Addendum 1 RFP # 0031-2013 Dining Service Operations Responses to Questions 1. Are we going to send the Rochelle Group copies of the questions and responses? Response: All responses to questions will be posted on the University website. 2. Would FAMU consider the experience level of the candidates for the RDM/GM position in lieu of the formal education degree if the candidates have more than 10 years of food service management experience? Response: The University will expect to receive candidates that meet the criteria set forth in the RFP. The most qualified candidates that each company puts forth will need to be vetted by FAMU, whether or not they possess the qualifications. 3. Please confirm that FAMU will sell the meal plans and collect the meal plan prices from the students. Response: FAMU will collect the meal plan prices from students and remit the Food Service Management Company (FSMC) portion to them. Taxes are the responsibility of the FSMC. 4. Would you be interested in using a Staffing Agency regarding these positions? Response: Staffing is the responsibility of the FSMC. 5. Please provide a breakdown of the annual revenue streams for the 2011, 2012, and 2013 Fiscal Years. For example: a. Meal Plan Sales i. Resident Dining Meal Plan Sales:$ ii. Commuter Meal Plan Sales:$ b. Other Revenues i. Retail Flex: $ ii. Retail Cash: $ iii. Catering: $ iv. Summer Programs: $ v. Concessions: $
Transcript
Addendum 1
RFP # 0031-2013
Dining Service Operations
Responses to Questions
1. Are we going to send the Rochelle Group copies of the questions and responses?
Response:
All responses to questions will be posted on the University website.
2. Would FAMU consider the experience level of the candidates for the RDM/GM position in
lieu of the formal education degree if the candidates have more than 10 years of food service
management experience?
Response:
The University will expect to receive candidates that meet the criteria set forth in the RFP.
The most qualified candidates that each company puts forth will need to be vetted by FAMU,
whether or not they possess the qualifications.
3. Please confirm that FAMU will sell the meal plans and collect the meal plan prices from the
students.
Response:
FAMU will collect the meal plan prices from students and remit the Food Service Management
Company (FSMC) portion to them. Taxes are the responsibility of the FSMC.
4. Would you be interested in using a Staffing Agency regarding these positions?
Response: Staffing is the responsibility of the FSMC.
5. Please provide a breakdown of the annual revenue streams for the 2011, 2012, and 2013
Fiscal Years. For example:
a. Meal Plan Sales
i. Resident Dining Meal Plan Sales:$
ii. Commuter Meal Plan Sales:$
b. Other Revenues
i. Retail Flex: $
ii. Retail Cash: $
iii. Catering: $
iv. Summer Programs: $
v. Concessions: $
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Response:
FY 2011 FY 2012 FY 2013 *
1 .a Meal Plan Sales
i. Resident Dining Meal Plan Sales 4,935,349.53 4,841,736.95 5,361,662.22
II. Commuter Meal Plan Sales 1,060,976.06 651,738.72 666,362.68
b. Other Revenues
i. Retail Flex 1,317,097.47 1,807,424.83 1,479,082.06
ii. Retail Cash 801,107.40 699,035.39 760,525.66
iii. Catering 697,072.56 808,129.18 565,161.92
iv. Summer Programs 117,791.36 210,412.13 83,662.17
v. Concessions 101,240.93
Total 8,929,394.38 9,018,477.20 9,017,697.64
* Fiscal Year 2013 data is as of May 2013.
6. Please provide floor plans for each current dining venue.
Response: See Attachment A
7. On page 20, Section 2.2, Term of Contract: please clarify whether the option to renew for
up to one (1) additional term, is for five (5) years or one (1) year.
Response:
The option to renew for up to one (1) additional term would be for five (5) years
8. On page 21, Section 2.21, Cancellation/Termination of Contract, second paragraph: Is the
RFP stating that both parties may terminate the contract, without cause, with thirty (30)
days' advance notice?
Response: The RFP is stating that “The parties to such contract may terminate the contract at
any time by mutually consenting in writing, either party may terminate such contract
immediately and also for breach by the other that remains substantially uncured after thirty (30)
days’ advanced written notice to the breaching party, which notice describes the breach in detail
sufficient to permit cure by the breaching party.”
9. On page 32, Section 3.4, Meal Plans, last paragraph; two-part question:
a. Will revenue for the meal plans be collected directly by the Contractor from the students?
Response:
No, the University will collect the revenue from the students and remit the FSMC portion to the
FSMC on a weekly basis as invoiced.
b. Are meal plans for students taxable?
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Response:
Yes, taxes shall be included in the daily rate of $12.38 and are to be paid by the Contractor.
10. Please provide the prices to be charged to the students, for each meal plan being offered
during the Spring and Fall semesters 2014, and Spring 2015.
Response:
The daily meal rate that the FSMC shall charge to FAMU for the aforementioned time periods
will be $12.38.
11. Please provide the daily rates paid to your food service provider for the past 3 Academic
Years (2011, 2012, and 2013).
Response:
The daily rates paid to our food service provider for the past 3 academic years are as follows:
2011 - $11.28, 2012 - $11.79, and 2013 - $12.38
12. Page 31, Section 3.4, Meal Plans, second paragraph; In reference to the "unlimited meals
per week" description, does this represent meal plans that allow customers to swipe as
many times a week as they desire?
Response:
Yes, “unlimited meals per week” allow customers to swipe as many times a week as they
desire.
13. Please provide the number of students on each meal plan offered during the 2012 and 2013
Fiscal years. Response:
Number of Students on Each Meal Plan Offered
FY 2012 FY 2013
19 Meal Flex Plan 147 133
15 Meal Flex Plan 567 386
12 Meal Flex Plan 791 670
9 Meal Flex Plan 414 402
Commuter 75 446 389
Commuter 35 345 183
Commuter 25 651 864
Total 3,361 3,027
14. During which year of the contract will the 800-bed residential facility be constructed?
Response:
It is anticipated that the new 800 bed residential facility will be opened in the Fall 2014
semester.
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15. Once the 800-bed facility is constructed, how many of the residents will be required to be
on a meal plan?
Response: All residents residing in the 800 bed facility will be required to be on a meal plan.
16. What are your anticipated Hours of Operation for each dining location for the Fa l l 2013?
Response: See Attachment B
17. Page 30, Section 3.2, first paragraph, last sentence: Is the reference to Meal Plan swipes in
the center of campus, representative of FAMU's request for "Meal Equivalency" in the
retail operations?
Response:
Yes, either meal equivalency in the retail operations or a separate facility that will accept meal
plan swipes.
18. Page 58, Appendix VI; The Cost Responsibility Summary indicates that "utilities" are the
responsibility of both the FSMC and FAMU; although page 46 of the RFP, indicates that
FAMU is responsible. Please clarify. If these expenses are to be the responsibility of the
FSMC, please provide the annual amount of these expenses for the past 3 years.
Response: Utilities Expenses for the past 3 years are as follows:
FY 2010-11 - $164,735.26
FY 2011-12 - $147,460.83
FY 2012-13 - $135,168.54
A utility fund contribution of $90,000 per year was provided by the FSMC to be used toward
the cost of utilities operations.
19. Page 58, Appendix VI; The Cost Responsibility Summary indicates that "routine food
service elevator maintenance" and "annual routine sewer line cleaning" are the
responsibility of FAMU; although page 45 indicates that these responsibilities belong to
the FSMC. Please clarify. If these expenses are to be the responsibility of the FSMC, please
provide the annual amount of these expenses for the past 3 years.
Response:
Both the “routine food service elevator maintenance” and “annual routine sewer line cleaning”
are the responsibility of FAMU.
20. Please provide copies of results of any Customer Satisfaction surveys conducted by either
the University or your food service provider in the last 3 years.
Response: (See Attachments D-G)
21. Calendar for board dining days I academic calendar
Response: (See Attachment C)
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22. Calendar for summer school/conferences/camps
Response: (See Attachment C)
23. Casual meal rates for B/L/D?
Response:
Guest Meals in Resident Dining Facilities
Meal Costs
Breakfast $5.49
Lunch $7.99
Dinner $8.99
Steak/Gourment Dinner not to exceed $10.00
Brunch $7.99
Sunday Dinner $8.99
Special Event Meal not to exceed $10.00
Plus applicable taxes, if any
24. Hours or operation for resident dining hall(s)
Response: (See Attachment B)
25. Current rate(s) charged by university for all meal plans offered with and w/o flex.
Response:
Current Rate Charged by University
Meal Plan Type Rate per Semester (Fall and Spring)
19 Meal Plan $1,990
15 Meal Plan $1,990
12 Meal Plan $1,990
9 Meal Plan $1,990
Commuter 75 $1,011
Commuter 35 $547
Commuter 25 $547
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26. What meal plans are offered to resident students?
Response:
The meal plans offered to resident students are:
19 meals + $100 in flex bucks
15 meals + $150 in flex bucks
12 meals + $250 in flex bucks
9 meals + $350 in flex bucks
27. Number of resident students on meal plans; what is breakdown of the 1400 by
which meal plan.
Response:
Number of Resident Students on Each Meal Plan Offered
Breakdown by Meal Plan 1400
19 Meal Flex Plan 116
15 Meal Flex Plan 340
12 Meal Flex Plan 590
9 Meal Flex Plan 354
Total 1,400 28. Copies of or results of any recent resident dining surveys.
Response: (See Attachments D-G)
29. Is there a summer school program that requires meal plan participation? If so, how
many on the meal plan and which meal plan? Hours, days and style of service for meal
plans offered.
Response:
Summer School Meal Plans
Meal Plan Type Number of Students
Summer A19 0
Summer A15 5
Summer B 19 39
Summer B 15 116
Summer C 19 11
Summer C 15 22
Summer Commuter 25 86
Summer Commuter 50 50
Total 329
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We have approximately 20 summer program and their meal plans vary depending on need. Some
are breakfast, lunch and dinner or lunch only. All meals are served in the main dining hall with a
buffet style. The days of operation are Sunday through Saturday.
30. Calendar of operating days for all retail outlets. For school year and non
academic days.
Response: (See Attachments B & C)
31. Hours of each retail outlet and hours of operation for each retail outlet.
Response: (See Attachment B)
32. Is there a meal exchange/cash equivalency program for the resident meal plans?
Response: No.
Please describe the program- hours exchange/equivalency is available, locations program
is honored.
Response: N/A
What makes up a meal exchange (each meal period)?
Response: N/A
What is the cash equivalency rate?
Response: N/A
33. Please provide the current menu/price list/portion guide for all retail outlets.
41. Please provide the last 12 months sales for summer conferences and summer camps.
Response: Sales for the past year for summer conferences and summer camps total
$83,662.17. This total does not include June 2013 data.
42. Is there a current liquor license and who owns?
Response: No, there are no current liquor licenses.
General:
43. Are meal plans currently offered to commuter students and faculty and staff? If so, please
list.
Response: Yes. The Meal Plans offered to students are the Commuter 75, Commuter 35 and
Commuter 25. Faculty and staff meal plans are the Faculty 25 and Faculty 50.
44. Is the hourly staff union/non-union? (Copy of labor agreement if union)
Response:
The hourly staff are Non-Union and work for the FSMC. 45. List of equipment and small wares owned by current contractor Response: The current contractor owns the display equipment in the Jazzman’s Café, 2 (two) work table, 1 (1) microwave, (1) one Panini press, (1) one dual temp cooler / freezer, the HALO Point of Sale System and Firewall system associated with the HALO System.
46. Please provide list of employees and current hourly wage (If campus requires
employees be retained at current rate and benefits).
Response:
Employees work for the current FSMC and the specifics with respect to their names and
wages are not available.
47. Is there an exclusive beverage contract in place? If yes, please provide specifics of
contract.
Response:
Yes, Florida A&M University has an exclusive contract with Coca Cola. Only Coca Cola
products are allowed on-campus with the exception of the Barnes & Noble Bookstore and
the Galimore Lanes Bowling Alley.
48. Is sales tax charged at any location on campus?
Response:
T axes are paid on all cash and credit card sales at all locations on the university campus.
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What is the % rate?
Response: The tax rate is 7.5%.
49. Cost of parking permits for employees?
Response: The cost of parking permits for vendor employees is specified below:
PARKING DECAL PRICES for 2013-2014 DECAL TYPE ANNUAL SPRING SUMMER
Reserved $500.00 $335.00 $165.00
Reserved-HC $500.00 $335.00 $165.00
VEN $292.88 $219.66 $164.75 REPLACEMENT DECAL - $15.00
TEMPORARY DECAL $3.00 DAILY (not to exceed 28 days w/out authorization)
VENDOR - $4.50 DAILY (not to exceed 28 days w/out authorization)
PRICES QUOTED DO NOT INCLUDE APPLICABLE SALES TAX
50. How many students are enrolled?
Response: After the new class enters in August 2013 we project 600 students.
51. What is the average daily population during the hours of operation for dining
services?
Response:
College of Law Average Daily Population
Period Amount Status
8:00 am – 5:00 pm 300 Students
5:00 pm – 8:00 pm 150 Students
8:00 am – 5:00 pm 100 Faculty/Staff
*All numbers are estimated
52. How many students are full time? How many are part time?
Response: There will be an estimated 400 full time students. There will be an estimated 200
part time students.
53. What is the number of faculty, staff and administration on campus?
Response: There are 116 faculty, staff and administrative personnel on campus.
54. Are academic sessions semesters or quarters?
Response: Academic sessions are by semester.
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55. Ask about getting an academic calendar to determine the number of operating days
during the regular academic year.
Response: Click on the link below:
http://law.famu.edu/go.cfm/do/Page.View/pid/266
56. Is vending service part of the dining contract?
Response: No, vending service is not a part of the dining services contract.
57. If so, how many machines are on campus? Do they have electronic card readers?
Response: N/A to both questions.
58. Is the any type of meal plan available - all flex or meals blocks with or without flex?
Response: Currently, there is not a meal plan required for the College of Law students.
59. What are the hours and days of service that you are looking for?
Response: Monday – Friday, 8 AM – 7 PM
60. What is the catering volume?
Response: Catering was provided by a Third Party and volume information is unavailable.
61. Is catering exclusive or non-exclusive?
Response: Catering will be non-exclusive.
62. Are there any commissions paid to the school on retail or catering sales? If so, at what
%?
Response: Currently there are no commissions paid on caterings at the College of Law.
Percentage is not applicable.
63. What are the expectations for dining service during the summer?
Response: There are no dining service expectations during the summer.
64. (review retail section for questions- other than the question regarding meal
Response: There are approximately 250 people on site in any given 4 hour period
during the normal work day.
C) Number of days
Response: There are approximately 400 people on any given day from Monday
through Thursday and there are approximately 100 people on site on Fridays (there
are a limited number of classes on Fridays.
75. Current vending machines, will they be relocated in other parts of the building.
Response: That is negotiable.
76. Please share your vision, why is the University now looking for a food venue Response: In the past, the University had a “Managed for Fee” contract for the College of Law which was not profitable at that time. We are looking for options to provide dining services for the College of Law.
77. At many locations, you have vending located in the dining space areas. Are you
willing to relocate these machines? If not, which ones would not be re-
locatable?
Response: This issue would be negotiable.
78. What are the annual vending sales figures for the law school for the past two years?
Response:
The vending sales figures for the Law School for the past two years are:
FY 2012-13 - $9,113.40
FY 2011-12 - $3,723.20
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79. What is the daily population in the law school and engineering building?
Response: See response to question 74 above for the College of Law and the
information below for the College of Engineering.
FAMU/FSU College of Engineering Class Schedule & Number of Students Taking
Classes
Monday, Wednesday & Friday Schedule
Time Number of Students
8:10 A.M. to 9:00 A.M. 6
8:35 A.M. to 9:25 A.M. 22
9:40 A.M. to 10:30 A.M. 11
10:45 A.M. to 11:35 A.M. 8
11:50 A.M. to 12:40 P.M. 8
12:55 P.M. to 1:45 P.M. 4
2:00 P.M. to 2:50 P.M. 60
3:05 P.M. to 3:55 P.M. 30
5:15 P.M. to 6:30 P.M. 4
Tuesday and Thursday Schedule
Time Number of Students
7:45 A.M. to 9:00 A.M. 20
8:45 A.M. to 10:00 A.M. 20
10:15 A.M. to 11:30 A.M. 10
11:45 A.M. to 1:00 P.M. 20
1:15 P.M. to 2:30 P.M. 30
2:45 P.M. to 4:00 P.M. 22
4:15 P.M. to 5:30 P.M. 13
5:45 P.M. to 7:00 P.M. 2
Fall 2012 Laboratory Schedule
Time Number of Students
1:00 P.M. TO 3:00 P.M. (W) 7
2:00 P.M. to 4:00 P.M. (M, TH & F) 12
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2:00 P.M. to 5:00 P.M. (W & F) 4
3:00 P.M. to 5:45 P.M. (M,T,W, & TH) 21
4:15 P.M. to 6:15 P.M. (M & T) 7
5:40 P.M. to 8:25 P.M. (T) 6
6:00 P.M. to 8:45 P.M. (M, T & W) 8
80. Please provide updated sales figures for all dining locations for the Fall 2012 and Spring
2013 semesters.
Response:
Branded Concepts Premise Unit Fall 2012 Spring 2013
