NEJC RFP-20001 FOOD SERVICES MANAGEMENT VENDOR FOR AUXILIARY SERVICES

REQUEST FOR PROPOSAL (RFP)

Amended 9-5-19: See changes in Red

Date: September 3, 2019 Bid Number: NEJC RFP-20001 Food Services Management Vendor for Auxiliary Services

Return all Bids to:

Northeastern Junior College

Purchasing Office Walker Hall 104

100 College Avenue Sterling, CO 80751

Director of Purchasing:

Martha Gareis

Voice (970) 521-6662 Fax (970) 522-4945 martha.gareis@njc.edu

Bid Due Date: FRIDAY, OCTOBER 18, 2019 4:00 PM

LATE BIDS WILL NOT BE ACCEPTED

PLEASE SUBMIT ONE (1) UNBOUND ORIGINAL PLUS TWO (2) COPIES OF PROPOSAL. The original should be unbound. Sealed Bids will be accepted in person or by mail to Northeastern Junior College, Purchasing Department, WH 104, 100 College Ave, Sterling, CO 80751 on or before the submission deadline. FAXED AND EMAILED BIDS NOT ACCEPTED.

MAILING NOTE: EXPRESS MAIL:

Northeastern Jr College Northeastern Jr College Purchasing Office Purchasing Office 100 College Ave 100 College Ave Sterling, CO 80751 Sterling, CO 80751 Bid#: NEJC RFP-20001 Bid#: NEJC RFP-20001 Please Note: Express Mail is only delivered in the afternoons.

MANDATORY SITE WALK THROUGH WILL BE TUESDAY, SEPTEMBER 17, AT 3:00 P.M. AT

100 COLLEGE AVENUE, STERLING, COLORADO 80751 IN THE CHUCKWAGON CAFÉ.

QUESTIONS DUE BY FRIDAY, SEPTEMBER 27, 2019, AT 4:00 P.M.

mailto:martha.gareis@njc.edu

NORTHEASTERN JUNIOR COLLEGE (NJC) IS SOLICITING PROPOSALS FOR PURCHASE OF A

FOOD SERVICES MANAGEMENT VENDOR FOR AUXILIARY FOOD SERVICES FOR CLIENT’S

STUDENTS, FACULTY, STAFF, EMPLOYEES, VISITORS AND INVITED GUESTS LOCATED AT

NORTHEASTERN JUNIOR COLLEGE, 100 COLLEGE AVENUE, STERLING, COLORADO 80751.

THIS WILL INCLUDE THE CHUCKWAGON CAFÉ AND PETE’S RETREAT.

CHUCKWAGON CAFÉ

Dining on campus can be an integral part of the campus experience. Weekly meal plans and block meal plans are used in the Chuckwagon Café. Our dining services include many nutritious, well-balanced, and satisfying meals, snack, and desserts by offering a number of menu choices that would fit each individual’s needs. You will be covered throughout the day by many different options; whether you have breakfast, lunch, dinner, or are craving a snack there is a meal plan perfect for you! Freshman are generally required to live on campus for the first year and all students residing in the residence halls are required to purchase a meal plan.

PETE’S RETREAT

Pete’s Retreat is a terrific place for students, faculty, staff and community to gather together for a meal, study group, or just to play some pool, ping pong, or watch TV. It gives them an alternative to eating in the Chuckwagon Café, and the ability to eat outside of the scheduled meal periods. There is a wide variety of food and convenience items, not to mention a full line of gourmet coffee selections.

I. General Information

1. All questions regarding this bid must be directed to the NJC Purchasing Agent identified above.

2. Price must include all shipping, handling and delivery charges to our campus, 100 College

Avenue, Sterling, CO 80751 and be FOB Destination. No additional charges for packing, drayage, or any other purpose will be allowed.

3. Awarded vendor will contact the department prior to delivery to make arrangements for installation.

4. Pricing to be renegotiated no less than annually.

5. This service will be procured using a State of Colorado contract.

6. This solicitation is published using the Colorado Operations Resource Engine (CORE).

ColoradoVSS is the vendor facing side and will be where most competitive bid opportunities will be posted. Vendors must be registered on CORE to be considered responsive at the time of award of the response. CORE and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss. To become a registered supplier on ColoradoVSS: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

7. Bids must be in accordance with specifications set forth and subject to conditions herein and/or attached. All respondents are responsible for checking ColoradoVSS system for award; no other notification will be provided.

8. NJC is required to have a W-9 on file for every company it does business with. Complete the W- 9 located as Attachment A.

9. Reciprocity is mandated by statue. CRS 8-18-101 states, “When a contract for commodities or services is to be awarded to a bidder, a resident bidder …shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.”

10. All bids must be submitted on the bid form provided; no substitute forms will be accepted. Bid form must be signed by an individual with express authority to bind company.

11. Multiple bids will not be accepted. Each vendor is to submit one best offer bid.

12. NJC reserves the right to award each item/project to separate vendors, or award all of the items/projects to a single vendor.

13. A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5- 101 et seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5-http://www.colorado.gov/vss https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

103 prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS 24-76.5-103(3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS 24-76.5-103(4) if such individual applies for public benefits provided under this contract.

14. Contract performance outside of the United States or Colorado, 24-102-206. Prior to Contracting or as a requirement for the solicitation of any contract from the State for services, as appropriate, any prospective vendor shall disclose in a statement of work where services will be performed under the contract, including subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States of the State. If the prospective vendor anticipates services under the contract or any subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States or the State, the vendor shall provide in its statement of work a provision setting forth why it is necessary or advantageous to go outside the United States or

15. ILLEGAL ALIENS–PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 and 24-76.5-101.

The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8- 17.5-101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State. Attachment B.

16. PERA. NJC is a Colorado PERA affiliated employer. Pursuant to Colorado SB06-235 and C.R.S. 24-51-1101(2), NJC is requiring the vendor to complete the PERA form located as Attachment C.

17. Term: July 1, 2020 – June 30, 2021 with an option to renew for nine (9) additional years, one year at a time.

II. Mandatory Site Walk Through: There will be a Mandatory site walk-thru on Tuesday, September

17, 2019 at 2:30 p.m. at the Chuckwagon Café, 100 College Avenue, Sterling, CO.

Please allow sufficient time to get to Sterling by the meeting time. Late vendors will not be accepted; the door will be closed and locked at 2:30 p.m.

III. Insurance and PCI Compliance: Awarded contractor must execute the required agreement and furnish a Certificate of Insurance on Accord form that meets the state requirements:

a. The contractor shall provide certificates showing insurance coverage required by the contract to the State within 7 business days of the effective date of the contract, but in no event later than the commencement of the services or delivery of the goods under the contract. No later than 15 days prior to the expiration date of any such coverage, the contractor shall deliver the State certificates of insurance evidencing renewals thereof. At any time during the term of the contract, the State may request in writing, and the contractor shall thereupon within 10 days supply to the State, evidence satisfactory to the State of compliance with the provisions of this section. All policies evidencing the insurance coverage’s required hereunder shall be issued by insurance companies satisfactory to the State.

(1) Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of contractor's employees acting within the course and scope of their employment.

(2) Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

(a) $1,000,000 each occurrence;

(b) $1,000,000 general aggregate;

(c) $1,000,000 products and completed operations aggregate; and

(d) $50,000 any one fire.

(3) If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the State a certificate or other document satisfactory to the State showing compliance with this provision.

(4) Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit of $1,000,000 each accident combined single limit.

(5) The State of Colorado shall be named as additional insured on the Commercial General Liability (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent).

Coverage required of the contract will be primary over any insurance or self-insurance program carried by the State of Colorado.

(6) The Insurance shall include provisions preventing cancellation or non-renewal without at least 30 days prior notice to the State by certified mail.

(7) The contractor will require all insurance policies in any way related to the contract and secured and maintained by the contractor to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against the State of Colorado, its agencies, institutions, organizations, officers, agents, employees and volunteers.

b. PCI Compliance. PCI means payment card information including any data related to credit card holder’s names, credit card numbers, or the other credit card information as may be protected by the state or federal law. Contractor shall provide for the security of all PCI information in accordance with policies promulgated by the Colorado Office of Information Security and all applicable laws, rules, policies, publications, and guidelines including the most recently updated PCI Data Security Standard from the PCI Security Standards Council.

IV. Statement of Work and Specifications

Furnish all labor, materials, equipment, implements, parts and supplies necessary to operate at its expense the retail/convenience food service operations at Northeastern Junior College Campus in the space allocated for this operation. Contractor is responsible for all costs related to operation to include meeting required compliances, licensure, insurance, taxes, promotion and marketing, purchase of small wares and equipment, repair and maintenance of contractor supplied equipment, training, POS, office equipment/supplies, and other similar type operational expenses.

1. Minimum Hours of Operation.

a. Classes in Session (Chuckwagon Café)

(1) Monday – Thursday: 7:00-9:00 a.m.(breakfast); 11:15 a.m. – 1:15 p.m.

(lunch); 5:00-6:30 p.m. (dinner); 5.5 hours per day

(2) Friday: 7:00-9:00 a.m. (breakfast); 11:15 a.m. – 1:15 p.m. (lunch); 4:30 –

5:30 p.m. (dinner); 5 hours per day

(3) Saturday/Sunday: 11:00 a.m. – 12:30 p.m. (brunch); 5:00 – 6:00 p.m.

(dinner) 2.5 hours per day

Classes in Session (Pete’s Retreat)

(1) Monday – Friday: 7:30 a.m. – 9:00 p.m.

b. Closed on days following the posted campus closure schedule.

c. Closed on the Friday following Thanksgiving and December 24th.

d. Retail and resident dining is open during the time classes are in session and closed for all breaks. Catering will go on all year long regardless of breaks.

e. Requests for day and hour changes must be submitted in writing at least four (4) days prior to the requested change. Requested changes must be acknowledged and approved by NJC.

2. Operate at Contractor’s Expense. Purchase in its name and at its expense all food, *beverage, and supply inventory required for the operation of the services utilizing the Contractor’s purchasing system. Contractor to incur any and all operating expense including labor, salaries or other operating costs.

*Contractor must use the Community Colleges of Colorado System Office exclusive beverage contract (#2269 with Pepsi Beverages Company) for the sale of beverages. Beverages covered under the contract are nonalcoholic including carbonated soft drinks and frozen carbonated and noncarbonated beverages, naturally or artificially flavored fruit juices, fruit juice-containing drinks and sweetened or unsweetened fruit-flavored drinks, ready to drink tea products, ready to drink coffee products, all sports drinks products, and packaged waters. This includes beverages provided for any functions and events held at the College. Those beverages not covered under the contract are milk, isotonic, hot coffee, hot tea and hot chocolate.

3. Health Examinations and Licensing.

a. Contractor will be the provider of record subject to the State Department of Health, City of Sterling, and the Count of Logan license and applicable health and food safety requirements.

b. Premises shall be subject to inspection by the State Department of Health, the City of Sterling, and the County of Logan.

c. The Contractor will be solely responsible for coordinating and correcting deficiencies related to Health Examinations and License requirements.

d. Employees assigned to NJC shall meet all applicable health standards as required by law and as frequently as required by law.

4. Commissions. Vendor shall pay Client a commission as follows:

a. Guest Meal Sales 12% of Net Sales Any cafeteria sales to customers not on a meal plan

b. Conference Sales 12% of Net Sales

Any non-academic year sales for Summer conference groups

c. Retail Sales 6% of Net Sales

All sales from Pete’s Retreat

d. Catering Sales 10% of Net Sales

All non-college sponsored functions

e. Client Catering sales 0$ of Net Sales

Vendor shall prepare a statement of sales and commissions for each Accounting Period and shall submit such statement with any payment due to Client for such Accounting Period.

5. Personnel.

a. Contractor shall:

(1) Provide labor and related payroll expenses, with the exception of student staff provided by the College following established student employee hiring and scheduling requirements.

(2) Employ sufficient qualified management staff and employees to oversee daily operations and customer service.

(3) Provide the Vice President of Administrative Services the contact information (name and phone number) of employees to include the manager over the entire function, the on-site manager, and individuals working on our campus.

(4) Maintain a current Standard Operating Procedure that includes information on how you train your employees on appropriate customer service, dress code, employee standards, and ServSafe food handling procedures.

(5) Conduct background checks on those employees assigned to College, prior to beginning work. Requirements include:

a) Criminal history in the states where the individual resides/resided in the past 7 years for all employment.

b) Social Security Number verifications

c) Sex offender registry check that can be obtained at no cost through https://www.nsopw.gove/en-US/Search/Verification

b. College shall:

(1) The College Human Resources office has the final determination if an individual can work on campus, related to background checks.

6. Employment Policies. Contractor must adhere to employment policies that meet the requirements of all the US Department of Labor and State or local regulatory bodies. Comply with Discrimination and Affirmative Action Laws to the extent permitted by State Law.

7. Payment Methods. Contractor will accept payment methods of cash, debit cards, credit cards, and pre-paid meal options utilizing cards that students can purchase through the Cashier’s office.

8. Food Options/Menu.

Contractor provides:

a. Menu plan to include pricing, promotional specials, value pricing, and advertising.

b. Menu offerings to include:

(1) Ready to Go – packaged fresh meals and sides

(2) Freshly prepared food to order

(3) Gluten free, allergy friendly, healthy options, and medically required special diets not accommodated by regular menu will be met

(4) Weekly specials

c. Pricing changes can be requested after end of spring semester and must be submitted to College to review/approve prior to any changes. NJC reserves the right to deny any proposed price increases.

d. Food Products shall conform to minimum Federal and State standards

e. Sales Restrictions. Contractor is prohibited from selling the following items on the

College premises:

(1) Alcoholic beverages

(2) Cigarettes, e-cigarettes or tobacco related products

(3) College reserves the right to prohibit contractor from selling any items that it considers offensive to its students, staff or visitors.

9. Catering.

a. Contractor has an opportunity to provide catering services to the College Community at competitive prices for special functions/events on campus.

b. Catering services on campus is exclusive to awarded contractor. Departments/divisions on campus and third-parties with the exception of student clubs must arrange catering with the vendor unless vendor chooses to waive the event whereby the departments/divisions on campus and third-parties may arrange catering from an outside source. Student Clubs and Organizations will be an exception to this for fundraising events.

c. Catering service includes set-up, attendance, serving (if requested), and clean up.

d. Catering offerings should include ready-to-serve product available at a wholesale rate to the Sterling area during non-service periods.

10. Vending. Please include option for vending services for residence halls, academic buildings, etc.

11. Equipment.

a. Contractor Provides:

(1) Office equipment/supplies

(2) PCI Card Compliance Processing or Inventory Management (ICR) System https://www.nsopw.gove/en-US/Search/Verification

Contractor shall process credit/debit transactions on Client’s premises using Contractor provided technology systems and broadband internet connectivity.

This connectivity is to be provisioned by Contractor and this connectivity will exist independent of the Client’s existing network infrastructure. Client will grant Contractor access to all necessary points of demarcation for the provisioning of broadband internet connectivity and provide Contractor with physical cabling structure necessary to extend broadband internet connectivity to the credit/debit cardholder data environment and associated hardware. Should Client be unable or unwilling to provide such cabling, Contractor will install necessary cabling components using a Contractor contracted vendor and will grant Contractor access to all necessary demarcation points and data closets in order to complete installation.

Contractor will provide network security and management, and all associate hardware, for the credit/debit cardholder environment at Client’s premises through Contractor’s third-party provider. Contractor will adhere to and maintain its network and data security practices at Client’s premises in compliance with PCI DSS (Payment Card Industry Data Security Standard) https://www.pcisecuritystandards.org

b. College Provides:

(1) Food preparation equipment

(2) Small Wares

a) Dishware

b) Glassware

c) Flatware

d) Utensils and similar items

(3) Facilities

(4) Utilities

(5) Pest Control

(6) Fire Protection

(7) Security

(8) Suitable office furniture

(9) Telephone

(10) Meal program identification system

12. Maintenance of Equipment/Facilities.

a. Contractor shall maintain the allocated space in good order and condition to include:

(1) Daily cleaning and sanitation of all equipment and the area utilized.

(2) Daily discard of leftovers.

(3) As needed cleaning of wall, floor, windows, ceilings, and exterior of light fixtures.

(4) Maintenance and repairs of equipment purchased by Contractor.

b. College Provides:

(1) Maintenance and repairs for standard wear and tear of equipment that is the property of the College.

(2) General operational service and maintenance each semester.

(3) Maintenance of building to include plumbing, wiring, and structural repairs as they related to providing an operational space for the Contractor to operate. Improvements to the facility must have prior approval of College.

13. Accounting & Financial Reporting.

a. Maintain accurate and comprehensive accounting of operations. Allow College access to these records for the examination and audit of books.

b. Provide an efficient way to track and control food and beverage service costs.

Continuously monitor its operating expenses, take corrective action to lower expenses, and avoid increased costs.

c. Provide the Vice President of Administrative Services an annual profit and loss statement and quarterly report upon request.

14. Operate in strict compliance with all applicable laws, statutes, rules, regulations, and requirements of local, state and Federal governments and the policies, procedures, and regulations promulgated by the State.

15. Operate a proactive safety program for employees and operations, including responsibility for keys, equipment, and cash funds.

16. Incorporate sustainability practices in operations and promote actions for customer awareness.

17. Contractor will meet with Student Government a minimum of once a semester to discuss food service.

18. Make available suggestion boxes for customer input.

19. Contractor Evaluation. Performance will be evaluated on an annual basis in the areas of customer service, timeliness, cleanliness, sustainable practices, management, reliability, service and good quality, customer satisfaction, value pricing, hours of operations, meal/snack/drink options, food safety, and catering.

20. Bidding Minimum Requirements:

a. A minimum of three contracts of similar organization type, size and scope held by the bidder during the last three years. Provide information and references for these contracts – contacts and contact information must be current and they must have sufficient experience to speak knowledgeably concerning such issues as the implementation process, functionality, vendor support, and training.

Include, as a minimum:

Name of organization or institution Address A current contact name, phone number, mailing address, and email address Size of organization Dates of Contract

b. A minimum of five years experience providing food service management functions.

Provide information on your background and organizational structure including years in business, location of offices, form of business (corporation, partnership, etc., including State of Incorporation or names of partners), description of the offering organization’s size, longevity, and supporting services available.

c. Provide information on any contract terminations and the reasons.

d. College may request the bidder furnish supplementary information as is sufficient, in the opinion of NJC, to assure the bidder’s competence, business organization, and financial resources are adequate to successfully perform the contemplated work.

VENDOR RESPONSE FORM

(Submit the following information with Bid Proposal) All prices must be FOB Destination

Attach the following documentation to your bid:

1. A copy of your current Standard Operating Procedures (see Item 5a(4))

2. A menu that details offerings and pricing to include the information in Item 8.

3. A Fall Semester marketing plan to include a promotional plan that highlights value and healthy meal options. (Item

8).

4. Item 21, all minimum bidding requirements.

Furnish all labor, materials, equipment, implements, parts and supplies necessary to operate at its expense the retail/convenience food service operation at Northeastern Junior College in the space allocated for these operations.

Contractor is Responsible for all costs related to operation to include meeting required compliances, licensure, insurance, taxes, promotion and marketing, and equipment, repair and maintenance of contractor supplied equipment, training, office equipment/supplies, and other similar type operation expenses.

1. Year 1 Pricing $____________________________

Provide a pricing matrix to include 280 to 500 or more students. Also, provide meal plan options that includes number of days in the week available and number of meals provided in each plan. Additionally, provide any pricing variations for guests, students, faculty and staff.

We currently provide a total of 19 meals over the course of a 7 day week when school is in session. Contractor’s are encouraged to consider block meal plans or other meal plans that allow greater access to meals and do not place limits on the number of meals that can be used at any one meal time.

Any additional charges please detail here:

THIS COMPLETED PAGE MUST BE SIGNED AND RETURNED WITH YOUR PROPOSAL

Company Name

Assured Delivery Date

Terms

Address

Phone Fax

E-mail Address

Signature/Date

Printed Name Of Signature

Using the Federal Government definition, does your firm qualify as:

a small business YES _ NO a minority business YES NO If YES, state ethnicity:

a woman owned business YES NO a Service-Disabled Veteran Owned Small Business Located in Colorado

YES NO If YES, provide documentation issued through the US Depart. Of Veterans Affairs

A member of the State of Colorado VSS System

YES NO VSS Registration # (Must provide entire number, not the last few numbers)

Federal Identification #

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C