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HomeMy WebLinkAboutCOD-042-05 CI!J!iggton REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: September 19, 2005 Report #: COD-042-05 File#_ By-law # Subject: REQUEST FOR PROPOSAL RFP2005.7 - 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-042-05 be received; 2. THAT Kwik Snacks, Toronto, Ontario be awarded Part A; 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 $121,871.97; 3. THAT Humpty Dumpty, Brampton, Ontario be awarded Part B of the contract to supply and deliver Snacks to the Concession Stands for a one year term for an approximate annual value of $6,112.35; 4. 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; 5. That the contracts be award for a second and third term pending satisfactory pricing and delivery; 6. THAT the funds required be drawn from the respective Community Services operating budgets. ! Submitted by: Reviewed byQ~---~ Franklin Wu, Chief Administrative Officer oe Carauna Director of Community Services MM\LAB\sm COD-042-05 Page 2 BACKGROUND AND COMMENT A request for proposal was publicly advertised and issued with bid documents being issued to twenty-five firms. Attached is “Schedule A” summarizing the bids which were received by the Municipality. Representation from the Community Services Department and Purchasing reviewed and scored each proposal. Upon completion of the document review by the selection committee the following companies are being recommended for the concession contract. Section Company Estimated Cost Part A - Confectionary Kwik Snacks, Toronto, ON $7,621.07 Part B – Snack Items Humpty Dumpty, Brampton, ON $6,112.35 Part C – Perishables Kwik Snacks, Toronto, ON $62,728.47 Madison Food And Beverage Part D – Hot Beverages $22,018.10 Company, Orillia, ON Part E – Baked Goods Kwik Snacks, Toronto, ON $12,941.46 Part F – Dairy Products Kwik Snacks, Toronto, ON $18,349.25 Part G – Paper Products Kwik Snacks, Toronto, ON $20,231.72 The request for proposal allowed the bidders the opportunity to include operating equipment such as microwaves, coffee makers, hot chocolate machines, nacho and popcorn equipment. As part of the contract conditions, the unit prices submitted are estimates only based on previous usage in 2004, and subsequently there is no penalty assessed should these usage figures not be met. Included as part of Madison County’s bid submission is the supply and installation of the necessary coffee and hot chocolate equipment. The servicing and maintenance of all equipment will remain the responsibility of the successful bidder. The term of the contract will commence on November 14, 2005 and to expire on November 13, 2006, with the option to extend for two additional one year terms pending satisfactory service and pricing. The unit prices quoted will remain firm for ninety days. Any price increases 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. The required funds will be drawn from the Community Services respective years operating budget. Queries with respect to the department needs, specifications, etc. can be directed to the Director of Community Services. COD-042-05 Page 3 The subject firms with the exception of Madison Food and Beverage Company have been suppliers for concession items in the past years and have provided satisfactory service to the Municipality of Clarington. Madison Food and Beverage Company references were satisfactory. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 Schedule A Bid Summary RFP2005-7 Supply of Concession Items Wonderland Kwik Humpty Madison Golden Cup Amey’s Sun-Up Food & Equip Snack Dumpty County Coffee Services Distributing Part A No Bid $52,215.99 $44,598.12 No Bid No Bid No Bid No Bid 45 Part B No Bid $6,031.43 $5,839.80 $6,112.35 $4,011.40 No Bid No Bid 1 Part C $16,054.02 No Bid $62,728.47 No Bid No Bid No Bid No Bid 2 Part D $1,856.00 No Bid $22,535.21 No Bid $22,018.10 $ 27,083.25 No Bid Part E No Bid $13,748.69 $12,941.46 No Bid No Bid No Bid No Bid 6 Part F No Bid No Bid $18,349.25 No Bid No Bid 0 No Bid $16,691.49 3 Part G $2,682.25 $22,799.01 $20,231.72 No Bid $9,829.75 No Bid No Bid Maximum price increase nd 2 year 3% 3% 5% Not ProvidedNot ProvidedNot Provided Not Provided rd 3 year 3% 3% 5% Not ProvidedNot ProvidedNot Provided Not Provided 1.Wonderland Part C Bid on Popcorn and Nachos only 2.Wonderland Part D Bid only on Cappuccino Mix 3.Wonderland Part G bid only on French Fry Containers, Nacho Trays & Plastic Cutlery 4.Humpty Dumpty pricing is based on larger package size than other bidders 5.Madison County Part B not all products priced and small product. 6.Amey’s did not bid on all products. When identical items compared they are higher than Kwik Snacks.