Specifications include, but are not limited to:3.2.1 The Bidder must provide all management services as defined at 34 CFR 395.1(j). 3.2.2 The Bidder must coordinate compliance with all state/local government laws, regulations, and ordinances governing vending facility locations. 3.2.3 The Bidder must employ sufficient qualified staff to ensure the effective statewide oversight and supervision of all vending facilities operated by BEP Operators. 3.2.4 The Bidder must implement and maintain a purchasing system described in writing for all goods and services. The proposed system must be approved by the SLA prior to implementation. 3.2.5 Bidder must prepare and submit to DWD/DVR for approval an annual budget with the active participation of the ECBV that includes projected revenue and expenditures by March 1 st for the next budget cycle beginning on July 1 st . 3.2.6 The Bidder must submit monthly invoices to the SLA within thirty (30) days of the previous month. If submitted past thirty (30) days, the SLA reserves the right to request further documentation and to approve or reject the late submission. 3.2.7 Bidder must maintain all records of sales, purchases, other expenses, and profits for each vending facility as well as cumulatively for all facilities in the BEP program. 3.2.8 The Bidder must maintain annually updated files on each BEP operator and vending facility as required by the SLA including, but not limited to: a. Inventory of all equipment assigned to each vending facility; b. Inventory of merchandise assigned and/or provided to each vending facility; c. Permits or other agreement for operation; d. Copies of required permits and/or licenses; e. Fully executed copy of all operating agreements; f. Site inspection forms and/or any contact reports; g. Any documented complaints about a BEP Operator; h. Any corrective action plans; and, i. Any relevant correspondence. 3.2.9 Bidder must participate in monthly meetings and strategic planning efforts with SLA staff and the ECBV to discuss program activities and progress toward annual goals and projects, including outcomes as requested. a. Bidder must assist in the facilitation of ECBV meetings under Wisconsin open meetings law, Wis. Stat. §§19.81 – 19.98. b. Bidder must meet with the SLA and contribute information for the purpose of annual planning and for development of a Management and Program budget to meet the needs of the BEP and identified initiatives. 3.2.10 Bidder must provide itemized monthly invoices of personnel and payroll expenses including any additional personnel expenses (e.g. payroll, training, travel).
