Title
Phoenix Convention Center Food & Beverage Program - Consultant RFP and Contract Extension
Description
Request approval for the City Manager, or his designee, to extend the current contract with Aramark (dba Aventura Catering) for food and beverage services, from April 1, 2018, to Dec. 23, 2018, and to issue a Request for Proposals (RFP) for consulting services to assist in the development of an RFP for exclusive food and beverage services.
Report
Summary
The Phoenix Convention Center's (PCC) food and beverage (F&B) catering and concessions program is a critical component of the department's overall operations. An important goal of the PCC is to maintain its distinctive brand by offering premium-level F&B services. Since the opening of the expanded convention center in 2006, the center has hosted more than two million convention delegates. Catering is a leading revenue generator, with more than $7 million in commission revenues paid to the PCC in each of the past two years.
The current food and beverage services contract will expire on March 31, 2018. To avoid impacting an international convention booked at the PCC from March 29 through April 6, 2018, PCC recommends an extension of the current contract. Staff examined the event calendar and found the earliest available time without convention activity is the week of Dec. 23, 2018. Extending the existing contract to this date will provide a full week, if needed, for a potential new food and beverage contractor to transition and prepare for business. The last two weeks of December are historically void of convention business and is when the PCC schedules building maintenance activities.
The PCC's RFP process for food and beverage services is expected to attract competitive proposals from major catering firms in the convention industry. To ensure the highest level of quality and service with the greatest financial return to the City, the inclusion of best practices in the field, and a robust and transparent procurement and evaluation process, the PCC requests approval to issue an RFP for food and beverage consulting services. The selected consulting firm will assist PCC staff with the development of the RFP scope of services and evaluation criteria. The firm also will assist with compilation of a knowledgeable evaluation panel and ensure the City obtains the greatest opportunity for financial return with premium, quality offerings. The cost for these services is estimated at $50,000.
Procurement Information
The RFP evaluation criteria and corresponding points (1,350 possible) for consulting services are as follows:
* Experience and Qualifications: 300 points
* Project Approach: 250 points
* References: 200 points
* Cost of Services: 200 points
* Overall Responsiveness to RFP: 50 points
* Interview process: 350 points
The consultant RFP is intended to be issued by June 2017. A formal recommendation for award of a contract will be presented to City Council in September 2017. The evaluation panel will consist of a minimum of five staff members from different City departments as well as staff members from PCC. Advertising for the RFP will be placed in the City's contracted newspaper, the Arizona Business Gazette, Record Recorder, Arizona Republic, the City of Phoenix webpage and on industry websites.
Financial Impact
The contract with Aramark is a revenue contract and therefore does not have a financial impact to the Phoenix Convention Center Operating Fund. The estimated amount for the resultant consulting services contract is $50,000.
Concurrence/Previous Council Action
The Downtown, Aviation, Economy and Innovation Subcommittee recommended City Council approval by a vote of 3-0 at its meeting on April 26, 2017.
Department
Responsible Department
This item is submitted by Deputy City Manager Paul Blue and the Phoenix Convention Center Department.