Attachment D. Georgia Center Profile. The University of Georgia Georgia Center for Continuing Education 1197 South Lumpkin Street Athens, GA 30602

Transcription

1 Attachment D Georgia Center Profile The University of Georgia Georgia Center for Continuing Education 1197 South Lumpkin Street Athens, GA September 8, 2015

2 Introduction. We are seeking qualified Food and Beverage (F&B) POS vendors to replace our current Point of Sale (POS) system at a single location in Athens, Georgia. The Georgia Center has selected Compeat Software ( to perform inventory control and procurement, workforce management and accounting operations to produce a real-time Profit and Loss Statement (P&L) that accounts for operational revenues/expenses, cost of goods sold, and labor expenses by category in food outlets and catering operations. We are constrained by the University of Georgia s financial systems today to generate P&L statements in the university s system of record. Compeat will operate as a shadow accounting system to the master financial records, but will provide the required level of detail to ensure maximum F&B operational efficiency. Payroll, accounts payable and accounts receivable are actually performed outside of Compeat using UGA accounting systems, although customer invoicing by Compeat accounting software is possible. Our current POS solution cannot integrate with Compeat in the area of Time and Attendance (T&A) with regards to schedule enforcement. This results in a huge amount of rework to correct and control the cost of labor. Ultimately, this and other technical deficiencies in our T&A system constrain us from generating accurate labor costs for a P&L. To correct these issues, the POS selected will become the T&A solution used by F&B employees and must support schedule enforcement by Compeat Workforce Management for employee schedules. The POS selected must also interface with Compeat Software s Inventory Management module in order to determine menu item performance, suggested menu item pricing, and calculate cost of goods sold on a standard P&L statement. Please include adequate hours for a detailed time and attendance implementation compliant with the University of Georgia s T&A requirements subject to internal audit verification. The specific requirements are referenced within the RFP mandatory scored questions item #34. Organizational Background. The Georgia Center for Continuing Education is owned and operated by The University of Georgia, and is centrally located on the university s Athens campus. The 200-room UGA Hotel and the connected 38,000 square-foot conference facility are the two main components of The Georgia Center for Continuing Education (hereafter The Georgia Center ). The Georgia Center is a year-round site for meetings, conferences and events, serving both educational and commercial groups. For the educational community, The Georgia Center deals extensively with the special requirements placed on them by publically funded, tax exempt institutions. For their commercial guests, The Georgia Center provides the facilities and services that would be

3 expected of any full-service conference hotel operation. The dual nature of The Georgia Center s clientele makes them unique in their detailed system requirements. The Georgia Center s current operations are managed by a variety of departmentally focused systems. We wish to integrate all aspects of the operation as completely as possible with a minimum number of systems. Beyond the initial goal, The Georgia Center seeks to provide a firm foundation for a future expansion of capabilities that would include mobility and webbased applications. Food and Beverage Outlets. In addition to its banquet, group and catering services, The Center has four permanent F&B outlets. All told, Food and Beverage operations serve approximately 345,000 meals per year, generating in excess of $3.5 million in annual revenues. The outlets are as follows: Courtyard Café: a quick service, cafeteria-style facility that is open daily for breakfast and lunch, with occasional evening service periods. Indoor seating accommodates 80, and customers have access to the adjacent outdoor patio area that accommodates 75. The outlet generates 13% of total F&B revenue and uses two POS cashier terminals. * Dawg House Bar and Grill: a lobby bar facility that is open daily for evening service with occasional lunch operations. The Dawg House seats 40, and offers wine, beer, a full bar and light pub fare with to go options. Dawg House customers also have access to the adjacent outdoor patio area that accommodates 75 guests. The outlet generates 4% of total F&B revenue using two POS cashier terminals. Georgia Java: is the lobby coffee stand, operating from 6:30 AM to 6 PM. It offers walk-away service for coffee, tea, smoothies, juice, waters, and breakfast pastries. The outlet generates 4.5% of total F&B revenue using one POS cashier terminal. Savannah Room: a full-service restaurant that is open for both lunch and dinner, with occasional breakfast service. The Savannah Room seats 120 and provides the Room Service for hotel guests. Room Service orders add a $2.00 delivery charge, plus an 18% service charge and 7% sales tax. The outlet generates 9% of total F&B revenue using two POS server only terminals and one POS cashier terminal. TEMPORARY Bar to Dawg House Bar and Grill: a bar facility to be located within the Savannah Room that will be operated Monday through Thursday evenings. This temporary bar will operate when Dawg House Bar and Grill is unavailable due to a contract with The University of Georgia Athletic Association to provide a lunch and dinner meal plan for their athletes. The temporary bar facility will require two POS cashier terminals. It does not replace the Dawg House Bar and Grill, which will continue to operate on Friday, Saturday, and Sunday evenings. The temporary facility will use the Dawg House Bar and Grill menus. When the temporary

4 facility is no longer required, the cashier terminals and licenses purchased will be used as shelf spares for other outlets. Banquet Operations: Nearly 70% of the F&B revenue is derived from group banquets, sports camp training table buffet meals, coffee breaks and catered events. Today that revenue is not posted through the POS system; it is charged and posted directly to the group master bills. Kitchen Operations: The production kitchen has a server-only POS terminal and four TCP/IP order printers in the prep and service areas. Mobile Operations: F&B keeps an additional POS terminal available on a mobile cart to service special events or cash bars in the ballroom or lobby areas. We would like to increase this number to five since we are planning to expand into catering operations and will begin posting banquet and catering revenue through the POS system directly. The POS hardware proposed here should be a wireless touchscreen mobile device completely equipped with a credit card reader capable of accepting traditional and EMV credit card payments. Each POS unit quoted should be configured with a traditional thermal receipt printer, a mobile Bluetooth printer, a customer pole display, a cash drawer, and a mobile docking station or stand that includes a wired Ethernet adapter. This configuration will provide flexibility for use in all banquet, catering, or restaurant outlet pay at the table scenarios, as required by F&B, dependent on access to data network connectivity and electrical power. *The typical POS cashier terminal configuration today is made up of (a) the workstation unit, (b) thermal receipt printer, (c) a customer-facing built-in digital display (or pole display), (d) a P2PE/EMV credit card reader, (e) a cash drawer, and (f) a POS power conditioner. A POS server only terminal is made up of the workstation, receipt printer, P2PE/EMV credit card reader, and a power conditioner only. All new proposed POS hardware should be EMV payment capable, including any mobile devices. All proposed hardware should be out of PCI compliance scope due to P2PE encryption / tokenization validation. All hardware should contain both wired and secure wireless Ethernet network adapters with only solid state drives or flash memory for storage (no conventional hard disk drives). All POS devices capable of biometric login functionality should include any required biometric peripherals required as part of the POS hardware configuration.

5 POS Hardware and Installation. A total of 16 POS hardware terminals are required as follows: Courtyard Café: Georgia Java: Savannah Room: Room Service: Dawg House: Banquet/Catering: 2 typical POS cashier terminals as described above. 1 typical POS cashier terminal as described above. 1 typical POS cashier terminal, and 3 server only terminals (one in kitchen) as described above. (Operates using Savannah Room POS terminals.) 4 typical POS cashier terminals as described above. 5 mobile POS terminal configurations as described above. The Georgia Center is responsible for providing all required Ethernet and wireless network connectivity for the proposed POS solution including all necessary data drops, switches, routers, wireless access points, hardware firewalls, etc. The Georgia Center will procure the server hardware and operating software licenses as required, and will install the server operating system, assuming it is Microsoft Windows Server 2008R2 or later only. We maintain a site license for Trend Micro Officescan 11 antivirus software, which will be used to protect all Windows POS systems hardware proposed. The vendor is responsible for providing all other POS hardware and software licenses, installation and configuration of POS client hardware, and installation of POS server software. This includes any fees for software interfaces to our hotel property management system today, Micros Opera. POS System Training Estimates. The current employee count within the F&B operation is approximately 225. Of this number, approximately 26 are full-time employees (16 line-level and 10 managers), leaving approximately 200 part-time employees. All F&B managers (10) would require advanced training on both front of the house (FOH) and back of the house (BOH) POS operations. Approximately 50 line-level employees will require FOH POS training. POS Back of House Menu Programming Estimates. Approximately 1,000 menu items must be programmed into the POS broken out as follows: Courtyard Café: 200 Georgia Java: 200 Savannah Room: 100 Room Service: 100 Dawg House Bar and Grill: 100 (This count includes use by the temporary facility.) Banquet Items: 300

6 Approximately 15 menus by meal period must be programmed into the POS as follows: Courtyard Café: (Breakfast, Lunch, and Dinner menus) Georgia Java: (Breakfast, Lunch, and Dinner menus) Savannah Room: (Breakfast, Lunch, and Dinner menus) Room Service: (Dinner menu) Dawg House Bar and Grill/Temporary Bar: (Lunch and Dinner menus) Banquet Items: (Breakfast, Lunch, and Dinner menus) POS Back of House Custom Report for Estimated Tax Calculations. The Georgia Center desires a custom report to calculate estimated sales tax referenced in the RFP scripted demo response question number 21. If your system is capable of producing this report, we have included a separate optional line item for its development cost, if any. POS Back of House Custom Report for Food and Beverage Daily Sales Summary. The Georgia Center desires a custom report to calculate F&B daily sales summaries referenced in the RFP scripted demo response question number 22. If your system is capable of producing this report, we have included a separate optional line item for its development cost, if any.