BOARD MEETING DATE: November 7, 2003
AGENDA NO. 9

Execute Contract for Operation of Diamond Bar Headquarters Cafeteria

SYNOPSIS:

The contract with Food Systems, Inc. for operation of the Diamond Bar headquarters cafeteria expires December 31, 2003. On April 4, 2003, the Board authorized release of an RFP to solicit proposals from firms interested in providing this service for the next three-year period. This action is to execute a contract with California Dining Services for operation of the cafeteria through December 31, 2006.

COMMITTEE:

Administrative, October 10, 2003, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a three-year contract with California Dining Services for the period January 1, 2004, through December 31, 2006.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

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

The current contract with Food Systems, Inc., the cafeteria operator since October 1996 under three consecutive contracts, expires December 31, 2003. On April 4, 2003, the Board approved release of RFP #P2003-25 to solicit proposals from cafeteria management firms interested in operating the Diamond Bar cafeteria facility for the next three-year period.

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	10.	Korea Central Daily	19.	Precinct Reporter
2.	Black Voice News	11.	La Opinion	20.	Press Enterprise
3.	Chinese Daily News	12.	La Prensa Hispana	21.	Rafu Shimpo
4.	Desert Sun	13.	La Voz Publications	22.	San Bernardino Sun
5.	Eastern Group Publications	14.	Los Angeles Daily News	23.	State of California Contracts
6.	El Chicano	15.	Los Angeles Sentinel		Register
7.	El Informador	16.	Los Angeles Times	24.	The Excelsior
8.	Inland Empire Hispanic News	17.	Orange County Register	25.	The Signal
9.	Inland Valley Daily Bulletin	18.	Philippine News	26.	Wave Community Newspapers

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

Bid Evaluation

Twenty-three copies of the RFP were mailed out, resulting in representatives from 11 companies attending the mandatory bidders’ conference on May 15, 2003, and receipt of five proposals when final bidding closed at 3:00 p.m. on Friday, June 13, 2003.

The panel evaluating the proposals included an Executive Director of the Diamond Bar Chamber of Commerce and six AQMD employees, including an Office Assistant, a Principal Office Assistant, a Telecommunications Technician II, an Air Quality Chemist, a Financial Analyst, and the Affirmative Action Officer. Of the seven panel members, one is African-American, one is Asian-Pacific Islander, three are Caucasian, and two are Hispanic; three are female and four are male.

After reviewing proposals and conducting site visits, panel members evaluated proposals according to criteria defined in the RFP, which included quality of food service, management and food service experience, financial capacity and fiscal management, and budget and menu prices. Attachment A summarizes the panel’s ratings.

The evaluation panel recommends the contract be awarded to the firm with the highest rating, California Dining Services.

Resource Impacts

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

Attachment

Evaluation Summary

ATTACHMENT

Evaluation Summary
 

VENDOR	FINAL SCORE	MBE/WBE/DVBE	SMALL BUSINESS
California Dining Services	145.7	No	No
Food Systems, Inc.	135.0	No	Yes
Pedus Service	131.7	No	No
Acores	116.0	No	Yes

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