ADDENDUM NUMBER 01 San Juan College FOOD SERVICES PROVIDER RFQ #16‐34103 Date: March 17, 2016 Bid Opening Date: March 31, 2016 at 2:00 p.m. The addendum is hereby made part of the Bid Documents to the same extent as though it were originally included therein. Refer to “Invitation to Bid” form for acknowledgement of addenda. All Bidders are reminded that they shall be familiar with all addenda items (as well as all parts of the bidding document) so as to understand the extent of their work and its interrelation with other trades. To all Bidders for the following contract: Addendum Items: 1. QUESTION: Are there more defined terms and guidelines for the evaluation criteria to be used by the selection committee? A) No 2. QUESTION: Does the current vendor have an existing social media marketing the food program? A) In addition to the Mary’s Kitchen web page (https://sjcmaryskitchen.sodexomyway.com), they have and maintain a Mary’s Kitchen Facebook page. Periodically, Mary’s Kitchen will send an email marketing piece out to students and staff via the College Marketing Department with upcoming meal specials. This may not be an all‐inclusive listing as it is a marketing effort employed by the current provider. B) They also have an Instagram account. 3. QUESTION: Will the College require company logos on the uniforms? A) A logo is not required, but recommended. This decision will be left up to the partner company to decide. 4. QUESTION: Is Native American, MBE and/or WBE participation a goal or a requirement/s for the college to meet? A) Not necessarily, but it is not discouraged either. 5. QUESTION: Since it is required that all present foodservice employers be considered, could you please provide the # of employees and their job titles? If possible could you provide approximate wages for the job titles? i. List of current employees for Sodexo ii. Number of current employees iii. What is the average number of year’s seniority does each of the incumbent’s employees have? iv. What are the Wages and benefits of all current employees? A) Please note that the RFP does not require proposing companies to consider utilization of existing staff, but rather encourages this option upon contract award. (Ref: Exhibit A, Section 2.4) Additionally, because none of the existing food service personnel are College employees, we are unable to provide this information. 6. QUESTION: How long has the incumbent been there? When was their contract last awarded? What was the awards performance periods? Was any of their options period not exercised? If not exercised, why? Is the incumbent allowed to rebid? A) The current company was selected in 2008, re‐selected in 2013 and is welcome to respond to this RFP. The optional time extensions associated with the current contract have not been completely exhausted simply because the College intends to implement a new business model which is presented in the RFP. 7. QUESTION: What are the costs and fees associated with the Daycare food program? Please provide the current rate of commission Sodexo paid to San Juan College: Payroll: yearly (this includes all payroll, fringe and taxes) Supplies: Food: Total Cost: A) The catering total for the Daycare was $56,600 last fiscal year. (Ref: Exhibit B) Currently, Sodexo does not pay a commission to San Juan College; this is a new business model. 8. QUESTION: What are the costs and fees associated with the Mary’s Kitchen food program? Please provide the current rate of commission Sodexo paid to San Juan College: Payroll: yearly (this includes all payroll, fringe and taxes) Supplies: Food: Total Cost: A) As referenced in Exhibit B, the revenues for Mary’s Kitchen for the last fiscal year totaled $485,000. Please reference Exhibit B for revenues by location. Currently, Sodexo does not pay a commission to San Juan College; this is a new business model. 9. QUESTION: What are the government subsidies applied for and/or receive for the Daycare food service program? A) The Child and Adult Care Food Program (CACFP) – Federal USDA 10. QUESTION: What are the costs and fees associated with the Common Grounds Coffee Bar food program? Please provide the current rate of commission Sodexo paid to San Juan College: Payroll: yearly (this includes all payroll, fringe and taxes) Supplies: Food: Total Cost: A) Please reference Exhibit B for revenues and questions 7 & 8 for commissions. 11. QUESTION: What are the costs and fees associated with the HHPC Snack Bar food program? Please provide the current rate of commission Sodexo paid to San Juan College: Payroll: yearly (this includes all payroll, fringe and taxes) Supplies: Food: Total Cost: A) Please reference Exhibit B for revenues and questions 7 & 8 for commissions. 12. QUESTION: What are the costs and fees associated with the SOE Snack Bar food program? Please provide the current rate of commission Sodexo paid to San Juan College: Payroll: yearly (this includes all payroll, fringe and taxes) Supplies: Food: Total Cost: A) Because this location is new, historical revenue amounts are not yet available. Please reference questions 7 & 8 for commissions. 13. QUESTION: Who cleans the Exhaust Hoods and filters? What is the standards for cleaning the exterior of the exhaust hoods? How often do the exhaust hoods need to be cleaned? A) The physical plan cleans the Hoods and filters through an outside contractor. 14. QUESTION: What are the beer, wine, liquor provisions in the current contract? Does the current contractor hold a liquor license at San Juan College? A) Alcohol is not currently sold on San Juan College campus. 15. QUESTION: Does the College have any vehicles that the present vendor is using for the food service program? A) The current vendors supplies its own van. The College makes available one (1) golf carts for food delivery. Any cart operator must attend annual golf cart training. 16. QUESTION: What is the current amount/percentage that San Juan is receiving in form of commissions from Sodexo? Is it on gross sales or net profits? A) Currently, Sodexo does not pay a commission to San Juan College; this is a new business model. 17. QUESTION: What is the name of the current vending machine company? Can you please provide a number of locations and vending machines per location? What is the business type of the vending machine providers? (i.e. blind Vendor and non‐profit vendors)? A) Vending services are not part of this contract. 18. QUESTION: Could you please provide historical revenue figures for the past 3 to 5 years for basing meals plans and cash sales? A) Yes. Total food service revenues from all locations appear below. 2011 ‐ $881,200 2012 ‐ $905,093 2013 ‐ $1,052,287 2014 ‐ $975,993 2015 ‐ $974,220 19. QUESTION: Could you please provide historical revenue figures for the past 3 to 5 years for college sponsored catering events? Approximately how many catering events are to be handled by the Contractor per school year? Is there any alcohol served at any of the catering events? A) Alcohol has not been served on campus. B) The number of caterings is up to the contractor. C) Historical data; July August September October November December January February 2013/14 22,540.88 19,576.71 19,857.43 24,962.69 9,599.38 9,475.52 11,718.33 13,289.87 2014/15 24,094.59 18,642.99 20,354.55 30,801.29 15,895.39 9,444.43 15,198.43 15,390.77 2015/16 29,222.67 20,633.26 17,031.71 29,844.65 17,864.44 30,261.34 17,172.28 20,985.10 March April May June Total Average monthly 10,776.85 22,448.43 19,586.71 20,975.05 28,649.75 17,865.48 29,576.04 22,232.99 204,807.85 248,146.70 183,015.45 17,067.32 20,678.89 22,876.93 20. QUESTION: Is there foodservice management software utilized in your program? If so, is it owned by the college? A) The College does not own any foodservice management software. 21. QUESTION: Could you please provide the items and approximate pricing that the contractor would be required to purchase from previous contractor? A) The successful company will not be required to purchase any equipment from the current firm. 22. QUESTION: Telephone & communication expenses – are there available telephone lines in the foodservice office, or will the contractor need to pay for installation of telephone lines? Will the contractor reimburse the College on a monthly basis for local telephone services or is the line billed directly to the Contractor? If so, could you provide the average costs per month or year? A) There are College‐supplied telephone lines and equipment in place that will be made available to the Operator. Please reference Item 2, Section E.1 of the RFP document. 23. QUESTION: What are some of the major issue, concerns, complaints, and/or dissatisfaction raised by dining facility patrons over the past year? A) The College’s interest in changing the business model. 24. QUESTION: Does the College currently have any scheduled remodel plans for the dining/serving area? A) No 25. QUESTION: Will the renovation’s scheduled in the next year effect the contract at all? A) Not applicable 26. QUESTION: Please outline the projected student enrollment growth for each campus for the next three years. i. Residential full time ii. Commuter full time / part time A) San Juan College does not provide on‐campus housing. With respect to projected commuter enrollment, the College anticipates very little change in numbers. Therefore the College would project approximately 2500 full time students and 3300 part time students per semester. 27. QUESTION: What has been the historical rate increase in the residential meal plans and retail prices over the past five years? A) The current food service company has not implemented residential meal plans as San Juan College does not currently offer on‐campus housing. 28. QUESTION: Please provide the commission percentage on per sales location/category. A) Commissions are not paid under the current contract. This is a new business model for the College. 29. QUESTION: Please provide the commission amount received for the past two years A) N/A 30. QUESTION: If the incumbent is not retained, what equipment, small equipment and smallwares will they be taking from premises? A) The College does not have a list of Sodexo‐provided items. An inventory of College‐owned equipment is attached. 31. QUESTION: Please validate the smallwares inventory the college owns. A) Attached. 32. QUESTION: Are the food service workers represented by a union? If so, can we obtain copies of the current agreements? Can we have the name of the union and their local representative? A) The current food service workers are not College staff and as such we do not have any information on them or their contracts. 33. QUESTION: Please provide names and titles of the selection committee. Please provide list of current members "Food Service Programs Oversight Committee"? Can you please share the members for each of the evaluation team? A) We do not share committee member’s names while a procurement is in progress. B) Any proposer contacting any college staff other than the Procurement Manager in relation to this RFP will be disqualified and their response will be marked non‐responsive. 34. QUESTION: Can you explain how many high‐school and middle‐school students will eat at the college daily? How will their meals be paid and what will that rate be? A) San Juan College High School and San Juan College have not finalized this information at this time. 35. QUESTION: How much time will be allotted for turnover to the new vendor? A) The transition to the new, if applicable, food service company will occur over the long 4th of July weekend while the campus is closed. It is anticipated that traffic on campus will be light the week of July 5th – July 8th. 36. QUESTION: Is a bid bond required with this proposal? A) A bid bond is not required. For information regarding the possibility of a performance bond, please reference Exhibit A, Section 4.11, Item 7 and Section 4.18, Item 3. 37. QUESTION: Did the college allow the startup and relocation cost to be expensed to the operation? Will the college allow the food management company expense opening, relocation, marketing and transition cost related to the start‐up as part of the operational cost? Will these cost be deemed neutral to the incumbent since they will not have these cost? Will these cost be allowed to be deducted from gross sales? A) Because the College structured this RFP to allow proposing companies to present their visions, requirements, and proposals, whether or not to deduct start‐up and relocation expenses from gross revenues, would be something left to the proposing company. If this is the expectation of the proposing company, it should be clearly stated and will be taken into consideration. 38. QUESTION: Is there any other payment method other than cash such as the student meal card or prepaid cards? A) A) Please reference the Mary’s Kitchen website for information regarding what is termed “meal plans” by the current provider. The plans reflect loading pre‐
payment onto student ID’s. https://sjcmaryskitchen.sodexomyway.com/dining‐plans/index.html For catering to internal parties, please reference Exhibit A, Section 3.1.3 and Section 4.13 39. QUESTION: Who were the attendees at the pre‐proposal conference? Name, who the represented (San Juan College or company) and are they a Prime or Sub. A) If you submit a written request to the Procurement Manager, you will be provided a copy of the sign‐in sheet for the pre‐proposal conference. Email is acceptable for this request. 40. Question: How many expected students for San Juan College High School? A) Approximately 50 students but this is not a confirmed number. 41. Question: What are the hours for the high school? Are they going to be there all day? A) This is a new endeavor for both entities and all of the details have not been finalized. 42. Question: Price per meal? (for high school students) A) See #41 43. Question: Is the high school students State mandated food? A) See #41 44. Question: Are current food services employees staying? A) This will be determined by the successful Offeror and may need to be negotiated with their current employer. 45. Question: Who is the pricing of food up to? A) Pricing will be the decision of the food service Operator. 46. Question: Catering pricing? Who Books the jobs? A) Catering pricing is determined by the food service Operator. Booking of jobs will also be the responsibility of the Operator but must be coordinated with the College Scheduling Specialist. 47. Question: Is there record of the caterings for previous years to see volume? A) This information can be found in Exhibit B under Catering. 48. Question: Is the school of energy allowed to use outside food & catering>? If so, can the products be bought from the food service provider? A) For a limited number of small catering jobs, typically less than $50, The School of Energy and any/all departments may elect to purchase food and drinks from off‐campus sources. However, for larger needs the SOE as well as all College entities utilize the on‐campus food service provider. The on‐campus provider has the first opportunity to provide support for small events. (Reference Exhibit A, Section 1.2) 49. Question: Will the college subsidies if operating at a loss? A) It is the Colleges intent to not subsidies the contractor. 50. Question: Picnic Beer & Wine licenses A) Not sure what the question is here but the College does not currently provide beer and wine but would like to have that ability with the new contract. 51. Question: How many caterings per week? Average number per week? A) Caterings are at the discretion of the provider with proper scheduling. We believe there is a great potential in the catering arena but the actual number of caterings will depend on the contractor and the success of their advertising. See #19 for financial numbers. 52. Question: How long is the lease period? A) See 4.12 Term of Contract in the scope of work. (Exhibit A) 53. Question: Would you please confirm who owns the following equipment? 1) Digital Menu Boards? i. How many are used for the food service operation? A) Sodexo currently owns the television menu boards. 2) POS system? i. How many terminals? A) There are five also owned by Sodexo. 54. Question: Would you please confirm your current financial model with Sodexo? A) The current contract with Sodexo is a P&L based model. The College does not anticipate utilizing this structure going forward. 55. Question: Please provide all equipment that Sodexo owns that would need replaced should another company be awarded the contract? For example, small wares or catering equipment? A) Please reference the answers to questions 30 & 31 56. Question: Who owns the Starbucks coffee equipment? Espresso machines? A) San Juan College owns the Expresso machines and Starbucks owns their respective equipment which is leased through Sodexo. 57. Question: Regarding the catering revenue noted in the RFP, does the revenue include the conference room fees? If so, how much of the external and internal catering revenue is the conference room fees? A) No, the catering revenue does not include facility rental fees; it is strictly catering revenue. 58. Question: Would you confirm with commissions are currently being paid on external caterings? A) The College is not currently receiving commissions on external catering. 59. Question: Would you confirm what the current licensing fees are for the total gross receipts for your on campus food services? A) This is a new business model for the College. In other words licensing fees are not currently in place. 60. Question: During the walk thru, it was communicated that a beer and wine list should be included in the proposals. If this is required, is there a current beer and wine list that can be shared with the prospective proposers? A) It is not a requirement to provide a beer and wine list. This can be negotiated during the contract negotiations with the selected Offeror. There is not a current beer and wine list as alcoholic beverages are not currently served on campus. ‐ End of Addendum ‐