CSM24-007 RFP FoodService Management Services.pdf

College of Southern Maryland

8730 Mitchell Road, PO Box 910 La Plata, Maryland 20646-0910

REQUEST FOR PROPOSALS

PROJECT NO. CSM24-007

FOODSERVICE MANAGEMENT SERVICES

April 2024

Submit Sealed Competitive Proposals To:

Joseph Piccolo Executive Director of Procurement Business (BU) Building, RM 224

COLLEGE OF SOUTHERN MARYLAND

8730 Mitchell Road, PO Box 910 La Plata, MD 20646-0910 japiccolo@csmd.edu

Date for Receipt of Proposals Monday, June 3, 2024

Not Later Than 11:00 AM Local Time

BOARD OF TRUSTEES

COLLEGE OF SOUTHERN MARYLAND

REQUEST FOR PROPOSALS PROJECT NO. CSM24-007

The Board of Trustees of the COLLEGE OF SOUTHERN MARYLAND, also referred to as the ‘College’ or ‘CSM’, is soliciting proposals from qualified firms to provide comprehensive food service operations for the La Plata campus CSM Café (cafeteria) with options to provide limited services to the Prince Frederick, Leonardtown, and Regional Hughesville Campuses.

Five (5) copies of the bid (an original and four copies) shall be submitted, signed, sealed, and endorsed “Proposal – Project CSM24-007: Foodservice Management Services,” to Joseph Piccolo, Executive Director of Procurement, at the Procurement Office, BU Building, Room 225, COLLEGE OF SOUTHERN MARYLAND, 8730 Mitchell Road, PO Box 910, La Plata, Maryland 20646-0910.

Proposals will be received until Monday, June 3, 2024, not later than 11 AM.

Proposals received after the date and time designated for receipt of proposals cannot be accepted and will be returned to the firm unopened. Any proposals may be withdrawn prior to the proposal’s submittal date and time; however, all proposals are considered final after the date and time for receipt of proposals.

Final proposals may not be withdrawn, or canceled, for a period of 180 days after the time and date designated for receipt of final proposals.

Request For Proposal documents should be obtained through eMaryland Marketplace Advantage, and your firm should be registered with the State of Maryland. Or you can request a copy from Michelle Morsell, via email:

mdmorsell@csmd.edu, Phone: 301-934-7848. Please note all Addendums are posted on eMaryland Marketplace Advantage.

There will be a mandatory Pre-Proposal Conference and walk through at 10:00 a.m. local time on Tuesday, May 14, 2024, in the BU Building, Room 228, La Plata Campus, College of Southern Maryland, La Plata, MD. A site visit of the current La Plata Campus Cafeteria will follow the conference. All submissions must include a proposal for full-scale food service and catering operations for the La Plata Campus. Vendors are encouraged to visit the other CSM campuses on their own and assess any opportunities to provide catering and/or food services. All interested firms must provide proposals as to how they could (or not) provide services to Prince Frederick, Leonardtown, and Regional Hughesville Campuses.

The Board of Trustees of the College of Southern Maryland reserves the right to reject all proposals and to waive any formalities, informalities, or technicalities as it deems necessary, appropriate and in the College’s best interest. Final award of contract is subject to the availability of funding for this project.

The COLLEGE OF SOUTHERN MARYLAND is an Equal Opportunity/Affirmative Action/Title IX/ADA/Title 504 Compliant Institution.

Minority, small and woman-owned businesses are encouraged to submit proposals for this project.

INTRODUCTION

The Board of Trustees of the College of Southern Maryland, also referred to as the ‘College’ or ‘CSM’, is soliciting proposals from qualified firms to provide comprehensive food service operations for the La Plata Campus CSM Café (cafeteria) with options to provide limited services to the Prince Frederick, Leonardtown, and Hughesville Regional Campuses. There is strong interest in providers who can offer high quality and affordable dining solutions that complement and enrich the experience of students, faculty, staff, and guests of the College.

Proposals submitted must support:

• Full-scale food service and catering operations for the La Plata Campus

Proposals submitted must detail how they could (or not) support options to provide the following:

• Limited food service and/or catering services for the Leonardtown Campus

• Limited food service and/or catering services for the Prince Frederick Campus

• Limited food service and/or catering services for the Regional Hughesville Campus One possibility could be to produce box lunches for delivery to the other campuses.

The College’s dining services have not been operational since the outbreak of the COVID- 19 virus in March of 2020. The prior food service firm provided dining and catering services for the La Plata Campus community that consists of students, faculty, staff, and guests of the College. These services included:

• Main Cafeteria in the Campus Center/Center for Business and Industry Building.

The cafeteria offers hot and cold meal choices for breakfast, lunch and dinner, as well as grab and go snacks and beverages.

• Catering at the La Plata Campus for a variety of events for internal and external groups. There are approximately 200 events every year on the LaPlata campus that require catering. They may vary from coffee service to china-plated events.

The current food service market profile, academic calendar (ENCLOSURE 1), hours of operation (ENCLOSURE 2) are included in this RFP. They can be found at the end of this RFP.

The College expects the selected firm to:

• Analyze the buying trends and needs of the customer base to ensure a high level of service that keeps pace with changing and emerging tastes and preferences necessary to deliver an appropriate level of service.

• Operate its campus dining services with the highest degree of professionalism in the delivery of those services within an economic structure that is desirable for both the College and the firm.

• Support the College’s mission, vision and philosophy ideals including affordability and student interest by fostering and supporting these concepts in their daily work on campus, including weekend events:

o Cooperate and develop a strong working relationship with the College’s

Scheduling and Conference Service department and staff in the scheduling and execution of events requiring catering support.

o Work cooperatively with CSM employees and customers to implement varied program and facility changes that have been defined and approved by the College.

o Act as the school’s official catering service provider for all events hosting more than 25 people.

o Abide by the established price structure related to the sale of non-vended bottled beverages in accordance with the College’s current vending contract where applicable.

• In addition to the gross sales from the operations (including catering as applicable), the College is willing to negotiate a management fee to help offset some operating costs.

Excluded from this scope are:

• Snack and Coffee Machine Vending Services.

• Beverage Pouring Rights. The College’s contract with Pepsi Beverage Company terminates December 31, 2025, and provides for cold beverage vending and pouring rights for all campus events. Any contract resulting from this RFP must adhere to the terms of the exclusive vending and pouring rights contract relative to the sale of such products. The College reserves the right to impose this restriction, or any similar restriction, at any time throughout the term of the contract.

• Clarity Coffee Shop. Operations currently contracted to a separate vendor.

• Bookstore. Sales of assorted candy, snack foods, frozen and shelf stable meals, ice cream, cold beverages, and coffee.

• Internal Groups. Exclusive catering services are waived for any events with an attendance of 25 or less and the following:

o Potlucks. Any potluck of homemade food that is organized by the College or a Recognized Student Group.

o Donations. Any donations of free food/catering made to the College.

INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS

1.0 CONTACT POINT

All firms’ contacts with the College of Southern Maryland regarding any matter concerning this Request For Proposal (RFP) must be made through:

Executive Director of Procurement 301-934-7822 japiccolo@csmd.edu or a member of the Purchasing Office Staff. Under no circumstances are firms, including third party firms or their staffs, to contact other College staff, faculty or any related constituency for purposes associated with the RFP, including but not limited to, obtaining or providing information. Firms failing to comply with this requirement may be disqualified.

The College may, at its discretion, designate one or more of its employees as liaison to firms. This designation would most likely occur after the deadline for the submission of proposals. Communication between the firm and the College could then occur through a liaison(s).

2.0 INTERPRETATIONS, DISCREPANCIES AND OMISSIONS

2.1 Firms must carefully examine the RFP. Should any firm find discrepancies or omissions in this RFP or be in doubt as to the content or meaning of any aspect of this document, the firm should direct inquiries and/or requests for clarification of the documents, specifications, or the process to:

Executive Director of Procurement 301-934-7822 japiccolo@csmd.edu

2.2 All questions regarding the RFP shall be directed, via email, to Joseph Piccolo, Executive Director of Procurement, not later than Friday, May 17, 2024. An addendum in response to questions will be posted to eMaryland Marketplace Advantage on May 21, 2024. Firms are advised that the College reserves the right to use its best judgment in choosing to respond or not respond to any question(s) received after the above cut-off date for questions.

2.3 Clarifications of the RFP, in the form of addenda, will be posted to eMaryland Marketplace by the College and an email will be sent to all firms of record who have attended the mandatory visit and walk, as the College deems it appropriate and necessary to do so. The College reserves the right to waive all proposal technicalities, formalities, or informalities at any time prior to or after the date of receipt of proposals as it deems appropriate and in the college’s best interest.

2.4 Firms shall also familiarize themselves with the site and local conditions.

Please note interested vendors are encouraged to make a visit to the other CSM campuses on their own and assess any opportunities to provide any food services (modified or not) to CSM’s other three locations.

3.0 CHANGES TO THE REQUEST FOR PROPOSAL SPECIFICATIONS

3.1 The College reserves the right to change the contents of this Request For Proposal (RFP) where necessary for the proper fulfillment of the intentions of this RFP. Changes will be made in the form of written addenda. The College will transmit addenda via eMaryland Marketplace and e-mail those who attended the site visit. Verbal changes to the RFP are not valid unless confirmed by written addenda.

4.0 PROPOSAL FORMS

4.1 Firms are hereby advised that failure to use or fully complete the College’s Proposal Forms as defined herein for the submission of proposals may result in a firm’s proposal being determined to be technically non-responsive.

5.0 LATE PROPOSALS

5.1 It is the firm’s responsibility to ensure that their proposal is received in the Purchasing Office, Room 225, BU Building, College of Southern Maryland, 8730 Mitchell Road, PO Box 910, La Plata, MD 20646-0910 no later than the date and time specified in this proposal. Late proposals will not be considered and will be returned to firms unopened.

6.0 INCLEMENT WEATHER AND OTHER UNANTICIPATED COLLEGE CLOSINGS

6.1 In the event that the College is closed because of inclement weather or for other unanticipated reasons, proposals will be due on the next day that the College is officially opened at the same time specified. If the College has a delayed opening on the date that the proposals are due, the proposal’s date and time will not change. Information regarding the College’s closings or delayed opening may be obtained by calling 800-650-4023 or 301-369- 1999.

7.0 ERRORS IN PROPOSALS

7.1 Firms are responsible for the accuracy of their proposals. Respondents may withdraw or modify a proposal if notice of withdrawal or modification is received by the Purchasing Agent before the latest time specified for the receipt of proposals. All proposals are considered final after the date and time designated for receipt of proposals. Proposals may not be withdrawn, modified, or canceled for a period of 180 days after the date and time designated for receipt of proposals. Withdrawal of a proposal after the deadline for receipt of proposals will not be permitted, except as follows: in those cases where, in the sole judgment of the College, based upon clear and demonstrable evidence, the proposing firm has made a bona fide error in the preparation of the proposal and such error will result in substantial loss to the firm, in this instance, an exception may be made by the College.

Negligence on the part of the firm in preparing its proposal confers no right of withdrawal, modification, or cancellation of the proposal after the deadline for receipt of proposals.

7.2 Firms are responsible for the accuracy of their proposed prices. In the event of a discrepancy between the unit price and its extension, the unit price will govern. In the event of a discrepancy between written words and figures on the Proposal Forms, the amount stated in written words will govern.

7.3 The College reserves the right to contact all firms to verify information included in their proposal and to clarify any questions regarding the information submitted in the proposal, to ascertain whether the proposal received is both responsive and responsible. The College also reserves the right to waive any formalities, informalities, and technicalities in evaluation of the proposals as are deemed appropriate, necessary and in the College’s best interest.

8.0 PROPOSAL DOCUMENTS

8.1 Request for Proposal documents may be obtained from Michelle Morsell, mdmorsell@csmd.edu Purchasing Office, BU Building, Room 225, College of Southern Maryland, 8730 Mitchell Road, PO Box 910, La Plata, Maryland, 20646-0910. Phone: 301- 934-7848.

8.2 In making copies of the Request For Proposal documents available on the above terms, the College does so only for the purpose of obtaining proposals on the work described in the RFP. The College does not grant permission for any other use of these documents.

9.0 SUBMISSION OF PROPOSALS

9.1 E-mailed copies of the proposals are also required but are not considered replacements for the original written proposals.

9.2 Five (5) copies of the proposals (an Original and Four (4) copies) shall be submitted and must include all required information.

9.3 All costs incurred by the responding firms associated with the preparation, submission, presentation of proposals and attendance at meetings, including but not limited to, costs related to transportation, meals, lodging, bonding, and other related expenses, if applicable, will be the sole mailto:mdmorsell@csmd.edu responsibility of the respondent(s) and will not under any circumstances be reimbursed by the College.

10.0 EVALUATION OF PROPOSALS

10.1 The College may make such investigations as are deemed necessary to determine the ability of a firm to provide the work as specified herein.

10.2 The College reserves the right to clarify information submitted in a proposal to determine whether an error has been made or whether a waiver of formality, informality or technicality is appropriate. Firms shall furnish the College all such information and data necessary for the College to determine if the proposal is responsible and responsive to the College’s requirements as stated herein.

10.3 A College evaluation team will utilize information submitted to evaluate proposals. Firms may be invited to give a product demonstration and/or oral presentation of their proposal so that the College may gather more definitive information on the firm’s work proposal and clarify any questions it may have on the firm’s proposal. It is the College’s intent to award the contract to the firm which, based upon the criteria for evaluation, is the most responsive and the most qualified firm for the provision of the work.

11.0 CRITERIA FOR EVALUATION OF PROPOSALS

11.1 Although cost must always be taken seriously into consideration in deciding the award of contract, the College will specifically evaluate proposals based on the following criteria and percentage points assigned to each criterion:

• Previous experience in managing similar food service operations in other institutions - 30 points.

• Qualifications and experience of key personnel - 30 points

• Overall Value (to include an assessment of revenue/price proposal, sample menus with pricing, and quality assurance) - 30 points.

• Other factors as addressed in the offer’s technical response (philosophies, training programs, etc.) - 10 points.

12.0 AWARD OR REJECTION OF PROPOSAL

12.1 The contract will be awarded to the firm complying with all the provisions of this RFP and the stated criteria, subject to the availability of funding and provided it is the best interest of the College of Southern Maryland to award the contract.

12.2 The College of Southern Maryland reserves the right to reject all proposals, at any time, whenever such is in the best interest of the College. A firm’s proposal may be rejected for one or more, but not limited to the following reasons:

12.2.1 Failure of the firm(s) to submit a proposal within the time frames specified.

12.2.2 Failure of the firm(s) to provide the required

information.

12.2.3 Failure of the firm(s) to respond to the request for

clarification, presentation, or demonstration.

12.2.4 Failure of the firm to follow the prescribed RFP

preparation, submission, and response format instructions.

12.2.5 Collusion among or between firms.

12.2.6 Unbalanced proposals; that is, proposals in which the

prices quoted for some work is out of proportion to those quoted for other work.

12.2.7 Lack of responsibility on the part of the firm.

12.2.8 Financially unstable firm.

12.2.9 Failure of the firm to successfully negotiate a contract.

12.2.10 Submission of a proposal that does not meet the

College’s requirements as outlined herein.

12.3 The College reserves the right to reject any proposals if the evidence submitted by, or investigation of, such firm fails to satisfy the College that such firm is qualified to carry out the obligations of the contract herein.

12.4 Conditional proposals will not be accepted.

12.5 If the firm, to whom an award is made, shall fail to execute the contract as specified, the award may be annulled and the contract awarded to the second most responsive and responsible firm, and such firm shall fulfill every stipulation included herein, as if the firm were the original party to whom the award was made, or again, the College may at that point reject any and/or all of the proposals as its best interest may require.

13.0 GOVERNING LAW

13.1 Any contract negotiated because of this RFP will be governed by the laws of the State of Maryland. The successful firm shall always observe and comply with Federal, State of Maryland and local laws, ordinances, orders, codes and regulations and the articles and provisions of the Uniform Commercial Code existing at the time of or enacted after the execution of a contract which in any manner affects the firm’s ability to perform contractual requirements.

14.0 COLLEGE OF SOUTHERN MARYLAND RESERVED RIGHTS

The College of Southern Maryland reserves the right to:

14.1 Adopt any or all portions of the firm’s proposal to best serve the needs of the College.

14.2 Modify or waive minor irregularities and technical defects in the firm’s proposal if deemed to be in the best interest of the College.

15.0 RELATIONSHIP OF PROPOSAL AND FINAL CONTRACT

15.1 The proposal and subsequent submittals required as a part of the proposal evaluation process will become an integral part of the final contract.

16.0 CONTRACT TYPE AND PAYMENT SCHEDULES

16.1 Precise payment date(s) will be finalized during contract negotiations.

16.2 The College expects to pay only the primary firm for all work performed because of this RFP. Thus, the primary firm will be obligated to appropriately compensate all subcontracted firms, if applicable.

17. PROPRIETARY DATA

17.1 All deliverable items developed in answer to this RFP shall become the property of the College. The bidder shall not use, disclose, or furnish others any information relative to such deliverable items without first obtaining the written consent of the College. All proprietary information disclosed to the College shall be held in confidence and used only in the performance of the contract, except as the College may otherwise be permitted by written instructions from the bidder. As an educational institution, the College may decide to publish the results of this procurement in appropriate professional circles, including trade journals, for example, covering purchasing management, and food service administration. Confidential company information will not be divulged when defined as such.

18. VISITS TO FIRM’S FACILITIES

18.1 Representatives from the College reserve the right to inspect bidders' existing food service accounts and to interview prospective contractors prior to award of this contract.

19. PRE-PROPOSAL CONFERENCE

19.1 On Tuesday May 14, 2024, bidders must attend the Pre-Proposal Conference scheduled for 10:00 a.m. at the BU Building, Room 228, La Plata Campus, College of Southern Maryland, La Plata, Maryland. This is the only time admittance to the non-public food service spaces is planned.

19.2 A comprehensive College campus tour and site inspections of all food service facilities will be conducted at the pre-proposal conference. No other tours of the back-of-the-house spaces, the dining halls or of existing a la carte facilities are planned. Bidders are, however, permitted to visit the public spaces of the campus food service operations during normal working hours.

Please note that questioning or interviewing College employees and students when visiting the campus will not be permitted at any time. Failure by any firm to observe this restriction may be cause for rejection of the firm's proposal response.

END OF SECTION

FORMAT AND OUTLINE FOR SEALED COMPETITIVE PROPOSALS

All proposals are expected to be prepared in accordance with the format listed below.

Furthermore, five (5) copies of the proposal (an Original and four (4) copies) should be submitted, signed, sealed, and endorsed with the statement “Proposal – Project #CSM24-007, FOODSERVICE MANAGEMENT SERVICES” clearly marked on the front of the proposal. Proposals should be mailed or delivered in person to the Purchasing Office, as indicated above under the time frame and location for firm selection, et al.

proposals not in conformance with or responsive to the stated requirements may be rejected at the discretion of College officials.

Proposal responses shall not exceed 200 pages in total (8 ½" x 11", printed on one side only), excluding separately bound booklets or publications. Unnecessarily elaborate brochures or other presentations beyond that sufficient to respond to each request, and beyond that sufficient to present a complete and effective bid response are neither necessary nor desired.

Wherever repetition occurs in the RFP, regarding similar requests for information, firms need not repeat the information. However, reference should be made to the exact location in the proposal response where the information is already recorded.

Firms shall provide the required information separated into the following sections:

1.0 Title Page

2.0 Technical Proposal

3.0 Acknowledgement of Addenda

4.0 Firm’s References

5.0 Conflict of Interest Statement

6.0 Ethics Statement

7.0 Additional Information

SECTION 1.0 – TITLE PAGE

1.1 At a minimum, the title page shall be on company letterhead and shall include the name and working address of the firm submitting a proposal, the name and telephone number of the primary company representative to be contacted with reference to the proposal, and the date of submission. In addition, the page should contain the following statement: “Proposal – Project #CSM24-007, FOODSERVICE MANAGEMENT SERVICES.”

SECTION 2.0 – TECHNICAL PROPOSAL

2.1 All firms responding to this Request for Proposals must submit a technical response which addresses, at a minimum, the following issues:

• Overall experience in providing similar services to other organizations.

• Number and type of positions you believe will be required to administer this program successfully.

• Qualifications of those individuals being proposed for specific roles for this food program.

• Philosophy and approach for providing food services for a large student population, and to include narrative on how you would achieve an ideal balance between grade of food, nutrition requirements and cost, and keeping in mind that most students are on a very limited income.

• Training programs for staff (see Section 1.3 of Statement of Work)

• Quality Assurance Program (see Section 1.4 of Statement of Work)

• Ability (or inability) to provide services at all locations.

• Sample menus and pricing for all locations included in the proposal.

SECTION 3.0 - FIRM’S ACKNOWLEDGEMENT OF ADDENDA

3.1 Bidders shall complete the Acknowledgement of Addenda form for each addendum issued for this RFP to be considered responsive.

SECTION 4.0 – FIRM’S REFERENCES

4.1 The College of Southern Maryland may contact references as it deems necessary to determine the ability of the firm to meet all the terms of the stated specifications.

4.2 Firm shall supply a listing of at least three (3) clients, preferably other colleges, and universities in the local area, for whom they provide Food Service Management. The College of Southern Maryland should not be one of these references. For each reference, the firm shall include the following information:

4.2.1 Name of client.

4.2.2 Address of client.

4.2.3 Name and title of person who may be contacted for the reference.

4.2.4 Telephone number and fax number, as well as e-mail address, for the contact person.

4.2.5 Date contract began and length of contract.

4.2.6 Type of foodservice supplied to the client.

The College reserves the right to request any other information and data it deems necessary to determine if the firm’s proposal is both responsive and responsible and that the firm is fully qualified to handle the project as specified.

SECTION 5.0 – CONFLICT OF INTEREST STATEMENT

5.1 In compliance with the State Public Ethics and Conflict of Interest Law, Annotated Code of Maryland, Section 15-101, etc. acquisitions from a business in which the trustee or employee has an interest are prohibited.

Interest is deemed present if the trustee or employee or a spouse, parent, child, brother or sister of the trustee or employee has an interest and the trustee or employee knows of the interest. A copy of the Conflict-of-Interest Statement is attached as Section 5.0 under the Proposal Forms Section of the RFP and must be completed and returned with the firm’s proposal package.

SECTION 6.0 – ETHICS STATEMENT

6.1 In compliance with the Public Ethics Law contained in the Maryland Annotated Code, Section 15-101, etc. it is illegal for any officer or employee of an agency conducting the procurement to solicit or obtain any proprietary or source selection information regarding the procurement prior to the award of contract. A copy of the Ethics Statement is attached as Section

6.0 under the Proposal Forms Section of the RFP and must be completed and returned with the firm’s proposal package.

SECTION 7.0 – ADDITIONAL INFORMATION

7.1 The following information must also accompany the proposal and should be attached with a cover sheet indicating Section 7.0 – Additional Information.

Moreover, each attachment included shall be clearly marked with the corresponding item number and description of attachment as referenced in the RFP so that it is easily identified (i.e. Proof of Insurance):

7.1.1 Proof of Insurance. Firm shall supply a letter from their insurance company or a copy(s) of a current (up to date) certificate(s) of insurance which includes the policy number(s), the name(s) of the insurance company(s) and insurance agent(s), effective date(s) and coverage amounts as specified under the Statement of College Requirements included herein. Additionally, the proof(s) of insurance shall verify that the primary firm holds, or if awarded the contract, will hold in their company’s name, all required insurance at the specified limits.

STATEMENT OF COLLEGE REQUIREMENTS

General Provisions

1.0 It is the responsibility of the firm to ensure that all work to be performed under the awarded contract shall be done in strict compliance with all applicable Federal, State, and local laws and regulations. If a provision or specification in this RFP conflicts with applicable laws and regulations, the firm must inform the College, indicate such in its proposal and propose alterations to the conditions specified.

2.0 If the firm, to whom the award is made, shall fail to execute the contract, and required additional submissions, if any, within ten (10) days from the date request of these documents by the College, the award may be annulled, and the contract awarded to the second most responsive and responsible firm. Such firm shall fulfill every stipulation listed herein as if the firm were the original party to whom the award was made, or the College may reject all the proposals, as it deems appropriate and in its best interest.

3.0 The firm must examine the RFP and related documents carefully. In case doubt should arise as to the meaning or intent of anything shown in the RFP, inquiry should be made to the Procurement Office. The submission of a proposal shall indicate that the firm thoroughly understands the terms of the RFP.

4.0 As required by Maryland law, all foreign corporations doing business within the

State of Maryland are required to be registered with the State Department of Assessment and Taxation. To be eligible to contract with the College, compliance with this law is mandatory.

5.0 If a person’s name other than an officer, so designated by the corporation resolution to execute the contract, appears on the contract, it must be stated under oath (notarized) that the individual is the agent of the corporation and is duly authorized to act for and on the behalf of the corporation.

6.0 Nondiscrimination Clause: The successful firm will not discriminate because of race, color, religion, sex, sexual orientation, citizenship status, age, veteran status, or disabilities and is obligated to include a similar requirement in all subcontracts, except subcontracts for standard commercial supplies or raw materials. In addition, notices setting forth the provisions of the Nondiscrimination Clause shall be posted in conspicuous places, available to employees and applicants for employment.

If the successful firm or its consultant(s) willfully fails to comply with the nondiscrimination provision, the College may, where the contract is still executory in part, compel continued performance of the contract, but it shall be liable only for the reasonable value of services performed and materials supplied from the date that the Breach of Contract was discovered or should have been discovered, and any sums previously paid by the College under the contract shall be set off against sums to become due as the contract is performed.

7.0 All documents and contract administration provided by the successful firm shall be to the complete satisfaction of the College. No payment will be made to the successful firm until the documents have been received and approved and the project completed and accepted by the College as responsive to all the College’s requirements.

8.0 Should there be any conflict between these specifications and the final contract document, the specifications contained herein shall take precedence.

9.0 The original copy of the proposal must be signed in ink by the firm’s authorized representative, with the signature in full. When the corporation is submitting a proposal, the person signing shall state under the laws of what State the Corporation was chartered and the names and titles of the Officers having the authority under the by-laws to sign contracts. Post Office address, County and State must be given after the signature. Failure to sign the Proposal Form may render the proposal to be non-responsive.

10.0 STATUS & CONTRACTOR’S RESPONSIBILITIES:

a. Contractor’s employees, agents, and Subcontractors (“personnel”) shall always act as independent Contractors and shall not be considered employees or agents of CSM. Neither Contractor nor its personnel shall have, nor represent themselves as having, any authority to approve or accept any proposal on behalf of CSM, or make any promise, representation, contract, or other commitment binding upon CSM.

b. All personnel shall be under the exclusive supervision, direction, and control of the Contractor. The contractor shall have the right to check the details of the work performed by its personnel. The contractor shall establish all necessary rules, regulations and procedures related to the performance of Services.

c. Contractor shall accept full and exclusive liability for its personnel’s salaries, employee benefits, allowances for vacation, sick leave, holiday pay, employee insurance and retirement benefits, all payroll taxes, workers’ compensation and employer’s liability insurance, and other insurance premiums measured by payroll costs, other contributions and benefits imposed by any applicable law or regulation, plus all Contractor personnel expenses incurred in conformance with standard Contractor policy, including travel, accommodation and subsistence expenses. CSM shall not be responsible for Contractor personnel administration matters as such relate or are applied to such personnel including, without limitation, pay, internal discipline, equal opportunity, or discrimination claims.

d. Contractor shall have a background investigation conducted on all its employees who will be assigned to perform work for CSM and shall require any Subcontractors performing work for CSM to similarly conduct a background investigation on all Subcontractor employees who will be assigned to perform work for CSM. Such background investigation shall, at a minimum, include a complete criminal history records check, conducted no more than one (1) year prior to assignment to CSM, which shall report all felony convictions within the previous seven years. Such background investigation shall be conducted by a competent professional organization and shall comply with the Fair Credit Reporting Act and applicable state laws. Contractor agrees to provide CSM with a complete copy of the result of such investigation for any employee who has been convicted of a felony as described above. CSM reserves the right, in its sole discretion, to refuse to allow any individual with a past felony conviction to perform work for CSM.

e. CSM requires that all employees of Contractor who work on CSM work sites be free of drugs and the influence of alcohol. All such employees, when reporting for duty and while on duty, must be "fit for duty," defined as the appropriate mental and physical condition necessary to perform work in a safe, competent manner, free of the influence of drugs and alcohol. Possession of drugs, drug paraphernalia, and alcohol is prohibited on CSM work sites.

f. Upon written request by CSM, Contractor agrees to submit to CSM information regarding the compensation and benefits that Contractor provides any personnel. CSM agrees to request such information only when necessary to satisfy various tax and legal requirements. CSM agrees to maintain such information in a strictly confidential manner.

g. Contractor agrees not to refer any employee to CSM if that employee has tested positive for any prohibited substance in the past two months. The contractor agrees to provide CSM, upon request, a complete copy of the results of such tests for any employee performing work for CSM.

11.0 KEY PERSONNEL:

a. Contractor’s personnel, as identified in the CSM Purchase Order, are hereby specified as key personnel, and are deemed necessary for the successful performance of this Purchase Order. Contractor agrees that except for promotions (but not to other projects), sickness, death, leaving its employ, or at the specific request or approval of CSM, that such key personnel will remain on the project team responsible for performing the Services.

b. CSM shall be afforded the opportunity to meet with and review the qualifications of key personnel replacements, each replacement to be as equally well qualified as the individual leaving the project. All personnel assigned by Contractor to the project are subject to removal at the request of CSM. Whenever possible, replacements should be brought to the project team early, prior to the departure of the individual being replaced. CSM shall not be responsible for paying any fees for any such replacement person’s time spent acquiring knowledge of the Services.

12.0 Licensing:

The vendor is responsible for obtaining and maintaining the appropriate licenses and certifications for operating a food service facility.

Special Provisions

1.0 Notice to Proceed

1.1 After the contract has been executed and all required documents received, the College will issue to the firm a “Notice to Proceed”. The specified contract time shall begin on September 3, 2024.

2.0 Period of Performance

2.1 The successful firm is expected to be notified by the College of award by the end of June, 2024. The estimated start of the new contract is September 3rd, 2024. The initial contract period extends from September 3rd, 2024, to June 30th, 2029.

2.2 The College has the unilateral right to extend the contract by exercising the option for two additional two-year periods (July 1, 2029, to June 30, 2031, and July 1, 2031, to June 30, 2033, subject to all terms and conditions herein.

2.3 If the College exercises the option(s), the extended contract shall be considered to include this option provision.

3.0 Warranty and Guarantee

3.1 In general, the firm and ultimately the successful firm awarded the contract, shall be responsible for the accuracy or validity of information provided to the College either directly from the firm or as obtained from others.

4.0 Revisions and Changes

4.1 If revisions or changes are required in connection with the project which, in the opinion of the College, are rendered necessary as a result of the firm’s services or the firm’s subcontractor, if any, or if the firm’s work is determined by the College to be inferior, defective or not in accordance with terms of the firm’s proposal and subsequent contract, the successful firm shall, promptly upon receipt of notice from the College, and without expense to the College:

Place in satisfactory condition in all such work and correct all defects therein.

Make good all work which in the opinion of the College is the result of failure on the part of the firm to respond to or correctly complete the terms of the contract.

4.2 If the firm, after notice, fails to proceed promptly to comply with the terms of the guarantee, the College may have the work corrected by another company and the successful firm shall be liable for any and all expenses incurred.

5.0 Indemnity

5.1 The firm shall name the College of Southern Maryland as an additional insured, as well as clearly state that it will hold harmless and defend the College of Southern Maryland, its Board of Trustees, and its employees from all liability for loss, damage, or injury to person(s) or property in any manner arising out of or incident to the performance of the contract, on the Certificate of Insurance.

6.0 Compensation, Liability and Property Damage Insurance

6.1 The firm and each separate consultant shall purchase and maintain such insurance as will protect the firm(s) from claims under worker’s compensation acts and other employee benefit acts, from claims for damages because of bodily injury, including death, and from claims for damages to property which may arise out of or result from the firm’s operation under the Contract, whether such operations or anyone directly or indirectly employed by any of them. This insurance shall be written for not less than the following coverage:

6.1.1 Worker’s Compensation and Occupational Disease – Statutory

6.1.2 Employer’s Liability (including Occupational Disease Coverage -

$500,000

6.1.3 Comprehensive General Liability, including Operations, Contractual, Firm’s Protective Liability and Completed Operations coverages – occurrence - $500,000/$1,000,000 for bodily injury, $1,000,000 for property damage.

6.1.4 Comprehensive Automobile Liability covering firms owned, non-owned and hired vehicles used in the performance of the work - $500,000/$1,000,000 for bodily injury, or as required by law, whichever is the greater, and shall include contractual liability insurance as applicable to the firm’s obligations as covered in this section. Certificates of such insurance shall be filed with the College.

Without in any way limiting the generality or beneficiaries of the foregoing, this insurance shall specifically mention the College.

6.2 Firm shall not commence work under the contract until it has obtained all required insurance and until such insurance has been approved by the College. The firm shall not allow any employee to commence work until all similar required insurance has been obtained and approved. Approval of insurance by the College shall not relieve or decrease the liability of the firm.

6.3 The firm shall provide proof of carriage of insurance to the College. The certificates must show the type, amount, class operations, effective dates, and date of expiration of policies within ten (10) days from receiving the “Notice to Proceed.” Such certificates shall substantiate the following statement: The insurance covered by this certification shall not be canceled or materially altered, except after thirty (30) days written notice has been received by the College.

7.0 Contract

7.1 The contract will include all related contract documents, to include, but not limited to, the College’s RFP, the firm’s proposal, all subsequent correspondence; all required submittals, i.e., certificate of insurance, bonds, etc. as well as any other documents which may be required and mutually agreed upon and negotiated by the College and the successful firm.

8.0 Damages

8.1 The successful firm shall take any available precaution to prevent possible damage to the College of Southern Maryland property and facilities. The successful firm shall be responsible for the repair or replacement of any item or area damaged. Any repair or replacement must be to the complete satisfaction of the College.

9.0 Foodservice Manager

9.1 The Director of Auxiliary Services will serve as the College’s program manager to coordinate the activities of the successful firm with the College.

Moreover, the College shall provide access to the areas covered by this RFP, except as may be otherwise identified herein.

STATEMENT OF WORK

FOOD SERVICES OPERATIONS AT THE

COLLEGE OF SOUTHERN MARYLAND LA PLATA CAMPUS

1.0 REQUIREMENTS

The College of Southern Maryland, also referred to as the ‘College’ or ‘CSM’, seeks proposals from qualified food service vendors for the daily management and operation of the CSM Café (cafeteria) and catering on the La Plata Campus, catering for the Leonardtown Campus (optional), catering for the Prince Frederick Campus (optional), and limited food service and/or catering for the Hughesville Regional Campus (optional).

Contract oversight will be provided by the Director of Auxiliary Services or designee at the College. The College seeks to contract with a qualified provider to accommodate the needs of the growing student population. The food service provider shall provide select food and beverage items identified within the Request for Proposal. All work resulting from this proposal shall meet or exceed all applicable food service requirements and guidelines as established by the State of Maryland and Charles County, St. Mary’s County, and Calvert County respectively.

The College will have the administrative responsibility for all campus food services under any contract awarded from the RFP process. The Director of Auxiliary Services will oversee operations and be responsible for administering this contract on a day-to-day basis. Any major proposed changes to the food service contract shall be approved by the College. The administration of the contract on a day-to-day basis will include, but not be limited to the following:

• Reviewing and directing the food service contractor

• Monitoring the financial performance of all food service outlets and programs

• Overseeing Physical Plant requirements such as equipment replacement, capital improvement projects and alternative space improvements

• Developing an annual budget for the College’s food service-related income from all dining and catering revenue

The dining and catering services provided by the successful vendor shall support the College’s posted academic schedule, including holidays (see ENCLOSURE 1). The hours of operation for dining services for the La Plata Campus are noted in the following section. Hours may be adjusted seasonally or as mutually agreed to by the vendor and the College. The vendor should be available (early morning, late evening, and some weekends) for special events and activities. The College reserves the right to close or delay the opening of, or to curtail operations due to inclement weather, emergency conditions, force majeure, outbreaks of illness, or for other reasons at its sole discretion.

The vendor will receive no compensation or reimbursement due to any such incidents.

1.1 INTRODUCTION AND BACKGROUND

The College of Southern Maryland is an open-admission, regional community college preparing students and community to meet the challenges of individual, social and global changes. CSM makes accessible a broad range of affordable, high-quality learning opportunities that allow students to define and achieve their goals, enhance their knowledge, and make smooth transitions at various stages of their development. CSM contributes to the well-being of the region by providing an array of associate degree and certificate programs; enhanced access to bachelor’s degree programs; workforce development and job training; corporate consulting; leadership and community development; wellness, fitness and personal enrichment opportunities, and cultural experiences.

CSM is the sixth largest community college in the State of Maryland and operates four campuses in Charles, St. Mary’s, and Calvert Counties with more than 14000 annual enrollments and over 1,300 employees (489 full-time and 819 part-time employees).

Students and community members come to CSM for various reasons. They come to take or attend classes for credit, workforce training sessions, personal enrichment courses (for adults and children), as well as various cultural and student life events.

The College seeks to accomplish the following objectives because of this agreement:

• Strengthen our customers’ experience by providing a variety of appealing, healthy, and reasonably priced menu options.

• Provide convenient “grab & go” options.

• Provide fresh, high-quality products which meet all federal, state, and local health requirements.

• Effectively market food service operations to various internal and external users.

• Provide convenient service by utilizing current technology such as check cards, credit cards, declining balance cards, etc.

La Plata Campus

The La Plata Campus is located on 173 acres in La Plata, Maryland at 8730 Mitchell Road. The campus has 15 buildings including a conference building.

Dining:

The CSM Café is located between the Center for Business and Industry (BI) and the Campus Center (CC) and is contractor managed. The food services area has a full-service kitchen with a dining area to accommodate more than 100 people at one time.

Currently, the operations offer hot and cold meal choices for breakfast, lunch, 7 and dinner, as well as grab and go snacks and beverages. Operating hours during the fall and spring semesters are Monday through Thursday 7:30 a.m. to 5 p.m. and Friday 7:30 a.m. to 2 p.m. Non-semester hours of operation are Monday through Thursday 7:30 a.m.

to 2 p.m. and Friday 7:30 a.m. to 1:30 p.m.

For the year of 2023, the credit and non-credit student population at the La Plata Campus totaled 7113, and approximately 300 faculty and staff. The unduplicated student headcount by semester for the last four years is as follows:

CREDIT NON-CREDIT

Year Fall Spring Summer Fiscal Year 2023 2052 2076 290 2695 2022 1974 1688 434 2670 2021 1443 681 114 3200 2020 1436 4736 1955 5392

Classes normally begin at 8 a.m. with the last evening classes starting at 7 p.m.

The college also welcomes 600 children under the age of 15 to the college for programs during the summer months of June, July, and August. Kids’ College programs begin at 9 a.m. and end at 4 p.m. An optional lunch plan for Kids’ College needs to be provided by the vendor.

Using the formula of a $12.00 average sale per visit of 5% of the campus’ available population, (roughly 3000 daily, including credit and non-credit students, and faculty) or 150 visits per day, by 20 business days per month, we can project an average revenue of approximately $36,000 per month during the spring and fall semesters.

Catering:

Several hosted events are held around the La Plata Campus on an annual basis, including in the conference rooms located in the Center for Business and Industry, for a variety of internal and external groups, such as local businesses, organizations, and government agencies. In 2023, the campus hosted 200 events requiring catering services.

Gross revenue from catering on all campuses for the last three years post-COVID is…