SOUTH DAKOTA BOARD OF REGENTS

REQUEST FOR PROPOSAL

RFP SDBOR07142026

FOOD SERVICE OPERATIONS

Dining Service Operations for SDBOR Institutions

Proposals due to: Proposals must be received by:

Heather Forney 2:00 PM, October 16, 2026 South Dakota Board of Regents Vice President Finance & Administration 306 East Capitol Ave., Suite 200 Pierre SD 57501 Heather.Forney@sdbor.edu

RFP – Point of Contact Jessica Preister University of South Dakota AVP for Business Servies & Auxiliary Financial Operations 414 East Clark Street Vermillion, SD 57069 605-658-3624 Jessica.Preister@usd.edu

Note:

All proposals must be completed and received by the date and time indicated above. Proposals received after the deadline will be late and ineligible for consideration.

All proposals must be signed (may include electronic signature) by an officer of the Offeror who is legally authorized to bind the Offeror to the proposal and emailed to the address above.

RFP Contact – all questions and communications must be routed to Jessica Preister, AVP for Business Services & Auxiliary Financial Operations, University of South Dakota by email at jessica.preister@usd.edu.

The person designated above shall be the only point of contact during the RFP process. To ensure the integrity of the RFP process, prospective Offerors are advised not to contact anyone else unless directed by Jessica Preister. A copy of the RFP and any amendments or other documentation will be maintained at https://sdbor.edu/departments/finance-administration/rfp

Issue Date: July 14, 2026

TABLE OF CONTENTS

Dining Services for South Dakota Board of Regents System

Section # Page # Description 1 Cover Page

2 Table of Contents

1. 3 Introduction

2. 4 Nomenclature

3. 4 Basis of Award

4. 5 Pre-Proposal Campus Site Visits

5. 5 Pre-Proposal Conference

6. 6 Proposal Submittal

7. 7 Food Service Consultant

8. 7 Schedule of Activities

9. 8 Transfers and Subcontracting

10. 8 Transition Plan

11. 9 Anti-Competitive Practices

12. 9 Solicitation and Responsiveness to Offer

13. 9 Public Information

14. 10 Period of performance

15. 10 Authority

16. 10 Campus Context

17. 11 Campus Service Specifications

18. 11 Technical Proposal

19. 19 Financial Proposal

20. 24 Technical & Financial Evaluation

21. 25 References

22. 25 Site Visit/Formal Presentation

23. 25 Negotiation Process

24. 26 Terms and Conditions

25. 26 Certification Relating to Prohibited Entity

26. 26 Restriction of Boycott of Isreal 27-29 Appendix A – Campus Site Visit & Finalist Interview Information

30-63 Appendices B-G – Current Campus Food Service Information 64-73 Appendix H – Current SDBOR & Contractor Technology Checklists 74-81 Appendix I – Capital Investment and Remaining Amortization Requirements 82 Appendix J – Submittal Form

1. INTRODUCTION

The South Dakota Board of Regents (SDBOR) is soliciting proposals from qualified, professional food service management companies to provide comprehensive services to successfully operate the Dining Services Program(s) at its six public universities as follows: Black Hills State University (BHSU) – Spearfish, Dakota State University (DSU) – Madison, Northern State University (NSU) – Aberdeen, South Dakota State University (SDSU) – Brookings, South Dakota School of Mines & Technology (SDM) – Rapid City and University of South Dakota (USD) – Vermillion. Consideration should also be provided for Food Service options at the two university centers, USD – Sioux Falls and BHSU – Rapid City. This solicitation excludes the South Dakota Services for the Deaf and the School for the Blind & Visually Impaired. The successful Contractor(s) will be expected to commence services according to the following schedule:

BHSU – July 1, 2027 DSU – July 1, 2027 NSU – July 1, 2027 SDSU – July 1, 2027 SDM – July 1, 2027 USD – July 1, 2027

SDBOR has three main priorities in selecting a Contractor to operate its Dining Services Programs, listed in order of importance: Food, Facilities, and Financial Value.

The highest priority is the quality of the dining experience. This includes food quality, variety , menu options, customer service, competitive price/value, and the Contractor’s ability to refresh and adapt dining concepts to meet changing customer preferences. SDBOR seeks proposals that provide diverse, high quality dining options and innovative meal plan offerings for its resident students, commuter students, faculty, staff, guests, and visitors.

The second priority is the convenience, condition, and operation of dining facilities across the campuses.

SDBOR views the maintenance, appearance, and functionality of the dining facilities as a shared responsibility between the University and the Contractor. Proposals should demonstrate an approach that supports clean, welcoming, efficient, and well-maintained dining environments.

The third priority is the financial value provided to the Universities. This includes competitive pricing, commissions, revenue-sharing arrangements, minimum annual guarantees, and any proposed capital investments. Financial proposals should clearly identify commissions as a percentage of gross sales revenue and/or minimum annual guarantees. Existing capital investments are outlined in Appendices B-G. Future capital investments are encouraged and should be described in detail in the Offeror’s proposal.

SDBOR seeks to improve the efficiency and quality of dining services for students and staff across its six unique campuses. Offerors may submit proposals for one campus, multiple campuses, or all six campuses. However OFFERORS MUST CLEARLY IDENTIFY EACH CAMPUS FOR WHICH

THEY ARE PROPOSING AND MUST PROVIDE A SEPARATE CAMPUS SPECIFIC OFFER,

INCLUDING OPERATIONAL AND FINANCIAL TERMS, FOR EACH CAMPUS PROPOSED.

SDBOR encourages Offerors to propose service model that combines centralized strategy, policies and administrative support with decentralized campus-level operations. Each campus will enter into a separate contract with the successful Offeror.

The following management services are desired for the operation of the Dining Service Program(s):

The Contractor shall serve as the exclusive provider of dining services for each University. Dining services may include, but are not limited to, all-you-care to-eat dining facilities, branded or franchise concepts, food courts, snack bars, coffee kiosks, quick-service and convenience-oriented grab-and-go venues, lunch service at designated campus locations, cafes, and the sale of packaged fresh foods at other campus locations. Additional dining concepts or services mutually agreed upon by the Contractor and the University may also be included in the contract.

The Contractor shall have the first right of refusal for catering services associated with University-sponsored and non-University events held on campus. Any campus-specific exceptions will be noted in the Campus Specific Information (Appendices B-G).

The agreement shall not include vending services, which are governed by separate university-specific agreements, including those related to vending operations and campus pouring rights. The successful Contractor must coordinate with each university’s designated beverage vendor and comply with all applicable beverage exclusivity and pouring-rights requirements.

2. NOMENCLATURE:

For purposes of this RFP, SDBOR and University may also be referred to as “the Contracting Agency”;

the terms “Offeror(s)” and “Contractor(s)” may be used interchangeably, although Contractor(s) will generally mean the successful Offeror(s); and the term “Dining Services Program,” when used, describes both the dining services and catering programs at each University.

3. BASIS OF AWARD

SDBOR intends to award one or more contracts for dining services at its six unique universities. Awards may be made to a single Offeror for all campuses, to multiple Offerors serving different campuses, or to a combination of Offerors, as determined to provide the best overall value and service to the SDBOR System, its students, faculty and staff. Additional information regarding the evaluation process is provided in the Evaluation and Award Criteria section.

SDBOR reserves the right to make multiple awards, reject any or all proposals, waive minor irregularities, and make award decisions deemed to be in the best interest of SDBOR.

Selection for award and execution of contract(s) will be conducted in accordance with applicable South Dakota statutes, procurement regulations, policies, procedures, and the terms and conditions of this solicitation.

For each university, SDBOR will award a contract to the responsible Offeror(s) whose proposal is determined to be the most advantageous to the University and SDBOR, considering price, service, operational approach, and other factors identified in this solicitation.

Unless otherwise stated, SDBOR may award contracts based solely on initial proposals received, without discussions or negotiations. Accordingly, each proposal should represent the Offeror's best terms from both a financial and technical perspective.

SDBOR reserves the right to conduct discussions or negotiations with any or all Offerors. If Best and Final offers are requested, they will be evaluated against the same criteria applied to the initial proposals.

This solicitation does not obligate SDBOR to reimburse any costs incurred in the preparation or submission of proposals, nor does it obligate SDBOR to award a contract for service.

All contracts resulting from this solicitation will incorporate the requirements of this Request for Proposals and the successful Offeror's proposal. The successful Offeror(s) will be required to execute a separate written contracts for each participating university and comply with all applicable contract terms and conditions.

Offerors may submit proposals for any individual university, any combination of universities, or all six universities.

4. PRE-PROPOSAL CAMPUS SITE VISITS

Campus site visits will be held on each of the six University campuses according to the following schedule. Please see Appendix A for more information regarding the campus visits. Offerors are encouraged to provide a list of representatives that will be in attendance.

NSU – July 28th SDM – July 29th BHSU-RC – July 29th afternoon BHSU – July 30th USD – August 4th USD-SF – August 4th afternoon DSU – August 5th SDSU – August 6th

5. PRE-PROPOSAL CONFERENCE/QUESTIONS

A mandatory Pre-proposal Conference will be held (August 31, 2026 at 1:00 PM CST via Zoom).

Failure to attend shall eliminate a potential Offeror(s) from being considered.

The purpose of the Pre-proposal Conference is to discuss the requirements of the RFP and to provide clarifications to potential Offerors. Offerors are asked to review the RFP thoroughly prior to the Pre-proposal conference to facilitate a productive meeting. Submitting questions and/or comments in writing prior to the meeting is encouraged. Such questions or comments must be emailed to Jessica.Preister@usd.edu.

No changes to any of the requirements of the RFP will be issued at this meeting. No statements of any University representative, or information contained in the Pre-proposal Conference summary, if obtained by the Offeror, shall be relied upon as changing the language or intent of the RFP. All changes, if any, shall be issued in the form of a written amendment only. It is the sole responsibility of the Offeror to ascertain that all amendments have been received prior to the RFP closing date.

Any prospective Offeror desiring an explanation or interpretation of the solicitation, specifications, provisions, etc., must request it in writing no later than September 4th to allow a reply to reach all prospective Offerors before the submission of their proposals.

Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective Offeror concerning a solicitation will be furnished promptly to all other prospective Offerors as an amendment of the solicitation, if that information is necessary in submitting proposals or if the lack of it would be prejudicial to any other prospective Offerors.

6. PROPOSAL SUBMITTAL

THE OFFEROR MAY SUBMIT PROPOSALS FOR ONE, MULTIPLE, OR ALL SIX

UNIVERSITIES IDENTIFIED IN THE INTRODUCTION SECTON. A SEPARATE SECTION

MUST BE INCLUDED WITHIN THE PROPOSAL FOR EACH UNIVERSITY FOR WHICH

THE OFFEROR IS SUBMITTING A PROPOSAL.

The Offeror must submit a signed electronic copy of their proposal in PDF format to the South Dakota Board of Regents as prescribed above on page 1. The electronic copy may be submitted by email or on a flash drive (or other approved electronic media). Proposals must be received by the date and time specified in this solicitation.

The proposal shall remain valid for at least one hundred eighty (180) days following the proposal due date.

Proposal submittals must clearly identify the Offeror’s legal name and business address. The Offeror's firm name should appear on each page of the proposal.

All material submitted as part of a proposal will become the property of SDBOR for use at its discretion.

The proposals must be signed by an individual authorized to legally bind the Offeror. The person signing the proposal must show title and/or evidence of authority to bind the firm in contract. Electronic signatures are acceptable.

Photographs may be included with the proposal as appropriate or as desired by the Offeror. There is no guarantee that photographs will be returned to the Offeror.

The PROPOSAL TRANSMITTAL FORM for this Request for Proposals shall be submitted as the cover sheet of each proposal. See Appendix H for the required form. All proposals must be organized in a manner that is consistent with the RFP, separated by tabs, numbered pages and labeled appropriately.

Late proposals will not be considered. A proposal is late if it is not delivered to the South Dakota Board of Regents office at or before the time specified herein as the deadline for receipt of proposals.

Offerors may submit alternate technical and/or financial proposals. Any alternate proposals must be complete, clearly identified as an alternate, and capable of standing on its own without reference to any other proposal submitted by the Offeror. SDBOR reserves the right, but is not obligated, to evaluate alternate or multiple proposals and will do so only when determined to be in the best interest of

SDBOR.

Offerors should read this solicitation carefully and review all instructions contained herein. Incomplete or incorrect proposals may be rejected as not conforming to the essential requirements of the RFP.

Proposals submitted on other than the prescribed forms contained in this RFP will be rejected. Offerors may copy the forms contained in the RFP for use in their proposals, but substitute forms or formats are unacceptable.

Modifications to or withdrawal of proposals may be allowed only if received prior to the deadline for receipt of proposals. No changes to or withdrawals of proposals will be permitted after the time for receipt of proposals specified in the solicitation.

Offerors must read the RFP thoroughly. Any ambiguity, conflict, discrepancy, omission or other errors in this RFP should be reported in writing to the SDBOR point of contact for inquiries shown on the face of the RFP prior to the Pre-proposal Conference and in any case must be reported prior to the proposal submittal deadline. Any changes or corrections to the RFP will be made only by written amendment issued by SDBOR.

Clarifications shall be by written notice sent to all known recipients of the RFP. To the extent practicable, SDBOR shall give such notice to all interested parties, but shall not be responsible to those parties for receipt of this information. It is the Offeror's responsibility to ascertain prior to submittal that he/she is in receipt of any or all amendments to the solicitation. If an Offeror fails to notify SDBOR prior to the submittal deadline of an error in the RFP or the Offeror's proposal, such proposal shall be submitted at the Offeror's own risk, and if a contract is awarded because of such proposal, the Offeror shall not be entitled to additional compensation by reason of the error or its later correction.

7. FOOD SERVICE CONSULTANT

Should it be deemed necessary, SDBOR may engage the services of a food service consulting firm to assist with the evaluation of proposals.

8. SCHEDULE OF ACTIVITIES

The anticipated schedule of activities for the RFP process are as follows:

a. July 14, 2026 – RFP is issued

b. July 28 – August 6, 2026 Pre-Proposal Campus Site Visits

c. August 31, 2026, 1:00 pm CST – Pre-Proposal Conference (zoom)

d. September 4, 2026 – Follow-up questions due from Contractor

e. September 14, 2026 – Response to questions due

f. October 16, 2026 – Closing Date for submittal of proposals

g. October 19 – November 6, 2026 – Evaluation of Proposals and on-line meeting (if required)

h. November 9 –November 19, 2026 – Finalist Interviews to take place at each campus

i. November 23 – December 4, 2026 – Best and Final Offers due (if required)

j. January 11 – March 26, 2027 – Negotiate Contract(s)

k. April 2027 – BOR Approval to execute contract(s)

l. April 12 – April 23, 2027 – Contract Award

m. No later than July 1, 2027 – Commence Dining Services *

*Note: Following contract award and prior to the commencement of services, the Contractor(s) shall provide transition planning and coordination services necessary to support the successful implementation of the Dining Service Program.

9. TRANSFERS AND SUBCONTRACTING

The Contractor may not transfer or subcontract, in whole or in part, any portion of the contract(s) resulting from this RFP without written permission from the University. Permission is not guaranteed, but will not be unreasonably withheld, and will be granted only if considered to be in the best interest of the University.

If subcontracting is not prohibited by solicitation, an apparent successful Offeror shall submit a list of the subcontractors it proposes to use in the performance of the contract within five (5) working days after receipt of a request from SDBOR. The list must include the name and location of the place of business and a description of the portion of the contract to be subcontracted applicable to each subcontractor. Use of subcontractors in the performance of the contract is subject to SDBOR consent, and SDBOR requires that subcontractors meet its criteria for responsible prospective contractors.

SDBOR may require replacement of any subcontractor which it determines not to be a responsible subcontractor.

10. TRANSITION PLAN

If the successful Offeror is not the incumbent Contractor, the Offeror shall develop and implement a comprehensive transition plan for the assumption dining service operations. The transition plan shall include a detailed process for compensating the incumbent Contractor or the University(ies), as applicable, for any unamortized capital investment, equipment, smallwares and any food inventory remaining from associated with the Dining Services Program. The successful Contractor shall compensate the University and/or incumbent Contractor for such items at closing of the transition.

Payment shall be made prior to, or concurrent with, the Contractor’s assumption of dining services operations and, in all cases, no later than ten (10) days following commencement of operations.

The transition plan shall be subject to review and approval of the University Contract Administrator (UCA) or other designated university representative, who reserves the right to require reasonable modifications to the plan.

Immediately following contract award, the Contractor and its Food Service Director shall begin transition planning, in coordination with the University, to ensure the timely and successful implementation of the Dining Services Program. The Contractor shall be responsible for all transition-related coordination and associated expenses and shall attend meetings as requested by the University to support a seamless transition into summer conference and full dining service operations.

At the conclusion of the contract term, if a successor contractor is selected through a subsequent procurement process, the incumbent Contractor shall develop and implement a comprehensive transition plan to facilitate the orderly transfer of dining service operations to the successor contractor.

The transition plan shall be subject to review and approval by the UCA, who reserves the right to require reasonable modifications to the plan.

11. ANTI-COMPETITIVE PRACTICES

Offerors certify by submittal of their proposal that prices submitted have been independently arrived at and without collusion. Penalties for participation in anti-competitive practices include, but are not limited to, rejection of the proposal, suspension, debarment, civil and/or criminal prosecution.

12. SOLICITATION AND RESPONSIVENESS OF OFFER

The solicitation requirements have been established to obtain full and accurate representation of Offeror responsiveness and responsibility which will enable SDBOR to evaluate proposals and award contracts for providing the services requested. SDBOR in its sole discretion will determine responsiveness and final evaluation results for this RFP as provided herein.

All responses to this RFP shall be subject to verification by SDBOR. Any proposal which contains material or information which cannot be verified or otherwise confirmed for purposes of determining responsiveness to the solicitation may result in rejection of the proposal.

To be considered for award, proposals must be in the required format and must include all required submittals. To assist Offerors in returning the required information, the following checklist has been prepared. During the Administrative Evaluation, proposals will be reviewed for compliance with the proposal submittal requirements outlined in the Instructions to Offerors to determine that:

a. The proposal was received on time.

b. The proposal was submitted in the correct format.

c. The proposal forms were properly signed.

d. All other necessary forms were included.

e. All material alternations or erasures, if any, were initialed.

Proposals failing to comply with the above requirements may be declared non-responsive and may be eliminated from further consideration at the sole discretion of SDBOR.

13. PUBLIC INFORMATION

All submitted proposals and proposal information will be considered confidential until an award is issued. After the award is issued, proposals from the successful Offeror will be become public information. Properly marked proprietary information supplied by an Offeror in response to an inquiry by SDBOR relating to responsibility will not be disclosed or available to the public unless required by South Dakota law. Financial proposals are not considered confidential and will be disclosed per law. Proprietary information of the type not subject to public review includes Offeror submittals of financial statements, tax records, personnel/personal information, etc. All contracts awarded are subject to South Dakota open records laws.

14. PERIOD OF PERFORMANCE

The term of any contract awarded as a result of this RFP shall be for five (5) years, with an option to renew for four additional one-year periods, subject to the annual review of each University, satisfactory performance, and the availability of funding. The actual date of commencement of services shall be as defined in section 1 above. Any contractor-funded capital investments, equipment, and other improvements proposed as part of the contract shall be fully amortized over the initial five-year contract term.

15. AUTHORITY

The SDBOR procurement official whose name appears on the cover sheet of this solicitation has authority to act as agent for SDBOR. Offerors are cautioned that instructions or interpretations contrary to the provisions of this solicitation, which are received from employees not specifically designated herein to act in this matter, are not valid or binding on SDBOR.

16. CAMPUS CONTEXT - BACKGROUND INFORMATION

The successful Contractor must demonstrate the ability to effectively serve a variety of campus environments and engage the distinct communities that make each university unique. To assist Offerors in understanding these environments, a brief overview of each campus is provided below. Additional information can be found at the South Dakota Board of Regents Factbook available at FY26_FactBook.pdf (sdbor.edu). This information is intended to help Offerors understand the size, complexity, demographics, and unique characteristics of each campus and develop proposals tailored to their specific needs.

Black Hills State University (BHSU) Website - https://www.bhsu.edu/ Community: Spearfish 13,803 (2024 est.)

3-Year Enrollment Average (On-Campus Headcount): 1,818 3-Year Average Annual Meal Plans: 1,491 Food Service Sites Operated: 4 (Student Union, 2; Library, 1; BHSU-RC; 1) National Franchises: Einstein’s Bagels; Proudly serving Starbucks (Spearfish and Rapid City)

Dakota State University (DSU) Website - https://dsu.edu/ Community: Madison 6,191 (County Seat) 3-Year Enrollment Average (On-Campus Headcount): 1,376(on-campus as of Fall census) 3-Year Average Annual Meal Plans: 1,690 Food Service Sites Operated: 3 National Franchises: Proudly Serving Starbucks

Northern State University (NSU) Website - https://northern.edu/ Community: Aberdeen 28,200 (County Seat)

3-Year Enrollment Average (Headcount): 1,416 3-Year Average Annual Meal Plans: 1,071 Food Service Sites Operated: 3 National Franchises: Einstein Bros. Bagels and Grid Market with Just Baked Machine

South Dakota School of Mines & Technology (SDM) Website - https://www.sdsmt.edu/ Community: Rapid City 81,888 3-Year Enrollment Average (Headcount): 2,186 3-Year Average Annual Meal Plans: 2,206 Food Service Sites Operated: 3 National Franchises: Einstein Bros. Bagels

South Dakota State University (SDSU) Website - https://www.sdstate.edu/ Community: Brookings 23,370 (County Seat) Year Enrollment Average (Headcount): 9,104 3-Year Average Annual Meal Plans: 8,333 Food Service Sites Operated: 16 National Franchises Chick-Fil-A, Einstein Bros. Bagels, Erbert & Gerbert’s, Java City, Starbucks, and Qdoba.

University of South Dakota (USD)

Website - https://www.usd.edu/ Community: Vermillion 11,695 3-Year Enrollment Average (Headcount): 5,823 3-Year Average Annual Meal Plans: 4,686 Food Service Sites Operated: 9 National Franchises: Chick-Fil-A, Dunkin’ Donuts, Qdoba and Wow American Eats Café

17. CAMPUS SERVICE SPECIFICATIONS

Information regarding each current campus food service operation is provided in Appendices B- G.

18. TECHNICAL PROPOSAL

The Offeror shall provide a complete technical proposal that details the Offeror’s ability to provide the services necessary to successfully operate the Dining Services Program at the South Dakota Board of Regent’s campuses. At a minimum the proposal must include information for the areas below. Offerors are encouraged to provide information that allows the evaluation committee to fully evaluate the Offeror’s capabilities.

A. Operational Excellence & Management Describe the Offeror’s approach to managing and operating a comprehensive university dining program. Include organizational structure, management philosophy, staffing model, continuity planning, employee retention strategies, and quality assurance processes. Demonstrate the ability to provide reliable day-to-day operations, clear accountability, and uninterrupted service delivery.

Offerors should include:

Organizational chart and reporting structure Key management personnel and qualifications Staffing model and recruitment/retention strategies Employee training and professional development Succession and contingency planning Service quality controls and performance monitoring

B. Food Quality & Dining Program Describe the overall dining program, including food quality standards, menu development, concept strategy, retail offerings, meal plans, and customer value. Demonstrate the ability to provide diverse, high-quality dining experiences that meet the needs of resident students, commuter students, faculty, staff, and visitors.

Offerors should include:

Food quality standards and sourcing practices including grades of meat, poultry, etc.

Menu and concept development process Franchise or branded concepts Meal plan options Grab-and-go and convenience offerings Promotional programs and limited-time offerings Proposed hours of operation Sample menus and pricing

C. Customer Experience & Campus Engagement Describe the Offeror’s approach to customer service, campus engagement, and continuous improvement. Demonstrate the ability to build strong relationships with campus stakeholders and respond effectively to customer needs and concerns

Offerors should include:

Customer service philosophy Complaint resolution process Student engagement strategies Feedback collection methods Survey instruments and assessment tools Service recovery procedures Detailed marketing and merchandising plan Communication plan with the University Contract Administrator and University leadership

D. Financial Management & Reporting Demonstrate the ability to operate a financially responsible and fiscally sound dining services program while providing transparent and meaningful reporting.

Offerors should include:

Financial management approach Reporting capabilities Internal controls and accountability measures Revenue management processes Sample financial reports and dashboards

Reporting capabilities should include, at a minimum, Retail dining Residential dining Catering Concessions Meal plan utilization Sales and transaction activity Labor and food cost reporting Campus-specific and systemwide reporting

E. Facilities, Maintenance & Sanitation Describe the Offeror’s approach to maintaining safe, clean, secure, and attractive dining facilities.

Demonstrate the ability to comply with all health, safety, sanitation, and facility maintenance requirements.

Offerors should include:

Preventative maintenance program Cleaning and sanitation practices Compliance with health regulations Pest management practices Facility security measures APPA cleaning standards Coordination of deep cleaning activities twice annually Roles and responsibilities between the University and Contractor

F. Catering & Event Services Describe the Offeror’s catering program and ability to provide responsive, flexible, and cost-effective event services that meet the needs of the university community.

Offerors should include:

Catering management approach Digital ordering platform (e.g. CaterTrax or equivalent) Sample catering menus and pricing

Student organization offerings and pricing Event staffing model Dietary accommodation and allergen management procedures Linen, equipment, and event support services Off-campus catering exemption process Service-level options ranging from basic drop-off service to full-service catered events

Catering proposals must include pricing options that accommodate South Dakota state per diem meal rates, as well as multiple service and quality tier designed to meet a variety of campus needs and budgets. Offerors should identify economical, standard, and premium service options and provide representative menus and pricing for each tier. Catering pricing should remain subject to university oversight.

Proposals should demonstrate the ability to support:

Individual meals and small meetings within state per diem limits Departmental and administrative events Student organization events and programs Donor, alumni, and executive-level events Conferences, camps, and large-scale campus functions

G. Alcohol Service Management Describe the Offeror’s experience, qualifications, and capabilities in providing alcohol sales and service in a university environment. Demonstrate the ability to operate all alcohol-related services in compliance with SDBOR policy and all applicable federal, state, and local laws, regulations, licensing requirements, and industry best practices.

Offerors should include:

Experience in providing alcohol sales and service in higher education or similar environments

Licensing and compliance approach, including the ability to obtain, maintain, and manage all required permits and licenses

Employee training and certification programs related to responsible alcohol service Age-verification procedures and protocols for preventing underage alcohol consumption Procedures for refusing service to individuals who are underage, intoxicated, impaired, or otherwise ineligible to purchase or consume alcohol Event management practices and coordination with university personnel Risk management, incident reporting, and compliance monitoring processes

Proposals should acknowledge and address the following operational requirements:

The Contractor shall have the exclusive right to sell and serve alcoholic beverages at each participating university, subject to any campus-specific provisions identified in the applicable campus appendix.

The Contractor shall work with each University to utilize existing alcohol service licenses where available. If the University does not possess the licenses or permits necessary for the proposed service, the Contractor shall obtain and maintain all required licenses and permits at its own expense.

The Contractor shall implement procedures to verify legal age and may require proof of age from any individual requesting alcohol service.

The Contractor shall have the authority to refuse alcohol service to any individual believed to be under the legal drinking age, intoxicated, impaired, or otherwise ineligible to receive alcohol service.

The University shall be responsible for providing security, when necessary, during events involving alcohol service.

The University reserves the right to serve alcohol at special events at no cost to attendees when the product has been provided by a third party at no cost to the University. This exception may also apply to athletic events and other University-approved functions as identified by each institution.

H. Nutrition, Wellness & Dietary Services Describe the Offeror’s commitment to nutrition, wellness, allergen management, and dietary accommodations.

Offerors should include:

Nutrition awareness programs Dietitian services and support Allergen management procedures Cross-contact prevention protocols Food labeling practices Accommodation processes for dietary restrictions Healthy dining initiatives

I. Technology & POS Systems Describe the technology platforms, systems, and innovations proposed to support dining operations, reporting, customer experience, and integration with university systems.

Demonstrate the ability to provide secure, reliable, and fully integrated technology solutions that support operational efficiency, data-driven decision making, and an enhanced customer experience. Technology, POS, data, and security expectations should ensure seamless integration, clear accountability, and protection of University systems and information.

Offerors should include:

A detailed description of the proposed POS, ordering, payment, and reporting systems.

A description of the Contractor's approach to technology governance, data management, information security, and system support.

System architecture diagrams and integration capabilities with University systems.

Ownership, licensing, maintenance, support, upgrade, replacement, and lifecycle management responsibilities for all technology systems.

Service level expectations, support resources, and escalation procedures for both

Contractor-owned and University-owned systems.

Reporting and analytics capabilities, including sample reports and dashboards.

Identification of any assumptions, dependencies, or campus-specific technology requirements associated with the proposed solution.

Technology Requirements The following technology requirements shall be addressed within the proposal:

The University will continue to own and operate its campus credential card system. The Contractor may either provide and maintain its own POS system or utilize a University-owned POS solution. In either case, the Contractor shall be responsible for day-to-day system operation, menu management, transaction processing, and reporting.

All POS systems must be fully compatible with the campus credential card system and shall support integration with meal plans, stored value accounts, and other University credentialing systems. The proposed solution shall support interoperability with University credentialing and stored value platforms.

Any Contractor-provided POS solution, including all software licenses, hardware, implementation services, integrations, maintenance, upgrades, support, and replacement costs, shall be provided at no additional cost to the University throughout the contract term.

When Contractor-owned POS systems are used, the Contractor shall own, operate, support, and manage all associated components and services, including but not limited to hardware, software, infrastructure, connectivity, security controls, PCI compliance activities, vendor relationships, operational support, maintenance, and lifecycle management.

Use of University network connectivity for Contractor POS systems is not assumed and must be clearly identified within the proposal. Any approved use of University networks shall be subject to appropriate network segmentation, security controls, and architecture review to protect University systems and minimize expansion of PCI compliance scope.

The Contractor shall comply with University and industry security standards, including, at a minimum:

o PCI-DSS compliance o Point-to-point encryption (P2PE), where applicable o Secure data transmission o Appropriate access controls o Protection of University systems, data, and users o Secure management of payment devices and payment processing environments

The Contractor shall be responsible for all PCI-related activities associated with Contractor-owned POS environments, including but not limited to:

o PCI compliance validation and reporting o Payment device management and inspection o Encryption management o Security monitoring o Operational controls o Remediation of compliance findings o Ongoing maintenance of PCI-scoped systems

The University shall not assume responsibility for managing, operating, maintaining, or supporting PCI-scoped systems, processes, or compliance obligations associated with Contractor-owned POS environments.

The Contractor shall be responsible for the support, maintenance, and operation of all Contractor-provided technology systems, including helpdesk services, escalation management, user support, training, upgrades, and vendor coordination.

Any proposed third-party technologies, including but not limited to mobile ordering platforms, self-service kiosks, self-checkout solutions, Mashgin technology, robotic delivery systems, Starship technologies, artificial intelligence applications, or similar innovations, shall be subject to University review and approval prior to implementation.

Reporting capabilities shall provide comprehensive and granular operational, financial, and customer-service data across retail dining, residential dining, catering, concessions, meal plans, and other applicable service channels. Offerors should include representative reports and dashboard examples within the proposal.

Proposals should demonstrate a commitment to technology that improves customer service, operational efficiency, convenience, accessibility, and data-driven decision making. The University encourages innovative solutions such as mobile ordering, self-service kiosks, self-checkout technology, frictionless payment solutions, robotic delivery services, and other emerging technologies that enhance the customer experience.

Technology Governance and Change Management

Appendix H contains the current SDBOR & Contractor Technology Checklist and associated process flow diagrams.

The selected Contractor shall comply with all applicable technology review, approval, security assessment, integration, architecture review, and change-management processes throughout the contract term.

Any proposed technology additions, replacements, integrations, upgrades, or material changes shall be reviewed and approved through established University and SDBOR technology governance processes prior to implementation.

Each campus appendix identifies existing campus technologies, systems and integrations that the University may require the Contractor to maintain, support, or integrate with as part of the proposed solution.

Offerors shall identify any assumptions, dependencies, campus-specific technology requirements, integration requirements, or exceptions associated with their proposed technology environment.

The Contractor shall clearly define support responsibilities, ownership boundaries, escalation procedures, and operational accountability for Contractor-owned systems, University-owned systems, and any third-party platforms utilized as part of the proposed solution.

J. Sustainability & Stewardship Describe the Offeror’s commitment to environmental sustainability and responsible food service practices.

Offerors should include:

Waste reduction initiatives Food recovery programs Recycling and composting efforts

Resource conservation practices Sustainable sourcing programs Local procurement opportunities Sustainability goals and performance metrics

K. Campus Specific Service Strategy For each campus proposed, provide a campus-specific service strategy that demonstrates an understanding of the institution’s unique characteristics, dining environment, student population, facilities, and operational objectives.

Offerors should address:

Campus specific opportunities and challenges Proposed service model Staffing approach Facility utilization strategy Technology deployment Catering approach Community engagement strategy Unique enhancements or innovations

Technical Evaluation Criteria All proposals which are determined to be administratively responsive shall be forwarded to the Evaluation Committee. The Committee will review each technical proposal according to the evaluation criteria set out below. The points allowed for each criterion are shown.

A. Dining Program & Customer Experience, to include: Up to 45 points

Residential dining, retail dining, catering, concessions, and summer conference programs Food quality, menus, variety, innovation, nutrition, and dietary accommodations Meal plans and pricing strategies Customer service and satisfaction programs Marketing, merchandising, engagement activities, and special events Technology solutions that enhance the customer experience, including mobile ordering, self-service technologies, and other innovations

B. Operational Expertise, to include: Up to 40 points Standards of performance and operational reliability Financial controls and accountability Staffing model and personnel qualifications Sustainability practices Training and retention programs Facility maintenance, sanitation, and stewardship Operational technology and POS capabilities supporting service delivery Management controls, accountability, and continuity planning

C. Catering Program & Experience, to include: Up to 15 points Catering menus, flexibility and options Food quality, variety, innovation, nutrition and dietary accommodations Catering menu pricing tiers and strategy Customer service and satisfaction Technology solutions to support catering operations Alcohol service management (as applicable)

D. Athletics Operations, to include: Up to 10 points

Athletic concessions operation quality, menus, variety and innovation Premium area (as applicable) catering quality, menus, variety and innovation Pricing models for concessions and premium area catering Customer service and satisfaction Technology solutions to support athletic operations Alcohol service management (as applicable)

E. Organizational Capabilities & Financial Management, to include: Up to 20 points

Organizational structure and vision Relevant experience Financial stability and resources Financial proposal, commissions, guarantees, and capital investment Financial management practices and internal controls Reporting capabilities, including operational, financial, utilization, and transaction reporting Data management, information security, PCI-DSS compliance, and privacy protections

F. Past Performance, to include: Up to 10 points

References Client satisfaction Demonstrated success operating comparable dining programs Responsiveness and contract performance history

G. Campus Engagement & Marketing Expertise, to include: Up to 10 points

Merchandising and promotional strategies Student engagement and campus involvement Creativity and innovation Special events and community-building activities Communication and feedback mechanisms

19. FINANCIAL PROPOSAL

All pricing, commission, investment, and financial information must be contained exclusively within the Financial Proposal and must not be included in any portion of the Technical Proposal.

This includes, but is not limited to, meal plan pricing, retail pricing methodology, annual price adjustment methodologies, catering pricing, concession pricing, commissions, guarantees, capital commitments, and other financial considerations.

The University will provide space and utilities for the Dining Services Program at each location.

The University expects the Contractor to be able to make a reasonable profit in this endeavor while maintaining a program that is perceived by students and the University as offering high quality and providing good value, as well as being affordable. The financial structure should clearly define pricing methodologies, financial accountability, reporting expectations, risk sharing provisions, and responsibilities of both parties.

Offerors shall provide a separate financial proposal for each university included in their submission.

A. Residential Dining Program The student dining experience should be supported through modern, convenient, and inclusive dining services that enhance campus life and student success.

Compensation for residential dining services shall be based on the number of meal plan participants enrolled by each University.

Offerors shall propose meal plans and associated rates for each campus, including:

Detailed descriptions of each meal plan Number of meals included in each plan Flex dollar allocations and any supplemental dining benefits Proposed rates charged to the University Any discounts or pricing advantages associated with multi-campus or systemwide operations

Flex dollars are included within each meal plan and vary by plan. Flex dollars may be used across dining locations and will roll over between fall and spring semesters; however, any remaining balance does not carry forward into the next academic year.

Current food service rates are published in the SDBOR Fact Book and should be used as a reference point in developing proposed rates for FY28 and beyond.

All meal plan pricing proposals shall include applicable sales tax. The Contractor shall be responsible for collecting and remitting all sales taxes associated with meal plan board and flex components.

After the initial contract year, meal plan rate increases shall be negotiated annually and shall not exceed increases supported by the U.S. Bureau of Labor Statistics Consumer Price Index (CPI) - Food Away From Home index.

Offerors proposing services for multiple universities or all six universities should identify any economies of scale, operational efficiencies, pricing advantages, enhanced commission structures, or other financial benefits that would accrue to the participating universities through consolidated operations.

Facility Fees Certain institutions currently include a facility fee as part of the total meal plan rate. The facility fee supports dining facility costs and should be considered when developing pricing proposals.

Facility fees are currently included at:

Black Hills State University South Dakota Mines University of South Dakota

Sales tax is not assessed on the facility fee portion of meal plan charges.

B. Meal Plan Payment and Reconciliation Student Refunds Students who withdraw from the University prior to the SDBOR withdrawal deadline (currently 60 percent of the academic term) shall receive refunds in accordance with applicable Board policies.

Students who withdraw prior to the withdrawal deadline shall receive a proportional refund of the unused portion of their meal plan and one hundred percent (100%) of any unused flex dollars.

Any meal plan charges attributable to meals already utilized by the student shall remain the responsibility of the student.

No meal plan refunds shall be available after the 60 percent point of the academic term.

Contractor Payments Payments to the Contractor during the fiscal year shall be based on meal plan revenues collected by the University through the student billing process.

Bad Debt Risk Sharing As part of the annual fiscal year-end reconciliation, the Contractor shall assume responsibility for bad debt associated with student meal plan charges equal to one percent (1%) of total meal plan billings. Accordingly, the University shall remit ninety-nine percent (99%) of eligible student meal plan revenue charged through the student billing process and retain one percent (1%) to offset bad debt exposure.

C. Commissions Offerors shall propose commission rates for each campus, expressed as a percentage of gross revenue.

Commission proposals shall be submitted for:

Meal Plan Revenue Catering Operations Retail Dining Operations Convenience Stores Summer Conference Programs Athletic Concessions (where applicable)

Commission calculations shall be based on gross revenue. Any commissions associated with third-party or branded operations shall also be calculated on gross sales rather than net sales.

Offerors shall clearly identify any franchise fees, royalties, or similar costs associated with branded concepts and clearly state how or if those costs affect the proposed commission otherwise payable to the University.

D. Capital Investment and Financial Commitment Offerors shall describe all proposed…