City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize the release of a Request for Proposals
(“RFP”) for beverage vending machine services at selected parks and recreation
facilities within Culver City.
BACKGROUND/DISCUSSION:
During fiscal year 1999-2000, the City Council directed staff to identify an initial
“demonstration” project for implementing a sponsorship program. As a result of this
process, the City entered into a five-year agreement with Coca-Cola Bottling
Company of Los Angeles to provide beverage vending services at Culver City parks
and recreation facilities. The termination date of the agreement was July 31, 2006.
At the meeting of August 14, 2006, the City Council approved an amendment to the
contract with Coca-Cola Bottling Company of Los Angeles for the provision of
beverage vending machine services at parks and recreation facilities to: 1) extend its
terms for an additional one-year period and; 2) add the stipulation that only
“Healthier Beverage Choices” as defined in SB 965 will be offered.
Subsequent to the August 14, 2006 Council meeting, beverage vending machines
were removed from various parks due to low sales. The change to healthier
beverage choices was made over several months as machines were refilled with
new product. A Coca-Cola representative informed staff that as of January 1, 2007,
the transition was complete. It is difficult to assess the impact of the changes to the
existing beverage vending machine program, since the process of both removing
low-volume machines and substituting healthier beverage choices extended through
Meeting Date: 4/09/07 Item Number: C-5
AGENDA ITEM: Authorize the Release of a Request for Proposals for Beverage
Vending Machine Services at Selected Parks and Recreation Facilities within
Culver City.
Contact Person/Dept.: Patricia Mooney,
PRCS Senior Management Analyst
Phone Number: (310) 253-6668
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master Notification List (04/04/07); Parks and Recreation
Commission (04/03/07).
Department Approval:
William La Pointe (3/26/07)
City Attorney Approval:
Carol Schwab (by H. Iker) (04/02/07)
City Controller Approval:
Marlee Chang (04/03/07)
City Manager Approval:
Jerry B. Fulwood (04/04/2007) City of Culver City, California
City Council Agenda Item Report
the end of 2006. In addition, Coca-Cola has been experiencing a dramatic increase
in incidents of vending machine vandalism over the past few months. Such
incidents have occurred in at least one Culver City park and may have had a
negative impact on beverage sales.
Should the City Council authorize the release of the RFP this evening, the following
table provides tentative dates for the next steps in this process:
Item Date
Publication and Mailing April 19, 2007
Opening by City Clerk May 10, 2007
Consideration of Award of Contract by City Council June 25, 2007
New Contract Effective Date August 1, 2007
FISCAL ANALYSIS:
There are no costs associated with this item beyond those of advertising the bids,
and there are sufficient funds in the current budget for the advertising expense.
ATTACHMENTS:
1. Notice Requesting Proposals – Request for Proposals for Beverage Vending
Machine Services in Selected Parks and Recreation Facilities within Culver
City.
MOTION:
That the City Council:
1. Authorize staff to release the Request for Proposals for Beverage Vending
Machine Services in Selected Parks and Recreation Facilities within Culver City.
MEETING DATE: April 9, 2007
AGENDA ITEM: Authorize the Release of a Request for Proposals for
Beverage Vending Machine Services at Selected
Parks and Recreation Facilities Within Culver City.
ATTACHMENTS
Pages
1. Notice Requesting Proposals — Request for Proposals for 1-7
Beverage Vending Machine Services at Selected Parks
and Recreation Facilities Within Culver City.NOTICE REQUESTING PROPOSALS
RFP # 1351
Notice is hereby given that sealed proposals will be received by the City of Culver City,
California, for furnishing the following:
REQUEST FOR PROPOSALS FOR BEVERAGE VENDING MACHINE SERVICES AT
SELECTED PARKS AND RECREATION FACILITIES WITHIN CULVER CITY
in strict accordance with the Specifications on file in the office of the CITY
PURCHASING OFFICER, 4343 Duquesne Avenue, Culver City, California, 90232.
Copies of specifications and proposal documents may be obtained from the
PURCHASING OFFICE at that address, telephone number (310) 253-6550.
Original and two copies of the proposal must be filed with the CITY CLERK in CITY
HALL, 9770 Culver Boulevard, Culver City, California, 90232, not later than
3:00 p.m.
on May 10, 2007, at which time they will be publicly opened in the Council Chambers on
the first floor of City Hall. Facsimile proposals will not be accepted. Any bidder may
withdraw his proposal, without obligation, at any time prior to the scheduled closing time
for receipt of proposals. A withdrawal will not be effective unless made personally or by
telephonic notification received prior to the closing date. Proposals may later be
referred to the City Council for appropriate action. The City reserves the right to reject
any or all proposals as the best interests of the City may dictate.
By:
Ela Valladares, Deputy City Clerk
Published in The Culver City News on April 19, 2007
9770 CULVER BOULEVARD CULVER CITY, CA 90232-0507SECTION I. City of Culver City Background
The City of Culver City ("the City"), incorporated in 1917, operates under a charter
originally adopted in 1947 and has a Council/City Manager form of government. The
five-member Council is elected at-large. The City is a full-service city with its own
police, fire, refuse disposal, municipal bus, and other ancillary services. The City
located on the Westside of Los Angeles County, generally situated north of LAX,
southwest of Santa Monica, south of Beverly Hills and southwest of West Hollywood.
The City is five square miles with a residential population of slightly over 41,000 and a
daytime population of approximately 250,000. The City maintains, preserves and
repairs 18 city-wide landscaped median strips, parkways, parkettes, parks and other
landscaped areas. This totals approximately 111 acres. Five (5) recreational facilities
are included in these parks.
SECTION II. Project Overview
The purpose of this project is to provide beverage vending machine services with the
terms, conditions and specifications contained in this document. Under the scope of
this RFP, the selected beverage vending machine service provider shall (1) Install
eleven (11) machines in City parks; (2) Vend only "healthier beverage choices" as
defined by the California "Health Beverage Bill," SB 965. (3) Sell beverages to the
public at a reasonable price, to be determined during negotiations with the City; (4)
Provide a sales commission to the City; (5) Provide twenty-four hour repair response
for malfunctioning machines; (6) Provide forty-eight hour graffiti response on all
machines.
SECTION III. Scope of Work
Upon acceptance of the successful proposal to the RFP, the selected provider will
utilize the "Scope of Work" as part of the contract entered in with the City. The qualified
vendor will provide the following services:
1.
Install eleven (11) beverage machines (the "Machines"), three (3) in recreation
facilities and eight (8) in park locations. Each Machine shall have a steel door
and beverage vending industry standard vandal-resistance and safety features.
The City shall specify each of the eleven locations for the Machines.
2.
Vend only "healthier beverage choices" as defined by the California "Health
Beverage Bill," SB 965. These guidelines require that beverages sold to the
public in vending machines must be:
•
Fruit-based and vegetable-based drinks that are at least 50% juice without
added sweeteners
• Drinking water without added sweeteners
• Milk products including 2%, 1%, nonfat, soy, rice and other similar non-
dairy milk
•
An electrolyte replacement beverage that contains no more than 42 grams
of added sweetener per 20-ounce serving
City of Culver City RFP #XXXX
Request for Proposals for Beverage Vending Machine Services in Selected Culver City Parks and Recreation Facilities
- 1 -
Anarrh 9nn73. Sell beverages to the public at a reasonable price, to be determined during
negotiations with the City. Vendor shall not change the sales price without first
obtaining the permission of the City. It is understood by the parties hereto that
the sale price of beverages may from time to time fluctuate based on a variety of
factors, and the parties hereto will consult and agree in good faith on a
reasonable sale price.
4. Provide a sales commission to the City. The manner in which said sales
commission will be calculated and remitted will be determined during
negotiations with the City.
5. Provide repair response for all damaged, disabled and malfunctioning Machines
on the first available business day, Monday through Friday, excluding weekends
and holidays, and provide the City with a repair response telephone number.
Vendor shall maintain sufficient replacement parts for the Machines so as to
enable damaged, disabled or malfunctioning Machines to be repaired at the
Machine's location. In the event Vendor shall be called by the City for repair
response, Vendor agrees to have a repair response person on scene within
twenty-four (24) hours, on the first available business day, Monday through
Friday, excluding weekends and holidays. Any and all repairs shall be
undertaken and completed as soon as reasonably possible. In the event a
Machine shall be damaged, disabled or malfunctioning to the point where repair
is impossible or impractical, Vendor agrees to replace the damaged, disabled or
malfunctioning Machine within forty-eight (48) hours with a replacement Machine,
on the first available business day, Monday through Friday, excluding weekends
and holidays.
6. Provide graffiti response for all Machines and recycling containers seven days
per week, including weekends and holidays, and provide the City with a graffiti
response telephone number. In the event Vendor shall be called by the City for
graffiti response, Vendor agrees to have a graffiti response person on scene
within forty-eight (48) hours.
7. Vendor specifically agrees that Vendor shall not in any manner use the name of
the City of Culver City, nor the City Seal nor any City logotype, for advertisement
or any other purpose, without the express prior written consent of the City
Council.
SECTION IV. Proposal and Additional Information
By submitting a proposal, the bidder represents that he or she has thoroughly examined
and become familiar with the work required under this RFP and that he or she is
capable of performing quality work to achieve the City's objectives. To be fully
considered, the candidate shall comply with the following format and response items
instructions:
1. MATERIAL SUBMITTAL: Submittal material shall be bound, including a Cover
Sheet, Table of Contents, and a completed Attachment A.
City of Culver City RFP 0000(
Request for Proposals for Beverage Vending Machine Services in Selected Culver City Parks and Recreation Facilities - 2 -
March 2007
3
•2. LENGTH OF PROPOSAL: Submitted proposal shall be limited to 20 pages in
length, exclusive of requested proposal items.
3. LETTER OF INTEREST: Provide a letter that expresses the candidate's interest
and strengths in the proposed project.
4. PROJECT TEAM: An outline of the firm's background, qualifications, and ability
to perform the services required. A list of the personnel proposed to be
employed on the project, their relationship to it, and their qualifications and
experience to effectively manage the scope of services.
5. RELEVANT EXPERIENCE: Detailed summary of the relevant experience of the
firm with emphasis place on those areas and qualification showing the capability
to effectively develop and manage the scope of services.
6. REFERENCES: Provide a list of a minimum of three (3) current references that
will be willing to discuss the work of your firm and/or performance. References
shall include the names of the clients, contact names and phone numbers,
addresses, and brief descriptions of the project(s).
7. COST PROPOSAL: Provide a detailed cost proposal and standard billing rate
sheets, including all associated fees, labor, providing an itemized rate schedule
that identifies personnel and expenses, including any proposed cost for sub
consultants. The City shall not, in any event, be liable for any pre-contractual
expenses incurred by consultant, in the preparation of their proposals.
8. WORKLOAD: Provide a detailed outline of the firm's current workload and ability
to provide timely services.
9. WORK SAMPLE: Must submit a representative sample of photographs of
existing vending sites.
10.ADDITIONAL INFORMATION: Submit any additional information or
recommendations supporting the proposal.
The City reserves the right to reject a nonconforming proposal or to require a bidder to
provide supplemental information or an amended proposal if the bidder's filing does not
conform to the requirements of this RFP.
SECTION V. Proposal Submission
Bidders shall submit an original and two (2) copies of its proposal in a sealed envelope
to the City on the date and at the place specified below. The submittal shall clearly
identify the consultant on the outside with firm name, address and shall be marked as
follows: "PROPOSAL FOR BEVERAGE VENDING MACHINE SERVICES."
Submission of a proposal pursuant to this RFP shall constitute acknowledge and
City of Culver City RFP #)000(
Request for Proposals for Beverage Vending Machine Services in Selected Culver City Parks and Recreation Facilities - 3 -
March 2007
L\acceptance of al terms and conditions. No proposal shall be considered complete until
all information required by this RFP has been furnished to the City.
Proposals must be received no later than 3:00 P.M., Pacific Daylight Time on May
10, 2007. Proposals received after this time will not be accepted and will be returned to
the consultants unopened.
Any City changes to this RFP will be made by written addendum. No verbal
modification will be binding. Response from the City will be communicated in writing to
all recipients of this RFP, and will be e-mailed, faxed or mailed depending on the time
element remaining before the RFP submittal date. All proposals, reports and data
submitted to the City shall become the property of the City of Culver City and will not be
returned.
SECTION VI. Selection of Consultant / Evaluation
If a bidder submits a complete proposal by the City's deadline, the proposal will be
evaluated in accordance with the needs of the City. The consultant selection procedure
is a qualification and cost based process. A selection committee will review the
proposals and consultants will be evaluated based on qualifications and experience of
staff and/or sub consultants; ability to meet the present and future televising and
broadcasting needs of the City; and responsiveness to this REP and completeness of
the information provided. Directly applicable public sector experience is highly
desirable. The City shall have the absolute discretion in determining the applicability
and weight or relative weight of some or all of the criteria listed above.
Notwithstanding other provisions of this RFP, the City reserves the right to reject the
entire proposal or any part thereof and to waive any informality in the proposal process
when to do so would be to the advantage of the City. It is further within the right of the
City to reject proposals that do not contain all elements and in formation requested in
this documentation. Furthermore, through the issuance of this RFP and receipt of
proposals does not commit the City to award a contract. Proposal information will not
be made public until an award has been made. All costs incurred by the consultant
shall be at the consultant's expense.
The City reserves the right to postpone opening in response to this RFP, to negotiate
with other than the highest-ranked consultant should negotiations with the highest-
ranked consultant be terminated, or to cancel all or part of this REP.
SECTION VI. Insurance Requirement
The City will require the selected bidder to comply with the City's insurance
requirements, including proof of Comprehensive General Liability, Automobile Liability,
and Workers' Compensation Insurance. Proof of insurance shall consist of Certificate of
Insurance and Special Endorsement Form, as attached.
City of Culver City RFP #)OCXX
Request for Proposals for Beverage Vending Machine Services in Selected Culver City Parks and Recreation Facilities -4 -
."(1/17 sSECTION VII. Equipment Walk-Through
N/A
SECTION VIII. Contact Information
Questions concerning this REP should be directed to Patricia Mooney, PRCS Senior
Management Analyst at (310) 253-6668. Interested bidders must still submit a
response to this REP by the filing deadline regardless of whether their questions have
been answered.
Completed proposals should be submitted to:
Office of the City Clerk
City of Culver City
9770 Culver Boulevard, 1 st Floor
Culver City, CA 90232
City of Culver City RFP #)000(
Request for Proposals for Beverage Vending Machine Services in Selected Culver City Parks and Recreation Facilities - 5 -
Marrh 911137Attachment 1
LOCATION OF SELECTED PARKS AND RECREATION FACILITIES
Facility Name Location
OUTDOOR LOCATIONS
Carlson Park Braddock Drive at Motor Avenue
Culver City Park Duquesne and Jefferson
Culver West Alexander Park 4162 Wade Street
Fox Hills Park
Green Valley Circle and
Buckingham Parkway
Lindberg Park 5401 Rhonda Way
Syd Kronenthal Park 3459 McManus Avenue
Tellefson Park
Washington Place and Tilden
Avenue
Veterans Park 4117 Overland Avenue
INDOOR LOCATIONS
Pool Locker Room 4175 Overland Avenue
Teen Center 4153 Overland Avenue
Senior Center 4095 Overland Avenue
City of Culver City RFP #XXXX
1. Request for Proposals for Beverage Vending Machine Services in Selected Culver City Parks and Recreation Facilities - 6 -
March 2007