Consider Action to Approve a Resolution for an Agreement with Fello, Inc. for the Rental of Point of Sale Hardware Systems for Addison's Major Special Events (Taste Addison, Kaboom Town! and Oktoberfest) and Authorize the City Manager to Execute the Agreement in an Amount Not to Exceed $92,110.
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During the Addison Oktoberfest presentation given to Council on November 27, 2018, staff informed Council that efforts were underway to identify an alternative to Tasty Bucks that would enhance the customer experience while still tracking overall sales accurately. Following extensive research, a point of sale software system was selected. This system was presented to Council on February 7, 2019. The point of sale system will allow attendees to make purchases directly at each vendor’s booth using cash, credit/debit card, or Tasty Bucks. The system will track transactions electronically, process payments, and provide detailed information to both the vendor and the Town.
To operate the point of sale software system on site, each vendor will need specific hardware including tablets, card readers, cash registers and receipt printers. On February 15, 2019, the solicitation for bids for the rental of point of sale hardware systems for Addison special events was posted on BidSync. The bid end date was March 7, 2019. Two bids were received, one of which was incomplete. The bid tabulation is included below.
| Bidder Name |
Bid Amount |
Number of Items Bid |
| Fello, Inc. |
$92,110.00 |
24 of 24 items |
| Begus Online, LLC |
$43,280.00 |
3 of 24 items |
Fello, Inc. has been determined to be the lowest responsive bidder with a bid of $92,110. A reference check of Fello, Inc. shows them to be a competent and experienced company, qualified to provide the necessary equipment and services. The bid includes an on-site technician during all operational hours of Taste Addison, Addison Kaboom Town!, and Addison Oktoberfest.
The recommended bid came in 13% lower than our estimated expense of $105,331. The cost of the point of sale hardware systems rental will be mitigated through the elimination of rental equipment due to the transition away from Tasty Buck sales, as well as a reduction and reallocation of staffing. Based on 2017-2018 staffing levels and rental expenses, there will be an estimated expense reduction of approximately $93,644.
This process improvement will provide an enhanced experience to both attendees and vendors, while enabling the Town to collect fees accurately. Internal controls have been developed to promote accurate data input, allow for continual monitoring both electronically and visually, and provide recourse in the event the system is not properly utilized.
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