Bunker Village board reviews vendor-selection process, staff recommends negotiating with hospitality group for Glencoe clubhouse restaurant

BUNKER VILLAGE — Village staff on Thursday outlined the process used to choose a restaurant and food-service partner for the new Glencoe clubhouse and said they plan to negotiate terms with a single preferred vendor before returning to the board next month for approval.

"The restaurant was included as part of the referendum in 2023," Stella Nanos, the staff presenter, told trustees. She said the village completed a detailed RFP in August and publicly solicited proposals; nine vendors attended a pre-proposal meeting and staff ultimately received five formal proposals.

Nanos described a multi-stage evaluation that used a scoring matrix and interviews. After an initial staff-only interview and a second round that included outside expertise, the field was winnowed to two finalists. The panel conducted a formal tasting at a candidate’s Cabo restaurant; "eight members of our interview panel participated in a formal tasting" and the panel concluded the proposal met the village’s quality expectations, she said.

Staff identified a hospitality group as the preferred partner, citing operational experience ("22 years of experience"), marketing reach (presented as "45,000 emails and 25,000 text phone numbers") and high-volume catering capacity. Nanos summarized preliminary financial terms supplied by the vendor as a base payment plus a percentage split of food and liquor sales and said those figures will be further analyzed and negotiated by staff.

Trustees questioned how quickly a selected vendor could mobilize and operate if kitchen equipment or space adjustments are needed. Staff said vendors must be prepared to operate from a temporary food trailer for the majority of the coming golf season while the clubhouse construction is completed, and that the village will review kitchen plans and equipment with finalists during negotiations.

Board members also raised concerns about pricing and menu mix — one trustee asked whether the preferred vendor risked being "too upscale" and therefore unaffordable for family diners. Nanos said the vendor had provided varied menus, including day-to-day, children’s and special-events options, and that menu development will continue as part of the contract process.

Nanos and staff emphasized contract safeguards that will be negotiated, including performance controls, termination provisions and clarity on any capital investment vendors must make (dinnerware, cookware and other start-up items). Staff said life-safety and health inspections will be handled by the village’s sanitation/health officials.

The board was not asked to approve any agreements on Thursday; staff said it expects to return next month with a negotiated deal for trustees’ consideration. After Q&A, the board moved into closed session to review related matters.

Next steps: staff will complete financial analysis and contract negotiations, then present a proposed agreement to the board for a public vote at a future meeting.