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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEEff /~!1
Date: February 23, 2009 1125 ~ ~ ~l'hdr'1 ~~N JT ~ ~~~~~~
Report #: COD-016-09 File # By-law #
Subject: REQUEST FOR PROPOSAL RFP2008-70 -SUPPLY OF CONCESSION
ITEMS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend to
Council the following:
1. THAT Report COD-016-09 be received;
2. THAT Kwik Snacks, Toronto, Ontario be awarded Part A; Part B; Part C; Part E; Part F and Part
G for the Supply of Concession Items for a one year term for an approximate annual value of
$180,112.78 (excluding GST);
3. THAT Madison Food and Beverage Company, Orillia, Ontario be awarded Part D of the contract
to supply and deliver Hot Beverages to the Concession Stands for a one year term for an
approximate annual value of $22,018.10 (excluding GST);
4. THAT William Davids Foods Ltd., Bowmanville, Ontario be awarded Part H of the contract to
supply the Municipal Administrative Centre and offices with Coffee, Water and Condiments for a
one year term. The annual estimated value of this award is $ 7,754.57 (excluding GST).
5. That the contracts be award for a second and third term pending satisfactory pricing and delivery;
6. THAT the funds required for the concession supplies be drawn from the respective Community
Services operating budgets; and
7. THAT the funds required for the Administrative Building be drawn from the respective
departments' operating budget.
Submitted by:~~~C .~~ ~--- Reviewed by~ \ ~~
Marie Marano, H.B.Sc., C.M.O. Franklin Wu,
Director of Corporate Services Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
COD-016-09
1.0 BACKGROUND AND COMMENT
2
1.1 Request for Proposal specifications were prepared and issued, as required by the
Municipality of Clarington's Community Services Department.
1.2 This Request for Proposal was advertised electronically and current providers were
contacted to advise that this document was available. Subsequently, the specifications
were downloaded and picked up by a number of potential .bidders. Submissions were
received from William Davids Foods Ltd., Kwik Snaks Ltd., Wonderland Food &
Equipment Inc., Madison County and Markcol Distribution Limited.
2.0 ANALYSIS
2.1 As stipulated in the proposal documents, proponents were evaluated based on the
following criteria:
• Qualifications and Experience
• Financial
• Variety and Selection
• Proposed Equipment
• Equipment Maintenance and Service Plan
• Delivery and Service Schedule
• As well as some other items as detailed within the document.
2.2 Upon completion of the review of the proposals as well as evaluation of the
submissions, the highest ranked proposals for each section are being recommended for
award of this contract. These companies are Kwik Snak, Madison County and William
Davids Foods Ltd. The recommendation of the Evaluation Committee is broken out by
section on the table below:
COD-076-09
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Part A -Confectionary Kwik Snacks, Toronto, ON $ 43,437.21
Part B -Snack Items Kwik Snacks, Toronto, ON $ 6,098.72
Part C -Perishables Kwik Snacks, Toronto, ON $51,352.04
Part D -Hot Beverages Madison Food And Beverage $21
837.08
Com an , Orillia, ON ,
Part E -Baked Goods Kwik Snacks, Toronto, ON $22,206.91
Part F -Dairy Products Kwik Snacks; Toronto, ON $24,712.73
Part G -Paper Products Kwik Snacks, Toronto, ON $33,356.92
Part H -Coffee Service William Davids Food Ltd, $7
754.57
Administrative Centre Bowmanville, ON ,
3
2.3 Kwik Snaks and Madison Foods have successfully provided concession services to the
Municipality in the past. William Davids Food Ltd has not worked with the Municipality
before however their references proved to be satisfactory. The level of service and
product being provided will be consistent with that provided in the past.
2.4 The service and maintenance of all equipment will remain the responsibility of the
successful bidder.
2.5 The term of the contract will be March 1, 2009 through to February 28, 2010, with the
option to extend for two (2) additional one year terms pending satisfactory pricing and
service.
2.6 The unit prices quoted will remain firm for first year. Any/all price increase(s) will not
exceed the annual consumer price index, and any price decreases would be passed on to
the Municipality. The Municipality reserves the right to review such increases, continue or
cancel the contract. Further, this contract could be cancelled should the successful bidder
not provide a good standard of service and quality products
COD-076-09
3.0 FINANCIAL IMPLIGATIONS
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3.1 The funds required for the concession supplies will be drawn from Community Services
respective years operating budget.
3.2 When not being purchased for concession usage each department will be responsible for
covering any cost incurred through their respective operating budget.
3.3 Queries with respect to department needs, specifications, etc., should be referred to the
Community Services Department.
3.4 After further review and analysis of the bids by the Community Services Department and
Purchasing, it was mutually agreed that the contract be awarded as broken out in Item
2.2 for the supply of concession items and hot beverage services to the Municipal
Administration Centre and arenas.
Concurrence: Director of Community Services