HomeMy WebLinkAboutCS 13-25Report to
Executive Committee
Report Number: CS 13-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Beverage Vending Machine Services Provider
Request for Quotation No. Q2024-34
File: A-1440-001
Recommendation:
1. That the quotation submitted by Break Time Vending Services, in response to Request
for Quotation No. Q2024-34 for Beverage Vending Machine Services Provider, offering
c ommission of 54% of sales be accepted;
2. That the Director, Community Services be authorized to execute a Vending Services
Agreement with Break Time Vending Services, and
3. That the appropriate City officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: The purpose of this report is to seek Council’s approval to execute
a Service Agreement with Break Time Vending Services to provide snack vending services
throughout City owned facilities. The term of the agreement is to be for a period of one year.
The City reserv es the right to extend this contract, on an annual basis, for up to four years,
provided that the Company’s performance is satisfactory, and the proposed Consumer Price
Index pricing two months prior to the expiry date of the contract for each subsequent year is
acceptable to the City. The Purchasing Policy (PUR 010; Section 06.12) requires that revenue
generating proposals for services are subject to the approval of Council prior to the Manager
awarding the contract.
Request for Quotation Q2024-34 was posted to the City’s bids&tenders portal on February 11,
2025 and closed on March 13, 2025. Seven respondents submitted quotations. The
Evaluation Committee, consisting of staff from Community Services reviewed and evaluated
the responses received using criteria outlined in the bid document.
All pre-conditions of award required in accordance with the bid document have been reviewed
and approved. The top-ranked response submitted by Break Time Vending Services providing
commissions of 54% of sales is recommended for approval.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Strengthen Existing & Build New Partnerships.
CS 13-25 June 9, 2025
Subject: Beverage Vending Machine Services Provider Page 2
Financial Implications: The revenue to be generated from Break Time Vending Services
will include commission of 54% of sales. Based on the average monthly sales of $23,500.00,
the estimated annual commission at this rate would be approximately $152,280.00.
Discussion: The purpose of this report is to seek Council’s approval to execute a Service
Agreement with Break Time Vending Services to provide snack vending services throughout
City owned facilities. Vending services are provided at City Hall, Chestnut Hill Developments
Recreation Complex, George Ashe Library & Community Centre, East Shore Community
Centre, the Operations Centre, and Don Beer Arena. Other City facility locations may be
added if there is a future requirement. The City also has the right to add other services such as
coffee and fountain drink services to City locations as well.
Request for Quotation Q2024-34 was posted to the City’s bids&tenders portal on February 11,
2025 and closed on March 13, 2025. The term of the agreement is to be for a period of one
year. The City reserv es the right to extend this contract, on an annual basis, for up to four
years, provided that the Company’s performance is satisfactory, and the proposed Consumer
Price Index pricing two months prior to the expiry date of the contract for each subsequent
year is acceptable to the City. Seven respondents submitted quotations. Break Time Vending
Services was the top-ranked respondent offering commission of 54% of sales.
Responses were evaluated and ranked based on the respondent’s experience and
qualifications, similar or related projects, the respondent’s demonstrated understanding of the
project, and their pricing. All pre-conditions of award required in accordance with the bid
document have been received, reviewed and approved.
Attachment: None
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Lauren Gregory Cathy Bazinet, CPPB, NIGP-CPP
Manager, Facilities Maintenance Manager, Procurement
Original Signed By
Vince Plouffe, OAA
Division Head, Facilities Management
& Construction
CS 13-25 June 9, 2025
Subject: Beverage Vending Machine Services Provider Page 3
Approved/Endorsed By:
Original Signed By
Laura Gibbs, MBA, MSc.
Director, Community Services
LG :lg
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer