RFP 26-002 JR Catering Services.pdf

Request for Proposal

No. 26-002-JR

Catering Services

RFP Release Date: June 27, 2025

Proposal Due Date: Monday, July 21, 2025, 2:00 PM EDT Prepared By:

Jessica Ritchie-Smola, Purchasing Manager Purchasing & Auxiliary Service Department 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Phone: 248-341-2082 Fax: (248) 341-2085 Email: jjritchi@oaklandcc.edu mailto:jjritchi@oaklandcc.edu

2900 Featherstone Rd.

Purchasing & Auxiliary Services Department Auburn Hills, MI 48326-2845 RFP No. No. 26-002-JR Catering Services Phone: 248-341-2082 RFP Due Date: Monday, July 21, 2025, 2:00 PM EDT Fax: 248 341-2085

1.0 Proposal Invitation

Oakland Community College (“College” and/or “OCC”) seeks proposals from qualified Suppliers of catering services. The major goal of the project is to secure a pool of caters to service the college campuses, while having a priority cater to solely manage Building E, Culinary Studies Institute at the Royal Oak campus. The selected supplier(s) will be able to provide all service/specifications outlined in the RFP.

The proposal must be comprehensive by including all services, products and costs necessary to meet the business / technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a detailed approach/methodology, supplier and College staffing (if any) requirements, and any other expectations to complete the proposed work.

The College intends to enter into a contract effective August 1, 2025 through July 31, 2027 with option to extend for one (1) additional 12-month period.

The College prefers to maintain one (1) contact throughout the proposal process. Please appoint one (1) representative of your company with the responsibility for communicating with the College on all matters relative to this request for proposal. During this proposal process, all communications must be channeled through the Purchasing Services Department to ensure proper documentation and dissemination of information. Do not contact the departments directly.

Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, samples, and the recommendations put forth by the Supplier.

The College reserves the right to request follow-up information such as questions, demos and site visits prior to awarding the contract.

Supplier will be evaluated on the following criteria:

CRITERIA WEIGHT

Proposed Solution- 40 Points Menu Selection 10 Points Staff Training 5 Points

References 5 Points

Company Information 10 Points

Cost Proposal 30 Points

Total 100 Points

The College reserves the right to waive any irregularities; accept the whole, part of, or reject any or all proposals; and to select the Supplier which, in the sole opinion of the College, best meets the College's needs. The College also reserves the right to negotiate with potential Supplier(s) so that its best interests are served.

As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act (FOIA). Supplier shall assume that FOIA SHALL APPLY TO ALL RESPONSES AND CORRESPONDENCE SENT TO THE PURCHASING DEPARTMENT. Proposals and pricing may be subject to review after issuance of a final purchase order by the College. Any responses, materials, correspondence, or documents provided to the College are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act.

The College cannot be responsible for any expenses incurred in the preparation of any proposal or presentation, nor does OCC assume any contractual obligations by issuing this request for proposal.

2.0 Planned RFP Schedule

RFP Issued – June 27, 2025

RFP Pre-Bid Meeting – Virtual Zoom – July 7, 2025 @ 2:00 PM EDT

Topic: RFP 26-002 JR Catering Services Time: Jul 7, 2025 02:00 PM Eastern Time (US and Canada) Join from PC, Mac, iOS or Android: https://oaklandcc.zoom.us/j/89786401852

Or join by phone:

+1 309 205 3325 or +1 312 626 6799 (US Toll) Meeting ID: 897 8640 1852 International numbers available: https://oaklandcc.zoom.us/u/kdgCWUKtfa

RFP Site-Visit Meeting –Wednesday, July 9, 2025 @ 1:30 PM Royal Oak Campus, 739 S. Washington Ave., Royal Oak, MI 48067-3898 Meet inside main entrance foyer.

OCC parking structure is at the corner of S. Washington Ave and W. Lincoln Ave

Submission of Written Questions from Suppliers – July 10, 2025

Written Questions Responded by the College – July 14, 2025

RFP Due Date – July 21, 2025

Supplier Presentations – Tentative - August 4-5, 2025

Awarding of Contract – August 2025

3.0 Background of the College and Project

Oakland Community College was established in 1964 and has five campuses. The College’s current student enrollment is approximately 13,500 students for the fall semester, and is one of the largest institutions of its type in Michigan. OCC offers degrees and certificates in approximately 100 career fields and university transfer degrees in business, science and liberal arts.

Oakland Community College is located in Oakland County, Michigan and has five campuses:

Auburn Hills Campus, 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Highland Lakes Campus, 7350 Cooley Lake Rd., Waterford, MI 48327-4187 Orchard Ridge Campus, 27055 Orchard Lake Rd., Farmington Hills, MI 48334-4579 Royal Oak Campus 739 S. Washington Ave., Royal Oak, MI 48067-38988 Southfield Campus, 22322 Rutland Dr., Southfield, MI 48075-4793

The college’s Culinary Studies Institute offers multi career paths opportunities by offering culinary art degrees, pastry art certificate and hospitality management certificates. Culinary and continuing education events are also held throughout the year. OCC will open a new facility in August 2025 at the Royal Oak campus. The 78,000 square foot addition (Building E) that will house OCC’s award-winning Culinary Studies Institute. Building E is comprised of 3 floors, 5 teaching kitchens (about 3000sf each), full restaurant and bar (2878 sf), banquet facility, retail space, 2 full-service demonstration kitchens (1028 sf each), 3 classrooms (total of 2118sf, 705 sf when made into 3 classrooms). Two flex areas 2nd (3694sf) and 3rd floors (3452sf).

4.0 Project Scope / Objective

Oakland Community College is soliciting proposals from catering suppliers: 1 - to provide services to customers who wish to use the new facilities with a catering and/or alcohol service and 2 – catering suppliers to service other areas of the college including all 5 campuses. The goal of the RFP is to have one main cater that will become the OCC Building E Royal Oak Culinary Studies Institute priority cater and also a pool of alternate caters that can provide additional services when needed. The priority cater will have sole internal/external catering business for Building E Royal Oak. The priority cater will also be able to cater to all campuses, however they will be the only cater that may conduct full-service events in Building E Royal Oak. The priority cater will be working closely with the OCC Culinary Studies Institute. Alternate caters may do drop off service to the Building E RO, if the priority cater declines business, but will not be allowed to book parties. Alternate catering companies with be able to cater to Auburn Hills, Royal Oak (other buildings), Southfield, Highland Lakes and Orchard Ridge campuses. It is noted that Highland Lakes campus is slated to close Fall 2026.

The culinary institute also provides catering services and will have the first right of refusal. The priority carter would have any catering business that the culinary institute refuses and will be able to rent out Building E to their client accounts.

OCC does not guarantee any catering commitments. It is estimated that the college spends $150,000 or more in catering services. Catering companies are often used for full service events and informal events of 50 people or more. Catering supplier fully understands that OCC may allow food to be brought into the buildings on all our campuses (excluding RO Building E) by renters without being required to use a supplier from the College approved cater list. The college will provide a list to all renters.

OCC has the right to add or remove suppliers from the approved cater list at the sole discretion of the college.

Alcoholic beverages must be supplied by OCC. Due to OCC’s liquor license this is mandatory. No cater will bring ANY alcohol onto the OCC Campuses. OCC’s is a non-profit teaching institute, and regardless of any local/state law, absolutely NO alcohol can leave OCC’s Building E Royal Oak Campus. Immediate contract termination will occur if this clause it not adhered too.

5.0 Royal Oak Culinary Studies Institute Information

Facility information The event kitchen at the Royal Oak Culinary Studies Institute has everything you would need to cater an event. The facility can cater up to 200pp on the 3rd floor, when opening the room up to the flex area with movable nano walls. The facility has an additional 3694ft 2nd floor Flex area that can be used as well, and can accommodate up to 100pp in that area. Additionally, the facility has a large classroom and can be subdivided into three smaller rooms or one large room, total of 2118sf or 705 sf when made into 3 classrooms that can open up to hold and additional 75-100pp. The facility has two fully stocked demonstration kitchens, each are 1028sf, they hold about 30 people they are ideal for intimate setting. All of the areas are mixed-use area. The spaces areas equipped with numerous motorized drop-down screens with projectors, sound system with ceiling mounted speakers, media wall, fritted glass to cut down on glare, and dimmable lights.

The Banquet/Restaurant Kitchen has numerous pieces of cooking equipment warmers. A large service elevator is available at the service entrance, away from the general public entryways and access elevators. All which would be available for use. In addition, the use of plate, glassware and silverware are included. As well as all the tables and chairs.

Hours of operation for the facility will follow the OCC academic calendar. The facility is not open on holidays. The facility follows the OCC building operations schedule for hours of operation.

If the school is closed for a break, the cater will not be able to plan events during this time.

Saturdays will be available for booking catered events, except during college closures/holidays.

All event scheduling must go through an OCC Personal before booking the event for Culinary Studies Institute on Royal Oak.

Current college holiday closures:

• Martin Luther King. Jr. Day

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving Recess - Thursday to Sunday

• Winter Shutdown – Dec. 24, 2025 to Jan. 2, 2026 - Dated change annually

To see more information about the facility please visit https://www.oaklandcc.edu/new-culinary-institute/

Suppliers responsibilities for using facilities

Supplier shall maintain a clean and safe working environment as established under any applicable health and safety standards.

Supplier agrees to comply with all applicable State, County and City rules and regulations related to food service, including all then-current regulations to limit the spread of COVID-19.

Supplier agrees to follow all facility rules and must complete acceptance and return checklists.

Suppliers will be required to meet with the OCC Catering Event Chef staff member prior to the event to start and complete planning.

Supplier may not access the facility sooner than rental times contracted by the renter. Renter may add additional times if available and pay the appropriate fees.

Suppliers may unload at loading dock and park 1 vehicle in the parking lot, located next to the building. Additional parking is in the parking structure. If necessary they may park in pay spots at no cost to the college.

All cooked food to be used at the facility must be prepared off-site. Food placed in the refrigerator must be covered. Kitchen facilities are only for staging, plating, warming, and organization. Dish machines and 3 compartment sinks will also be available. Supplier may use available equipment provided in the Flex and Banquet Kitchens.

Suppliers are responsible for cleaning all equipment used and placing equipment back to original location. When clean, equipment must be free of food particles, liquids and stains and turned off. Damages by supplier include but are not limited to clogged sinks, dirty floors and counter tops. Damage to equipment during use by supplier will result in a damage fee being assessed for repair or replacement of equipment. Equipment that is not cleaned will result in a cleaning fee being assessed as well as jeopardizing their place on the permitted cater list.

Suppliers must remove everything they bring on to the premises including equipment, decorations and supplies prior to the end time that was agreed upon with the renter and facility.

No storage prior to or post rental times, some concessions will be made; such as ice sculptures, wedding cakes, etc. may be considered for early drop off. Please work with Catering Event Chef staff.

https://www.oaklandcc.edu/new-culinary-institute/ https://www.oaklandcc.edu/new-culinary-institute/

Suppliers are responsible for bagging and removing to the dumpster any/all trash/recycling from the tables, sinks, counters, floors and trash containers in the kitchen and facility that has been generated by the catering operation.

Supplier is responsible for leaving the facility in the condition found. The supplier should work with the renter and facility attendant to insure this is completed before leaving the site.

Since the OCC Culinary institute is a culinary arts training center; above all suppliers shall be good citizens in regards to our students, staff, and guests. Keep noise to a minimum during load-ins and load-outs, particularly during daytime time hours. Be efficient and ensure that all staff is leaving the area in an orderly and respectful way. Breaking any traffic or safety laws while entering or leaving the park area will not be tolerated and may result in Suppliers being removed from the permitted cater list.

BEVERAGE PROVIDER REQUIREMENTS

Supplier is responsible for confirming all bartenders employed for any event at OCC must have a TIPS Certificate to be able to bartend at any OCC campus.

Supplier will ensure 3rd party beverage providers with an OCC representative of the facility prior to the event to complete planning.

All distribution and consumption of alcoholic beverages shall be limited to the inside of the OCC Building E Royal Oak. No beverages for any reason are allowed outside of this building. All distribution and consumption of alcoholic beverages shall be limited to areas within the walls of OCC Building E Royal Oak unless otherwise defined by a rental permit.

It is the responsibility of the supplier to insure there is no consumption of alcoholic beverages outside of the permitted areas for alcohol at the facility.

A professional bartender or beverage concierge, employed by the supplier, must serve alcoholic beverages in accordance with all applicable laws and regulations. Alcohol is not permitted on the premises unless a bartender/concierge, employed by the supplier, is on site. All alcohol shall be brought on the premises and removed by OCC Culinary Purchaser. OCC Certified Executive Chef on staff at the event will be your contact for all alcohol.

For all beverage concierge operations, the supplier shall provide responsible and reliable staff during all hours of operation.

All suppliers will abide by the OCC’s smoke/tobacco free policy which includes, but is not limited to the use of cigarettes, e-cigarettes, cigars, and vaping products within all college buildings/adjacent grounds, parks and open space areas. Failure to follow this policy will not be tolerated and may result in Suppliers being removed from the permitted list.

6.0 Project Specifications / Requirements

Royal Oak Culinary Studies Institute Building E priority cater OCC will receive a 18% service charge on billing on all full-service catering fees. For use of the building, Catering Chef, facility, maintenance, and security services. This amount will also cover usage of tables, chairs, plates, silverware, glassware, reheating and holding kitchen equipment, and utilities. The supplier is to make this payment to the college within 30 business days, after the event. The supplier shall include a copy of the itemized customer invoice when submitting payment. The college may request additional documentation for purposes of determining the correct service charge.

The supplier will be expected to obtain their own catering corporate clients to host at the facility. The college does not anticipate the facility to host weddings at this time. The supplier will show proof of having a corporate customer base. Supplier must be willing and able to book corporate accounts at the Culinary Studies Institute. The priority cater will have experience with a marketing plan to bring events to the RO facility.

All Catering Suppliers Supplier must be professionally licensed and must be on file with the State of Michigan. Please supply a copy of your Catering license and Liquor license (if applicable) with your proposal.

Supplier shall provide information about their catering facility and highlight any preparation or product sourcing.

For all full-service events, the supplier will be required to provide responsible and reliable staff during all hours of operation. Supplier shall provide information on current staffing levels and training procedures for their staff.

Supplier shall provide sample menus and/or other food options. Supplier shall focus on their area of expertise. Menus should include multiple event types; corporate catering, social event catering, at different times of day, breakfast, lunch, dinner. Menus and food options should include pricing information. Supplier shall provide any extra fees that will be charged.

Suppliers may be asked to provide a taste testing of their menu to the evaluation team for the RFP process.

Supplier shall address all training that is offered to their catering staff. This should include servers, bartenders, food handlers and chefs.

7.0 Pre-bid Meeting

A virtual zoom Pre-bid meeting will be held July 7, 2025 @ 2:00 PM Topic: RFP 26-002 JR Catering Services Time: Jul 7, 2025 02:00 PM Eastern Time (US and Canada) Join from PC, Mac, iOS or Android: https://oaklandcc.zoom.us/j/89786401852

Or join by phone:

+1 309 205 3325 or +1 312 626 6799 (US Toll) Meeting ID: 897 8640 1852 International numbers available: https://oaklandcc.zoom.us/u/kdgCWUKtfa

A walk-thru will be held Wednesday, July 9, 2025 @ 1:30 PM the Royal Oak Campus, 739 S.

Washington Ave., Royal Oak, MI 48067-3898. No other site visits will be scheduled at this time.

A supplier representative should be present at the pre-bid meeting to visit the site and examine the conditions of the location. The purpose of the meeting will be to clarify any issues in the RFP documents and answer supplier’s questions. No additional allowances will be made for lack of knowledge of the campus conditions. Failure to attend the walk-thru meeting may affect the overall award of a contract to the priority Building E Royal Oak.

8.0 Pricing

Supplier shall provide all pricing as part of their menu submittal. The pricing shall any additional fees, including time limits, number of services, cancellation fees, and travel fees.

For the Royal Oak Culinary Studies Institute Building E priority cater - OCC will receive a 18% service charge on billing on all full-service catering fees.

9.0 RFP Submittal Requirements

The following requirements must be met when responding to this RFP:

A. A comprehensive solution to achieve the project specifications listed above.

B. Supplier Company Information

1. Background - Brief history and background of your company as well as the length of time you have supplied services requested in this RFP. Describe the product(s) and service(s) being offered for this solution.

2. Industry Recognition - What industry recognition has your company received?

3. Customers- Who are your key customers? Do you specialize in a certain vertical?

4. Current staffing information

5. Professional resume for suppliers recommended dedicated Point of Contact

(POC) with OCC.

6. Provide copy of all Licenses help/required for state and local governments.

C. Training - Please provide an outline of your training for staff.

D. References - The Supplier must provide 3-5 current customer references. References should reflect organizations that have similar requirements, scope of work and contract value.

E. Proof of Insurance – Supplier shall provide a sample certificate to the College in their proposal. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Awarded supplier will need to provide insurance as outlined in the Sample MOA, noting the College as a certificate holder.

F. A statement acknowledging the supplier’s understanding of the scope of this RFP.

Signature Page)

G. The supplier must provide a comprehensive price proposal that outlines costs of products or services, travel expenses and any other costs incurred, as well as all assumptions. Refer to section 6.0 Pricing. Menus should be provided in this section.

Oakland Community College holds a tax-exempt status and shall not be charged any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when required.

10.0 Submission Directions

A. Submission – OCC will receive online proposals on or before Monday, July 21, 2025 @ 2:00 PM EDT. Late proposals will NOT be accepted. Proposals shall follow the format outlined in this document.

Online Response ONLY: It is the supplier's/respondent’s responsibility that the responses are entered/uploaded into the Bidnet/MITN system -www.bidnetdirect.com//oaklandcommunitycollege prior to the due date and time specified. Supplier shall submit Pricing/Menu as a separate file when uploading files.

Allow sufficient time to go through the uploading process. For assistance on how to upload, contact Bidnet directly at (800) 835-4603. The Bidnet/MITN system will not allow for late submittals and a submittal must be completed before the due date and time. This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

B. Questions

Discrepancies in, omissions from, or any uncertainties regarding the specifications, along with any questions shall be submitted online at www.bidnetdirect.com//oaklandcommunitycollege.

The deadline to submit questions Thursday, July 10, 2025 by 2:00 pm EDT. All questions received by the deadline date will responded to by Monday, July 14, 2025 by 4:00 pm EDT. Questions received after the deadline may not be responded to. Suppliers are not always notified when answers are posted. Please review Bidnet’s Communications tab after the response date and time.

11.0 Exceptions to the College’s Terms and Conditions

While it is OCC’s preference that the supplier sign the standard College’s standard contract template (Attachment A – OCC Sample Agreement) “as is” and in fact the College may consider extensive changes to the agreement as a reason to exclude a supplier from further consideration; supplier may take select exception to terms and conditions. The supplier must clearly set forth each exception in its proposal, referencing the affected RFP or Agreement section, paragraph and page. The supplier must set forth the reason(s) for the exception and indicate what (if any) alternative is being offered by the supplier. OCC will determine (at its sole discretion) the acceptability of any proposed exception(s).

https://urldefense.proofpoint.com/v2/url?u=http-3A__www.bidnetdirect.com_oaklandcommunitycollege&d=DwMFog&c=una-pXNGImYYzRFBqkF0Hz9PeRCFg3resbd87RWzT8U&r=iHJG0Hm9KBs1XA5pupNaO8plq7yqAH0SLMPnw3z-M0A&m=ZrZqGO6VZgvBijo10x3LU18OSmZoVbqa2KSOp90mR9FoEYHDb3MFcGW2pX4IggOr&s=JRWlu8XpHY67mBixinzLCFaF5QUqqI3iq5rCcYNYjm0&e= http://www.bidnetdirect.com/oaklandcommunitycollege

This RFP and any subsequently offered contracts will be governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed incorporated herein.

12.0 Proposal Submission Format

The following table is a summary of the required proposal submission format for this RFP.

Please structure your proposal submission per the content and sequence below. Where noted under “Template for Submission”, utilize the attachments provided with this RFP for inputting your responses.

Proposal Section

Section Title Template for Submission

Intro Title Page

Open-Ended Responses

(see proposal sections for overview of content required)

Table of Contents

1.0 Ability to meet Project Scope and General

Specifications

2.0 Supplier Company Information

3.0 Training

4.0 References

5.0 Insurance

6.0 Exception to College terms and conditions

7.0 Signature Page

8.0 Cost Proposal – Menu Samples (Submit as a separate file)

SIGNATURE PAGE

This page must be signed and submitted with the proposal to ensure a valid response. PROPOSALS

SUBMITTED WITHOUT THIS SIGNATURE PAGE CAN BE RENDERED INVALID.

By virtue of submittal of a proposal, Supplier acknowledges:

• That all of the requirements of this RFP have been read and understood.

• That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any State or Federal department or agency.

• Any responses, materials, correspondence, or documents provided to OCC are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with the Act.

• Is NOT an Iran linked business as defined in MCL 129.312

• By signing below the Supplier warrants that the information submitted is complete and factual.

• The individual signing below has authority to enter into this on behalf of Supplier.

• Proposal shall remain valid for a minimum of one-hundred twenty (120) days.

Company Name

Signature

Date

Printed Name

Title Address

City, State, Zip

Email Phone

EIN D & B No.