Addendum No. 1 to RFP .docxo.pdf

ADDENDUM NO. 1 TO ALL OFFERORS:

Reference: Request for Proposal # VCCS-MGCC-25-59871, Snack and Vending Services for MGCC

Date: August 30, 2024

Commodity: 96115- Concession, Catering, Vending: Mobile & Stationary 39377- Soft Drinks 74085-Vending Machines, Refrigerated (Food, Beverages, Sundries, etc.)

Issuing Agency: Virginia Community College System (VCCS) – Shared Service Center (SSC)

Proposal Due: September 18, 2024, at 2:30 PM local time

The SSC Procurement Office is issuing this Addendum to provide the following changes to the RFP.

1. The Offeror may provide Café services, Snack and or vending services to MGCC.

2. This Addendum is to add the following Café services to the RFP.

1. SPECIFIC REQUIREMENTS

a. The successful Offeror shall supply all labor, materials, supplies, and equipment necessary to provide and manage food service operations at the facility located on the MGCC main campus located at 1000 College Drive, Clifton Force, Virginia 24422.

b. The successful Offeror shall display a list of available products and prices.

c. Adjustments to sales price on items offered by the successful Offeror may be granted with the prior approval of MGCC.

d. The days/hours of operation must be determined by the successful Offeror in consideration of MGCC’s business hours. MGCC’s business hours are 8:00 a.m. to 5:00 p.m., Monday through Thursday and 8:00 a.m. to 3:30 p.m. on Fridays.

e. The successful Offeror shall be responsible for the regulatory compliance of all federal, state, and local ordinances, rules, regulations, and health codes as they apply to food service establishments.

f. The successful Offeror shall be responsible for maintaining the condiment counters, immediate vicinity of the serving area, food preparation and service area in a clean, sanitary, and attractive condition.

g. The successful Offeror shall be responsible for the removal of trash and garbage to the outside containers provided by MGCC.

h. The successful Offeror shall be responsible for keeping kitchen equipment and appliances free of grease and dust accumulations.

i. MGCC reserves the right to inspect the area any time after hours of operation.

j. The successful Offeror shall provide health inspection reports to MGCC by 4:30 p.m., the day of or 8:30 a.m., the following day if inspection occurs after 4:30 p.m. Critical violations shall be corrected immediately by The successful Offeror. Additionally, The successful

Offeror shall present MGCC with a written plan to correct noncompliant issues.

k. The successful Offeror shall effectively market the food service operations with MGCC’s guidelines to maximize the satisfaction of the students and faculty. The successful Offeror shall not place any signs or advertising of any kind, decorations, lettering, on the glass of any window or door without first obtaining written approval from MGCC.

l. The successful Offeror agrees to return to MGCC at the expiration of any resultant contract the service area and all MGCC provided equipment listed in Section 2, Work Site, No. b., below in the condition in which it was received, except for ordinary wear and tear

(except to the extent that said premises or equipment may have been lost or damaged by fire, flood, or other unavoidable occurrences). Any MGCC equipment that stops working properly will not be replaced by MGCC.

m. The successful Offeror shall be responsible for resolving customer complaints in a timely fashion.

n. The successful Offeror shall make all arrangements for delivery, unloading, receiving, and storing its equipment, supplies, and materials. MGCC will not assume any responsibility for receiving these shipments. All food service products must be delivered on a refrigerated truck when requiring refrigeration.

o. It is also understood and agreed that MGCC will not be liable to the successful Offeror for any damage to or loss of its property, no matter the cause, as the successful Offeror agrees to look solely to insurance.

p. The successful Offeror shall use the premises solely for the permitted use.

q. The successful Offeror shall obtain and maintain all licenses and permits for food service operations by the Commonwealth of Virginia.

r. MGCC reserves the right to contract with any other properly credentialed person or vendor for catering of special functions at MGCC. College organizations (student, faculty and/or staff) may also contract with any other properly credentialed person or vendor for their special functions. Student organizations and clubs will be permitted to conduct food sale fundraiser as their organization sees fit.

s. The successful Offeror should accept, at a minimum cash, credit/debit cards (MasterCard and VISA).

i. The successful Offeror must be PCI Level 1 compliant according to the standards of the credit card industry. The successful Offeror must provide proof of annual certifications of PCI compliance to MGCC.

ii. The successful Offeror shall represent and warrant that for the life of any resultant contact, the software and services used for processing transactions shall be compliant with standards established by the PCI Security Standards Council.

2. WORK SITE

a. The location is approximately 700 square feet for food preparation and storage. Seating is available outside of the area in the main student center. Public restrooms are located in the main student center.

b. MGCC will provide built in equipment and fixtures. MGCC will also provide the non-fixed equipment listed below that is currently in the food service kitchen. Any damage to MGCC owned equipment must be repaired and/or replaced at the successful Offeror’s expense.

MGCC will not be responsible for the repair and/or replacement of MGCC owned equipment.

i. One (1) commercial freezer

ii. One (1) commercial refrigerator

iii. Heat lamps

iv. Warmers

v. Microwave

vi. Dishwasher

vii. Icemaker

c. MGCC will provide electricity, heating, air conditioning and utility sinks.

d. MGCC will be responsible for the building structure and its maintenance to include repair and repainting of perimeter walls, maintaining light fixtures, and plumbing (excluding grease issues caused by the successful Offeror). Any repairs to plumbing caused by grease issues shall be repaired at the successful Offeror’s expense.

Any modifications to the existing space, or the addition of any new equipment, MUST be submitted for review and approval from MGCC and VCCS Facilities Management Services.

e. The successful Offeror shall assume full monetary responsibility for telephone service, both voice and data, local and long distance, installation, and monthly charges.

f. It is understood that MGCC or VCCS shall not be in breach of any resultant contract or liable for any damage or loss to The successful Offeror’s equipment and/or materials due to any suspension of utility services or other cause; nor shall MGCC or VCCS be liable to anyone of any loss of property from or on said premises, however, or for any damage done to The successful Offeror’s furnished equipment or supplies by any employee of

MGCC or by any other person. Note: Limited MGCC employees will have access to the kitchen area for certain events and to remove items in storage.

g. The successful Offeror shall be responsible for physical security of the space and its contents including fire protection. The successful Offeror shall also be responsible for any loss of or damage to the property of MGCC caused by the acts of omissions of its agents, employees, or contractors.

h. Any damage to existing utilities, equipment or furnished surfaces resulting from the performance of any resultant contract shall be repaired to the Commonwealth’s satisfaction at the successful Offeror’s expense.

i. MGCC will be responsible for having pest control (spraying) of the work site. Spraying will be completed on a quarterly basis. If The successful Offeror wants any additional services beyond the quarterly services paid by MGCC, the successful Offeror shall be responsible for obtaining and paying for the additional service.

3 PERSONNEL REQUIREMENTS

1. The successful Offeror shall maintain staffing of experienced, professional, qualified employees thoroughly trained in the work assigned to them, at all times, during hours of operation.

2. The successful Offeror shall only assign employees acceptable to MGCC. Employees shall be service-orientated, pleasant, and understanding of the needs of college students.

3. MGCC reserves the right to request an employee be dismissed, if in MGCC’s judgment, are not adequately qualified to perform the work.

4. The successful Offeror’s personnel policies shall be consistent with federal and state laws.

5. The successful Offeror shall be responsible for the conduct of all personnel while on the job site.

6. The successful Offeror shall conduct background checks on all employees. The cost of the background checks shall be the responsibility of the successful Offeror.

7. The successful Offeror and its personnel shall have an identification card properly displayed while performing the service showing the company name and employee name.

4. COMMISSION – No commission is being requested by MGCC for café services.

Very truly yours, Tiffany Ollie, VCA, VCO

Strategic Sourcing Supervisor

Note: A signed acknowledgment of this addendum must be received at the location indicated on the RFP either prior to the proposal due date and time or attached to your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.

Signed Acknowledgment

Name of Firm _________________________________________

Signature _____________________________________________

Printed Name/Title _____________________________________