Coffee Supplies-Citywide Multiple Locations

The City of Bartlett Finance Department is seeking to purchase various coffee, tea and supplies for multiple locations and departments, as per the written specifications.

The award will be to one vendor for all of the Coffee Supplies and equipment of various City of Bartlett departments. Orders will be placed on an "as needed" basis to multiple locations within the City of Bartlett.

The awarded vendor shall provide and maintain the coffee brewers, including single serve brewers and air pots for each using department at no cost to the City of Bartlett and as listed on the bid pricing sheet. Equipment maintenance shall include all costs associated with maintaining and repairing the equipment or replacing the units if necessary. Decanters shall be cleaned and maintained on an "as needed" basis. Note: Some departments have their own coffee brewers/decanters and will only need coffee, tea and/or supplies.

The awarded vendor shall be responsible for checking each department's coffee supplies and re-stocking the needed items on a regular schedule. Coffee, tea and supply items will vary with each department's specific needs. Each department will be responsible for signing the delivery ticket. There shall be no delivery, shipping or fuel charges added to invoices.

All products are to be delivered F.O.B. to the City of Bartlett to various locations as designated on the purchase order.

Quantities are an estimated yearly usage. Bid pricing is to be per each unit, as specified on the itemized bid pricing sheet. There are no guaranteed quantities or dollar amounts to be purchased against this bid. The successful vendor is required to keep in stock the normal range of coffee, tea and supplies.

**Submission:** Sealed bids are to be received no later than **2:00 P.M. on Thursday, December 3, 2026**. All bid packets, with an original, clearly identified, and two copies, must be labeled "FY2027-07-001 "COFFEE SUPPLIES" and addressed to Mayor David Parsons, City of Bartlett, 6400 Stage Road, Bartlett, Tennessee 38134.

Bidder shall include a copy of *Certificate of Insurance*. Awarded supplier must add City of Bartlett as additional insured.

Bidder shall include the Compliance check list, along with the signed pricing sheet and the signed and notarized *Public Acts 109* and *Public Acts 775* forms as appropriate (pages 8-9).

Prompt payment discount shall be considered as a cost factor in this bid. Invoices shall be paid thirty (30) days after receipt of correct invoices.

All prices are to remain firm from award date through June 30, 2027, with the option to renew for four (4) additional one-year periods, July 1, 2027 through June 30, 2031, upon mutual agreement of both parties and subject to the Terms and Conditions listed in this bid.

The City of Bartlett reserves the right to award this bid on the basis of individual items, groups of items or the entire list of items, whichever is in the best interest of the City; however, the intent of this bid is to award "all or none" to one vendor.

The City reserves the right to reject any and all bids and to waive any informality in the bidding process.