REQUEST FOR PROPOSAL FOR

CAMPUS DINING SERVICES AT

EASTERN CONNECTICUT STATE UNIVERSITY

RFP NO. ECSU-2027-201

Mandatory-Proposal Pre-Conference

A mandatory pre-proposal conference will be held at 10:00 am, August 11, 2026 Eastern Connecticut State University

83 Windham St Willimantic, CT

Student Center Room 217

RFP DUE September 16, 2026, at 2:00 pm

Table of Contents

I. General Requirements for the Request for Proposal

A. Summary of the Request for Proposal B. Term of Food Service Contract C. Type of Service D. Legally Binding E. Qualifications of Proposer F. Costs of the Proposal G. Terms and Conditions H. Compliance I. Contract J. Mandatory-Proposal Pre-Conference K. Submission of Questions L. Client Lists M. Proposers' Research on Campus N. Submission of Proposals O. Inspection of Proposals and Confidential Information P. Disqualification of Proposals Q. Rights Reserved

II. Background

III. Profile of Current Food Service Program and Operations

A. Current Dining Program B. Meal Plan Requirements C. Meal Plan Enrollment

IV. Historical Contract Financial Information

V. Technology, Infrastructure and Operational Requirements

A. Technology and Point-of-Sale Systems B. Payment Systems C. Operational Technology D. Customer Communications E. Labor Relations F. Wage Compliance G. Security H. Existing Exclusive Agreements

VI. Statement of Needs and Scope of Services

VII. Campus Dining, Retail, and Catering Programs

A. Dining Program B. Meal Plans C. Retail Dining and Catering D. Food Quality E. Management and Staffing F. Innovation and Continuous Improvement G. Financial Approach

VIII. Contractor Management Team and Staffing

IX. Performance Expectations

A. General Responsibilities of Both Parties .......................................................... 18-20

X. Sanitation, Housekeeping, and Food Safety

XI. Proposal Preparation and Submittal Requirements

A. Proposal Submission B. Questions C. Confidential Information D. Proposal Format E. Interviews and Presentations

XII. Proposal Evaluation and Award

Exhibit A

Exhibit B State Term and Conditions

I. General Requirements for the Request for Proposal

A. Summary of the Request for Proposal: Eastern Connecticut State University (“ECSU” or “University”), an institution of higher education in the state of Connecticut, is soliciting sealed proposals from qualified companies (Contractor or Campus Food Provider) to establish a contract for University Dining Services at all campus locations. A mandatory pre-proposal conference will be held at 10:00 am, August 11, 2026 and RFP’s are due September 16, 2026, at 2:00 pm

The University currently operates under a commission-based contract model and requires Proposers to submit a proposal using that structure as the base financial model. In addition, Proposers are encouraged to submit one or more alternative financial models that they believe would provide greater financial, operational, or programmatic value to the University and the Students. Any alternative proposal should clearly describe the proposed structure, benefits, risks, assumptions, fees, and differences from the commission-based model.

Managed dining services should include but is not limited to the management of dining operational areas such as residential dining, catering, concessions, markets, kiosks, food trucks/carts.

This solicitation does not commit Eastern Connecticut State University, or the State of Connecticut, to award a contract, to pay any costs incurred in the preparation of a proposal, or to procure contract for the articles of goods or services.

The University reserves the right to accept or reject any or all proposals received because of this request and to cancel in part or in its entirety this request for proposal, if it is in the best interest of the University to do so.

B. Term of Food Service Contract: The initial term of the contract shall be for Five (5) years, extending from July 1, 2027, through June 30, 2032. The contract shall include the option for one (1) additional five‑year (5) renewal term, determined based on mutual agreement, contract negotiations, and satisfactory service performance. Exercise of any renewal option shall require formal written notification and mutual agreement between Eastern Connecticut State University and the Contractor prior to the expiration of the then‑current term.

C. Type of Service: Proposals will be received for the services specified herein or listed in documents hereto under the terms and conditions of this Request for Proposal and any general specifications attached.

D. Legally Binding: Proposals shall be made in the official name of the firm or individual under which business is conducted and shall be signed by a person duly authorized to legally bind the person, partnership, company, corporation, or joint venture submitting the proposal.

E. Qualifications of Proposer: Proposers shall be of known reputation and shall have sufficient experience and qualified personnel to perform adequately the prescribed service.

F. Costs of the Proposal: The Proposer must bear all costs associated with the preparation of the proposal and of any oral presentation requested by the University.

G. Terms and Conditions: By submitting a proposal, the Proposer agrees to be governed by the terms and conditions as set forth in this document. Any proposal containing variations from terms and conditions set forth herein may, at the sole discretion of the University, render such proposal non- responsive.

H. Compliance: Proposals shall include all applicable requested information and meet all specification requirements. If significant errors are found in the proposal, or if the proposal fails materially to conform to the requirements of the Request for Proposal, the proposal may be rejected. Proposals submitted unsigned, undated, or after the due date and time will be rejected.

I. Contract: All provisions of this Request for Proposal and the successful proposal, as mutually agreed upon by subsequent negotiation, provide the specifications for, and obligations of both parties to be executed by any duly authorized representative(s). This Request for Proposal and the successful proposal will constitute the fundamental outline of the awarded contract.

For informational purposes, when it comes time to negotiate the final contract, the State of Connecticut will require these minimum conditions be met:

• The contractor will be required to furnish a performance bond in the amount of

$250,000.00 and to keep for the contract term.

• The contractor will be required to furnish Insurance meeting the following requirements and naming the State of Connecticut and the University as additional insured.

Insurance Requirements Certificates of Insurance must be provided at time of award. Below are the minimum coverage(s) required by both state statute and the University. Both the State of CT and EASTERN Connecticut State University must be named on the policy.

Coverage Minimum Limits

Workers' Compensation-Each Accident Statutory Commercial General Liability Combined Single Limit $1,000,000 Dram Act Insurance Statutory

Automobile Liability (including hired & non-owned) Combined Single Limit (per accident) $1,000,000

Umbrella Combined Single Limit $10,000,000

In addition to minimum insurance requirements, the contractor will be required to carry additional Umbrella insurance in the amount of a minimum of $10,000,000.00.

J. Mandatory-Proposal Pre-Conference: A mandatory pre-proposal conference will be held at 10:00 am, Tuesday August 11th, 2026, in the Student Center room 217. The conference will include an overview of the request for proposal, a tour of the Campus kitchen, dining, and retail venues. The purpose of this conference is to fully acquaint potential Proposers with all conditions. Attendance at this pre- proposal conference is mandatory.

K. Submission of Questions:. Questions must be submitted via the bonfire bidding portal Contractors may submit questions or requests for clarification via the online bidding system under Q&A sections. Deadline for submission of questions is September 1st 2026. No phone or verbal questions will be entertained. All questions and answers, clarifications, or corrections will be posted on the bidding portal through an addendum. It shall be the responsibility of prospective bidders and interested parties to familiarize themselves with the web site and visit it regularly during the RFP process for updated information or addenda related to this RFP.

Any discussions with ECSU personnel other than the contract Director Kate Rotella, regarding this RFP, while this RFP is in process (from the time the Respondent receives this RFP until final award is made) is strictly prohibited. Such contact and discussion may result in disqualification of the Respondent’s proposal.

L. Client Lists: All participants are required to include in proposal submission a Current Client List of Universities for the Northeast/New England Region Area, including names and telephone numbers of clients along with a note indicating how long they have been providing services for them.

M. Proposers' Research on Campus: The University reserves the right to restrict the number of visits and the number of participants per visit to allow for a minimum interruption to the present dining operations. As ECSU is a public university campus, Proposers may visit the campus at their discretion. The University requires that all visits be coordinated with Kate Rotella.

The University does request that all campus visits be completed no later than August 22, 2026 to ensure that campus schedules are minimally interrupted.

N. Submission of Proposals: Contractors shall submit proposals online via the bid portal no later than September 16, 2026 at 2:00 pm. At that time, a representative of the Purchasing Department will announce publicly the names of those firms’ submitting proposals. Any proposal received after this date and time shall be rejected.

Note that proposals received shall be valid for 180 days after the bid opening date.

Note: Should the University be unexpectedly closed at the scheduled bid due date and time (i.e.; inclement weather closing), the bid due date shall default to 2:00PM on the next business day the University is open (a business day defined as Monday-Friday inclusive and not including Saturday or Sunday). Closing information can be obtained via the ECSU website.

O. Inspection of Proposals and Confidential Information: Proposals may be available for public inspection upon notice of award and shall be available for public inspection after the contract is signed by all parties. Information marked as "confidential" in any proposal shall be honored as such, to the extent allowable under the Freedom of Information Act.

https://easternct.bonfirehub.com/portal/?tab=openOpportunities

The University treats Proposals as confidential until after the award is issued. At that time, they become subject to disclosure under the Freedom of Information Act. All proposals and related information become the property of ECSU, they will not be returned. As such, proposals may be released to third parties, without prior written notice to Respondents, as required to comply with legal requirements. If a respondent wishes to supply any information, which it believes is exempt from disclosure under the Act, respondent should summarize such information in a separate Document and each page submitted should clearly state "Confidential," but otherwise be presented in the same manner as the Proposal. However, any such information is provided entirely at the respondent's own risk and the University assumes no liability for any loss or damage which may result from the University's disclosure at any time of any information provided by the respondent in connection with its proposal.

P. Disqualification of Proposals: The University reserves the right to consider as acceptable only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the scope of the work. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be disqualified without further notice.

A Bidder shall be disqualified, and the proposal automatically rejected for any one or more of the following reasons;

• Failure to attend the pre-bid conference

• The proposal shows noncompliance with applicable law.

• The proposal is conditional, incomplete, or irregular in such a way as to make the proposal indefinite or ambiguous as to its meaning.

• The Bidder is debarred or suspended.

• The Bidder is in default of any prior contract.

Q. Rights Reserved: ECSU reserves the right to award in part, to reject any and all proposals, in whole or in part, and to waive technical defects, irregularities and omissions if, in its judgment, the best interest of ECSU will be served. Should ECSU determine that only one Bidder is fully qualified, or that one Bidder is more highly qualified than the others under consideration, a contract may be negotiated and awarded to that bidder.

II. Background

A. Eastern Connecticut State University is part of the 17 Connecticut State Colleges & Universities

(CSCU) governed by the Board of Regents for Higher Education. consisting of twelve (12) Community Colleges, four (4) comprehensive Universities and the state's only public, on-line college.

ECSU has an enrollment of approximately 3783 students, of which 3,506 are full time and 277 are part time

Fall 2027 approximate Campus residence Undergraduate 3629 Graduate 154

For more information concerning Eastern Connecticut State University, please visit the University's website at; www.easternct.edu

Dining Program information may be found at;

https://www.easternct.edu/card-services/meal-plans/about-the-meal-plan.html

III. Profile of Current Food Service Program and Operations

A. The current dining program during the academic year at the University offers students, faculty and staff options for breakfast, lunch, dinner, snacks and refreshments and late night services seven days per week. ln addition ECSU expects robust dining options during summer and winter break times. These dining options are available to students as part of a comprehensive meal plan program. The residential dining center and the campus retail dining venues are listed below:

• Hurley Hall Dining. The primary location for resident dining is an all-you-can-eat main dining hall. Total seating capacity of 450.

• Hurley Hall Market Area

• Student Center Food Court: Located in the Student Center, is a multi-brand retail location

Total seating capacity of 117.

The Student Center Food court offers a full line of espresso drinks, coffee, custom blended fat-free dairy, tropical fruit juice and low calorie smoothies, wide variety of cold beverages, and baked goods. Salads and deli sandwiches and grilled items are made to order.

Optional area Library Café (non-exclusive). Located in the Library on the first floor/ offering Vending Options for take home or on campus use. This also has seating area and tables.

For more information concerning the dining plans, menu, etc. please refer to http://www.easternct.edu/

B. Meal plan requirements:

General Current Meal Plan Policies Meal plans are available to all registered Eastern Connecticut State University students.

Students may upgrade ("buy up") to a higher meal plan at any time during the semester.

Students may not downgrade ("buy down") to a lower meal plan after the semester begins.

Unless otherwise stated, unused meals and Dining Dollars expire at the end of each semester and do not carry forward unless specifically authorized by the University.

Meal Plan Board Rates: The meal plan expense paid to the Contractor is based on a board enrollment scale along with board serving days for the academic year. Please refer to a copy of the contract to obtain both current and historical board rates paid against the current agreement.

annually by the University and approved by the Board of Regents for Higher Education.

Price to Student Per Plan: The price of the Meal plans Charged to Student is established annually by the University and approved by the Board of Regents for Higher Education.

Express Cash: ECSU offers an Express Cash account to all campus community members as part of its one card service. Through the Express Cash program people can deposit "dollars" to Express Cash account throughout the year and use funds in resident and retail dining and other on-campus services, including the bookstore. The dollars spent via the program at the food service venues represent commissionable sales.

Note that Express Cash accounts currently are not used with off-campus vendors, however the University reserves the right to enter into agreements allowing the use at off-campus locations, which may include dining establishments.

Dining Dollars: Dining Dollars are offered through the meal plans and can be used at all dining and retail venues and the Contractors Vending Machines.

Current Meal Plan Information

Unlimited Meal Plans Costs Meal Plan Semester

Cost Dining Dollars

Eligibility

Silver Plus 325 $3,834 $325 Available to all students

Silver Plus 225 $3,734 $225 Available to all students

Silver Plus 125 $3,634 $125 Required for students designated by the University under its housing and meal plan policy. Also available to all other eligible students.

Each Unlimited Meal Plan includes unlimited meals at the Hurley Food Court, the Dining Dollars shown above, and ten (10) Guest Meals per semester.

https://www.easternct.edu/card-services/index.html

Block Meal Plans Block Meal Plans are available to commuter students and students residing in University housing designated by the University as eligible for block meal plans.

Block meals may be used as Guest Meals only when the meal plan holder is dining with the guest.

Students may purchase an additional block meal plan during the same semester if their original block has been exhausted.

Unused meals expire at the end of the semester and do not carry forward.

Block Meal Plans Costs Meal Plan Semester

Cost Meals Dining

Dollars Guest Meal Eligible

150 Block $2,077 150 $150 Yes

75 Block $1,040 75 $75 Yes

50 Block $694 50 $50 Yes

25 Block Add-On*

$323 25 None Yes

*The 25 Block Add-On may be purchased during the semester as a supplemental meal block and does not include Dining Dollars or Guest Meals.

C. Meal Plan Enrollment:

The meal plan enrollment for the previous fiscal years are as follows;

Meal Plan Name Fall 2024 Spring 2025 Fall 2025 Spring 2026

25 Block 60 74 2 6 50 Block 215 236 249 203 75 Block 188 121 136 96 150 Block 99 46 142 97 Silver Plus $125 957 908 882 826

Silver Plus $225 18 5 14 6

Silver Plus $325 21 11 24 23

Total 1558 1401 1449 1257

Estimated Meal Plan Enrollment Number for Fall 2027.

Meal Plan Name Estimated (Fall 2027) 25 Block 50 Block 100 75 Block 100 150 Block 100 Silver Plus $125 1300 Silver Plus $225 100 Silver Plus $325 100 Total 1800

IV. Historical Contract Financial Information:

Value of current Food Service contract by fiscal year:

BOARD

PLAN

DINING

DOLLARS

CASH,

EXPRESS

CA$H &

CREDIT

INTERSESSION

& SUMMER

CONFERENCE

CATERING TOTAL

SALES

FY 24 $4,872,548 $286,779 $800,732 $92,596 $395,560 $6,448,215

FY 25 $5,575,610 $303,201 $827,383 $66,860 $576,142 $7,349,196

FY26 $5,365,050 $295,377 $891,919 $44,541 $574,694 $7,171,581

V. Technology, Infrastructure and Operational Requirements

Eastern Connecticut State University recognizes that technology plays a key role in delivering an efficient, customer-focused dining program. Proposers should describe the technology, equipment, and operational systems they will utilize to support campus dining operations and enhance the customer experience.

A. Technology and Point-of-Sale Systems: The University currently utilizes the Cloud Point of Sale (POS) system for dining operations, including three (3) registers located in Hurley Dining Hall and three (3) registers in the Student Center Food Court.

B. Payment Systems: The University expects all dining locations, including future retail concepts, kiosks, and mobile operations, to support campus card transactions as well as standard debit and credit card payment options.

Proposals should describe the payment technologies to be utilized and identify any equipment or infrastructure requirements necessary to support these services.

C. Operational Technology: Proposers should describe the technology and equipment they will provide to support dining operations, including:

• Point-of-sale peripherals

• Computer and network equipment

• Mobile ordering or payment technologies

• Customer-facing technology

• Equipment, maintenance and technical support

The University expects all proposed systems to be compatible with university technology standards.

D. Customer Communications: Proposals should describe how technology will be used to communicate with the campus community, including websites, mobile applications, digital menu boards, online ordering, social media, or other customer engagement tools.

E. Labor Relations: Eastern Connecticut State University is a union campus. Food service employees are currently represented by Local 217.

Proposers should describe their experience working in union environments and their approach to maintaining positive labor relations while ensuring high-quality customer service and operational excellence.

F. Wage Compliance: The successful contractor will be expected to comply with all applicable federal, state, and local wage laws and regulations, including Connecticut Department of Labor requirements, where applicable.

G. Security: The successful contractor will be expected to comply with university security and access policies. Proposals should describe how the contractor will safeguard University facilities, equipment, and information while supporting a safe campus environment.

H. Existing Exclusive Agreements: The University currently maintains exclusive beverage and snack vending agreements that are not included within the scope of this solicitation.

• Beverages: PepsiCo Beverage Sales (through June 2027)

• Snack Vending: Berkshire Foods (through June 2027)

VI. Statement of Needs and Scope of Services:

Eastern Connecticut State University (ECSU) is seeking an experienced, innovative, and collaborative dining services partner to manage and enhance the University's campus dining program. Dining services play a significant role in the student experience and contribute to student recruitment, retention, engagement, wellness, and campus life.

The University is looking for a partner that shares its commitment to quality, customer service, innovation, sustainability, and continuous improvement. The selected contractor will be expected to provide a comprehensive dining program that delivers an exceptional customer experience while operating in a financially responsible manner and collaborative manner.

At a minimum, the proposed dining program should include:

• Residential dining

• Retail dining

• Catering services

• Conference and summer dining

• Other food service operations that support the needs of the University

Recognizing that student dining preferences and expectations continue to evolve, the University encourages proposers to recommend creative ideas, operational improvements, and industry best practices that enhance the overall dining experience. Proposals should identify opportunities to improve convenience, accessibility, flexibility, and student satisfaction through innovative service models and technology.

The University welcomes recommendations for new dining concepts, flexible meal plans, expanded retail offerings, mobile ordering, meal delivery services, third-party delivery partnerships, grab-and-go options, self-service technologies, and other creative solutions that have demonstrated success at comparable colleges and universities. Proposers are encouraged to explain how these ideas could be adapted to meet the needs of the ECSU community and provide long-term value to the University.

VII. Campus Dining, Retail, and Catering, Programs

Campus Dining and Retail Services

The University seeks a comprehensive dining program that delivers exceptional quality, outstanding customer service, operational excellence, financial sustainability, and continuous innovation. Dining services should enhance the overall student experience while supporting student recruitment, retention, wellness, engagement, and campus community.

The University is interested in expanding convenient dining options that meet students needs and expectations. Proposers are encouraged to recommend innovative solutions such as mobile ordering, campus delivery, third-party delivery partnerships or other emerging delivery technologies, locker pickup, meal subscriptions, express pickup, or other service models that improve access while supporting the University's dining program. The University is particularly interested in solutions that improve convenience and accessibility by meeting students where they are, whether through extended service hours, mobile technology, delivery options, or other innovative approaches.

The successful contractor shall present a comprehensive operational plan addressing the following:

A. Dining Program: The University seeks a dining program that is welcoming, inclusive, and responsive to the evolving needs of students, faculty, staff, and visitors.

Proposals should describe the proposer's approach to:

• Residential dining

• Retail dining

• Catering and conference services

• Meal plan options

• Customer service

• Student engagement

• Nutrition and wellness

• Sustainability

• Technology and customer convenience

• Weekend, Evening and Late-night service

The University encourages proposers to recommend innovative dining concepts, service models, and operational enhancements that have proven successful at comparable colleges and universities.

To ensure a consistent basis for evaluation, all proposers must submit pricing for the University's current meal plan structure, as outlined in this RFP. This will allow the University to make an equitable comparison of all proposals.

In addition, the University encourages proposers to recommend alternative meal plan options that they believe will better meet the evolving needs of the campus community. Proposed alternatives should demonstrate how they improve student satisfaction, operational efficiency, participation, or overall value.

Proposals should include:

• Pricing for the University's current meal plan options as identified in this RFP.

• Recommended alternative meal plan options and associated pricing, if applicable.

• Dining Dollar recommendations.

• Meal plan opportunities for commuter, graduate, faculty, and staff populations.

• Strategies to increase voluntary meal plan participation.

• Examples of comparable meal plan models successfully implemented at peer institutions.

The University welcomes creative and innovative meal plan concepts but requests that all recommendations clearly identify how they differ from the current program and the anticipated benefits to students and the University.

C. Retail Dining and Catering: Retail dining and catering are important components of the campus dining experience and play a significant role in serving the diverse needs of students, faculty, staff, and visitors. The University is seeking a program that offers quality, convenience, flexibility, and exceptional customer service while supporting campus events, conferences, and community engagement.

Proposals should describe the respondent's approach to:

• Retail dining concepts and service offerings

• Catering services for campus departments, student organizations, conferences, and special events

• Summer conference and event dining

• Customer service and guest experience

• Technology that enhances ordering, payment, communication, and operational efficiency

• Food delivery services and other convenient service models

The University encourages proposers to recommend innovative retail concepts, expanded service options, technology solutions, and other creative ideas that improve convenience, increase participation, and enhance the overall dining experience. This may include mobile ordering, campus delivery, third-party delivery partnerships, grab-and-go options, self-service concepts, or other emerging trends that have demonstrated success at comparable colleges and universities.

D. Food Quality: The University is committed to providing fresh, nutritious, high-quality food that meets the diverse needs and preferences of the campus community. The University seeks a dining partner that emphasizes quality ingredients, menu variety, food safety, nutrition, and customer satisfaction.

Proposals should describe the respondents’ approach to:

• Maintaining consistent food quality and freshness

• Menu development and seasonal offerings

• Nutrition and wellness initiatives

• Accommodating special dietary needs and food allergies

• Food safety and quality assurance practices

• Sustainable sourcing and environmentally responsible practices

Unless otherwise proposed and approved by the University, food products should meet or exceed the following minimum quality standards.

Product Minimum Quality Standard

Beef, Lamb, and Veal USDA Choice or higher, or USDA No. 1, cut in accordance with Institutional Meat Purchase Specifications (IMPS).

Ground Beef 100% beef, USDA Utility or higher, containing no more than 22% fat.

Pork USDA No. 1 or higher.

Poultry USDA Grade A.

Fresh Fish and Seafood Fresh products shall be premium quality. Frozen seafood shall be USDA Grade A (where applicable) or equivalent quality from nationally recognized suppliers.

Cold Meats Premium-quality commercial brands.

Eggs USDA Grade A, medium or larger.

Butter USDA Grade A.

Cheese USDA Grade A or equivalent premium quality.

Fresh Fruits and Vegetables USDA No. 1, Grade A, Fancy, or equivalent premium quality.

Canned Fruits, Vegetables, and Juices

USDA Grade A (Fancy) whenever available; USDA Grade B (Choice) minimum where Grade A is unavailable.

Frozen Fruits, Vegetables, and USDA Grade A or equivalent.

Product Minimum Quality Standard

Juices

Milk and Dairy Products Grade A Pasteurized and compliant with all applicable federal and state regulations.

Dry Grocery, Refrigerated, Frozen, and Shelf-Stable Products

Nationally recognized commercial brands meeting or exceeding USDA Grade A or Fancy quality standards where applicable.

Nutrition and Special Dietary Needs

The University values a dining program that supports the diverse nutritional needs of the campus community. Proposals should describe how the dining program will:

• Provide healthy, balanced menu options.

• Accommodate vegetarian, vegan, gluten-free, and allergen-sensitive diets.

• Clearly identify menu items to assist guests with dietary preferences and restrictions

• Promote wellness through a variety of nutritious food choices.

Sustainability

The University encourages sustainable dining practices, including local sourcing when practical, waste reduction initiatives, environmentally responsible products and packaging, and other practices that support the University's sustainability goals.

E. Management and Staffing: Strong leadership and engaged employees are essential to the success of the dining program.

Proposals should describe:

• Organizational structure

• Key management personnel

• Staffing philosophy

• Regional and corporate support

• Student employment opportunities

• Employee training and professional development

The University encourages proposers to demonstrate how their management approach supports excellent customer service, operational excellence, and employee engagement.

F. Innovation and Continuous Improvement: The University values a dining partner that continually seeks opportunities to improve the campus dining experience.

Proposals should describe:

• Innovative dining concepts and improvements

• Technology solutions

• Student engagement initiatives

• Sustainability efforts

• Continuous improvement strategies

Proposers are encouraged to share examples of successful programs implemented at comparable institutions and explain how similar ideas could benefit Eastern Connecticut State University. The University is interested in proposed solutions that improve convenience and accessibility by meeting students where they are, whether through extended service hours, mobile technology, delivery options, or other innovative approaches and how the proposer will approach continuous improvements.

G. Financial Approach: The University currently operates under a commission-based financial model and requests that proposers submit a proposal utilizing that structure.

Proposers are also encouraged to present alternative financial models if they believe another approach would provide greater value to the University. Alternative proposals should clearly explain the proposed structure, key assumptions, and anticipated benefits.

Capital Improvements

The University welcomes recommendations for capital improvements that enhance the dining program and improve the overall customer experience. Proposers are encouraged to identify any facility, equipment, technology, furnishings, or other capital investments they recommend, along with the anticipated benefits, estimated investment, and proposed implementation timeline.

Recommendations should support the long-term success of the dining program and align with the University's strategic objectives.

VIII. Contractor Management Team and Staffing

The University recognizes that the quality of the management team is a key factor in the success of the campus dining program. Eastern Connecticut State University seeks a contractor with experienced leadership, strong operational support, and a commitment to customer service, employee development, and continuous improvement.

Proposers should describe their proposed management and staffing approach, including the following:

Organizational Structure

Provide an organizational chart identifying the proposed on-site management team and any regional or corporate support personnel who will assist with the ECSU dining program.

Key Management Personnel

Identify the individuals proposed for key leadership positions, including, as applicable:

• General Manager

• Executive Chef

• Retail Dining Manager

• Catering Manager

• Residential Dining Manager

• Marketing Manager

• Registered Dietitian or Nutrition Specialist

Include a brief résumé or summary of qualifications for each individual, highlighting relevant higher education dining experience, professional certifications, and other qualifications that demonstrate their ability to support a successful campus dining program.

The University may conduct interviews or reference checks for key personnel during the evaluation process.

Staffing Approach

Describe your overall staffing philosophy, including:

• Staffing levels and organizational structure

• Use of full-time, part-time, and student employees

• Support during peak periods, conferences, and summer operations.

• Regional or corporate resources available to support campus operations

Student Employment

Eastern Connecticut State University encourages the employment of student workers whenever practical. Describe your approach to recruiting, training, mentoring, and developing student employees, including any internship or leadership opportunities available.

Training and Professional Development

Describe your approach to employee recruitment, onboarding, customer service training, food safety training, professional development, and employee retention. Include any programs that promote a positive workplace culture and support high-quality customer service.

Background Checks and Drug-Free Workplace

The University expects the successful contractor to maintain appropriate hiring practices that promote a safe and secure campus environment. Proposers should describe their approach to employee background screening and maintaining a drug-free workplace in accordance with applicable federal and state laws.

IX. Performance Expectations

The University expects contractor leadership to maintain an active presence on campus and foster a collaborative relationship with students, faculty, staff, and University administration.

Management personnel shall routinely:

• Meet with University representatives.

• Participate in student engagement activities.

• Review customer satisfaction results.

• Respond promptly to concerns and complaints.

• Participate in campus committees and planning efforts, as requested.

• Develop and implement continuous improvement initiatives.

The contractor shall establish a culture of professionalism, accountability, responsiveness, and exceptional customer service throughout the organization.

A. General Responsibilities of Both Parties

Item/Service Provided

By Paid for

By

Food Service Facilities, Major Equipment, Furnishings, and Finishes (all facilities up to wall)

University

Utilities: Heating, Ventilation, Air Conditioning, Water, Sewer, University Gas, and Electric Services

Equipment Replacement and Depreciation University

Exterior Building Maintenance University University

Major Repair of Ceilings, Light Fixtures, Carpeting, etc. University

Maintenance and Service Contracts include inspections 4 x per year

Contractor

Initial Inventory of small wares as jointly approved. The University will hold title

Replacements to small wares, as jointly approved. The University to hold title.

Office Furniture & Equipment (desks, chairs, Computer, copiers, credit card readers, Fax, scanners, etc.)

Expenses for repair, service charges for food products in drains, including grease

Expenses for repairs to walls and doors from Food Service carts Contractor

Extermination Contractor Contractor

Trash/Recycling Services University Contractor

Grease, Grease Traps, Exhaust, exhaust Duct Cleaning Contractor

Regular Daily Regular Cleaning (Floors, Walls, Equipment, Grease Traps, hoods/ventilation in kitchens and serveries, dining room tables and chairs)

Daily Cleaning of Dining Room Carpeting and Floor Areas Contractor

The Cloud Point of Sale and cashiering maintenance University University

Inventory and Production Management hardware/software including Mobile readers for events

All Food, Beverages, Labor Costs, Operating Supplies Contractor

Telephone Line Access, Computer/Data Lines University

Signage and Decorations for Food Service Facilities with prior University approval

Parking University Contractor

Periodic Major Cleaning of Floors (Stripping, Waxing, Carpet Shampooing) to be done at least annually

Periodic Major Cleaning (inside windows, ceiling, heat & air conditioning grills vents) to be done at least annually

Insurance Coverage as Specified by the State of Connecticut Contractor

Credit Card and Banking Fees Contractor Contractor

Transportation (Trucks, Vans) Contractor Contractor

Maintain a Dining Service Web site Contractor Contractor

Background Checks and random drug testing Contractor Contractor

Catering Software Contractor Contractor

X. Sanitation, Housekeeping, and Food Safety

The University expects the successful Contractor to maintain all dining, retail, catering, storage, and food preparation areas in a clean, safe, sanitary, and well-maintained condition throughout the term of the Agreement. All operations shall comply with applicable federal, state, and local health, sanitation, food safety, and workplace safety regulations.

The Contractor shall be responsible for housekeeping, sanitation, cleaning, waste removal, pest management, and food safety practices necessary to support a high-quality campus dining program.

At a minimum, the proposal should describe the Contractor's approach to:

• Daily cleaning and sanitation of kitchens, dining areas, storage rooms, service areas, and related food service facilities.

• Food safety and quality assurance programs, including employee training and compliance with applicable health regulations.

• Preventive maintenance and cleaning of food service equipment.

• Waste reduction, recycling, and sustainability initiatives.

• Integrated pest management practices.

• Procedures for responding to food safety concerns, utility interruptions, product recalls, and other operational emergencies.

Health Inspections

The Contractor shall operate all food service facilities in compliance with applicable health regulations and cooperate fully with all inspections conducted by regulatory agencies.

Copies of all health inspection reports shall be provided to the University upon receipt. Any significant violations or enforcement actions shall be reported promptly, along with a plan describing the corrective actions taken to resolve the issue.

Continuous Improvement

The University reserves the right to inspect dining facilities and discuss operational concerns with the Contractor at any time. The Contractor is expected to address identified issues promptly and work collaboratively with the University to maintain a safe, clean, and welcoming dining environment.

XI. Proposal Preparation and Submittal Requirements

A. Proposal Submission: Proposals must be submitted electronically through the Eastern Connecticut State University Bidding Portal by the date and time identified in this RFP. An additional redacted copy should be submitted for any Freedom of Information requests that come in after award.

Proposals must be signed by an individual authorized to bind the Proposer. Incomplete proposals or proposals received after the submission deadline may be rejected.

Proposals shall remain valid for 180 calendar days following the submission deadline.

It is the Proposer's responsibility to monitor the ECSU Bidding Portal for addenda, responses to questions, and other procurement-related information.

B. Questions: Questions regarding this RFP must be submitted through the ECSU Bidding Portal by the deadline identified in the procurement schedule. Responses will be posted through the portal and will become part of this solicitation.

C. Confidential Information: If a Proposer believes any portion of its proposal contains confidential or proprietary information, that information must be clearly identified and accompanied by an additional redacted copy of the proposer’s response.

D. Proposal Format: To facilitate the evaluation process, proposals should be organized using the following sections:

1. Executive Summary

2. Company Qualifications and Experience

3. Dining Program, Services & proposed improvements

4. Management and Staffing

5. Technology and Operational Approach

6. Food Quality, Safety, and Sustainability programs and approach

7. Financial Proposal

8. Required Attachments

Proposers are encouraged to present their information in a clear, concise, and organized manner.

Marketing materials should be limited to information that supports the proposal.

E. Interviews and Presentations: The University reserves the right to invite one or more Proposers to participate in interviews, presentations, or demonstrations to clarify their proposals.

XII. Proposal Evaluation and Award Proposals may be evaluated using the following criteria.

Evaluation Criteria Weight* Company Qualifications and References 10% Technical Approach and Dining Program 25% Innovation and Student Experience 25% Management Team 15% Financial Proposal 25%

*Final weighting will be determined by the University.

Evaluation may include:

• Interviews

• Presentations

• Reference checks

• Financial review

• Best and Final Offers, if requested

The University reserves the right to:

• Reject any or all proposals.

• Waive informalities.

• Request clarifications.

• Conduct discussions with one or more Proposers.

• Negotiate with the highest-ranked Proposer.

• Cancel this solicitation at any time prior to contract award.

The University anticipates selecting a preferred Proposer and negotiating a final agreement in sufficient time to support a contract commencement date of July 1, 2027.

Exhibit A List of Major Appliances will be provided at the Pre-Bid Conference

Exhibit B State Term and Conditions

STANDARD TERMS AND CONDITIONS

I. DEFINITIONS

The following words, when used herein, shall have the following meanings:

1. “Contract” shall mean any agreement negotiated by and between CSU and the contractor selected by CSU as the result of a request for proposal, request for quotation, or request for bid, including, but not limited to, a personal service agreement or purchase order.

2. “CSU” shall refer to the Connecticut State University System, which is comprised of Central Connecticut State University, Eastern Connecticut State University, Southern Connecticut State University, Western Connecticut State University and the System Office, collectively and individually, as the context requires.

3. “Person” shall mean an individual, partnership, corporation or other business entity, as the context requires.

4. “Proposal” shall mean a response to a request for proposal, request for bid, or request for quotation.

5. “Proposer” shall mean a contractor that submits a response to a request for proposal, request for bid, or request for quotation.

6. “RFP” shall mean a request or invitation for proposal, bid, or quotation, as applicable.

II. TERMS AND CONDITIONS RELATED TO

REQUESTS FOR PROPOSALS

A. General Conditions

1. CSU reserves the right to amend or cancel an RFP prior to the date and time for the opening of proposals. CSU, in its sole discretion, reserves the right to accept or reject any and all proposals, in whole or in part, and to waive any technicality in any proposal submitted, and to accept any part of a proposal deemed to be in the best interest of

CSU.

2. Proposals received from proposers debarred by the State of Connecticut will not be considered for award.

3. CSU does not commit to specific volumes of activity, nor does it guarantee the accuracy of statistical information provided in the RFP. Such information is supplied to proposers for reference only.

4. All responses to the RFP shall be and remain the sole property of CSU.

5. Each proposer shall bear all costs associated with proposer’s response to an RFP, including, but not limited to, the costs of any presentation and/or demonstration required by CSU. In addition, answers or clarifications sought by CSU arising out of or in connection with the proposal shall be furnished by the proposer at the proposer’s expense.

6. CSU reserves the right to negotiate, as it may deem necessary, with any or all of the proposers that submit proposals.

7. Any alleged oral agreement or arrangement made by any proposer with CSU or any employee thereof shall not be binding.

B. Submission of Proposals

1. Proposals must be submitted on forms supplied by CSU.

Telephone, facsimile, or email proposals will not be accepted in response to an RFP.

2. The time and date proposals are to be received and opened are stated in each RFP issued by CSU. Proposals received in the applicable CSU purchasing department after the date and time specified in the RFP will be returned to the proposer unopened. Proposal amendments received by CSU after the time specified for opening of proposals shall not be considered.

3. All proposals must be addressed to the location designated in the RFP. Proposal envelopes must clearly state the proposal number as well as the date and time of the opening of the proposals, as stated in the RFP. The name and address of the proposer must appear in the upper left hand corner of the envelope.

4. Proposals must be computer prepared, typewritten or handwritten in ink. Proposals submitted in pencil will be rejected.

5. Proposers must answer all the questions set forth in the RFP using the outline and numbering scheme set forth therein. Proposers must furnish all information requested in the RFP and supply all materials required for consideration. Failure of the proposer to answer all questions and supply all information and materials requested may be grounds for rejection of the proposal.

6. All proposals must be signed by a person duly authorized to sign proposals on behalf of the proposer. All signatures on the proposal must be original. Proposals bearing stamp signatures will be rejected. Unsigned proposals will be rejected.

7. Alterations or corrections to the proposal must be initialed by the person signing the proposal or his or her authorized designee. All initials on alterations or corrections to the proposal must be original. In the event that an authorized designee initials an alteration or correction, the proposer must submit a written authorization from the proposal’s signatory to the authorized designee, authorizing the designee to make the alteration or correction. Failure to submit such an authorization shall result in rejection of proposal as to those items altered or corrected and not initialed.

Connecticut State University System

Central Connecticut State University Eastern Connecticut State University

Southern Connecticut State University Western Connecticut State University

System Office

8. Conditional proposals are subject to rejection in whole or in part, in the sole discretion of CSU. A conditional proposal is defined as one that limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the RFP.

9. Alternate proposals will not be considered by CSU, unless otherwise noted on the RFP or on the proposal form. An alternate proposal is defined as one that is submitted in addition to the proposer’s primary response to the RFP.

10.CSU does not sponsor any one manufacturer’s products, but lists equipment by name and model number to designate the quality and performance level desired.

Proposers may propose substitutes similar in nature to the equipment specified. The substitute must, in the sole determination of CSU, be equal in quality, durability, appearance, strength and design to the equipment or product specified in the RFP, or offer a clear advantage to CSU because of improved or superior performance. All proposals including equipment or product substitutes must be accompanied with current descriptive literature on, and data substantiating, the equal or superior nature of the substitute. All final decisions concerning substitutes will be made by CSU prior to any award.