AGENDA - Special Council - 20080129Spare
SPECIAL COUNCIL
AGENDA
NO.08-03
THURSDAY, JANUARY 29, 2008
IMMEDIATELY FOLLOWING THE
SPECIAL GENERAL COMMITTEE -BUDGET
MEETING AT 7:00 PM
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
25/01/08
AURORA
TOWN OF AURORA
SPECIAL COUNCIL MEETING
AGENDA
NO. 08-03
Tuesday, January 29, 2008
IMMEDIATELY FOLLOWING THE
SPECIAL GENERAL COMMITTEE — BUDGET AT 7:00 PM
Council Chambers
I DECLARATIONS OF PECUNIARY INTEREST
Il APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Corporate Services Department be
approved as presented.
/I/ ITEMS REQUIRING DISCUSSION
IV READING OF BY-LAWS
RECOMMENDED:
THAT the following listed by-law be given 1st, 2nd and 3rd readings, and
enacted:
4995-08.0 BEING A BY-LAW to confirm actions by Council pg. 7
resulting from the special meeting 08-03 on January
29, 2008
V ADJOURNMENT
Special Council Meeting No. 08-03 Page 2 of 2
Tuesday, January 29, 2008
AGENDA ITEMS
LS08-001 —Award of Consolidated Facility Concession pg. 1
and Vending Contract
(deferred from January 15, 2008 General Committee meeting)
RECOMMENDED:
THAT Council approve the award of the Concession and Vending
Services Contract to Global Food Services Incorporated for concession
and vending services at all Town of Aurora facilities.
2. Extract from Special General Committee pg. 6
Closed Session January 29, 2008
Re: Memorandum of Understanding regarding 320 Wellington Street East
RECOMMENDED:
THAT the Mayor and Clerk be authorized to execute the Memorandum of
Understanding between the York Catholic District School Board and the
owner of 320 Welling Street East, dated November 9, 2007.
SPECIAL COUNCIL - JANUARY 29, 2008 AGENDA ITEM # 1 - 1
EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08-03
.HELD ON TUESDAY, JANUARY 15, 2008 & ADOPTED AT
COUNCIL ON TUESDAY, JANUARY 22, 2008
22. LS08-001 —Award of Consolidated Facility Concession
and Vending Contract
General Committee recommends:
THAT report LS08-001 — Award of Consolidated Facility Concession and
Vending Contract be deferred to the January 22, 2008 Council meeting; and
THAT the legal advice pertaining to this matter be referred to Closed
Session after this meeting.
CORRESPONDENCE SENT BY.
ACTIONDEPT: Leisure Services
INFO DEPT:
CARRIED
-1-
SPECIAL COUNCIL - JANUARY 29, 2008 AGENDA ITEM # 1 - 2
AGENDA ITEM # r
TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No.LS08M1
SUBJECT: Award of Consolidated Facility Concession and Vending Contract.
FROM: Allan D. Downey, Director of Leisure
DATE: January 15.2008
AdaMdRECOMMENDATIONS ? (�
c r Amended (i 9
Data man la od o✓; - 3 �,
THAT Council approve the award of the Concession,a(�_d tra
to Global Food Services incorporated for concessio" Ind vending services.,a
Town of Aurora facilities for a five (5) year term with an option to extend for an
additional 5 year term.
Effective June 30t', 2007 the concession services, snack food, warm drink and cold drink
Vending Service Contracts with Recreation Leisure Services and Coca-Cola Bottling have
expired at; the Aurora Community Centre, Aurora Recreation Complex, Aurora Leisure
Complex, Town Hall and Town Park locations. Staff re-released a consolidated Request for
Proposal LS2007-99 for concession and vending services at the above Town of Aurora
facilities, excluding Town Park, on October 9d', 2007. Request for Proposal LS2007-99 had
the following attached Terms of Reference as approved by Council May 15t', 20b7.'A
mandatory site meeting was conducted on October 16e', 2607. A total of four (4) firms
attended the mandatory site meeting. Request for Proposal LS2007-99 closed on October
23`d, 2007 and three (3) firms submitted proposals.
COMMENTS
LS2007-99 Facility Concession and Vending Terms of Reference:
For the service provision of over the counter snack bar services at:
1) Aurora Community Centre.
2) Aurora Recreation Complex snack bar location.
3) Aurora Public Library snack bar location.
For the service provision of over the counter snack machine, warm drink and cold drink
vending at:
1) Town Hall
2) Aurora Community Centre
3) Aurora Recreation Complex
4) Aurora Leisure Complex
All vending locations at each of the above noted buildings will be assigned and approved
by the Town of Aurora.
/2
-2.
SPECIAL COUNCIL - JANUARY 29, 2008 AGENDA ITEM # 7 - 3
January 15, 2008 -2- Report No. LS0S-001
All Bidders must have a minimum of 5 years experience in food and beverage service
provision.
1. The Operator will lease the assigned snack bar space at each of the above noted
buildings and all vending services atthe buildings noted above. The Operatorwill paya
flat rate amount per month, inclusive of P.S.T. and G.S.T. and utilities and state an
escalation to this flat rate per year with their bid submission. Term of this Agreement
will be for 5 (five) years, 60 months, with a five (5) year renewal option.
2. Written cancellation notice of 90 days for the Operator and the Town.
3. The Operator is responsible for any hydro or plumbing connections required for vending
machines and all capital upgrades and leasehold improvements subject to Town
approval.
4. The Operator is responsible for daily cleaning of the assigned snack bar space and
daily garbage removal with source separated organics regulations to assigned bin
location by the Town of Aurora.
5. Minimum hours of operation must be maintained and attached with bids.
6. Menu, products and services proposed and must be attached with bids.
7. The Operator will be given first right of refusal for exclusive snack bar and vending
service provision at all Town of Aurora operated Leisure Services Special Events at the
locations noted in this Agreement excluding: Town of Aurora Ribfest.
The first right of refusal shall be subject to a commitment of 30 days prior to the event.
A list of menu items must also be attached. This Agreement does not, preclude the
Town in obtaining product donations
8. The Operator and Sub -contractors must have a minimum liability insurance of $5
million.
9. The Operator will be given first right of refusal as the licensed liquor service provider for
all special events at the Aurora Community Centre Auditorium,
The three (3) firms submitting proposals in response to RFP 2007-99 were:1) Global Food
Services Incorporated, 2) Naccarato Enterprises Limited and 3) Recreation Leisure
Services Limited.
Submissions for LS2007-99 were reviewed by Purchasing, Legal Services and Leisure
Services staff and the proposals were evaluated based on the following criteria and
weighting as approved by Council:
./3
-3-
SPECIAL COUNCIL - JANUARY 29, 2008
AGENDA ITEM # 1 - 4
January 15, 2008 .3- Report No. LS08-001
1) Proven experience including large scale multi -use facilities is essential 20%
2) Full listing product selection 15%
3) Full listing of services 10%
4) Pricing structure 20%
5) Hours of operation 20%
6) References 15%
Legal Services and Purchasing staff determined the proposal, submitted by Recreation
Leisure Services Limited had qualifications and conditions in the proposal that disqualified
the proposal.
The following are the evaluation results from the proposals for LS2007-99:
Company Total Weightina
Global Food Services Incorporated 98%
Naccarsto Enterprises Limited 83%
Recreation Leisure Services Limited Disqualified
Pricing and costing of all products proposed have been reviewed to ensure competitive and
fair value pricing for facility patrons.
Global Food Services proposes a "Healthy Choices" menu and offerthe following brands at
the concession locations noted in LS2007-99: 1) Country Style coffee and products.2)
Great Canadian Bagel products and 3) Pizzaville products. Global Food Services proposes
between $190,000 to $220;000 in upgrades to vending and concessions equipment
contingent upon the duration of the contract.
The current concession and vending service provider has requested 90 days notice in the
event of a change of contract to cease operation and remove all equipment.
OPTIONS
1. As recommended.
FINANCIAL IMPLICATIONS
Global Food Services has proposed offering the Town of Aurora $6,000.00 per month,
$72,000.00 per year, for the concession and vending services at all Town of Aurora
facilities as noted in LS2007-99 for the next five (5) years.
The total value of the contract over five (5) years is $360,000.00. Global Food Services has
Included an escalation amount of 1.7% in year six (6) of a ten (10) year Agreement,
amounting to $6,100.00 per year for years six (6) to ten (10), $73,200.00 per year. The
total value of a ten (10) year contract is $726,000.00. All payment for Concession rental
and vending services will be provided by post-dated cheques.
-4.
SPECIAL COUNCIL - JANUARY 29, 2008 AGENDA ITEM # 1 - 5
January 15, 2008 - 4 - Report No. LS08-001
The total amount for vending and concessions collected for 2005 and 2006 was
$38,947.26 and $35,831.00 respectively.
CONCLUSIONS
Staff recommends proceeding with a 5 (five) year Consolidated Concession and Vending
Services Contract with Global Food Services Incorporated based on the results of LS2007-
99. Staff recommends granting 90 days notice to the current concession and vending
services supplier.
LINK TO STRATEGIC PLAN
Objective A2: Support the growth of a variety of businesses to encourage a sustainable
business environment
ATTACHMENTS
NIA
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday January 9, 2008.
Prepared by. Aaron Karmazyn, Manager of Facilities & Property - Ext. 4323
Allan D. Downey --'� John S. Rogers
Director of Leisdre Services Chief Administrative Officer
-5-
SPECIAL COUNCIL - JANUARY 29, 2008 AGENDA ITEM # 2 - 1
EXTRACT FROM SPECIAL GENERAL COMMITTEE CLOSED
SESSION MEETING OF JANUARY 24, 2008
Legal Matter
Memorandum of Understanding regarding 320 Wellington Street East
Moved by Councillor Marsh Seconded by Councillor Collins-Mrakas
THAT the Mayor and Clerk be authorized to execute the Memorandum of
Understanding between the York Catholic District School Board and the
owner of 320 Welling Street East, dated November 9, 2007.
CARRIED
-6.
�'CoWn£ f jo THE CORPORATION OF THE TOWN OF AURORA
r d
By-law Number 4995-08. C
BEING A BY-LAW to Confirm Actions by
Council Resulting From Special Meeting 08-03
on January 29, 2008.
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA HEREBY ENACTS AS FOLLOWS:
THAT the actions of the Council at its special meeting held on January 29, 2008
in respect to each motion, resolution and other action passed and taken by the
Council at the said meeting is, except where prior approval of the Ontario
Municipal Board is required, hereby adopted ratified and confirmed.
2. THAT the Mayor and the proper officers of the Town are hereby authorized and
directed to do all things necessary to give effect to the said action or to obtain
approvals where required and to execute all documents as may be necessary in
that behalf and the Clerk is hereby authorized and directed to affix the corporate
seal to all such documents.
READ A FIRST AND SECOND TIME THIS 29TH DAY OF JANUARY, 2008.
READ A THIRD TIME AND FINALLY PASSED THIS 29TH DA Y OF JANUARY. 2008.
PHYLLIS M. MORRIS, MAYOR B. PANIZZA, TOWN CLERK
Additional items for tonight.
Note: The Procedural By-law Section 2.6 c) provides that no items can be added
to a Special Meeting agenda, therefore it will be necessary for Council to waive
the Procedural By-law in order to add the following items.
Closed Session Meeting to discuss a Labour Relations item regarding
Family Day. A resolution from this meeting will be added to the Special
Council meeting.
2. Additional item for Special Council, the confirmation of a Special GC
meeting to discuss the Priority Items List.
Page t of z
Panizza, Bob
From: Phyllis Morris [phyllis@phyllismorris.net]
Sent: Tuesday, January 29, 2008 8:52 AM
To: Panizza, Bob
Cc: Headley, Joanne; Smart, Robyn
Subject: Fwd: PLEASE confirm your availability - Date of next meeting for Town Council to complete priority
setting for 2008
Please add a memo confirming the date/ time as Feb 25th and meeting room and purpose
Please append the extracted motion - and the original letter I tabled at Council -
expressing the need for the meeting - which council has supported
Thanks
Phyllis
Begin forwarded message:
From: Phyllis Morris <phyll_ismorrisC@.rnac,com>
Date: January 29, 2008 8:45:17 AM EST (CA)
To: councillors Councillors <AllCouncil lors e-aurora.ca>
Cc: Bob Panizza <bpanizza@town.aurora.on.ca>, John Rogers <Yo ers e-
aurora,ca>, 'her adleye=aurora.ca, rsmartae=aurora_ca_
Subject: PLEASE confirm your availability - Date of next meeting for Town
Council to complete priority setting for 2008
Councillors
Please advise me, whether you can attend on Feb 25th at 7.p.m. as the alternate to the
date/ time we had confirmed at council to finish the pending list priorities
We do need to confirm the date for the Special GC meeting - at this evenings Special
Council. ( * The item will be added to the agenda)
It's recognized that we are not always able to accommodate everyone on the dates they
prefer and are available,but that may always be the case
Thank you
1/29/2008
Page 2 of 2
Mayor Morris
Begin forwarded message:
From: Phyllis Morris <phyllismorris mac.com>
Date: January 27, 2008 7:41:35 PM EST (CA)
To: Bob Panizza <bpanizzaptown.aurora.on.ca>
Cc: rsmart@a e=aurora.ca, jheadley e-aurora.ca
Subject: Date of next meeting for Council to set priorities for 2008
Dear Bob
Council agreed by motion - to attend one further meeting to review the
DRAFT list of outstanding items and had set a date for completion of the list
of expected tasks by quarter
The date we had agreed upon, Feb 4th - has now been taken over - for budget
talks.
In order for Council to set and confirm all of the goals and expectations for
2008 - we need to choose another date/time asap
Please advise Robyn and Joanne of the next possible date /time we can set for
the completion of the Council direction.
They will poll Councillors and the new date can be agreed upon and
confirmed - this coming Tuesday at the Special Council meeting,
as part of the agenda
Thanks
Phyllis Morris
1/29/2008
EXTRACT FROM COUNCIL MEETING NO. 08-01
HELD ON TUESDAY, JANUARY 22, 2008
8. Memorandum from the Mayor
Re: Staff's Pending List of Council Directions
Moved by Councillor Marsh Seconded by Councillor Granger
THAT a Special General Committee meeting be called on the first available
Monday in February, 2008 to continue working on staff's pending list of Council
directions.
CARRIED
SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008
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