1146948-event.pdf

03 August 2023

Fergus Falls and Moorhead Food & Catering Services Minnesota State Community and Technical College is requesting proposals for food and catering services for the Fergus Falls and Moorhead Campuses.

03 August 2023

Open 5/26/2023 12:00 AM CDT Type Request for Proposal Close 6/28/2023 3:00 PM CDT Number SRC-MSCTC-2023-000132-RFP Currency US Dollar

Sealed Until 6/28/2023 3:00 PM CDT

Payment Terms Net 30

03 August 2023

Contacts Wayne Wolden wayne.wolden@minnesota.edu

Phone +1 218-631-7813

Celena Monn Celena.Monn@minnstate.edu

Phone +1 651-201-1444

03 August 2023

Commodity Codes Commodity Code Description 90000000 Travel and Food and Lodging and Entertainment Services 90100000 Catering

03 August 202303 August 202303 August 202303 August 202303 August 202303 August 202303 August 202303 August 202303 August 2023 mailto:wayne.wolden@minnesota.edu mailto:Celena.Monn@minnstate.edu

Project Overview Minnesota State is requesting proposals qualifying bidders to supply, operate and provide food services and catering for two cafeterias. The objective of this Request for Proposals (RFP) is to acquire a contract(s) for specified food services to students, staff, and faculty of Minnesota State Community and Technical College (M State) starting July 1, 2023. Contractors may submit proposals to provide: 1) Proposal to operate cafeterias on the Fergus Falls Campus, Moorhead Campus, or both. It is the desire of the College to receive proposals from contractors who have demonstrated potential for providing food service programs that maintain high standards of service, quality food products, and financially viable operations.

Contractors are encouraged to be as creative as possible in proposing a food service program that will provide a high level of customer satisfaction. Proposals should be as thorough and as detailed as possible so that the College may properly evaluate each Contractor’s ability to provide the specified/proposed services.

Technical/Functional Requirements

1. Utility services as may be reasonable and required for the efficient performance of the contract shall be furnished by the college.

2. The hours for the manual food service during the academic year at a minimum:

Fergus Falls Campus - 10:30 am - 6:30 pm, Monday through Friday, Moorhead Campus - 7:30 am - 2:00 pm, Monday through Friday.

**The Fergus Falls Campus has Campus Housing and will require food service during lunch and dinner hours. Breakfast hours may be added based upon demand. Campus Housing residents are required to purchase declining balance meal plans from the College ranging from $900-$1,200 per semester.

**The Moorhead Campus does not have student housing and will require food service during breakfast and lunch hours.

3. Additional hours will be provided for special functions when the college deems it necessary.

4. Future hours are set by written agreement between the College and the Food Service provider.

5. The manual food service will operate with the official school calendar and will be open every day the college has classes and/or exams during fall and spring semesters.

6. The breakfast menu on the Moorhead Campus will be available from 7:30 am until 10:00 am each day the manual food service line is open.

7. The food service line will include, but not limited to:

*A variety of hot grilled and non-grilled luncheon selections *Low-fat and healthy food choices *Deli-sandwiches (take-out) *Seasonal foods and beverages, e.g. ice cream cones, hot chocolate, etc.

8. Food presentation should be aesthetically pleasing, and "extras" such as cookies, fruit, condiments, eating and serving utensils, etc. should be conveniently located to be conducive to traffic flow and accessible to individuals with disabilities.

9. Weekly/Monthly menus shall be published and/or posted.

10. Food and beverage catering service for select college and outside group-sponsored functions such as banquets, receptions, conferences and/or other special events will be provided by the food service contractor upon request of the services required and advised on effective program arrangements. Pricing should be competitive with catering services offered in the area. The college shall provide purchase order

Description number(s) to the contractor. The college shall be billed directly for, and shall be responsible for, the collection of amounts due from the college-sponsored functions.

11. Ethnic heritage months will be observed by offering foods and beverages associated with those groups.

12. Waste reduction, composting, recycling, and a “green Commitment” are vital to college operations.

Bidders will be required to address strategies for green operations in their proposal.

Pre-award Informational Meeting Minnesota State will hold informational meeting on June 1st, 2023 which all responding Vendors are encouraged to attend to view the facilities and ask questions about the RFP. The Fergus Falls campus meeting will be held at 10 a.m. and the Moorhead Campus meeting will be held at 2 p.m..

Proposal Content Vendors must submit the following information:

1. Adherence to Minnesota State Terms and Conditions: A statement of the objectives, goals, and tasks to show or demonstrate the vendor's view and understanding of the nature of the contract.

2. Work Plan: A description of the deliverables to be provided by the vendor along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing.

3. Qualifications of Vendor and its Personnel: An outline of the vendor's background and experience with examples of similar work done by the vendor and a list of personnel who will conduct the project, detailing their training, and work experience.

Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided.

4. Cost/Value: Identify the level of M State’s participation in the contract, as well as any other services to be provided M State, and details of cost allowances for this participation.

Selection Process The selection process includes the Vice President of Student Affairs, Dean of Student Services, Director of Campus Life and Housing, Director of Student Engagement, and the Director of Business Services. This group will evaluate the proposals and make the final decision.

Evaluation Factors

The following factors and their identified weight will be used to evaluate the responses:

No Factor Weight

1. Adherence to Minnesota State Terms and Conditions 10

2. Performance Plan 25

3. Price in relation to level of service to be provided 30

4. Qualifications of Vendor and its personnel (experience of personnel who are committed to work on the contract will be given greater weight) 25

5. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 10

Tota l 100

Contract Terms

Minnesota State desires to enter into a contract with the successful Responder(s) effective July 1, 2023 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be up to Five Years. If Minnesota State and Responder are unable to negotiate and sign a contract by July 15, 2023 then Minnesota State reserves the right to seek an alternative Responder(s).

Required to View Event

Prerequisites Required to Enter Bid

03 August 2023

1. Please review the background of Minnesota State

2. Please review the Notice and Authority

3.

This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation.

4. Please review the Definitions to the RFx

5. Please review the Organizational Conflict of Interest policy

6. Please review and accept the Authorized Response Certification Statement.

7. Please review and agree to the Duration of Offer agreement

8. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete and sign, upload completed form with response.

9. Please review the Terms of Payment

10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response.

11.

Please review the Supplier Diversity Commitment. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity preference must complete this form. Others can skip.

12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip.

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Buyer Attachments

1. Sample P/T Contract

03 August 202303 August 202303 August 202303 August 202303 August 202303 August 2023 https://www.minnstate.edu/system/templates/docs/4_PTServices_Template.docx

Questions Required Questions

Group 1: Adherence to Minnesota State Terms and Conditions Instructions:

1.1

Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation.

1.2

Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided.

Group 2: Performance Plan Instructions:

2.1 How do you plan to staff promptly with qualified people?

2.2 Describe the customer service training provided to the on-site staff.

2.3 Provide your plan for maintaining and repairing equipment and for furnishing replacements.

2.4 Provide details regarding the systems used to produce, deliver, and service required meals for both manual and catering services.

2.5 What procedures will be utilized to maintain high quality food service and freshness of the food served?

2.6 Provide planned ideas on accommodating changing diet patterns and culinary trends, including ideas for supplied varied methods of food service and menu preparations.

2.7 Describe the method of monitoring customer satisfaction and reporting the results to the college.

2.8 Provide ideas to improve food presentations at the college.

2.9 Provide a detailed plan for any possible satellite locations options.

2.10 Describe your line management procedures.

2.11 Describe any mobile ordering options.

2.12 Provide plans to participate in special college events by providing food entrees at cost (i.e. back to school picnic). Special accounts should exist for these events, preventing food cost percentages from being skewed as a result of this participation.

2.13 Provide information on efforts to comply with “environmentally friendly” operational expectations, including but not limited to, energy conversation, recycling, reusable beverage container options and compost options.

2.14

Provide a detailed description of your internal account program covering:

i. Inventory control

ii. Method of recording, checking, and reporting sales internally and to the college

iii. Internal control of cash handling

iv. Basis for invoicing

v. Sample of monthly report to be submitted to the college.

Group 3: Qualifications and Company Profile Instructions:

3.1 Provide a list of similar operations and locations where you are, or have operated, manual, catering, and satellite coffee shop services. List the length of time, name, address, average gross sales per month, and the phone number or email address of the contact person at each operation.

3.2 How many years has your organization been in the business related to this solicitation?

3.3 Please provide the history of your organization or company

3.4 Provide an organizational chart covering your proposed organization. Include functional statements of primary organizational elements and proposed staffing by job title classification categories and number of employees

3.5 Delineate the authority the senior on-site manager will have for the management of this contract. Specify the matters that the manager will be required to refer to the “home office” for decision. Who will assume the authority of the senior on-site manager during their absence and what, if any, will be the restrictions on such authorities?

3.6 How does your proposed on-site organization relate to the company organization?

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3.7 Will the senior on-site manager be required to engage in other company activities? If so, what type and to what extent?

3.8 Describe the company, culture and values.

3.9 Describe the diversity of the proposed team

3.10 List and explain any history of contract terminations either with or by a company or installation during the past 24 months. Identify the name, address, contact individual and telephone number of that company or installation.

3.11 Provide a complete balance sheet and income statement for the company’s last fiscal year of operation. Certification of this report by a CPA may be required.

3.12 Within the last three (3) years has your company filed for reorganization, protection from creditors, or dissolution under the bankruptcy statutes?

3.13 What is your company's procedure for protecting cardholder data.

https://www.pcisecuritystandards.org/security_standards/pci_dss.shtml

Group 4: Cost/Value Instructions:

4.1

Menu pricing stated in the proposal shall be in effect for at least the first year of the contract. Proposed breakfast, lunch, and dinner menu items with prices for the manual food line. The menu should be detailed with respect to names and prices individually and in aggregate. The size (weight, volume, etc..) of each service shall be stated.The vendor will be expected to have allowed for cost of providing all food, supplies, paper supplies, and other products as well as inflationary factor, etc. No pricing changes would be accepted until mutually agreed upon, this includes reduction of portions/volume(s). All food shall be furnished of a quality comparable to other restaurants in the community and must meet government regulations of Grade “A” quality.

4.2 Provide menus for catering services, including prices. Any special services available through the catering program (wait service, china, etc.) should be included with prices.

4.3 Fergus Falls Campus Housing Students are required to purchase a $900 or $1,200 board plan per semester. Describe how you would provide a 2 meal per school day menu option for board plan students to ensure they don't run out of funds by the end of each semester.

4.4 Provide commission, discounts and capital outlay.

Group 5: Supplier Diversity

Instructions: Suppliers must complete and upload Supplier Diversity Form and certifications as defined by Minnesota State in the Prerequisites Section.

5.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State in the Prerequisites section?

5.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section

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Product Line Items Product Line Items

There are no Items added to this event.

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Service Line Items Service Line Items

There are no Items added to this event.

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