REQUEST FOR PROPOSAL RFP #QCC17-S004 FOOD SERVICE, CATERING SERVICES AND AUTOMATED VENDING SERVICES

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1 REQUEST FOR PROPOSAL RFP #QCC17-S004 FOOD SERVICE, CATERING SERVICES AND AUTOMATED VENDING SERVICES Quinsigamond Community College intends to award an unsubsidized contract for the operation of Food Service, Catering Operations, and Automated Vending Services for a three (3) year period effective September 1, 2017 through August 31, 2020 (Start date is negotiable). Thereafter, the contract may be extended for two (2) optional one (1) year extensions through August 31, There are two (2) potential options for proposals described below: Option 1: Full service cafeteria and catering services for the College campus at 670 West Boylston Street. Option 2: A combination of full service cafeteria, catering and vending services for the College campus at 670 West Boylston Street, and vending services for the satellite location at 25 Franklin Street, Worcester. Cafeteria locations: Catering location: Vending locations include: Admin Building & HLC Admin Building 1. Multiple Buildings 670 West Boylston Street 670 West Boylston Street 670 West Boylston Street Worcester, MA Worcester, MA Worcester, MA Downtown Campus 25 Franklin Street Worcester, MA Vendors are encouraged to submit pricing for both option 1 and option 2. RFP specifications are available, by contacting Lisa Schlegel, Assistant Comptroller at lschlegel@qcc.mass.edu between the hours of 8:00 am and 4:00 pm. Specifications can also be found on the Commonwealth of MA Procurement site Commbuys at: Vendors are requested to attend a site visit of the two cafeteria locations to be held at the QCC Cafeteria in the basement of the Administration Building, Room 43A on July 19, 2017 beginning at 2:00 PM. 1

2 Proposals are to be returned duly signed and identified as a Food Service Proposal no later than 1:00 PM on August 3, Proposals received after that time will not be considered. Each proposer should submit one (1) original and two (2) copies, along with a copy in PDF format on a disk or flash drive. Price and Non-Price Proposals must be received in separate sealed envelopes. The mailing address is as follows: Quinsigamond Community College Lisa Schlegel, Assistant Comptroller Administration Building, Room B07A. 670 W. Boylston St., Worcester, MA If at the time of the due date, Quinsigamond Community College is closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, proposals will be accepted until 2:00 PM on the next normal business day. QUINSIGAMOND COMMUNITY COLLEGE (QCC) QCC was established in 1963 to provide access to higher education to residents of Central Massachusetts. Since the early 60s, enrollment has grown from 300 to over 11,000 full and parttime day and evening students served. Our students enroll both part-time and full-time in nearly equal numbers and may alternate their enrollment semester to semester. The College is nonresidential and diverse in student population. Classes are provided on the main campus, in downtown Worcester (Healthcare, Workforce Development, Continuing Education), at the Worcester Senior Center (Hospitality & Recreation Management), at Burncoat High School (Automotive Technology), and in the city of Southbridge. Timeline Specifications available June 29, 2017 Pre-Bid Site Visit July 19, 2017; 2:00 PM Deadline for Written Bidders Questions July 26, 2017; 1:00pm Responses to be posted by Proposals Due August 3, 2017; 1:00pm Selected Vendor Presentation Scheduled August 8-10, 2017 ( I f N e e d e d ) Bid Award August 11, 2017 Projected Service Start Up September, 2017 or by Mutual Agreement bymutuaagreeagreeagreement All questions to be ed to Lisa Schlegel (no questions may be submitted by telephone). lschlegel@qcc.mass.edu. Responses to questions will be ed to all vendors registered as having received the proposal. Ammendments, responses to questions, etc. will also be posted on 2

3 Vendor Communication Vendors are prohibited from communicating directly with any employee of the College except as specified in this RFP, and no other individual College employee or representative is authorized to provide information or respond to any question or inquiry concerning this RFP. 3

4 QUINSIGAMOND COMMUNITY COLLEGE REQUEST FOR PROPOSALS FOR FOOD SERVICE OPERATIONS CONTENTS: PART ONE RFP REQUIREMENTS PART TWO GENERAL CONDITIONS PART THREE SPECIFICATIONS PART FOUR APPENDICES PART FIVE RESPONSE SECTION 4

5 PART ONE: -PROPOSAL REQUIREMENTS 1.1 GENERAL General Specifications The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this bid. Words used in this bid shall have the meanings defined in 801 CMR 21. Additional definitions may also be identified in this RFP. Unless otherwise specified in this BID, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All times listed are Eastern Standard Time. All responses must be submitted in accordance with the specific terms of this RFP. No electronic responses may be submitted in response to this RFP. Fair Competition If a contract for the performance of this work is awarded, it will be awarded to the Vendor possessing the qualifications, ability, responsibility and integrity necessary to faithfully perform the provisions of the contract. The Vendor shall certify that he or she is able to furnish labor that can work in harmony as well as respect all customers and has the ability to maintain the highest professional standards at all times at Quinsigamond Community College. Rejection of Proposals Quinsigamond Community College reserves the right to reject any or all proposals and is not necessarily bound to accept the highest percentage return if it is contrary to the best interest of the College. The right is reserved to reject any and all proposals and to waive formalities. Any unit proposal that contains a unit price, which is unduly high or low, may be rejected as unbalanced. Intangible factors such as the vendor s qualifications, employment practices and integrity, quality of response will also be weighed in making the award. (See Evaluation Criteria for Contract Award) 1.2 PROPOSALS Form To receive consideration; all proposals must be submitted on the provided PROPOSAL FORM (Attachment E). All blank spaces in the Proposal FORM must be filled in legibly and correctly. Proposal Vendor must submit their proposal based upon the specifications provided in the contract document. As part of their proposal, however, Vendor may submit supplemental provisions for consideration, which are ancillary to the specifications contained herein. Vendor must bear all costs associated with their proposals. Price and Non-Price Proposals must be received in separate sealed envelopes. 5

6 Alternatives A response which fails to meet any material term or condition of the RFR, including the submission of required attachments, may be deemed unresponsive and disqualified. Unless otherwise specified, bidders may submit responses proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated RFR specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the contract. The response should describe how any alternative achieves substantially equivalent or better performance to that of the RFR specifications. The College will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this RFP is to provide the best value of commodities and services to achieve the procurement goals of the College. Bidders that propose discounts and other benefits in addition to the RFP specifications may receive preference under this RFP as specified. Vendor Conference Before submitting a proposal, all vendors are invited to visit the site of the proposed work to fully acquaint themselves with all existing conditions, facilities, difficulties and restrictions of the contract. Quinsigamond Community College will hold a s i t e v i s i t at 2 :00 PM on Jul y 1 9, 2017 at the Cafeteria, in the basement of the Administration Building. Submission Understanding By submitting a proposal, the vendor agrees and assures that he/she has examined the site and the specifications and that the specifications are adequate. Prohibition of Assignment No portion of this or any subsequent Contract or Agreement is assignable without the prior written authorization of Quinsigamond Community College. Method of Award Notice of award will be in the form of a letter. The College reserves the right to reject any or all Proposals. Vendor s Qualifications Proposals will be accepted only from those companies with the following minimum qualifications: A 5 years experience in the management of food service operations B Documented experience to satisfactorily provide the proposed services C A complete training program for on-site managers/staff to include sanitation certification and all other appropriate training programs as may be required by the Commonwealth of Massachusetts, Department of Public Health. D Submission of all required documents included in part V of this RFP. 6

7 Execution of Contract The vendor to whom the Contract is awarded shall, within (10) days after the prescribed documents are presented to him/her for signature, execute and deliver insurance coverage. The contract shall not be binding upon the college until it has been completely executed and a copy of such fully executed Contract and a notice to proceed is delivered to the Vendor. The successful bidder must sign the Commonwealth of Massachusetts Standard Contract Form and Commonwealth Terms and Conditions with Quinsigamond Community College. The agreement, if awarded, shall be governed and construed in accordance with the laws of the Commonwealth of Massachusetts, which include but are not limited to the items identified in the Commonwealth of Massachusetts Standard Contract Terms and Conditions (OSD Forms are available at Attached forms must be completed and signed by applicant. Quinsigamond Community College intends to use this RFP and the successful proposal as a basis for the agreement. 7

8 2.1 BONDS & INSURANCE PART TWO: GENERAL CONDITIONS Performance Bond The successful vendor shall furnish with the executed contract a performance bond in the amount of TEN THOUSAND DOLLARS ($10,000). Bond Premium Payment The vendor shall pay the premium for the performance bond. Insurance The vendor shall carry professional and personal liability insurance sufficient to cover its performance under this contract. Type of Insurance Minimums of Liability Workmen's Compensation Statutory (Including Employer's Liability) Comprehensive General $1,000,000 each occurrence Bodily Injury Liability $1,000,000 each occurrence Property Damage Liability $2,000,000 each occurrence Insurance shall be with a company licensed to do business in Massachusetts and acceptable to Quinsigamond Community College. Vendor shall furnish Quinsigamond Community College with a Certificate of Insurance showing that such insurance is in effect. The policies will include a clause stating that the insurance will not be canceled or reduced without at least thirty (30) day s prior written notice to Quinsigamond Community College. All liability insurance policies shall name Quinsigamond Community College as an additional named insured and shall include a severability of interest clause with respect to claim, demands, suits, judgments, costs, charges and expenses arising out of, or in connection with any loss, damage, injury resulting from the negligence or other fault of the vendor, vendor s agents, representatives and employees. 2.2 REGULATIONS & PERMITS Regulations The Vendor shall accept responsibility for keeping fully informed of all existing and future State and Federal laws and Municipal ordinances, regulations and OSHA regulations as they pertain in any manner affecting those engaged or employed in the work, or the materials and equipment used or employed in the work, or in any way affecting the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction of authority over the same and of all provisions required by law to be made a part of this Contract, all of which provisions are hereby incorporated by reference and made a part hereof. 8

9 9 Section 504 of the Rehabilitation Act of 1973 As a Vendor to an institution receiving Federal funds, the successful vendor accepts full responsibility for compliance with Federal regulations regarding accessibility for disabled persons as provided in Section 504 of the Rehabilitation Act of 1973 and in the Americans with Disability Act of 1990 in situations where the College is otherwise in compliance. Taxes Pursuant to Massachusetts General Law Chapter 62C and 49A, the Vendor certifies that it has complied with all Federal and State tax laws (Attachment N). Permits The Vendor will procure and maintain at his/her expense all permits, licenses or other authorities necessary for the lawful performance of this contract. C.O.R.I. / S.O.R.I. The Contractor shall certify at the commencement of the contract that their employees have undergone a Criminal Offender Record Investigation (C.O.R.I.) and a Sexual Offender Record Investigation (S.O.R.I.) within the preceding three (3) months. An annual certification may take the place of this requirement. The Contractor must also submit certification annually thereafter. This shall be a requirement for all full time, part time and substitute employees. The Contractor is responsible for all costs associated with C.O.R.I. and S.O.R.I. checks. C.O.R.I. and S.O.R.I. checks must be completed prior to any contractor employee beginning work at Quinsigamond Community College. Alcohol Beverage Policy Dispensing or consumption of alcoholic beverages on College property shall be strictly prohibited except as specifically approved by the College President. In the event approval is given to serve alcohol, the vendor is responsible to secure and hold all necessary permits and shall comply with all state and federal statutes or regulations. Bartenders and servers must have successfully completed recognized server training. Smoke-Free Campus Policy Smoking is prohibited within the confines of all college grounds, buildings and property. Smoking is only permitted in private vehicles lawfully parked on campus lots. Effectiveness of the policy depends on the courtesy, respect and cooperation of all members of the campus community. Complaints concerning Contractor(s) of the College should be brought to the attention of the Facilities Management. It is anticipated that violators would first be reminded and provided with educational literature. Disciplinary measures would be expected to be reserved for repeat infractions or infractions that interfere with the College s academic or workplace needs or responsibilities. Public Records All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded

10 EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION Quinsigamond Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity and expression, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College s Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education s Office for Civil Rights. The undersigned as bidder, declares that the only parties interested in this proposal as principles are named herein; that this proposal is made without collusion with any other person, firm or corporation; that no officer or agent of NSCC is directly or indirectly interested in this bid; and he/she proposes and agrees that if this proposal is accepted he/she will contract with NSCC in accordance with the specifications, also the terms and conditions as spelled out in this bid form. -No Person, including but not limited to corporations, partnerships, limited partnerships or limited liability corporations, shall be eligible to receive a contract under this invitation to bid and/or request for proposal if that person has been convicted of any felony offense involving the distribution of controlled substances as that term is defined under Chapter 94C of the General Laws and, for contract to be performed for on-site services at Quinsigamond Community College, if that person or any person to be employed by that person in the performance of such on-site services has been convicted of a sex offense or a sex offense involving a child or sexually violent offense or would meet the definition of sexually violent predator as those terms defined in Section 178C of the General Laws and who must register with the sex offender registry board. The contractor will be required to indemnify and hold harmless Quinsigamond Community College, for all damages to life and property that may occur due to his negligence or that of his employees, subcontractors, etc., during this contract. Nondiscrimination in Employment The vendor shall comply with all state and federal statutes or regulations prohibiting discrimination in employment including, but not limited to the Americans with Disabilities Act, Section 504 of the Rehabilitation Act, M.G.L. c.151b, M.G.L. c , M.G.L. c.12, 11I, Age Discrimination Act, Age Discrimination in Employment Act, or amendments to these or related provisions. Affirmative Action for Handicapped Workers The Affirmative Action clause contained in Section of the U.S. Department of Labor, Office of Federal Contract Compliance Regulations: Chapter 60, Part relative to Affirmative Action Obligations of Contractors and Subcontractors for

11 11 Handicapped Workers is incorporated herein. Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era The Affirmative Action clause contained in Section of the U.S. Department of Labor, Office of Federal Contract Compliance Regulations: Chapter 60, Part relative to Affirmative Action Obligations of Contractors and Subcontractors for Disabled Veterans and Veterans of the Vietnam Era, is incorporated herein. Immigration The vendor shall comply with all state and federal laws and regulations relating to immigration as it may apply to the performance of this agreement. Unemployment and Workers Compensation Pursuant to Massachusetts General Law Chapter 151A, Section 19A and Massachusetts General Law Chapter 152, the Vendor certifies and will produce evidence of compliance with all laws and regulations relating to payments to the Employment Security System, unemployment compensation fund and/or required workers compensation insurance. Sexual Harassment The Sexual Harassment clause contained in Title VII of the Civil Rights Acts of 1964, and Title ID of the Educational amendments of 1972 shall be incorporated herein. It will be the sole responsibility of each vendor to insure that his/her employees abide by the Sexual Harassment Regulations. Failure to do so may result in dismissal from the contract. 2.4 EXECUTIVE ORDER NO. 130 ANTI-BOYCOTT COVENANT General The Vendor warrants, represents and agrees that during the time this contract is in effect, neither it nor any affiliated company, as hereafter defined, participates in or cooperates with an international boycott, as defined in Section 999 (b) (3) and (4) of the Internal Revenue Code of 1954, as amended, or engages in conduct declared to be unlawful by Section 2 of Chapter 151 E, Massachusetts General Laws. If there shall be a breach in the warranty, representation and agreement contained in this paragraph, then without limiting such other rights as it may have the Commonwealth shall be entitled to rescind this contract. As used herein, an affiliated company shall be any business entity of which at least 51% of the ownership interests are directly or indirectly owned by the Vendor or by a person or persons or business entity or entities directly or indirectly owing at least 51% of the ownership interests of the Vendor, or which directly or indirectly owns at least 51% of the ownership interests of the Vendor. 2.5 EXECUTIVE ORDER #195 General Pursuant to Executive Order 195, the Vendor shall provide the Department, the Governor, the Secretary for Administration and Finance, the State Auditor, or their duly authorized designee(s), with reasonable access to and photocopies of the Vendors records, reports and other data relating to performance under this Contract, during the Vendors regular business hours and upon reasonable prior notice. Reproduction of such records shall be available at a reasonable expense.

12 INDEMNIFICATION AND HOLD HARMLESS General The vendor shall defend, indemnify and save harmless the Commonwealth of Massachusetts, Quinsigamond Community College and Lessees, their officers, employees and agents, from any and all claims of liability, losses and cause of actions which may arise out of the performance by the Contract. 2.7 PROTECTION OF THE WORK AND PROPERTY General The Vendor shall, at all times safely guard the College property from injury or loss in connection with this contract, and continuously maintains adequate protection of his/her work from damage. Breakage and Damage The Vendor shall be responsible for all breakage, and damage to property (real and personal) that may occur as a result of the fault, negligence, or nonperformance of duty on the part of himself or his employees in connection with the performance of the work herein specified. Repair or replacement of any such damage shall be commenced by the vendor within two (2) days of notification of such damage, and shall be completed expeditiously to satisfaction of the College. 2.8 VENDOR REFERENCES General Vendor must submit with this proposal a listing of five accounts operated by the vendor (Attachment G), including contact persons, the number of years at each location, and reference information. Vendor may also be required to escort Quinsigamond Community College personnel to existing food service contract locations as part of the bid evaluation process.

13 3.1 INTENT OF CONTRACT PART THREE SPECIFICATIONS The purpose of this contract is to provide Food Operation and Function Catering that will provide to the students, faculty, staff and visitors to the College a variety of freshly prepared, nutritious, appetizing and affordably priced meals and snacks appropriate for breakfast and lunch at Quinsigamond Community College. If beneficial to the College, the contract may also include vending services at both the main campus and the downtown satellite location. The College will award an unsubsidized contract with one (1) single primary vendor for all locations. The Vendor will use and occupy, for such purposes, areas designated by the College. In addition, the College will consider alternative proposals and options including Grab and Go, Branding, and Pre-packaged foods. Vendors are encouraged to submit alternate and creative responses that go beyond the RFP requirements that will provide a continuing improvement of quality of food service and hours of operations and exceed the College quality of service and financial goals. Any proposed alternative to or elimination of service, menu, hours of operation, product line, or other RFP requirement must be clearly and completely described. Alternative proposal may include possible late afternoon, evening and/or Saturday grab and go (quick catering menu) to support student clubs activities. 3.2 CONDITIONS OF OPERATION The vendor understands that issues involving students will be handled by the Campus Police and/or by the Dean of Students. Students are responsible for adhering to the Student Code of Conduct and are disciplined through the judicial process as stated in the Student Rights and Responsibilities section of the Student Handbook. The vendor understands QCC s commitment to excellent service. Thus, the vendor will provide pleasant and courteous staff members and leaders who understand QCC s commitment to providing excellent customer service and who are willing to demonstrate professional responsibility to customer service issues. The Vendor, for the period of this contract, shall operate food services offered on the premises of Quinsigamond Community College. However, the College reserves the right to utilize the Hospitality and Recreation Management Academic Program, utilize outside services for student or faculty group meetings, or have small bake sales and other similar activities sponsored by recognized student, faculty and staff organizations.. Additional Terms & Conditions: Sales of candy, beverages, and snacks in the College Bookstore are not governed or restricted by this contract. Facilities and Campus Police will have complete access to all areas utilized by the contractor at all times. 13

14 The College will need access to the small elevator during College hours. Deliveries shall be scheduled prior to 7:30 AM, M-F. QCC will provide Pest Management Services as needed. Food Service vendor is responsible for collecting, paying and reporting meal tax for all non-exempt patrons. Food Service vendor is responsible for the daily removal of trash and recycling of cans and bottles sold at café and catering locations following College recycling policy. Food Service vendor is responsible for adhering to waste and trash disposal policies and practices instituted by the college. 3.3 COMMUNICATION WITH THE COLLEGE COMMUNITY The vendor will meet regularly with the college to review services, discuss new initiatives and resolve concerns. The vendor shall inform the College of the home telephone and cell phone number of the Food Service Manager. The Vendor will provide a suggestion box and post written responses to reasonable suggestions. The vendor will conduct customer satisfaction surveys at least once per academic year to obtain feedback on cafeteria and catering services. The vendor will submit a written report within one month following the evaluation describing the survey findings and indicating any changes needed in the food service based on the evaluations. 3.4 CURRENT QCC FOOD SERVICE EMPLOYEES QCC currently employs three (3) full-time employees: a Cafeteria Manager, a First Cook, and a Function Coordinator. In addition, the College employs 9 part-time employees as cooks, cashiers, sandwich makers, etc. Although not required as part of the contract, the College requests that the contracted vendor give full consideration to interviewing and hiring any and all of these individuals for continued employment within the contracted operation if they meet the needs of the vendor. 3.5 FOOD SERVICES OPERATION GENERAL SERVICES It shall be Vendors responsibility to provide a total food service operation including, but not 14

15 limited to, the purchasing, cooking, preparation, refrigeration and distribution of food to College students, faculty and staff. Cafeteria locations are both located on the main campus at 670 West Boylston Street Location Seating Administration Building, Lower level Student Area: 120, Staff Area: 34 Harrington Learning Center 18 inside, 16 outside Catering Service shall be provided throughout the Day and Evening at various locations. Included are Breakfast, Lunch, Dinner and Coffee Service. Vending Services are included in Option 2. The current locations include five (5) buildings at the Main Campus: Admin Building, Suprenant Building, Fuller Center, Athletic Center & Quest Building. There is a secondary location with vending machines at the Healthcare and Workforce Development Center, 25 Franklin Street, Worcester. 3.6 FOOD SERVICE PATRON PROFILE Food service patrons will consist primarily of students, faculty and staff. Current enrollment is estimated below and is expected to remain at those levels over the duration of the contract. The Fall 2016 population is shown below: Daytime Only Students on Main Campus 4622 Faculty & Staff on Main Campus CALENDAR AND HOURS OF OPERATION The successful vendor will provide food service as follows: Base Service Hours: Admin Cafeteria location: Fall & Spring Semester Monday-Friday 7:30AM-2:30PM Summer/Intersession Monday-Thursday 7:30AM-1:30PM Fridays 7:30AM-Noon Harrington Learning Center Café location (HLC): Fall & Spring Semester Monday-Thursday 7:30AM-7:30PM Friday 7:30AM-4:00PM Summer/Intersession Closed 15

16 3.8 MENUS The Vendor shall be responsible for providing a variety of freshly prepared, nutritious, appetizing and affordable priced meals and snacks appropriate for breakfast, lunch and dinner at the College. The Vendor in regard to the menus developed for the College facilities should observe the following parameters. Develop an innovative menu, which emphasizes variety, nutrition, and quality. Utilize food displays and merchandising techniques to ensure customer satisfactions. Provide service that complements the stature of the College. Be responsive to changing meal trends and patron preferences, including cage-free, locally farmed, and environmentally friendly products. 3.9 CAFETERIA MENU PROFILE A Cafeteria Menu Profile shall be submitted as part of the bid package. All revisions to the menu or delivery format will be made only by mutual agreement between the vendor and the College. The approved Price and Portion book shall be available to the public in all cafeteria areas. Vendors are to submit a price and portion book based on their menus. Vendor prices and options are expected to be in effect for at least one year from start of contract upon approval of the College 3.10 EXCLUSIVITY RIGHTS The College has an Agreement that Pepsi-Cola will be the exclusive supplier of soft drink beverages on campus through October SERVICE STYLE All food items may be served on disposable plates, bowls and cups. Patrons will be expected to dispose of their plates before exiting the dining areas. Food service employees will circulate within the dining areas to maintain cleanliness of tables, remove trash and wash tables as patrons leave. Vendor is responsible for spot mopping and spillage cleanup during operation hours CATERING SERVICE The Vendor will also be expected to provide catering services for various College events, although this is not an exclusive arrangement. Food and beverage service for College sponsored functions such as banquets, private parties, receptions, refreshments service, conferences or other special events shall be provided on a twelve-month basis as requested by the College. 16

17 The College, through Auxiliary Services, shall control the space commitment and scheduling of authorized catering functions/events. QCC Facilities will handle the set-up for these events, through Auxiliary Services. The Food Service vendor shall consult and coordinate the menu, details of services required and advise on effective arrangements with the individual or department requesting catering service. The Food Service vendor is responsible for ensuring that food delivered to conference and meeting rooms on campus, are picked up at the adjournment of the meeting or conference. The Vendor shall not restrict the College s right to utilize the Hospitality and Recreation Management Academic Program for food services, or food delivery for small staff/student group meetings, bake sales and other similar activities sponsored by recognized student, faculty and staff organizations. Vendor shall submit sample menus and price lists for catering services to include breakfast items and hot and cold luncheons menus. Prices are to include total cost of goods, labor, recyclable/environmentally friendly supplies, and paper products, additional cost for the use of table linen service should be noted, China prices and other additional charges will be stipulated by a per person charge. The Vendor is to follow College procedures for authorization/contracting of catering services. Internal events are invoiced directly to the College. Detailed breakdowns of cost elements of any or all catered functions shall be available for inspection by the College. Historically there are approximately 400 events catered at Quinsigamond Community College each year, such as coffee and pastry deliveries, lunch sandwiches for people, walkthrough lunches, small receptions etc. Vendors should be prepared to discuss their catering capabilities and to answer very direct questions about presentation, style, availability of catering supplies and equipment, (such as china service, glassware, buffet serving equipment, etc.) and general pricing schedules to the Food Service Committee. Note: These catering events are not guaranteed catering event yearly AUTOMATED VENDING SERVICES Vending services are included in Option 2 only. The vendor shall furnish all food, beverages, supplies, equipment and all management and labor necessary for the efficient, sanitary and ecologically sound operation of the automated vending services included in this proposal. The College agrees to supply heat, light, and electricity as required for this equipment. However, the college shall not be liable for any loss which may result from the interruption or failure of any such utility services. The College may require and/or install vending miser type energy conservation control devices. Vending machines must be energy efficient equipped. The successful bidder shall be responsible for immediately reporting all the facts relating to loss, damage or break-ins to the college s Campus Police Department. 17

18 Labeling on all items, including vended perishable foods shall comply with all USDA and FDA regulations. All perishable food shall be package coded and replaced with product on an inventory rotation schedule PRICE INCREASES No price increases will be approved during the first year of the contract. Any requests by the vendor for price changes during the term of the contract shall be submitted in writing to the College, and shall not be put into effect until approved by the College. The College will consider price changes for individual items when there is adequate justification. Whenever possible, requests for price changes shall be made in a timely manner that permits the College to review the request. Quality of food shall not be adversely affected if a price increase is denied. Proper backup information (for either type of price increase) shall consist of documentation of cost increase history the Vendor has experienced. The College will review all requests and notify the Vendor within ten (10) working days of decision to grant or deny said price increase PROCUREMENT The Vendor shall procure food, beverages, and cleaning supplies for all outlets described herein. The minimum purchase specifications that must be adhered to by the Vendor include: All meats, meat products, poultry, poultry products, and fish must be Government inspected. Beef, lamb, and veal shall be USDA Grade Choice or better Pork shall be U.S. No. 1 or U.S. No. 2 Poultry shall be U.S. Government Grade A Fresh fish and seafood is to be top grade; frozen fish and seafood must be a nationally distributed brand, packed under continuous inspection of USDA Dairy products: Eggs - fresh USDA or stated graded A Butter - USDA Grade A (92) score Cheese - USDA Grade A for all graded cheese Milk and milk products - USDA Grade A Fresh fruits and vegetables - USDA fancy to USDA. Number 1 are to be used for all graded fresh vegetables and fruit as a minimum specification Dry stored items and canned goods - Grade A fancy Frozen fruits and vegetables - USDA Grade A Purchase local food ingredients whenever possible METHOD OF PAYMENT Current method of payment in the cafeteria is both cash and credit/debit cards. In addition, the vendor is required, as part of the agreement, to accept student meal prepayment vouchers and 18

19 existing QCC previously issued gift certificates; which will be billed to the College. The Vendor will be required, as part of the agreement to provide credit card networking services for all equipment including point of sales and vending machines. The College will not provide credit card network for food service as part of the agreement. The cost of credit card networking services would be the responsibility of the Vendor. Vendor is responsible for all Payment Card Industry PCI compliance PERSONNEL/STAFFING The Vendor shall provide at all times adequately staff of experienced and qualified employees. For efficient service to the College community, the Vendor agrees to adequately staff all operations so those customers are served promptly. All Vendors staff will not be permitted to solicit gratuities. Correspondingly, a trained relief staff shall be available to substitute for the Vendor s regular personnel during their absence and to supplement the regular staff for large events. If, at any time during the contract period, the Vendor intends to replace the manager with a new individual, 10 days written notice to the College is required. Submit a description of the proposed staffing plan (Attachment H) for the cafeteria and catering services, indicating lines of authority and supervision of staff. Submit signed documentation from the instructor that the person in charge participated in a food safety-training program according to the Department of Health standards. All employees of the Vendor will be attired in a standard uniform (excluding street clothes) that is satisfactory to the College. Uniforms shall be kept clean and neat at all times. Employees are expected to wear appropriate name tags, hair covering, gloves, etc., while engaged in food preparation and service according to the Department of Public Health requirement TUBERCULOSIS TEST Each employee of the Vendor, working under the provisions of this Contract, shall, prior to executing any work on this contract, meet the State s requirements of freedom from communicable tuberculosis in accordance with General Laws, Chapter 71, Section 558. The Vendor is required to keep records of such testing and to make such records of testing available to the College upon demand AGE LIMITATION Personnel employed by the Vendor shall not be less than eighteen (18) years of age SPACE ON PREMISES ASSIGNED TO VENDOR The food service spaces are for the exclusive use of the Vendor and his/her employees during the term of the contract. However, the College will retain the right to enter the assigned food service space for inspections of equipment and the cleanliness of the areas. The assigned food service space and facilities shall be returned to the College at the end of the contract in a condition 19

20 correspondent to the status existing at the time of entering into the contract, reasonable wear and tear excepted. It shall be the Vendor s responsibility to maintain assigned spaces in good condition throughout the term of the contract in a manner befitting the College, and notify the Facilities Management Department of any maintenance problems beyond the scope of the Vendor s negotiated responsibility. The College reserves the right to enter any of these facilities by whatever mean is necessary to deal with an emergency or maintenance issues. The Vendor shall not sublet any of the premises assigned or subcontract any service without the written permission of the College. All other special furnishing and/or equipment shall be furnished, installed and maintained at the Vendor s expense. The Vendor shall be responsible for properly securing the kitchen and servery areas. The maintenance of lock hardware and key issuance shall be facilitated through the Chief of Campus Police. At the termination of this contract or cancellation thereof, the Vendor shall promptly vacate the premises and return all College equipment in good condition subject to normal wear and tear. The removal of any Vendor s equipment will be subject to any lien, which the College may have against the Vendor to secure any unpaid charges due under this agreement SIGNAGE The Vendor shall make no alteration nor erect any signs on the premises without written authority from the College. The Vendor shall maintain the occupied premises in good condition satisfactory to the College. The College shall have the right at all times to inspect to determine that the spaces used by the Vendor are maintained in a clean and sanitary condition. If any changes are required that improves lighting or is structural in nature, the College will, if they deem them appropriate, provide these changes SANITATION AND SAFETY The Vendor shall maintain, at all times, the College food service facility in a clean and sanitary manner in accordance with the highest industry standards and will comply with all federal, state, and municipal laws, codes, and regulations. The Vendor will train all employees to follow a clean-as-you-go policy. The food service facilities are subject to inspection by City, County and State authorized health department officials, fire department and other agencies relative to safety requirements. The Vendor is also responsible to notify the College, in writing, of any notices of violations, which are received during or in connection with inspections. The Vendor will include action plans to correct conditions causing the violations. If at all possible, the College should be present at all inspections. The Vendor shall adhere to the following standards and guidelines in the preparation, production and service areas. 20

21 Clean all kitchen surfaces and equipment on a continuous basis and following each meal period. Perform regular daily cleaning of all kitchens and server areas, provide proper receptacles for trash and recycling, transport trash for daily disposal to College provided receptacles. Clean floors in the kitchen and serving areas Trash receptacles must be cleaned thoroughly at least once per week. Keep public areas free of hazardous conditions. Adhere to sanitation regulations for recommended washing temperatures or the use of chemical sanitizes. Monitor the dining areas before and during service hours to maintain staff and student dining rooms in a clean and orderly fashion, including microwave, condiment station, etc. Store all cleaning supplies in non-food areas. Vendor is responsible for general cleaning of the kitchen and servery areas assigned including walls to a reasonable height, hoods and equipment. Vendor is responsible for all necessary table bussing, tabletop & chair cleaning, and spot mopping, spillage cleanup, removal of trash from the cafeteria seating areas. Cleaning materials, schedules and procedures are to be as approved by the College. The Vendor will follow sanitation and safety procedures as required by Massachusetts Laws 105, 105CMR. Safety procedures will be subject to review by State and Town Board of Health Inspectors SECURITY The Vendor shall have the responsibility for determining that all appropriate equipment and lights have been turned off, and appropriate doors locked at the close of operation within the kitchens, serveries and storage areas. The areas under the Vendor s jurisdiction shall be his responsibility relative to security during the scheduled hours of operation GRAPHICS The Vendor will be authorized to display the appropriate corporate graphic logo at designated locations within the food service facilities subject to approval by the College EQUIPMENT/UTILITIES Certain items of permanently installed equipment will be provided by Quinsigamond Community College. The proper operation and maintenance of this equipment, as well as all repair and replacement costs resulting from negligence or improper use, shall be the responsibility of the Vendor. The Vendor shall also be held responsible for all property damages or personal injuries due to improper use and/or repairs of the food service equipment to operate a food service operation in accordance with the best standards of the food industry. 21

22 The College shall provide water, heat, light, electricity, and data/telecommunications that currently exist in the assigned spaces. Installation or connections of any additional utilities will be negotiated with the College and installed only after written approval by the College. Items initially furnished by the College (Attachment D) shall be listed on a basic inventory approved jointly by the College and the Vendor at the start of the contract. Subsequent changes, additions or deletions to the basic inventory shall be in writing and approved jointly by the parties. On the anniversary date of the contract and 30 days prior to termination date of the contract, a joint inventory shall be taken by the College and the Vendor to verify the correctness of the inventory. The Vendor(s) shall provide all serving equipment, including, but not limited to: mobile food service equipment, banquetwares, linens, chinaware, glasses, trays, stainless tableware, kitchen utensils, pots and pans, and all point of sale equipment. All such equipment shall be of suitable size and weight and shall conform to the utilities provided. Recyclable paper or plastic utensils, dishes and cups may be used for all cafeterias, except for functions as required. Repair and maintenance of non-permanent equipment is the responsibility of the vendor PERIOD OF CONTRACT The period of this contract shall be for 36 months, commencing on or about September 1, 2017 and expiring on A u g u s t 31, 2020, unless terminated as hereinafter provided. This contract may be extended for two (2) optional one (1) year extensions upon mutual agreement VENDOR COMPENSATION Vendor compensation is to be in the form of profits generated from sales. The response should describe, in detail, the calculation or term by which the vendor proposes to pay compensation/commissions to the College (% of sales net of sales taxes) Attachment E SALES HISTORY FY16 FY15 FY14 FY13 FY12 Admin Bldg Cafeteria Sales 283, , , , ,499 HLC Cafeteria Sales 118, , , , ,936 Functions 137, , , , ,761 Vending Commissions 27,084 22,728 19,573 21,429 23, TERMINATION Default in Operation: Should the Vendor default in any its undertakings under the agreement, it 22

23 is expressly understood and agreed that the College may, at its option, cancel and terminate the agreement by the giving of (10) days written notice by registered mail-return receipt, mailed to the last known address of the Vendor. Default in Payment: Should the Vendor default in the payment of monies due under the terms of this agreement and fails to correct such default within a reasonable time after receiving due notice from the College specifying such default then, the College may, at its option and after the expiration of three (3) days from giving such notice, exclusive of Saturdays, Sundays and holidays, cancel and terminate this agreement. 23

24 PART FOUR APPENDICES 24

25 ATTACHMENT A EVALUATION CRITERIA FOR CONTRACT AWARD Quinsigamond Community College desires a food service program that will complement and enrich the educational experience enjoyed by students, faculty and Staff, and College Visitors. Vendors responses will be examined for the following content and evaluated according to the following prioritized criteria: 1. Commissions and/or other financial incentives offered to the College with respect to Food Services, Catering Services, and possibly Vending. Potential increased hours of operation consistent with College class schedules is encouraged. 2. Ability to provide excellent service. Courteous and respectful staff, attentive to customer needs, responsive to concerns that arise. 3. Realistic and uniform prices and portions, range of selections offered, and high quality and cost effective dining solutions for students, faculty, staff, and college visitors 4. Vendor sanitation and safety programs that demonstrates high regard for cleanliness and safety issues. 5. The scope and extent of the proposed operation in terms of staffing, calendar and hours of operation and qualifications of the General Manager. 6. Credentials, reputation, certified financial statement, and appropriate food service and catering experience of the vendor at comparable accounts. 7. Vendor s response to changing meal trends and patron preferences, including cage-free, locally farmed produce, environmentally friendly products and Management commitment to sustainability and the environment. 8. Appealing menus, creative promotions and effective merchandising as proposed by the vendor and/or observed thru visits to referenced sites. 25

26 ATTACHMENT B Current Weekly Sample Menu 26

27 ATTACHMENT C 27