Materials Distribution Services

BEVERAGES, BOTTLED & CANNED AND SOFT DRINK POST MIX

SCOPE: Contract for Beverages, Bottled & Canned and Soft Drink Post Mix

Non-UW-Madison users contact: Vendor Representative

Invoices to show net prices

AVAILABLE TO UW-MADISON ONLY

• product shipped or ordered in error
• product damaged in shipment or with compromised packaging
• product not in original packaging from manufacturer
• product with concealed damage
• product under recall
• product that does not meet 50% shelf life
• product that does not meet quality requirements
• product in unsanitary condition
• product that exceeds the minimum/maximum required temperature.

AVAILABLE TO UW-MADISON ONLY

Contractor shall accept returns without a restocking fee under the following, but not limited to, conditions:

• product shipped or ordered in error
• product damaged in shipment or with compromised packaging
• product not in original packaging from manufacturer
• product with concealed damage
• product under recall
• product that does not meet 50% shelf life
• product that does not meet quality requirements
• product in unsanitary condition
• product that exceeds the minimum/maximum required temperature.

“D” F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED
“V” F.O.B. SERVICE/MAINTENANCE

AVAILABLE TO UW-MADISON ONLY

Contractor shall accept returns without a restocking fee under the following, but not limited to, conditions:

• product shipped or ordered in error
• product damaged in shipment or with compromised packaging
• product not in original packaging from manufacturer
• product with concealed damage
• product under recall
• product that does not meet 50% shelf life
• product that does not meet quality requirements
• product in unsanitary condition
• product that exceeds the minimum/maximum required temperature.

AVAILABLE TO UW-MADISON ONLY

• product shipped or ordered in error
• product damaged in shipment or with compromised packaging
• product not in original packaging from manufacturer
• product with concealed damage
• product under recall
• product that does not meet 50% shelf life
• product that does not meet quality requirements
• product in unsanitary condition
• product that exceeds the minimum/maximum required temperature.

Invoices to show net prices

AVAILABLE TO UW-MADISON ONLY

• product shipped or ordered in error
• product damaged in shipment or with compromised packaging
• product not in original packaging from manufacturer
• product with concealed damage
• product under recall
• product that does not meet 50% shelf life
• product that does not meet quality requirements
• product in unsanitary condition
• product that exceeds the minimum/maximum required temperature.

SPECIFICATIONS

Furnishing of equipment:

• All equipment to be furnished by the Contractor must be approved by the University.
• The University may approve the furnishing of equipment other than that listed in the bid in order to reduce equipment space requirements, facilitate service, or improve the quality of the furnished beverage.
• When available, equipment should be Energy Star compliant.
• All equipment must be NSF and UL approved.
• Contractor must supply all the required dispensing equipment for the Residence Halls and Wisconsin Unions.  This equipment will remain the property of the Contractor and will be the Contractor's responsibility to provide all maintenance, repair, or replace equipment as required.
• Dispensing units must operate with their own electric refrigeration unit.
• Dispensing units must have non-drip faucets.
• Dispensing units must contain a removable valve which portion controls syrup and water.
• Dispensing units must conform to space limitations as required in each food service area.
• Dispensing units should fit the general décor of the dining units.  The University reserves the right to approve all dispensing units.
• Residence Halls requires equipment to be activated by pushing a button (no paddles or levers).

Installation of equipment:

• The University desires to have all beverage equipment installed and operational by January 10, 2011.
• The Contractor shall provide and install all in-line water filters as needed for the proper operation of equipment.
• The University will bring electric lines and water lines, where needed, to the proposed locations. 
• The Contractor shall be responsible for final installation of the dispensing machines at its own expense. 
• The University will pay for all utilities used.
• The University reserves the right to require the Contractor to install additional equipment should circumstances or volume of business warrant.  The installation of additional dispensing equipment shall be as specified within thirty (30) days after receipt of a written request at no additional charge to the University.
• When new upgraded products, systems or equipment become available, the University reserves the right to request installation of the new upgraded items.

Loss or damage to dispensing equipment:

• The Contractor shall be responsible for the loss or damage to University property that may occur while the Contractor's employee is in the process of installing or servicing the dispensing equipment.

Service of equipment:

• The Contractor shall furnish all mechanical service necessary to keep the dispensing equipment in a satisfactory working condition at no expense to the University.
• The Contractor shall provide the University with repair service by a qualified service technician within twenty-four (24) hours of notification.
• All maintenance must be performed on site unless the University has granted permission to remove equipment.
• The Contractor shall provide the University with a toll-free telephone number for the University’s use in contacting the equipment service personnel.
• The Contractor's service technician shall conduct equipment inspections and calibrations periodically to maintain a preventative maintenance program.  A copy of inspection reports shall be furnished to the University's representative upon request.
• The Contractor shall provide to the University necessary instructions, both in written form and by on-site training through the service technician, for the daily operation and sanitation of the equipment.

The Contractor shall furnish at no cost to the University all replacement parts, including labor for replacement.

CO2
CO2 necessary for dispensing syrup must be supplied to the University as part of the bid at no cost.  Depending on the operation, CO2 will need to be provided in either standard 20 pound tanks or bulk tanks.  All empty 20 lb tanks must be removed at time of delivery of full tanks. In some operations the Supplier will be required to supply CO2 to bulk storage tanks.

Container Deposits
The University will not pay deposit fees on containers, racks, equipment, etc.

Delivery Conditions & Returns:
1.     Delivery is to be made in clean, enclosed, and as necessary temperature controlled trucks, free of foul odors.  All products shall be maintained at their proper temperature throughout their staging, loading, transport, and delivery.

2.     All vehicles must conform to local, State and federal rules and regulations regarding sanitation and are subject to inspection by University officials.

3.     The Contractor shall make all deliveries in such a manner that will reduce shifting of cases on the delivery truck and minimizing crushed or damaged cases/products.

4.     Contractor shall provide any equipment needed to complete the delivery process. Some delivery locations may have “special” delivery considerations that will need to be observed such as inside delivery, no pallets, no loading dock, etc. Delivery personnel will be required to deliver and off load all products to a specific area on the inside of the food service facility.  To facilitate reduced check in time for orders, products will be loaded on carts or pallets/skids (depending on each unit requirements) with product description on cases facing to the outside. 

5.     Deliveries must be available five (5) days per week but may be needed up to six (6) days (Monday through Saturday).  In an emergency situation, the University may request early deliveries (i.e., first off the truck) to get needed products into an operation first thing in the morning or extra deliveries if needed.  This may be in addition to the normal delivery schedule.  These deliveries shall be coordinated with the Contractor. 

6.     There shall be no extra charge to the University for any delivery made directly to an operation, no matter what the case count or dollar value of the order.  There also shall be no extra charge for any deliveries made outside the normal delivery schedule.  The University will monitor any chronic deterioration in the order/delivery schedule and act upon the problem.  The University will exercise reasonable judgment when placing small orders and will make every attempt to place correct orders each time.

7.     At the time of delivery, a designated University employee may “check in the order” verifying the accuracy of the order and invoice and the quality of the products received.  The Contractor’s delivery personnel must be present during the order check-in process.  Any discrepancies (shortages, overages, damage, etc) must be documented by the Contractor’s personnel on the delivery invoice.  Invoices must be verified, signed, and dated by University personnel.  The University reserves the right to refuse payment on any unsigned invoice or invoice signed by unauthorized personnel.

The Contractor’s delivery personnel may be required to communicate with the operation management concerning product shortages or any other problems with the delivery.  Any hidden damages relating to the order that are found later will be communicated to the Account manager or to an internal Contractors’ support personnel.   On each delivery day, the Contractor must pick up all unused pallets from the operation.

Revision History