RFP - Food Services Richfield

RFP #SNOC26271003

Issued July 21, 2026

Section 1 - General Information Section 2 - College Background and Environment Section 3 - General Overview Section 4 - Specifications / Requirements Etc.

Section 5 - Services Section 6 - Experience / References Section 7 - Presentation / Demonstration Section 8 - Pricing / Cost Section 9 - Contact Information Section 10 - Proposal Evaluation Appendix A - Sample Cleaning List Appendix B - Past Catering Numbers

I. GENERAL INFORMATION

A. Proposal Response Outline. Proposals must be concise and in outline format.

Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections:

1. LETTER OF TRANSMITTAL. The letter of transmittal should include an introduction to the supplier’s company, the name, address, telephone number and fax number of the person to be contacted, along with others who are authorized to represent the company in dealing with this bid. Any other information not appropriately contained in the proposal itself should also be included in the letter.

2. EXECUTIVE SUMMARY. An executive summary will briefly describe the supplier’s approach and clearly indicate any options or alternatives being proposed. It should also indicate any major requirements that cannot be met by the supplier.

3. DETAILED DISCUSSION. This section should constitute the major portion of the proposal and must contain a specific response in outline form to each section in this bid. Outline numbers should correspond, in order, to the section numbers contained in the bid. Failure to provide written response to items indicated in this bid will be interpreted by the Snow College (hereafter referred to as “Snow” or “College”) as an inability, by the supplier, to provide the requested product, service or function.

4. COST PROPOSAL. The supplier must describe all costs to the College associated with the proposal, in order for the College to determine the full financial impact of the proposal. The College will bear no responsibility for payment of any costs not disclosed in the proposal. It must be submitted as a separate file from any other responses to this RFP, to be accepted. If any costs are given in any part of the response(s) in the RFP, except in the separately submitted document for costs, the RFP will be eliminated from further consideration.

5. Additional information and attachments, if any.

B. Administrative Guidance. The information provided herein is intended to assist suppliers in the preparation of proposals necessary to properly respond to this proposal. The bid is designed to provide interested suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or to exclude any relevant or essential data therefrom. Suppliers are at liberty and are encouraged to expand upon the specifications to evidence service capability under any proposal.

C. Issuing office and bid Reference Number. The Purchasing Department of the College is the issuing office for this document and all subsequent addenda relating to it. The reference number for the transaction is Bid/RFP #SNOC26271003.

This number must be referred to on all proposals, correspondence, and documentation relating to the bid.

D. Response Date. One (1) digital file copy for each (RFP Response and a separate file for the Cost Proposal) that will be submitted in the bidding portal (U3P - Utah Public, Procurement Place) including, samples, marketing brochures and other material must be received by 5:00 p.m. MT/MDT on Tuesday, August 18th, 2026. Proposals received after this deadline will be late and ineligible for consideration. Please give yourself enough time to ensure your response is received on-time. Please reach out to U3Padmin@utah.gov for limited technical support.

E. Inquiries. Questions arising subsequently to the issuance of the bid, which could have a significant impact on the responses to the bid, should be submitted through the bidding portal (SciQuest/Jaggar). All such questions should be received by Tuesday, Aug. 03, 2026, at 12:00 p.m. MT/MDT (noon).

NOTE: Suppliers are not to contact or otherwise communicate with any College trustee, officer, and faculty or staff member regarding this RFP without prior written consent from the Snow College Director of Purchasing.

Contacts without prior written authorization may result in disqualification for any award made hereunder.

F. Important Dates. The following dates are significant for this bid.

RFP Dated and Issued July 21, 2026 Questions Deadline Aug. 03, 2026 - (See E above) Proposal Response Date Aug. 18, 2026 - (See D above) Presentation Dates Sept. 03, 2026 - (See Section VII)

G. Proposal Validity Time. Proposals containing less than ninety (90) calendar day’s acceptance time will not be considered.

H. Consideration of Proposals. The College may award a contract based on initial proposals received without discussion of such proposals. Accordingly, each initial proposal should be submitted with the most favorable price and service mailto:U3Padmin@utah.gov available.

I. Oral Presentation. An oral presentation, by a vendor, to supplement a proposal may be required. These presentations will be scheduled, if required, by the College Procurement Services subsequent to the receipt of proposals and prior to the award of the contract.

J. Award of the Contract/Agreement. The Procurement Services Department of the College is the only department authorized to award a contract hereunder. Any award, hereunder, will be subject to any existing College contractual obligations.

This RFP and the Suppliers responses and all clarifications, and communications will become part of the purchasing agreement with the selected vendor/supplier.

The contract will be reviewed by Snow College’s legal counsel and must contain acceptable FERPA, GRAMA (Utah Government Records Access and Management Act 63G-2-101), and Governing Law clauses.

K. Contract Period and Effective Date. Is for the time frame specified in the bid.

L. News Releases. News releases pertaining to the Bid or the proposal contract will be made only by the College.

M. Protected Information. The Government Records Access and Management Act, Section 63-1-101 et seq., Utah Code Annotated, ("GRAMA") provides that information in the proposal(s) submitted may be open for public inspection. If a supplier desires to have certain information contained in its proposal(s) protected from such disclosure, the supplier may request such treatment by providing a "written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality" with the proposal (GRAMA, Section 63-2-308). Pricing elements of any proposal will not be considered protected. All material contained in and/or submitted with the proposal becomes the property of the College and may be returned only at the College’s option.

N. Process for Requesting Non-Disclosure: Any Bidder requesting that a record be protected shall include with the bid a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Bidder must complete the Claim of Business Confidentiality form with the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (bid) is provided to the state, and

a. Include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309(1)).

b. Submit an electronic “redacted” (excluding protected information) copy of the proposal. Copy must clearly be marked “Redacted Version.”

2. An entire bid cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and shall be considered non-responsive unless the Bidder removes the designation.

3. Redacted Copy: If a Bidder submits a bid that contains information claimed to be business confidential or protected information, the Bidder MUST submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes clearly marked as "Protected Business Confidential."

O. EQUAL OPPORTUNITY AND TITLE IX: The Contractor agrees to abide by the provisions of Title VI and VII of the Civil Rights Act of 1964 (42USC 2000e) which prohibits discrimination against any employee or applicant for employment or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age; and Section 504 of the Rehabilitation Act of 1973; or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. Also, the Contractor agrees to abide by Utah's Executive Order, dated March 17, 1993, which prohibits sexual harassment in the workplace. Contractor agrees that while interacting with Snow College employees, volunteers, and students it will comply with Title IX of the Education Amendments of 1972 (20 USC 1681) which prohibits discrimination on the basis of sex in any federally funded education program or activity. Contractor must include this provision in every subcontract or purchase order relating to purchases by Snow College to ensure that the subcontractors and vendors are bound by this provision. Contractor additionally agrees that it will cooperate with any investigation by Snow College of a claimed violation of the above, to abide by any interim measures imposed during the course of an investigation and/or final measures imposed as a result of an investigation, and that its contract may be terminated without further recourse in the event of a finding of a violation by Contractor or its employees, subcontractors and related parties.

P. Notices. The supplier must specify the name, title, and address of the person to whom all correspondence, regarding any contract awarded as a result of this bid, should be directed (including amendments to the contract). All amendments must be in writing and signed by both parties.

Q. Incurring Costs. The College will not be liable for any cost which suppliers may incur in the preparation or presentation of their proposal(s). Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings or promotional materials are neither desired nor required.

However, there is no intent made here to limit a proposal’s content or to exclude any relevant or essential data therefrom.

R. Addendums to Bid. In the event that it becomes necessary to revise this bid in whole, or in part, an addendum will be provided to all suppliers through the bidding portal (U3P/SciQuest/Jaggar).

S. Alternative Proposals. A supplier may submit more than one proposal, each of which must follow the Proposal Response Outline and satisfy the requirements of the bid. The supplier’s prime proposal must be complete and comply with all instructions. The alternative proposals may be in abbreviated form, following the bid response outline, but providing complete information only for sections which differ in any way from those contained in the prime proposal. If alternative proposals are submitted, the reasons for the alternative(s) and its comparative benefits must be explained. Each proposal submitted will be evaluated on its own merits.

T. Authorized Supplier Representatives. The proposal will list the name, title, office address, telephone number, and fax number of the person(s) authorized to represent the supplier regarding this bid. The College reserves the right to negotiate a change in the individual assigned to represent the firm awarded this contract, if the assigned representative is not supplying the needs of the College appropriately. The right will carry forward through the response period and during the term of the contract.

U. Award of Subcontracts. For each subcontract, if any, which the supplier proposes to award, the supplier must specify, in writing, the proposed subcontractor’s name and address, and the purpose of the contract. Any supplier proposing subcontracts as a part of a proposal must explicitly state so in the proposal, and must include the above-stated information for each subcontract. Approval by the College Purchasing Department is required prior to the awarding of any subcontracts. Any Subcontractor will be required to provide evidence to the College of the same indemnification or insurance provisions described herein. A payment bond is required if subcontractor(s) are used.

V. Assignment. Supplier will not assign the order, subcontract it or sublet it, as a whole, without the prior written consent of the College. Assignment, subcontracting, or subletting such consent, will in no way, relieve the supplier of any of its obligations under this order. Supplier is responsible for all payments to any assigned subcontract or sublet.

W. Remedies. The laws of the State of Utah will apply in all disputes arising out of the bid or any award made hereunder.

X. Compliance. The supplier hereby agrees to abide by all applicable federal, state, county, and city laws and regulations, and to be responsible for obtaining and/or processing any and all permits and licenses that may be required.

Y. Service/Cancellation. Inadequate delivery, poor service, or failure to adhere to the covenants of any offering may be cause for cancellation of the contract. Contract may be terminated with 90 (ninety) day written notification.

Z. Acceptance of Services Rendered. The College, through its designated agents and representatives, will be the sole determining judge of whether services rendered under the contract satisfy the requirements as identified in the contract order.

AA. State and Local Taxes. The College is exempt from sales and excise taxes.

Exemption certification information appears on all purchase orders issued by the College. Such taxes will not be included in quoted prices. However, if the supplier believes any taxes apply, they will be shown separately. If not so shown, they will be considered an expense of the supplier.

BB. Anti-Collusion. The submittal of a proposal constitutes agreement that the offeror has not divulged his proposal to offerors, nor has colluded with any other offerors or parties to a proposal whatsoever.

CC. Indemnification. The supplier will indemnify and hold harmless, the College, the State of Utah, its officers, employees, and agents from and against any and all claims, demands, causes of action, orders, decrees, or judgments for injury, death, or damage to person or property, loss damage, and liability (including all costs and reasonable attorney’s fees incurred in defending any claim, demand or cause of action) occasioned by, growing out of, or arising or resulting from (a) the performance of any services required herein to be performed by supplier, or (b) any act, error, or omission on the part of the supplier, or its agents, employees, or subcontractors.

DD. Insurance. Supplier will maintain Comprehensive General, Contractual, and Automobile Liability Insurance, with a minimum limit of $2,000,000 per occurrence for bodily injury (including death) and property damage liability, as required by Federal, State and local laws, statutes and ordinances governing the transportation services herein described. Supplier will maintain all employee related insurances, in the statutory amounts, such as unemployment compensation, worker’s compensation, and employer’s liability, for its employees involved in performing services pursuant to this agreement.

The College and the State of Utah will be named as additional insured on the Comprehensive General, Contractual, and Automobile Liability policies provided for herein and certificates of insurance, signed by the insurer, will be provided prior to the College awarding the bid. These certificates will contain a provision which indicates that the College will be given thirty (30) days written notice of cancellation or any material change to these insurance policies. The insurance company(s) chosen by the supplier, will be licensed to do business in the states in which it operates, and will be approved by the College prior to the award of the bid.

EE. Restrictions. All proposals must clearly set forth any restrictions or provisions deemed necessary by the supplier to effectively service the proposed contract.

FF. Payment. College will pay for the project once completed to the College’s satisfaction, approved by the project manager, and any and all damages are taken care of.

GG. Bond(s). The College requires a payment if subcontractors are used and performance bond for the amount of the bid, if vendor requires any type or form of prepayment terms, (if it is over $5,000), or the amount of the project is over $50,000. The purchase of the bond is the vendor’s responsibility. Bond(s) must be issued by a B+ or better rated company, by AM Best rated Surety Company, and/or listed on the treasury listing.

HH. Right to Reject. The College reserves the right to reject any or all proposals and to waive any informality or technicality, in any proposal, in the interest of the College.

II. Licenses. The contractor, by responding to the bid, signifies that they have all the current licenses to operate a business and perform this type of work within the State of Utah.

JJ. Software Licensing Fees. No licensing fees shall be due until the Subscriptions or Software have been configured, implemented and are running to College’s reasonable satisfaction.

KK. Accounting. Supplier must keep accurate accounting records of all operations covered by this document and is to establish and maintain a system of bookkeeping and accounting satisfactory to the College. The supplier should be able to summarize and concisely report information, in a timely manner, through the duration of any contract resulting from this bid. The records must be available for audits by the College during the duration of this contract.

LL. Anti-Boycott Actions. In accordance with Utah Code 63G-27-102, Contractor certifies that it is not currently engaged in an “economic boycott” nor a “boycott of the State of Israel” as those terms are defined in that Code section. Contractor also agrees not to engage in either boycott for the duration of this contract. If Contractor does engage in such a boycott, it shall immediately provide written notification to the public entity party to this contract.

MM. Participating Entities – Cooperative Purchasing. All USHE USHE member institutions may, at their option, purchase off of the resulting contract by either signing a Participating Addendum to the resulting contract/agreement or entering into a separate, direct contract with the awarded offeror: Snow College, Salt Lake Community College, Utah State University, Weber State University, University of Utah, Utah Valley University, Southern Utah University, Utah Tech University, Bridgerland Technical College, Davis Technical College, Ogden-Weber Technical College, Southwest Technical College, Uintah Basin Technical College, Dixie Technical College, Mountainland Technical College, Tooele Technical College, and any other institution of higher education that the State of Utah may form in the future. After reviewing the awarded proposal and contract, each institution may choose not to proceed with a procurement or enter into any agreement.

II. COLLEGE BACKGROUND AND ENVIRONMENT

A. College Background

1. Snow College is a two-year public college, and in January of 2020 The Chronicle of Higher Educations has ranked Snow College #1 in the nation for student success of two-year colleges. Located in the heart of Utah, at the foot of the Wasatch Mountains, Snow College is the oldest comprehensive two-year college in the Western United States.

The College was established in 1888; excellence continues to be the hallmark of all our work and activities. We are the preferred choice of approximately 5,000+ students who want a small College experience filled with a variety of many different activities, events and performances. With campuses located in Ephraim, Richfield, and online, students’ complete degrees in Associate of Arts, Science or Applied Science with numerous specialized, short-term vocational training certificates and diplomas including a few Bachelor’s degrees.

Besides serving the student population, the programs also serve the larger counties and high school activities, as well.

III. GENERAL OVERVIEW

A. The purpose of this Request for Proposals (RFP) is to solicit proposals to enter into a contract, with a qualified vendor that can provide a food service operation of the highest quality and manner of service, and characterized by the attractive presentation of the highest quality and quantity of fresh, healthy, nutritious foods at an economical price. The vendor will supply and do catering for the college on our Richfield campus. The services are to include lunches and catering services, to our students, faculty, staff, alumni and others at the Richfield campus. The vendor shall provide these services in accordance with the requirements and specifications provided in this Request For Proposal (RFP). The vendors will design a program which enhances the student’s quality of life and contributes significantly to the total educational experience.

Snow College currently has an enrollment of approximately 5500 students of which 410 students attend our Richfield campus, and with 60 faculty and staff on that campus. The food service operation will be operated year round with the exception of approximately two weeks at Christmas and a one-week Spring break., with no summer lunch services being provided. However, there will be catering events The food contractor will also be responsible for all on-campus catering, with the first right of refusal.

The current food service format is retail, cash and credit cards.

Snow College invites interested parties to submit a proposal to provide this service and expects to acquire these services. All responses to the RFP should reflect this functionality.

This document constitutes a Request for Proposal (RFP), via competitive sealed proposals, from qualified individuals or organizations, to perform the Scope of Work set forth herein. This request may result in an offer by Snow College to purchase, in accordance with the terms and conditions of this RFP, the services and/or products proposed by the successful firm. Firms are strongly encouraged to carefully read the entire request for proposal.

B. The vendor is to provide and include ALL costs, such as: software, licenses, equipment, training, implementation, labor, all materials, all types of fees, and all travel expenses associated with bringing the services(s) to completion as approved by the College (See Section VIII). All costs/fees must only be supplied in a separately submitted file and labeled “cost proposal” for the proposal to be accepted. If cost is found anywhere in the RFP, the RFP will be eliminated from further consideration.

C. Contract Period for this RFP

1. The College wishes to establish a contract with the selected vendor for a Two (2) years, with three (3) - one (1)year renewable options.

Contract can be canceled upon 30- day written notice. Contract starting at bid award and contract signing around September 1 of 2026. Ending of the contract July 31, 2028. Renewable options will then be from August 1 to July 31.

IV. GENERAL SPECIFICATIONS AND REQUIREMENTS

A. College Property and Equipment

1. The College property shall only be used by the contractor for the use of serving the lunches and the catering events held on campus, with the exception of those booked by the College and will be served at an off campus event (which will be rare), such as the fall assembly get together at the park etc.. The contractor can not use the College property, equipment or resources for other outside catering services, such as for food preparation, storage or use of the equipment.

B. General Specifications listed in this section are required.

1. Give an overview description of the products and services you are recommending and how it will work for the college.

2. Contractor shall provide lunch services, and all on-campus catering - with the first right of refusal. Services, down the road may include breakfast and dinner options if there is enough need and it would be profitable and both parties are agreeable to the expansion of services.

3. All drinks must be Pepsi products in accordance with the College’s contract with Pepsi. The vendor is responsible for their own contract with Pepsi to provide these services. This may change during the next time the College is required to put beverage services out to bid, which may happen during the contract with the winning food services vendor.

4. This contract does not include the two concession booths, hospitality rooms, or green rooms in the Sevier Valley Center (SVC).

5. This contract does not include Snow College fundraising activities, including student groups using or selling food for fundraising activities, or athletic fundraising camps where food service is provided as part of the fundraising event.

6. The contractor shall have the obligation to provide regular lunch services and has the first right of refusal for catering, and special functions and events on the Snow College Richfield campus. The kitchen, serving, and dining facilities are located in the Sorenson Administration building, which is the primary base of food service operations (both lunches and catering). However, the contractor must also provide College catering services to any and all other campus buildings, and any other buildings designated by the College, and occasionally maybe other off-campus sites.

7. Periods of Operation

a. The hours of service are:

(1) Academic Year (usually mid Aug - end of Apr) Hours of service for lunches;

(a) Monday through Friday - 11:00 a.m. to 1:30 p.m.

(b) Saturday and Sunday - None

(c) Summer - None, unless revisited due to changes in

College programming on campus, such as summer programs.

(2) Catering Services

(a) As required, summer included

(b) Opened as scheduled and for special events

b. In consultation with the vendor, the College reserves the right to adjust meal hours upward or downward, as required. Food service operations during the period from May to August must continue to operate on an “as-needed” basis.

c. The College reserves the right to use part or all of its dining facilities, on occasion, for purposes other than regular dining services, such as for dances, conferences, meetings, presentations, etc. The cost involved to rearrange the facilities after such events shall be the responsibility of the College.

8. Cash Operations

a. Cash prices charged in the cafeteria will be determined by annual agreement between the contractor and the College, and will not be changed without the express consent of the College.

b. Menus for lunch operations shall be posted at least a week in advance.

9. Food Quality

a. Quality ratings of raw food shall be no less than the standards of U.S. Grade A, Number #1, or equivalent, as it applies to meat, fish, poultry, eggs, dairy products, or produce, fresh or frozen. Ground beef shall not exceed 20% fat content. All canned goods shall be USDA Choice or Fancy. No dented cans, cans with bulged tops or bottoms, or rusted cans will be permitted.

b. All other food products and condiments shall be of the highest quality, and shall be fresh, and shall not be used beyond the shelf life printed by the packager or manufacturer on the product package.

c. All foods served shall be wholesome and free from spoilage and decay. Uncooked foods, such as fresh fruits and vegetables, shall be clean and free of blemish. All foods shall, when served, be attractive in appearance and correct in temperature and consistency. Preference will be fresh foods over frozen foods, and for frozen foods over canned foods.

d. Display and serving areas shall be clean, orderly and attractive at all times. The quality and appearance of food shall be monitored at all times by the contractor. Spillage or soil spots shall be removed promptly from the counter, steam table pans and general serving area. Salads and other pre-dished items shall be frequently replenished or regrouped, so as to avoid a disheveled or disorderly appearance, and to ensure that foodstuffs do not run out during the posted serving hours.

e. Hot dishes are to be kept hot (above 140 degrees F) and cold dishes to be kept cold (below 50 degrees F). Steam table holding time will be closely monitored to ensure quality offerings.

f. The College reserves the right, at its discretion, to require the inclusion of certain foods, food supplies, or brands in the inventory and menus of the contractor.

10. Personnel, Employment Practices, and Staffing

a. The contractor shall maintain on duty at the College sufficient staff to ensure the efficient management and operation of the food services. The contractor shall assign qualified personnel to the College and is subject to the approval of the College.

b. The contractor, at his/her own expense will be required to outfit all employees in proper, mutually acceptable, food service uniforms.

(1) Provide and describe what your uniforms are and how they will look.

(a) Use of the College logo, must be approved by the appropriate College VP or President and Director of Office of Marketing & Communications, to approve the design and must be done by a College approved vendor

c. Wearing of your company’s business uniform/attire is required while on premises.

d. Restraints as per code 2-402.11

e. No open toed shoes

f. The College reserves the right to require that the contractor remove any employee deemed to be incompetent, careless, insubordinate, or otherwise objectionable, or whose continued employment is in any way contrary to the best interests of the College. Any form of harassment of any student, staff or faculty member can be grounds for immediate removal.

g. Contractor shall provide all required training, for safety, fire, equipment usage, sanitation, as well as all other training needed for all personnel.

(1) Provide to us details and schedules of all the trainings you do for all of your employees.

h. The contractor shall schedule and conduct on-going employee training program that will ensure that all employees perform to the highest standards of efficiency, courtesy, and sanitation.

i. Contractor shall provide and pay a staff of its employees on duty on Client’s premises for efficient performance, purchasing, serving, cleaning, personnel supervision, all personnel costs, including compensation, payroll costs, taxes, social security, benefits etc. and shall be the contractors responsibility.

11. Equipment, Facilities, and Supplies

a. The College shall provide, for the use of the contractor, all facilities to include kitchens, storerooms, dining rooms, and toilet facilities, office space and furnishings (with existing furniture), together with such heat, fuel, refrigeration and utilities services as may be reasonably required. Contractor shall have full access to the food service facilities at all times.

b. The College shall provide existing large equipment and appliances, and service appointments.

c. The contractor will provide cash registers, office machines, computers, a safe, own accounting system, including hardware and software.

d. The College will provide an inventory of small wares, including, china, limited glassware, flatware, trays, utensils, pots and pans.

e. The contractor shall maintain, at his/her own expense, linens and replacement of small wares at original inventory levels.

f. The contractor shall clean and maintain all storage areas in accordance with all codes, such as health, fire, safety, suppression, etc.

g. “Large equipment” is any equipment with a new cost of $1,000 or more. If Large Equipment needs replacement, repair, or maintenance because of normal use, age or other routine causes the College shall pay for 75% of the cost and contractor 25% of the cost. Before any replacement, repair or maintenance the contractor, College budget holder, and facilities representative, shall consult and agree on the need and reasons for replacement, repair or maintenance. Contractor shall be responsible for all replacement, repair, or maintenance of large equipment due to misuse or Contractor neglect or negligence.

h. The College shall furnish building maintenance services for the premises, shall promptly make all repairs and replacements and shall be responsible for compliance with all Federal, State and local safety and health laws and regulations with respect to the facilities provided by the College.

i. The contractor shall be responsible for the compliance with all Federal, State and local safety and health laws and regulations with respect to the cleaning of the area, food handling, storage etc.

Must observe all codes relating to safety, fire suppression system, sprinklers, egress isles etc. If the contractor or it’s employees’ damages any of these systems or equipment, the contractor will be responsible for the expense of repair or replacement of them.

j. Except contractor will be responsible for all costs that arise due to its negligence, neglect, misuse, abuse or other fault.

12. Sanitation

a. The utmost importance will be placed on proper standards of sanitation. The contractor must comply with all municipal, state, and federal standards of health and sanitation applicable to food service operations. Copies of all Health Department inspection reports will be provided to the College and any shortcomings identified, which are under the control of the contractor, will be remedied immediately.

b. The College reserves the right to inspect all dining areas, kitchen and food preparation areas, storage areas, offices, and any other space under the control of the contractor at any time, with or without notice.

c. Normal cafeteria service will require self-busing by all users to dish-return areas or carts, which are located in the building. The College agrees to cooperate with the contractor to encourage self-busing. However, the contractor will be responsible for the timely removal of any dishes/trays left at tables, in order to maintain a high standard of orderliness in the dining area.

d. Contractor will maintain, as a direct cost of operation, high standards of sanitation and will be responsible for routine cleaning and housekeeping in the food preparation and service areas

(including food service equipment, kitchen floors, hoods and grease filters) and for the routine cleaning of cafeteria floor, tables, chairs, and small wares.

e. The College will be responsible for yearly(main) cleaning of all grease traps, duct work, plenum chambers and roof fans.

f. Contractor shall be responsible to clear, clean up and remove all food, supplies, equipment and linens from serving areas immediately after the activity/catering has ended.

g. The contractor shall remove all garbage and waste materials to the central disposal area daily, and shall keep the area clean and in good order, and shall exercise care to ensure that refuse is placed in proper containers.

h. The contractor will be responsible to clean and care for the floors in the dining and kitchen areas assigned to the contractor.

i. The College will clean all windows, walls, ceilings, drapes, fixtures, air ducts and hood vent systems, and shall provide and maintain adequate fire extinguishing equipment for the premises, and shall remove refuse from the central disposal area.

j. The College shall provide maintenance personnel, outside maintenance service, parts and supplies necessary to properly maintain the premises and equipment, except for maintenance for which the contractor is specifically responsible.

k. The contractor shall be responsible for costs of all laundry, linen, and uniform services.

l. The contractor shall collect, remove, transport, and dispose of all fats, oils, and greases off College premises at the appropriate intervals. The contractor shall immediately contain and remediate spills at no cost to the College. A $100 cleaning fee shall be assessed for each spill incident and may be deducted from payments or invoiced separately.

m. Contractor will be responsible for trash and garbage removal from inside the building and deposit trash and garbage in outside receptacles. College will be responsible for trash and garbage removal from outside receptacles.

n. The College and contractor will be responsible payment for pest/extermination service at 75% College and 25% contractor.

Except where contractor is responsible for unusual costs.

o. The College shall be responsible for the reasonable costs of all utilities in the food service operation.

p. Except contractor will be responsible for costs that arise due to its negligence, neglect, misuse, abuse or other fault.

q. Provide in detail your cleaning check lists for each area, equipment, station etc that will be done daily, weekly, monthly, etc.

(1) Example of one - See Appendix A

13. Rent/Billing Process

a. The contractor will pay the College rent of $550 per month, which is due on the first of every month. In January and June of each year the parties will meet to discuss contractor’s costs, expenses and profits and this amount may be adjusted if mutually agreed to by the parties.

b. The College shall bill the contractor monthly for the contractor’s portion of all maintenance, repairs, and services for the past 30 days.

c. The contractor will have a 20-day grace period. After that time period there will be a charge of 1% interest on the late payment.

The College will also charge a late fee of $25 if payments are late (past the initial 20-day grace period). Any payments past due for 90 days voids the contract.

d. A $100 cleaning and sanitation fee shall be assessed for each incident of failing to maintain a clean kitchen or to clear and remove food and equipment from service areas immediately following catering events. The fee may be invoiced separately or deducted from payments due to the Contractor.

e. It is important to promptly invoice all customers so that the information about the events are correctly recorded.

(1) All invoices due to the College, must be sent to them within 7 days of the service.

(a) If invoice is sent past 30 days of service the invoice must contain a 50% discount.

(b) If invoice is sent past 90 days it becomes null and void.

f. All invoices due to all the other catering customers must be sent to them within 7 days of the service.

g. A 50% discount shall be applied to the Customer’s invoice if catering service at a scheduled event is more than 15 minutes late as specifically arranged in writing by the Customer. The discount shall be applied at billing and reflected on the invoice.

14. Point of Sales System (POS System) required.

a. Describe your POS hardware that you will use in the lunch area.

b. Reports

(1) Describe and show what sales reports are available from the system

(a) Provide samples

(b) Are they customizable for the College?

(2) Must provide to the College monthly detailed sales reports for each month. The reports are due by the 14th of the next month detailing the sales for the previous month for what has been sold. Such monthly reports for lunch and catering services should include such things as: total gross sales, net sales, number served (for lunch meal or event), top selling items etc. as well as other important information.

(a) Provide samples of the reports you will be giving to the College.

c. Wireless internet will be available from the College

d. Hardware

(1) Please provide a detail list of all hardware that you will be using for the system, such as:

(a) Cash registers/POS Terminals

(b) Scanners

(c) Hand-held

(d) Card swipes

(e) Printers

(f) Etc.

15. Purchasing

a. The contractor will purchase and pay for, as direct cost of operations, all food and related supplies in the food service operation.

16. Licenses

a. The contractor is responsible to keep in force and up to date all licenses required by State, Federal and Heath Code regulations, such as but not limited too, food handlers permits for all employees, business licence, and any other licences required by law or code to operate such business.

b. At least 1 person from the vendor personnel is required to have a Food Safety Certification and is required to be on site anytime they are open and operating. A copy or copies of this certification must be given to the College to keep on file.

c. All workers are required to have a food handler’s permit. Copies must be given to the College to keep on file.

17. Installation Time Frame for start of services

a. Provide a detailed time frame for these services to start on campus.

18. Expand ability and Reconfigurable

a. Describe how or if your services can be expandable to other meal services down the road or in the future, as well as what those services could entail.

19. Creativity & Innovation in Marketing Food Services

a. Please discuss your proposals and ideas that you will be doing to creatively market the food service operation to the campus community. Please include in this discussion your ideas for marketing strategies, promotions, and outreach programs. Once again, the College is looking for proposals that go beyond the “status quo” approach.

(1) How are you going to implement these ideas?

(a) Provide details and timelines for doing so.

C. Miscellaneous

1. The contractor agrees to take all reasonable measures to prevent waste or damage to supplies, materials, equipment and facilities of the College, and to advise the College of all required repairs and replacements.

a. The contractor must let the College know in a timely manner if any repairs are needed to be made to the facilities, equipment, etc.

2. The College reserves the right to make, from time to time, reasonable requests with regard to the food services operations for the benefit of the College and its students, and contractor agrees to comply with such requests.

3. The contractor will be expected to employ imaginative and vigorous quality and price competitiveness in a market with strong growth potential.

The contractor is expected to stimulate interest and enthusiasm for campus food service operations, through effective merchandising and promotional programs and techniques.

4. The College will not be responsible for food spoilage, even during power outages or equipment breakage, or equipment failure.

a. The contractor will be responsible for all food and moving of such food in case of power outages, equipment failure etc.

5. The College will be using the ice machine, part of the freezer and refrigerators for storage of some items (food, flowers etc.), which will be designated. The College will also be using the laundry equipment (washers, dryers) as well as the restrooms.

6. Provide any other information or ideas that you feel would strengthen your proposal.

7. Population Data

a. Student Headcount: 5900 Estimate for Fall, 2025-26

b. Richfield Headcount: 410 Estimate for Fall, 2025-26

c. Faculty & Staff Richfield Headcount: 60 Estimate for Fall

8. Catering Data

a. Estimated Previous catering events

(1) See Appendix B

D. Financial Capacity of Contractor

1. Please submit a copy of your business tax return filed with the IRS for the last two operating years of your business. For large businesses this should be the audited report, performed by a firm of certified public accountants.

For smaller businesses this could be a Schedule C of the 1040, a 1065 or 1120 depending on how the business is organized. This report will be used by the College to assess the financial capacity of the contractor.

V. SERVICES

A. Meal/Lunch Services

1. Please discuss in detail your program for meal planning and food presentation in the serving and dining areas. What will you do to make the serving and dining areas attractive to students, staff, and faculty?

2. What programs will you implement to increase patronage in the dining facilities?

3. What programs will you implement to introduce variety and flexibility in the menu offerings?

4. Please provide in detail your program for lunch/special event meals for theme dinners, theme foods, etc., which would contribute to meal variety and change of pace.

5. Please provide in detail your programs for ensuring the highest quality in the foods you will be offering.

6. Please explain any and all other issues regarding your meal planning and presentation programs which you feel the College should know, and which might distinguish your company from your competitors.

B. Catering Services

1. Food and beverage service for College-sponsored functions such as banquets, receptions, refreshment services, private parties, conferences, or other special events shall be provided as requested, by the contractor, with the first right of refusal.

2. Catering menus are to be provided for luncheons, buffets, dinners, served dinners, banquets, break services, breakfast, and for special events, as requested. Catering menus, portions, and prices are subject to approval by the College. No alcoholic drinks are permitted on Campus at any time.

(Cost/Pricing only in cost section).

3. When the contractor uses areas for food service that are not primarily intended for food services (e.g. meeting rooms, conference center, etc.)

appropriate set-up and clean-up shall be the responsibility of the contractor. When the contractor serves meals, beverages or snacks in such areas, the contractor is responsible for the prompt removal of food residue and equipment from the area, following the completion of the meal or meeting. The College will be responsible for the table setup and take down, as well as the vacuuming of the area.

4. The contractor will not assume any commitments already made by the College before the contract, resulting from this RFP, was put in place.

5. Please discuss in detail your catering capabilities and proposals.

6. Please provide sample catering menus, including portions (Cost/Pricing only in cost section).

C. Menus

1. The menus used must:

a. Provide a variety of lunch meals, which appeal to students, faculty and guests of the College (Cost/Pricing only in cost section).

b. The Contractor shall provide and maintain student catering menu options that offers quality, affordable food and beverage options tailored to the needs and budgets of student organizations and campus activities. The student catering menu shall complement the standard catering menu and be reviewed periodically with the College to ensure competitive pricing, menu variety, and responsiveness to student needs, as mutually agreed upon.

c. Provide balanced nutritional meals. Show us how you will do this.

d. Please provide three catering representative menus for each;

breakfast, lunch, dinner, and breaks) and items included in the service for catering that meal (NOT to include pricing, you will ONLY include sample pricing in the cost/pricing section of the proposal - The College will use these prices to evaluate your pricing strategies).

(1) For catering meals to the College be prepared to stay within the budget supported (as per College “Schedule of Allowance Rates”) which currently is:

(a) College rates per person are as follows:

i) Breakfast $16

ii) Lunch $19

iii) Dinner $28

e. Provide a detailed proposed thirty-day lunch menu plan, which would be representative of the menu plans you would implement, if awarded the contract.

VI. EXPERIENCE & REFERENCES

A. Provide a brief history of you/your company, length of time the company has been in business, and how long the company has been providing this type of service to public and/or higher education institutions.

B. Provide a statement of qualifications describing the firm's knowledge and experience in providing the proposed services.

1. List any other relevant services or expertise unique to your firm that would enhance the deliverables of the proposed service.

C. Provide a minimum of three (3) recent client references in which you have provided a similar scope of work. For each reference, please provide the number of users utilizing your services and the time period over which they did. The College reserves the right to contact or visit any of the supplier's current or past customers to evaluate the level of performance and customer satisfaction.

Reference information shall include the following:

1. Name and location of institution

2. Name and title of contact at the institution

3. Telephone number of contact

4. E-mail of contact

5. Dates of services provided

D. Staff Experience

1. Bidders are requested to provide a resume for each of the management staff members, which clearly shows their experience in food services.

2. Please include with the resume any professional certifications, continuing education certifications, awards or commendations. Please include a copy of their current job description.

3. Please clearly indicate any experience which these management staff members have had with small colleges and universities, specifically, or with any institution of higher learning.

E. Furnishing incorrect or incomplete reference information will lead to lower scores (even if you say you can’t provide them for other reasons) and may lead to the firm’s elimination from consideration for award. The decision to eliminate a firm from consideration for poor reference checks or for incorrect and/or incomplete reference information shall be at the sole discretion of the College and shall not be subject to appeal.

VII. PRESENTATION / DEMONSTRATION

A. The vendors that receive a total score over 144 points (out of 240 - 4 evaluators x 60/each) in the first evaluation stage, in scoring from only the section of Scope of Work and Requirements, will be asked to do an interview and discussion and provide food samples.

1. Those notified will receive an e-mail of a…