ESBD_567408_1791907441105_RFP 27-03 Restaurant and Catering Services_FINAL.pdf

RFP 27-03 Restaurant and Catering Services 1

REQUEST FOR PROPOSALS (RFP) #27-03

Restaurant and Catering Services

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

October 13, 2026 RFP issued.

October 22, 2026

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

October 26, 2026 Issuance of final addendum, if necessary.

October 29, 2026

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

December 2026 / February

Recommendation of award and approval to enter into contract.

Award will be announced after approval received.

E-Bidding Website: IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Patsy Laredo, Buyer 281-998-6106 patsy.laredo@sjcd.edu https://sanjac.ionwave.net/ mailto:patsy.laredo@sjcd.edu

RFP 27-03 Restaurant and Catering Services 2

SCOPE OF WORK

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide restaurant and catering services.

The College intends to award two pools of vendors: 1) Restaurant Services and 2) Catering Services, as defined below. SJCCD reserves the right to select one or more companies based on the best value, as determined by SJCCD, overall response(s) submitted to the College, with consideration given to proposals that best meet the desired scope of work and specifications set forth in this request for proposals.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

This Scope of Work covers the requirements to provide SJCCD with restaurant and catering services, which shall include, but is not limited to the following:

2. Food Categories

2.1. Hot Meals / Boxed Meals

2.1.1. Breakfast

2.1.2. Lunch

2.1.3. Dinner

2.2. Desserts

The College requires dessert options that can be added to Hot Meals and Boxed Meals or purchased as standalone items. Dessert options should include, but are not limited to the following:

2.2.1. Cookies

2.2.1.1. Various cookie flavors

2.2.1.2. Custom cookies: Includes custom shapes, custom piped designs, and/or custom printed designs.

2.2.2. Ice Cream

2.2.3. Pies

2.2.4. Cakes

2.2.5. Mini Desserts (i.e. dessert shooters, petit fours, etc.)

2.3. Beverages

The College has a contract with Keurig Dr Pepper (Dr. Pepper) for beverage vending and pouring rights. All beverages at SJCCD events, meetings, or activities must be approved Dr. Pepper products, with the exception of unlabeled or self-labeled jugs of iced tea, lemonade, and water; jugs, carafes, or pots of hot coffee; and individual water bottles.

RFP 27-03 Restaurant and Catering Services 3

3. Restaurant Services

Restaurant Services Contractor shall provide restaurant services for pickup and delivery of prepared foods for meetings, training sessions, special events, student activities, athletic events, and other miscellaneous College functions. Services may include breakfast, lunch, dinner, appetizers, and beverages. All food shall be prepared, packaged, and transported in compliance with applicable health and sanitation regulations.

3.1. Food offerings may be cuisine specific (including but not limited to American, Italian, Mexican, and assorted desserts).

3.2. All food provided for restaurant services must be prepared and ready for consumption upon delivery.

3.3. All menu items shall be freshly prepared. Day-old or reheated items are unacceptable.

3.4. Services range from customer pick-up and standard drop-off delivery.

3.5. Contractor must provide delivery services to a minimum of one (1) College location.

3.6. Contractor shall provide all necessary disposable food service equipment and serving supplies, including plates, silverware, cups, napkins, and condiments.

4. Catering Services

Catering Services Contractor shall provide full-service catering for meetings, training sessions, special events, student activities, athletic events, and other miscellaneous College functions.

Service options may include the following:

• Plated service

• Buffet-style service (with or without staff)

• Individually packaged or boxed meals

• Snack and beverage packages

• Bulk food orders.

4.1. Food cannot be cuisine-specific and must demonstrate the ability to provide a wide, diverse menu selection (e.g., American, Italian, Mexican, and other culinary styles).

Contractors only able to supply one/limited cuisine types should respond under Restaurant Services.

4.2. All food provided for catering services must be prepared and ready for consumption upon delivery.

4.3. All menu items shall be freshly prepared and served. Day-old or reheated items are unacceptable.

4.4. Food portions shall be uniform in size, shape, and presentation.

4.5. Contractor shall provide timely delivery, set up as requested.

4.6. Contractor shall provide all necessary catering service equipment and serving supplies, including plates, silverware, cups, napkins, and condiments.

4.7. Contractor shall be responsible for supplying all catering equipment as follows:

4.7.1. Rental items include but are not limited to include tablecloths, linens, tables, and chairs.

4.7.2. Contractor shall deliver all rented assets in clean, protective, and appropriate transport containers.

4.7.3. Contractor shall retain sole responsibility for the prompt breakdown, collection, and off-site pickup of all rented assets at the conclusion of each function.

RFP 27-03 Restaurant and Catering Services 4

4.8. Contractor must possess the capability to staff events appropriately for a comparable number of attendees. Sample events include but are not limited to:

4.8.1. Buffet:

4.8.1.1. District Holiday Lunch - 125 -300 attendees

4.8.1.2. State of the College - 125-300 attendees

4.8.1.3. Employee Celebration Lunch - 900 attendees

4.8.2. Plated and Served:

4.8.2.1. Foundation Holiday Event - 125 attendees

4.8.2.2. Foundation Gala - 475 attendees

4.9. Contractor is responsible for the complete post-event clean-up of the catering site, including the immediate haul-away and off-site disposal of all event related trash.

5. Health and Safety

5.1. Contractor is required to maintain a valid, current food service permit throughout the duration of the agreement. The College reserves the right to request a copy of the food permit at any time during the contract term.

6. Delivery

6.1. All deliveries must be directly received and signed for by the authorized College representative designated on the specific order.

6.2. Contractor must fully satisfy and maintain the College’s standard insurance requirements if coming on College property.

7. College Locations

7.1. District Offices – 4624 Fairmont Parkway, Pasadena, TX 77504

7.2. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

7.3. North Campus – 5800 Uvalde, Houston, TX 77049

7.4. South Campus – 13735 Beamer Road, Houston, TX 77089

7.5. Generation Park Campus – 13455 Lockwood Rd., Houston, TX 77044

7.6. Maritime Campus – 3700 Old Hwy 146, La Porte, TX 77571

7.7. The Edge Center – 13150 Space Center Blvd., Houston, TX 77059

8. Identification Requirements

8.1. All contractors, subcontractors or company representatives working at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

9. Special Requirements

9.1. Contractor shall not be paid for unauthorized menu changes, incomplete meals, or meals not delivered within the specified delivery time period or location.

RFP 27-03 Restaurant and Catering Services 5

10. Award Term

10.1. The Award term, if any, for firm(s) awarded from this solicitation will be one (1) year with renewal options of four (4) one-year periods, based on the same terms and conditions with future pricing revised according to the attachment titled CPI-W Based Price Adjustment Calculations. The College reserves the right to enter into contracts with firms at its sole discretion.

11. Pricing

11.1. Solicitation Firm Pricing

11.1.1. Respondent shall propose firm net pricing for the term of the solicitation with discounts marked.

11.1.2. Prices must be stated in units of quantity specified in solicitation requirements. In case of a discrepancy in computing the amount of the response, the unit price quoted will govern.

11.1.3. SJCCD is a tax-exempt entity:

11.1.3.1. It is the respondent's responsibility to be familiar with applicable tax implications and the respondent shall be liable for all such costs associated with their response.

11.1.3.2. SJCCD reserves the right to purchase or compare pricing available, or made available from, cooperative purchasing agreements and other governmental contracts.

11.2. Annual Pricing Adjustments:

11.2.1. Prices must be held firmly for the first term of the awarded contract, after which a price adjustment may be requested.

11.2.2. All price adjustment requests must be based upon labor cost and/or product cost as appliable to the purchase, and documentation of the price increase is required as outlined in this Section.

11.2.3. Awarded contractor must provide SJCCD Purchasing Department with a written price adjustment request a minimum of 30 days before the contract renewal.

11.2.4. For any contract renewal in which a price adjustment is requested, the renewal year pricing will be determined by adjusting the current year pricing by the average inflationary/deflationary effect, as reported by the U.S. Bureau of Labor Statistics

(BLS):

• Labor/Products: Consumer Price Index of All Urban Consumers (CPI-U) for

Houston, Texas, between the current or prior year as compared to the year preceding the current or prior year of the contract. The CPI-U, as published by the BLS, is a measure, over time, of the average change in prices in a fixed market basket of goods and services and covers approximately 80 percent of the total populations, including wage earners, clerical workers, as well as groups such as a professional, managerial, and technical workers, the self-employed, retirees and others not in the labor force.

11.2.5. SJCCD reserves the right to accept or reject any price adjustment requests. A rejection of a price adjustment may result in the termination of any agreement, contract, purchase order, or other agreement without fault or obligation.

RFP 27-03 Restaurant and Catering Services 6

11.3. Tariff-Based Price Adjustments

11.3.1. Not discarding the foregoing statements above, SJCCD recognizes the imposition of tariffs or trade restrictions may impact the suppliers’ ability to maintain pricing.

11.3.2. Suppliers may notify SJCCD of the impact, supported by credible cost data.

Credible cost data would include documentation as follows:

• Copy of the official tariff schedule or notice (E.G., from the U.S. International

Trade Commission, or Customs and Border Protection (CBP)).

• Federal Register notice showing the imposition of the tariff with effective dates and Harmonized Tariff Schedule (HTS codes) including reference to the HTS code for the product.

11.3.3. SJCCD reserves the right to request the following as evidence of payment of tariffs:

• https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501 (Entry Summary): This shows tariff duties paid upon entry to the U.S.

• Commercial invoice showing the importation of goods and/or bill of lading or shipping documents indicating international sourcing, the duty or tariff amounts listed, and/or supplier name as importer of record or a third-party custom broker.

11.3.4. SJCCD will engage in good-faith negotiations to consider price modifications, substitute goods, or alternative sourcing arrangements, with the goal of minimizing disruption to public services and maintaining the continuity of supply.

https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cbp.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094613216%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ekjHPEEwJu4K5pRthMPDqoRgjTJwHqhzIpp8dOD83K4%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhts.usitc.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094628051%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=FDwO2ZxKK39VfohncUhdZJgmOWRukNJ9ZzeZYbCODAg%3D&reserved=0 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501

RFP 27-03 Restaurant and Catering Services 7

EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Restaurant Services Factor Points

Section 1: Attachment 1 – Restaurant Services Questionnaire 40

Section 2: Menu with Pricing 20

Section 3: Price Proposal* 5

Section 4: References 40

Total 100

Catering Services Factor Points

Section 1: Attachment 2 – Catering Services Questionnaire 40

Section 2: Menu with Pricing 20

Section 3: Price Proposal* 5

Section 4: References 40

Total 100

*The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals;

however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 1: Attachment(s).

RFP 27-03 Restaurant and Catering Services 8

PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

1. Questionnaire Attachments

Submit the Questionnaire Attachment(s) in the Response Attachments tab in IonWave for one

(1) or both of the following services your firm is proposing to the College:

Attachment 1 – Restaurant Services Questionnaire Attachment 2 – Catering Services Questionnaire

2. Menu with Pricing

Submit attachment of menu with pricing or attachment with a link to an online menu with pricing in the Response Attachments tab in IonWave, noting the following:

• Points may be deducted if pricing is not included with menu.

• Catering menus should demonstrate a variety of food cuisines.

3. Price Proposal

Submit pricing on the Line Items tab in IonWave for the following:

Line Item 1. Discount Percentage (%) off menu pricing (menu with pricing must be submitted as separate attachment.)

Line Item 2. Delivery Fee to any/all College locations that your firm provides services, as selected on the Questionnaire.

Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Line Items section. Any costs not explicitly stated in a proposal response shall not be charged to the College. The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments.

4. References

Submit references in the Attributes tab in IonWave for the following:

4.1. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

RFP 27-03 Restaurant and Catering Services 9

4.2. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

List of Response Attachments:

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

Document Naming Standards: Use the following naming standards before uploading documents to IonWave. Failure to use proper Document Naming Standings could result in errors in evaluating your proposal:

• Document Naming Standards: Your Firm’s Name, Document Type (as listed below), RFP#

• Example: Sample Company ABC, Attachment 1, RFP 27-03

Include the following documents in the Response Attachments tab in IonWave.

1. Attachment 1 – Restaurant Services Questionnaire

2. Attachment 2 – Catering Services Questionnaire

3. Menu with Pricing

4. Conflict of Interest form

5. Proof of Insurance Requirements

6. Federal Vendor Certification Form

7. Additional Costs Not Included in Pricing (optional)