QA 1 - CAFE.pdf

Florida Department of Transportation

RON DESANTIS

GOVERNOR

605 Suwannee Street

Tallahassee, FL 32399-0450

JARED W. PERDUE, P.E.

SECRETARY

Improve Safety, Enhance Mobility, Inspire Innovation www.fdot.gov

Questions and Answers #1

ADVERTISEMENT NUMBER: DOT-RFP-23-5005-CAFE

DESCRIPTION: District Five Deland Cafeteria Services

DATE: 5/15/2023

Questions from Pre-Proposal Conference

1. What is the population of the building?

Answer: The building currently has 461 Department of Transportation employees, with roughly 275 on site daily.

2. What is the average number of people serviced in the cafeteria/cafe a day?

Answer: Approximately 30-40 plates a day.

3. What do you and your team think is needed in order to increase this number?

Answer: Variety of offerings, reasonable prices.

3. Is the time for set up noted in the RFP (20 days) Negotiable?

Answer: No, current agreement ends 6/15 would like to minimize time without a vendor.

4. Can you tell us the exact items that are in the Employee Fund Vending machines so that we are not duplicating grab-N-go snacks and drinks?

Answer: The awarded Vendor will be given opportunities to view the Vending Machines in each Break Room.

5. Will we receive advance notice of additional guests in the building so that we can prepare?

Answer: The Department will make every effort to provide notice as soon as possible.

6. Are we able to set up tables/ areas to create bars (i.e salad bars, breakfast bar etc)?

Answer: Yes, with prior approval from Project Manager.

7. What qualities are most important for your team/ employees to have in this new cafe?

Answer: great food at an affordable price that is quick and accurate.

8. Are we able to push out menu, advertisements and weekly specials via email to the building?

Answer: Yes

9. Is there an additional storage area available? (Dry Storage) Answer: Yes, Dry storage area (cage in maint area)

10. Do we need our own payment system? or, Do you have one we are required to use?

Answer: Vendor will be responsible for the payment system.

11. Would a cashless system be acceptable?

Answer: Yes, would recommend cash and card service.

12. Does the RFP need to be delivered as a hard copy and digital?

Answer: Only a digital copy is required to be submitted. Directions for submission can be found in Special Condition 27 of the RFP.

13. Who is responsible for cleaning the cafe?

Answer: Vendor shall be responsible for the daily janitorial services to the food preparation and salad bar area. Vendor will be responsible for the cleaning of tables and seats during normal operating hours.

The Department’s janitorial vendor will be responsible for the overall janitorial services in the cafeteria area.

14. Who is responsible for cleaning the restaurant?

Answer: Vendor shall be responsible for the daily janitorial services to the food preparation and salad bar area. Vendor will be responsible for the cleaning of tables and seats during normal operating hours.

The Department’s janitorial vendor will be responsible for the overall janitorial services in the cafeteria area.

Additional Questions

1. Are City/ County workers allowed to come in for breakfast or lunch (meaning off of the street and not for a prescheduled meeting? i.e Police Officers, Road Workers, Safety & Sanitation workers etc.

Answer: No, service restricted to FDOT and guests on site for business.

2. What is the frequency of catering opportunities? On average, how many people are they for?

Answer: the HQ building hosts events that will provide large groups of people frequently. We can offer your services to other sites such as RTMC in Sanford and Kepler with approval from management on site.

3. As a part of our contract, can it be included that we are the sole exclusive catering vendor?

Answer: for the District Office HQ building yes.

4. In order to help us curate a customized menu for you and your team, what is the average hot lunch price you are looking to achieve? And, What is the average hot breakfast you are looking to achieve?

Answer: Breakfast $5-$12 Lunch $8-$15

5. How many days in advance will we be notified of additional guests being in the building so that we can prepare?

Answer: The Department will make every effort to provide notice as soon as possible.

6. Are we able to rearrange the cafeteria? Including relocating the employee microwaves?

Answer: Yes with Project Manager approval.

7. Are we allowed to decorate the cafeteria? Paint? Table Cloths? Table Decor? Pictures on the wall?

Answer: Yes with Project Manager approval.

8. Are we able to bring in our own equipment? (i.e Display coolers, External Griddle, Sautee, 4-Eye Burner, Buffet Table?

Answer: Yes

9. If we find that our initial menu line up is not as successful as we would like, are we allowed to change it? If so, how much notice do we need to provide?

Answer: Yes at least 1 week’s notice to allow for emails to be sent and reach as many employees as possible.

10. Given your past average amount of people serviced a day, what are your suggested staffing levels for the cafe? Or, Is there a minimum you are requiring?

Answer: given the available space and layout I would recommend 3-4.

11. Can you please tell us the types/ genres of food vendors that have been in cafe space in the past?

Answer: in the last five years, the two different Vendors in the Café space have specialized in Barbeque.

12. What is the turnaround time on repair requests? Equipment replacement request?

Answer: if facilities related, same day. If equipment related 2-5 days depending on parts. Equipment will be replaced if it is not repairable, estimated 2 weeks for delivery.

13. Can you please provide a copy of the last 2 Health Inspections?

Answer: unable to locate, will provide as soon as possible.