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PROPOSAL:

Execute Contract for a Management Firm to Operate Diamond Bar Headquarters Cafeteria

SYNOPSIS:

The contract for the management and operation of the Diamond Bar headquarters cafeteria expires on December 31, 1999. On May 14, 1999, the Board authorized the release of an RFP for a management firm to operate the cafeteria. This action is to execute a one-year contract with Food Systems, Inc. to manage and operate the cafeteria.

COMMITTEE:

Administrative, October 15, 1999, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a one-year contract with Food Systems, Inc. for the period of January 1 to December 31, 2000, to manage and operate the Diamond Bar headquarters cafeteria.

Barry A. Wallerstein, D.Env.
Executive Officer

Background

On May 14, 1999, the Board approved the release of RFP #9899-29 to solicit bids for a cafeteria management firm to operate the Diamond Bar cafeteria facility.

AQMD requires cafeteria service that provides quality food and service at a reasonable price and that meets the needs of employees and the agency. AQMD frequently hosts meetings involving varying numbers of non-employees and public meetings at which attendance may be as high as 300 people. The cafeteria is also available to members of the public, staff of agencies leasing space within the building, and those who work in the Gateway Business Park. Increased use of AQMD’s cafeteria is anticipated as a result of new businesses moving into the immediate vicinity.

Outreach

In accordance with AQMD's consulting and contracting policies, a public notice advertising the RFP and inviting bids was placed in the following publications:

 

1. Antelope Valley Press	9. Korea Central Daily	17. Palm Springs Desert Sun
2. Black Voice News	10. La Opinion	18. Philippine News
3. Chinese Daily News	11. La Voz	19. Precinct Reporter
4. Eastern Group Publications	12. Los Angeles Daily News	20. Rafu Shimpo
5. El Chicano	13. Los Angeles Sentinel	21. Riverside Press Enterprise
6. Excelsior, The	14. Los Angeles Times	22. San Bernardino Sun
7. Inland Empire Hispanic News	15. M/W/DVBE Source	23. Santa Clarita Signal
8. Inland Valley Daily Bulletin	16. Orange County Register	24. State of California Contracts Register

Additionally, potential bidders were identified using the Los Angeles County MTA Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD's own electronic listing of certified minority vendors; AQMD Purchasing's mailing list; and AQMD Human Resources' list of interested food service providers. Notices of the RFP were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and were placed on the Internet at AQMD's Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon] and on AQMD's 24-hour telephone message line for bidders (909) 396-2724.

Two hundred sixty-one copies of the RFP were mailed out, in response to which thirteen companies attended the mandatory bidders conference on June 11, 1999. Five bids were received by the deadline of 3 p.m., Friday, July 30, 1999. Of the five, one was from a woman-owned business enterprise, but it did not meet the basic RFP-stated requirements. Several companies indicated they did not submit proposals because they lacked the required insurance coverage or did not feel they could meet the service demands of AQMD’s cafeteria.

The panel evaluating the proposals consisted of four AQMD staff members: Human Resources Analyst, Clerk of the Board, Building/Maintenance Supervisor, and Principal Air Quality Chemist; one female and three males; two African-Americans, one Caucasian, and one Hispanic.

After reviewing proposals and conducting site visits, panel members evaluated proposals on the following criteria: quality of food and service; management and food service experience; financial capacity and fiscal management; budget and menu prices; and Small Business, DVBE and Local Business status.

The evaluation panel recommends the cafeteria management contract be awarded to the top-rated firm, Food Systems, Inc. (see Attachment A).

Resource Impacts

This is a no-fee contract; the revenue generated from the provision of food services supports the costs of the cafeteria.

Attachments

Cafeteria Rater Evaluation Summary

ATTACHMENT A

Cafeteria Proposal Evaluation Summary

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