1239263-event.pdf

08 July 2024

Food Service Vendor for Rainy River Campus Request for proposals for academic year food vendor to provide for the needs of students and employees at Rainy River Campus in International Falls, MN starting in the Fall of 2024.

08 July 2024

Open 6/14/2024 8:00 AM CDT Type Request for Proposal Close 7/8/2024 2:00 PM CDT Number SRC-MNC-2024-000269-RFP Currency US Dollar

Sealed Until 7/8/2024 2:00 PM CDT

Contacts Ellen Root ellen.root@minnesotanorth.edu

Commodity Codes Commodity Code Description 50000000 Resale Food Products 90000000 Travel and Food and Lodging and Entertainment Services

08 July 202408 July 202408 July 202408 July 202408 July 202408 July 202408 July 202408 July 202408 July 2024 mailto:ellen.root@minnesotanorth.edu

Project Overview Minnesota North College is requesting proposals to assist in developing academic year food services that provide for the needs of students and employees for wholesome food at moderate prices starting in the Fall 2024. The food services should be inviting, responsive to the needs of the students and employees, and serve as a positive force in attracting and retaining students and community support. Contract shall not be subcontracted or assigned without prior written permission of the College’s central administration.

Technical/Functional Requirements

1. Kitchen and dining facility will be provided to the selected vendor at no cost to the vendor. Cleaning and sanitation of preparation, kitchen, serving, payment area, and table top in dining area will be the responsibility of the vendor and must maintain state and local food service requirements. College will be responsible for deep cleaning of dining area, including floors as well as maintenance of the dining room furniture and kitchen appliances.

2. Kitchen cannot be used for outside business or catering, but may be used for on-campus catering with internal or external clients. On-campus catered events must be coordinated through the campus executive assistant and are subject to facility use contracts and costs.

3. Meal service to campus for a minimum of one meal per day (lunch) Monday through Friday for not less than three hours per day during the academic year (as defined by the College). Should include all days in-service and during final exam weeks each semester.

1. Residential students will be required to purchase a declining balance meal plan as part of their housing contract. Vendor must be able to take the declining balance meal plans as payment (operating similar to gift cards).

2. Rates will be set at $500 or $750 (student choice) per semester. Fall semester 2023 occupancy was 61 students.

4. Vendor may provide additional posted meal times, at their discretion, during the Campuses posted open hours and is encouraged to take retail food sales from non-residential students, employees, and community members.

5. Food service line will include, but is not limited to:

1. A variety of grilled and non-grilled selections

2. Low-fat and healthy meal or snack choices

3. Grab and go options

6. Vendor shall provide all food, supplies, paper supplies and products that are necessary for the efficient and effective operation of and typical of a food service operation. Food must meet government regulations for food quality. Fish and seafood may only be used if they are purchased from government inspected suppliers.

7. Provide meal ‘extras’ such as condiments, eating and serving utensils, etc. conveniently located and accessible to customers with mobility challenges

8. Monthly or weekly meals should be published and readily available with prices set by the beginning of each semester

9. Food and beverage catering for on-campus events, if available from selected vendor, may be an additional revenue source.

10. Minnesota North College will pay vendor revenues received on a monthly basis and is responsible for billing and collecting payments from students. Student’s failure to pay invoice does not obligate College to pay Vendor.

11. Vendor should be ServeSafe Certified and successfully operated a food service for a minimum of three years.

Pre-award Informational Meeting

Description

Minnesota State will have the kitchen open for review pre-bid on Monday, June 24, 2024 at 8:30am – 10:30am at the Rainy River Campus Kitchen located at 1501 US Hwy 71, International Falls, MN. It is recommended all potential or interested respondents attend the open kitchen event.

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

Topic Factor Weight Adherence to Minnesota State Terms and Conditions.

A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 5

Work Plan.

A description of the deliverables to be provided by the Responder 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.

Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 30

Qualifications of Respondent and its personnel.

An outline of the Responder’s background and experience with examples of similar work complete by the Responder 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.

Completeness, thoroughness and detail of the response

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

Total: 100

Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview.

Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified.

Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective August 22, 2024 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract will be three academic years. If Minnesota State and Respondent are unable to negotiate and sign a contract by July 31, 2024, then Minnesota State reserves the right to seek an alternative Respondent(s).

Required to View Event

Prerequisites Required to Enter Bid

08 July 2024

1. Review the background of Minnesota State

2. 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. Review the Definitions to the RFx

5. Review the Organizational Conflict of Interest policy

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

7. Review and agree to the Duration of Offer agreement

8. Review the Terms of Payment

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

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

11. 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.

12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Veteran-Owned preference must complete this form. Others can skip.

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Buyer Attachments

1. Sample P/T Contract

2. Minnesota-North-College-Academic-Calendar.pdf

08 July 202408 July 202408 July 202408 July 202408 July 202408 July 2024 https://www.minnstate.edu/system/templates/docs/4_PTServices-Template.docx https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjM5MjYzLTE2MzYwMTE1MjdNaW5uZXNvdGEtTm9ydGgtQ29sbGVnZS1BY2FkZW1pYy1DYWxlbmRhci5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

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: Work Plan Instructions: Include a plan of how you intend to provide food service to the Rainy River Campus

2.1 How do you plan to staff promptly with qualified people, including how you will handle coverage during periods of illness among staff?

2.2 Provide details regarding the systems to be used to produce, deliver, and serve required meals for both onsite food and catering services

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

2.4 Describe the customer service training provided to the on-site staff

2.5 Describe the method of monitoring customer satisfaction and reporting the results to the College

2.6 Provide planned ideas on accommodating special dietary requirements for students.

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

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

2.8 Provide evidence of your ServSafe certification by including your certification number here or uploading a copy of your certificate in the vendor attachments.

Group 3: Cost/Value Instructions:

3.1 Please provide sample weekly menu (or standard menu) and pricing. All food shall be furnished of a quality comparable to other restaurants in the community and must meet government regulations of Grade “A” quality.

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

Group 4: Company Qualifications and Personnel Instructions:

4.1 Provide the name and address of the operation company and the primary activity (type of business) in which your firm is engaged and what secondary activities, if any/it is engaged.

4.2 Provide the history of the company and it’s specific involvement with food service operations as well as organizational structure.

4.3 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.

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

4.5 Explain in detail the duration and extent of experience in the operation of onsite food service, catering, and satellite food services.

4.6 Provide three references.

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

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