ESBD_478076_1766182237992_RFI 26-02 Food Services System Wide.pdf

RFI 26-02 Food Services, System Wide (Cooperative)

Request for Information

RFI 26-02

Food Services, System Wide (Cooperative)

Prepared By: Arturo Lopez, Buyer of Record

Submittal Due Date: January 22, 2026, by 2:00 PM (local time)

HOUSTON CITY COLLEGE

REQUEST FOR INFORMATION

Date: December 19, 2025

Project: Food Services, System Wide (Cooperative)

Project #: RFI 26 - 02

REQUEST FOR INFORMATION SCHEDULE

The following is the anticipated solicitation schedule including a brief description of milestone dates:

Solicitation Milestone Date & Time

RFI released and posted to HCC’s & ESBD’s websites December 19, 2025 A non-mandatory in person face-to-face Pre- Submittal Meeting will be held at HCC’s Administration Bldg., 3100 Main Street, Houston, TX 77002 -Second Floor- Conference Room “A”

January 8, 2026, at 10:00 a.m. (local time)

Deadline to receive written questions/inquiries January 13, 2026, by 5:00 pm (local time) Responses to written questions/inquiries (estimated) January 16, 2026 Proposal Submittal Due Date January 22, 2026, by 2:00 pm (local time) Anticipated Administrative Award Recommendation and Approval Date February 2026

Note Pre-Submittal Conference A non-mandatory pre-submittal conference will be held at a time and location as indicated in the Solicitation Schedule above. Attendance at this conference is advised if your firm wishes to ask any questions in connection with this RFI. The College intends to present general information, which may be helpful in the preparation of proposals, and to offer firms the opportunity to ask questions concerning this RFI.

The pre-submittal conference also provides opportunities for respondents to network and establish SBE and/or subcontracting relationships.

NOTE: Houston City College reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFI and posted on HCC Procurement Portal for your convenience.

1. General Information Houston City College's service area includes Houston, Katy, Spring Branch, and Alief Independent School Districts, as well as Stafford Municipal District, and the Fort Bend portion of Missouri City.

The System is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate and baccalaureate degrees.

HCC serves its students and the region by offering associate and bachelor’s degrees, certificates, academic preparation, economical education options, vocational training, flexible class schedules, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society. Houston City College increases the economic outcome of its students and communities, playing an integral role in transforming and improving lives.

As of the year 2024 HCC has nineteen (19) campuses, spanning 6,517,666 square feet, serving 85,858 students.

More information regarding HCC can be found in the annual HCC Fact book.

HCC Mission - Houston City College is an open-admission, public institution of higher education offering a high-quality, affordable education for academic advancement, workforce training, career development, and lifelong learning to prepare individuals in our diverse communities for life and work in a global and technological society.

HCC Vision - Houston City College will be a leader in providing high quality, innovative education leading to student success and completion of workforce and academic programs. We will be responsive to community needs and drive economic development in the communities we serve.

Additional information about Houston City College may be found by visiting HCC Website.

Visit the Houston City College(bonfirehub.com) to get more information on this and other business opportunities. While at our website we invite you to Register as a Vendor, if already registered, please confirm your contact information is current.

2. Project Overview

The Houston City College System (“HCC and/or the “College”) is seeking information from qualified firms or service providers (“Vendor”) operating under an existing cooperative or inter-local agreement to provide system-wide food services. The goal of this request is to enable HCC to obtain these services in full compliance with applicable state and federal laws and regulations. Only firms with a current, awarded cooperative or inter-local agreement contract are eligible to respond. HCC reserves the right to award separate contracts to multiple service providers.

Houston City College (HCC) is an open-admission, public institution of higher education offering a high-quality, affordable education for academic advancement, workforce training, career development, and lifelong learning to prepare individuals in our diverse communities for life and work in a global and technological society. The College has fifteen Centers of Excellence located conveniently throughout the cities of Houston, Missouri City, and Katy. Houston City College's service area is Houston Independent School District, Katy, Spring Branch, Alief Independent School Districts, Stafford Municipal District, and the Fort Bend portion of Missouri City.

2.1 Proposed Service Requirements

Evaluate HCC's financial revenue stream from the past two years to create a proforma that demonstrates how partnering with HCC will benefit both HCC and Vendors. Establish a standardized leasing model for food services space. Potential Vendors must evaluate each location and review available sales data to design a program that is financially viable for both HCC and the Vendor.

HCC invites prospective Vendors to tour the campus and learn about HCC's vision. This process also provides HCC an opportunity to better understand Vendor needs and concerns.

HCC’s primary goals are to increase the current commission rate, standardize the food services program and expectations, strengthen oversight, incentivize Vendors to increase sales, build the HCC dining brand, expand catering, and conference services, and enhance the overall student experience. Vendors must be able to offer Food Truck concept where justified and develop seasonal menus that reflect customer preferences, showcase local foods and restaurants, and align with each campus’s interior design.

The selected Vendor will also be responsible for updating HCC’s website to ensure the “Dining Services” page provides current and relevant food service information. At a minimum, students should be able to access operating hours, menus, locations of vending machines, catering menus, contact information, and feedback channel through the website.

A standardized Point-of-Sale (POS) System must be implemented to support effective oversight, maintain operational control, and coordinate financial information with HCC Accounting. This system should deliver real-time data to help HCC monitor performance and drive continuous improvements.

Vendors must provide a comprehensive meal plan option available to students, staff, and administrators across all campuses.

HCC may also participate in School Food Authority to offer reimbursable meals to the students located on HCC campuses, which would help generate additional revenue.

To support flexibility, Vendors are encouraged to propose an optimal combination of service, quality, equipment upgrades, and financial incentives. In return, HCC offers a five (5) year term, with the option to renew for up to five (5) additional one-year terms, subject to mutual agreement.

Awards may be issued individually by or as a combined contract – whichever provides the best overall value to the College.

HCC especially welcomes proposals from Vendors with experience operating food services in a semi-captive environment, such as colleges, universities, airports, or museums. The selected Vendor must demonstrate clear knowledge of challenges inherent in such settings and present a practical strategy for maintaining a successful and sustainable food service operation.

2.2 Scope of Services / HCC Systemwide Food Services Program

2.2.1 Purpose

Houston City College (HCC) seeks to provide scalable, student-centered food service solutions across all nineteen campuses to enhance student experience, support community building, and promote overall well-being. Services must be tailored to each campus based on enrollment, existing infrastructure, and anticipated growth.

2.2.2 Objectives

The objectives of the food services program are to:

Enhance the campus environment by offering convenient, attractive dining options.

Support student engagement, social interaction, and mental well-being through shared dining spaces.

Provide long-term, scalable food service solutions that adapt to future enrollment growth.

Deliver consistent, high-quality food services across campuses with diverse food preferences in varying population sizes.

2.2.3 Food Service Model

HCC has identified three service groups based on average campus enrollment during peak hours (7 AM – 3 PM, Mon–Thurs). Vendors may propose services for one or more groups.

2.3 Group 1 – Prepared Food Service (High-Enrollment Campuses)

Full-service kitchen sized and staff according to student or campus volume.

Daily on-site staff prepare and serve fresh meals.

Services provided by food service vendors may be supplemented by new cooperative partners.

Target enrollment: 700+ students.

2.4 Group 2 – Grab and Go Food Service (Medium-Enrollment Campuses)

Pre-packaged fresh meals, snacks, and beverages delivered on a regular (e.g., weekly) schedule.

Target enrollment: approximately 500 to 700 hundred students.

2.5 Group 3 – Prepared Food Vending (Smaller Campuses)

Refrigerated and shelf-stable vending items.

Target enrollment: fewer than five hundred students.

2.6 Required Services

Food Production and Delivery: Provide high-quality, safe, nutritious food options, including cultural cuisines and options that address common dietary needs.

2.6.1 Staffing: Provide trained on-site staff for Group 1 campuses and appropriate delivery and support for Groups 2 & 3.

2.6.2 Equipment & Facilities: Maintain all equipment and operate effectively within existing or newly developed food service spaces.

2.6.3 Operations & Reporting: Provide sales and operational data and comprehensive report, collaborate with HCC on program improvement, and support campus events as required.

2.7 Catering Services

The Contractor may be asked to support campus events, coordinate, and collaborate with Cuisines Café offering catering menu that accommodates a range of budgets.

2.8 Performance Expectations

Vendors’ performance will be evaluated based on food quality, service reliability, customer satisfaction, compliance with safety and health regulations, and overall effectiveness as a collaborative partner with HCC.

2.9 Cost Structure

Vendor pricing must account for all operational costs, including operational utensils, staffing, delivery, and competitive student pricing that remains competitive and affordable.

2.10 Implementation Timeline

Vendor must submit a phased implementation plan that aligned with campus readiness and enrollment growth. The plan should clearly outline timeline, milestones, and responsibilities for each phase to ensure an orderly rollout of services across all designated campuses.

2.11 Campus Locations

The scope of work covers all 19 HCC campuses, organized according to the enrollment-based service groups described above.

2.12 Additional Opportunities

The program may also include student employment and apprenticeship opportunities, as well as participation in tasting events and similar engagement activities.

3. Certified SBE Subcontracting Participation

The Contractor shall be required to utilize sub-contracting of certified SBE food service providers. HCC recognized SBE certifications can be found at hccs.edu/sbdp.

The Contractor may not subcontract its obligations under this Contract without College’s prior written consent. The Contractor shall ensure that the food services provided by SBE certified subcontractor(s) meet the high standards anticipated herein. Contractor shall remain liable for the full performance of the provisions of the Contract, notwithstanding any such subcontract.

The Contractor agrees that it will be secure and provide to College prior to the SBE certified subcontractor(s)beginning work on the premises, a subcontracting plan evidencing said SBE certified subcontractor’s willingness to comply with all terms of the Contract.

INTENTIONALLY LEFT BLANK

4. Clarification

Question Response Is HCC seeking food services from the Contractor for all three types of food service solutions?

1. Prepared Food Service, 2. Grab and Go Food Service

3. Prepared Food Vending

Prepared food vending only at this time.

Is HCC seeking food services from the Contractor at all 19 HCC campuses?

No, we are currently needing services at 2 pilot locations and the goal of expanding the program.

Will there be any other food service providers at the 19 HCC campus for the 3 types of solutions, catering, and/or vending? Yes Can you please provide more clarity with the COOP partners?

We intend on using COOP partners to explore capabilities.

Can you please provide more information on the Cuisines Cafe at 3100 Main? Is this in partnership with a culinary program?

This is a Compass operation, and we have no term agreement.

Will Canteen continue catering services? Are you looking for the Contractor to provide catering?

Yes, but they are not a sole provider.

Is HCC providing the capital costs at the five campuses? Yes What are the Operating Costs? Please provide more details on what HCC financially contributes versus the Contractor.

Food, Labor, Utilities, Marketing, Licenses & Fees

These terms will have to be negotiated and stated in the contract.

Financial - Is the intent that the Contractor is a financially self-sustaining provider (i.e., the Contractor pays for food/labor and keeps any profit. Or does HCC subsidize some of the food/labor cost?)

This is important to understand for pricing of menu items.

We want the menu options to be healthy, fresh, and affordable for the HCC students. Understanding the financial expectations in our partnership is critical for our implementation plan and pricing strategy.

HCC is looking for a low-cost option for providing complete food service, understanding that subsidizing some campuses will be necessary.

Is there an opportunity for work-study positions for culinary students? Yes When are the majority of classes scheduled throughout the day? Monday -Thursday, 8:00am-4:00pm Will we be responsible for the POS system — the register, card processor, or both? Yes Can students use microwaves? Yes Do you have any restrictions on electrical load (for microwaves or merchandisers)? Yes, site dependent.

Do you have secured overnight cold storage? Yes, site dependent.

What cleanup support is available after service? (Dining area) Yes, HCC supported.

What are acceptable price ranges for your student population? What have they been paying for breakfast and lunch? $5 to $15, previously not available.

What reporting do you want from us?

Monthly sales reports, sales metrics, operations costs.

Are there student events or clubs that regularly need catering? Yes Do you want the Contractor to provide tasting events? Yes Who handles facilities issues (equipment failures, storage, access)?

HCC/TDI, our maintenance Contractor.

Do you allow microwaves in open spaces? Yes Are there restrictions on selling certain beverages or snacks? No alcohol

What is a "White box - build out”?

Providing equipment and finishes that have the potential for permitting.

Are there security cameras near the vending/dining areas? No but these can be added.

Do any of the locations currently have a COH Food Dealers permit?

Yes, currently 4 COH permitted locations.

5. RFI Format & Deadline HCC is issuing this Request for Information Request to gather information from interested firms related to the Project Overview noted above.

HCC seeks to learn more about systemwide Food Services solution and the range of options available that relate to the above-mentioned Project Overview. Respondents are asked to provide as much detail as possible describing their expertise, capabilities, and relevant experience by January 22, 2026

Any prospective firm or respondent that receives this notice and believes that they can provide the requested or similar service is encouraged to submit information outlining their qualifications, product or service offerings, and overall solution model (e.g., licensed users, subscription based, or other delivery models). Submitted information must not include pricing but should clearly and specifically describe how the proposed solution can meet the specific performance expectations identified in this document.

Information must be submitted on HCC Procurement Portal prior to the deadline noted on the cover page of this RFI in order to receive consideration.

Certified small business enterprises (as defined in HCC Small Business Development Program (SBDP) are encouraged to respond to this RFI. Follow this link to HCC’s SBDP: HCC's mall Business Program

Disclaimer

a) The intent of this Request for Information is to obtain information; it is not a formal request for proposal or bid and there will be no award resulting from any response to this Request for Information.

b) This Request for Information is being issued by the Procurement Operations Department of HCC on behalf of the Procurement Services Department.

c) Expenses incurred by interested company in developing, preparing, or submitting any information, documentation, or other materials in response to this Request for Information and/or by attending meetings directly or indirectly related to this Request for Information are entirely the responsibility of the company, and will neither be paid nor reimbursed by HCC.

d) Any information, documentation, or other materials submitted in response to this Request for Information is at the sole risk and expense of the company. All information, documentation, or other materials submitted in response to this Request for Information shall become the property of HCC. Respondents should retain submission copies for their records. HCC reserves the right to use any and all ideas presented in any response.

e) Information provided in response to the RFI is subject to the Texas Public Information Act and may be subject to public disclosure.

6. Confidential Information If a Respondent submits any information considered to be proprietary, trade secret, or otherwise confidential, the Respondent must identify all such information in the bid by clearly marking each page containing confidential information with the words “Confidential Information.” If the Respondent fails to identify confidential information as set forth in this paragraph; it agrees that by submission of its response that the entirety of the response shall be deemed non-confidential and non-proprietary and shall be made available to the public upon request. All responses and parts of responses which are not marked as confidential will automatically be considered public information after the contract is awarded.

Respondents should consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other confidential or proprietary information before submitting a response. HCC assumes no liability or responsibility for release of any information not properly.

identified and documented as confidential pursuant to the requirements set forth herein. In the event HCC receives a request for portions of a response marked as “Confidential Information” as specified above, HCC shall forward such request to the Office of the Texas Attorney General for an opinion on whether such information may be withheld from disclosure under the Texas Public Information Act.

HCC will notify Respondent whose response is the subject of the request when the information is forwarded to the office of the Attorney General. HCC assumes no obligation for asserting legal arguments on behalf of Respondent. Respondents are advised that HCC is obligated to comply with the decision of the Attorney General, including any such decision calling for the release of information marked as “Confidential.

Information” by a Respondent.