4-Scope of Work (SOW) Florida Atlantic University Dining Services.pdf

Florida Atlantic University Dining Services SOW — Key Summary

Florida Atlantic University intends to negotiate a management services agreement for the operation of the campus dining, catering, and athletics’ concession operations. The successful contractor will conduct a dining service program that enhances the student’s quality of life and is supportive to the educational experience as well as support the University’s engagement with the internal and external community. The growth and development of the University requires a program that offers residents, commuter students, faculty, staff, and visitors variety and alternatives which contribute to the overall campus development. It is our intent to grant the successful contractor exclusive rights to the operation of the food services including athletics’ concession, residential board meal plan, catering, and retail on the Boca Raton and Jupiter campuses of FAU. Please note that other campus locations may be added to this agreement as the need arises. The exception to the catering exclusivity is the Eleanor R. Baldwin House. The Baldwin House is the University president’s residence and event center. While it is anticipated that the selected supplier will play a key role in catering at the House, this is not exclusive.

The University is seeking a company with an established record of providing high quality, innovative dining services in the higher education market. Companies should have the financial base to be able to provide substantial investment/commission funding to operate the FAU Dining Services program. Finally, companies should have sufficient staffing to not only manage the day-to-day operations but also the increased staffing needs for game day and other large events held at the University.

1. Purpose of the Contract

Florida Atlantic University (FAU) is seeking a supplier to manage campus dining services across its Boca Raton and Jupiter campuses.

The selected contractor will receive exclusive rights to operate:

• Residential dining programs

• Retail dining outlets

• Catering services

• Athletics concessions

• Conference & camp food services

Exception:

• Catering at the Eleanor R. Baldwin House is not exclusive, though the supplier is expected to handle most events.

Goal of the program:

• Improve student quality of life

• Support the educational experience

• Serve students, faculty, staff, visitors, and donors

• Support community engagement

2. Contract Term

FAU intends to award:

• Initial Term: 7 years

• Renewal Option 1: 7 years

• Renewal Option 2: 6 years

Total potential term: 20 years

3. University Overview

Florida Atlantic University

• Founded: 1961

• Classification: R1 Research University

• Multiple campuses along South Florida’s southeast coast

Primary campuses in this agreement:

• Boca Raton Campus

• Jupiter Campus

Information about Florida Atlantic University can be found at www.fau.edu.

http://www.fau.edu/

4. Dining Locations

Boca Raton Campus

Residential Dining

• Atlantic Dining Hall - (located adjacent to the Student Union): Our residential all-you-can-eat dining hall. The Atlantic Dining Hall is open to residents, faculty, staff, and visitors. The Atlantic Dining Hall is the home of the campus all-you-can-eat cafeteria. All meal plan students are required to use this cafeteria, but it is also open to cash customers and those who choose to participate in the meal plan program.

The Atlantic Dining Hall offers a wide variety of hot and cold meals, drinks, fresh bread and pastries, fruit, and salads.

• All-you-care-to-eat facility

• Mandatory meal plan for traditional dorm residents

• Open to public and faculty

• Students living in traditional resident halls are required to participate in the residential meal plan program.

• Students living in campus apartments may participate but are not required.

Retail Dining Locations

Breezeway Food Court

Branded concepts include:

• Buffalo Wild Wings (coming soon)

• Chick-fil-A

• Jimmy John's (coming soon)

• Panda Express

• Sushi Maki

• Manhattan Joe’s Pizza

• Tacos Al Carbon

• Truck Stop food truck

Other outlets:

• Outtakes Convenience Stores (2)

• Starbucks

• Dunkin'

• FAU Club (faculty/staff buffet)

• Atlantic Park Towers Bar & Grill (late-night concept)

Outlet Descriptions:

• Outtakes Convenience Stores (2) (located in the Student Union and Breezeway Food Court) The campus convenience store offers a full variety of grab-n-go items, snacks, and personal items.

• Atlantic Park Towers (located on the first floor of this resident hall) The Bar and Grill (coming soon) will be open to all resident and non-resident students. It is anticipated that this will be a late-night option with hours yet to be determined.

• Starbucks (located along the breezeway across from the Breezeway Food Court)

• Dunkin Donuts (located just off the breezeway adjacent to the S. E. Wimberly Library) Dunkin Donuts is a full-service menu dine-in location.

• FAU Club (located in the Engineering East building) Operated Monday – Friday during the academic Fall and Spring calendar. This is a buffet style establishment catering to faculty and staff.

Presidential Residence

Eleanor R. Baldwin House (Campus Residence of the University President and Reception Center) The Eleanor R. Baldwin House is the presidential residence and a University reception center located on the Boca Raton campus. The Eleanor R. Baldwin House provides the perfect setting for various University functions ranging from receptions to intimate dinners hosting guests from students, faculty, staff, donors, and visiting dignitaries

Jupiter Campus

Residential Dining

• Jupiter Dining Hall

Our residential all-you-can-eat dining hall. The Jupiter Dining Hall is open to residents, faculty, staff, and visitors. The Jupiter Dining Hall is the home of the campus all-you-can-eat cafeteria. All meal plan students are required to use this cafeteria, but it is also open to cash customers and those who choose to participate in the meal plan program. The Jupiter Dining Hall offers a wide variety of hot and cold meals, drinks, fresh bread and pastries, fruit, and salads.

All residents must have a meal plan.

5. Athletics Concessions

Supplier must operate all concessions for home athletic events.

Major Venue

• Flagler Credit Union Stadium

Football attendance:

• Avg: 18,000

• Capacity: 30,000

• Events: 6–8 per year

Premium areas include:

• Field Level Cabanas (144)

• Hyundai Deck (5,000)

• Genesis Club (800)

• Luxury Suites (420)

Other Sports Supported

Eleanor R. Baldwin Arena

• Men's & Women's Basketball Attendance (2,900) Events (30) Premium Services - Red & Blue Lounge (300) Suites (80)

Sport Attendance Events

Soccer 200–400 20

Volleyball 300 16

Baseball 500 35–40

Softball 500 25–30

Other Events Requesting Service – these events vary annually.

Numbers of events including attendance could increase/decrease.

o First Saturday in Paradise (1500) o Student-Athlete Welcome Back (500) o Men’s Basketball Ladies Night (120-150) o Women’s Basketball Donor Invite (100) o Hall of Fame (150) - every other year event o Men's/Women's Basketball Luncheon (100) o Softball - Dinner on the Diamond (125) o Baseball - Line Drive Luncheon (125) o Football Signing Day Celebration (125) o Football Spring Game (2,000)

There should be sufficient attendants, and concession stands at all events to appropriately support attendance and maximize revenue opportunities. It is expected that there will be consistency in staffing throughout the season to provide appropriate service levels to all guests including those in premium seating areas.

6. Catering Program

Catering is an important aspect of the food services operations and an area where we strive for distinction. The University values an excellent reputation for catering and the contractor must demonstrate the knowledge, experience and capability necessary for excellence, and conduct the catering operations in a first-class professional manner. We look to our partner to continually enhance our program. FAU expects its dining services partner to provide high quality catering services for a variety of university events. Services should include event planning and coordination as well as a variety of choices at competitive prices. Catering services must range from boxed meals and the no-frills approach to high-end banquets. A full catering program is expected on both the Boca Raton and Jupiter campus. This would include the full range of services at both locations including no-frills, to high-end banquets.

Supplier must operate full-service catering including:

• Box lunches

• Buffets

• Banquets

• VIP donor events

• University leadership events

• External conferences

Key rules:

The supplier is the only entity allowed to sell alcohol on campus.

Food waivers allow outside suppliers only if:

• Campus suppliers decline the event.

The University’s Catering Policy is:

1. Food Waivers – if an entity is considering using an alternative food supplier for catering, the campus partner has the first right of refusal. It is expected that there may be times when an off-campus supplier is preferred. At such times, the campus food waiver policy must be adhered to, and a food waiver form must be submitted by the event organizer. Catering provided by outside suppliers must follow all rules and regulations of Environmental Health and Safety as outlined in the EH&S manual at the following site: https://www.fau.edu/ehs/safety/food-safety-program/

2. The selected supplier is the only entity permitted to sell or serve alcohol at events on the FAU campuses. The University’s alcohol policy can be found at:

https://faupub.cfmnetwork.com/B.aspx?BookId=14270&PageId=474515

3. Events at the Baldwin House will not require the use of the on-campus supplier although it is anticipated that the bulk of the catering will be managed through the on-campus supplier.

FAU expects that our dining services partner will provide experienced and professional staff to assist in making the dining experience at university events an overwhelming experience.

The expectations of our university community are varied and ever-changing and our expectation is that our partner will understand the current pulse of that community and adapt with it. Further, we expect that our partner will bring creative and innovative initiatives to our catering program that will enhance the overall dining services program. Our catering program serves a wide range of clientele and events including student groups, faculty and staff, Board of Trustees, President’s office, University Colleges, external groups and others.

7. Conferences & Camps

Conferences:

The University hosts conferences and other internal and external events. Business Services or Food Services, Housing and the Student Union partner together to create a well-rounded conference and external events operation geared towards youth and adult groups, annual or periodic return customers, sports or talent related programs. Food Services provides meals to conference participants and catering to external users of campus facilities. The University is seeking a supplier that would create menu options geared towards the specific customer as well as pricing options that would be attractive to conference and event organizers.

Camps:

The University is the site for many summer youth camps ranging from athletics’ programs to academically driven programs. Most camps provide meals for attendees, which are provided in the resident dining hall or an alternative location as agreed upon. It is desired that the selected supplier must develop a robust camp menu designed for value, food quality, speed of service, and nutrition for our youth campers. Meals may include breakfast, lunch, and/or dinner.

https://www.fau.edu/ehs/safety/food-safety-program/ https://www.fau.edu/ehs/safety/food-safety-program/ https://faupub.cfmnetwork.com/B.aspx?BookId=14270&PageId=474515

FAU hosts many:

• Youth camps

• Academic camps

• Conferences

• External events

Supplier must provide:

• Affordable camp menus

• Fast service

• High nutritional standards

Meals may include:

• Breakfast

• Lunch

• Dinner

8. Meal Plan Program

Managed by FAU Business Services, not the supplier.

Key structure:

• University sells meal plans

• Supplier is paid per student per day

FAU has a mandatory residential dining program for all students who live in the resident halls on the Boca Raton and Jupiter Campuses except for the apartment style halls, and

Talon Hall. Current meal plan information may be found at the following site:

https://www.fau.edu/business-services/meal-plans/meal-plans-overview/

FAU Business Services manages both the mandatory and voluntary meal plans and online card program. All Campus Meal Plan Contracts can currently be processed online, and payments are made directly to the University.

https://www.fau.edu/business-services/meal-plans/meal-plans-overview/

Mandatory participants (approx.):

Semester Boca Jupiter

Fall 2023 2956 417

Spring 2024 2918 393

Fall 2024 2932 392

Spring 2025 2906 355

Fall 2025 2952 426

Spring 2026 2888 388

9. Voluntary Meal Plans

FAU offers a number of meal plans to residents of our apartment style halls, commuter students, faculty, and staff. We currently offer, in addition to the traditional board plans, Profiler or block meal plans. For added convenience, faculty and staff have the option of paying for their plan through payroll deduction. Information may be obtained by visiting https://dineoncampus.com/fau/meal-plan-purchase. The information in the following table refers to all non-mandatory (voluntary) plans purchased by semester. The total reflects a combination of the varied Profiler plans available.

Available for:

• Apartment residents

• Commuter students

• Faculty

• Staff https://dineoncampus.com/fau/meal-plan-purchase

Example demand:

Semester Voluntary Plans

Spring 2023 278

Fall 2023 552

Spring 2024 349

Fall 2024 571

Spring 2025 400

Fall 2025 639

Another payment option:

OWL Bucks declining balance account

An alternative to the meal plan option is the declining balance or OWL Bucks account, which is accepted at all food services venues on campus as well as the campus bookstore. The declining balance account has been and continues to grow as a favorite amongst the University community including both the residential and commuter students.

10. Housing Impact

Boca Raton campus housing:

• 5442 beds

• 2354 required meal plans

Jupiter campus:

• 451 beds

• All require meal plans

New housing opening:

Fall 2026

• Talon Hall

• 670 beds

• Meal plan optional

11. Key Priorities for FAU

Service Quality

• Consistent staffing

• High customer service

• Strong event staffing

• Professional catering support

Dining Innovation

• Refresh dining concepts

• Follow industry trends

• Upgrade facilities

• Collaboration with FAU Business Services

Financial Package

Proposal must include:

• Capital investment

• Commission to FAU

• Meal plan daily rate

• Athletics commission

• Sponsorships

• Scholarships

• In-kind services

Service and consistency regarding dining, catering services, and athletics’ concessions is the first and foremost priority of FAU. This category consists of:

o Customer service – staffing is a critical component of this program. It is essential that the supplier effectively have sufficient staffing for the day-to-day operations of food services and to have accounts or avenues to pull staff from to service special events, catered functions, athletics game day activities, and the like. It is expected that there will be consistency in the staff assigned to these functions to ensure quality and consistency in service and to become familiar, for example, with donors and supporters of the University, and University expectations.

o Marketing – it is expected that a robust and professional marketing program will be developed for all categories included in this ITN. FAU expects to have access to the selected vendor’s FAU site website to contribute to the overall look and content.

o Quality and variety of food and pricing – it is expected that the quality of food provided (taste, food presentation, and food quality specifications) will be at a level to provide a quality program overall to the campus community. Further, it is expected that there will be a wide range of pricing options to meet the needs of the campus community from retail, camps, concessions, and catering.

▪ Athletics concessions will include special game day pricing for the general audience, and well-developed game day menu options for premium areas such as suites and the Red and Blue Lounge among others. Alcohol pricing is a consideration. Alcohol is sold and served at most athletic concession stands and premium areas.

▪ It is noted that in addition to premium menu options, it is expected that value will be considered for menu options in the general stands.

o Sanitation and safety – it is expected that the selected supplier shall maintain health, sanitation, housekeeping, and safety at the highest of levels. This is a critical component of the program.

Additional priorities are the food service facilities on campus. There have been continuous upgrades to the program, but a successful program requires regular updates. It is expected that the selected supplier shall have the ability to replace, refresh, and/or rotate food concepts in a timely manner, responsiveness to customer needs and preferences, current trends in campus dining environment, and initiating innovative and creative dining opportunities. It is expected that any refresh program is developed in full collaboration with, and obtain the approval of, the FAU Business Services for any refresh opportunities.

The financial package of the dining services agreement is essential. It is important that funds be available for reinvestment in the dining program throughout the life of the agreement. The financial package should be a combination of the following to provide the high-quality campus dining services expected by FAU.

o Company investment o Commission to FAU Business Services. Commissions should be clearly stated as a percentage of gross sales revenues and/or minimum annual guarantees.

o Meal plan pricing – per day rate to FAU Business Services. It is noted that FAU

Business Services administers the meal plan program including student pricing of plans. FAU manages the sale of meal plans, the processing of, and retains all meal plan revenues. FAU Business Services pays the supplier a per day/per participant rate.

o Athletics commissions should be considered separate and apart from the other retail sales/commissions.

o This category may also consist of, in addition to those areas previously stated, sponsorships, in-kind services (clearly identified), scholarships and/or other financial investments.

12. Beverage Contract

FAU has exclusive beverage rights with:

• Coca-Cola

All drinks must be Coca-Cola products.

13. Revenue Information

Revenue data for:

• FY 2023–2024

• FY 2024–2025

• Partial FY 2025–2026

Provided in Attachment 1 of the ITN.

FAU fiscal year:

July 1 – June 30

14. Capital Buyout

Important note:

No capital buyout is required.

15. Contract Administration

The agreement will be managed by:

FAU Business Services Division of Administrative Affairs

They will:

• Oversee performance

• Manage contract compliance

• Coordinate with campus stakeholders

Business Services, a department in the Division of Administrative Affairs, will serve as the University’s representative and administrator of the fully executed agreement. The contract administrator shall manage all aspects of the contractual relationship to ensure that the contractor’s total performance is in accordance with the contractual commitments and that the obligations of the contractor under the terms and conditions of the agreement are fulfilled.

The contract administrator shall work with the contractor throughout the term of the agreement and all instructions and/or questions in connection to the contract shall be transmitted through the contract administrator. Other University personnel may be designated to assist in the administration of the agreement.

16. Additional Information

Please visit the web sites listed to obtain valuable information that may be useful in preparing proposals.

FAU Business Services https://www.fau.edu/business-services/ FAU Housing https://www.fau.edu/housing/ FAU Athletics https://fausports.com FAU Dining Services https://dineoncampus.com/FAU FAU https://www.fau.edu https://www.fau.edu/business-services/ https://www.fau.edu/housing/ https://fausports.com/ https://dineoncampus.com/FAU https://www.fau.edu/

FAU Quick Facts https://www.fau.edu/iea/documents/pdf/quickfacts/qf-2023.pdf

Summary:

FAU is looking for a large, experienced higher-education dining provider capable of managing retail dining, meal plans, catering, athletics concessions, and events across multiple campuses, while investing financially in the program.

https://www.fau.edu/iea/documents/pdf/quickfacts/qf-2023.pdf