TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 16, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 23-RFP-17, Micro-Market & Vending Services for a Thirty-Six (36) Month Period with Fox Vending, Inc. in an amount not to exceed $60,000.00, Account 101-15000-612490, Requisition 1608365
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Fox Vending, Inc. to install a self-checkout micro-market at the Barbara J. McGowan Main Office Building and the Stickney Water Reclamation Plant and provide vending services to various District locations.
The purpose of this agreement is to provide and maintain two (2) micro-markets and multiple vending machines at various District locations. Under this contract, the vendor is expected to ensure the micro-markets and machines are stocked with a wide variety of snacks, drinks, and fresh food items and offer healthy options at a reasonable cost to District employees. Micro-markets feature refrigerated cases that can house fresh foods like salads and sandwiches, as well as beverages, fruits, vegetables, and other perishable snacks. They can also feature specialty coffees, dry goods such as energy bars, and other treats. All these items will be restocked regularly by Fox Vending, Inc.
Contract 23-RFP-17 was advertised on March 13, 2024. Bid proposals were received on April 5, 2024, from the following two (2) firms: Compass Group USA, Inc. by and through its Canteen Division; and Fox Vending, Inc.
The two proposals were reviewed and evaluated by a panel consisting of one member each from Procurement, Information Technology, Maintenance & Operations and two members from General Administration. Proposals and presentations were rated on project understanding, compliance with the scope of work, approach to the work, technical competence, and each proposer’s minimum revenue required for micro-market operations.
From the two firms that the District evaluated, Fox Vending, Inc. is the firm recommended. Fox Vending, Inc. presented an understanding of the project based on the District’s needs, complied with the scope of work, demonstrated that they provide customer service, are willing to adapt to any request of the District, provide a wide variety of fresh food options, and presented a lower minimum revenue threshold to sustain operations.
The agreement is scheduled to begin on June 1, 2024, and terminate on June 2, 2027.
The Multi-Project Labor Agreement (MPLA) is not applicable due to the specialized nature of the services required.
The Affirmative Action Ordinance, Appendix A and Appendix V, will not be included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
Fox Vending, Inc. is registered to do business in, and is in good standing with, the State of Illinois.
In view of the forgoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue Fox Vending, Inc. a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $60,000.00.
Funds for the 2024 expenditures in the amount of $11,666.66, are available in Account 101-15000-612490. The estimated expenditures of $20,000.00; $20,000.00; and $8,333.34 for budget years 2025, 2026 and 2027 respectively are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie A. Riedle, Administrative Services Officer, JRM:KL:VA
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, Chairman, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for May 16, 2024