TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authorization to extend the agreement with Ace Coffee Bar, Inc. for Contract 14-RFP-01 (Re-Bid) to Provide Vending Machines at Various Locations for an additional Six (6) Month Period. (Deferred from the May 7, 2020 Board Meeting)
Body
Dear Sir:
On June 5, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to enter into an agreement with Ace Coffee Bar, Inc. for Contract 14-RFP-01 (Re-Bid) to Provide Vending Machines at Various Locations for a Thirty-Six (36) Month Period. On February 2, 2017 the Board of Commissioners authorized the Director of Procurement and Materials Management to exercise the option to extend the agreement for an additional thirty-six (36) month period. The contract expires on May 31, 2020.
A replacement contract was scheduled to be in place by May 31, 2020. However, there is concern of the level of response the District would receive to an RFP at this time, given the widespread upheaval COVID-19 has had on local small business. It is recommended that the District be allowed to wait until the local vending industry has had the chance to rebound from the effects of COVID-19. The current vendor owns all the vending equipment in use at the District so there will be no cost to the District, or service disruption to extend the current contract.
This option to extend is in compliance with the Illinois Criminal Code since the circumstances were unforeseen at the time the original contract was signed, and it is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to extend the agreement with Ace Coffee Bar, Inc. for Contract 14-RFP-01 (Re-Bid) for an additional six (6) month period from May 31, 2020 to November 30, 2020.
Requested, Eileen M. McElligott, Administrative Services Officer, JRM:CO
Recommended, Darlene A. LoCascio, Director of Procurement & Materials Management
Respectfully Submitted, Barbara J. McGowan, 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 21, 2020