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File #: 2010-0549    Version: Name: Concession Services - Athletic Fields, Aquatic Center and Sportsplex
Type: MOTION Status: IN BOARD OF TRUSTEES
File created: 10/14/2010 In control: Board of Trustees
On agenda: 11/1/2010 Final action: 11/1/2010
Title: Concession Services - Athletic Fields, Aquatic Center and Sportsplex

Title

Concession Services - Athletic Fields, Aquatic Center and Sportsplex

 

History

In 2006, the Village entered into a one-year concessions agreement with renewable one-year terms for the following four years.  In February 2010, the Village Board approved exercising the option to stay with the existing vendor for the fifth year of the five-year agreement. 

 

The drafting of a Request for Proposals for the 2011 Concession Services was planned to begin earlier than usual to give enough time for a review of the operations of those who submit a proposal.  It was also discussed changes in the type of concessions offered should be considered as well as expanding the menu to include healthier options for our patrons.  Consideration for the possible addition of the Sportsplex concession area and the potential for offering fund-raising days to local organizations were other issues raised. 

 

The RFP for concession services was released on Tuesday, August 3, 2010.   On Thursday, August 12, 2010 site visits were made as part of a pre-proposal meeting with those who intended to respond to allow the potential candidates an opportunity to better understand our facilities and requirements. Five submittals were made including proposals from the existing operator My Concessions, CT Blue (the concessionaire from the Metra Commuter Stations), Bennet Curtis House, Jashees, C & W Concessions.

 

Interviews with Nancy Flores, Kurt Heinlen and Ray Piattoni were held on Thursday, Sept. 16th with all five concessionaires.  A second interview was held with the two most experienced and qualified respondents; Jashees and My Concessions.  These interviews included Trustee Gira, Ellen Baer, Nancy Flores and Ray Piattoni.  There was considerable discussion about the vendors, their proposals and qualifications. 

 

Though the current vendor, My Concessions, has been reliable overall, there were concerns raised both last year and this year that were addressed with the owner on multiple occasions.   The issues raised were related to midday food shortages with no replenishment of supplies, housekeeping and sanitation issues, as well as the lack of attention to the requirement that certain equipment must be shut down nightly for safety reasons.  Despite discussions held about the issues, the problem persisted.  The proposal from My Concessions offered 11% of gross receipts, but the owner indicated a willingness to negotiate if this was an issue.

 

Jashees is an organization based out of Carol Stream, IL who indicated they would partner with a local Papa Johns pizza restaurant that they are affiliated with to provide pizza.  All other food items would be provided through their own suppliers.  This concessionaire offered 18% of gross receipts or a flat fee of $20,000 for all three concessions locations.  This vendor also offered the same arrangement at 18% of gross receipts for any special events from November - March.  Finally, Jashees offered to donate $2,000 annually to athletic organizations from the proceeds.

 

Both vendors interviewed had experience as concessionaires.  Menu offerings for both concessionaires included mostly pre-packaged items.  There were some healthier options brought by Jashees including yogurt parfaits and fruit, but both concessionaires indicated that traditional concession food remains the highest selling offering.  My Concessions provided celery/carrot sticks and granola bars this summer upon request for healthier options from our staff.

 

Following the interviews, the staff and Trustee Gira spoke to several local restaurants that indicated interest in the concessions contract.  Because there was no consensus from the group on a clear front-runner at this time, it was suggested that an item be brought to the Committee for consideration.  This item requests that the RFP be re-advertised in an attempt to see if there might be a concessionaire that could better meet the requirements set forth in the RFP. 

 

On October 18, 2010 the Parks, Recreation & Environmental Initiatives Committee reviewed and approved recommending the re-advertisement of the concessions services RFP.  Staff will include those proposals previously submitted as part of this additional review and all proposals will be ranked according to a set criteria as graded by the evaluation team.  This item was referred to the Board for approval.

 

Financial Impact

The Village currently receives 11% commission on the sales of the concession services vendor with a minimum guaranteed payment of $18,000 per year.  Should sales reach over $300,000, the Village receives payment based on 14% of the incremental sales.

 

Recommended Action/Motion

I move to approve the re-advertisement of the Concessions Services RFP.