Title
Centennial Park and Ball Field Concessions RFP 24-007
History
On February 16, 2024, the Village issued RFP 24-007 (attached) to solicit proposals to operate the Villages concession stands at Centennial Park, John Humphrey Complex, and Centennial Park Aquatic Center in 2024, 2025 and 2026, with an option to renew in 2027 and 2028. A non-mandatory preproposal meeting/tour was held on February 23, 2024. The proposal submission deadline was 11:00 a.m., March 11, 2024.
Proposals (attached) were received from RV Concessions and PM Concessions.
PM Concessions has been in operation since 2013, originally hosting food booths at fairs and festivals in Ohio. The owner/operator has since relocated to Illinois and has operated the Dellwood concession stand for the Lockport Park District for the last three years. Additionally, PM Concessions recently secured a contract with the University of Illinois - Chicago (UIC) to run concessions at the 1300 seat Curtis Granderson Stadium.
RV Concessions has operated as many as 11 seasonal park district concession stands. RV currently operates stands for the Palatine, Elk Grove and West Chicago Park Districts. RV Concessions has operated the Village’s concessions operations since 2018 and is a subsidiary of Rocco Vino’s in Orland Park.
Staff conducted interviews with both proposers on March 25, 2024.
PM Concessions appears to be capable, with strengths in recruiting and staff management. RV Concessions conveyed a greater depth of experience in the operation of high demand and volume concession stands and food service operations. Key to RV’s capability is local support. During peak periods, concessions personnel are able to call upon the local restaurant for food and personnel support. Additionally, RV Concessions possess an inventory of equipment which supports the Village’s concessions operations.
In 2023, RV Concessions paid the Village 5% of Centennial and John Humphrey gross revenues totaling $6,002 and 10% of pool gross revenues totaling $18,916.30 for a total of $24,918.70.
PM Concessions proposed a commission of 15% - 20% in 2024, 2025 and 2026, as well as in the optional renewal years of 2027 and 2028.
RV Concessions proposed a 5% commission for the ballfield operations in 2024, 2025 and 2026, increasing in the optional renewal years to 6% in 2027 and 7% in 2028. RV’s proposal included a 10% commission for the Centennial Park Aquatic Center (CPAC) in 2024, increasing to 11% in 2025, and 12% in 2026, as well as 12% in the optional renewal years of 2027 and 2028.
Staff reached out to both vendors to request best and final proposals.
PM Concessions changed the proposed percentage to 20% - 25%
RV Concessions changed the proposed percentage to 15% for the Centennial and John Humphry concession stands and 20% for CPAC.
While the PM Concessions commission proposal is a higher percentage, staff is concerned that PM does not possess the depth of experience, nor the necessary staff, and support to handle the large volume and demand required to successfully provide concession services for Village ballfields and CPAC.
RV Concessions has demonstrated a strong operational understanding of the Village’s concessions stands. RV’s commitment to cleanliness, attentive customer service, cooperation with Village requests and initiatives, and consistently reliable services make RV Concessions a sound vendor to operate the Village’s concession stands.
Staff recommend awarding RFP 24-007 to RV Concessions for 2024, 2025 and 2026 with an option to renew for two additional years in 2027 and 2028.
Financial Impact
Based on gross sales of $309,211 in 2023, the increased percentage of gross revenues paid to the Village could result in earnings of $18,007.20 for Centennial and John Humphry concession operations and $37,832 for Centennial Park Aquatic Center operations.
Recommended Action/Motion
I move to approve awarding RFP 24-007 Centennial Park Aquatic Center & Ball Field Concessions to RV Concessions for a 15% commission for the Centennial Park and John Humphrey concession stands and 20% commission for the Centennial Park Aquatic Center in 2024, 2025 and 2026, with the option to renew for two additional years 2027-2028;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.