DATE: April 27, 2018 TO: FROM: RE: All Prospective Proposers Beth Kirk Director, Office of Procurement 301-546-0007 RFP 18-05 Dining and Catering Services, and Vending Machine Services Addendum #3 dated 04/27/2018 The following amends the above referenced RFP documents. Receipt of this addendum is to be acknowledged by completing the enclosed "Acknowledgement of Receipt of Addenda Form and including it in the Technical Proposal. Questions and responses, and modifications to the RFP will be provided in the form of a log, attached hereto and referred hereafter as Addenda Log 1. See Addenda Log for information/updates, attached. End of Addendum 3 dated 04-27-2018 RFP 18-05- Addendum #3 Page 1 of 2
RFP NO.: 18-05 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA FORM TECHNICAL AND FEE PROPOSAL DUE DATE: May 3, 2018, on or before 10:00 A.M. ET RFP FOR: Dining and Catering Services, and Vending Machine Services NAME OF PROPOSER: ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA The undersigned, hereby acknowledges the receipt of the following addenda: Addendum No. 1 dated 04-12-2018 Addendum No. 2 dated 04-18-2018 Addendum No. 3 dated 04-27-2018 Addendum No. Addendum No. dated dated As stated in the RFP documents, this form is included in our Technical Proposal. Signature Name Printed Title Date END OF FORM RFP 18-05- Addendum #3 Page 2 of 2
No. Addendum No. Solicitation Section/Reference 1 1 Section I, 4. Pre-Proposal Conference 2 1 Section III, Article 1, Paragraph 2.1, Tab 5, Page 23 3 1 Section III, Article 1, Paragraph 2.1, Tab 18, page 26 Question/Reference What is Location and Date of Pre-Proposal Conference? Tab 5: Proposed Operation/Work Plan: Tab 18: Marketing & Campus Relations. PGCC Response/Modification The following deletes and corrects the date and location of the Pre-proposal Conference, as follows: Date: April 17, 2018, at 10:AM ET Location: Accokeek Hall ( Library), Room A221 The following deletes and modifies the first sentence in this section, as follows: The College is interested and will consider various food operation solutions. Responders are encouraged to include/proffer unique solutions that will best meet the College s requirements. Food operation solutions should reflect your firm s best plan and solution to provide everyday food service for student, staff, faculty and guests, while providing high quality service and food for catering events. The College will consider solution/s that best meets the Responders are to include within Tab 18 of their firm s response an additional bullet point - bullet point 4, as follows: The College strongly desires the establishment/partnership of a student internship program associated with the awarded contract/contractor. Describe your firm s student/internship programs that will be made available to Prince George s Community College students. Include the number of internship recipients available within one semester term and the program requirements. Include if any monetary support (specific monetary amounts are to be provided within the Financial/Price proposal, only) will be provided to the students. Responders shall include any limitations associated with this program. 4 1 Section III, Article 3, paragraph 2. 2. Content. Include an additional bullet point under Additional considerations: Please describe and specify amount, as follows: Internship Program monetary support, as applicable.
End of Addendum 1 5 2 What contract See, paragraph 8. Contractual Agreement and Term, page 10 of the RFP. timeframe is this RFP bid for, how many years? 6 2 Will yearly renewals be See, paragraph 8. Contractual Agreement and Term, page 10 of the RFP. included also, if so how many? 7 2 Who is going to be the 3 rd party provider for dining and catering services This RFP 18-05 is for the procurement of Dining and Catering Services, and Vending Machine Services. A Dining and Catering Service Provider and a Vending Machine Service Provided will be awarded a Contract under this RFP. 8 2 Who is going to be the vending machine services provider or will the provider be Pepsi full service vending? This RFP 18-05 is for the procurement of Dining and Catering Services, and Vending Machine Services. A Dining and Catering Service Provider and a Vending Machine Service Provided will be awarded a Contract under this RFP. Currently, the College has not specified a preference with respect to a specific brand of products to be sold/carried at the College, for example exclusive Pepsi or Coca-Cola distributor/products. However, vendors submitting a proposal for either category of service may include within your firm s technical proposal (Tab 5: Proposed Operation/Work Plan) any or all national/local product branding and marketing agreements or partnerships that may be advantageous and utilized by the College. If deemed in the best interest of the College, the College reserves its right to request the awarded vendor/s to provide/carry/sell specific branded products to align with other College s marketing and branding initiatives and partnerships. 9 2 Please provide prior year total raw cases (Non Vend, by brand/package and facility). Please break out cafeteria vs catering. Information will be provided at this time. The information may be provided to the awarded vendor.
10 2 Please provide prior year total cases sold in vending broken out by brand/package and facility 12 2 Please provide prior year total fountain gallons 13 2 Please provide current year vending mech. rates 14 2 Please provide current bottle and can (non vend) retails 15 2 How many locations on campus would a vendor need to deliver product? 16 2 Do you have an attendant at the Marvelous Market? 17 2 What is the student population? 18 2 How many full-time students? 19 2 Can a vendor submit proposal and be named as a sub-contractor in another proposal? Information will be provided at this time. The information may be provided to the awarded vendor. Information will be provided at this time. The information may be provided to the awarded vendor. Information will be provided at this time. The information may be provided to the awarded vendor. Information will be provided at this time. The information may be provided to the awarded vendor. See, paragraph B. Vending Machine Services Program, page 6 of the RFP. See paragraph 2. Food Kiosk/Warming Station, Kiosk Employee, page 6 of the RFP. Approximately 38,000, see paragraph, 1.3 Background of the RFP. Prince Georges Community College has approximately a total of 38,000 students, of the 38,000 students approximately 3,400 are full-time students, 8,900 are part-time students. No. The following provision is incorporated into the RFP: INTEREST IN MORE THAN ONE BID PROPOSAL AND COLLUSION Multiple Bid/Proposals submitted in response to this Solicitation by any
Bidder under the same or different names may be rejected as nonsusceptible. Reasonable grounds for believing that any Bidder/Offereor has interest in more than one (1) Bid/Proposal for this Solicitation, both as the Bidder and as a subcontractor for another Bidder, may result in the rejection of all Bid/Proposals in which the Bidder has interest and disqualify the Bidder from responding to any reissuance of this Solicitation. However, a Person acting only as a subcontractor may be included as a subcontractor for multiple Bidders. The College may take other actions as deemed necessary to rectify or cure such situation/s. 20 2 Are the sales indicated in the RFP gross sales, or commissioned? 21 2 Can vendor submit technical proposal electronically? 22 2 I am a MBE subcontractor how can I work with a Prime or another firm? 23 2 Is the college s preference to award to one company, or will it consider best practice solution? (group of 2 or more working together throughout) Gross sales. We require hard copy submission, see paragraph 5. Proposal Closing Date/Due Date and Time, page 8 of the RFP. It is the responsibility of interested parties to contact other firms to partner/collaborate. It is ultimately, the prime contractor/ Proposer to name the subcontractor within their proposal. Vendors needing assistance in locating/identifying a local or a Minority Business Enterprise, (MBEs) that may be a viable subcontractor are encourage to utilize the MDOT directory at https://mbe.mdot.maryland.gov/directory/ or request from the College s Procurement Department a directory of registered vendors. The College will consider one vendor proposals as well as a best practice coordinated grouping. 24 2 Section III, Article 3. Financial and Price Proposals 1. Submissions The following deletes and replaces in its entirety the first sentence.
25 2 Section 1. General Information B. Vending Machine Services Program. Financial and Price Proposals must be received at the Issuing Office by the specified due date and time per the Solicitation Schedule. 1. Beverage and Snack Vending Machines. The following sentence is deleted in its entirety. The approximate average sales over the last 2 years: $48K Replace with: The approximate total sales in 2017 was $384K. 26 2 Pre-proposal Conference Attendees 27 3 All smallwares owned by the college? Pre-Proposal Attendees Sign-In sheet and Business Cards obtained are included within this Addendum 2, attached. End of Addendum 2 The Contractor shall provide all equipment including smallwares. See Section, 2. Scope of work. College s Responsibilities and Contractor s responsibilities; All necessary food service equipment. Adequate inventory of plates, flatware, glasses, serving trays, salt, shakers, and pepper shakers and the maintenance of said inventory items. 28 3 Can you provide a school calendar for 2018-2019 with days the college is open for food service? 29 3 Is this contract a P/L or subsidized? 30 3 Is there any commission that the college wants back from the dining service? 31 3 Do you have a schedule for summer camps and numbers, or Provide necessary repair, maintenance or replacement of equipment See Section 1.3 Background and See Section 2. Scope of work, Hours of Operation. And visit, https://www.pgcc.edu/academic_calendar.aspx The Contract is P/L. The College seeks a vendor who can provide well priced quality food/products to support the College s desire to earn a commission on dining/catering and vending services. Hours would be 7:30am-2pm during the summer Monday-Friday.
classes and feeding days through the summer until the fall semester starts 32 3 What types of machines for the vending? How many snacks/ soda/food 33 3 What time is breakfast time done in the morning, and when does lunch time start 34 3 Can we subcontract out the vending? 35 3 Can we have a copy of a menu/ and pricing 36 3 Page 29 Tab 8 is listed twice, should the following tabs be renumbered? 37 3 Page 61 Do the two (2) contract forms referenced in Appendix C need to be submitted? 38 3 Page 4 What % of this agreement will be nonexclusive? The College is open to different vending machine solutions. Vendors are to propose the best option to meet the College s need. The College desire machines that accept cash and credit cards and provide a variety of affordable, popular and healthy options. Breakfast is complete at 11:30am, Lunch starts at 11:30am to 2pm. Yes. See Exhibit F in the RFP and attached to this Addendum 3. Pricing is not available Please include within Tab 8, your Firm s Safety Program/Training Personnel, for the Vending Machine Services submissions. Yes, submit two, one in the Dining and Catering Services and one in the Vending Machine Services submission, if your firm is proposing for the two service categories. Firms interested in both service categories will be submitting a total of 4 proposal packages. 1 Technical proposal (Dining and Catering Services) 1 Financial proposal (Dining and Catering Services) 1 Technical proposal (Vending Machine Svs.) 1 Financial proposal (Vending Machine Svs.) do not combine proposals together. The dining and catering services vendor will have exclusivity for all College held events, with some exceptions (Culinary Arts Building and/or the contractor cannot not fulfill the order timely or meet the specific needs required under an Order Form).
39 3 What are the projected FY2020 Benchmark is 43,000 student enrollment numbers? 40 3 Is CO2 currently free? CO2 is not, and is per the vendor. The vending machine service vendor will have exclusivity of all vending machines on campus. 41 3 What is the % of criteria that will be used for the technical evaluation? 42 3 Vending Machines: Provide the annual sales by machine for the current year July 2017 - March 2018. See Section III, Article 2. Technical Evaluation Process. This information cannot be provided at this time. However, this can be shared with the awarded vendor, if possible. 43 3 Current commission rate by machine. 44 3 It was noted during our site tour many vending machines had a large number of open slots with no product availability - what are the required days per week and frequency / expectation of PGCC that machines are filled for both beverage and snack- beverage. This information cannot be provided at this time. The College expects the awarded contractor will ensure all vending machines are consistently fully stocked. The College believes 3 or more visits may be necessary. It would be the awarded vendor s responsibility to measure and identify a maintenance and replenishment/stocking schedule to adequately meet the demand. 45 3 Noting that the Culinary School See above Question and response #37.
building is the only area not covered under "exclusivity" can you insure that all catering services provided on campus are exclusively to be provided by the successful bidder and respondent to your RFP? 46 3 Is it the preference of PGCC for any catering events to be prepared and served in the new culinary center by students or other and if so, what would those events be? The Culinary Arts Building is excluded from the required services under the Dining and Catering Services contract. Events held at the building would more than likely be catered by the Student. However, if catering services are required outside of what can be performed by the Student, the College may request catering services from the Dining and Catering Services vendor. 47 3 During construction and operational renovation can the responding company list alternative solutions for continuing services? 48 3 Can the culinary school kitchen facilities be set up for production of student food to be served in an alternate and approved location provided by the college and provider mutually? Yes. No.
49 3 Who is responsible for capital equipment replacement and its maintenance? 50 3 Does the college currently utilize a student / staff declining balance card? 51 3 What are the current meal plans? What do they cost? 52 3 Can alternative carts, serving areas be recommended and placed at key student and staff areas beyond existing to best serve your population? 53 3 Can Foodservice Operations menus, and specials information be communicated on PGCC TV monitors displaying other student / college info to provide service updates and key communication to students and staff? 54 3 Are there any specified delivery hours vendors must follow? What entrances and areas should be utilized by vendors? 55 3 Can you please provide a set of detailed blueprints/drawings for The Contractor. No. We currently do not have a meal plans available Yes. Yes. There are within the 7am-6pm, the entrance is the loading dock at Largo Student Center The College s is in the planning phase and will not be in the design phase until Fall of 2019
the future student cafeteria? 56 3 Are any branded concepts part of the future student cafeteria plan? 57 3 Is there any utilization of work study student labor? 58 3 Is there any current student / staff frequent buyer cards for beverages or meals? 59 3 Are current fountain beverage refills offered and if so what is the general policy around this? 60 3 Will a dish machine be part of the new student dining area? Can there be permanent trays, cups, plates, and bowls for students and staff dining in the cafeteria - to reduce disposable product utilization? 61 3 Is there a specific training table option for student athletes currently? 62 3 Can you provide current positions and hours worked by position for the main student cafeteria and secondary service areas Yes, that is apart of the planning phase currently. The on-going plan is to incorporate work study. No. No, refills are not offered. As we are in the planning phase of the new student dining area, feedback can be provided, however no design has been completed as of yet. Proposers may submit services that include the Contractor providing permanent trays, cups, plates, and bowls for students and staff dining in the cafeteria to reduce disposable product utilization. No. No.as this is information is proprietary information to the current vendor
63 3 Please provide actual sales by category for the cafeteria for the past 5 years as this information is key to formulating an accurate response to your RFP inquiry - this detail should be broken down further by breakfast, lunch, dinner service periods. 64 3 Who is responsible for equipment repair of large fixed equipment and can PGCC insure that any equipment or facility repairs are completed timely so as to not interrupt service? 65 3 Please provide the actual student enrollment projections for the next two years along with the actual enrollment numbers for the past three years - noting actual potential day and evening customers. 66 3 What is the average daily school staff / non student population? 67 3 Is a dietician available for students to consult with for nutritional planning and awareness? The College cannot provide this at this time. The Contractor. Currently, the College does not perform projections in this manner. However, Past enrollment are as follows: FY15 41,013, FY16 39,323 850 Yes.
68 3 Is detailed nutritional Yes. information provided for all items to students and staff? 69 3 Is a student / staff wellness plan available? Currently, no. End of Addendum 3
Prince George s Community College April 2 nd -6 th Entrée Vegetarian Entrée Deli Soup Grill Outtakes Hours Monday Thursday 7:30-6:00 Friday 7:30-2:00 Monday Adobo Pork Loin Portobello Fajitas Santa Fe Sandwich Broccoli & Cheddar Burger Gazpacho with Feta Cheese Calzone Tuesday Parmesan Spaghetti over Marinara Caesar Wrap Garden Vegetable Curly Fries Deviled Eggs Meat Lovers Wednesday Garlic Herb Meatloaf Kidney Bean Stew Tuna Pita Corn Chowder Steak & Cheese Tomato & Spinach Pasta BBQ Thursday Salisbury Steak BBQ Tofu with Veggies Club Sandwich & Dumpling Onion Rings Dilled Cucumber Veggie Friday Fried Fish Veggie Stuffed Peppers Curried Southwest Tortilla Soup Garden Burger Panzanella Meatball Calzone
Prince George s Community College April 9 th -13th Entrée Vegetarian Entrée Deli Soup Grill Outtakes Hours Monday Thursday 7:30-6:00 Friday 7:30-2:00 Monday Shrimp A Louisiane Lentils with Spinach Chinese Noodle Curly Fries Waldorf Apple Pecan Veggie Tuesday Pepper Steak Tofu Marsala Cheese Quesadilla Wild Mushroom Bisque Sloppy Joe Sandwich Tortellini Caesar Cheese Calzone Wednesday Creole Fish Fillet Baked Zucchini Frittata Seafood Wrap Black bean Soup Garden Burger Loaded Potato Meat Lovers Thursday Teriyaki Curried Pan Fried Tofu Club Sandwich Split Pea & Ham Meatball Sub Pasta Apple Friday Fried Fish Chana Masala Egg Sandwich 3 Bean Swiss Chard Garden Burger Creamy Broccoli Hawaiian
Prince George s Community College April 16 th -20th Entrée Vegetarian Entrée Deli Soup Grill Outtakes Hours Monday Thursday 7:30-6:00 Friday 7:30-2:00 Monday Cajun White Bean & kale Stew Wrap & Dumpling Burger Sesame Noodle Sausage Tuesday BBQ Pulled Pork BBQ Tofu with Veggies Italian Cold Cut Gumbo Curly Fries Crispy Creole Cabbage Slaw The Works Wednesday Fried Panko Eggplant Buffalo Wrap Broccoli & Cheddar Pulled Pork Sandwich Calypso with Almonds Veggie Calzone Thursday Curry Cheese Ravioli Caesar Wrap Pasta E Fagioli Onion Rings Thai Veggie BBQ Friday Fried Fish Baked Pasta Santa Fe Garden Veggie BBQ Grilled Veggies Cheese
Prince George s Community College April 16 th -20th Entrée Vegetarian Entrée Deli Soup Grill Outtakes Hours Monday Thursday 7:30-6:00 Friday 7:30-2:00 Monday Cajun White Bean & kale Stew Wrap & Dumpling Burger Sesame Noodle Sausage Tuesday BBQ Pulled Pork BBQ Tofu with Veggies Italian Cold Cut Gumbo Curly Fries Crispy Creole Cabbage Slaw The Works Wednesday Fried Panko Eggplant Buffalo Wrap Broccoli & Cheddar Pulled Pork Sandwich Calypso with Almonds Veggie Calzone Thursday Curry Cheese Ravioli Caesar Wrap Pasta E Fagioli Onion Rings Thai Veggie BBQ Friday Fried Fish Baked Pasta Santa Fe Garden Veggie BBQ Grilled Veggies Cheese