BOARD MEETING DATE: November 6, 2009
AGENDA NO. 3

PROPOSAL:

Execute Contract for Operation of Diamond Bar Headquarters Cafeteria 

SYNOPSIS:

The current contract for operation of the Diamond Bar headquarters cafeteria expires December 31, 2009. On June 5, 2009, the Board authorized release of an RFP to solicit proposals from firms interested in providing this service for the next three-year period. The RFP required proposals to incorporate environmental sustainability practices into cafeteria operations. This action is to execute a contract with California Dining Services for operation of the cafeteria through December 31, 2012.

COMMITTEE:

Administrative, October 9, 2009. Less than a quorum was present during the discussion of this item; the Chairman communicated his concurrence and recommendation that this item be forwarded for Board consideration with no approval or disapproval recommendation from the Committee.

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a three-year contract with California Dining Services for the period January 1, 2010, through December 31, 2012, with an option to extend the contract for up to two additional years at AQMD’s discretion.
 

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. The cafeteria provides catering services for on-site meetings and special events. Additionally, 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 California Dining Services—the cafeteria operator since January 2004 expires December 31, 2009. On June 5, 2009, the Board approved release of RFP #P2009-18 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 Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFP/RFQ has been 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). Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724. 

Bid Evaluation

Twenty-three copies of the RFP were mailed out. Representatives from six companies attended the mandatory bidders’ conference on June 18, 2009, and two proposals were received when final bidding closed at 2:00 p.m. on Tuesday, July 7, 2009.

The evaluation panel consisted of five AQMD employees: an Air Quality Specialist, a Sr. Administrative Secretary, a Human Resources Analyst, a Staff Specialist, and the Business Services Manager. Of the five panel members, one is African-American, one is Caucasian, and three are Hispanic; three female and two male.

After reviewing proposals and conducting site visits, panel members rated proposals according to criteria defined in the RFP, which included quality of food service, management and food service experience, financial capacity and fiscal management experience, commitment to environmentally sustainable practices in operating the cafeteria, and strategies and incentives to encourage patrons to make both environmentally sensitive and healthy choices. The evaluation panel recommends the contract be awarded to the firm with the highest rating, California Dining Services. A summary of the ratings is attached.

Proposal

This action is to execute a three-year contract with California Dining Services for the period January 1, 2010, through December 31, 2012, with an option to extend the contract for up to two additional years at AQMD’s discretion.

Resource Impacts

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

ATTACHMENT 

Evaluation Summary