SAN JUAN COLLEGE
4601 COLLEGE BOULEVARD
FARMINGTON, NM 87402
FOOD SERVICES PROVIDER
RFP#16-34103
PROPOSAL OPENING DATE
March 31, 2016
2:00 P.M. MDT
PRE-PROPOSAL MEETING DATE
March 10, 2016
9:00 A.M. MDT
Table of Contents
Section
Page
Acknowledgment of Receipt Form .................................................................................................................................. 1
Notice to Offerors ............................................................................................................................................................ 2
General Conditions .......................................................................................................................................................... 3
Instructions to Offerors…………………………………………………………………………………………………...4
1.
General . . . . .………………………………………………………………………………………….4
2.
Exhibits …………………………...………………………………………………………………...…4
3.
Required Submittal Forms……………………………….………………………………………...…..5
Proposal Process……………………………………………………………………………………………………….....6
1.
Introduction………………………………………………………………………………….……...…6
2.
Schedule……………………………………………………………………………………….……....6
3.
Due Date………………………………………………………………………………………………7
4.
Number of Copies……………………………………………………………………………………..7
5.
Inquiries……………………………………………………………………………………………….7
6.
Signing of Proposals and Authorization to Negotiate ……………………………………………….8
7.
Period of Acceptance………………………………………………………………………………….8
8.
Binding Offers…………………………………………………………………………………………8
9.
Subcontracts and Other Contractual Arrangements…………………………………………………...8
10.
Independence of the Offeror…………………………………………………………………………..9
11.
Laws and Regulations
……………………………………………………………………………9
12.
Confidentiality……………………………………………………………………………………...…9
13.
Prohibited Contacts……………………………………………………………………………………9
14.
Bribery and Kickbacks………………………………………………………………………………...10
15.
Protest Deadline……………………………………………………………………………………….10
16.
Conflict of Interest…………………………………………………………………………………….10
17.
Campaign Contribution Disclosure……………………………………………………………………10
Proposal Format Requirements…………………………………………………………………………………………...11
1.
General Format for Proposals…………………………………………………………………………11
2.
Submission Requirements……………………………………………………………………………..11
Evaluation…………………………………………………………………………………………………………………15
1.
Criteria for Award……………………………………………………………………………………..15
Exhibits:…………………………………………………………………………………………………………………..17
A. Scope of Work
B. Demographic and Operational Statistics
C. Food Service Floor Plans & Equipment Lists
D. Operator Responsibilities
E. College Responsibilities
F. Daycare Food Service
G. Facility Rental Rates
H. Conference Room Sizes
Required Submittal Forms:……………………………………………………………………………………………..18
A. RFP Submittal Form
B. Fee Proposal Summary
C. W-9
D. Certificate of Insurance
E. Acceptance of Terms & Conditions
F. Opening Expense Detail
G. Investment Detail
H. Financial Projections
FORM A
Food Services Provider for San Juan College
RFP #16-34103
March 31, 2016
2:00 P.M. MDT
ACKNOWLEDGEMENT OF RECEIPT FORM
In acknowledgement of receipt of the Food Services Provider for San Juan College distribution
packet RFP#16-34103 the undersigned agrees that he/she has received a complete copy of the RFP
document, beginning with the title page and ending with page 18 for a total of 20 pages, a total of 48
pages of Exhibits, a 4 page Word Document, and 16 pages of PDF Required Submittal Forms.
The acknowledgement of the receipt should be signed and returned to the Purchasing Department no
later than March 09, 2016 @ 4:00 p.m. MDT. Only potential Offerors who elect to return this form
will receive copies of all future communications, relating to, and including amendments to RFP#1634103, if issued.
FIRM:
REPRESENTED BY:
TITLE:
PHONE:
EMAIL:
FAX:
ADDRESS:
CITY:
SIGNATURE:
STATE:
ZIP:
DATE:
This name and address will be used for all correspondence related to document RFP #16-34103.
Firm does / does not (circle one) intend to respond to Food Services Provider for San Juan
College, RFP#16-34103.
If firm does not intend to reply, please give a brief reason for not responding:
Return to:
Frank Cole, Senior Director of Purchasing
San Juan College
4601 College Boulevard
Farmington, NM 87402
Phone: (505) 566-3511
Fax: (505) 566-3075
Email; [email protected]
Faxed / scanned and emailed copies of this form will be accepted.
Faxed or Emailed (RFP) responses will not be accepted.
Page 1
NOTICE TO OFFERORS
Sealed proposals will be received by San Juan College, Farmington, New Mexico at the Office of
the Purchasing Department, 4601 College Boulevard, Farmington, New Mexico 87402, until the
hour of 2:00 p.m. MDT on the 31st of March, 2016, at which time proposals duly delivered and
submitted will be opened privately for the following:
FOOD SERVICES PROVIDER FOR SAN JUAN COLLEGE
RFP#16-34103
Any proposal received after stated closing time will be returned unopened. If proposals are sent by
mail to the Purchasing Department Office, the Offeror shall be responsible for actual delivery of the
proposal to the Purchasing Office before the advertised date and hour for opening of proposals. If
mail is delayed either in the postal service or in the internal mail system of San Juan College beyond
the date and hour set for the proposal opening, proposals thus delayed will not be considered and
will be returned unopened.
A pre-proposal conference will be held on Thursday, March 10, 2016 at 9:00 a.m. MDT at San Juan
College, 4601 College Blvd, Farmington, NM 87402 Room, #TBD to review the current site and to
answer questions raised by those attending, with respect to the requirements and execution of the
RFP.
Proposal documents may be retrieved by accessing the San Juan College website and downloaded at:
http://www.sanjuancollege.edu/administrative-services/departments/purchasing/rfpbids/ Further
details and criteria for award may be obtained through the Purchasing Office at San Juan College by
calling (505) 566-3511.
Until the final award by San Juan College, said College reserves the right to reject any and/or all
proposals; to waive technicalities, to re-advertise, and to proceed otherwise when the best interest of
said college will be realized thereby. Proposals will be submitted sealed and plainly marked with
the procurement number, date and time of opening.
SAN JUAN COLLEGE
Farmington, NM 87402
By /s/ Frank Cole
Frank Cole, Senior Director of Purchasing
First Publication Date:
Pre-Proposal Meeting:
Opening Date:
March 02, 2016
March 10, 2016
March 31, 2016
Page 2
GENERAL CONDITIONS
As required by13-1-111 NMSA 1978 San Juan College is requesting proposals for Food Services
Provider for San Juan College.
Proposals must include but are not limited to the requirements set forth in this document and all attached
Exhibits and Required Submittal Forms. Proposals deposited with the College may be withdrawn or
modified prior to the time set for opening of proposals by delivering written or telegraphic notice to the
Purchasing Office. Offerors submitting proposals may be afforded an opportunity for discussion and
revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for
the purpose of obtaining best and final offers.
The opening of proposals shall be conducted in private in order to maintain the confidentiality of the
contents of all proposals during the negotiation process.
Negotiations may be conducted with all responsible Offerors who submit proposals found to be
reasonably likely to be selected for award.
After obtaining best and final offers, the award shall be made to the responsible Offeror or Offerors
whose proposal is most advantageous to San Juan College, taking into consideration the evaluation
factors set forth in the request for proposals. The award of a contract for Food Services Provider may be
made based upon the criteria which does not include price.
The Purchasing Department will open and evaluate all proposals; determine the need for, and conduct
any negotiation; and make a final recommendation to the Board for award of the contract.
The College reserves the right to reject any or all proposals or to waive irregularities at its option when in
the best interests of San Juan College.
Award of the contract is contingent upon the budgeting and appropriation of funds for continuation of the
professional services contemplated by this Request for Proposal.
Page 3
INSTRUCTION TO OFFERORS
1.
General
Submission of a proposal shall mean that the Operator:






Has read and understood this RFP document, Exhibits and Required Submittal
Forms;
Agrees to comply with the conditions set out herein;
Considered all representations and directions in connection with the services
required;
Has visited the College or waives any claim as a result of not having visited the site
to obtain any further information the Operator requires;
Made itself completely knowledgeable with the College and conditions relevant to
the services required;
Made all investigations essential to a full understanding of the difficulties which
may be encountered in performing the services;
Operators shall provide any and all information relevant to their submission(s). The College
reserves the right to request any other information it requires to evaluate the submission(s).
Each Operator must submit only one (1) proposal. Multiple proposals will not be accepted.
However each proposal may include multiple options.
2.
Exhibits
Separate from this RFP document are a number of exhibits that define the scope of work,
terms and conditions, responsibilities, demographic and other related information necessary
to complete a submission of a proposal according to the guidelines of this RFP. It is the
responsibility of the Operators to thoroughly read and review all exhibits associated with this
RFP. Document “16-34103 Exhibits”
List of Exhibits:
A.
B.
C.
D.
E.
F.
G.
H.
Scope of Work
Demographic and Operational Statistics
Food Service Floor Plans & Equipment Lists
Operator Responsibilities
College Responsibilities
Daycare Food Service
Facility Rental Rates
Conference Room Sizes
Page 4
3.
Required Submittal Forms
The College has provided each Operator a number of Required Submittal Forms to expedite
the evaluation process. Document “16-34103 Forms” and “Form D”. Blank submittal forms
can be accessed via the College web site at
http://www.sanjuancollege.edu/administrative-services/departments/purchasing/rfpbids/
List of Required Submittal Forms:
A.
B.
C.
D.
E.
F.
G.
H.
Acknowledgement of Receipt Form (included as page one of RFP document)
RFP Submittal Form
Price Submittal Form
Acceptance of Terms & Conditions (Microsoft Word)
Campaign Disclosure Form
Certificate of Insurance
Offeror Questionnaire
New Mexico Veterans Preference Form (Only if it applies)
Page 5
PROPOSAL PROCESS
1.
Introduction
Until the final award by the College, the College reserves the right to reject any and/or all
submittals, to waive technicalities, to re-advertise, or to otherwise proceed when the best
interest of the College will be realized. This procurement is governed by the New Mexico
State Statutes 1978, Chapter 13, Public Purchases and Property.
2.
Schedule
It is the College’s intent to adhere to the following schedule. However, the College
reserves the right to modify this schedule.
Preliminary Schedule
Activity
Request for Proposals (RFP) Process to Facilitate the Hiring of Food
Services Provider for San Juan College
Pre-Proposal Meeting – SJC Room, #TBD
Deadline for Questions
Deadline to Respond to Questions and Issue Addendums
Proposals Due to San Juan College
3.
Date
March 02, 2016
March 10, 2016,
9:00 am MDT
March 14, 2016 4:00 pm MDT
March 17, 2016 –
4:00 pm MDT
March 31, 2016 –
2:00 pm MDT
Evaluation of Proposals
Best and Final Offers and/or Presentations
Contract – Notice to Proceed
April 06 – April
27, 2016
Commencement of work
July 1, 2016
Due Date
Proposals shall be delivered in sealed envelopes or boxes and must be addressed to and
received at:
San Juan College
Frank Cole
Purchasing
San Juan College
4601 College Blvd
Farmington, NM 87402
Page 6
no later than 2:00 p.m. MDT on March 31, 2016 (the “Due Date”). The Request for
Proposals - Submittal Form must be completed, signed, and incorporated into section one
of the proposal. Envelopes or boxes should be clearly marked “Proposal for the Food
Services Provider for San Juan College.” Offerors are fully responsible for timely delivery
of proposals. Any proposal received after the stated closing time will be returned unopened.
If proposals are sent by mail to the Purchasing Office, the Offeror shall be responsible for
actual delivery of the proposal to the Purchasing Office before the advertised date and hour
for the opening. Proposals which are delayed will not be considered and will be returned
unopened.
4.
Number of Copies
The Offeror shall submit one (1) original and seven (7) hard copies of the proposal and one
(1) USB flash drive that contains a PDF version of the full proposal (including submittals)
and all completed Required Submittal Forms in original format (Microsoft Word/Excel). All
expenses associated with this submittal will be borne solely by the Offeror.
5.
Inquiries
Should an Offeror find discrepancies in, or omissions from, this RFP and related documents,
or should Offeror be in doubt as to meaning, Offeror shall immediately notify the College’s
Senior Purchasing Director and, if the point in question is not clearly set forth, a written
addendum or bulletin of instructions will be mailed or delivered to each person submitting an
Acknowledgement of Receipt form, it will also be available on the College’s website. Each
person requesting an interpretation will be responsible for the delivery of such requests to the
College’s designated representative in writing as outlined in this RFP. The College will not
be bound by, or responsible for, any explanation or interpretation of the proposed documents
other than those given in writing.
Questions and/or clarifications concerning this RFP will be accepted in writing through 4:00
p.m. MDT on March 14, 2016. Requests may be transmitted via email. Written responses
to all written inquiries will be provided and distributed to all recipients of this RFP.
Responses and addenda to this RFP, if necessary, are scheduled to be issued by 4:00 p.m.
MDT on March 17, 2016. No Offeror may rely upon oral responses made by any College
employee or any representative of the College. Questions and/or clarifications concerning
this RFP shall be directed to:
Frank Cole
Senior Director of Purchasing
(505) 566-3511
Fax (505) 566-3075
[email protected]
The only approved contact shall be with the above referenced staff. Offerors making contact
with any other College official, evaluation committee member, or College employee
regarding this RFP may be disqualified.
Page 7
Offerors shall have no claim against the College for failure to obtain information made
available by the College which the Offeror could have remedied through the exercise of due
diligence.
6.
Signing of Proposals and Authorization to Negotiate
The original proposal shall be executed by a duly authorized officer of the Offeror. The
Offeror must also identify those persons authorized to negotiate on its behalf with the
College in connection with this RFP.
7.
Period of Acceptance
All proposals must remain valid for a minimum period of ninety (90) days after the Proposal
Due Date. No proposal may be modified or withdrawn by the Offeror during this period of
time unless prior written permission is granted by the College.
The College reserves the right to request additional information from the Offeror at any time
during the selection process. The College also reserves the right to extend by thirty (30)
days the proposal of any Offeror, at no additional cost to the College, to allow for the
completion of the final contract documents. If the notification of selection of an Offeror or
request for time extension has not been made by the College after ninety (90) days, Offerors
may, at their discretion, withdraw their proposals or provide the College with written
extensions of time.
8.
Binding Offers
All proposals submitted by Offeror are required to be binding offers, enabling acceptance by
the College to form a binding contract. Proposals are to remain as binding offers for the full
period of time of the initial 90-day Period of Acceptance and, as such, the time period may
be extended by the College.
9.
Subcontracts And Other Contractual Arrangements
The use of subcontracts or other contractual arrangements to provide the requested services
is permitted. The College, however, is looking for a contracting entity that provides for a
single, technically and financially capable party to be fully responsible to the College for all
contractual obligations.
All existing or anticipated subcontracting and other arrangements relating to the entity that
will contract with the College and the services to be provided by such entity must be fully
and clearly disclosed in proposals and are subject to further clarification by the Offeror, and
the review and approval by the College.
Page 8
10.
Independence Of The Offeror
The employees, officers and agents of the Offeror are not, nor shall they be deemed for any
purpose, employees or agents of the College, nor shall they be entitled to any rights, benefits,
or privileges of College employees. It is understood that the relationship of the Offeror to
College, if a contract is successfully negotiated, will be that of an independent contractor.
11.
Laws And Regulations
This procurement shall be governed by New Mexico Statutes 1978 Annotated, Chapter 13 –
Public Purchases and Property – inclusive of all cumulative supplements, and construed and
enforced in accordance with the laws, of the State of New Mexico and the laws, ordinances,
rules and regulations of San Juan College.
The College also requires that all responses to this RFP, and any contracts that may arise as a
result of this procurement, be in accordance with laws, ordinances, and regulations of the
State of New Mexico and San Juan College of Farmington, New Mexico.
12.
Confidentiality
Proposals are subject to provisions of State law relating to inspection of public records.
Proposals will be kept confidential until a list of recommended Offerors is approved by the
Board of Trustees. Following that approval, all documents pertaining to this submittal will
be open for public inspection, except material(s) previously designated by the Offeror as
proprietary or confidential. The College will not disclose or make public any pages of a
proposal on which the Offeror has stamped or imprinted the words “proprietary” or
“confidential”. Confidential data is normally restricted to confidential financial information
concerning the Offeror’s organization and data that qualifies as a trade secret in accordance
with the Uniform Trade Secrets Act, §57-3A-1 to §57-3A-7 NMSA, 1978. Such materials
must be readily separable from the submittal in order to facilitate eventual public inspection
of the non-confidential portion. If a request is received for disclosure of data for which an
Offeror has made a written request for confidentiality, the Purchasing Department shall
examine the Offeror’s submittal and make a written determination specifying which portions
of the proposal should be disclosed in accordance with applicable New Mexico law. Unless
the Offeror takes action to prevent the disclosure, the proposal may be so disclosed. The
proposal shall be open to public inspection subject to any continuing prohibition on the
disclosure of confidential data.
13.
Prohibited Contacts
The Offeror, including any person affiliated with or in any way related to the Offeror, is
strictly prohibited from any contact with members of the Board of Trustees or evaluation
committee members, on any matter having to do in any respect with this RFP other than as
outlined herein. Failure by any Offeror to adhere to this prohibition may, at the sole
discretion of the College’s Chief Procurement Officer (CPO), result in disqualification and
rejection of any proposal.
14.
Bribery And Kickbacks
Page 9
As required by Section 13-1-191, NMSA, 1978, it is a third-degree felony under New
Mexico law to commit the offense of bribery of a public officer or public employee (Section
30-24-1, NMSA, 1978); it is a third-degree felony to commit the offense of demanding or
receiving a bribe by a public officer or public employee (Section 30-24-2, NMSA, 1978); it
is a fourth-degree felony to commit the offense of soliciting or receiving illegal kickbacks
(Section 30-41-1, NMSA, 1978); it is a fourth-degree felony to commit the offense of
offering or paying illegal kickbacks (Section 30-41-2, NMSA, 1978).
15.
Protest Deadline
Any protest by an Offeror must be timely and in conformance with Section 13-1-172,
NMSA, 1978 and applicable procurement regulations. The fifteen (15) day protest period
for responsive Offerors shall begin on the day following the College’s written notification to
all responding Offerors. Protests must be written and must include the name and address of
the protestor and the number assigned to this RFP by the College. It also must contain a
statement of grounds for protest including appropriate supporting exhibits. The timely
protest must be delivered to:
Protest Manager
Purchasing Department
San Juan College
4601 College Blvd
Farmington, NM 87401
16.
Conflict Of Interest
Offeror warrants that it presently has no interest and will not acquire any interest, direct or
indirect, which would conflict in any manner or degree with the performance of service
under this contract.
17.
Campaign Contribution Disclosure
A. Required submittal Form E
18.
New Mexico Preferences
To ensure adequate consideration and application of NMSA 1978, § 13-1-21 (as
amended), Offerors must include a copy of their preference certificate with their
proposal. Certificates for preferences must be obtained through the New Mexico
Department of Taxation & Revenue http://www.tax.newmexico.gov/Businesses/in-stateveteran-preference-certification.aspx
A. New Mexico Business Preference
B. New Mexico Resident Veterans Business Preference
In addition to a copy of the certification, the Offeror shall sign and complete the Resident
Veterans Preference Certificate form, as provided in this RFP (Form H).
Page 10
PROPOSAL FORMAT REQUIREMENTS
1.
General Format for Proposals
To facilitate comparison and evaluation, Offerors must follow the format outlined in this
section. Failure of an Offeror to follow the required format may, at the sole discretion of the
College, result in the rejection of the submittal. Proposals shall contain concise written
material and illustrations that enable a clear understanding and evaluation of the capabilities
of the Offeror. An 8 ½” x 11” format is required for typed submissions with a limit not to
exceed one-hundred (100) pages. Legibility, clarity, and completeness are essential. The
College, at its sole discretion, may reject any proposal which is unclear in any way.
2.
Submission Requirements
Each proposal submission must contain the information requested in this section.
Specifically the proposal submissions must include tabs indicating the following subsections:
Section 1. Request for Proposals Submittal Form / Executive Summary
Section 2. Acceptance of Contractual Terms and Conditions
Section 3. Evidence of Insurability
Section 4. Company Profile, Experience and Qualifications
Section 5. Operational Plan
Section 6. Transition and Implementation Plan
Information that is requested must be included within responses and preceded by the
corresponding section number.
Section 1: Request for Proposals Submittal Form /Executive Summary
In this section each Offeror is expected to provide a signed copy of the Required Submittal
Form B “RFP - Submittal Form” signed by an Officer of the company that confirms receipt
of all issued addenda.
This section should also include an executive summary that highlights key elements of the
proposal. Executive summary should be no more than five (5) pages in length.
Section 2: Acceptance of Contractual Terms and Conditions & Responsibilities
In this section each Operator is expected to respond as directed for each item in Exhibit A Section 4, Exhibit D – all sections & Exhibit E – all sections (collectively “Terms and
Conditions” and “Responsibilities”). Format for responses on the Required Submittal Form
D “Acceptance of Terms & Conditions” should be:

Where acceptance is requested, note this by answering “Accept” preceded by the
corresponding item number.
Page 11

Where acceptance is requested, but denied, note this by answering “Exception” and, where
appropriate, provide substituting language.
Operators are required to follow this format for ease of interpretation and evaluation by the
College evaluation team members.
Section 3: Evidence of Insurability
In this section Operators are to provide evidence of insurance for this opportunity. The
Operator who is selected to operate food services at the College will be required to obtain, pay
for and have in place at all times during the operational period of the contract, insurance
coverage as required by the College and as listed in Exhibit A Section 4.11. Such coverage
will be obtained from an insurance company authorized and licensed to provide coverage in
the State of New Mexico.
Evidence of such insurance should be detailed using Required Submittal Form F
“Certificate of Insurance” or similar provided by Offerors insurance company.
Section 4: Company Profile, Experience and Qualifications
In this section Operators are to include concise documentation outlining experience,
competence and financial ability relating to the operation of retail food services.
1. Provide a company overview of the organization including but not limited to:




Structure and size of the company,
Divisions, departments and/or business units,
Location of head office, and
Locations of regional or affiliate office that would be responsible for managing this
account.
2. Discuss and explain the structure of subsidiaries, affiliates, divisions or departments of
your organization responsible for the various aspects of this opportunity including internal
and external reporting relationships and proposed interface with the College.
3. Provide current financial statements covering the last three (3) years of operation (tax
returns may be substituted). If the Operator is a subsidiary of another corporation, or a
joint venture, financial statements for the operating subsidiary, parent company and/or
joint venture partner are required.
4. Provide a description of any and all pending litigation, agreements, or liabilities that may
reasonably be anticipated to have an adverse effect upon the Operator’s ability to comply
with the terms and condition of the contract or this RFP.
Section 5: Operational Plan
Page 12
In this section, Operators are required to submit an operational plan that demonstrates how
food services will be provided at the College. The operational plan should communicate
programs that will be implemented in all areas (i.e. wellness) as well as programs specific to
each outlet as defined below.
For Each Outlet (Mary’s Kitchen, Common Grounds Coffee Bar, HHPC Snack Bar,
SOE Snack Bar)
1. Provide a full description of your proposed food services program at each food service
outlet. Include a written description of the concepts proposed, any modifications that
would be made to existing outlets.
2. Provide promotional or graphic material to be utilized at the College and in circumstances
where national branded concepts are proposed, whether such agreements are in the form of
franchise agreements or license arrangements.
3. Include a listing of proposed menus, prices, items or products for each of the retail
operations.
4. Provide a summary of the hours of operations proposed at the College for each of the food
service operations for each academic term as well as the summer months.
General Dining Programs:
5. Provide a full description of the proposed Catering program. The description is to include
a proposed Catering menu, including prices, that addresses the needs of student groups,
College faculty & staff and special events.
6. Provide a description of the Operators proposed policy and practice for recycling and
sustainability.
7. Provide a description of how Operator will fulfill the commitment to provide meals to the
daycare center.
Page 13
Section 6: Transition Plan
Each Operator must provide a comprehensive implementation plan, which includes the
following.
1. A detailed implementation time-line including major milestones and appropriate transition
plans for the current service.
2. Appropriate strategies to minimize service interruptions during transition, including
detailed transition staffing plans.
3. Provide a description of the relevant experience and skill set of the Operator team
members that will be on-site during start-up and for each provide a description of their role
and estimated time committed (in hours/days) for a successful startup at the College.
Section 7: Price Submittal / Fee Proposal Summary
1. See Form C – Price Submittal
Page 14
EVALUATION
1. Criteria for Award
The College will receive proposals from firms having specific experience, resources and
qualifications to perform the proposed scope of work.
Proposals for consideration for this project must contain evidence of the firm's experience
and abilities in the specified area and other disciplines directly related to the proposed
services. Other information required by the College to be submitted in response to this RFP
is included elsewhere in this solicitation.
A selection committee will review and evaluate all replies and detailed proposals, may
conduct oral presentations with a short list of vendors, or a combination of both, unless
otherwise indicated in this solicitation. The selection committee will have only the response
to this solicitation to review for selection of finalists and, therefore, it is important that
Offerors emphasize specific information considered pertinent to the services to be provided.
EVALUATION POINT SUMMARY
Points Available
Sections 1, 2 & 3 – Executive Summary, Acceptance of Terms & Conditions &
Insurance………………………………………………………………………….
50
Section 4 – Company Profile & Experience………….…………………………..
150
Section 5 – Operational Plan……..……………………………………………….
300
Section 6 – Transitional Plan......................................................................………
150
Section 7 – Price Submittal / Fee Proposal Summary…………………………….
250
Sub Total………………………………………………………………………….
900
Oral Presentation…..…………………………………………………………..….
100
Grand Total……………………………………………………………………….
1,000
Section 7 – Price Submittal / Fee Proposal Summary (250 points)
The evaluation of each Offeror’s cost proposal will be conducted using the
following formula:
Lowest Responsive Offer Bid
------------------------------------------------------This Offeror’s Bid
X Available Award Points
Oral Presentations (100 points)
If requested by the Committee, Oral Presentations may be requested from a Short
List of Offerors. Points will be awarded based on the quality, organization and
Page 15
effectiveness of communication of the information presented, as well as the
professionalism of the presenters and technical knowledge of the proposed staff.
Prior to Oral Presentation, the College will provide the Offeror a presentation
agenda.
A.
New Mexico Preferences
Percentages will be determined based upon the point based system outlined in
NMSA 1978, § 13-1-21 (as amended).
a) New Mexico Business Preference
If the Offeror has provided their Preference Certificate the Preference Points for
a New Mexico Business is 5%.
b)New Mexico Resident Veterans Business Preference
If the Offeror has provided their Preference Certificate and the Resident
Veterans Certification Form the Preference Point are one of the following:

10% for less than $1M (prior year revenue)

8% for more than $1M but less than $5M (prior year revenue)

7% for more than $5M (prior year revenue)
2. EVALUATION PROCESS
The evaluation process will follow the steps listed below:
A.
All Offeror proposals will be reviewed for compliance with the mandatory
requirements stated within the RFP. Proposals deemed non-responsive will be
eliminated from further consideration. Offerors who do not agree to all Minimum
Requirements, or agree but with restrictions or caveats, will be eliminated from
further consideration.
B.
The Procurement Manager may contact the Offeror for clarification of the
response.
C.
The Evaluation Committee may use other sources of information to perform the
evaluation.
D.
Responsive proposals will be evaluated on the factors in Sections 1 through 7 that
have been assigned a point value. The responsible Offerors with the highest scores
from the 1st phase of the evaluation may be selected for Oral Presentations based
upon the proposals submitted. Finalist Offerors who are asked or choose to submit
revised proposals for the purpose of obtaining best and final offers will have their
points recalculated accordingly, based on the best and final offer, and on oral
presentations. The responsible Offeror whose proposal is most advantageous to the
College, taking into consideration all of the evaluation factors, will be recommended
for contract award. Please note, however, that a serious deficiency in the response to
any one factor may be grounds for rejection regardless of overall score.
Page 16
EXHIBITS
All Exhibits are on San Juan College’s Website:
http://www.sanjuancollege.edu/administrative-services/departments/purchasing/rfpbids/
Each of the following Exhibits can be found in the document “16-34103 Exhibits”.
A.
Scope of Work
B.
Demographic and Operational Statistics
C.
Food Service Floor Plans & Equipment Lists
D.
Operator Responsibilities
E.
College Responsibilities
F.
Daycare Food Service
G.
Facility Rental Rates
H.
Conference Room Sizes
Page 17
REQUIRED SUBMITTAL FORMS
All Required Submittal Forms are on San Juan College’s Website:
http://www.sanjuancollege.edu/administrative-services/departments/purchasing/rfpbids/
Each of the following Forms (with the exception of Form D) can be found in the document
“16-34103 Forms”. Form D (A Microsoft Word Document) is a separate document “1634103 Form D”.
A.
Acknowledgement of Receipt Form
B.
RFP Submittal Form
C.
Price Submittal Form
D.
Terms & Conditions Acceptance Form (Separate Microsoft Word document)
E.
Campaign Contribution Disclosure Form
F.
Certificate of Insurance
G.
Offeror Questionnaire
H.
New Mexico Veterans Preference Form (if it applies)
Page 18