AGENDA MEMORANDUM

 

 

Meeting Date:           November 13, 2006

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of an agreement with Z-Coffee Corporation to provide food service concessions in the new library café: RFP-06-07 – Award to Z-Coffee Corporation

 

 

Staff Recommendation:

Staff recommends awarding RFP-06-07 to Z-Coffee Corporation and adopting a resolution authorizing execution of an agreement with Z-Coffee Corporation pursuant to RFP-06-07.

 

Analysis:

The new Leesburg Public Library is being built with an area dedicated to a small café or coffee house.  This area is located in the front corner of the library and may be accessed during non-library hours.  The City issued a Request For Proposal  soliciting interested vendors to submit proposals to provide this food service concession.  Of the proposals received, staff selected Z-Coffee Corporation as the winning company.  Z-Coffee Corporation currently operates cafes in the Orlando Public Library and the Winter Park branch of the Orange County Library System.

 

On July 10, 2006 the Purchasing Division advertised a Request for Proposals in the local newspapers.  In addition, the Purchasing Division direct mailed the Request for Proposals to over 300 Lake County food service companies.  The mailing list was obtained from the Lake County Economic Development & Tourisms’ Restaurant Guide.  On August 10, 2006 the Purchasing Division received two responses to the Request for Proposal.  Five City staff members independently evaluated the proposals.  The summary of evaluation scores is attached showing the ratings.  Z-Coffee Corporation has been deemed the most responsive vendor.  Staff rated Z-Coffee Corporation’s proposal as best meeting the needs of the City.

 

The financial highlights of the agreement are as follows:

·         Z-Coffee Corporation will pay 5% of pre-tax gross revenue to the City on a monthly basis as rent for the space.

·         Payments will commence after an initial 3 month grace period.

·         The initial agreement is for a 4 year period.

 

Options:

1.  Approve the resolution authorizing the agreement with Z-Coffee Corporation, or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

There will be little or no fiscal impact from this agreement.  The vendor will pay the City for space rent.  The furniture and fixtures for the Café will be provided by both the vendor and the City.  The City portion is included in the current library construction furniture, fixtures, and equipment budget.

 

 

Submission Date and Time:    11/9/2006 12:22 PM11/8/2006 3:36 PM____

 

Department: _LIBRARY SERVICES___

Prepared by:  _Mike Thornton________                     

Attachments:         Yes__X_   No ______

Advertised:   _X__Not Required ______                     

Dates:   ___July 9, 2006______________                     

Attorney Review :       Yes_X_  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ________RS___________

 

Account No. ______NA_________

 

Project No. _______NA_________

 

WF No. __________NA_________

 

Budget  __________NA_________

 

Available _________NA_________


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH Z-COFFEE TO PROVIDE FOOD SERVICE CONCESSIONS AT THE NEW LEESBURG PUBLIC LIBRARY; AND PROVIDING FOR AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement  with Z-COFFEE CORPORATION, whose address is 1428 E. Semoran Blvd., Suite 107, Apopka, FL  32703,  for providing food service concessions at the Leesburg Public Library pursuant to RFP-06-07.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _13th____ day of _November________ 2006.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk