South Coast Air Quality Management District

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Execute Contract for 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, 2000. On May 19, 2000, the Board authorized the release of an RFP to select a cafeteria management firm. This action is to execute a three-year contract with Food Systems, Inc. to manage and operate AQMD’s cafeteria.

COMMITTEE: 

Administrative, October 13, 2000, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a three-year contract with Food Systems, Inc. for the period January 1, 2001 through December 31, 2003.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

AQMD contracts with a cafeteria management firm to provide quality food service at a reasonable price to meet agency needs. Cafeteria services are used by employees, those doing business and attending meetings at AQMD, members of the public, staff of agencies leasing space within the building, and those who work in the Gateway Business Park.

The current one-year contract with Food Systems, Inc. expires December 31, 2000. On May 19, 2000, the Board approved the release of RFP 0001-21 to solicit proposals from cafeteria management firms interested in operating AQMD’s cafeteria facility.

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. Copies 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.

Proposal Evaluation

Seventy-three copies of the RFP were mailed out, in response to which six companies attended the mandatory bidders conference on June 16, 2000. Two bids were received by the deadline of 3 p.m., Friday, July 14, 2000. 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: a Senior Enforcement Manager, an Air Quality Engineer II, a Financial Analyst and a Secretary. Of these, two are male and two are female; one is African-American and three are Caucasian.

After reviewing proposals, conducting site visits, and interviewing bidders, 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).

Additionally, during the Board’s Administrative Committee meeting, the Committee requested that the contractor allow the AQMD use of the cafeteria facility for special events on a limited basis. Such provision will be included in the contract.

Resource Impacts

This is a no-fee contract; the cafeteria management firm generates its own revenue to cover operating costs.

Attachment

Cafeteria Rater Evaluation Summary

ATTACHMENT A

Cafeteria Rater Evaluation Summary
 

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