Addendum #2-Phase 1- Evaluation Template- CNCC FY26-014.pdf

RFP EVALUATION PACKET

CNCC FY26-014

Food Service Management

Evaluator Initials ___________________

Vendor ___________________________________________

RFP EVALUATION COMMITTEE GUIDELINES

1. Vendor Contact: The committee members are prohibited from participating in individual meetings, lunch, entertainment, or any other direct contact with vendors once appointed to the Evaluation Committee.

2. Members must have no personal interest in which vendor(s) is (are) recommended.

3. Members must have a professional interest that the recommendations of the committee could lead to the selection of a given vendor(s) and that vendor(s) can and will provide a product or service to the Colorado Community College System in an acceptable manner.

4. Evaluation committee members must have an understanding of the evaluation process and the rules associated with the evaluation process to the extent that the recommendations made by the committee are legally supportable.

5. Each member will be requested to attest that he or she has no personal interest in the vendor(s) recommended.

6. Items of question will be brought before the entire committee. Contact with vendors will be conducted through the

Purchasing Office and responses will be presented either verbally to the committee by the vendor, or in writing to the committee. If verbally, appointments between the vendor and the committee will be coordinated by the Purchasing Office. If in writing, schedules for submission will be coordinated by the Purchasing Office.

7. The committee is directed to perform as fair an evaluation as possible of proposals and to set aside prejudices.

8. Each member will be requested to sign a form stating his or her participation and concurrence or non-concurrence to the reports for content and recommendation. If he or she takes exception to a given item or the committee as a whole, he or she shall use this method to record such exceptions.

9. During the process of evaluation and while meetings are in session, the committee shall maintain confidentiality.

No member shall transmit, communicate, or otherwise convey preliminary conclusions or results of what was bid by the vendors, or that a given vendor will be selected. No member shall disclose any information gained during the course of service on this evaluation committee to any person, except to other State employees who may in the normal course of State business have a need for such information.

10. The first mandate of the committee after receipt of the proposals shall be to eliminate from further evaluation any and all vendors who do not meet the predefined mandatory requirements.

11. If such process eliminates all proposals, or all but one proposal, the committee shall adjourn until appropriate action can be taken by the Purchasing Office.

12. If the conditions set forth in Item 11 do not occur, the committee shall proceed with the detailed evaluation of the two or more remaining vendors.

13. Each member will initiate, conduct, and complete an individual evaluation of each vendor. The evaluations will be summarized and averaged for the committee as a whole.

14. Members of the committee may not always arrive at the same conclusions. The committee will discuss any individual differences as best as possible, which may include requests for additional material. The resulting discussions or materials may bring consensus, or each member may retain his or her independent findings, and his or her rating will be averaged with the other evaluations.

15. Should these methods produce an unacceptable conclusion to any member, that member may at the member’s discretion, take exception to the final report. Where such differences are matters of fact (mathematical in nature, or facts of evidence) and cannot be resolved by consensus, the committee chairperson shall rule. A record of evaluation events shall be kept in the event of such rulings by the chairperson.

RFP CNCC FY26-014

Proposal Evaluation Vendor Name _____________________________

Evaluator Initials _____________ Date _____________

Evaluation Criteria Questions Vendors Were Tasked with Answering

•Do the individuals assigned to the project have experience on similar projects? Level of experience of the company and the expertise of the staff that will be assigned to provide the required services to

CNCC?

•Describe the individual staff members in your company that would be assigned to this project, and includes their resumes.

•Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the service requires?

•Documentation of any intent to use another company(is) or private individuals(s) as a subcontractor(s) for any part of the whole of the services offered in response to this RFP. CNCC reserves the right to approve or reject any subcontracting agent or to reject proposals based on the use of subcontracted work.

1. Personnel

Met Criteria?

(Circle ONE )

Met

Didn't Meet

NOTES

Proposal Evaluation 2 of 5

Evaluation Criteria Questions Vendors Were Tasked with Answering

•How well has the company demonstrated experience in completing similar projects on time and within budget?

•How successful is the general history of the company regarding experience in managing food service operations within higher education, strength of company financial stability and qualifications?

•Has the company completed a minimum of three projects of similar size and scope within the last 5 years?

•Proposed marketing communication program in addressing trade dress, signage, display equipment and small ware needs related to implementation of company's proposed programs and services.

•Describe your point of sale system and revenue acceptance methods. Proposer must be PCI DSS compliant or use a third party PCI DSS compliant processor. Provide evidence of compliance.

•Distinctive competitive advantages such as unique prior experiences and/or business relationships, specialized knowledge, specialized equipment, food service quality awards, certifications, etc..

Met Criteria?

(Circle ONE )

Met

Didn't Meet

2. Company

Proposal Evaluation 3 of 5

Evaluation Criteria Questions Vendors Were Tasked with Answering

•How well has the Proposer demonstrated a thorough understanding of the purpose and scope of the RFP?

•How well has the Proposer identified pertinent issues and potential problems related to the project?

•The quality of the Operating Plan for performing the required services.

•Demonstrated experience of the Proposer in providing and managing a food service program in the particular area or areas for which Client submitting a proposal.

•The ability of the Proposer to perform the requested services, adequately maintain the equipment and facilities and to operate in accordance with industry best practices, health, safety, and campus requirements.

•The quality of the Marketing Plan for developing the earning potential of Dining Services.

•Favorable recommendations from referenced clients where similar or like services are being or have been performed.

•Overall quality and completeness of the Proposal.

•To what degree has the Proposer demonstrated an understanding of the deliverables that CNCC expects it to provide?

•Has the Proposer demonstrated an understanding of CNCC’s time schedule with a plan to meet it?

Met Criteria?

(Circle ONE )

Met

Didn't Meet

3. Proposed Services

Proposal Evaluation 4 of 5

Evaluation Criteria Questions Vendors Were Tasked with Answering

•How well does the management plan support all of the project requirements and logically lead to the deliverables of the RFP?

•How well is accountability completely and clearly defined?

•Is the organization of the project team clear?

•How well does the management plan illustrate the lines of authority and communication?

•Proposed strategy for ongoing management and employee recruitment, training, and retention for the contract.

•Does the Proposer provide evidence of PCI Compliance? PCI means payment card information including any data related to credit cardholder's names, CC numbers, or other CC information protected by the State or Federal Law.

Proposer shall provide for the security of all PCI info in accordance with policies promulgated by the Colorado Office of Information Security and all applicable laws, rules, policies, publications, and guidelines including the most recently updated PCI Data Security Standard from the PCI Security Standards Council.

•Does it appear that the Proposer can meet the schedule set out in the RFP?

•Has the Proposer gone beyond the minimum tasks necessary to meet the objectives of the RFP?

•To what degree is the Proposal practical and feasible?

•To what extent has the Proposer identified potential problems? Problem solving abilities relating to the various challenges of this project such as maintaining quality service during the transition period, training employees, and managing workers.

•Resources that the company will commit to assure the overall success of the CNCC Dining Hall.

4. Management Plan/ Administration

Met Criteria?

(Circle ONE )

Met

The final scoring Sheet around #5 Cost/ Pricing will be completed at a later date. Please keep the sheet attached to the scoring evaluations per Vendor to use at the appropriate time.

End of Phase 1 scoring.

Proposal Evaluation 5 of 5

Evaluation Criteria Questions Vendors Were Tasked with Answering

•Price of Services.

•Creativity relating to menu planning, food quality and variety, nutrition enhancement and attention to seasonal fresh foods.

•Reasonableness of food and catering pricing proposed and financial terms of the proposal.

•Describe the funding, revenues, and commissions schedules.

•Availability of nutritionally healthy products, and healthily prepared foods and portioned foods.

•Strategy for providing comprehensive nutritional information to customers.

•Can the company provide the meal plans selected by the Client and make them available to resident dining patrons?

•Pre-opening expenses – Proposer shall fund pre-opening expenses, including for transition on behalf of the dining service program on an annual basis. Pre-opening expenses shall include, but are not limited to, travel, meals, lodging, opening promotions and advertising, accounting and operating manuals and systems, interviewing and relocation, salaries and fringe benefits, crew training, and other expenses related to preparing for and commencing services for each academic year.

5. Cost/ Pricing Structure/ Meal Plans

Met Criteria?

(Circle ONE )

Met

Proposal Eval. with Pricing