REQUEST FOR PROPOSAL (RFP)

Transcription

1 REQUEST FOR PROPOSAL (RFP) ILLINOIS CENTRAL COLLEGE FOOD SERVICES Issue Date: September 12, 2017 Responses Deadline: Wednesday, October 25, 2017, 2:30 p.m. Submit responses to: Illinois Central College Attn: Jennifer Hughes 1 College Drive East Peoria, IL

2 I. INTRODUCTION Illinois Central College (ICC) is a public community college celebrating 50 years of providing a dynamic learning environment that fosters excellence, opportunity and innovation in meeting the educational needs of our diverse students and community. ICC is a comprehensive community college that offers transfer curriculum, occupational training, adult enrichment classes and a variety of other community services. The college offers certificates and associate degrees in a wide range of program areas. Campus Housing is also available on the East Peoria Campus managed by a third party housing management company under the direction of the ICC Educational Foundation Student Residence LLC. The Campus Housing offers 328 bed spaces for students to lease equipped with full-size kitchen appliances including a stove/oven, refrigerator, and dishwasher. ICC holds classes during its normal hours of operation, which are: Monday through Thursday, 8:00 a.m. to 10:00 p.m. and Friday, 8:00 a.m. to 5:00 p.m. In addition, various special events are held throughout the year including evenings and weekends. ICC offers programs of study to just under 10,000 part-time and full-time students. The college is projecting a modest growth in enrollment over the next five years. On campus headcount data for the last full fiscal year which includes the Summer 2016, Fall 2016 and Spring 2017 semesters, are included for your reference (Exhibits A-F). The three ICC campuses employ approximately 500 full-time and 700 part-time faculty and staff members. The ICC Food Services program currently operates a central dining facility with catering services located on the second floor of the Academic Building and a small coffee café on the third floor of the Academic Building, both at the East Peoria Campus (Exhibits G-H). ICC has completed construction of a new Student Center in the heart of the Peoria Campus which includes space for a food serving and small coffee café (Exhibit I). The ICC Fitness Center operates a juice bar on the mail floor of the CougarPlex facility that includes space for both the Fitness Center and Athletics. II. PURPOSE / OBJECTIVE OF RFP The college s food service program is an important auxiliary service relative to enhancing the academic environment, fostering productivity, improving morale and presenting a positive image to its customers and guests. Illinois Central College desires to establish a partnership with a dining/catering services provider and/or gourmet coffee services provider ( Providers ) who will deliver a variety of quality food and drink options for students, faculty, staff and guests of the college at reasonable prices. The partnership should enhance the college experience and ensure all campus dining customers consider the services a good value

3 III. SCOPE OF RFP ICC is looking for innovative solutions intended to preserve the integrity of the college s food service operation and does not intend to limit the content or creative ideas of the respondents. Respondents should use their best judgment in determining what business model makes sense to deliver quality food and drink options at reasonable prices. Respondents may opt to provide comprehensive services to include dining services, catering, coffee café and juice bar or respondents may opt to operate only one service area. ICC is currently under contract for its vending services through June, 2020, and therefore, those services shall not be considered part of this proposal. The college intends to accept responses that embrace the best interests of the college from a service, financial, and cultural viewpoint. Illinois Central College reserves the right to accept or reject proposals, in whole or in part, and to negotiate separately as necessary in order to serve the best interests of ICC and its students. This RFP shall not obligate Illinois Central College to award a contract or complete the proposed project and it reserves the right to cancel this RFP if it is considered to be in its best interest. 1. Current food services facilities and operations The central dining facility, Trés Café, at the East Peoria campus occupies close to 6,900 square feet. It includes close to 3,000 square feet of retail space, just over 2,000 square feet of kitchen, and close to 1,900 square feet of bathrooms, coolers, office and storage space (Exhibit J). The retail space operates a grill station, deli station, entre station, and various beverages, desserts and snacks. Trés Café also offers catering services and has first right of refusal for meetings and events held on ICC property. The catering services do include providing a lunch meal and snacks for the childcare center, including its summer camp program, and College for Kids, each located at the East Peoria campus. The coffee shop, Café Breve, at the East Peoria campus occupies close to 2,300 square feet. It includes 189 square feet of retail space, 180 square feet of storage, and 1,923 square feet of seating space (Exhibit K). The coffee shop operation provides specialty coffee and espresso drinks, beverages and grab-n-go salads, sandwiches, and snacks. The Student Center at the Peoria Campus has new facilities for a small coffee shop and a food servery operation occupying over 2,000 square feet of combined space (Exhibit L). ICC is starting a satellite Café Breve operation at this location for the Fall 2017 semester but the space is fully equipped and ready for full operations at any time

4 The Juice Bar at the ICC Fitness Center located at the East Peoria campus offers healthy smoothies, snacks and other drink options geared towards members of the fitness center but offers services to all patrons at the CougarPlex. Providers are invited to come inspect the food services facilities prior to submitting a proposal in order to determine all requirements associated with operations. 2. Current hours by site Trés Café: East Peoria Café Breve: Peoria Café Breve: Fitness Center Juice Bar: Monday Thursday: 7:30 a.m. 2:00 p.m. Friday: 7:30 a.m. 1:30 p.m. Monday Thursday: 7:00 a.m. 6:00 p.m. Friday: 7:00 a.m. 1:30 p.m. Monday Thursday: 7:30 a.m. 1:30 p.m. Friday: Closed Monday Friday: 5:30 a.m. 8:00 p.m. Saturday: 8:00 a.m. 5:00 p.m. Sunday: 12 noon 5:00 p.m. 3. Financial summary FY 2014 Actuals FY 2015 Actuals FY 2016 Actuals FY 2017 Projected Gross Profit $ 549,825 $ 552,783 $ 493,159 $ 393,798 REVENUES FY 2014 FY 2015 FY 2016 FY 2017 Actuals Actuals Actuals Projected Birchwood (Peoria) $ 52,766 $ 35, Café Breve $ 194,122 $ 186,844 $ 187,115 $ 156,058 Trés Café $ 690,408 $ 690,266 $ 583,551 $ 446,652 Total Site Revenue $ 937,296 $ 913,023 $ 770,666 $ 602,710 Catering $ 169,002 $ 123,395 $ 120,368 $ 78,193 Child Care Center Incl above $ 24,852 $ 25,272 $ 21,542 Other Incl above $ 3,158 $ 1,979 $ 5,336 Vending $ 52,854 $ 55,247 $ 50,481 $ 50,467 TOTAL REVENUE $ 1,159,152 $ 1,119,675 $ 968,766 $ 758,

5 IV: GENERAL SELECTION CRITERIA ICC is seeking the following information in the responses: 1. Letter of Interest 2. Executive Summary 3. Operational Plan 4. Supplemental Information 5. Certification Form 1. Letter of Interest A letter of introduction outlining interest along with a summary of what your organization can uniquely offer. Include name, address, phone number and address of primary contact(s). 2. Executive Summary An overview discussion of your organization s general experience and expertise, proposed approach to providing quality services and options at a reasonable price that cater to a diverse customer base of ICC students, faculty, staff and guests of the college. The summary should include but is not limited to: a. Your organization s history, background, mission and the types of services that you offer. b. Overall qualifications, experience, and expertise in the foodservice and/or coffee shop industry, catering, and customer service and support. c. Experience and expertise in working with clients comparable to the college s demographics. d. Provide the names of all colleges, businesses or similar food operations presently operated by your company in Illinois. For each operation provide the full name and address of the institution. e. A description of corporate support services and programs that will be offered, if applicable. f. A list of regional management personnel to be serving ICC with a profile of each including name, years of experience and major job responsibilities. 3. Operational Plan Describe in detail the overall plan that your company proposes to implement year round at any one or all of the specified food services facilities. Provide a description of your concepts and - 5 -

6 approach to managing and delivering quality services at reasonable prices. Your description should include but is not limited to: a. Service Describe in detail the proposed service formats to meet the diverse needs of all customers such as: Grab-n-go menu options Made-to-order menu options Self-service menu options Served menu options Catering options b. Menu - Submit a standard core menu and beverage items for each food service area/station denoting nutritional information. Describe any service variations or programs for breakfast, lunch or dinner that you plan to implement. c. Price - Provide a price and portion guide for each of the core menu items listed above. Discuss how pricing levels will be established to meet the varied customer perceptions of value, specifically to meet the low budget needs of some students on a daily basis. d. Quality Provide a list of proposed minimum level of food specification and quality standards to be utilized and maintained. Discuss how you will provide retail food services that is nutritious, well balanced, appetizing, and appealing. Explain how the use of nationally branded food products may be used to create a perception of quality and value. e. Hours of Operation - Submit proposed hours of operation for each station or site, including any special hours or proposed closing during breaks or summer. f. Staffing and Management Plan - Provide a description of your proposed plan to staff and manage foodservices operations. Describe your training program and approach to professional development for staff. Indicate whether you are willing to offer employment to current staff employed with ICC Food Services, the conditions or requirements upon which any such offer would be contingent, and the compensation and any benefit package that you would offer to such individuals. Describe and/or provide pictures of any clothing or uniform requirements. g. Sanitation and Safety Practices Provide a description of your quality control and risk management procedures. Briefly describe sanitation and safety practices and the anticipated program to train and reinforce ServSafe standards. h. Marketing and Campus Relations Describe marketing strategies for outreach or interactions with students, faculty and staff. Describe method(s) for obtaining and communicating campus-wide feedback on food quality and customer satisfaction. i. Catering The college s catering requirements range from cookies and coffee to formal dinners and receptions for the President. Address how you might be able to - 6 -

7 support catering services at the college and provide a sample of catering menus with prices. j. Sustainability Describe what your company has done to promote conservation, recycling and sustainability. 4. Supplemental Information Provide any other information you believe is relevant to ICC fully understanding your qualifications, performance, or services. a. Financial information Provide financial reports for the past five (5) years, such as balance sheets, income statements, supporting notes and any other relevant information. b. Contract Terms Typical contract duration for delivery of services and any other standard terms and conditions. c. Fee Proposal Outline payment of a guaranteed commission and compensation or rent payment to the college for use of the facilities for all food service operations. d. Sanitation and Safety Provider is to obey all federal, state, and local laws and ordinances regarding food handling, safety, and sanitation. Provide a copy of your Hazardous Analysis Critical Control Points Plan (HACCP Plan required in Tazewell County) if available. e. Equipment - Include a listing of any remodeling of facilities necessary to implement the proposed food services. While the cost and provision of these items are not to be borne by the college, they may be considered during the review of proposals and addressed during contract negotiations. f. Sub-Contractors - Any proposed sub-contractors must be listed. g. Insurance Certificate of insurance. If award a contract, the provider shall name Illinois Central College as an additional insured. h. References - Provide any references with contact information for current or former clients you have provided services or programs for. Identify the services provided and describe the outcome. ICC reserves the right to contact references listed in the RFP. 5. Certification Form Complete the enclosed Certification Form and submit with your proposal. The information will be used as a criterion in the evaluation of vendors

8 V. SUBMITTALS Respondents are requested to submit one (1) hardcopy response and one (1) electronic copy in PDF format (on CD/flash drive/ ) to the contact person identified on page 1 and must be received no later than the due date and time indicated. Respondents are required to complete the Certification Form and submit with their response. Organizations should refrain from unsolicited sales efforts beyond this response. Respondents are invited to tour the current food services facilities prior to submitting information and may be requested to meet with ICC Administration to further discuss their submission of information or may be asked additional questions concerning the information. Point of contact for site visits: Kim Malcolm, Director of Business Services Ph: (309) kmalcolm@icc.edu - 8 -

9 CERTIFICATION FORM By signing this required form, the undersigned agrees that said bidder is responsible as defined below. Minority-owned, female-owned, and person with disability-owned businesses are encouraged to apply. NOTE: THIS INFORMATION WILL BE USED AS A CRITERIA IN THE EVALUATION OF VENDORS. FAILURE TO COMPLY WITH ANY OF THE BELOW MAY RESULT IN DISQUALIFICATION OF YOUR BID. -The contractor/bidder certifies that it is not barred from bidding on this or any other contract due to any violation of either Section 33E-3 or 33E-4 of Article 33E, Public Contracts, of the Illinois Criminal Code of 1961, as amended. This certification is required by Public Act This Act relates to interference with public contracting, bid rigging and rotating, kickbacks and bribery. Yes No -Bidder is a certified Minority-owned Business Enterprise, Female-owned Business Enterprise, Personwith Disability-owned Business Enterprise, or Veteran-owned Business Enterprise. If yes, what Agency? E.G. Illinois Department of Central Management Services (CMS) Yes No Certifying Agency -Bidding company, having 25 or more employees, does hereby certify pursuant to section 3 of the Illinois Drug-Free Workplace Act (Chapter 30 ICLS 580) that (he, she, it) shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies, that (he, she, it) is not ineligible for award of the contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act. Yes No N/A The Undersigned states that the signature of the person on the signature page is the signature of a person who is authorized to sign the bid proposal. Such proposal is genuine and bidder has not directly, or indirectly, conspired, combined or agreed with any other person, officers, agents or committee of any entity to prevent free competition in the letting of the contract for the work covered by aforesaid proposal, or to fix the bid price or any item or factor thereof, or to induce any person not to enter into such competition. THIS FORM MUST BE RETURNED WITH YOUR PROPOSAL Signature of Company Official Date Title of Company Official

10 EXHIBIT A PEORIA CAMPUS - SUMMER 2016 Time of Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Before 8:00AM :00AM - 8:59AM :00AM - 9:59AM :00AM - 10:59AM :00AM - 11:59AM :00PM - 12:59PM :00PM - 1:59PM :00PM - 2:59PM :00PM - 3:59PM :00PM - 4:59PM :00PM - 5:59PM :00PM - 6:59PM :00PM - 7:59PM :00PM - 8:59PM :00PM - 9:59PM :00PM - 10:59PM Total Peoria Campus Summer 2016 by Hour 0 Monday Tuesday Wednesday Thursday Friday Before 8:00AM 8:00AM - 8:59AM 9:00AM - 9:59AM 10:00AM - 10:59AM 11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM 2:00PM - 2:59PM 3:00PM - 3:59PM 4:00PM - 4:59PM 5:00PM - 5:59PM 6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

11 EXHIBIT B PEORIA CAMPUS - FALL 2016 Time of Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Before 8:00AM :00AM - 8:59AM :00AM - 9:59AM :00AM - 10:59AM :00AM - 11:59AM :00PM - 12:59PM :00PM - 1:59PM :00PM - 2:59PM :00PM - 3:59PM :00PM - 4:59PM :00PM - 5:59PM :00PM - 6:59PM :00PM - 7:59PM :00PM - 8:59PM :00PM - 9:59PM :00PM - 10:59PM Total Peoria Campus Fall 2016 by Hour Monday Tuesday Wednesday Thursday Friday Before 8:00AM 8:00AM - 8:59AM 9:00AM - 9:59AM 10:00AM - 10:59AM 11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM 2:00PM - 2:59PM 3:00PM - 3:59PM 4:00PM - 4:59PM 5:00PM - 5:59PM 6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

12 EXHIBIT C PEORIA CAMPUS - SPRING 2017 Time of Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Before 8:00AM :00AM - 8:59AM :00AM - 9:59AM :00AM - 10:59AM :00AM - 11:59AM :00PM - 12:59PM :00PM - 1:59PM :00PM - 2:59PM :00PM - 3:59PM :00PM - 4:59PM :00PM - 5:59PM :00PM - 6:59PM :00PM - 7:59PM :00PM - 8:59PM :00PM - 9:59PM :00PM - 10:59PM Total Peoria Campus Spring 2017 by Hour Monday Tuesday Wednesday Thursday Friday Before 8:00AM 8:00AM - 8:59AM 9:00AM - 9:59AM 10:00AM - 10:59AM 11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM 2:00PM - 2:59PM 3:00PM - 3:59PM 4:00PM - 4:59PM 5:00PM - 5:59PM 6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

13 EXHIBIT D EAST PEORIA CAMPUS - SUMMER 2016 Monday Tuesday Wednesday Thursday Friday Time of Day 6:00AM - 6:59AM :00AM - 7:59AM :00AM - 8:59AM :00AM - 9:59AM :00AM - 10:59AM :00AM - 11:59AM :00PM - 12:59PM :00PM - 1:59PM :00PM - 2:59PM :00PM - 3:59PM :00PM - 4:59PM :00PM - 5:59PM :00PM - 6:59PM :00PM - 7:59PM :00PM - 8:59PM :00PM - 9:59PM :00PM - 10:59PM Total East Peoria Campus Summer 2016 by Hour Monday Tuesday Wednesday Thursday Friday 6:00AM - 6:59AM 7:00AM - 7:59AM 8:00AM - 8:59AM 9:00AM - 9:59AM 10:00AM - 10:59AM 11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM 2:00PM - 2:59PM 3:00PM - 3:59PM 4:00PM - 4:59PM 5:00PM - 5:59PM 6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

14 EXHIBIT E EAST PEORIA CAMPUS - FALL 2016 Monday Tuesday Wednesday Thursday Friday Time of Day 6:00AM - 6:59AM :00AM - 7:59AM :00AM - 8:59AM :00AM - 9:59AM :00AM - 10:59AM :00AM - 11:59AM :00PM - 12:59PM :00PM - 1:59PM :00PM - 2:59PM :00PM - 3:59PM :00PM - 4:59PM :00PM - 5:59PM :00PM - 6:59PM :00PM - 7:59PM :00PM - 8:59PM :00PM - 9:59PM :00PM - 10:59PM Total East Peoria Campus Fall 2016 by Hour 0 Monday Tuesday Wednesday Thursday Friday 6:00AM - 6:59AM 7:00AM - 7:59AM 8:00AM - 8:59AM 9:00AM - 9:59AM 10:00AM - 10:59AM 11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM 2:00PM - 2:59PM 3:00PM - 3:59PM 4:00PM - 4:59PM 5:00PM - 5:59PM 6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

15 EXHIBIT F EAST PEORIA CAMPUS - SPRING 2017 Monday Tuesday Wednesday Thursday Friday Time of Day 6:00AM - 6:59AM :00AM - 7:59AM :00AM - 8:59AM :00AM - 9:59AM :00AM - 10:59AM :00AM - 11:59AM :00PM - 12:59PM :00PM - 1:59PM :00PM - 2:59PM :00PM - 3:59PM :00PM - 4:59PM :00PM - 5:59PM :00PM - 6:59PM :00PM - 7:59PM :00PM - 8:59PM :00PM - 9:59PM :00PM - 10:59PM Total East Peoria Campus Spring 2017 by Hour 0 Monday Tuesday Wednesday Thursday Friday 6:00AM - 6:59AM 7:00AM - 7:59AM 8:00AM - 8:59AM 9:00AM - 9:59AM 10:00AM - 10:59AM 11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM 2:00PM - 2:59PM 3:00PM - 3:59PM 4:00PM - 4:59PM 5:00PM - 5:59PM 6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

16 EXHIBIT G

17 EXHIBIT H Academic Building Third Floor Plan M:\AUTOCAD FILES\ East Peoria Campus\acad-lib\Academic.rvt Illinois Central College East Peoria Campus 1 College Drive East Peoria, IL " = 100'-0"

18 EXHIBIT I Peoria Campus Overview and Parking Illinois Central College Peoria Campus 5407 N. University Street Peoria, IL

19 EXHIBIT J Food Serving: 2,969 SF Kitchen and Prep: 2,058 SF Cooler: 393 SF Storage: 753 SF

20 EXHIBIT K 301/305 Café: 1,923 SF 304 Serving: 189 SF 303 Storage: 180 SF

21 EXHIBIT L