212-25-010-CSW Dining Services.pdf

Virginia State University RFP 212-25-010-CSW Dining Services

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REQUEST FOR

PROPOSAL

RFP # 212-25-010-CSW

DINING SERVICES

December 24, 2024

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REQUEST FOR PROPOSAL (RFP)

Issue Date: December 24, 2024, RFP# 212-25-010-CSW

Title: Virginia State University – Dining Services

Commodity Codes: Food Management Services (Including Hygiene, Contamination, Preservation, Research, etc.) (95844), Concessions, Catering, Vending Mobile and Stationary (See Class 905 for Airport Concessions) (96115), Cafeteria and Restaurant Services (96219), Supplemental Food Services (95284), Food Preparation Services (Including Food Canning Services) (96138), and Event Planning Services (96234).

Issuing Agency: Commonwealth of Virginia Virginia State University 1 Hayden Drive Virginia State University, VA 23806

Agency Contact: Chriscilla “Chris” Wallace, Associate Director of Procurement Operations, VCO, VCA Email Address: cswallace@vsu.edu

Using Agency and/or Location: Virginia State University 1 Hayden Drive Virginia State University, VA 23806

Period of Contract: July 1, 2025 – June 30, 2031. The term of this contract is for six (6) years, with two

(2), two (2)-year optional renewals or as negotiated.

Due Date/Time: Sealed Proposals Will Be Received Electronically Only Until February 28, 2025, at 2:00 P.M. EST for furnishing the Goods/Services Described Herein.

Clarification of Terms: If a prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the Contracting Officer above, in writing, no later than five (5) business days before the due date. All inquiries must be submitted in writing via e-mail to cswallace@vsu.edu, including RFP #212-25-010-CSW in the title of the message. If the issuing Contract Officer concludes that answers are required, then they will be answered by an addendum posted on the Virginia Business Opportunity (VBO). It is the responsibility of the Offeror to download the addendum.

In compliance with this Request for Proposals (RFP) and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. The undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct, and complete.

mailto:cswallace@vsu.edu mailto:cswallace@vsu.edu

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Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1, or against an Offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Conditions C. Such a request shall be in writing and explain why an exception should be made in that Request for Proposal.

Company Name: __________________________________

Address: ________________________________

City/State/ZIP: ____________________________

Signature: _______________________________

Printed Name: ____________________________

Title: ___________________________________

Date: ___________________________________

C Contractor’s TIN: _______________________________ eVA Vendor ID or DUNS Number: _________________

DSBSD Certification Number: ____________________

SCC Number: _________________________________

Telephone: ___________________________________

Cell: _________________________________________

Email: _______________________________________

MANDATORY PRE-PROPOSAL CONFERENCE: A mandatory pre-proposal conference and Site Visit will be held on January 23, 2025, at 10:00 a.m. at Virginia State University, 1 Hayden Drive. Multi-Purpose Center (MPC) - Conference Room. 20809 2nd Avenue, Virginia State University, VA 23806.

Please Note: Attendance is required at both the Site Visit and Pre-proposal Conference Meeting for all prospective Offerors.

SPACE LEFT BLANK INTENTIONALLY

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Table of Contents Request for Proposal (RFP)

1. Purpose

2. Overview

3. Background

4. Current Dining Services Operations

5. General Requirements

6. Statement of Needs

7. Proposal Technical Requirements

8. Offeror's Proposal Requirements and Response Format

9. Proposal Preparation and Submission Instructions

10. United States Department of Agriculture (USDA) Requirements

11. Food Service Provider Operational Requirements

12. Marketing Requirements

13. New Restaurant and Dining Services Technologies

14. Personnel

15. Facilities and Equipment

16. Sales and Commissions

17. University Program Support, Sponsorship and In-Kind Donations

18. Data Privacy

19. Data Authenticity, Integrity, and Availability

20. Data Breach

21. Evaluation and Award Criteria

22. General Terms and Conditions

23. Special Terms and Conditions

24. Method of Payment

25. Pricing Schedule

Attachments

Attachment A: Conflict of Interest Statements

Attachment B: Vendor Data Sheet

Attachment C: State Corporation Commission Form

Attachment D: Small Business Subcontracting Plan

Attachment E: Proprietary and Confidential Information Form

Attachment F: Dining Services (Offeror's Worksheet)

Attachment G: Dining Facilities Improvements

Attachment H: In-Kind Program Sponsorship, Donations

Attachment I: Virginia State University (VSU) and Offeror Responsibilities

Attachment J: Offeror Responsibilities

Attachment K: Advanced Restaurant Equipment

Attachment L: Jones Dining Facilities Diagram

Attachment M: Gateway Dining Event Center

Attachment N: Foster Hall

Attachment O: Multi-Purpose Center (MPC) Sports Venue

Attachment P: Alfred W. Harris Academic Commons *New Construction

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Request for Proposal

Virginia State University

RFP 212-25-010-CSW Dining Services

1. PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified sources to establish a contract through competitive negotiations with one qualified source for a full-service Food and Dining Offeror (hereinafter referred to as the “Food Service Provider”) to provide dining services for its dining facilities located on the campus of Virginia State University (hereinafter referred to as “VSU” or “University”).

2. OVERVIEW

Virginia State University is seeking proposals from qualified dining food service providers to operate and manage all aspects of the University's dining program beginning in the 2025 academic year. The selected

Offeror will be responsible for providing high-quality, nutritious meals for students, faculty, staff, and guests across multiple dining locations on campus. Goals include enhancing the overall residential dining experience, accommodating diverse dietary needs, incorporating sustainable practices, and aligning with the college's educational mission. Proposals shall demonstrate expertise in University dining services, financial stability, affordable options, sustainable practices, nutritional programming, and student satisfaction. They shall also include creative solutions for menu variety, dietary accommodation, dining facility upgrades, sustainability initiatives, and an exceptional campus dining program delivery.

Overview of Objectives for Dining Services

a. To secure a Food Service Provider who will partner with Virginia State University and provide innovative ideas to redesign, and renovate the current dining services, and event space.

Demonstrate proven excellence in transformative campus dining solutions through:

1. Implementation of innovative dining facility redesigns and renovations

2. Track record of successful university partnerships

3. Evidence of cutting-edge food service technology integration

4. Demonstrated ability to manage multiple dining venues simultaneously

b. To execute operational excellence by:

1. Managing all dining outlets with state-of-the-art equipment and systems

2. Overseeing full-service catering operations

3. Operating professional-grade sports complex concessions

4. Implementing robust quality control measures

5. Maintaining industry-leading health and safety standards

c. The Food Service Provider shall oversee catered events, and sports concessions at the sports complex located on Virginia State University’s campus.

d. To secure a Food Service Provider that provides exceptional dining experience through:

1. Creation of diverse menu options

2. Implementation of affordable pricing strategies

3. Integration of dietary accommodation programs

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4. Establishment of sustainable food sourcing practices

e. Develop and execute comprehensive marketing strategies to assist in the recruitment process, attract prospective students, and retain current students.

1. Collaboration and partner with the Reginald F. Lewis College of Business, Marketing Department, and SGA Representative(s) in the development of the Dining Services Marketing Campaign.

2. The VSU Hospitality Management Program is one of only five (5) Historically Black College and University (HBCU) programs accredited by the Accreditation Commission for Programs in Hospitality Administration (ACPHA). There shall be collaboration with the College of Agriculture's Hospitality program to implement advanced restaurant equipment technology.

3. Create compelling campaigns for new dining services launch

4. Design ongoing promotional initiatives via websites and social media.

5. The campaign will be informative and will garner excitement regarding VSU’s new and coming dining services, including the redesign and renovation of facilities.

f. Demonstrate commitment to academic partnership through:

1. The establishment of competitive tuition assistance programs.

2. The creation of robust student internship opportunities. Integration with relevant academic programs.

g. To provide support for VSU’s sustainable Dining Services culture and increase retail food offerings as VSU expands its new construction of student residence halls, academic buildings, and campus facilities.

h. Establish comprehensive dining services performance metrics.

1. Regular collection and analysis of student feedback

2. Implementation and alignment with VSU’s operational efficiency metrics

3. Regular reporting on key performance indicators.

i. Implement advanced technology solutions through

1. Modernization of Trojan Dollars meal plan system

2. The Integration of mobile ordering capabilities

3. Implementation of digital payment solutions

4. Development of user-friendly dining apps

j. VSU is committed to ensuring that all students have access to nutritious meals, regardless of their financial circumstances. In recognition of the challenges faced by some of our students, we are proud to offer the Nourish Scholars Program. This initiative provides full meal plan scholarships to twenty (20) eligible students who are experiencing financial hardship or food insecurity. Recipients will have access to all campus dining facilities, ensuring they can focus on their studies without worrying about where their next meal will come from. Eligibility is based on demonstrated financial need, and we encourage any student struggling to afford regular meals to apply. At VSU, we believe that no student should have to choose between education and nutrition, and this program reflects our ongoing commitment to fostering a supportive and inclusive campus community. Program to be managed by the Director of Auxiliary Services.

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3. BACKGROUND

Virginia State University (VSU), a public, comprehensive 1890 Land Grant institution and historically black college/university, is committed to the preparation of a diverse population of men and women through the advancement of academic programs and services that integrate instruction, research, extension, and outreach. The University endeavors to meet the educational needs of students, graduating lifelong learners who are well-equipped to serve their communities as informed citizens, globally competitive leaders, and highly effective, ethical professionals. Our goal, as a top HBCU school, is to provide our students with a breadth of opportunities, which is why we provide a variety of degree programs.

A four-(4) year University in Petersburg, Virginia. VSU enrolls more than 5,800 students in academic programs. VSU offers 36 undergraduate degree programs, 17 graduate degree programs, 2 doctoral degree programs, and 8 certificate programs.

A) Our Mission Statement “Virginia State University's mission is to promote and sustain academic programs that integrate instruction, research, and public service in a design that meets the needs and endeavors of prospective and current students.”

Virginia State University is an HBCU college with rolling admissions accredited by The Southern Association of Colleges and Schools Commission on Colleges to award baccalaureate, master's, and doctorate degrees.

Virginia State University is proud to announce a significant increase in student enrollment from Fall 2021 to Fall 2024. Our total student population has grown from 4,300 in Fall 2021 to 5,800 in Fall 2024, marking an impressive 24.7% increase over three years. This growth reflects VSU's ongoing commitment to academic excellence, enhanced student support services, and our expanding range of innovative programs. We attribute this success to our dedicated faculty, staff, and admissions team, as well as our strategic initiatives to improve campus facilities and increase scholarship opportunities. As we continue to build on our legacy as a leading HBCU, this enrollment boost reinforces VSU's position as a top choice for students seeking a high-quality, transformative education. We are excited to welcome our growing Trojan family and look forward to the diverse perspectives and talents they bring to our vibrant campus community.

B) VSU Master Plan

To view Virginia State University’s Master Plan to create its vision for a sustainable and prosperous future. The Master Plan is a comprehensive long-range plan intended to guide the growth and development of VSU.

o To read the Master Plan document: vsu-master-plan.pdf o Information regarding the Master Plan: Master Plan Update | Virginia State University

(vsu.edu) o Information regarding current projects: Current Projects | Virginia State University

(vsu.edu); VSU Information regarding Alfred W. Harris Academic Commons: Breaks Ground on $120M Academic Building; Largest Building Ever Constructed on the VSU Campus | Virginia State University http://www.sacs.org/ http://www.sacs.org/ https://www.vsu.edu/files/docs/capital-outlay/vsu-master-plan.pdf https://www.vsu.edu/capital-outlay/master-plan-update.php https://www.vsu.edu/capital-outlay/master-plan-update.php https://www.vsu.edu/capital-outlay/projects/ https://www.vsu.edu/capital-outlay/projects/ https://www.vsu.edu/news/2022/vsu-breaks-ground-on-120m-academic-buildng.php https://www.vsu.edu/news/2022/vsu-breaks-ground-on-120m-academic-buildng.php https://www.vsu.edu/news/2022/vsu-breaks-ground-on-120m-academic-buildng.php

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4. CURRENT DINING SERVICES OPERATIONS

a. The current Dining services provider is Thompson Hospitality Group which manages and operates all dining, catering, sports, and concessions at the campus of VSU. Food Service Locations – Thompson Hospitality Group is the provider for ALL Sports Concessions, and Catered Events.

*Please see “Attachments – Dining Services and Concessions Facilities”.

*Dining Services is responsible for all sporting events concessions as well as all catered events.

b. For a complete listing of dining services meal plan information for residents, Commuter students, and Faculty and Staff, please review the attachment sheets.

c. Dining Services Meal Plan:

1. 21 DELUXE Meal Plan (Plus FLEX Dollars)

2. 19 Meal Plan (Plus FLEX Dollars)

3. 14 Meal Plan (Plus FLEX Dollars)

4. 10 Meal Plan (Plus FLEX Dollars)

5. 7 Meal Plan (Plus FLEX Dollars)

d. Commuter Students Dining Services Meal Plan:

1. A-5 Meal Plan (FLEX Dollars)

2. B-5 Meal Plan (FLEX Dollars)

3. C-5 Meal Plan (FLEX Dollars)

4. D-5 Meal Plan (FLEX Dollars)

5. E-5 Meal Plan (FLEX Dollars)

e. Faculty & Staff Information: 10-Block Meal Plan

1. 10-Block Meal Plan

2. 25-Block Meal Plan

f. Dining Service – Dining Food Services Outlets and Locations

1. Gateway Event Center Dining – On the Go, City Market)

2. Jones Dining Hall – Dining Services (Starbucks *modified)

3. Foster Hall – Chick-Fil-A & Subway

4. Multi-Purpose Center (MPC)

5. Athletic Field concessions

(i) Rogers Stadium

(ii) Daniel Gymnasium

g. Academic Commons (Alfred W. Harris Academic Commons) *New Construction – projected opening Fall 2025 (Starbucks – *Full Service)

h. Food Trucks – central location on campus on specified days. Provides a source of diverse food options for students.

i. Dining Services Hours of Operation: Hours are subject to change at the discretion of the Director of Auxiliary Services.

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Dining Services Facilities Hours of Operation

Gateway Event Center

GATEWAY EVENT CENTER & DINING

Monday–Friday

Breakfast

7:00 am-9:15 am

Lunch

11:00 am-2:30 pm Dinner

4:30 pm-8:30 pm Saturday

Bunch

10:30 am-1:30 pm Dinner 4:30 pm-8:00 pm

Sunday

Brunch 10:30 am-1:30 pm Dinner 4:30 pm-8:00 pm

Ghost Kitchen

10 pm-1 am (Monday – Thursday)

1. Starbucks (*modified kiosk)

2. On the Go Market

3. Milk & GO GO Fresh

JONES DINING HALL

Weekdays

Breakfast

7:00 am-9:15 am Lunch

11:00 am-2:30 pm Dinner

4:30 pm-8:30 pm Saturday

Brunch

10:30 am-1:30 pm Dinner

4:30 pm-8:00 pm Sunday

Brunch

10:30 am-1:30 pm Dinner

4:30 pm-8:00 pm Jones On–the–Go Convenience Weekdays

7:00 am-2:30 pm Weekends

Closed

Milk & Go Go Fresh

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11:00 am-8:00 pm Weekdays (Closed on Weekends)

1. Chick-Fil-A

2. Subway

FOSTER HALL

Monday–Friday

11:00 am-10:00 pm Saturday

12:00 pm-10:00 pm Sunday

Closed Subway Sandwiches Monday–Friday

11:00 am-9:00 pm Saturday

12:00 pm-9:00 pm Sunday

Closed

Food Trucks (*variety of foods offered) 11:00 am-8:00 pm (Monday -Friday) Saturday *Special Events & Games

5. GENERAL REQUIREMENTS

The University understands the importance of dining services to current college students and prospective incoming students. Dining services provide an essential service to students by offering convenient and affordable meal options. Campus dining halls and restaurants allow students to grab a meal in between classes or study quickly. The meal plans offered by colleges make eating more affordable and convenient for our students compared to having to leave campus. Providing quality food services on campus is important for students’ health, performance, and overall college experience. Quality of food and Excellent service are not areas of compromise for the University. VSU is seeking to partner with an offeror who will redesign and or renovate its current dining services facilities and event center space which will enable the university to offer diverse dining choices to its students. The successful offeror must also be innovative in their approach to dining services, stay abreast of college dining market trends, and be ready to adapt to the evolving changes in dining services on college campuses.

6. STATEMENT OF NEEDS

Virginia State University seeks an offeror who will provide the model of Full-Service Management, Operations, and Equipment Maintenance and Replacement for Campus Dining with Select Catering, Concessions, and Convenience Retail and Food Services.

The Requirement for Redesign and Renovation of Existing Dining Facilities

Renovating our college dining facilities can help create a more modern and appealing space for students by upgrading equipment and layouts allowing for more efficient food preparation and better traffic flow.

VSU is committed to providing its students with expanding menu options that keep dining choices fresh and accommodate more dietary needs. In our dining facilities and event center space, renovations to lighting, furnishings, and decor will transform the ambiance from a simple cafeteria to a contemporary college café that is more conducive to meeting the needs of our students. VSU’s renewed dining facilities will encourage students to socialize for better campus engagement and connection. Overall, a renovation

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7. PROPOSAL TECHNICAL REQUIREMENTS

The University seeks to create a food court model in one of its dining halls and retail food outlets in other dining areas. This shall incorporate diverse food choices for our students. Please explain and describe how the Offeror plans to redesign the space to create an exceptional dining service experience with the Food Court model.

a. Food Court Design

b. Retail Food Outlet Solutions

c. Optimize Functional Use of Dining Service space.

d. Catered Events and revenue and commission opportunities

e. Sports Facilities Concessions

f. Consistent Staffing Levels

g. Dining Services - *New construction, and renovated buildings

h. Renovation to include Enhanced Furnishing & Lighting

VSU has an interest in the following Retail Food Outlets; however, we request that the offeror provide solutions that offer a variety of food menu options, that are affordable and will accommodate the VSU infrastructure.

a. Chick-fil-A *existing, will remain.

b. Sandwiches/Subs- Subway, Firehouse or similar

c. Pizza-Pizza Hut, Dominos, Papa Johns or similar

d. Salad-Panera Bread, CAVA or similar

e. Mexican- Chipotle, Qdoba, or similar

f. Burger Options

g. The offeror may make additional “branded” suggestions.

The University has identified dining-related projects that it would like to have undertaken throughout the contract (noted below). These projects are intended to be the minimum scope to be undertaken, and Offerors are expected to: 1) propose adjustments to this minimum-identified scope (including updated cost estimates), and 2) identify other recommended dining-related projects and funding proposals as part of the RFP response. As funding and proposed timing of projects and costs do not align, it is anticipated that the Offeror will provide suggestions for a timeframe to fund the projects.

Dining Facility Existing Dining & Planned Usage Redesign and Renovate

Jones Dining Hall

1. Office Space (upstairs)

2. (3) Ballrooms

Redesign Add: Full-Service Starbucks

Add: Faculty Dining

Add: Extended Option of Salad

Bar

-Renovate with enhancements to furnishings and lighting.

Gateway Event Center

Dining

Dining Facility -Renovation and Redesign

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1. Office Space (upstairs)

2. President’s Dining Room

3. (3) Ballrooms

Salon Ballrooms – Event Space, Catered Events.

-Food Court” model that includes

Retail Food Outlets

-Branded Retail Food Options

-C-Store

-Optimize Space

-New Furnishing

-Redesign for Functional Use

-Renovation for use by Food

Service Provider.

New Student

Development Building –

Alfred W. Harris

Academic Commons

*Under Construction -Food Court Model

-Convenience Store

New Student

Residence/Housing

*Under Architect Design & Planning

(Chesterfield Avenue)

-Food Court Model

-In-House or Branded Restaurant

Quad – Junior, Senior, Athletes n/a -Upper-class Residence

-Redesign and renovate to include Healthy Choice Retail -

Food Outlets. *Request the

Offeror to make suggestions.

Foster Hall & New

Addition (lower level)

*Existing – Chick-Fil-A & Subway -Maintain Chick-Fil-A

-Suggested Retail Pizza Hut, etc.

-Add: Additional House Brands

*Request the Offeror to make suggestions.

4. VSU seeks to partner with an Offeror who will provide the following specific food stations.

Dining Services Food Bar Stations

Breakfast Bar -Incorporate Retail Food Outlets that will provide diverse breakfast options. The Breakfast bar includes Waffle Stations.

Salad Bar -Incorporate Extended options on the salad bar, to accompany the traditional salad bar choices.

5. VSU seeks to partner with an Offeror who will redesign house-brand food options.

House Brands – Food Offering VSU Brand Name

Grill or Deli -Trojan Grill or Deli *Request the prospective offerors to make suggestions.

Barbeque -Trojan Barbeque *Request the prospective offerors to make suggestions.

Burgers, or a variety of food choices

-Trojan Skillet *Request the prospective offerors to make

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6. VSU seeks to partner with an Offeror who will manage the concessions at the following locations.

Athletic Facility Sports Facilities

Multi-Purpose Center (MPC) Concessions and Catering

Rogers Stadium The Offeror shall provide services

Athletic Field – 3 Concessions The Offeror shall provide services

7. VSU seeks to partner with an Offeror that shall provide an (external facing) Marketing Plan introducing the progression of VSU’s new Dining Services Facilities. The Offeror shall create a “tag” line as a scroll on the main landing page of VSU’s website. Additional Website pages must be added to allow site visitors to see the new and coming retail food outlets, house dining facilities as well as renovation and design.

Marketing Campaign New Dining Services Facilities

VSU Main Landing Page Create Marketing Campaign Tag Line

New Dining Services Webpages Displays the progression of Dining Services

VSU Website Highlight the Opening of the New Dining Services Facilities

8. The Offeror shall plan and provide dining services for future residence halls *Under Construction, Renovation, or Architectural Design.

Residence Facility (Capital

Improvements - Buildings)

Residence Halls - Future Dining Services

New Residence Hall -VSU is interested in Chili’s, Tropical Smoothie, and or Smoothie

King, etc. *Request prospective Offerors to make suggestions.

New Student Development

Building

-Food Court Model

-Convenience Store

Residence Hall (rebuilt) -Retail Food Outlet, Grocery Convenience Mart, or Café.

*Request prospective Offerors to make suggestions.

New Student Commons *To be determined - *Request prospective Offeror to make

9. VSU seeks to partner with an Offeror who will manage catered events.

Catering Services Catered Events

Food Service Provider Catering Offered and managed by Food Service Provider

Retail Food Outlet w/ oversight by Food Service Provider

Retail Food Outlets Offer Catering services for campus events and are managed through a Food Service provider.

10. VSU seeks to partner with an Offeror who will make all necessary enhancements for system integration in the use of dining Trojan dollars.

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Technology Integration System Updates

VSU POS (Point of Sale) Integration, Trojan Flex dollars $$

11. VSU seeks a partner to manage the Snack Machines. There are currently (19) nineteen Snack

Machines in various locations on the campus.

Snack Machines Location(s)

Food Service Provider Oversight 19 Snack Machines

8. OFFEROR’S PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

Overall, offerors must, at a minimum, address the following in their response, in addition to the items listed below.

• Detailed implementation timeline

• Specific performance metrics and benchmarks

• Innovation and technology roadmap

• Sustainability and waste reduction targets

• Student engagement strategies

• Financial projections and ROI analysis

• Staff training and development plans

• Quality assurance protocols

a. The Offeror must describe the company’s plans to partner with Virginia State University and provide innovative ideas to renovate, redesign, and complete improvements to Virginia State

University’s current dining Art Renderings, CAD drawings, or other Visual elements that will allow the committee to understand the Offeror’s plan for improvements.

(i) The Offeror must describe in detail how it intends to renovate and redesign the

Jones Dining Hall and Event Center space.

(ii) The Offeror should include dining services in new constructions of academic buildings, residence halls, and any other campus buildings.

(iii) The plan should also detail how it creates a positive dining experience for our students, produces space for dining services inflows of traffic, and attracts new prospective students to VSU’s campus.

b. The Offeror must describe how it intends to manage dining services operations and oversee equipment requirements for all dining outlets.

(i) The plan must include ensuring adequate personnel to manage the facilities.

(ii) The plan must include quarterly customer service training, which may be delivered online.

c. The Offeror must present its plan to diversify the Retail Food outlet choices and how the plan will provide more dining options at VSU.

(i) The plan must achieve a balance of diversity of food choices while meeting the affordable needs of our students.

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(ii) It must offer diverse meal choices, including healthy choices.

(iii) It must provide options for special dietary vegetarian and vegan needs.

d. The Offeror must describe a detailed plan for the management and operations of concessions at the Multi-Purpose Center (MPC) sports complex located on Virginia State University’s campus.

(i) The Offeror should include a plan for bringing Food Trucks to campus.

e. The Offeror must create a Marketing Campaign for the New Dining Services Improvements at

Virginia State University.

(i) The Offeror should explain how the marketing plan will assist in the recruitment of new students. The campaign aims to be informative, garner excitement, and bring visibility to VSU’s new Dining Facilities.

(ii) The Offeror should include a “catchy” tagline, with graphics e.g. “VSU New Dining

Facilities Loading.”

(iii) The Offeror shall partner with the Reginald F. Lewis College of Business, Marketing

Department in the development of the Dining Services Marketing Campaign.

f. The Offeror must detail a financial revenue plan to increase revenue opportunities for Virginia

State University. This may include a percentage commission, or gross sales proposed by the

Offeror. (Offerors are encouraged to propose additional financial considerations to the University as a part of the RFP).

(i) Cash Incentives: Proposals should include any cash incentives or signing bonuses payable to the University, if applicable.

(ii) The Offeror shall propose, on an annual basis, a guaranteed minimum income to the University.

g. The Offeror must explain how it intends to collect student data on the dining services' operational efficiency and performance.

h. The Offeror will be responsible for any costs associated with dining services POS integration requirements.

i. The Offeror should review and have a clear understanding of the dining services performance metrics.

j. Food Insecurity Donations: Virginia State University requests that the Offeror create a partnership with a local, Regional Food Bank, to regularly donate surplus food from our cafeterias and to help provide nutritious meals for those in need. By reducing food waste and supporting hunger relief efforts, we strive to make a positive impact on the lives of our communities facing food insecurity.

9. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A) General Requirements

(i) RFP Response: In order to be considered for selection, Offerors should submit a complete response to this RFP. Offerors should submit the following documents with their response:

https://www.vsu.edu/business/index.php

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a) One (1) original proposal document with all required information listed in the Specific . Proposal Submission Instructions Subsection included in a single PDF document.

b) One (1) redacted version (if applicable).

ONLY ELECTRONIC RESPONSES WILL BE ACCEPTED. Offerors shall submit through the eVA Procurement Portal at www.eva.virginia.gov. Paper responses submitted through e-mail, fax or US Mail will not be accepted. Any proposals received after the deadline will not be considered.

Offerors must be registered in eVA to submit an electronic proposal. The following are instructions for submitting an electronic proposal:

Go to www.eva.virginia.gov; Click on “I Sell to Virginia”; Click on “eVA Vendor Training”;

Click on “Respond to RFPs and more”

If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or email at eVACustomerCare@dgs.virginia.gov.

It is the Offeror’s responsibility to ensure proposals are received by the time and date indicated. Proposals submitted elsewhere, including to other state or federal agencies, will not be accepted. Refer to the cover page of this document for the deadline. The Offeror shall make no other distribution of the proposal.

B) Proposal Preparation

1) Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all the information requested may result in the Purchasing Agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals that are substantially incomplete or lack key information may be rejected by the Purchasing Agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

2) Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

3) The entire proposal response shall be limited to fifty (50) typed pages including completed attachments (but excluding the complete RFP).

4) No font smaller than 12 pt., Arial, Calibri, or Times Roman, preferably in MS Word.

5) 8 ½ X 11-inch page size (larger pages are allowed for figures or tables but use sparingly).

6) Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ mailto:eVACustomerCare@dgs.virginia.gov

17 | P a g e cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

7) As used in this RFP, the terms “must”, “shall”, “should”, and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The ability of an offeror to satisfy a “must” or “shall” requirement does not automatically remove that offeror from consideration; however, it may seriously affect the overall rating of the offerors’ proposal.

8) Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

C) Oral Presentation Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations.

Oral presentations are an option of the Purchasing Agency and may or may not be conducted.

Therefore, proposals must be complete.

10. UNITED STATES DEPARTMENT OF AGRICULTURE (USDA) REQUIREMENTS

a. USDA Grades and Inspection: Grades are based on standards established by the U.S. Department of Agriculture, Agricultural Marketing Service. Food products supplied to the University must be of the grade indicated for the item. USDA Inspection Grading and Inspection Certificates may be acquired where it is in the best interest of the University. Most recent copies of health inspection reports are to be submitted with the proposal, as requested.

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b. It is the responsibility of the Offeror to contact the USDA and arrange for inspection of the items that require inspection certificates. The cost for inspection and stamping of required products is the responsibility of the Offeror.

c. All products must meet or exceed USDA or industry standards. The delivered product must meet the grade at the time of delivery to the University Dining Services operation. When delivered products appear to be below the grade of the specified product, Dining Services reserves the right to return the product for full credit or shipment of a new product.

d. If the delivered products appear to fall below the specified grade on a regular basis, Dining

Services reserves the right to submit items in doubt to the nearest USDA office for official inspection and grading.

e. The Offeror shall be responsible for the cost of the inspection. An immediate product inspection will be made at the point of delivery by the Dining Services staff.

f. The interpretation of descriptive terms of grade shall be in accordance with the USDA standards for grade in effect on the date of the invitation for proposal.

g. If higher grade products are offered for delivery in lieu of those specified, it shall be acceptable providing all other requirements are met. Please provide reporting and documentation, if requested by the Director of Auxiliary Services.

h. Product Sanitation: All products shall be packed and prepared under sanitary conditions and in accordance with good commercial practices.

i. Warehouse Location: The Offeror shall indicate in its proposal the address of the warehouse that will store products to be furnished under this contract. It is understood that unless specifically approved by the University, all products furnished hereunder shall be warehoused in facilities owned and operated by the Offeror.

j. Health and Sanitation Code: The Offeror’s premises, equipment, supplies, and warehouse facilities shall be maintained, throughout the life of the contract, in conditions satisfactory to the University and in compliance with the State of Virginia Health and Sanitation Code. The Offeror and its employees shall adhere to the highest standards of cleanliness and sanitary practices in the performance of the preparation, service, transportation, and storage of food and related items.

11. FOOD SERVICE PROVIDER OPERATIONAL REQUIREMENTS

The Offeror must describe how they intend to maintain staffing levels to ensure an optimum level of service and customer service (Staff Levels, Training, Customer Service). The importance of a well-trained staff ensures the optimum experience for our students. Please describe plans to ensure high-quality dining, maintain consistent staffing levels, conduct bi-annual or quarterly professional development for all managers, staff, and team members, and deliver exceptional customer service.

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The Offeror shall address how it plans to ensure consistency in food quality:

a. Quality of Student Dining Experience

b. Maintaining Staffing Levels

c. All Staff must conform to VSU University Uniform policy *as per the Director of Auxiliary Services

d. Training and development for exceptional student-customer experience

e. The Offeror must provide proof of quarterly customer service training

f. Commitment to Customer Service Excellence

g. Develop a COVID or another Pandemic Contingency Plan. The Offeror shall require that all other supervisory personnel have a minimum of three (3) – (5) years of supervisory experience, preferably in a university setting; and be highly communicative, personable, and responsive to the needs of the University community.

h. Consult the Director of Auxiliary Services before making any changes in the number of supervisory staff.

i. Managers must have VSU email for contact.

j. The Offeror must submit a copy of employee rules and regulations (employee handbook or equivalent). The electronic file is acceptable.

k. Provide the corporate policy addressing employee health and sickness and use of drugs and alcohol.

l. The Offeror shall be required to certify that they operate a drug-free and smoke-free workplace consistent with federal, state, and local regulations.

m. The Offeror shall conduct a pre-employment background investigation on all persons considered for employment by the Food Service Provider at the University including temp agencies.

n. All employees must have legal authorization to work in the United States. The Offeror shall ensure that all Food Service Provider employees comply with all University rules and regulations and that all employees remain in assigned working areas during working hours.

Food Service Personnel Job Categories:

Food Service Provider Personnel Requirements

Dining Service Operations Regional Director of Food Service

Dining Service Operations Director of Food Service

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Dining Service Operations Business Manager

Gateway Chef, Sous Chef, Service Manager

Jones Chef, Sous Chef, Service Manager

Catering Sous Chef, Catering Chef, Catering Director, (2) Catering Managers

MPC Catering Manager

Foster Retail Manager

Personnel Consistent Staffing Levels for Student peak times and traffic flow

Personnel On-going Quarterly Staff Training

Personnel COVID Contingency Plan

Operational Personnel Integration of offeror POS w/ Trojan Dining Dollars system (if required).

12. MARKETING REQUIREMENTS

The Offeror must create engaging marketing strategies and techniques to engage and inform students and guests of the diverse meal choices. To this extent, VSU seeks a partner to help ensure that it continues the positive student experience for current students and attracts future students.

The Offeror must use social media (SM) to solicit and engage students with the dining services.

*Please be specific in your marketing strategy, online and offline, to market to current students and future students.

a. The Offeror shall create a Website Marketing campaign to introduce and display the progression of VSU’s new dining services facilities.

b. The Offeror shall collaborate with the Reginald F. Lewis College of Business, Marketing Department in the development of the Marketing Campaign; and, Two (2) Hospitality Interns with academic scholarships, one Intern at the Offeror’s corporate office. Collaboration is important to VSU as it provides our students with a “real-world” marketing and hospitality experience.

c. The Offeror shall create Marketing for the VSU Dining Services website that includes the following information listed on the Main Dining Services pages and sub-pages. An outline of a suggested internal marketing plan for each food service venue at VSU. Advertising plans using local campus marketing.

d. Plans to use social media, including Twitter, Facebook, and YouTube. Promotional calendars describing holidays, seasonal, and celebratory events are scheduled a minimum of once per month.

e. The Offeror shall include a schedule of weekly mini-promotions or spirit lifters.

f. The Offeror shall provide retail menus, price, and portion lists, etc. to demonstrate expertise in the retail marketplace, regional, local, and seasonal products, special dietary awareness, and perceived value relative to price and portion. This shall include daily menus for Dining Halls.

https://www.vsu.edu/business/index.php

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g. The Offeror shall develop, host, and support, at its sole expense, a dining services Web site specific to VSU’s account. The site must be up to date and include menus, pricing, special programs, catering information, sample menus, frequently asked questions (FAQs), operating hours, staff directory, and other important information.

h. The Offeror shall describe the dining services Website it envisions for VSU and provide the uniform resource locators (URLs) of similar sites at comparable accounts.

i. The Offeror shall display the menus being served along with prices and portions as appropriate at each service venue. Daily specials offered at each venue will also be listed on the posted menu signs at the entrance to the service, displayed online, and again at the specific food stations.

j. The Offeror shall develop specific programs to address the needs of the undergraduate and graduate commuter students, faculty, and staff at VSU. The use of declining balance meal plans should be maximized to increase revenues.

k. The Offeror shall exhibit creativity in encouraging the VSU community to take advantage of the food service program and present a sample plan.

l. Conduct student assessment surveys in conjunction with university representatives. Food preference, service quality, and test marketing should be evaluated at least once a semester. VSU will participate in developing and administering the surveys that will be used in the evaluation of Key Performance Indicators.

m. The Director of Auxiliary Services is to receive a summary of the survey within one week after its completion. Marketing plans are to be adjusted as soon as practical to reflect the results of these surveys.

n. The Offeror shall provide Nutrition Awareness: All board, retail, and catering food services on campus shall be identified with nutritional and ingredient labels printed and displayed professionally. Additionally, all retail food items shall be identified with a sell-by/use-by date.

o. Create online catering guides, brochures, and other materials to demonstrate marketing expertise and illustrate systems and procedures for catering.

Website Marketing Requirements:

Website Marketing Marketing-Dining Services Landing Page Requirements

Dining Services Landing page Display of operating hours

Dining Service Landing page Retail Outlet Menu

Dining Services Landing page SM Live Integration

Dining Services Landing page Nutritional Info. & Allergen Alert

Dining Services Landing page Mobile App Pickup

Dining Services Landing page Student Surveys *Ongoing

Dining Service Landing Page Access to Dietician *food allergy

Buildings – On Campus Marketing Signage & Displays

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13. NEW RESTAURANT AND DINING SERVICES TECHNOLOGIES

a. Oil Management System Requirements:

The Offeror shall provide and maintain an advanced automated oil management system for campus dining facilities. The system should offer comprehensive tracking and monitoring capabilities for oil usage across all campus food service locations. Features should include centralized management of oil procurement, storage, handling, and disposal processes while ensuring environmental compliance. The system must enhance operational efficiency and safety in kitchen operations. Offerors may propose industry-standard oil management solutions that meet these requirements and provide comparable functionality.

b. Storage & To-Go Containers: The offeror shall provide options for sustainable solutions: Reusable

Storage & To-Go Containers for dining services. Reusable storage and to-go containers in college dining services are important for many reasons:

1. Sustainability: Reduces waste from disposable containers, promoting environmental stewardship.

2. Cost savings: Lowers expenses on single-use packaging for the university and students.

3. Convenience: Allows students to take meals to-go easily for busy schedules and off-site consumption.

4. Food safety: Provides durable, easy-to-clean containers that maintain food quality and temperature.

5. Social responsibility: Demonstrates the university's commitment to eco-friendly practices and sustainability.

14. PERSONNEL

a. Training. To describe the training program(s) that it intends to use for the employees of the Dining

Services, which will ensure that ongoing staff developmental needs are met.

b. The Offeror shall establish a dress code that will prohibit employees from wearing any apparel or accessories from other Universities.

c. The Offeror is to provide sufficient personnel to ensure efficient and courteous service to patrons and must have adequately trained relief personnel available to substitute in the absence of regular employees. All staff shall be employees of the Offeror, who shall be solely responsible for the payment of their wages and benefits.

d. Current Employees. Current Dining Services employees are to be offered the greatest level of personal and professional courtesy possible. All current employees working in the University

Dining Services in good standing should be interviewed and considered by the Offeror for continued employment and as approved by the Director of Auxiliary Services.

e. Student Part-Time Employees. The Offeror shall employ Virginia State University students, when possible.