ESBD_393971_1738723262598_717-25-703 Dining Services.pdf

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REQUEST FOR PROPOSALS

DINING & CATERING SERVICES

RFP # 717-25-703

DEADLINE FOR SUBMITTAL:

1:00 p.m., Central Standard Time, Tuesday, March 25, 2025

(Proposals received after the date and time specified will not be accepted)

Texas Southern University

PROCUREMENT SERVICES

Attn: Sceffers Ward

3100 Cleburne Street Mack O. Hannah Hall, Suite 333

Houston, Texas 77004 – 4598

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GENERAL INFORMATION

SECTION I

1.1 SCOPE. Texas Southern University (TSU is seeking proposals from full-service Contractors experienced in Campus Food Service Management, including Board Dining, Retail Dining, Catering Services and Concessions in accordance with the specifications contained in this Request for Proposal (“RFP”). The successful contractor will have a proven record of delivering superior, innovative, and cost-effective dining services in the higher education market and will demonstrate the ability to optimize all aspects of campus food services. The campus dining programs must:

● Positively contribute to student success, enrollment, and retention.

● Enhance the quality of life for students, faculty, staff, alumni, and visitors.

● Contribute to the prestige of the institution.

● Provide favorable financial terms for the University.

● Ensure adequate funding to meet the investment needs of the University Dining program.

This RFP process intends to identify the vendor who has the most creative, financially viable partnering proposal to help the campus grow into its stated dining vision. A single vendor may propose multiple scenarios, but each scenario must meet the minimum requirements stated herein and be accompanied by the financial terms and conditions required to enable it to succeed.

The University anticipates the possibility that contractors may choose to propose capital investment for facility and program development. While capital investment will be an attractive proposal feature, it is not a requirement for this proposal. The University wishes also to challenge contractors to create and include any alternative financial incentives, such as scholarship funding, that would not be included in a rate recapture but might be proposed as enhancements to your program.

The University aims to enhance the dining experience for its diverse student body, faculty, staff, and visitors by offering high-quality, diverse dining options catering to various dietary needs and preferences.

The selected Contractor will play a crucial role in upholding these values by delivering exceptional culinary experiences that reflect the university's commitment to excellence and diversity. It is essential that all dining services be managed with awareness of TSU's mission and sensitivity to the needs of its community, supporting and enhancing academic and student life programs.

The University intends to select the proposal that is most favorable in all respects, including overall cost, scope, proven service capability, and demonstrated commitment to a quality food service operation. Therefore, Texas Southern University invites all food service Contract Management Companies, referred to as Contractors, to submit responses to its Request for Proposal (RFP) for the operation of Food Service in accordance with the RFP terms and conditions

1.2 No Guarantee of Volume. The University does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this solicitation and resulting contract. As of Fall 2024, a total of 1,966 students reside in on-campus housing are required to purchase meal plans.

1.3 CONTRACT TERM. The baseline term of services requested shall be ten (10) years; however, alternative offerings will be considered. The term shall begin on or before August 1, 2025.

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1.4 DEFINITIONS. The following is a list of generic definitions to be used only if the terms appear in the RFP:

(a) Acceptable Quality Level - The level of performance of requested services below which the contract will not be paid or damages may be assessed;

(b) Addendum - A modification of the specifications issued by TSU and distributed to prospective Respondents prior to the opening of responses;

(c) Best and Final Proposal (BAFO) - A formal request made to selected Respondents for revisions to the originally submitted Proposal

(d) Contract – The contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent’s Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits;

(e) Contractor – Respondent whose Proposal results in a contract with TSU

(f) Electronic State Business Daily (ESBD) – The Electronic State Business Daily, which is available on-line at http:esbd.state.tx.us/

(g) Gov’t Code – Texas Government Code.

(h) Proposal – The response submitted by a vendor to TSU as a result of this solicitation.

(i) Respondent – Any person, firm or vendor who submits a Proposal in response to this solicitation.

(j) RFP – Request for Proposals, which is the type of solicitation embodied in this document.

(k) TAC – Texas Administrative Code, which is the publication for administrative rules.

(l) University – Texas Southern University

1.5 HISTORICALLY UNDERUTILIZED BUSINESSES SUBMITTAL REQUIREMENTS: It is the policy of

Texas Southern University to promote and encourage contracting and subcontracting opportunities for Historically Underutilized Businesses (“HUB”) in all contracts. Accordingly, Texas Southern University has adopted Section

5.2 Policy on Utilization of Historically Underutilized Businesses. This policy applies to all contracts with an expected value of $100,000 or more. If Texas Southern University determines those subcontracting opportunities are probable, then a HUB subcontracting plan is a required element of the Proposal. Failure to submit a required HUB Subcontracting plan will result in rejection of the Proposal.

1.4.1 Statement of Probability: Owner has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of an offeror's Proposal.

1.4.2 Offeror’s HUB Subcontracting Plans must be attached separately in a sealed envelope clearly labeled “HUB Subcontracting Plan” and must have the name of the project and the bid number clearly marked on the outside of the sealed envelope.

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1.4.3 The HUB Subcontracting goal for the RFP is 26% for Other Services. Offerors are expected to make a good faith effort to meet this goal. The HSP may be prepared by the Offeror with all of the sub-consultants.

1.4.3 Refer to the Owner’s Policy on the Utilization of Historically Underutilized Businesses (“HUB Policy”), for a detailed list of attachments required with the Proposal.

1.4.5 The “Statement of Probability” determines the probability for subcontracting opportunities. This determination will clarify which statements, detailed in Figure 1, will be required to be completed and returned.

1.4.6 For information regarding Texas Southern University’s HUB Program and HUB Subcontracting opportunities, please contact Mr. Sceffers Ward, HUB Coordinator, sceffers.ward@tsu.edu.

1.4.7 Refer to Policy on Utilization of Historically Underutilized Business for a detailed list of attachments required with the HSP available at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

*** A State of Texas HUB plan is required for this solicitation, without exception.

1.6 CONFLICTS OF INTEREST:

Actual and Perceived Conflicts

By submitting a Proposal, the Respondent represents and warrants that neither it nor its employees and subcontractors have an actual or potential conflict of interest in entering a Contract with the TSU. The Respondent also represents and warrants that entering a Contract with the TSU will not create the appearance of impropriety. In its Proposal, the Respondent shall disclose any existing or potential conflict of interest that it might have in contracting with the TSU. The requirement to disclose any actual or potential conflict of interest shall begin at initial request for bids and continue during the term of the contract, and shall survive until the end of the recordkeeping requirement in Section 1.7. TSU will decide, in its sole discretion, whether an actual or perceived conflict should result in Proposal disqualification or Contract termination.

Current and Former TSU Employees

In addition to the disclosures required above, the Respondent shall also disclose any of its personnel who are current or former officers or employees of the TSU or who are related, within the third degree by consanguinity (as defined by §573.023, Gov’t Code) or within the second degree by affinity (as defined by §573.025, Gov’t Code), to any current or former officers or employees of the TSU.

Respondents must comply with all applicable Texas and federal laws and regulations relating to the hiring of former state employees (e.g., Texas Government Code Chapters 572 and 573). Such “revolving door” provisions generally restrict former agency heads from communicating with or appearing before the agency on certain matters for two years after leaving the agency. The revolving door provisions also restrict some former employees from representing clients on matters that the employee participated in during state service or matters that were in the employees’ official responsibility. Respondent, by signing this solicitation, certifies that it has complied with all applicable laws and regulations regarding former state employees.

1.7 RECORDS RETENTION

mailto:sceffers.ward@tsu.edu https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

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The Respondent shall retain all financial records, supporting documents, statistical records, and any other records or books relating to the performance called for in the Contract. The Respondent shall retain all such records for a period of seven (7) years after the expiration of the Contract, or until TSU and/or State Auditor's Office is satisfied that all audit and litigation matters are resolved, whichever period is longer. The Respondent shall grant access to all books, records and documents pertinent to the Contract to TSU, the State Auditor of Texas, and any federal governmental entity that has authority to review records due to federal funds being spent under the Contract.

1.8 INSURANCE AND OTHER SECURITY

Contractor represents and warrants that it will, within five (5) business days of executing this agreement, provide Texas Southern University with current certificates of insurance or other proof acceptable to Texas Southern University of the following insurance coverage:

Standard Workers Compensation Insurance covering all personnel who will provide services under this Contract;

Commercial General Liability Insurance, personal injury and advertising injury with, at a minimum, the following limits: $500,000 minimum each occurrence; $1,000,000 per general aggregate.

Contractor represents and warrants that all of the above coverage is with companies licensed in the state of Texas, with “A” rating from Best, and authorized to provide the corresponding coverage. Contractor also represents and warrants that all policies contain endorsements prohibiting cancellation except upon at least thirty (30) days prior written notice to Texas Southern University. Contractor represents and warrants that it shall maintain the above insurance coverage during the term of this Contract, and shall provide Texas Southern University with an executed copy of the policies immediately upon request.

1.9 COMMODITY CODE

The NIGP / State of Texas commodity code for this solicitation 952-84.

1.10 BACKGROUND

Texas Southern University (“TSU”) is an elite, Carnegie R2 Institution and proud to be the premiere producer of diversity for building a talent strong Texas. TSU is one of the largest Historically Black College/University (“HBCU”) in the nation and destined to become the first HBCU with the coveted Carnegie R1 status.

Since its founding in 1927, TSU has evolved from its origins as a small junior college into an elite, nationally competitive research institution. Texas Southern is proud to be one of 11 HBCU’s designated as a Doctoral University of High Research Activity (R2) by The Carnegie Classification of Institutions of Higher Education.

Recognized for not only its research, TSU has demonstrated a commitment in every facet of university life from academics to athletics. Texas Southern University currently offers more than 120 undergraduate and graduate programs and concentrations at the baccalaureate, graduate-master, graduate-doctoral, and professional level. These programs are organized into 11 colleges and the campus is situated on more than 150-acres of land in the heart of Houston’s historic Third Ward community.

As the institution celebrates 95 years of providing learners with social and upward mobility through education, the administration has paid tribute to its rich past, while celebrating its present state, and envisioning its future.

Currently, Texas Southern University enrollment is approximately 8,000 students. The institution is currently finalizing a new strategic plan for the campus community. Preliminary strategies and goals contemplate the institution moving to 10,000 students by 2025 and 15,000 students in fall 2030.

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Texas Southern University is committed to transforming lives and achieving unprecedented success at an accelerated pace. The Board of Regents, President, Administration, Faculty, and Staff live the mission of TSU everyday through their respective commitment to the students. Texas Southern University is PROUD to be the first public institution in Houston.

End of Section I

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SECTION II

STATEMENT OF WORK

2.1 Service Requirements. Services shall include, but are not limited to, the requirements contained in his RFP.

Services set forth that contain the words “must” or “shall” are mandatory and must be provided as specified with no alteration, modification, or exception. Services set forth that contain the words “may” or “can” allow Respondents to offer alternatives to the manner in which the services are provided. The requested services and corresponding deliverables are as follows:

2.2 Dining Services Priorities. The Campus Dining Services vision at the University is to provide quality, price-sensitive food service that meets the needs of its students, faculty, staff, and visitors. Toward that end, campus dining will:

a) Provide innovative offerings for students, faculty, staff, and campus guests

b) Provide friendly, responsive, efficient, customer-oriented service to all patrons while recognizing the student as the primary customer.

c) Support the dining needs of residential and commuter students in an appealing and well-maintained environment.

d) Foster nutrition education and healthful dining habits.

e) Provide a flexible catering program that meets the campus's need for upscale as well as casual events.

f) Encourage interaction with students to stay critically aware of changing student needs.

g) Promote sustainable products and programs.

h) Identify and develop additional dining venues and concepts.

i) Establish an effective, high-quality marketing and promotional strategy that assists in ensuring a successful and net positive revenue food service operation.

TSU seeks a comprehensive and integrated dining services program that will increase customer satisfaction by providing quality products that recognize the price/value relationship and the time constraints of an academic environment and competitiveness within the Houston community. It is difficult, if not impossible, to anticipate all events and activities which materially affect the ability to achieve the Campus Dining Services Vision; therefore, contractors are urged to anticipate the inevitability of change and provide specific recommendations for capitalizing on newly discovered opportunities.

It is anticipated that the Dining Hall will be in operation seven days a week when classes are in session. In addition, consideration must be given to summer session students with a service designed to meet the actual demand.

All locations including the Dining Hall, Tiger Lair, Chick Fil-A, Bengal Burger, Einstein Bros., Law School Café, That Stuff and Starbucks may require updating or repairs of kitchen equipment. It is also expected that the Contractor will include capital contribution(s) as needed throughout the contract period as part of their bid. The Contractor will need to fund an unamortized investment amount of $192,966.14. This contract will begin on August 1, 2025.

The University will open a new Health and Wellness Building in May 2027. The building will include a space that provides food services to the campus and community. The kitchen space will be approximately 350sf and the dining area will be approximately 700 sf. with approximately 30-40 seats. The space shall be a moveable buffet line with the capacity to serve 150 meals per day. Hours of operation shall be 8am-5pm. The Contractor shall provide design and proposal options for this space. Any design and or proposal options rendered by the Contractor and accepted by TSU will be fully funded by the Contractor.

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TSU dining services fall under the direction of the Vice President of Student Services and to the Vice President of Administration and Finance. The food service Contract Administrator is the Vice President of Student Services. All communications, reports, and management issues should be directed to and handled by the Contract Administrator. It shall be the responsibility of the Contract Administrator, on behalf of TSU, to enforce the provisions of the food service contract. The Contract Administrator will attempt to resolve all matters with the Director of Food Service without involving other parties. The Contract Administrator plays an active role in the decision-making process regarding menus, pricing, meal hours, equipment procurement, and many other food service matters. The Contract Administrator shall assist and orient the Contractor's staff in adapting to the University's business procedures.

2.3 Exclusions. This RFP specifically excludes vending sales. Vending machine sales are not intended and are not covered by this RFP or any agreement or contract resulting from this RFP. Separate agreements cover the University's vending machine sales. The Bookstore, located in the Ernest Sterling Student Center is excluded as the University’s bookstore partner operates this venue. Food trucks are excluded as well.

2.4 Exclusive Pouring Rights. The University has entered into an exclusive contract with a vendor related to the dispensing, sale, advertising, and promotion of soft drinks at the University. The vendor contract provides beverage vending and pouring rights for campus events. The Contractor will be required to work with the contracted beverage vending vendor, currently Coca-Cola Enterprises, Inc.

2.5 Resident Student and Housing Operations. All freshman and first-time transfer students are required to purchase

14 or 19 meal plans. As of Fall 2024, a total of 1,966 students reside in on-campus housing and all require meal plans. On-campus housing consist of the following: University Towers accommodates 798 beds without kitchens;

Tierwester Oaks: 408 beds, with kitchens; University Courtyard: 306 beds, with kitchens; Transformation Village:

360 beds, with kitchens; Lanier Hall: 94 beds, no kitchens.

University Towers will go offline in the Fall of 2025 for repairs. The expected reopening is the Spring of 2026 at the earliest or fall of 2026 at the latest. Due to the closing, 798 students from University Towers will reside in off-campus housing; however, effected students will be given an option to purchase a meal plan during the time of their relocation. The successful contractor shall offer discounted pricing for students who choose to purchase a meal throughout the offline period. No temporary dining services will be required.

Due to the closing of University Towers, a reduction of mandatory meal plans is anticipated for one year. To properly account for this reduction in your financial proposal, please make sure to delineate the change in potential daily rates/commissions during the time the mandatory plans are reduced. Please see Section V for details.

University Towers is equipped with a kitchen and dining hall and will be operational at the reopening.

The University anticipates constructing new residential housing facilities to accommodate student growth.

Approximately 1,500 beds will become available by 2032. No additional details are available at this time.

Current Meal Plan. Below are the meal plans for Spring 2024.

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Fall 2023 Spring 2024

Meal Plans Price/Semester Dining Dollars

# of Mandatory Subscribers

# of Voluntary Subscribers

Total # of Subscribers

# of Mandatory Subscribers

# of Voluntary Subscribers

Total # of Subscribers

19 PLAN $2,202.5 $100.00 153 153 115 115

14 PLAN $1,703.5 $400.00 1340 1340 1299 1299

9 PLAN $1,667.5 $800.00 161 161 145 145

7 PLAN $1,670.5 $1,000.00 92 92 75 75

5 PLAN $1,658.5 $1,200.00 232 232 199 199

Fall Total: 1978 Spring Total 1833

Operating Days 118 Operating Days 118

Meal Plan dollars can be spent in any of the campus dining operations. Meal Plan dollars must be used during the academic year (fall and spring term).

The University currently manages and maintains a University Card system (the "Tiger1 Card"). The. Tiger1 Card serves as the official identification card of the University community. The Tiger1 Card also serves as a stored-value debit system and can be utilized to purchase a wide variety of commodities and services both on and off the University's campus. The University utilizes the Transact Campus transaction system as the primary technology utilized in managing meal plans and Tiger1 Card transactions. The Transact Campus system seamlessly integrates with the Transact Campus Back Office Point of Sale cashiering system currently used by the University. These transactions include IP credit card processing at all locations.

2.6 Dining Hall and Retail Dining Facilities. The Dining Hall is the primary dining operation.

Name

Location

SF

Offerings

Offering

Description

Weekday Hours of Operation

Saturday

Sunday

Summer Sessions

Dining Hall

Sterling Center

1st Floor

14,868

Bkf, Lun, Din., Buffet Meal

7am-8pm

10:30am- 1:30pm & 5pm-7-pm

10:30am- 1:30pm & 5pm-7-pm

Yes

Tiger Liar

Sterling

4TH Floor

1,693

Lunch Only

Buffet Meal

11am-2pm

No

Chick Fil-A

Sterling 1ST Floor

Din.

Chicken Sandwich, etc.

7am–7pm

11am- 5pm

Yes

Bengal Burger

Sterling 2nd Floor

Lunch and Dinner

Wings and Burgers

11am-8pm 5pm- 10pm

5pm- 10pm

No

Einstein Bros.

Science Building 1ST Floor

Breakfast and Lunch

Coffee and

Pastries

7:30am-

4pm

Law School Café

Thurgood Marshall Building, Basement

4,493

Lunch Only

Hot Meal, Grab and Go

11am-4pm

That Stuff

Recreation Center, Lunch and Dinner

Smoothies 11am-7pm

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Starbucks Library Learning

1,482

Din.

Coffee, Pastries, sandwich etc.

Mon- Thu7:30am-

8:00pm Fri 5:00pm

The Dining Hall is located in the Ernest Sterling Student Center Building and encompasses the catering kitchen and 520 seats. The Sterling Student Center is also where event space is held.(See General Catering Items)

2.7 Contingency Fund for Equipment Maintenance & Repairs. The University desires that the Contractor pay the

University an annual contingency fee for maintenance, repair, and replacement, including preventative maintenance, of equipment directly related to the Services (collectively, the "Contingency Fund"). The University desires that the Contractor's Contingency Fund represent a substantial portion of annual maintenance and repair costs. If the cost of such equipment maintenance, repair, or replacement exceeds the amount of the Contingency Fund during any contract year, the University anticipates that the University and Contractor will evenly split the cost for such additional repairs ("Shared Maintenance Cost"). The University would maintain records of all expenses associated with the Contingency Fund and Shared Maintenance Costs. The Shared Maintenance Costs will only be incurred with the prior written approval of the University.

The Contractor's payment of the Contingency Fund would not apply to, and would not limit, Contractor's repair and replacement responsibilities related to University Owned Equipment damaged or lost by Contractor.

Further, the Contractor's payment of the Contingency Fund would not limit the Contractor's responsibility to utilize all reasonable efforts to minimize the costs associated with repairing or replacing equipment.

The Contractor shall split the utility cost for each dining service space with the University.

2.8 Meal Plans. Currently, meal plans are mandatory for residents living in: University Towers, Tierwester Oaks, University Courtyard, Transformation Village, and Lanier Hall. The price charges for each menu item provided under the Meal Plan shall be competitive pricing with similar size, geographical area and residential population institutions.

The Contractor should submit the suggested meal plans and pricing for two academic years. In addition, the Contractor should include a complete four-week cycle menu in its proposal. For comparative purposes, the suggested meal plan pricing shall include a proposed annual increase of 3.5%.

Currently, the University offers a mobile ordering and takeout program. Continuation of these services and with the addition of delivery service and/or self-service is value-added. The University desires a creative to-go program that would complement mandatory meal plans. The Contractor should describe in detail the takeout program being proposed, including the menu, if different from the meal menu, days, and hours of operation.

The Contractor may offer non-mandatory meal plans or dining card options to meet the needs of all other students and faculty/staff that will provide a discount for members that purchase such plans.

2.9 Meal Plans in Emergency or Displacement Situations. The University desires that the Contractor provide food to residential meal plan holders at no additional cost, should they have to be housed off-campus by the University due to a disaster or displacement for unforeseen reasons. The Contractor should describe in detail its method to provide meals in emergency or displacement situations, including a list of foods proposed.

2.10 Adjustments to Menu Pricing Meal Plans. Meal plan menu rates may be subject to adjustment on August 1 of each contract year, provided that the Contractor submits written notice of its intent to increase meal plan menu rates to the University not later than November of the current contract year. Any adjustment to the price of any meal plan option menu rates is subject to the prior written approval of the University. Such approval will not be unreasonably withheld. All requests for adjustments will be supported by documentation, including but not limited to raw cost data for the specified meal plan option menu item(s) reflecting the change in costs for such

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2.11 Dining Services Revenue. Annual Billing Days 236

Revenue Source 2021-2022 2022-2023 2023-2024 Mandatory Meal Plan Program 3,986,242.65 4,352,468 4,964,621 Meal Plan Voluntary 201,893. 247,452. 210,015.

Retail Sales 1,118,987. 1,372,892. 1,417,471.

Catering 809,224.80. 1,116,983. 1,019,019.

Concessions 38,963. 10,000. 8,000.

Meal Plan Voluntary (Tiger Bucks & Cash/Credit Sales) *

2.12 Catering. The University is looking for proposals that offer high-quality and innovative catering services that cover the spectrum from low-budget events to high-budget events, from small gatherings to large gatherings. The Contractor needs to provide competitive pricing that aligns with the university setting and the Houston community. The University relies on the Contractor's expertise and experience with catering at similarly sized institutions to propose a catering program appropriate for the University.

Current catering locations include all campus events. The Contractor shall provide catering services on an as-needed basis. The catering program will serve a wide range of clientele, requiring different menus and dietary needs. Clientele includes the student community, clubs, athletic organizations, staff and faculty, University Advancement, the Alumni Association, University President's Office, summer conferences, and athletic groups.

Currently, the Contractor does not have exclusive rights to all catering on campus.

2.13 Alcoholic Beverage Service. The Contractor will hold an alcohol license for a catering event permit for alcohol service at all campus locations (indoors and outdoors). The Contractor will be required to obtain and maintain the necessary licenses and permits related to selling and servicing alcoholic beverages by their staff. The University is committed to safe and responsible behavior related to alcoholic beverage service.

2.14 Special Subsidizes Events. Currently, the Contractor provides two annual catering funds. One is used at the discretion of the President. The second fund is used to assist the University’s Athletic Program. The Contract Administrator will be responsible for resource allocation.

2.15 General Catering Items. The Contractor will be required to honor future catering events of menus prices and other arrangements made by the University for catering service prior to the start of this contract.

The Contractor must accept meal plan dollars at specific catering events, especially outdoors.

The Contractor should have the capability to provide a web-based catering system. This software should include quick order entry for clientele as well as managing the catering business points such as proposals, invoicing, and satisfaction surveys.

Exceptions to the catering exclusivity clause is managed by the Contract Administrator. Most exemptions are because the Contractor cannot meet the food service needs- due to the event's timing or a specific food item is not accessible to the Contractor. Pricing is never the sole criteria for approving an exemption request. University departments and recognized student organizations do not have to submit a food exemption request when offering a pre-defined snack for the following reasons: as a giveaway, a fundraiser, or a snack to encourage participation in exclusive meetings

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2.16 Catering Venues. Below are conference room locations used for catering venues and their square footage capacity. All campus buildings are available for catering events. The Sterling Student Center houses 1 ballroom (3,289 sf) and the President’s Lounge (2,219) utilized for most catering events.

Hannah Hall

Room # Floor SF Room # Floor SF Room # Floor SF 106 1 248 129 1 701 211N 2 364 111 1 679 136A 1 190 220A 2 699

112D 1 158 143F 1 103 220J 2 218 116F 1 323 201J 2 241 228D 2 246

Hannah Hall Hannah Hall Gray Hall

305A 3 384 338 3 294 200A 2 500 315F 3 179 240E 2 575 320A 3 254 241A 2 187 333G 3 252 259 2 261

College of Education College of Education Thurgood Marshall Law

203 2 630 316A 3 482 B34 0 352 218 2 304 328 3 498 100B 1 260 244 2 232 B01C 0 208 133 1 123 316 3 642 B12A 0 263 227 2 578

School of Public Affairs School of Business E.O. Bell Hall Room # Floor SF Room # Floor SF Room # Floor SF

105F 1 304 307 3 438 123 1 268 315K 3 493 310 3 681 137A 1 200 415K 4 482 B22 0 388

Earl Carl Institute MLK Building Fairchild Hall Room # Floor SF Room # Floor SF Room # Floor SF

112 1 509 111 1 673 145 1 480 123 1 292 226 2 392 126 1 451

University Health Center KTSU Radio Lane Economic Center

137 1 460 139 1 270 118 1 400

2.17 Concession Events: The following are the anticipated list of concessions events, by sport or event, plus an estimated attendance for each event during the 2024-2025 season

a) Women’s Soccer – Alexander Durley Stadium, August thru November, 150 estimate average attendance/game,

b) Women’s Volleyball – Health & Physical Education Bldg., August thru November, 300 estimated average attendance/game,

c) Football – Alexander Durley Stadium, Homecoming game only) 7,000 estimated attendance, Page | 13

d) Women’s Basketball - Health & Physical Education Bldg, 12 games, 500 – 2,000 estimate average attendance/game

e) Men Basketball - Health & Physical Education Bldg., 12 games, 1,000 – 7,000 estimate average attendance/game

f) TSU Relays - Alexander Durley Stadium, August 14th-15th, 3,000 – 5,000 attendance both days.

2.18 Subcontractors: Subcontractors providing services under the Contract shall meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract shall relieve Respondent of responsibility for ensuring the requested services are provided. Respondents planning to subcontract all or a portion of the work to be performed shall identify the proposed subcontractors.

2.19 Performance Tracking: TSU will monitor the performance of the Contract issued under this RFP. All services under the contract shall be performed at an acceptable quality level and in a manner consistent with acceptable industry standards, custom, and practice.

The University desires that the Contractor forward a monthly Operating Statement depicting monthly and year to date sales and expense associated with the food service operations. A summary of sales and expenses by brand/location should also be provided monthly. All reports should be submitted electronically to the Contract Administrator or designee whiten 15 days of the close of each month.

Contractor should describe the types of reports or other written document that Contract will provide the University and the frequency of such reporting. Contractor should provide samples of each proposed report form with is repones to the RFP.

The University desires that the Contactor forward a “Monthly Client Report” to the University within 15 days of close of each month. This report should include clearly delineated financial information, any chances in origination structure and personal as well as other general information such as complaints, accolades, special achievements, special projects, etc. Contactor should submit a sample form of such report with its response.

Contacts should acknowledge where it agrees to the foregoing and/or whether Contractor can offer an alternative method. If the Contractor is offering an alternative method, Contactor should describe and substantiate such alternative.

End of Section II

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SECTION III

CONTRACTOR RESPONSIBILITIES

3.1 Use of Facilities: The physical facilities, spaces and equipment made available to the Contractor under this

Contract shall be used by the Contractor solely to provide food and beverage services for the University as set forth herein. Contractor is responsible for maintaining the use and operation of the equipment and food service facilities and spaces, and Contractor accepts all facilities and equipment as is, with all faults.

3.1.1 The Contractor is responsible for custodial services in all assigned food service facilities and spaces throughout campus including loading docks, kitchen, service area and dining area floors, ceilings, walls, vents, restrooms within dining facilities, service elevator, and entrances to dining facilities and shall at all times keep such food service facilities, spaces and equipment clean, properly scrubbed and mopped, and free from all debris or other hazardous conditions.

3.2 Equipment and Smallwares: The University agrees to make available to the contractor existing furniture, fixtures, and equipment associated with the Dining Services Program facilities. Ownership of furniture, fixtures, and equipment shall remain with the University. The Contractor will be required to keep all furniture, fixtures and equipment in good repair and condition and protect against misuse, loss, pilferage or destruction.

3.2.1 Prior to the start of the Agreement, the University and the Contractor will jointly inspect and count the inventory of equipment and serve-ware. Replacement of the loss and breakage to the initial inventory of china, glassware, silverware, trays, and all other movable kitchens, serving and cleaning equipment originally finished by the University is the responsibility of the Contractor. Once a year, the Contractor shall take a total inventory with the participation of the University. The Contractor shall certify that inventory is correct and shall include a shortage listing. The Contractor shall promptly initiate purchase action for shortages unless instructed otherwise by the University with copies documenting such action to the University.

3.2.2 The Contractor shall be responsible for the costs of operating dining services facilities including, but not limited to, the items set forth below:

a) All laundry service costs associated with University dining services.

b) Maintenance of all heavy kitchen and serving equipment whether or not they are attached to the property including, but not limited, to stoves, fryers, ovens, steamers, kettles, mixers, ventilation hoods, dishwashers, furniture, pot washers, steam tables, faucets, and minor plumbing, electrical work, and refrigeration including compressors, motors, etc. Upon termination of the agreement, the Contractor shall surrender the same to the University in as good condition as when received, ordinary wear and tear accepted any loss or damage by acts of God accepted. If the replacement of an individual item is required due to ordinary wear and tear or acts of God, the University shall bear the entire cost of such replacement.

c) Maintenance of all kitchen premises, serving areas, and their associated furniture and fixtures.

Upon termination of this agreement, the Contractor shall surrender the same to the University in as good condition as when received, ordinary wear and tear and acts of God accepted.

d) The Contractor will be responsible for accounting for the location of any keys or locking devices provided to the Contractor at the onset of the contract. The Contractor will be responsible for the cost of replacement of lost keys. If the University determines that keys lost by the Contractor or its employees could compromise campus security, the Contractor

Page | 15 will be responsible for paying all costs associated with re-keying designated locations. Prior to the commencement of the Agreement, or at any time during the Agreement term, the Contractor may request the University to re-key the facilities with the Contractor paying any costs of such re-keying.

3.3 Computer Equipment: Contractor shall, with written approval from the University Technology Services (GTS) and in coordination with the Contract Administrator or their designee, interface with the University's technology systems as required to meet the needs of the contract.

3.3.1 The Contractor will equip offices with desktop and/or laptop computers and software capable of connecting to the campus fast Ethernet network (which provides mail services).

3.3.2 The Contractor will be responsible for the purchase, installation, and support of all software applications that vary from TSU standards. The Contractor is responsible for hardware and software repairs. The Contractor will provide their own time tracking system and the related hardware, software, firmware, and installation/wiring.

3.4 Personnel: The Contractor shall be responsible for all costs of personnel and payroll services in the process of providing dining services including but not limited to the items set forth below.

3.4.1 All salaries, wages, and employee benefits payable to or on behalf of the Contractor's employees.

All employees (including students) shall be employed by the Contractor in its own name, and the Contractor shall hold the University harmless from any and all claims, demands or liability on account thereof.

3.4.2 Managerial Employees: The University reserves the right to provide input in the selection of account and unit managers.

3.4.3 Unless a removal is requested in writing by the University or approved in writing by the university, Contractor shall retain the FSD/GM, Executive Chef and the Catering Manager on University’s account for a minimum of twenty-four (24) months and shall not initiate the transfer of such manager from University’s account during this time so long as such manager is employed by Contractor or a parent, subsidiary, or related entity of Contractor.

3.4.4 The Contractor shall employ one (1) full-time, on-site Food Service Director (“FSD or GM”) responsible for all food service functions at the University’s facilities as specified in this Contract.

a) The FSD must have a minimum of five (5) years of consecutive, successful employment in a similar operation with comparable responsibilities.

b) The FSD shall have education and/or experience in food service with particular emphasis upon effective financial controls and merchandising techniques.

c) The FSD shall have a high degree of management expertise, as evidenced by prior food service management duties involving University and/or University-type food service, high-quality food production and service, and effective financial control.

d) The FSD’s sole responsibility will be the University account; he/she will have no other management or supervisory responsibility for other accounts or businesses of the Contractor.

3.4.5 The University reserves the right to review the qualifications of the FSD, all Contract and Subcontracted unit managers, chefs, and catering managers that the Contractor proposes to place at the University. The University, in its sole discretion, may withhold approval of the FSD, Page | 16 chef and of specific unit and catering managers in which case the Contractor is required to submit other candidates.

3.4.6 The FSD and unit managers assigned to the University shall be selected with prior approval of the University.

3.4.7 The University reserves the right, at any time, to require the Contractor to remove the FSD, chef, unit and catering manager(s), or other employees if at the sole discretion of the University the performance or conduct of the individual is found to be unacceptable.

3.4.8 All Contract and Subcontract management, including, but not limited to, the FSD, chef and unit managers assigned to the University shall not be changed more than once every two (2) years unless mutually agreed in writing, and not without 30 days advance notice and replacement selection made, which is acceptable to, and mutually agreed upon in writing by the University.

These positions shall not remain unfilled. During any such search period for a FSD, his/her supervisor shall be on site at least five (5) days per week.

3.4.9 The Contractor shall recruit, train, supervise, direct, discipline, and, if necessary, discharge any and all personnel working in the food facilities employed by the Contractor.

3.4.10 The Contractor shall have adequately trained personnel to maintain the high-quality performance standards as required by the University.

3.4.11 The Contractor shall ensure that critical positions (those that are necessary to open and operate the food facilities) will have adequate back-up employees from alternate contracts or staffing agencies to cover for staff absenteeism.

3.4.12 The Contractor shall require employees to comply with all instructions, regulations, and codes of conduct as specified by the University. The Contractor's employees must comply with the University and the University policies as they relate to smoking on campus. The University is a drug-free environment.

3.4.13 The Contractor shall comply with all federal, state, county and University regulations related to employment and compensation of personnel including those pertaining to federal and state employment taxes (including any and all social security, unemployment taxes, and worker’s compensation payments).

3.4.14 The Contractor shall require all employees to meet the appropriate health standards prescribed by municipal, state, and federal laws and regulations. The Contractor represents that all services provided hereunder shall comply with the Occupational Safety and Health Act, the Family Educational Rights and Privacy Act, and other requirements applicable to higher education and may be amended including all regulations adopted pursuant thereto and in effect at the time of performance of service.

3.4.15 The Contractor shall guarantee that all employees engaged in the handling and serving of food are:

a) Clean, and wearing neat appearing attire, hairnets and footwear;

b) Advised by their management on reporting illness;

c) In compliance with the health regulations of the Contractor and Washington D.C. D.O.H.

d) Wearing appropriate food handling gloves during food service preparation.

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e) When informed that an employee of the Contractor has a condition which reveals the existence of an illness or communicable disease that may affect the health and well-being of the student population or other condition, which could affect the safe, sanitary, or healthful operation of the food service, the Contractor shall notify the University and remove the employee from the premises until it is confirmed by a healthcare professional that no communicable condition exists at which time the employee may return.

3.4.16 Employees of the Contractor shall be appropriately uniformed when performing their work assignments at the facility. The term “appropriate uniform” is interpreted to include all apparel, name tags, hats, hair nets, etc. The Contractor must submit samples of uniforms and other apparel of all service personnel for approval by the University. The Contractor must submit any proposed uniform modifications to the University for approval. Cost of the Contractor's employee uniforms will be borne by the Contractor.

3.4.17 The Contractor shall require all employees to utilize authorized and designated entrances and exits during working hours.

3.4.18 The Contractor shall restrict employees to assigned spaces during working hours and require them, when not working, to vacate the work site.

3.4.19 The Contractor shall assure that the Food Service Director or an immediate assistant will be on site at each location during all hours the food facilities are open, including catering services.

3.4.20 The Contractor shall bear financial responsibility for any vandalism or loss due to dishonest acts on the part of its employees.

3.4.21 The Contractor shall notify the University in writing of impending labor, employee, and vendor problems or any other circumstances that could adversely affect the operation of the food facilities.

3.4.22 The Contractor shall continue to provide services under the Contract in the event of strikes and other labor disturbances.

3.4.23 Individual training for employees is to be performed by the Contractor. At any time that a new employee is assigned to the University facilities, the Contractor shall provide immediate training as necessary, covering types of tasks performed in the assignment covered by the new worker.

3.4.24 The Contractor shall provide the University Contract Administrator with an up-to-date training schedule for all new employees. This training sheet, showing subject matter and tasks included in training, must be signed by the worker after receiving training.

3.4.25 The Contractor shall offer employment to the University students and observe the following guidelines:

a) Wages

b) Student employees on the Contractor’s payroll shall be compensated at least at applicable Washington, D.C. minimum hourly wage rate. Wage rate shall not be increased without the mutual consent of the University and the Contractor, except as may be required to comply with any applicable law, regulation, ordinance, or court order.

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3.5 Procurement: The Contractor shall procure all food, beverage and non-food items and cleaning supplies for all food service facilities described herein. The Contractor shall comply with all current and future exclusive or non-exclusive vended and non-vended carbonated and non-Carbonated beverage agreements entered into by the University.

3.5.1 The Contractor shall purchase all necessary smallwares, china, glassware, and flatware. Title to all such smallwares, china, glassware, and flatware shall rest solely with the University.

The Contractor shall list china, glassware, silver, and kitchen utensils costs as "Operating Expenses." The Contractor shall reconcile all china (if any) and smallwares annually owned by University and shall jointly agree to required inventory levels. Contractor shall maintain the required inventory levels and charge the expense of replacements as an operating expense. Reconciliation of inventories shall be on an annual basis at the end of each fiscal year. Smallwares for Catering shall be inventoried and reconciled twice per year.

3.5.2 The Contractor shall engage in competitive specification buying. However, food or supplies may be procured from a facility operated by the Contractor or a parent corporation provided that such food and supplies are acceptable with respect to quality and competitive price.

3.5.3 The general minimum purchase specifications that must be adhered to by the Contractor shall include but are not limited to:

a) All meats, meat products, poultry, poultry products, and fish must be Government inspected.

b) Beef, lamb, and veal shall be U.S.D.A. Grade Choice or better.

c) Ground Beef - ground beef and beef patties shall be 100% all beef and fat content shall not exceed 20%.

d) Pork shall be U.S. No. 1.

e) Poultry shall be U.S. Government Grade A.

f) Fresh fish and seafood shall be top grade; frozen fish and seafood shall be a nationally distributed brand, packed under continuous inspection of the U.S.D.A.

g) Dairy products:

• Cage-free Eggs – fresh U.S.D.A. or State graded “A”

• Butter – U.S.D.A. Grade “A” (92) score

• Cheese – U.S.D.A. Grade “A” for all graded cheese

• Milk and Milk Products – U.S.D.A. Grade “A”

h) Fresh fruits and vegetables – U.S.D.A.