WCU Dining Services

Western Carolina University is requesting proposals for comprehensive dining services under RFP 73-RFP-00775, with proposals due November 9, 2026 at 2:00 PM ET via the Bonfire Portal; a mandatory site visit is scheduled for September 30, 2026 at 10:00 AM ET at Courtyard Dining Hall, limited to four vendor representatives per bidder. The contract will commence July 1, 2027, replacing the incumbent Aramark, Inc., whose contract expires June 30, 2027. The initial term is five years with two optional five-year renewals, for a potential ten-year agreement, with renewal notice required 30 days before each term expiration.

WCU's main campus in Cullowhee covers 600 acres and serves approximately 19,000 students. The scope encompasses exclusive operation of two all-you-can-eat residential dining halls (The Lodge and Catamount Cafe), 16 retail dining venues including branded concepts (Chick-fil-A, Starbucks, Panda Express, Einstein Bros, and proprietary locations), catering services, athletic concessions, snack vending, and summer camps and conferences. The contractor must assign qualified management personnel (General Manager, Executive Chef, Catering Manager, Unit Managers) subject to University approval and replacement with 30 days' notice; operate under the brand name "Catamount Dining"; conduct comprehensive background checks on all employees; and maintain ServSafe and HACCP certifications. The contractor bears responsibility for all operational costs, food and supply procurement, employee training, pest control, routine equipment maintenance, and working capital; the University retains facility, equipment, and technology ownership (POS systems, digital signage, meal plan systems) and provides utilities, building maintenance, annual deep cleaning, insurance, and security.

Financial performance uses an Annual Guaranteed Maximum Percentage (AGMP) model capping the contractor's operating costs at 80.9% of estimated 2027-2028 annual revenues of $28.49 million. The contractor's compensation consists of a fixed management fee, a variable management fee tied to Key Performance Indicators, and potential incentive fees. The contractor retains vendor volume allowances and provides monthly operating credits equivalent to a percentage of designated distributor purchases. Bidders must submit separate technical and financial proposals with a two-year pro forma financial model using University-provided revenue assumptions and detailed itemized overhead, sensitivity analyses, and rebate-sharing arrangements. Questions are due October 6, 2026, with responses by October 11, 2026. Finalist presentations are scheduled for January 2027, with contract award anticipated in March 2027. Addendum 01 clarifies that the correct bid opening time is 2:00 PM ET (not 11:30 PM). Vendors must certify financial stability per Attachment E and comply with North Carolina General Terms and Conditions, including E-Verify for employers with more than 25 North Carolina employees.