (e.g., 30+/- mile radius of BMSP). Bidders must identify each address in its proposal and on Attachment B.

9. PIPC will NOT accept vending machines wrapped with product advertising. It is required that bidders offer machines with a customized wrap. Bidders offering machines with a custom wrap featuring a natural or forest-themed design will be viewed more favorably. Designs should complement the park environment and minimize visual impact. Consideration will be given to the overall design and appearance of the machines. The successful Bidder shall submit the proposed machine front design to the PIPC for review and approval prior to installation, and no design shall be implemented without prior written approval from the Commission. Wrapping and maintenance costs shall be the sole responsibility of the Licensee.

10. Vending machines must accept both cash and cashless sales ability, accepting credit and debit cards, and should accept as many types of mobile payment as is feasible including, but not limited to: Apple Pay, Google Wallet, PayPal, and other “Tap to Pay” methods, where feasible.

11. A refundable One Hundred Dollar ($100.00) bid security deposit is required at the time of in-person proposal pickup. Business check or money order should be made payable to Palisades Interstate Park Commission. Bidders must provide a return address for deposit refunds in the event no award is made.

12. All proposals must be submitted in writing using the forms provided in this RFB. The forms must be fully completed, including all required attachments and certifications, and be signed by an authorized representative. Proposals must be submitted in-person at 3006 Seven Lakes Drive, Bear Mountain, New York 10911 in a sealed envelope clearly marked: "PIPC Vending Services RFB #1025" no later than the submission deadline set forth in the above RFB Deadlines chart.