ESBD_File_342830_RFP POURING RIGHTS-2024 ADD2.pdf
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- Attached to
- POURING RIGHTS SERVICES
- Solicitation number
- POURING_RIGHTS-2024
- Issued by
- Nacogdoches County, Texas
About this file
This document is an Addendum to a Request for Proposal (RFP) issued by Stephen F. Austin State University in Nacogdoches, Texas. The RFP is for Pouring Rights Services for the entire university campus. Addendum No. 2 provides updates to the timeline, with proposals now due by 5:00 p.m. on January 16, 2024, and committee review and vendor presentations to take place in late January/early February 2024. The RFP outlines the university's requirements for an exclusive beverage provider, including fountain, vending, and bottle/can services. The contract term is for 5 years with an optional 5-year renewal.
The RFP provides details on the university's existing beverage equipment and volume, as well as its priorities for the pouring rights provider, such as exceptional service, financial transparency, and effective management of inventory. The university is open to proposals with alternative contract terms, such as 7 years with a 3-year renewal. The successful vendor will be responsible for providing beverage products and equipment that are compatible with the university's existing infrastructure and vending machines.
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Stephen F. Austin State University RFP#POURING RIGHTS-2024 ADDENDUM NO.2
PROCUREMENT AND BUSINESS SERVICES
P. O. Box 13030
NACOGDOCHES, TX 75962
REQUEST FOR PROPOSAL
RFP NUMBER
POURING RIGHTS-2024
ADDENDUM NO. 2
DATED: 12/13/2023
PROPOSAL MUST BE RECEIVED BEFORE:
5:00PM, CST, TUESDAY, JANUARY 16, 2024
HAND DELIVER AND/OR
MAIL PROPOSAL TO: EXPRESS MAIL TO:
Stephen F. Austin State University Stephen F. Austin State University Procurement and Business Services Procurement and Business Services
P. O. Box 13030, SFA Station 2102 Alumni Drive, Austin Bldg., Room 131 Nacogdoches, TX 75962-3030 Nacogdoches, TX 75962
Show RFP Number, Due Date and Time on Return Envelope
NOTE: PROPOSAL must be time stamped at Stephen F. Austin State University Procurement and
Business Services before the hour and date specified for receipt of proposal.
REFER INQUIRIES TO:
Kim Jones Stephen F. Austin State University
Procurement and Business Services 936.468.6551 email: joneskk2@sfasu.edu mailto:joneskk2@sfasu.edu
STEPHEN F. AUSTIN STATE UNIVERSITY
Request for Proposal #
POURING RIGHTS-2024
ADDENDUM NO. 2
THIS ADDENDUM MUST BE ACKNOWLEDGED FOR THE RESPONSE TO RECEIVE
CONSIDERATION.
Updates in Red
Please see attached sign in sheets from the Pre-proposal meeting held 11/30/2023 following questions and answers.
Please note the following responses to questions received:
1. In order to provide the university with the most advantageous partnership proposal, Pepsi requests the extension to the RFP be pushed to January 19th 2024. This would allow time to respond accordingly and provide the best financial partnership possible to the university, and would allow time due to Holiday schedules (both Thanksgiving week lost as the RFP came out & Christmas week coming up in December).
Answer: We will adjust the RFP timeline as follows:
• Proposals due by 5:00 p.m. on Tuesday, January 16, 2024
• Committee review and evaluation of proposals January 17-26, 2024
• Vendor presentations January 31 or February 1, 2024
• Notification of award expected on or near February 7, 2024
2. If the university is willing to grant an extension to the RFP due date, Pepsi requests that the question deadline be extended, ideally, we would ask the deadline be post the response to this list of questions, to allow potential follow up questions to the answers the university provides to these initial questions.
Answer: University cannot accept any more questions at this time.
3. Does the university/ concessionaire purchase cups from the current supplier? If so, can you please provide quantities purchased by each size over the past year and pricing?
Answer: SFA’s current dining services provider orders Coca-Cola branded cups, as well as most of the fountain syrups, through Sysco.
4. Please provide the university priority for a beverage provider?
Answer: Exceptional and attentive service, financial transparency and easy to read monthly sales reports, and effective management of pars in machines.
5. Does the university plan any new dining/ retail locations over the next 2-3 years? If yes, will they be replacing existing locations or new locations? Please provide any additional details to these locations (i.e., dining hall or convenience store)?
Answer: SFA will be building a new dining hall to replace East College Cafeteria (ECC). The ECC will remain operational until construction is complete on the new facility, April 2025, then the ECC will be demolished. There will be both traditional dining and a retail component in the new dining hall. Additionally, the new Forestry building and science building (both not expected until 2027+) may allow for additional vending opportunities. Currently there is one drink and one snack machine in the existing buildings.
6. Can the university provide the RFP in a word document?
Answer: No.
7. Provide volume in case quantities for the last 3 years broken out by fountain, vending, and bottle & can and also by flavor and package.
Answer: We do not have volume information to share but we do have revenue numbers.
FY23
Concessions (bottles) - $45,000 Retail - $144,000 Catering - $11,000 Fountain - $44,000 (cost to Chartwells)
8. Provide Equipment list broken out by fountain, coolers, and vendors.
Answer:
Fountain Beverage Full Size Coolers Small (undercounter size) Machines Supplied by Coca-Cola Coolers Supplied by Coca-Cola
SC Dining Hall – 3 Football Stadium - 13 Baseball Trailer – 4 East Dining Hall – 3 Basketball Coliseum – 12 Volleyball - 2 Einstein’s – 1 Salty Tom’s – 1 Soccer Trailer* – 2 CFA – 3 Tu Taco – 1 Sal’s – 1 Twiggy’s – 1 *Trailer owned by Coca- Cola Panda Express – 2 Tu Taco – 1
Total – 14 Total – 28 Total - 8
9. The RFP asks for a 5yr + 5yr proposal. Is the University open to considering other terms such as a 7yr + 3yr or a 10yr deal?
Answer: We are open to proposals for 5 years + 5 years and 7 years + 3 years but not a 10-year deal.
10. Section 5.3.5 mentions that beverage products must be offered that work with Gilley’s vending equipment. Does this mean that Gilley will be doing all beverage vending?
Answer: No, Gilly is our snack vendor only. The pouring rights vendor would be responsible for providing their own machines. We would like the machines to be comparable to the snack machines we currently use, due to current space constraints. All machines must have credit card readers and as many as possible with tap and pay.
11. For clarity is a PDF submitted electronically of the proposal the only thing required or does a USB with the proposal on it also have to be submitted?
Answer: Please refer to Section 3. – 3.1 for the answer to that question.
12. If the vendor has the ability to offer service to customer owned equipment is that something we can include in our proposal?
Answer: Yes.
13. Currently there are juice units and fresh brewed tea units on campus. Is this something that the vendors can include in their proposal or are there separate contracts for that?
Answer: Yes, please include options.
14. Can you please provide detailed pictures of the athletic concessions and any beverage equipment located in them?
Answer:
15. Can you share annual volume information for sales purchased through the (vending machines, Café, Athletics, Boosters etc.)?
- Stated by either cases or units sold, category or brand, and package size
Answer: We cannot provide any volume information.
16. Can you share who your current provider and commission % on beverages and Mech rates/ Prices?
Answer: Our current provider is Coca-Cola.
17. Can you share how many “glass front vending” vs stack machines you have across district for beverage vending?
Answer: About 20% of our current stock are glass front and the rest are stack.
18. Can you share the amount of coolers you have in concession and across school (student nutrition etc.)?
Answer: Listed in question #8.
19. Can you share the amount of fountains you have across all outlets?
Answer: Listed in question #8.
20. Will Starbucks bottled beverages be a part of the Pouring Rights volume?
Answer: No, these are an exception to the pouring rights contract.
21. Will all outlets and locations be required to purchase through vendor under the contract (this includes all faculty departments, food concepts etc.…)
Answer: Yes, with the exception of faculty departments. We don’t have an ability to monitor the oversight of that.
22. Would the University consider fixed funding and variable funding based on volume incentives?
Answer: Yes, we would consider both if provided in the proposal.
23. Is Marketing support with student engagement funds to be used for promotions, events, samplings something the University is seeking?
Answer: Yes, any and all of the above.
24. Is there a minimum number of machines required for vending/ cooler equipment?
Answer: All current vending machines are accounted for and meet our expectations. Coolers should stay around the same number.
25. Would there be an option in the new dining areas for bottle availability?
Answer: Yes, we would consider a grab & go section for the new dining hall.
26. With the UT system alignment, are there any new facility changes in the next few years, that will have additional volume through the pouring rights agreement that we should be aware of?
Answer: Answered in question #5.
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