HomeMy WebLinkAboutOES 31-03
REPORT TO
COUNCIL
Report Number: OES 31-03
Date: September 8, 2003
From:
Stephen Reynolds
Division Head, Culture & Recreation
Subject:
Request for Proposal No. RFP-10-2003
Provision of Soft Drink Beverages and Vending Services
File: C03000
Recommendation:
1.
That Report OES 31-03 regarding Provision of Soft Drink Beverages and
Vending Services be received and that;
2.
The proposal in reply to RFP-10-2003 submitted by Coca Cola Bottling Company
for the provision of soft drink beverages and vending services be accepted;
3.
Staff at the City of Pickering be given the authority to give effect thereto.
Executive Summary:
The current contract for the provision of soft drink beverages and vending machine
services expired August 31,2003.
Proposals have been received and reviewed. From a financial perspective, Coca-Cola
provides the highest return. From the perspective of product variety and added value to
the community, including the contribution to the cost of a new sign for the Pickering
Recreation Complex, the proposal from the Coca Cola Bottling Company should be
approved for implementation.
The Manager, Supply & Services, the Director, Operations & Emergency Services and
the Division Head, Culture & Recreation recommend acceptance of the proposal
submitted by the Coca Cola Bottling Company.
Financial Implications:
CONFIDENTIAL - will be distributed under separate cover.
Report OES 310-03
Date: September 8, 2003
Subject:
Request for Proposal No. RFP-10-2003
Page 2
Background:
Terms of reference for the Request for Proposal No. RFP-10-2003 Provision of Soft
Drink Beverages and Vending Services were provided to nine (9) companies of which
three (3) have responded by the deadline of 12:00 noon Thursday, July 24, 2003.
Proposals have been received from the following vendors:
Superior Vending Services Inc.
World of Vending Limited
Coca Cola Bottling Company
This Request for Proposal covers all City facilities with respect to providing soft drink
beverages and vending machine services for the next ten years.
Staff have reviewed both the quantitative and non-quantitative components of the
proposals from all three vendors. A confidential report and detailed analysis which
includes revenue projection, cash flow analysis, payment schedule to the City, and net
present value of each proposal will be distributed under separate cover.
Upon careful review of all proposals and subsequent analysis of the financial
contribution offered for the purchase of a new pylon sign for the Recreation Complex,
combined with commissions offered, product variety, added value to the community and
from a financial perspective, the Director, Operations & Emergency Services and
Division Head, Culture & Recreation recommend acceptance of the proposal submitted
by the Coca Cola Bottling Company.
This report has been prepared in conjunction with the Manager, Supply & Services who
. concurs with the foregoing.
Attachments:
1.
Supply and Services memorandum dated August 1 , 2003.
CORPO227-07/01
Report DES 310-03
Subject:
Request for Proposal No. RFP-10-2003
Date: September 8, 2003
Page 3
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rations & Emetgency Services
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01"1"
Vera Felgemacher
Manager, Supply & Services
SR:lg
Attachment
Copy: Chief Administrative Officer
Director, Corporate Services & Treasurer
Manager, Supply & Services
Supervisor, Facilities Operations
Recommended for the consideration of
Pickering City Council
I;
CORP0227 -07/01
ATTACHMENT#1-TOREPORT# DES 31-03
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
Date:
August 1, 2003
To:
Steve Reynolds
Division Head, Culture & Recreation
Subject:
Vera A. Felgemacher
Manager, Supply & Services
Request for Proposal No. RFP - 10 - 2003
Provision of Soft Drink Beverages and Vending Services
From:
Terms of reference for the above. request for proposals were provided to nine (9)
companies of which three (3) have responded by the deadline of 12:00 Noon Thursday,
July 24, 2003. Two (2) copies of each proposal are attached for your information and
review.
Preliminary Compliance Checklist
1. Executive Summary of Proposal
2. Conflict of Interest
3. Pricing Details
4. References
5. Addendum No.1 & 2
6. Three (3) copies of proposal
Superior Vending Services . . . . .
World of Vending Services . . . . . .
Coca Cola Company . . . . .
Shriver's Vendin Unable to bid at this time
Note: Item 2 (Conflict of Interest) - Superior Vending Services, Coca Cola Limited - no
comment or disclosure suggests there is no conflict of interest. (Reference: Conflict of
Interest, Item 23,Terms of Reference: This section of a submission shall contain information
respecting disclosure of possible conflict of interest, including any business, financial or other
interest that members of the company they represent may have respecting this project.
RFP 10-2003
August 1 2003
Page 2
We have endeavored to accommodate your request to have submittals available as soon
as possible to provide you with an optimum amount of time to review and consider
proposals. A detailed analysis has been undertaken which includes revenue projection,
cash flow analysis, payment schedule to the City, and net present value (NPV) of. each
proposal, copy attached.
The analysis does not factor in the supply of18 litre size premix soft drink dispensers to the
Recreation Complex. It is simply a product which the City order from time to time for use in
the banquet facilities. Each proposal has included a cost to the City for this item for
consideration.
Be mindful of information identified as confidential within a proposal, which should be
treated as such. It is recommended. you discuss this subject with Clerk's to ensure what
you are preparing in a Report to Council respects any confidentiality request m~de by a
proponent.
. Upon review of proposals and subsequent analysis of the financial contribution offered--for
the purchase of new pylon sign for the Recreation Complex, combined with commissions
offered, product variety, added value to the community and from a financial perspective, it
is recommended the proposal submitted by Coca Cola Company be considered for
acceptance.
Proposals are irrevocable for sixty (60) days from the date of closing (July 24, 2003) as
stated in the City's Terms of Reference.
If you require further information or assistance, please feel free 0 contact me.
i
cJ
Vera A. Felgemacher
VF
Attachments: Analysis Dated August 1, 2003
Copy for: Director, Corporate Services & Treasurer