University of Virginia RFI Food Service at Mountain Lake Biological Station.pdf
PDF 82 KB Posted
- Solicitation number
- RFI-130778
- Issued by
- Franklin County, Virginia
About this file
This is a Request for Information (RFI) issued by the University of Virginia for seasonal food service operations at Mountain Lake Biological Station located in Pembroke, Giles County, Virginia. The RFI seeks a qualified supplier to provide comprehensive food service for approximately 10-12 weeks between late May and early August, serving a population ranging from 30 to 80 residents, including undergraduate and graduate students, researchers, and faculty. The supplier must provide three meals daily (breakfast, lunch, and dinner) seven days a week, plus appetizers for one to two weekly evening receptions, along with specialized services including meal preparation for overnight camping trips, packable bag lunches, and weekly cookout dinners at the station pavilion. The supplier is responsible for all menu planning subject to station approval, accommodating dietary restrictions and allergies, procuring all food and paper products, managing kitchen and dining operations, supervising support staff, and executing post-season closing procedures. Housing may be provided for up to two staff members on-site. The RFI requests responses including supplier overview and contact information, relevant experience, staffing and logistics plans, example menus with meat and vegetarian options, and a proposed price structure. Interested suppliers should contact mlbs@virginia.edu or asm3pt@virginia.edu at 540-626-7196, with site visits available by advance arrangement.
The pricing proposal must encompass all associated costs including food, delivery, staffing, and supplies, with no supplemental billing permitted to the University. The University will provide utilities, janitorial supplies, and facility maintenance. The dining hall includes modern commercial kitchen equipment and infrastructure. This RFI is issued solely for information-gathering and market research purposes and does not constitute a commitment to award a contract. All responses should be directed to Garrett Morris at asm3pt@virginia.edu. No set-asides, incumbent information, award dates, or specific response deadlines are identified in the RFI documentation.
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University of Virginia | Mountain Lake Biological Station | RFI: Food Service 1
U N I V E R S I T Y of V I R G I N I A
Request for Information (RFI)
Food Service at Mountain Lake Biological Station
(Pembroke, Giles County, Virginia)
I. GENERAL INFORMATION
Background: Mountain Lake Biological Station (“MLBS”) is a residential research field station at the top of Salt
Pond Mountain in the Southern Appalachians (Pembroke, Giles County, Virginia). MLBS was established in
1930 by the University of Virginia. From May to August, MLBS supports 25-80 undergraduate and graduate students, researchers, faculty, family members, and others. The Station is in a semi-remote location approximately two miles from its nearest neighbor, Mountain Lake Lodge. Buildings are historic and facilities are rustic, but the dining hall includes a modern commercial kitchen with cold storage, commercial cooking equipment (e.g. gas range, oven, griddle, deep fryer, warming cabinets), hot wells, serving line, Hobart dishwasher, cookware, trays, tableware, and flatware.
Description and goal: The University of Virginia seeks a supplier to provide high-quality seasonal (summer) food service seven days a week from late May through early August at MLBS. The population served ranges from approximately 30 to 80 people. The supplier will oversee all aspects of kitchen and dining operations.
Housing may be provided for up to two of the supplier’s staff members if they wish to stay on site, but residence is not required.
II. SCOPE OF GOODS & SERVICES
Seasonal (summer) food service is required for approximately 10-12 weeks between late May and early
August, with additional time as needed for set up and closing processes. Food service consists of breakfast, lunch, and dinner seven days a week for approximately 30-80 people, as well as appetizers for one to two evening receptions a week. The supplier will be responsible for providing all food needed, along with managing all other aspects of kitchen and dining operations.
General Goods and Services:
1. Provide all appropriate health inspections and obtain all required permits.
2. Provide all menu planning (with MLBS having the final approval of menus). Menus should provide a variety of food options for each meal, including a vegetarian main course and other options for vegetarians.
3. Accommodate other specific food needs (allergies, dietary restrictions, etc.) without impacting the entire menu.
4. Assess food needs and make estimates of food and supply requirements.
5. Procure all food and paper products.
6. Oversee, prepare, and serve daily all-you-can-eat meals and weekly reception foods.
7. Procure and pack meal ingredients for classes going on occasional overnight camping trips.
8. Provide packable “bag lunch” foods for MLBS users who will be off-Station during lunch.
9. Prepare once-weekly cookout dinners at the MLBS pavilion in lieu of a dining hall dinner.
10. Clean and sanitize the facility daily (e.g. pantry, kitchen, dining areas).
11. Supervise food service support staff (employees of the supplier).
12. Provide post-season closing procedures (e.g. removing food and grease, cleaning facility).
University of Virginia | Mountain Lake Biological Station | RFI: Food Service 2
*Note - The University will be responsible for utilities, janitorial supplies, and repairs to the dining hall facility and furniture.
Customer Service:
1. Identify a main point of contact for all issues beyond those of which are typically handled by food service workers on site, such as quality issues, payment and billing questions, etc.
2. Report number of customers billed per meal for all meals included on an invoice.
IV. INFORMATION REQUESTED
Responses should provide the following information as applicable:
1. Supplier overview and contact information
2. Relevant experience
3. A description of how the supplier would meet the requirements detailed above, specifically addressing a staffing plan and logistics
4. Several example menus, including meat and vegetarian entrees
5. A proposed price structure. Pricing proposal should consider all costs associated with providing the required services. No supplement costs will be billed to the University for delivery, food costs, staff pay, etc.
6. Any additional information the supplier believes will be relevant and helpful
IV. CONTACTS
Interested suppliers are encouraged to contact the Station with questions about the site, facilities, expectations, and other aspects of food service at MLBS before or after submitting a response. Site visits must be arranged in advance. Direct inquiries to mlbs@virginia.edu and asm3pt@virginia.edu, or call
540-626-7196.
Disclaimer
This RFI is issued solely for information-gathering purposes and does not constitute a commitment by the University of
Virginia to award a contract. Information provided in response to this RFI may be used by the University for planning, market research, and other procurement-related purposes.
mailto:mlbs@virginia.edu
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