Northeast Alabama Community College

Northeast Alabama Community College Post Office Box 159 Rainsville, Alabama 35986-0159 256-638-4418 or 256-228-6001 Fax: 256-228-6861 www.nacc.edu NORTHEAST CAFETERIA SERVICES REQUEST FOR PROPOSAL 1

Northeast Alabama Community College is seeking proposals to provide cafeteria services for students, faculty, staff, and guests of the institution. Services will be provided in the College s cafeteria facilities located in the Student Center Building Mandatory Conference A mandatory conference and inspection of premises for prospective vendors will be held Monday, July 18, 2016 at the cafeteria facility in the campus Student Center located at 138 Alabama Highway 35, Rainsville, AL 35986. The conference will begin promptly at 2:00 p.m. College Calendar The College operates on a semester system: Fall, Spring, and Summer. Fall and Spring Semester are 16 + weeks in length. Summer Semester is 10+ weeks in length. These are further divided into mini semesters. Scope of Work Northeast Alabama Community College invites food service providers to purchase, prepare and serve food for the College s, students, faculty, staff and guests on such hourly schedules as may be determined by the College. As Northeast has no resident students in dormitories, no meal plans are to be provided for weekends, holidays, or other times the institution is closed. College campus dining services play a very important role in student satisfaction. Therefore, the Contractor shall provide meal programs that will increase student satisfaction and encourage retention for the College. The Contractor shall design and conduct a food service program that enhances the student s quality of life and that serves both the Contractor s and the College s goals. As objective goals, Contractors should: 1. Provide students a balanced campus dining operation based on students needs and desires at a reasonable cost. 2. Provide the College community a complete campus dining operation to include catering and fast food operations. 3. Create innovation in design and implementation of an attractive food service facility. 4. Maintain a food services program that provides a variety of foods that will satisfy all tastes. 5. Establish a long term partnership where motives, responsibilities and profits are appropriately shared. 6. Maintain and expand creative and effective management policies and procedures. 7. Develop marketing and merchandising programs to enhance the image of campus dining services and attract the patronage of non resident students as well as the administration, faculty and staff. 8. Meet the food services needs of students and College customers with disabilities. 2

9. Increase the volume of food service business on campus. 10. Provide flexible and affordable meal plans that provide a variety of foods. The requirements in this scope of work are the minimum required for the College s cafeteria services program. Contractors are encouraged to propose improvements and enhancements for a creative and financially responsible program. Responsibilities of Contractor and College Contractor Responsibilities Costs for food Labor Payroll costs Employee health examinations Paper supplies Janitorial and chemical products Office supplies Licenses and taxes College Responsibilities Costs for utility (electricity, gas, water and HVAC) Building maintenance Removal of trash and garbage from outside dumpsters Furnish existing office equipment Furnish telephone and internet service Provide existing food service items (China, flatware, glassware, trays, and kitchen utensils.) These items shall remain the property of the College. Provide initial capital equipment Cleaning of public restrooms Postage Banking services Merchandising aids Laundry Products and Public Liability Insurance Daily housekeeping, cleaning, preventive maintenance and sanitation services in the production and service areas, dining rooms, snack areas, refrigerators, freezers, receiving 3

and storage, and offices Maintenance and repair of all office equipment Maintain adequate level of china, glassware, and silverware Extermination services Maintain and repair of all food service equipment Furnish cash registers accounting capabilities Submit to audit (as required) of the State of Alabama Examiners of Public Accounts Selecting, supervising and compensating individuals employee under the terms of this ITB Basic Menu Requirements Menu selections should be planned to enable the College community clientele to meet appropriate recommended dietary allowances set by the appropriate regulatory agency. In addition to popularity and cost factors, menus should be planned to be appealing to the eye, taste and smell. Menus on campus should reflect the needs of groups on campus including students from various cultures, religions, and medical and personal dietary restrictions. Menu Posting Weekly menus shall be designed to be attractive and posted in prominent places in the dining areas and other locations agreed upon with the College. Menus shall be available the day they go into effect. Other forms of advertising shall be utilized as agreed upon by the College. Equipment The College agrees to make available to the Contractor all existing furniture, fixtures, and equipment associated with the cafeteria services facilities. Ownership of said furniture, fixtures and equipment (e.g. china, glassware, flatware, trays and kitchen utensils) shall remain with the College. The Contractor shall be required to keep all furniture, fixtures and equipment in good repair and condition and protect against misuse, loss, pilferage or destruction. Maintenance, repair and replacement costs resulting from Contractor negligence shall be paid by the 4

Contractor and shall not be considered a cost of operation. The Contractor shall ensure that no College owned equipment is removed from the facility Equipment (Office) The College shall provide office furniture to the Contractor. The Contractor shall be responsible for maintenance of such furniture in good condition and repair. Equipment Repairs The College shall be responsible for all repair costs to the equipment, fixtures and building components and shall be responsible for immediate attention to emergencies. The Contractor shall be responsible for notifying the College of required repairs of existing capital equipment, furnishings and building components. In the case of Contractor negligence, the College may request the Contractor to pay for the repairs and replacement of the items. Facilities The Contractor shall make no alterations, changes or improvements to areas assigned to the Contractor without the prior written consent from the College administration. The Contractor shall not be authorized to utilize the facilities to conduct or prepare any food for any other dining or catering service or purpose not specifically approved by the College. Fire Extinguishers The College shall furnish and maintain fire extinguisher equipment and supplies and the Contractor shall notify the College immediately after every use. Housekeeping / Sanitation The Contractor shall provide daily housekeeping, cleaning, preventive maintenance, and sanitation service which includes necessary commercial equipment and supplies for the food service areas. In addition, the Contractor shall maintain the dining areas throughout the service hours to include wiping down tables, cleaning spills, emptying trash, and keeping the dining room neat. These facilities shall include, but not be limited to, production and service areas, dining rooms, snack areas, refrigerators, freezers, receiving and storage, trash and garbage, and offices. The Contractor shall be responsible for routine daily sweeping and mopping of non carpeted floors, vacuuming and spot cleaning carpets and furniture; routine weekly cleaning of filters and pipes leading from the area; and providing, cleaning and maintaining an adequate inventory of table linens, employee uniforms, aprons, towels, china, glassware, silverware and other related dining service items. The College shall be responsible for periodic stripping and sealing or waxing of floors. The College shall also be responsible for building maintenance which shall include periodic cleaning of ceilings, outside windows, air distribution devices and light fixtures, including maintenance 5

and replacement of light bulbs, cleaning of public restrooms, cleaning hood ducts, plenums and related units and fans. The Contractor shall develop, implement and update cleaning and sanitation schedules for all equipment and areas as assigned. Cleaning must be sufficient to provide protective maintenance against unnecessary deterioration, and provide clean and neat appearance. The Contractor s employees shall be neat and tidy in appearance and shall follow general food service industry established hygiene practices in the handling of food. The Contractor shall not allow employees with known illnesses, open sores or other symptoms to work. Any contagious disease, such as hepatitis, must be reported immediately to the College. The contractor shall be responsible for providing food handler certificates and/or medical examinations as required by law and shall make such records available for review upon the College s request. Initial Inventory The College shall provide an initial inventory of expendable and non expendable supplies and equipment. A joint physical inventory of equipment and small wares may be taken from time to time during the term of the contract. If any provided equipment is lost, damaged or unaccounted for prior to expiration of its useful life, either during or at termination of the contract, then the Contractor shall replace items with items of matching pattern and equal quality. Inspections The College reserves the right to periodically conduct, announced or unannounced, inspections, evaluations, and request changes in the operation and condition of the cafeteria services and facilities at any time with respect to the quality, quantity and production of all food items, hours of meal services, prices, safety, sanitation and maintenance of the facilities and equipment to bring them to the levels satisfactory to the College. The College reserves the right to make reasonable regulations from time to time with respect to these matters. The Contractor shall comply with such regulations as well as all state and local health and sanitation regulations. Keys The Contractor shall be responsible for any keys and locking devices provided to the Contractor at the onset of the contract. The Contractor shall be responsible for the cost of replacement of lost keys, and if the College determines that keys lost by the Contractor could compromise campus security, the Contractor shall be responsible for all costs associated with re keying designated locations. Purchase Standards Purchase of food, supplies and equipment shall meet the requirements of the United States Department of Agriculture (USDA) and Food and Drug Administration (FDA). 6

The Contractor shall maintain rigid procurement procedures throughout the entire process of purchasing, receiving, storage and inventory of all foods and direct supplies, and shall pay for all food and direct supplies related to this contract. Supplies (Operating) The Contractor shall be responsible for all costs for required food, labor, payroll cost, health examinations, office supplies, licenses and taxes, postage, banking services, laundry, merchandising aids, furnishings of cash registers, accounting capabilities, products and public liability insurance, janitorial and chemical supplies for the operation of cafeteria services. Telephone and Internet Service The College provides telephone and internet service and it shall be required that the Contractor use that service at no cost to the Contractor. Trash Removal The College shall be responsible for the removal of trash and garbage from outside dumpsters in the Student Center and cafeteria. Utilities The College shall be responsible for providing electricity, gas, water, and air conditioning, where available, for the food services operations. Staffing and Personnel The Contractor shall maintain on duty at the College an adequate staff at all times to ensure a quality cafeteria service operation. Vendors and all personnel must comply with all applicable policies and procedures of the Alabama Community College System Board of Trustees. Terms and Conditions 1. The Contractor shall perform in accordance with the terms and conditions as stated herein and in accordance with the highest standards and commercial practices. The College retains the absolute right to assess whether and when performance is acceptable. 2. The contract entered into as the result of this Request For Proposal supersedes any and all oral and/or written agreements entered into by the parties hereto prior to the execution of the contract covering the subject matter hereof. The contract shall include by reference this Request For Proposal and the successful response. 3. Representatives from the College reserve the right to inspect the bidder s facilities and other food service operations under their management prior to the award of the contract. 7

4. Any records, specifications, or data furnished will become a permanent part of the Request For Proposal documentation and will remain the property of the College. Other 1. The Contractor must be available to assume responsibilities on the first day of classes for the Fall Semester classes which is August 22, 2016. 2. The successful Contractor shall coordinate its efforts through the College s administrative personnel and shall be prepared to cooperate with various College departments and administrators in an effort to establish a well rounded program. 3. The Contractor shall provide a record of all sales received from and allowable operating expenses incurred by the campus dining operation on a monthly basis. This record shall be in the form of a monthly operating statement in a format mutually agreed upon by the Contractor and the Dean of Administrative Services. 4. The contract and any part thereof shall not be sub contracted or assigned to another Contractor without prior written approval by the College. 5. The College will require that menus be posted in the cafeteria and online for the current week or made public in the appropriate fashion. The menu shall state the price in a la carte, plate lunch, salad bar, or grill. 6. The Contractor must agree to assist the College and the American Red Cross, FEMA, EMA or others, in providing food service in the event the College is required to open as a hurricane/storm shelter as required by the Governor of the State of Alabama, the Chancellor of the Alabama Community College System, and the President of the College. 7. The Contractor will not be awarded an exclusive contract to provide all food items for the College. Other outside caterers may be used from time to time as circumstances dictate. The Contractor must also be aware the College has separate drink/snack vending machines that also provide food/drink items. The College will determine which vendor may provide items for sale and in which location(s). Selection Criteria 1. Selection of the successful Contractor will depend not only on the financial plans but will be compared on the basis of ability to perform the above standards and conditions. 2. Award will be made to the Contractor who is determined by the College to be most capable of meeting the needs and objectives of the College. This does not necessarily mean the Contractor that offers the highest percentage of return to the College will be awarded the contract. 8

3. Contractors are encouraged to propose any innovations that they believe will be appealing to the College community. 4. From the total information required, determination shall be made of the Contractor's financial and operational ability, the reputation of the Contractor, experience, management philosophy, price, quality, portions, variety of the product to be sold, willingness to participate in improvements of the food operations areas, and demonstrative quality of service under sanitary conditions. 5. It is the intent of the College to make an award for one (1) Contractor to supply the specified food service operations for the College. Therefore, each proposal submitted must address all requirements of the proposal specifications to be considered. 6. Proposals which exceed the minimum requirements of the College specifications are encouraged. 7. Interested parties are encouraged to approach this project with imagination, ingenuity, and innovation in the development of a food service program. 8. The College insists on the absolute highest quality food service to students, faculty, staff, and college customers be maintained. 9. All responses received shall be subject to an evaluation by a duly authorized College committee for the purpose of selecting the successful Contractor. 10. All contractors will be evaluated on the following: Experience & References Proposed Food Program On site Personnel Financial Package 11. All contractors will be evaluated on their willingness to participate in special events and/or programs (e.g. Scholarships, and all College events). 12. A financial proposal including cash pricing, commission rate on cash sales, and other financial offerings or options. Proposal Packet To assure equal consideration to all Contractors, provide the following information, as complete as possible to enable the College to fully evaluate qualifications and criteria which are to be considered in the awarding of this contract: 9

1. One original and four complete copies of the total response. Sign and date the proposal. 2. A list of similar food service operations, duration, location, and extent of experience in food service. Give length of time, dates, name, address, telephone number, and a reference contact person for each operation. 3. The proposed food service plan for the College s cafeteria. 4. A description of catering capabilities. Include possible catering menus and price lists. 5. A description of proposed menus and prices for students, faculty, staff, or general public. 6. A list of specialty days/nights, special events, and menus for these activities. 7. Suggestions for any equipment additions, facility modifications, etc. to enhance college personnel and student support of the cafeteria services. How do you propose to grow the revenue for the food service program? 8. Financial plan for cafeteria operations and sharing of revenues with the institution. All proposal documents must be received by 4:30 p.m. on Friday, July 22, 2016. Documents must be sealed and mailed or personally delivered to the Business Office at the address below. Proposals will be opened and evaluated by the Cafeteria Committee on Monday, July 25, 2016 at 10:00 A.M. in the cafeteria dining room. All vendors will be notified of the decision by the committee by mail. Following the evaluation by the Cafeteria Committee, further interviews by the President of Northeast with prospective vendors may be required. Northeast Alabama Community College 138 Alabama Hwy 35 Rainsville, AL 35986 Please complete and include each of the exhibits below with your response. 10

Northeast Cafeteria Services Exhibit A Vendor Identification Form (Please provide your contact information) Name: Address: Phone: Date: Signature: 11

\ Northeast Cafeteria Services Exhibit B Similar Food Service Operations Vendor Name: (ENTER YOUR COMPANY NAME) Food Service Operation Location/ Address Contractor s Name Contract Date (Beginning & Ending) Name of Reference Contact 12

Northeast Cafeteria Services Exhibit C Financial Proposal Form Vendor Name: (ENTER YOUR COMPANY NAME) The College understands that a management fee is probably required at any level of operation. However, if food service operation is successfully managed and grows, profits should be shared with the College. Please respond to the following: Line Description Amount 01 Management Fee on Campus Sales $0 - $500,000 $ 02 Percentage Due College on Campus Sales $0 - $500,000 (Additional to Management Fee) % 03 Price for daily meal for faculty, staff, student, general public Breakfast: $ Lunch: $ Dinner: $ 13

Northeast Cafeteria Services Exhibit D Catering Capabilities Vendor Name: (ENTER YOUR COMPANY NAME) Describe below the catering capabilities that shall be offered for this bid. 14

Northeast Cafeteria Services Exhibit E Food Service Plan Vendor Name: (ENTER YOUR COMPANY NAME) Describe below the food service facility that you propose to be operated on the Northeast Campus. This description should include breakfast, lunch, dinner, recommendations and innovations, menus, and proposed pricing as well as suggestions for specialty nights, events and other features. Include a description of the staffing proposed for the plan. 15

Northeast Cafeteria Services Exhibit F Food Services Growth Plan Vendor Name: (ENTER YOUR COMPANY NAME) Describe below a proposal to grow the revenue of food services operations. Provide any suggestions for equipment additions and/or facility modifications to enhance College personnel and student support for the cafeteria services. 16