Title
Concession Services - Athletic Fields, Centennial Park Aquatic Center, and Village Special Events
History
On September 18, 2014, the Village issued a request for proposals for Village concession services at Centennial Park, John Humphrey Complex, the Centennial Park Aquatic Center and approximately 10 Village special events with a deadline of October 14, 2014. A pre-proposal meeting was held on October 1, 2014 to allow potential vendors to view each Village concession facility.
The RFP outlined clearly that proposals would be evaluated on specific criteria including: percentage and/or guaranteed revenue proposal to village; menu offerings; pricing of menu items; proposed staffing plans; supervisors structure and plan; athletic organization donation proposal; daily sanitation plan for operational hours and closing; book keeping and financial records submitted to village; and capital improvement plans (if any).
Proposals were received from: Jay Vending Company, David Apps (dba OP Snack Shack), and Robert McCarthy (aka Big Jims Catering Inc.). Both David Apps and Robert McCarthy attended the optional pre-proposal meeting and tour. Robert McCarthy’s proposal was considered non-responsive as it was missing required submittal documents.
On October 30, 2014, interviews were conducted by the evaluation team including members of staff and Trustee Patricia Gira. Representatives from OP Snack Shack and Jay Vending Company were interviewed regarding their submittals. The attached proposal certification summary sheet and the highlights document provide additional details on the proposals.
Jay Vending Company has served as the Village’s concessionaire since 2011 and has been very successful in this endeavor. They have provided a minimum commission of $25,000 per year regardless of sales. In addition, the Village receives 15% on all sales above a $200,000 threshold each year. Over the past four years Jay Vending has been very responsive to Village requests related to menu options, pricing, and operating hours. Upon request, Jay Vending has also provided concessions for Village special events such as the Centennial West Concert Series, the Fourth of July, and the Great Pumpkin Party among others.
Jay Vending's proposal provides for the addition of several new healthy menu items such as wraps, grab-n-go fruit and veggies. They also proposed adding new item options such as an Italian roast beef sandwich and iced coffee. The proposal included other new endeavors such as adding compartmentalized recycling containers to venues they serve; creation of a custom souvenir cup with Orland Park and/or youth organization logos sharing the earned revenue from cups sales with the organizations; utilize an Apple POS system which will provide greater detail in reporting; add WiFi to their concessions operation at JHC to permit use of credit cards by patrons.
Based upon the Jay Vending Company’s interview, previous performance, and guaranteed commission structure, the interview team recommends awarding the Village concession contract to Jay Vending Company for 2015 through 2017, with the option to renew for two additional years.
On November 17, 2014, this item was reviewed and approved by the Parks and Recreation Committee, recommended for approval and referred to the Village Board of Trustees for consideration.
Financial Impact
Jay Vending Company proposes a guaranteed commission structure which increases 4% per year for four years, leveling off on the fifth year. In addition, Jay Vending Company will provide a 15% commission on sales above the $200,000 threshold.
Jay Vending Guaranteed Commission Proposal:
• 2015: $25,000.00
• 2016: $26,000.00
• 2017: $27,040.00
• 2018: $28,121.60
• 2019: $28,121.60
Recommended Action/Motion
I move to approve awarding the concessions services to Jay Vending for a three-year contract, 2015 through 2017, with an option to renew for two additional years at the Village's sole discretion.