NSCC FOOD SERVICE RFP.pdf

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NORTH SHORE COMMUNITY COLLEGE

1 FERNCROFT ROAD

DANVERS, MA 01923

PROJECT D18-01

REQUEST FOR PROPOSAL

MANUAL FOOD SERVICE, CATERING SERVICES AND AUTOMATED VENDING

SERVICES

North Shore Community College intends to award an unsubsidized contract for the operation of

Manual Food Service, Catering Operations, and Automated vending Services for a five (5) year period effective July 1, 2017 through June 30, 2022. There after, the contract may be extended for two (2) optional one (1) year extensions through June 30, 2024.

Cafeteria and Vending locations: Catering locations include:

300 Broad St. Lynn, MA 200 30 Log Bridge Road Middleton, MA

1 Ferncroft Rd. Danvers, MA

RFP specifications are available, by contacting Richard Reney, Assistant VP Facilities

Management at rreney@northshore.edu and Reynaldo Ramos, Procurement Manager at rramos@northshore.edu Specifications may also be found on the Commonwealth of MA

Procurement site Commbuys at: https://www.commbuys.com/ and at:

http://www.northshore.edu/offices/fiscal/pdf/food-service-rfp.pdf

Vendors are requested to attend a conference and tour to be held at the Danvers Campus

Cafeteria on March 30, 2017 commencing at 9:00 AM, and tour the Lynn facility at 11:00

AM.

North Shore Community College reserves the right to reject any or all proposals and to waive any information in form or content if such action is deemed to be in the best interest of the College and the Commonwealth.

Proposals are to be returned duly signed and identified as a Food Service Proposal to the Office of Facilities Management, One Ferncroft Road, Danvers, MA 01923 on or before 1:00 PM, April

24, 2017. Proposals received after that time will not be considered.

If at the time of the due date or the conference/tour, North Shore Community College is closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, proposals will be accepted until 10 AM on the next normal business day. Likewise, the Vendor Conference will be mailto:rreney@northshore.edu mailto:rramos@northshore.edu https://www.commbuys.com/ http://www.northshore.edu/offices/fiscal/pdf/food-service-rfp.pdf

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CALENDAR OF EVENTS

Specifications available

Thursday, March 16, 2017

Pre-Bid Meeting & Tour Thursday, March 30, 2017;

9:00 am; Danvers Campus, 11:00 am; Lynn Campus

Deadline for Written Bidders Questions Friday, April 7, 12:00 Noon

Responses to be posted by Thursday, April 13, 3:00 pm

Proposals Due Monday, April 24, 1:00pm

Selected Vendor Presentation Scheduled May 8-11, 2017 - 45 minutes

Bid Award Week of May 15, 2017

Service Start UP July 1, 2017

All questions to be e-mail to Reynaldo Ramos and Richard Reney (no questions may be submitted by telephone).

E-mail: rramos@northshore.edu and rreney@northshore.edu

All amendments, responses to questions, etc. will also be posted on Commbuys.

The pre-bid meeting will begin at: Additional site visit will take place at:

Danvers Campus Cafeteria Lynn Campus Cafeteria

North Shore Community College North Shore Community College

1 Ferncroft Road 300 Broad Street

Danvers, MA Lynn, MA

9:00 AM 11:00 AM

Vendor Communication

Vendors are prohibited from communicating directly with any employee of the College except as specified in this RFP, and no other individual College employee or representative is authorized to provide information or respond to any question or inquiry concerning this RFP. Vendors may contact the contact person for this RFP in the event this RFP document is incomplete or the vendor is having issues obtaining any required attachment electronically from Commbuys.

www.northshore.edu.

mailto:rramos@northshore.edu ../../../Documents%20and%20Settings/user/Local%20Settings/Temp/XPgrpwise/rreney@northshore.edu

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“REQUEST FOR PROPOSALS”

FOR

FOOD SERVICE OPERATIONS

CONTENTS:

PART ONE-----------------------------------RFP REQUIREMENTS

PART TWO----------------------------------GENERAL CONDITIONS

PART THREE-------------------------------SPECIFICATIONS

PART FOUR---------------------------------APPENDICES

PART FIVE----------------------------------RESPONSE SECTION

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TABLE OF CONTENTS

NOTICE TO CONTRACTORS

PART ONE RFP REQUIREMENTS PAGE

1.1 General 6

1.2 Proposals 6

1.3 RFP Delivery Dates 8

PART TWO GENERAL CONDITIONS

2.1 Bonds & Insurance 9

2.2 Regulations & Permits 10

2.3 Equal Opportunity & Affirmative Action 11

2.4 Executive Order No. 130 Anti-Boycott Covenant 12

2.5 Executive Order No. 195 12

2.6 Indemnification & Hold Harmless 13

2.7 Protection of the Work & Property 13

2.8 Vendor References 13

PART THREE SPECIFICATIONS

3.1 Intent of Contract 15

3.2 Conditions of Operation 15

3.3 Communication with the College Community 16

3.4 Manual Food Service Operation 16

3.5 Food Service Patron Profile 17

3.6 Calendar and Hours of Operation 17

3.8 Menus 17

3.9 Cafeteria Menu Profile 18

3.10 Service Style 18

3.11 Catering Service 18

3.12 Automated Vending Services 19

3.13 Price Increases 19

3.14 Procurement 20

3.15 Method of Payment 20

3.16 Personnel/Staffing 20

3.17 Tuberculosis Test 21

3.18 Age Limitation 21

3.19 Space Assigned to Vendor 21

3.19 Lynn Location Improvements 21

3.20 Signage 22

3.21 Sanitation & Safety 22

3.22 Security 23

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TABLE OF CONTENTS (CONTINUED)

3.23 Graphics 23

3.24 Equipment/Utilities 23

3.25 Period of Contract 24

3.26 Vendor Compensation 24

3.27 Past Sales Records 24

3.28 Termination 25

PART FOUR APPENDICES

Attachment A Evaluation Criteria for Contract Award 27

Attachment B Academic Calendar 2009-2010 28

Attachment C Equipment List & Location 30

Attachment E Vendors Sales Worksheet 32

PART FIVE RESPONSE FORMS

Attachment F Proposal Form/Commission/Incentives 34

Attachment G Corporation Information 36

Attachment H Vote of Corporation 38

Attachment I Existing Food Service Contracts 39

Attachment J Staffing Schedule 41

Attachment K Cafeteria Portion & Price List 43

Attachment L Catering Price sheet 47

Attachment M Drug Free Workplace Policy 48

Attachment N Policy & Procedure Labor Manual 50

Attachment O Work - In - Harmony Statement 51

Attachment P Statement of State Tax Compliance 52

Attachment Q Environment & Sustainability 53

Check List 54

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PART ONE: -PROPOSAL REQUIREMENTS

1.1 GENERAL

General Specifications

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this bid. Words used in this bid shall have the meanings defined in 801 CMR 21.

Additional definitions may also be identified in this RFP. Unless otherwise specified in this BID, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency.

All times listed are Eastern Standard Time. All responses must be submitted in accordance with the specific terms of this RFP. No electronic responses may be submitted in response to this RFP.

Fair Competition

If a contract for the performance of this work is awarded, it will be awarded to the Vendor possessing the qualifications, ability, responsibility and integrity necessary to faithfully perform the provisions of the contract. The Vendor shall certify that he or she is able to furnish labor that can work in harmony as well as respect all customers and has the ability to maintain the highest professional standards at all times at North Shore Community College.

Rejection of Proposals

North Shore Community College reserves the right to reject any or all proposals and is not necessarily bound to accept the highest percentage return if it is contrary to the best interest of the

College. The right is reserved to reject any and all proposals and to waive formalities. Any unit proposal that contains a unit price, which is unduly high or low, may be rejected as unbalanced.

Intangible factors such as the vendor’s qualifications, employment practices and integrity, quality of response will also be weighed in making the award. (See Evaluation Criteria for Contract

Award)

1.2 PROPOSALS

Form

To receive consideration; all proposals must be submitted on the provided “PROPOSAL FORM”

(Attachment F) which must not be detached from these Contract Documents. All blank spaces in the Proposal FORM must be filled in legibly and correctly in ink.

Proposal

Vendor must submit their proposal based upon the specifications provided in the contract document. As part of their proposal, however, Vendor may submit supplemental provisions for consideration, which are ancillary to the specifications contained herein.

Costs

Costs that are not specifically identified in the bidder’s response, and accepted by the College as part of a contract, will not be compensated under any contract awarded pursuant to this RFP.

The College will not be responsible for any costs or expenses incurred by bidders responding to this RFP.

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Alternatives

A response which fails to meet any material term or condition of the RFR, including the submission of required attachments, may be deemed unresponsive and disqualified. Unless otherwise specified, bidders may submit responses proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated RFR specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the contract. The response should describe how any alternative achieves substantially equivalent or better performance to that of the RFR specifications. The College will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this RFR is to provide the best value of commodities and services to achieve the procurement goals of the College. Bidders that propose discounts and other benefits in addition to the RFR specifications may receive preference under this RFR as specified.

Vendor Conference

Before submitting a proposal, all vendors will be required to visit the sites of the proposed work to fully acquaint themselves with all existing conditions, facilities, difficulties and restrictions of the contract. North Shore Community College will hold a Vendor conference at 9:00 am on

March 30, 2017 at the Danvers Campus Cafeteria and the Lynn Campus at 11:00 am.

Lynn Location:

Room LW 235 (approximate 300 SF) may be made available to increase the area dedicated to

Lynn Food Service Operation. Vendors should include a description of how this space would enhance the Lynn food service operation, and improvements the vendor would offer.

Submission Understanding

By submitting a proposal, the vendor agrees and assures that he/she has examined the site and the specifications and that the specifications are adequate.

Vendor’s Qualifications

Proposals will be accepted only from those companies with the following minimum qualification:

A 5 years experience in the management of food service operations

B Documented experience to satisfactorily provide the proposed services

C Demonstrated commitment to environmentally friendly practices in the use of materials whenever possible including but not limited to paper plates, cups, utensils etc.

D A complete training program for on-site managers/staff to include NIFI sanitation certification and all other appropriate training programs as may be required by the Commonwealth of Massachusetts, Department of Public

Health.

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1.3 Delivery of Proposal

Vendors shall return their original proposal and six (6) copies in a sealed package, labeled

“FOOD SERVICE PROPOSAL”. Proposals will be received in the Office of Facilities

Management, 1 Ferncroft Road, Friends Building, Danvers, MA 01923 before 1 PM. on April

24, 2017. Any proposal received after the scheduled time will be rejected.

To receive consideration, all proposals shall be made in writing, on the forms provided, based on the specifications contained herein.

Execution of Contract

The vendor to whom the Contract is awarded shall, within (10) days after the prescribed documents are presented to him/her for signature, execute and deliver insurance coverage. The contract shall not be binding upon the college until it has been completely executed and a copy of such fully executed Contract and a “notice to proceed” is delivered to the Vendor.

The successful bidder must sign the Commonwealth of Massachusetts Standard Contract Form and Commonwealth Terms and Conditions with North Shore Community College.

The agreement, if awarded, shall be governed and construed in accordance with the laws of the

Commonwealth of Massachusetts, which include but are not limited to the items identified in the

Commonwealth of Massachusetts Standard Contract Terms and Conditions (OSD Forms are available at http://www.mass.gov/osd). Attached forms must be completed and signed by applicant. North Shore Community College intends to use this RFP and the successful proposal as a basis for the agreement.

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PART TWO: GENERAL CONDITIONS

2.1 BONDS & INSURANCE

Performance Bond

The successful vendor shall furnish with the executed contract a performance bond in the amount of TEN THOUSAND DOLLARS ($10,000). The performance bond shall be executed upon the

“Performance Bond” form provided with the completed contract. This form must be fully completed, signed in longhand, witnessed, and submitted with, and as part of, the contract.

Bond Premium Payment

The vendor shall pay the premium for the performance bond.

Power-of-Attorney Certification

Attorneys-in-fact who sign contract bonds must file with each “PERFORMANCE BOND”, a certified copy of their power of attorney to sign said bonds.

Insurance

The vendor shall carry professional and personal liability insurance sufficient to cover its performance under this contract.

Type of Insurance Minimums of Liability

Workmen's Compensation Statutory

(Including Employer's Liability)

Comprehensive General $500,000 each person

Bodily Injury Liability $500,000 each occurrence

Property Damage Liability $500,000 each occurrence

Comprehensive Automobile $500,000 each person

Bodily Injury Liability $500,000 each occurrence

Property Damage Liability $500,000 each occurrence

Insurance shall be with a company or companies licensed to do business in Massachusetts and acceptable to North Shore Community College. Vendor shall furnish North Shore Community

College with a Certificate of Insurance showing that such insurance is in effect. The policies will include a clause stating that the insurance will not be canceled or reduced without at least thirty (30) day’s prior written notice to North Shore Community College.

All liability insurance policies shall name North Shore Community College as an additional named insured and shall include a severability of interest clause with respect to claim, demands, suits, judgments, costs, charges and expenses arising out of, or in connection with any loss, damage, injury resulting from the negligence or other fault of the vendor, vendor’s agents, representatives and employees.

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2.2 REGULATIONS & PERMITS

Regulations

The Vendor shall accept responsibility for keeping fully informed of all existing and future State and Federal laws and Municipal ordinances, regulations and OSHA regulations as they pertain in any manner affecting those engaged or employed in the work, or the materials and equipment used or employed in the work, or in any way affecting the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction of authority over the same and of all provisions required by law to be made a part of this Contract, all of which provisions are hereby incorporated by reference and made a part hereof.

Section 504 of the Rehabilitation Act of 1973

As a Vendor to an institution receiving Federal funds, the successful vendor accepts full responsibility for compliance with Federal regulations regarding accessibility for disabled persons as provided in Section 504 of the Rehabilitation Act of 1973 and in the Americans with Disability

Act of 1990 in situations where the College is otherwise in compliance.

Taxes

Pursuant to Massachusetts General Law Chapter 62C and 49A, the Vendor certifies that it has complied with all Federal and State tax laws (Attachment P).

Permits

The Vendor will procure and maintain at his/her expense all permits, licenses or other authorities necessary for the lawful performance of this contract.

Alcohol Beverage Policy

Dispensing or consumption of alcoholic beverages on College property shall be strictly prohibited except as specifically approved by the College President. In the event approval is given to serve alcohol, the vendor is responsible to secure and hold all necessary permits and shall comply with all state and federal statutes or regulations. Bartenders and servers must have successfully completed recognized server training.

Smoke-Free Campus Policy

Smoking is prohibited within the confines of all college grounds, buildings and property.

Smoking is only permitted in private vehicles lawfully parked on campus lots. Effectiveness of the policy depends on the courtesy, respect and cooperation of all members of the campus community. Complaints concerning Contractor(s) of the College should be brought to the attention of the Facilities Management. It is anticipated that violators would first be reminded and provided with educational literature. Disciplinary measures would be expected to be reserved for repeat infractions or infractions that interfere with the College’s academic or workplace needs or responsibilities.

Public Records

All responses and information submitted in response to this RFR are subject to the

Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, 11 3/16/2017 Version 5.5

Section 7, Subsection 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded

Gambling Policy

Gambling or the use of unlawful gambling devices will not be permitted.

2.3 EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION

North Shore Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity and expression, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the

Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s

Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against

Discrimination, the Equal Employment Opportunities Commission or the United States

Department of Education’s Office for Civil Rights.

The undersigned as bidder, declares that the only parties interested in this proposal as principles are named herein; that this proposal is made without collusion with any other person, firm or corporation; that no officer or agent of NSCC is directly or indirectly interested in this bid; and he/she proposes and agrees that if this proposal is accepted he/she will contract with NSCC in accordance with the specifications, also the terms and conditions as spelled out in this bid form.

-No Person, including but not limited to corporations, partnerships, limited partnerships or limited liability corporations, shall be eligible to receive a contract under this invitation to bid and/or request for proposal if that person has been convicted of any felony offense involving the distribution of controlled substances as that term is defined under Chapter 94C of the General

Laws and, for contract to be performed for on-site services at North Shore Community College, if that person or any person to be employed by that person in the performance of such on-site services has been convicted of a “sex offense” or a “sex offense involving a child” or “sexually violent offense” or would meet the definition of “sexually violent predator” as those terms defined in Section 178C of the General Laws and who must register with the sex offender registry board.

The contractor will be required to indemnify and hold harmless North Shore Community

College, for all damages to life and property that may occur due to his negligence or that of his employees, subcontractors, etc., during this contract.

Nondiscrimination in Employment

The vendor shall comply with all state and federal statutes or regulations prohibiting discrimination in employment including, but not limited to the Americans with Disabilities Act, Section 504 of the

Rehabilitation Act, M.G.L. c.151B, M.G.L. c.93 103, M.G.L. c.12, 11I, Age Discrimination Act, Age Discrimination in Employment Act, or amendments to these or related provisions.

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Affirmative Action for Handicapped Workers

The Affirmative Action clause contained in Section 60-741.4 of the U.S. Department of Labor, Office of Federal Contract Compliance Regulations: Chapter 60, Part 60-741 relative to

Affirmative Action Obligations of Contractors and Subcontractors for Handicapped Workers is incorporated herein.

Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era

The Affirmative Action clause contained in Section 60-250.4 of the U.S. Department of Labor, Office of Federal Contract Compliance Regulations: Chapter 60, Part 60-250 relative to

Affirmative Action Obligations of Contractors and Subcontractors for Disabled Veterans and

Veterans of the Vietnam Era, is incorporated herein.

Immigration

The vendor shall comply with all state and federal laws and regulations relating to immigration as it may apply to the performance of this agreement.

Unemployment and Workers Compensation

Pursuant to Massachusetts General Law Chapter 151A, Section 19A and Massachusetts General

Law Chapter 152, the Vendor certifies and will produce evidence of compliance with all laws and regulations relating to payments to the Employment Security System, unemployment compensation fund and/or required workers compensation insurance.

Sexual Harassment

The Sexual Harassment clause contained in Title VII of the Civil Rights Acts of 1964, and Title

ID of the Educational amendments of 1972 shall be incorporated herein. It will be the sole responsibility of each vendor to insure that his/her employees abide by the Sexual Harassment

Regulations. Failure to do so may result in dismissal from the contract.

2.4 EXECUTIVE ORDER NO. 130 ANTI-BOYCOTT COVENANT

General

The Vendor warrants, represents and agrees that during the time this contract is in effect, neither it nor any affiliated company, as hereafter defined, participates in or cooperates with an international boycott, as defined in Section 999 (b) (3) and (4) of the Internal Revenue Code of

1954, as amended, or engages in conduct declared to be unlawful by Section 2 of Chapter 151 E, Massachusetts General Laws. If there shall be a breach in the warranty, representation and agreement contained in this paragraph, then without limiting such other rights as it may have the

Commonwealth shall be entitled to rescind this contract. As used herein, an affiliated company shall be any business entity of which at least 51% of the ownership interests are directly or indirectly owned by the Vendor or by a person or persons or business entity or entities directly or indirectly owing at least 51% of the ownership interests of the Vendor, or which directly or indirectly owns at least 51% of the ownership interests of the Vendor.

2.5 EXECUTIVE ORDER #195

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Pursuant to Executive Order 195, the Vendor shall provide the Department, the Governor, the

Secretary for Administration and Finance, the State Auditor, or their duly authorized designee(s), with reasonable access to and photocopies of the Vendors records, reports and other data relating to performance under this Contract, during the Vendors regular business hours and upon reasonable prior notice. Reproduction of such records shall be available at a reasonable expense.

2.6 INDEMNIFICATION AND HOLD HARMLESS

The vendor shall defend, indemnify and save harmless the Commonwealth of Massachusetts, North Shore Community College and Lessees, their officers, employees and agents, from any and all claims of liability, losses and cause of actions which may arise out of the performance by the

Contract.

2.7 PROTECTION OF THE WORK AND PROPERTY

The Vendor shall, at all times safely guard the College property from injury or loss in connection with this contract, and continuously maintains adequate protection of his/her work from damage.

Breakage and Damage

The Vendor shall be responsible for all breakage, and damage to property (real and personal) that may occur as a result of the fault, negligence, or nonperformance of duty on the part of himself or his employees in connection with the performance of the work herein specified. Repair or replacement of any such damage shall be commenced by the vendor within two (2) days of notification of such damage, and shall be completed expeditiously to satisfaction of the College.

2.8 VENDOR REFERENCES

Vendor must submit with this proposal a listing of six accounts operated by the vendor

(Attachment I), including contact persons, the number of years at each location, sales volume and reference information. Vendor may also be required to escort North Shore Community College personnel to existing food service contract locations as part of the bid evaluation process.

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PART THREE SPECIFICATIONS

3.1 INTENT OF CONTRACT

The purpose of this contract is to provide Manual Food Operation, Function Catering and

Vending Services that will provide to the students, faculty, staff and visitors to the College a variety of freshly prepared, nutritious, appetizing and affordably priced meals and snacks appropriate for breakfast, lunch and dinner at North Shore Community College. The College will award an unsubsidized contract with one (1) single primary vendor for all locations. The

Vendor will use and occupy, for such purposes, areas designated by the College.

In addition, the College will consider alternative proposals and options including Grab and Go, Branding, and Pre-packaged foods. Vendors are encouraged to submit alternate and creative responses that go beyond the RFP requirements that will provide a continuing improvement of quality of food service and hours of operations and exceed the College quality of service and financial goals. Any proposed alternative to or elimination of service, menu, hours of operation, product line, or other RFP requirement must be clearly and completely described. Alternative proposal may include possible special afternoon and/or Saturday grab and go (quick catering menu) to support student clubs activities.

3.2 CONDITIONS OF OPERATION

The vendor understands that issues involving students will be handled by the Campus Police and/or by the Dean of Students. Students are responsible for adhering to the Student Code of

Conduct and are disciplined through the judicial process as stated in the Student Rights and

Responsibilities section of the Student Handbook.

The vendor understands NSCC’s commitment to excellent service. Thus, the vendor will provide pleasant and courteous staff members and leaders who understand NSCC’s commitment to providing excellent customer service and who are willing to demonstrate professional responsibility to customer service issues.

The Vendor, for the period of this contract, shall operate manual food services offered on the premises of North Shore Community College. However, the College reserves the right to utilize the Culinary Arts Program, or have small staff meetings, “bake sales” and other similar activities sponsored by recognized student, faculty and staff organizations as determined by the Assistant

VP of Facilities.

Sales of candy, beverages, snacks or food in the College Bookstore are not governed or restricted by this contract.

The Vendor is responsible for:

Collecting, paying and reporting meal tax for all non-exempt patrons.

Food Service vendor is responsible to recycle cans and bottles sold at café locations and vending machines following College recycling policy

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Food service vendor is responsible for adhering to waste and trash disposal policies and practices instituted by the college i.e.: segregation of cardboard, recycling of vegetable oil, etc.

NSCC will provide Integrated Pest Management Services as needed.

3.3 COMMUNICATION WITH THE COLLEGE COMMUNITY

The vendor will meet regularly with the college to review services, discuss new initiatives and resolve concerns. The vendor shall inform the College of the home telephone and cell phone number of the Food Service Manager.

The Vendor will provide a suggestion box and posted written response to reasonable suggestions.

The vendor will conduct customer satisfaction surveys at least once per academic year to obtain feedback on cafeteria and catering services. The vendor will submit a written report within one month following the evaluation describing the survey findings and indicating any changes needed in the food service based on the evaluations.

3.4 MANUAL FOOD SERVICES OPERATION – GENERAL SERVICES

It shall be Vendors responsibility to provide a total food service operation including, but not limited to, the purchasing, cooking, preparation, refrigeration and distribution of food to College students, faculty and staff.

Current vendor food service includes the following services and operations, at the given locations.

Building

Service Operates Seats Location

Cafeteria Danvers 120 Berry Building 1st Floor

Cafeteria Lynn 146 McGee Building 2nd Floor

Catering Service shall be provided throughout the Day and Evening at various locations.

Included are Breakfast, Lunch, Dinner and Coffee Service.

Vending Services are to be provided at Danvers campus and Lynn campus.

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3.5 FOOD SERVICE PATRON PROFILE

Food service patrons will consist primarily of students, faculty and staff. Current enrollment is estimated below and is expected to remain at those levels over the duration of the contract. The

Fall 2016 estimated population is shown below:

Day Evening

*Students at Lynn Campus 1431 693

*Students at Danvers Campus 1958 451

Combination of students at both campuses 1832

Full-time Faculty, Staff at Lynn Campus 153

Full- time Faculty, Staff at Danvers Campus 266

Part-time Faculty/Staff at all Campuses 617

Note: * Student information provided by the Department of Planning & Research.

Faculty and Staff information provided by Human Resources

3.6 CALENDAR AND HOURS OF OPERATION

The successful vendor will provide food service as follows:

Base service: Operate during the Spring and Fall Semesters when classes are in session.

7:00 AM to 2:00 PM Monday thru Friday

Optional Service: Operate with limited Service o Exam Periods: 7:00 AM to 2:00 PM Monday thru Friday o Vacation periods, Intersession, Spring Break: 7:00 AM to 2:00 PM Monday thru

Friday o Summer: 7:00 AM to 2:00 PM Monday thru Friday o Evening Hours: 4 PM to 7 PM Monday thru Thursday (Fall and Spring

Semesters)

Note: Cleaning of food service areas to occur after hours of operation regardless of customer traffic.

3.7 MENUS

The Vendor shall be responsible for providing a variety of freshly prepared, nutritious, appetizing and affordable priced meals and snacks appropriate for breakfast, lunch and dinner at the

College. The Vendor in regard to the menus developed for the College facilities should observe the following parameters.

The Vendor shall offer holiday, theme, and ethnic menus in the cafeteria.

Develop an innovative menu, which emphasizes variety, nutrition, and quality.

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Utilize food displays and merchandising techniques to ensure customer satisfactions.

Provide service that complements the stature of the College.

Be responsive to changing meal trends and patron preferences, including cage-free, locally farmed, and environmentally friendly products.

3.9 CAFETERIA MENU PROFILE

A Cafeteria Menu Profile shall be submitted as part of the bid package.

All revisions to the menu or delivery format will be made only by mutual agreement between the vendor and the College. The approved Price and Portion book shall be available to the public in all cafeteria areas. Vendors are to submit a price and portion book based on their menus. Vendor prices and options are expected to be in effect for at least one year from start of contract upon approval of the College.

3.10 SERVICE STYLE

All food items may be served on disposable plates, bowls and cups.

Patrons will be expected to dispose of their plates before exiting the dining areas. Food service employees will circulate within the dining areas to maintain cleanliness of tables, remove trash and wash tables as patrons leave. Vendor is responsible for spot mopping and spillage cleanup during operation hours.

3.11 CATERING SERVICE

The Vendor shall have the opportunity for First Refusal of offering catering services on the premises of North Shore Community College. The Vendor shall not restrict the College’s right to utilize the Culinary Arts Program, or have small staff meetings, “bake sales” and other similar activities sponsored by recognized student, faculty and staff organizations as determined by the

Assistance VP of Facilities.

In the event that the College is unable to negotiate a fair price for a catered event, after providing the Vendor the opportunity of first refusal the College reserves the right to use an outside caterer.

However, outside caterers will not be allowed access to servers or kitchens of the two cafeterias without specific permission of the Vendor.

Vendor shall submit sample menus and price lists for catering services to include A.M and P.M.

“break” menus, hot and cold luncheons, and evening and dinner menus. Prices are to include total cost of goods, labor, recyclable/environmentally friendly supplies, and paper products, Vendors profit and the Colleges commission. China prices and other additional charges will be stipulated by ‘per person’.

The Vendor is to follow College procedures for authorization/contracting of catering services.

Internal events are invoiced directly to the College. For external events and organizations, the

Vendor is to follow College procedures for contracting catering services and will invoicing directly to the external organization. The College will assist in collections although all receivable functions are the responsibility of the Vendor. Invoicing shall be handled promptly and

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Historically there are approximately 250 events to be catered at North Shore Community College each year, (270 in FY16) such as coffee and pastry deliveries, lunch sandwiches for 15-20 people, walk-through lunches, small receptions etc. Vendors should be prepared to discuss their catering capabilities and to answer very direct questions about presentation, style, availability of catering supplies and equipment, (such as china service, glassware, buffet serving equipment, etc.) and general pricing schedules to the Food Service Committee.

Note: These catering events are not guaranteed catering event yearly.

3.12 AUTOMATED VENDING SERVICES

The vendor shall furnish all food, beverages, supplies, equipment and all management and labor necessary for the efficient, sanitary and ecologically sound operation of the automated vending services included in this proposal.

The College agrees to supply heat, light, electricity, and cold water as required for this equipment. However, the college shall not be liable for any loss which may result from the interruption or failure of any such utility services. The College may require and/or install

“vending miser” type energy conservation control devices. Vending machines must be energy efficient equipped.

The successful bidder shall be responsible for immediately reporting all the facts relating to loss, damage or break-ins to the college’s Campus Police Department.

Labeling on all items, including vended perishable foods shall comply with all USDA and FDA regulations. All perishable food shall be package coded and replaced with product on an inventory rotation schedule.

3.13 PRICE INCREASES

No price increases will be approved during the first year of the contract. Any requests by the vendor for price changes during the term of the contract shall be submitted in writing to the

College, and shall not be put into effect until approved by the College. The College will consider price changes for individual items when there is adequate justification. Whenever possible, requests for price changes shall be made in a timely manner that permits the College to review the request. Quality of food shall not be adversely affected if a price increase is denied.

Proper backup information (for either type of price increase) shall consist of documentation of cost increase history the Vendor has experienced. The College will review all requests and notify the Vendor within ten (10) working days of decision to grant or deny said price increase.

3.14 PROCUREMENT

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The Vendor shall procure food, beverages, and cleaning supplies for all outlets described herein.

The minimum purchase specifications that must be adhered to by the Vendor include:

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

Beef, lamb, and veal shall be USDA Grade Choice or better

Pork shall be U.S. No. 1 or U.S. No. 2

Poultry shall be U.S. Government Grade A

Fresh fish and seafood is to be top grade; frozen fish and seafood must be a nationally distributed brand, packed under continuous inspection of USDA

Dairy products:

Eggs - fresh USDA or stated graded “A”

Butter - USDA Grade “A” (92) score

Cheese - USDA Grade “A” for all graded cheese

Milk and milk products - USDA Grade “A”

Fresh fruits and vegetables - USDA fancy to USDA. Number “1” are to be used for all graded fresh vegetables and fruit as a minimum specification

Dry stored items and canned goods - Grade “A” fancy

Frozen fruits and vegetables - USDA Grade “A”

Purchase local food ingredients whenever possible.

3.15 METHOD OF PAYMENT

Current method of payment in cafeterias is both cash and credit/debit cards. In addition, the vendor is required, as part of the agreement, to accept student meal prepayment vouchers, as approved by the College. The Vendor will be required, as part of the agreement to provide credit card networking services for all equipment including point of sales and vending machines. The

College will not provide credit card network for food service as part of the agreement. The cost of credit card networking services would be the responsibility of the Vendor. Vendor is responsible for all Payment Card Industry – PCI compliance.

The vendor is encouraged to establish incentive promotions. (e.i: Point system to complement cash and credit sales) that would help provide more opportunities for low income students with affordable meals.

3.16 PERSONNEL/STAFFING

The Vendor shall provide at all times adequately staff of experienced and qualified employees.

For efficient service to the College community, the Vendor agrees to adequately staff all operations so those customers are served promptly. All Vendors’ staff will not be permitted to solicit gratuities. Correspondingly, a trained relief staff shall be available to substitute for the

Vendor’s regular personnel during their absence and to supplement the regular staff for large events. If, at any time during the contract period, the Vendor intends to replace the manager with a new individual, 10 days written notice to the College is required.

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Submit a description of the proposed staffing plan (Attachment J) for the cafeteria and catering services, indicating lines of authority and supervision of staff.

Submit one complete resume for the proposed general manager, and each manager of building locations.

Submit signed documentation from the instructor that the person in charge participated in a food safety-training program according to the Department of Health standards.

All employees of the Vendor will be attired in a standard uniform (excluding street clothes) that is satisfactory to the College. Uniforms shall be kept clean and neat at all times.

Employees are expected to wear appropriate name tags, hair covering, gloves, etc., while engaged in food preparation and service according to the Department of Public

Health requirement.

3.17 TUBERCULOSIS TEST

Each employee of the Vendor, working under the provisions of this Contract, shall, prior to executing any work on this contract, meet the State’s requirements of freedom from communicable tuberculosis in accordance with General Laws, Chapter 71, Section 558.

The Vendor is required to keep records of such testing and to make such records of testing available to the College upon demand.

3.18 AGE LIMITATION

Personnel employed by the Vendor shall not be less than eighteen (18) years of age.

3.19 SPACE ON PREMISES ASSIGNED TO VENDOR

The food service spaces are for the exclusive use of the Vendor and his/her employees during the term of the contract. However, the College will retain the right to enter the assigned food service space for inspections of equipment and the cleanliness of the areas. The assigned food service space and facilities shall be returned to the College at the end of the contract in a condition correspondent to the status existing at the time of entering into the contract, reasonable wear and tear excepted. It shall be the Vendor’s responsibility to maintain assigned spaces in good condition throughout the term of the contract in a manner befitting the College, and notify the

Facilities Management Department of any maintenance problems beyond the scope of the

Vendor’s negotiated responsibility.

Lynn Location improvements:

Room LW 235 may be made available to increase the area dedicated to Lynn Food service

Operation. Vendors should include a description of how this space would enhance the

Lynn food service operation, and improvements the vendor would offer.

The College reserves the right to enter any of these facilities by whatever mean is necessary to deal with an emergency or maintenance issues.

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The Vendor shall not sublet any of the premises assigned or subcontract any service without the written permission of the College.

All other special furnishing and/or equipment shall be furnished, installed and maintained at the

Vendor’s expense.

The primary vendor shall have full responsibility for shared use of assigned common facilities used by subcontractors. The Vendor shall be responsible for properly securing the kitchen and servery areas. The maintenance of lock hardware and key issuance shall be facilitated through the Chief of Campus Police.

At the termination of this contract or cancellation thereof, the Vendor shall promptly vacate the premises and return all College equipment in good condition subject to normal wear and tear.

The removal of any Vendor’s equipment will be subject to any lien, which the College may have against the Vendor to secure any unpaid charges due under this agreement.

3.20 SIGNAGE

The Vendor will be required, as part of the agreement, to plan and provide:

Interior wall treatments (paint or other wall covering);

Signage identifying servery stations;

Menu boards within the servery and at the entrance;

If any changes are required that improves lighting or is structural in nature, the College will, if they deem them appropriate, provide these changes.

The Vendor shall make no alteration nor erect any signs on the premises without written authority from the College. The Vendor shall maintain the occupied premises in good condition satisfactory to the College. The College shall have the right at all times to inspect to determine that the spaces used by the Vendor are maintained in a clean and sanitary condition.

3.21 SANITATION AND SAFETY

The Vendor shall maintain, at all times, the College food service facility in a clean and sanitary manner in accordance with the highest industry standards and will comply with all federal, state, and municipal laws, codes, and regulations. The Vendor will train all employees to follow a

“clean-as-you-go” policy. The food service facilities are subject to inspection by City, County and State authorized health department officials, fire department and other agencies relative to safety requirements. The Vendor is also responsible to notify the College, in writing, of any notices of violations, which are received during or in connection with inspections.

The Vendor will include action plans to correct conditions causing the violations. If at all possible, the College should be present at all inspections.

The Vendor shall adhere to the following standards and guidelines in the preparation, production and service areas.

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Clean all kitchen surfaces and equipment on a continuous basis and following each meal period.

Perform regular daily cleaning of all kitchens and serveries provide proper receptacles for trash and transport trash for daily disposal to College provided receptacles.

Keep public areas free of hazardous conditions.

Adhere to sanitation regulations for recommended warewashing temperatures or the use of chemical sanitizes.

Monitor the dining areas before and during service hours to maintain dining rooms in a clean and orderly fashion, including cafeteria tray conveyor, microwave, condiment station, etc.

Store all cleaning supplies in non-food areas.

At least one person will be on duty at all times for table bussing when food or beverages are being served through the manual operation of the food service. Vendor is responsible for general cleaning of the kitchen and servery areas assigned including walls to a reasonable height.

Vendor is responsible for all necessary table bussing, tabletop & chair cleaning, and spot mopping, spillage cleanup, removal of trash from the cafeteria seating areas. Cleaning materials, schedules and procedures are to be as approved by the College.

Note: North Shore Community College will provide Integrated Pest Management services for all food service spaces.

The Vendor will follow sanitation and safety procedures as required by Massachusetts Laws 105, 105CMR. Safety procedures will be subject to review by State and Town Board of Health

Inspectors.

3.22 SECURITY

The Vendor shall have the responsibility for determining that all appropriate equipment and lights have been turned off, and appropriate doors locked at the close of operation within the kitchens, serveries and storage areas.

The areas under the Vendor’s jurisdiction shall be his responsibility relative to security during the scheduled hours of operation.

3.23 GRAPHICS

The Vendor will be authorized to display the appropriate corporate graphic logo at designated locations within the food service facilities subject to approval by the College.

3.24 EQUIPMENT/UTILITIES

Certain items of permanently installed equipment will be provided by North Shore Community

College. The proper operation and maintenance of this equipment, as well as all repair and replacement costs resulting from negligence or improper use, shall be the responsibility of the

Vendor. The Vendor shall also be held responsible for all property damages or personal injuries

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The College shall provide water, heat, light, electricity, and data/telecommunications that currently exist in the assigned spaces.

Installation or connections of any additional utilities will be negotiated with the College and installed only after written approval by the College.

Items initially furnished by the College (Attachment C) shall be listed on a basic inventory approved jointly by the College and the Vendor at the start of the contract. Subsequent changes, additions or deletions to the basic inventory shall be in writing and approved jointly by the parties. On the anniversary date of the contract and 30 days prior to termination date of the contract, a joint inventory shall be taken by the College and the Vendor to verify the correctness of the inventory.

The Vendor(s) shall provide all serving equipment, including, but not limited to: mobile food service equipment, banquetwares, linens, chinaware, glasses, trays, stainless tableware, kitchen utensils, pots and pans, and all point of sale equipment. All such equipment shall be of suitable size and weight and shall conform to the utilities provided. Recyclable paper or plastic utensils, dishes and cups may be used for all cafeterias, except for functions as required.

3.25 PERIOD OF CONTRACT

The period of this contract shall be for 60 months, commencing on July 1, 2017 and expiring on

June 30, 2022, unless terminated as hereinafter provided. This contract may be extended for two

(2) optional one (1) year extensions upon mutual agreement.

3.26 VENDOR COMPENSATION

Vendor compensation is to be in the form of profits generated from sales. The response should describe, in detail, the calculation or term by which the vendor proposes to pay compensation/commissions to the College (% of sales net of sales taxes) Attachment F

3.27 PAST SALES RECORDS

Danvers Campus

Lynn Campus

Café Catering Vending Café Catering Vending Total

Sales Sales Sales Sales Sales Sales

2013 311,831 66,240 50,553 235,702 46,476 40,742 751,544

2014 302,821 57,600 47,164 237,589 80,406 40,244 765,824

2015 274,203 51,389 42,407 218,979 54,003 39,100 680,081

2016 254,689 58,455 44,622 184,001 33,011 40,247 615,024

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3.28 TERMINATION

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