CC MEETING: December 2, 2025
DATE: November 18, 2025
TO: Erin Rinehart, City Manager
FROM: Melissa Everett, Finance Director
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing the City Manager To Enter Into An Agreement With Mcliff Coffee & Vending Pursuant to RFP 25-033 For Case or Bulk Beverage And Food Supply and Vending Machine Services In An Amount Not To Exceed $12,000.00 Annually, For A Five-Year Contract Amount Not To Exceed $60,000.00.
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BACKGROUND:
The agreement with Mcliff Coffee & Vending will provide the city with beverages, food, and snack vending machine services throughout the city, with no cost to the city. The agreement also includes a commission paid back to the city on net vending machine sales.
The City has the option for a fresh food market located in the City Hall basement breakroom, and additional services like water, Gatorade, and ice cream delivery for city events and other as-needed situations can be purchased.
On July 28, 2025, the City issued a request for proposal for these services. Notifications were posted online, previous and interested vendors were contacted, as well as advertisements placed in the Dallas Morning News. Submissions were due on August 20, 2025. Two (2) vendors submitted packets.
An evaluation committee made up of members from Parks, Municipal Courts, Public Works, Library and Finance Department staff reviewed and evaluated the submissions, ultimately selecting Mcliff Coffee & Vending based on criteria related to experience, approach, and cost with demonstrated specific experience on similar service, including a previously successful service for the City of Carrollton.
The award will be for a three-year initial term. The award also includes two additional one-year renewal options, if mutually agreed upon by the City and the vendor, for a potential five-year total contract.
FINANCIAL IMPLICATIONS:
The City will receive a 10% commission on net sales for items sold in v...
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