Minnesota State Colleges and Universities Food Service Operator RFP- Questions & Answers #2 Posted May 21, St.

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1 St. Cloud Questions 1. 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 iii. Graduate full time / part time a. Exact enrollment is not available. Please see the Statement of Work for the University s comments about enrollment. 2. Will the University consider a longer contract period or capital amortization schedule, i.e. 10 years? If yes, does this need to be an alternate bid? How would you like us to submit the proforma as the proforma provided only goes up to 5 years? a. The University cannot consider a longer contract period. Your base proposal must amortize your proposed capital investment over the base term of the contract. You may propose extended amortization to include the contract extension term stated in the RFP, with or without additional capital investment, as an alternate proposal. In this case, submit a separate Financial Narrative and Attachment C Financial Workbook, extending the pro forma projections for each year of the contract term plus extensions. 3. Summer camps/conferences: i. Please provide current summer conference and camps rates by group. a. The rates for FY2015 are: $5.08 Breakfast $7.08 Lunch $8.49 Dinner $8.11 Brunch 4. Dining Dollars i. Are dining dollars billed to the University as part of the meal plan daily rate or billed separately as used? a. The Munch Money portion of the meal plan is billed separately. ii. What happens to unused dining dollars at the end of the fall and spring semesters? a. Rollover information is provided on Page 7 of the SCSU SOW. Currently, Food Service Provider receives the unused Munch Money at the end of the Spring Semester. iii. What is the dollar amount of the unused dining dollars at the end of the fall and spring semesters for past 2 years? a. Residence Life (on campus) Meal Plan Flex dollars (munch money) that are not used by residence life meal plan holders is zeroed out at the end of spring semester each year. Per the Blackboard reporting system, the following amounts were unspent and zeroed out: FY 13 - $14,896 FY 14 - $19,848 FY 15 - $16,060 (as of 5/18/15) iv. Please provide the dollar amount of any additional dining dollars sold to students beyond the standard meal plans (both voluntary and mandatory) last year. Page 1 of 8

2 a. Additional dining dollars sold to and spent by students and staff/faculty on voluntary meal plans between the 2-year period of July 1, 2012 and June 30, 2014 (per Blackboard system): STUDENTS: Deposits - $146, Spent - $145,199. STAFF/FACULTY: Deposits - $28, Spent - $27, v. Is there off campus usage of declining balance dollars that are sold as part of the meal plan? How much per semester by local restaurant? a. No. 5. Meal Plans i. What has been the historical rate increase in the residential meal plans and retail prices over the past five years? a. The sliding scale rates for the last five years is provided in the SCSU_Sliding Scale Rates file. ii. How many guest meals are included as part of each meal plan? a. None. iii. How many free administrative or RA meal plans are provided each semester? What type of meal plan is offered? a. There are zero complimentary meal plans. iv. What is the dollar amount of the meal plan override the University receives from selling meal plans to students? a. Vendors can estimate this with the information provided. v. When was the last time the format / style of the meal plans changed? a. Please refer to the file that contains the sliding scales for the last five year to see which meal plans have been available historically. vi. Historically, has the University taken the students meal plan deposits and made an advance payment to the food service incumbent? If so, what has been the advance payment dollar amount paid to the incumbent this past year? a. The University does not provide the food service an advance payment. vii. Daily Rate Questions: Can you provide the current daily rate for each campus as well as what the daily rate for each of the past 5 years? What are the current day rates for each meal plan by university? What are the current day rates your current vendor is charging you for each meal plan? a. The SCSU_Sliding Scale Rates file provides the sliding scales for the last 5 years. 6. Commissions i. Please provide the commission percentage on per sales category. a. For Fiscal Year 2015 the commission rates were: 15% Catering 15% Concessions for sales up to $400,000, higher rates for sales above that 6% at the following: Einstein Bros. Bagel, Freshens, Pizza Hut, Subway, and WOW 10% Caribou 15% at the I-SELF, 6 th Street Grill and Market concepts, except for Freshens Convenience Store receives a flat rate of $18,000 annually. No commissions are received for Miller Resource Learning Center due to the short amortization period for the addition and renovation of this newly added venue. Page 2 of 8

3 ii. Please provide the commission amount received for the past two years a. $288,857 in FY2013 for retail and catering $289,209 in FY2014 for retail and catering $56,896 in FY2013 for concessions $45,562 in FY2014 for concessions (these are approximate figures reported from Athletics 7. Student Employees i. How many students are employed by the food service vendor? a. Please refer to the Staffing tab in Exh D4_SCSU_Current Site Information. ii. What is the average wage for student workers? a. Please refer to the Staffing tab in Exh D4_SCSU_Current Site Information. iii. Please provide the number of student associates employed through dining services at each campus location. a. Exh D4_SCSU_Current Site Information provides the number of students currently employed by the food services provider. Vendors should submit their proposal based on the objectives identified in the RFP. 8. Current Equipment i. What, if any capital equipment does the incumbent own? ii. If the incumbent is not retained, what equipment, small equipment and smallwares will they be taking from premises? a. This information is being gathered and will be posted when it becomes available. iii. Please validate the smallwares inventory the college owns at each campus. a. Lists are provided in Exh D4_SCSU_Current Site Information on the Overview tab. 9. Card Access System/POS i. Please provide the make, model and date of purchase of the current access & POS systems? a. Currently there are 15 older models (approx. 9 years old): Model # RDR-E-NCR70C and NCR Rea lpos70 Terminal Model 7 (some newer models are in ISELF and Concessions). As an informational note: Replacement estimate to upgrade to a newer version o f the Blackboard POS system with 15 registers/readers, cash drawers, and receipt printers is estimated to be about $63,000 before any discounts are applied. ii. Who owns the meal card access & point of sale systems and equipment? a. As with other equipment, the University assumes ownership per the amortization schedule if the vendor makes the initial purchase. iii. How much is the annual charge, and who has historically paid for it? a. The annual charge is directly related to the number of Point of Sale registers. Historical data is available on the IT tab in Exh D4_SCSU_Current Site Information, where the Vendor was charged $10,000 to $15,000 from the Campus Card office. 10. Labor i. Collective Bargaining Agreement: Are all campuses in AFSCME union? If so, can we obtain copies of the current contracts? Can you provide the current union agreements between each of the Universities and current vendors? Is there a CBA on campus? If so can we have the name of the union and copy of the contract? Page 3 of 8

4 Please provide a copy of the current collective bargaining agreement. Are the food service workers represented by a union? If so, please provide a copy of the existing Collective Bargaining Agreement, pay rates, seniority list, current benefit enrollment breakout, and any contract to date accruals. a. AFSCME is the union that represents food service workers. The AFSCME contract covering those workers is available on the General QA #2. ii. Please provide the current tax and benefit rate charged by the incumbent in the monthly P/L statement you receive. a. For Fiscal Year ending June 2014, it appears the payroll and benefit tax rate was 30.8% salaries and wages paid. iii. Please provide a copy of the hourly associates seniority list by campus site location. a. List provided below: Date of Hire Position 9/5/1978 Cashier/Food Service worker 1/5/1981 Barista 9/18/1985 Barista 8/26/1991 Baker 3/15/1994 Grill Cook 9/22/1997 Utility 8/19/1998 Cashier/Food Service worker 9/22/2000 Cook 10/23/2000 Utility 9/16/2001 Utility 11/12/2001 Cashier/Food Service worker 8/20/2003 Food Service Worker 9/23/2003 Cashier/Food Service worker 9/26/2005 Cashier/Food Service worker 11/28/2005 Cashier/Food Service worker 9/7/2006 Fry Cook 9/15/2006 Fry Cook 8/24/2007 Utility 9/11/2007 Barista 8/22/2008 Grill Cook 8/26/2008 Utility 1/12/2009 Food Service Worker 9/3/2009 Barista 2/3/2011 Cook 2/12/2011 Cashier/Food Service worker 9/15/2011 Cashier/Food Service worker 11/21/2011 Utility 11/28/2011 Cashier/Food Service worker 12/21/2012 Food Service Worker 2/28/2013 Grill Cook 8/27/2013 Grill Cook 10/17/2013 Food Service Worker Page 4 of 8

5 10/25/2013 Food Service Worker 2/11/2014 Food Service Worker 4/1/2014 Cashier/Food Service worker 4/8/2014 Grill Cook 6/9/2014 Food Service Worker 6/19/2014 Barista 8/11/2014 Barista 8/18/2014 Cashier/Food Service worker 8/21/2014 Baker 8/21/2014 Food Service Worker 8/22/2014 Cook 8/22/2014 Grill Cook 8/29/2014 Food Service Worker 10/22/2014 Fry Cook 11/12/2014 Food Service Worker 1/9/2015 Utility 3/2/2015 Baker 11. Selection Committee Please provide names and titles of the selection committee. Please provide list of current members "Food Service Committee"? Can you please share the members for each of the evaluation teams at each of the 6 Universities? a. Anne Buttke-Director, Atwood Memorial Center Dan Pedersen-Director, Residential Life Tammy McGee-Vice President, Finance and Administration Wanda Overland-Vice President, Student Life and Development Ron Seibring-Director, Sports Facilities and Campus Recreation Heather Weems-Director, Athletics Lisa Sparks-Director, Purchasing Ron VanHeuveln-Director, Physical Plant Terri Mische-Director, Alumni and Constituent Engagement Lucie Schwartzkopf-Administrative Assistant, Academic Affairs Sumit Pradhan-Student, (International Student Association, Student Senate Finance Committee Chair, Atwood Student building manager) Jonathan Onnen-Student, (Immediate past Residence Hall Association president, member and vice-president of Atwood Advisory Council) Carley Jeffery, Student (student athlete, pending graduate student, and captain of Women s Basketball team in 14-15) 12. Who currently provides the facility services on campus? a. The facility services are provided by the University. 13. Please describe what is classified as the base bid and as an alternate bid. For example, does the base bid include the minimum, plus proposed offerings? Or is the base bid minimum only, and all proposed offerings are individual alternate bids. Is every change we propose an alternate bid? Page 5 of 8

6 a. The base proposal should include everything requested in the Statement of Work for each campus. For example, if a campus requested later service hours for its residential dining program in the Key Considerations section of the Statement of Work, then Vendor s proposal for later service hours should be included in its Base Proposal. Examples of Alternate proposals include: A service and/or program component specifically noted in the RFP as an Alternate submission; for example, Concessions Services. A service and/or program component not specifically requested by the University, but that the Vendor believes will add value to the University s program and/or improve the University s financial return. For example: o The proposed addition of a new service location; o o The proposed opening of an existing retail location as a late night service location; If a Vendor wants to include additional dining dollars to meal plans so that students can use at the retail dining venues for late night service, and/or offer different meal plan options. Submission of an alternate proposal requires the following: A detailed narrative description of the alternate; Submission of a separate Attachment B Staffing Projections workbook; Submission of a separate Attachment C Financial workbook. A Vendor offering multiple Alternates can combine them into a single Alternate Proposal submission, so long as the programmatic and financial implications of each Alternate component are clearly articulated in the Alternate proposal narrative. 14. Are the expenses included in the Expense Information/Payment responsibilities or IT tabs the only expenses charged by the school to the partner and only ones to be considered as part of the required proposal? a. Data provided in Exh D4_SCSU_Current Site Information provides some information on historic costs. However, Vendors must carefully read the SMSU s Sample Contract for a full understanding of Vendor s costs. 15. Please provide a listing of the preferred local growers they currently use. a. This information is considered part of the current food service provider s proprietary procurement plan. 16. Please clarify the alternate proposal vs. base on p.25 of the RFP, i.e. cost sharing vs. day rates. a. Please see question #13 for the clarification of base bid versus alternate bid. Page 25 of the RFP does not include the words cost sharing. Page 25 for the SCSU SOW references cost sharing in a Financial Performance Standard as follows: A favorable meal plan Daily Rate structure and a Commission and/or Cost Sharing structure to the University sufficient to cover the University s direct and indirect costs of the Dining Services Program. As the statement implies, St. Cloud State University incurs operating costs for the campus dining program that are not allocated to the food service provider for some of the dining locations, such as utilities and equipment repairs/maintenance. Vendors may submit financial proposals that include any combination of meal plan rates, commissions and cost sharing. For example, Vendor may suggest a reduced commission structure and provide a guaranteed amount of funds to offset the University s direct and indirect operating expenses. Page 6 of 8

7 17. SOW Beverage Contracts: i. Is there preferred pricing within the current beverage contract? ii. If so, can you share the pricing structure? a. The original Beverage Agreement pricing is provided in the SCSU_CocaCola_Pricing_May 2014 file. 18. I-SELF i. Exh D4 Data states I-SELF revenue was $63K and $65K for previous years, during tour it was noted this is a new location, what do these revenue amounts relate to? a. ISELF is not a new venue in FY15 so these revenues relate to the FY13 and FY14 sales, but Starbucks was new this year after a renovation. ii. If these amount are not related, can we obtain the current YTD sales for I-SELF? a. FY 15 sales with Starbucks added = $101, (now closed for summer). 19. Exh D4 Additionally no previous information for Miller, I believe it was stated it was outsourced, can we obtain current YTD revenue for the Miller location? a. Miller Center (new venue for Sodexo this year) - FY15 to date sales = $224, (Open limited hours during the summer.) 20. SOW pg 14 Can you expand the community garden noted in SOW. i. What grows? a. A variety of herbs, vegetables, and berries. ii. Who maintains? a. The garden is led by a faculty member in the School of Social Work/Sociology with expertise in community gardens and sustainable agriculture. All work is completed by volunteers with some assistance conducted by campus facilities management personnel. iii. How is it currently used within the dining program? a. Produce from the garden is currently not used by the current dining vendor. The Garden does participate in the SCSU Lemonade concert and Art Fair, and Fall Farmer s Market. Additional information is available at Does the current contractor hold a liquor license at St. Cloud University? a. No. 22. Please provide your food service policy. a. SCSU is in the process of developing a comprehensive policy with procedures that will address safe food handling practices, food service contract compliance, definitions of foodrelated terms, procurement guidelines for payment of food and beverages, and procedures for receiving approval for exceptions to such. The final comprehensive policy is not ready to share at this time, but the University does have one aspect finalized which addresses allowable student organization bake sale fundraisers on campus. This bake sale document is attached as a separate file. Page 7 of 8

8 23. Please provide the facility master plan. a. The most recent master plan study has not been approved for posting. 24. Please provide a copy of the Lindgren contract. a. Information regarding the Lindgren contract was posted on May 8, 2015 in the St. Cloud State University Pre-bid Meeting Questions and Answers document. 25. What is the scoring criteria and weighting scale that will be used for evaluating the proposals? a. The University anticipates that the scoring criteria and weight factors will be approximately: 40% Technical Proposal 20% Management and Staffing 35% Financial Proposal 5% Sample Contract Terms Note: St. Cloud State University anticipates changing their meals for FY2016 to the following: Husky Anytime - includes $200 Munch Money, $1,520 Husky Premium Anytime - includes $400 Munch Money, $1,600 Husky Meals per Term with $400 Munch Money, $1,705 Husky Premium Meals per Term with $600 Munch Money, $1,905 Husky Meals per Term with $200 Munch Money, $1,474 Husky Premium Meals per Term with $400 Munch Money, $1,654 Husky Meals per Term with $300 Munch Money, $632 Vendors must use the updated Attachment C4_SCSU_Financial Workbook_ for their submittal. Page 8 of 8