REQUEST FOR PROPOSAL # FY2018-6 ISSUED: JANUARY 22, 2018 CAMPUS DINING AND CATERING FOR LINCOLN LAND COMMUNITY COLLEGE Lincoln Land Community College 5250 Shepherd Road PO Box 19256 Springfield, IL 62794-9256 Tel: 217/786-2261 Fax: 217/786-2877 Dwayne Curry Todd McDonald Purchasing Manager Vice President, Finance and Administration Name of Firm: _________________________________________________________________________________ Address of Firm: _______________________________________________________________________________ Street City State Zip Code Authorized Representative & Title: ________________________________________________________________ Contact Person & Email Address: _________________________________________________________________ Telephone Number: _____________________Fax Number: ______________________ Date: _________________ INSTRUCTIONS TO BIDDERS Request for Proposal Number: FY2018-6 Opening Date: March 8, 2018. Sealed bids will be received until 11:00 A.M., Prevailing Time, Thursday, March 8, 2018. And opened in public at the time by the Vice President, Finance and Administration, or his/her representative at the Lincoln Land Community College offices, 5250 Shepherd Road, Springfield, IL 62794-9256. All bids must be signed in ink. All changes, erasures, etc. must be initialed by the Bidder. The attached or enclosed specifications may include the requirements for each bidder to submit samples and/or complete specifications of the product(s) offered in his/her proposal. A representative sample is preferred. For items impractical to send as samples, complete specifications MUST accompany the bid. Complete specifications shall consist of illustrations, cuts and details, such as manufacturer would suggest to cover the basic and fine points regarding materials, gauge, construction, finish, factory and model number size. Typical catalog descriptions will not meet this requirement. Supplies and equipment will be selected as per specifications based upon design, construction, quality of materials, finish and suitability for the purpose. The selections will be made in a manner which represents the best value for the money expended. Occupational and excise taxes are not to be included in bid. The successful bidder will be required to conform in all respects to the “Fair Employment Practice Act.” Refer to attached Cover Page Two for complete details.* The successful bidder will be required at all times to observe and comply with the provisions of “An Act Regulating Wages of Laborers, Mechanics, and Other Workmen Employed Under Contracts for Public Works”. Refer to attached Cover Page Two for complete details.** Lincoln Land Community College does not and will not discriminate in admission, education programs and activities, nor in employment on the basis of race, creed, sex, color, religion, age, sexual preference, disability, marital status, or national origin and complies with all applicable federal regulations, including Title IX of the Education Amendments of 1972. All contractors, subcontractors, subgrantees or others with whom Lincoln Land Community College arrange to provide services or benefits to its students or employees should not discriminate on the basis of sex against its students or employees. The Board of Trustees of Lincoln Land Community College reserves the right to reject any or all bids. *”The Illinois Fair Employment Practices Commission has adopted rules and regulations requiring the inclusion of the following in all Lincoln Land Community College contracts and purchase orders, and the same are hereby incorporated.”
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REQUEST FOR PROPOSAL # FY2018-6 ISSUED: JANUARY 22, 2018 CAMPUS DINING AND CATERING FOR LINCOLN LAND COMMUNITY COLLEGE
Lincoln Land Community College
5250 Shepherd Road PO Box 19256
Springfield, IL 62794-9256 Tel: 217/786-2261 Fax: 217/786-2877
Dwayne Curry Todd McDonald Purchasing Manager Vice President, Finance and Administration Name of Firm: _________________________________________________________________________________ Address of Firm: _______________________________________________________________________________ Street City State Zip Code Authorized Representative & Title: ________________________________________________________________ Contact Person & Email Address: _________________________________________________________________ Telephone Number: _____________________Fax Number: ______________________ Date: _________________
INSTRUCTIONS TO BIDDERS Request for Proposal Number: FY2018-6 Opening Date: March 8, 2018. Sealed bids will be received until 11:00 A.M., Prevailing Time, Thursday, March 8, 2018. And opened in public at the time by the Vice President, Finance and Administration, or his/her representative at the Lincoln Land Community College offices, 5250 Shepherd Road, Springfield, IL 62794-9256. All bids must be signed in ink. All changes, erasures, etc. must be initialed by the Bidder. The attached or enclosed specifications may include the requirements for each bidder to submit samples and/or complete specifications of the product(s) offered in his/her proposal. A representative sample is preferred. For items impractical to send as samples, complete specifications MUST accompany the bid. Complete specifications shall consist of illustrations, cuts and details, such as manufacturer would suggest to cover the basic and fine points regarding materials, gauge, construction, finish, factory and model number size. Typical catalog descriptions will not meet this requirement. Supplies and equipment will be selected as per specifications based upon design, construction, quality of materials, finish and suitability for the purpose. The selections will be made in a manner which represents the best value for the money expended. Occupational and excise taxes are not to be included in bid. The successful bidder will be required to conform in all respects to the “Fair Employment Practice Act.” Refer to attached Cover Page Two for complete details.* The successful bidder will be required at all times to observe and comply with the provisions of “An Act Regulating Wages of Laborers, Mechanics, and Other Workmen Employed Under Contracts for Public Works”. Refer to attached Cover Page Two for complete details.** Lincoln Land Community College does not and will not discriminate in admission, education programs and activities, nor in employment on the basis of race, creed, sex, color, religion, age, sexual preference, disability, marital status, or national origin and complies with all applicable federal regulations, including Title IX of the Education Amendments of 1972. All contractors, subcontractors, subgrantees or others with whom Lincoln Land Community College arrange to provide services or benefits to its students or employees should not discriminate on the basis of sex against its students or employees. The Board of Trustees of Lincoln Land Community College reserves the right to reject any or all bids. *”The Illinois Fair Employment Practices Commission has adopted rules and regulations requiring the inclusion of the following in all Lincoln Land Community College contracts and purchase orders, and the same are hereby incorporated.”
Cover Page Two EQUAL EMPLOYMENT OPPORTUNITY
In the Event of the Contractor's noncompliance with any provision of this equal employment opportunity clause, the Illinois Fair Employment Practices Act or the Fair Employment Practices Commission's Rules and Regulations for Public Contracts, the Contractor may be declared nonresponsible and therefore ineligible for future contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations, and the contract may be cancelled or avoided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation. During the performance of this contract, the Contractor agrees as follows: 1) That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, physical or mental handicap unrelated to ability, or an unfavorable discharge from military service: and further that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such underutilization.
2) That, if it hires additional employees in order to perform this contract or any portion hereof, it will determine the availability (in accordance with the Commission's Rules and Regulations for Public Contracts) of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized.
3) That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin, ancestry, physical or mental handicap unrelated to ability, or an unfavorable discharge from military service.
4) That it will send to each labor organization or representative or workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the contractor's obligations under the Illinois Fair Employment Practices Act and the Commission's Rules and Regulations for Public Contracts. If any such labor organization or representative fails or refuses to cooperate with the Contractor in its efforts to comply with such Act and Rules and Regulations, the Contractor will promptly so notify the Illinois Fair Employment Practices Commission and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations thereunder.
5) That it will submit reports as required by the Illinois Fair Employment Practices Commission's Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be requested by the Commission or the contracting agency, and in all respects comply with the Illinois Fair Employment Practices Act and the Commission's Rules and Regulations for Public Contracts.
6) That it will permit access to all relevant books, records, accounts and work sites by personnel of the contracting agency and the Illinois Fair Employment Practices Commission for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices Act and the Commission's Rules and Regulations for Public Contracts.
7) That it will include verbatim or by reference the provisions of paragraphs 1 through 7 of this clause in every performance subcontract as defined in Section 2.10(b) of the Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor; and that it will also so include the provisions of paragraphs 1, 5, 6, and 7 in every supply subcontract as defined in Section 2.10(a) of the Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor. In the same manner as with other provisions of this contract, the Contractor will be liable for compliance with applicable provisions of this clause by all its subcontractors; and further it will promptly notify the contracting agency and the Illinois Fair Employment Practices Commission in the event any subcontractor fails or refuses to comply therewith. In addition, no contractor will utilize any subcontractor declared by the commission to be nonresponsible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations. With respect to the two types of subcontracts referred to under paragraph 7 of the Equal Employment Opportunity Clause above, following is an excerpt of Section 2 of the FLPC’s Rules and Regulations for Public Contracts:
“Section 2.10. The term “Subcontract” means any agreement, arrangement or understanding, written or otherwise, between a contractor and any person (in which the parties do not stand in the relationship of an employer and an employee):
(a) For the furnishing of supplies or services or for the use of real or personal property, including lease agreements, which, in whole or in part, is utilized in the performance of any one or more contracts, or
(b) Under which any portion of the contractor’s obligation under any one or more contracts is performed, undertaken or assumed”
**Successful bidder will be required at all times to observe and comply with provisions of Chapter 48, Section 39 (12) Illinois Revised Statutes, 1973, entitled “An Act Regulating Wages of Laborers, Mechanics and Other Workmen Employed Under Contracts for Public Works”
The Contractor and subcontractor shall keep or cause to be kept an accurate record of names, occupations and actual wages paid to each laborer, workman, and mechanic employed by him in connection with the Contractor. The record shall be opened at all reasonable hours for inspection by any representative of the Illinois Department of Labor and must be preserved for four (4) years following completion of the Contract.
Not less than the prevailing rate of wages are determined by the Illinois Department of Labor or as determined by a court on review shall be paid to all laborers, workmen and mechanics performing work under this Contract.
Prospective bidders shall familiarize themselves with all provisions of all Acts referred to in this section and in addition, should make any investigation of labor conditions and any negotiated labor agreements which may exist or are contemplated at this time. Nothing in the Acts referred to in this Section shall be construed to prohibit the payment of more than the prevailing wage scale.
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LINCOLN LAND COMMUNITY COLLEGE REQUEST FOR PROPOSAL #FY2018-6
CAMPUS DINING AND CATERING SERVICES Lincoln Land Community College (LLCC) is seeking competitive proposals for the professional management and operation of the campus dining service and catering services for a three-year (36 months) period commencing August 6, 2018 through August 6, 2021, unless sooner terminated as per contract. These services will include, but not limited to: (1) dining service to a commuter-only student population of approximately 12,000 college students annually (meal plans are not an option) and approximately 600 employees, frequent community members and guests and (2) numerous catering events of all sizes for the college on and off campus. Lincoln Land, in conjunction with the qualified foodservice management companies, hereafter referred to as “Contractors”, intend to meet the following institutional goals:
• Provide high quality nutritious food at reasonable prices for students, staff, and guest. • Provide meals characterized by excellence in presentation, service and food quality. • Provide innovative, creative solutions to the various challenges presented by the Food
Service operations of LLCC. The specifications contained in this document are designed to accomplish this mission. Vendors are encouraged to review the documents and submit an innovative proposal to the college community. A mandatory Pre-Proposal Conference and Site Tour will be held at 9:00 a.m., Prevailing Time, Thursday, February 8, 2018, Main Campus of Lincoln Land Community College, Menard Hall, Robert H. Stephens Room. Vendors will be given a tour of LLCC food service production facilities during this conference. If requested, we could tour the Capital City Training Center after this facility tour for the vendors that are interested in the catering portion of the proposal. The Capital City Training Center does not have an oven; it has a dishwasher, ice machine, and a refrigerator. Selected vendor is expected to prepare food at an off-site location but will need access to food production facilities at certain times for event staging. This will be the only opportunity for Vendors to visit food production areas. Submission of signed proposals shall be construed as evidence of examination and inspection of premises. LLCC will publicly open any submitted proposals at 11:00 A.M. Prevailing Time, Thursday, March 8, 2018. It is anticipated that the LLCC Board of Trustees will award the contract at their regularly scheduled meeting on Wednesday, May 23, 2018. The successful vendor(s) must have complete dining and catering service operations ready to begin on August 6, 2018. Any additional information altering or interpreting the specifications will be shared with all vendors by an addendum from the Purchasing Manager. In order to comply with state statute (720 ILCS 5/Article 33E-3) no information regarding these specifications or the College's dining and catering services will be addressed outside of the addendum. Proposals of vendors who failed to attend the Mandatory Pre-Proposal Conference and Site Tour, will be returned unopened and will not be considered. AWARD OF PROPOSAL The contract(s) shall be awarded to the Contractor(s) whose proposal is determined to be most advantageous to Lincoln Land Community College. Lincoln Land is not bound and will not accept any proposal based on price alone, but will make an award based on the evaluation of factors set forth herein. Lincoln Land further reserves the right to reject any and all proposals and the College will be the sole judge as to whether the Contractor’s proposal has or has not satisfactorily met the requirements of this RFP. Awards must be approved by the LLCC Board of Trustees.
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The College may choose to enter into exclusive or non-exclusive contracts to provide campus dining services and catering services, whichever will be in the best interest of the College. AMENDMENT The terms, conditions, rates, and provisions of this Contract may be amended by mutual written agreement of both parties. ANTI-BRIBERY CONTRACTOR certifies that it is not barred from being awarded a contract or subcontract under Section 1400.5010 of the Treasurer's Procurement Rules (44 Ill. Adm. Code 1400.5010). ASSIGNMENT The contract entered into hereunder shall not be, in whole or in any part, assigned or transferred directly or indirectly, nor shall any portion be sublet without the prior written approval of LLCC. BID BOND A certified check, cashier’s check, or a Bidder’s bond in the sum of $1,000 shall accompany all proposals. The Contractor agrees that the proceeds of such check or bond shall become the property of LLCC if for any reason the Contractor, within 30 days after official opening of proposals, withdraws his proposal or if upon notification of award refuses or is unable to execute tendered contract and provide an acceptable performance bond within 20 days after such tender. The bid checks or bid bonds shall be returned as soon as it has been determined that the bid represented by the checks or bid bonds will receive no further consideration. BID-RIGGING/BID-ROTATING CONTRACTOR certifies that it has not been barred from contracting with a unit of State or local government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of 1961 (720 ILCS 5/33E-3, 33E-4). BUSINESS ENTERPRISE PROGRAM (BEP) MINORITIES, FEMALES, AND PERSONS WITH DISABILITIES PARTICIPATION AND UTILIZATION PLAN: Lincoln Land Community College will make every effort to use local business firms and contract with small, minority-owned, and/or women-owned businesses in the procurement process. This solicitation contains a goal to include businesses owned and controlled by minorities, females, and persons with disabilities in the College’s procurement and contracting processes in accordance with the State of Illinois’ Business Enterprise for Minorities, Females, and Persons with Disabilities Act (30 ILCS 575).
Because these goals vary by business ownership status and category of procurement, we urge interested businesses to visit the Department of Central Management Services (CMS) web site, (http://www.illinois.gov/cms/business/sell2/Pages/default.aspx) to obtain additional details.
Prime vendors or subcontractors must be certified by the CMS as BEP vendors prior to contract award. Go to (http://www2.illinois.gov/cms/business/sell2/bep/Pages/default.aspx) for complete requirements for BEP certification. CONTRACT ENFORCEMENT Any and all attorney's fees and court costs incurred in the enforcing of this contract will be borne by Contractor.
DEFINITIONS This Request for Proposal shall incorporate the following definitions: LLCC--The terms "LLCC", "Lincoln Land Community College", or "College" shall mean the Board of Trustees of Public Community College District No. 526, operating as Lincoln Land Community College, as established pursuant to Illinois Revised Statutes, Chapter 122, and its members and authorized management representatives. Contractor--The term "Contractor" and "successful Vendor" shall mean the firm, corporation or person with whom LLCC contracts to carry out the services described in this Request for Proposal. Vendor--The term "Vendor" shall mean the firms, corporations or persons submitting proposals based on these specifications and attendant documents. Request for Proposal--The terms "Request for Proposal" and "RFP" shall mean this document and associated addenda. Calendar year – shall mean the twelve calendar months, beginning January 1st of each year and ending with December 31st of the same year. Fiscal year – shall mean the twelve calendar months, beginning July 1st of each year and ending with June 30th of the succeeding year. DRUG-FREE WORKPLACE (30 ILCS 580) CONTRACTOR certifies to the College that CONTRACTOR will provide a drug free workplace. False certification or violation of the certification may result in sanctions including, but not limited to, suspension of contract payments, termination of the contract and debarment of contracting opportunities with the College for at least one (1) year but not more than five (5) years. Requires In part, that vendors with 25 or more employees will provide a drug free workplace as provided in Drug Free Workplace Act. These requirements apply to orders of $5,000 or more. ERRORS AND OMISSIONS All proposals shall be submitted with each question properly completed. No claim for relief because of errors or omissions in the RFP will be considered. Vendors will be held strictly to the proposals as submitted. Should a Vendor find any discrepancies in, or omissions from, any of the documents, or be in doubt as to their meanings, he shall advise the Purchasing Manager by 12:00 Noon, Monday, February 19, 2018, who, in turn, will issue the necessary clarifications to all prospective Firms by means of addendum. EXTERNAL LAW If there is any conflict between the provisions of this Contract and any legal obligations or affirmative action requirements imposed on LLCC by federal or state law, such legal obligations or affirmative action requirements thus imposed shall be controlling. FEDERAL STATUTES, REGULATIONS AND/OR RULINGS REGARDING EMPLOYMENT Vendor shall comply with all local, state, and federal ordinances, laws, and regulations pertaining to the operation specified herein. It shall be the obligation of the Vendor to apply for, pay for, and obtain all permits and licenses as required by the various agencies. Vendor shall also comply with the Occupational Safety and Health Act. FIRM QUOTE All proposals will be considered firm offers for contract. FINANCIAL CONDITIONS LLCC shall not assume any financial obligation for the operation of the dining and catering service other than that specifically referenced. Any losses due to operations, underestimated volume, or other factors will be the sole obligation of the Contractor.
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GENDER Unless the context in which they are used clearly requires otherwise, words used in this Request for Proposal denoting gender shall refer to both the masculine and feminine. GOVERNING LAW Any contract negotiated as a result of this RFP will be governed by the laws of the State of Illinois. The successful vendor shall at all times observe and comply with Federal, State of Illinois and local laws, ordinances, orders and regulations existing at the time of or enacted subsequent to the execution of a contract which in any manner affects the vendors’ ability to perform contractual requirements. HOLD HARMLESS AGREEMENT Contractor agrees to indemnify and hold harmless the Board of Trustees of Lincoln Land Community College, its members, officers, agents, and employees from and against any and all claims, demands, actions, complaints, suits, or other forms of liability, (monetary or otherwise), including, but not limited to attorney fees, court costs and interest that shall arise out of any injury, illness, or death of any person or persons, or damages to property caused or alleged to have occurred in connection with performance required of Contractor. In the event any sales or use tax is assessed with respect to sales under the established agreement, Contractor shall hold LLCC harmless against any liability with respect to any such assessments and against all costs and expenses related thereto. INSURANCE Before commencement of operations, Contractor shall place on file with LLCC a certificate of insurance for general liability coverage in the amount of $2,000,000/two million each occurrence and $2,000,000/two million aggregate. The successful Contractor shall furnish to LLCC, prior to the commencement of services at the College, an insurance certificate evidencing and naming Lincoln Land Community College as an additional insured on a primary and non-contributory basis, that it maintains with a company, licensed to do business in the State of Illinois, the following coverages:
a. Worker’s Compensation and Employee’s Liability with limits of $1,000,000 / $1,000,000 / $1,000,000. Cover shall include a waiver of subrogation in favor of LLCC.
b. Comprehensive Commercial General Liability naming Lincoln Land Community College and its Board of
Trustees as additional names insured on a primary and non-contributory basis with minimum limits of $2,000,000 each occurrence, combined single limit, bodily injury including death, property damage liability and coverages for personal injury, blanket contractual liability, and products liability.
c. Comprehensive Commercial Automobile Liability (including owned, non-owned, and hired) with minimum
limits of $1,000,000 each occurrence, single limit, bodily injury including death and property damage liability, naming Lincoln Land Community College and its Board of Trustees as additional insured on a primary and non-contributory basis.
The certificate shall specify the date(s) when such insurance expires and shall further provide for ten days prior notification to the College of cancellation or material changes in coverage, and renewal certificates shall be in the College’s possession prior to expiration dates of all policies noted herein. The cost of such insurance shall be a direct cost of operation. PAYMENT FOR SERVICES LLCC shall pay only after delivery of the specified service and receipt of an itemized invoice. PERFORMANCE BOND The College reserves the right to require a performance bond from the successful Contractor, as provided by law, without expense to the College. Otherwise, in case of default of the Contractor, Lincoln Land may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby.
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If a decision is made to require a bond, as specified above, the Contractor must provide the bond in the amount of $20,000 within fifteen (15) days of award of contract. PROPRIETARY INFORMATION All items developed and submitted in response to the Request for Proposal shall become the property of Lincoln Land Community College. Any restrictions on the use of data contained within a proposal must be clearly stated on the proposal itself. It is not acceptable for a proposal to be marked “proprietary” in its entirety. Proprietary information submitted in response to this request for proposal will be handled in accordance with applicable Lincoln Land Community College procurement regulations. Under no circumstances will any proposal or parts of proposals be returned to an offeror after the date of submittal. However, should the determination of any proprietary information be challenged, the College will tender the defense of the action to the offeror’s company and expect you to defend, indemnify and hold the College harmless from any and all liability including attorneys fee (5 ILCS 140/11(i) j). All proposals indicating any such restrictions must be acknowledged in writing as a part of this proposal, that the offeror’s company will defend, indemnify and hold the College harmless from any and all claims arising under the Freedom of Information Act. Under no circumstances will any requests to redact proprietary information be honored without this written acknowledgement. RECORDS RETENTION In accordance with 30 ILCS 500/20-65, vendor (and any subcontractors) shall maintain, for a minimum of 3 years after completion of Agreement, adequate books, records & supporting documents to verify amounts, receipts, & uses of all disbursements of funds passing in conjunction with this Agreement. Records shall be available for review & audit. If this order is funded from contract/grant funds provided by the US Government, the order, books, and records shall be available for review and audit by the Comptroller General of the US and/or the Inspector General provide full access to all relevant materials. Failure to maintain records required by this provision shall establish a presumption in favor of the State for recovery of any funds paid by State under Agreement for which adequate records are not available to support their purported disbursement. RELATIONSHIPS The relationship of Contractor to LLCC shall be that of an independent Contractor. LLCC shall have no direct control over employees of Contractor. REQUEST FOR PROPOSAL AS CONTRACT The specifications and provisions included in this Request for Proposal shall along with the successful Vendor's response constitute the full and complete contract for services. SIGNATURE CONSTITUTES ACCEPTANCE The signing of these proposal forms shall be construed as acceptance of all provisions contained herein. TAXATION Contractor, regardless of residence, whether foreign corporation or otherwise, is amenable to the provisions of all Illinois Revenue Acts in existence or which may come into existence during the life of the contract. TEMPORARY SUSPENSION OF OPERATIONS LLCC shall not be responsible for any loss to Vendor due to temporary suspension of operation, regardless of cause. Such suspension(s) may be due but not limited to mechanical failure of equipment, power failure, or weather conditions. VENDOR COSTS proposals, and attendance at meetings, including but not limited to, costs related to transportation, meals, lodging, and other related expenses, will be the sole responsibility of the vendor(s) and will not, under any circumstances, be reimbursed by LLCC.
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WITHDRAWAL OF PROPOSALS Proposals may be withdrawn by letter, or in person prior to the time and date established for the opening of proposals. PROCEDURES Vendors must submit their proposals on the enclosed proposal pages and include all required attachments. LLCC will not accept vendor’s proposal page. Proposals will not be accepted electronically or via fax. Vendor may include additional supporting information or material. All exceptions to any specifications must be clearly noted. CONDITIONS
• Responses are due no later than 11:00 A.M., Prevailing Time, Thursday, March 8, 2018. • Vendors must submit their proposal and/or attachments (1 (one) original and 3 (three) copies) to the
following address in a sealed envelope:
Dwayne Curry Purchasing Manager
Lincoln Land Community College 5250 Shepherd Road
Menard Hall, Purchasing Department P.O. Box 19256
Springfield, IL 62794-9256
• Sealed envelope must clearly read: Request For Proposal #FY2018-6 Campus Dining and Catering Services for Lincoln Land Community College”
• If vendor will be using Federal Express to mail their response, please use the Zip Code 62703. • Vendors are responsible for ensuring that proposals are received by the above office prior to the deadline.
Proposals received after the deadline will not be considered. • Proposals will not be accepted electronically or via fax. • Respondents may withdraw or modify a proposal if notice of the withdrawal or modification is received by
the Purchasing Manager before the latest time specified for receipt of proposals. Withdrawal of proposal after the deadline for receipt of proposals will not be permitted. However, in those cases where, in the sole judgment of the College, based on clear and demonstrable evidence, the proposing vendor has made a bona fide error in the preparation of the proposal and such error will result in a substantial loss to the vendor, an exception may be made.
• A written request, signed by a duly authorized primary vendor representative, must be submitted to withdraw or modify a proposal.
• Negligence on the part of the vendor in preparing its proposal confers no right of withdrawal or modification of the proposal after the deadline for receipt of proposals.
QUESTIONS All contact and questions with LLCC regarding any matter concerning this Request for Proposal must be made through Dwayne Curry, Purchasing Manager at 217/786-2261, by facsimile at 217/786-2877, or emailed to [email protected]. Other questions regarding the specifications will be addressed at the Mandatory Pre-Proposal Conference at 9:00 A.M., Prevailing Time, Thursday, February 8, 2018, Main Campus of Lincoln Land Community College, Menard Hall, Robert H. Stephens Room. Further, information concerning the specifications of this Request for Proposal resulting from questions submitted, either in writing or resulting from the mandatory conference, will be communicated to all vendors in the form of an addendum. In order to comply with Illinois Compiled Statutes Chapter 720, Section 33E-3, no information regarding specifications of this Request for Proposal will be addressed outside this Mandatory Pre-Bid Conference and resulting addendum. Vendors are requested to submit questions in writing. The deadline for questions is 12:00 Noon, Monday, February 19, 2018. Questions should be addressed to Dwayne Curry, Purchasing Manager and faxed to
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217//786-2877 or emailed to [email protected]. In the subject line, reference “Questions for RFP 2018-6 Campus Dining and Catering Services” All faxes and emails should include a contact name and telephone number for the purpose of clarifying questions. TERM AND TERMINATION OF CONTRACT(S) The term of the contract(s) shall be for (3) three years and thereafter may be renewable in one year terms, up to (2) two years, after yearly review of performance, with the same specifications applying. Renewal contracts shall be negotiated between Vendor and LLCC. Contract shall commence on August 6, 2018 through August 6, 2021, unless renewed or terminated as provided below. Until the expiration of the contract, the contract shall be automatically renewed for a one-year period, unless Vendor gives notice to LLCC of its intent to terminate. Such notice must be made ninety (90) days prior to the termination, and must be made by registered or certified mail. The contract may be terminated by LLCC, without cause, at any time during the original or renewal period(s) by giving notice to Vendor of its intent to terminate. Such notice shall be made sixty (60) days prior to termination and must be made by registered or certified mail. It is understood that should the current vendor(s) not be the successful vendor(s), a transition period shall be allowed where by the college, along with the current vendor(s), can complete an inventory, the switch out & installation of any new equipment, etc. Upon notice of termination of the contract, LLCC may advertise for proposals for dining and/or catering services. In this event, the present contractor(s) shall not be allowed to consider his/her existing operation as proposal. Upon termination of this agreement, Lincoln Land Community College and Contractor shall jointly conduct a physical inventory of all expendable and capital equipment and inspect the premises. At that time, the Contractor shall surrender the building, expendables, and capital equipment in as good a condition as at the start of the agreement, except for ordinary wear and tear or loss and damage by fire and other perils covered by Lincoln Land’s fire and extended coverage policy, acts of God, and theft by persons other than the employees of the Contractor without negligence on the part of its or its employees. In the event the Contractor fails to maintain and keep in force the insurance coverage (including worker’s compensation) required herein, the College shall have the right to immediately terminate any contract(s) resulting from this RFP. The Contractor shall perform in accordance with the terms and conditions as stated herein and in accordance with the highest standards and commercial practices. Charges of poor performance against the Contractor shall be documented by the College and submitted to the company for corrective action, review and file. Continued poor performance shall be deemed a breach of these specifications and shall be the cause for immediate termination of any contract(s) resulting from this RFP. Contractor must maintain a Health Department inspection of 16 or less demerit points, excluding critical demerit points. Critical demerit points, depending upon the item, may be cause for immediate termination. This RFP may be amended by mutual agreement of the contracting parties and will be made a part of the food management contract negotiated as a result of this proposal request. If the contract is terminated by the College for any reason, the Contractor must continue the operation(s) until a new Contractor can be selected provided this period shall not exceed six (6) months. The successful Vendor shall be permitted access to the premises at reasonable times after the award of this contract and prior to August 6, 2018. Said Vendor shall not interrupt or disturb the operation of the present dining service while exercising the privilege granted hereunder.
CONTRACTOR EMPLOYEES Any and all employees of Contractor, while engaged in the performance of any work or services required by Contractor under these specifications shall not be considered employees of LLCC. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental disability, military status, political affiliation, sexual orientation, or any other status protected by the provisions of the Illinois Human Rights Act or other applicable law and will make a diligent and continuing effort to ensure that they are afforded equal employment without discrimination. All solicitations or advertisements for employees placed by or on behalf of the Contractor will state that all qualified applicants will be afforded equal employment opportunities without discrimination. Company employees will strictly adhere to Lincoln Land’s regulations regarding personal behavior. Specifically, the use of tobacco products, alcohol, illegal substances, foul language, lewd or suggestive language is strictly prohibited when on campus or in the company of students whether on campus or off. All Contractor employees shall conduct themselves in a professional and courteous manner at all times while on the college premises. If, in the judgment of the College, Contractor employee(s) display inappropriate behavior, contractor management shall take such action necessary to correct such behavior to the satisfaction of the College up to and including removal/being banned from college facilities. You may view LLCC’s Board policies at http://www.llcc.edu/explore-llcc/board-of-trustees/board-policy/. The Contractor must provide sufficient personnel to ensure prompt service to patrons and must have adequately trained relief personnel to substitute for absent regular employees. The Contractor’s employees will maintain professional attitudes and decorum while on the premises of LLCC. The Contractor shall comply with all applicable Federal and State governmental regulations relating to the employment and payment of personnel. Uniforms will be worn by Contractor employees and shall be provided by the Contractor and are subject to approval by the College. Uniforms are to be clean and maintained. Contractor shall examine all food handlers visually, at least daily, to ensure that they are following established hygiene practices in the handling of food:
a. Bathing daily b. Wearing clean outer clothing c. Wearing approved sanitary gloves d. Keeping fingernails short and clean e. Using hairnets or hair restraints as per health codes. (Applies to both male and female employees) f. Removing wristwatches and rings, except plain wedding bands, during preparation and service of food. g. Washing hands with hot water and anti-bacterial soap upon reporting for duty, after each visit to the
restroom, and after handling raw meat, fish, or fowl. DISPOSABLE PRODUCTS/RECYCLING LLCC is committed to recycling and sound environmental practices. Even though china, glass, and silverware may be used, the college recognizes that disposable products (napkins, plates, hot/cold cups, lids, silverware, food packages, etc.) are still necessary. Concerning disposable products and especially the “To Go” containers, Contractor MUST purchase products that have been deemed Eco-Friendly or “Green” – meaning that paper products must be 100% biodegradable & compostable. Foam products may be used, but they must come from suppliers that do not use any CFC's in the manufacturing process and do not contain dyes that will leak out. The College reserves the right to reject the disposable products selected by the Contractor when, in the opinion of the College, there exists an alternative product that will have a lesser environmental impact.
It is expected that the Contractor, as well as the College, in the future will make any changes in disposable products and/or recycling policies that will result in an enhanced environment. As the College is in the process of trying to cut down on the amount of trash and to make better use of recyclable items, it is expected that the Contractor will also make every effort in reducing trash and moving to a more Eco-Friendly or “Green” environment. FOOD POISONING INVESTIGATION PROCEDURE Contractor shall have on file with LLCC a detailed process for the investigation of suspected food poisoning resulting from the consumption of food as a result of this contract. This process is subject to LLCC approval. EVALUATION OF FOOD SERVICES The Contractor shall meet with Associate Vice President, Finance or designee on a regular basis to provide continuing evaluations of and recommendations concerning the food service operations. The Contractor shall take action on all reasonable requests. Between November 1 and 15 of each year, Contractor shall offer a survey to patrons to solicit feedback regarding the food services. The results of the surveys will be given to the Associate Vice President, Finance or designee. CONTROLLED PRICES All prices submitted in the successful vendor's proposal shall be effective for a minimum of one (1) year. Prices for items not included in the proposal, as well as for new items introduced in the future, will be mutually agreed upon by the Contractor and the College. At the end of one year the Contractor may request, in writing, price adjustments. Requests for price adjustments shall be accompanied by supporting documentation. Permission to adjust prices shall be effective only when issued in writing by the College. Price adjustments should preferably be timed to coincide with the beginning date of a semester. In determining the validity of requested price increases, the College may consider, but not be limited to, changes in the Consumer Price Index, prices charged for similar items at other institutions, and the financial performance of the Contractor. UTILITIES LLCC shall furnish all utilities, including electricity, gas, water, heat, air conditioning, and telecommunication services necessary for the campus dining service operation and food service and dining areas for catering services. LLCC will supply access to its internal phone and internet service. LLCC will provide trash and garbage removal and pest control treatments as required. The College shall not guarantee an uninterrupted supply of these utilities. However, it shall be diligent in restoring services following an interruption. The College shall not be liable for any loss which may result from the interruption or failure of any such utility services.
SPECIFICATIONS FOR CAMPUS DINING SERVICES Contractor shall provide necessary and sufficient supervision, personnel, product, and supplies to ensure satisfactory service at all times for campus dining service. Services will include, but are not limited to, procurement, receipt, storage, and issuance of foods and supplies, menu planning and food preparation, training of personnel, insurance, management services, and other planning necessary to provide those services. These specifications are intended to preserve the integrity of Lincoln Land’s dining service operation, but not to restrict creativity or competition. Contractors are encouraged to propose practical, nutritional, and reasonably priced, food that will increase student satisfaction with the College’s dining service. Contractor shall provide and perform such related services, duties and responsibilities as may be required to maintain an efficient and functional dining service operation as outlined in the proposal and specifications.
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Exceptions to the above service will be food, candy, and beverages sold through Lincoln Land’s Bookstore (self-operated) and other departmental offices for the primary benefit of its employees, and concessions sold by various athletic teams during intercollegiate and tournament games for its guests. SCOPE OF OPERATIONS Contractor shall have the right to operate, as an independent business venture, the dining facilities. Kitchen facilities are provided. No food or other items prepared on the premises may be removed from the premises for serving at other locations without the express knowledge and written consent of LLCC. The Contractor shall accept payments in cash, credit and debit cards. The Contractor shall decide for itself whether, and under what conditions, it will accept personal checks. LLCC will not assist the Contractor in recovering delinquent check amounts. The Contractor shall accept charges to LLCC office accounts under a tax-exempt status. The following data represents the sales totals for the current dining service vendor, for the last 2 full fiscal years:
It is specifically understood that LLCC may use the dining areas in the cafeteria from time to time for such purposes (testing, dancing, etc.), as it may desire. Appropriate set-up and clean-up will be done by LLCC at no cost to Contractor unless otherwise negotiated. The College reserves the right to operate “The Bistro” located within the LLCC Workforce Careers Center. The Bistro is a restaurant/food laboratory experience for students in the LLCC Culinary Arts program where students prepare and serve meals in a simulated fine dining restaurant to members of the college and the community for a fee on a limited basis. Contractor shall operate on his own credit, which is to be in good standing, and shall furnish at his own expense, all food and beverage items served in the cafeteria. Likewise, the cost of all non-food supply items required for the food service operation will be borne by Contractor. All incoming shipments of food and supplies shall be to Contractor's account, in care of LLCC. Under no circumstances shall shipments be invoiced to LLCC. FOOD STATION TYPE OPERATIONS Proposals must include a listing of menu items proposed to be offered along with initial pricing. Vendors are encouraged to propose innovative menu options and service in the proposals. Proposals will be accepted from vendors offering a full line cafeteria style operation as well as vendors offering a more limited service such as a “fast food” type of provider.
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The portion sizes and prices to be charged for food and beverages shall be comparable to what is currently standard in the college food service industry for similar food service. Future price increases will be subject to the College's approval. Changes in initial portion size or portion sizes for new items will require college approval. METHOD OF SERVING Method of serving will be dependent upon the type of food service operation proposed by the vendor (i.e. a food station type system for a full-service vendor or a line system for a limited service or “fast food” vendor). MINIMUM STANDARDS Hot food shall be HOT; Cold food shall be COLD. Cream, sugar, and appropriate sugar substitutes will always be available next to coffee cups; ice will be available in ice dispensers. The College prefers bakery items to be baked fresh on campus. The Contractor will have and utilize a standard recipe service. Cooks and bakers will be required to follow standardized recipes for all items. DINING SERVICE EMPLOYEES Lincoln Land Community College does not wish to diminish the level of talent and expertise it has labored to be accustomed to. The following paragraphs describe those minimum characteristics the College will accept in personnel, which the Contractor proposes to assign for duty on campus. No change in the organizational chart shall be permitted without the College’s approval. The On Site Manager’s principle functions are as follows: Plans, directs, and controls all unit food service operations and resources to meet customer needs, Lincoln Land Community College’s objectives, and operating and financial goals. Ensures compliance with company and Lincoln Land Community College’s policies, procedures, guidelines, and standards as well as all applicable government, regulatory and/or accrediting agency standards and codes. The On Site Manager’s qualifications are as follows: Equivalent experience with the above responsibilities. Must demonstrate evidence of progressive responsibilities and program management. Ability and willingness to taste and smell food to determine quality and palatability. Ability to communicate effectively with Lincoln Land, Lincoln Land customers, and support staff. Ability to respond effectively to changing demands. All management personnel shall be thoroughly trained and experienced to the satisfaction of the College. The Food Service Manager shall be interviewed and accepted by the College prior to assuming managerial duties. The appointment, transfer, and dismissal of all contractual management personnel serving the College is subject to approval by LLCC. Management personnel are defined as the Manager of Food Service and Production Cook. The College will also be consulted and advised prior to changing personnel at lower levels. The College reserves the right to require the replacement of any management personnel because of operating difficulties determined to be the result of inferior on-site management or failure to adhere to the policies of Lincoln Land Community College. The Contractor must schedule and conduct an on-going employee-training program, which will ensure that all employees perform their jobs with the highest standards of efficiency, courtesy, and sanitation. All training programs shall be submitted to the College for prior review and approval. Additionally, Contractor shall provide proof to LLCC’s designee that training has occurred. The Contractor shall comply with all applicable Federal and State governmental regulations relating to the employment and payment of personnel. It is understood that the premises shall be subject to inspection by the state and local Departments of Health, and that the Contractor shall submit satisfactory evidence of compliance
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with all health regulations to the College as well as provide copies of all reports to LLCC. Should the College require more stringent rules and regulations with respect to sanitation and health inspections of personnel than those provided by state and local authorities, the Contractor shall comply with such rules and regulations. The Contractor is encouraged to provide work opportunities for students at a rate in conformance with the wage scale for student workers in other college jobs. CONSULTATION AND PROFESSIONAL SERVICES Contractor shall have available and provide for without additional charge a professional dietitian to plan menus, test kitchens for checking of recipes and facility planning services. ACCOUNTING Contractor shall maintain accurate, complete and separate books of accounts according to accepted standards of accounting, reflecting its operations on all LLCC premises, together with appropriate supporting data and documents. Within twenty (20) days following the close of each accounting period, the Contractor shall submit to the College a detailed operating statement covering its sales, food costs, labor cost, direct costs, and any profit or loss. In addition to the current accounting period information, the Contractor shall include year-to-date accounting information. These monthly statements shall show gross sales from operations. Commissions shall be calculated as a % of sales (gross sales less sales tax), but no less than $500.00. Monthly commission checks, payable to LLCC, should be mailed to LLCC's Associate Vice President, Finance or designee. Contractor shall make books of accounts and supporting data and documents available for inspection, reproduction, and audit by LLCC at all reasonable times, and shall make provisions for the retention of books, data, and documents related to the contract at a location mutually satisfactory to both the Contractor and LLCC. MAINTENANCE OF EQUIPMENT AND FACILITIES It is the responsibility of Contractor to replace or repair all loss or breakage brought about through the negligence of Contractor to furniture, fixtures, or equipment. Contractor is responsible for the loss and breakage of the initial inventory of chinaware, glassware, silverware, trays, and all other moveable kitchen equipment originally furnished by LLCC (providing small wares and/or equipment is used by contractor). A complete inventory at the beginning of the contract period will be provided to the successful Contractor. It shall be the duty of the Contractor, at least annually, to inventory such expendable equipment with LLCC staff present. Following said inventory, the Contractor shall replace items to the amount and quality as originally provided. LLCC shall sign off on the annual inventory. If the contract is terminated, at least 30 days prior to the termination date, Contractor shall inventory and replace items to the amount and quality as originally provided. LLCC will provide all non-expendable furniture and equipment as presently installed in the cafeteria. An inventory of kitchen equipment will be furnished to the Contractor upon award of the contract. Ownership of the furniture and equipment described in this section shall be vested in LLCC. LLCC-owned furniture and equipment shall not be removed from the premises for any purpose, other than for repair, except by LLCC or with the prior approval of LLCC. (The frontline equipment being used by the current vendor belongs to the current vendor). Repairs to all furniture and equipment owned by or furnished by LLCC shall be the responsibility of LLCC except in cases of damage caused by neglect by Contractor and/or its employees. All other non-expendable equipment that the Contractor deems necessary shall be provided by the Contractor at his own expense provided however that LLCC approves the equipment and its placement.
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The Contractor shall not, without the written consent of LLCC, rearrange any facility provided herein. Contractor shall inform LLCC of malfunctioning non-expendable equipment. LLCC shall, at its sole discretion, determine how repairs will be made, e.g., preventive maintenance contracts, and repairs by contractual personnel, or repairs by LLCC personnel. Contractor shall use reasonable care in the use of assigned space, and upon termination of the contract shall leave such space in as good condition as when received except for ordinary wear and tear, and damage and destruction beyond his control and not due to his fault or negligence. The Contractor will provide such trucks or vans required for food service usage and will be responsible for gas, oil, repairs, maintenance, and insurance as required by Illinois state law. Those costs shall be a direct cost of operation. CLEANING LLCC shall clean all floors, windows, walls, and restroom areas except those in the dining, serving and food preparation areas. The Contractor shall be responsible for cleaning tables in the dining area and making sure any trash left on the tables is placed in the trash bins or appropriate recycling bins. Contractor shall also be responsible for cleaning in the serving, kitchen and food and equipment storage areas, including all walk-in coolers and freezers. Contractor shall keep counters and surfaces for cooking and serving food immaculately clean at all times. Floors in serving areas, in store rooms, and in the kitchen area shall be cleaned daily by Contractor. Floors in the dining area shall be cleaned by LLCC. Contractor shall daily dispose of all trash, garbage, and debris from the premises in compliance with a schedule and method approved by LLCC. LLCC shall provide containers for trash disposal, however Contractor is responsible for daily cleaning of containers. Contractor shall also be responsible for removing litter and spills from the freight elevator, loading dock and hallways caused by Contractor's personnel when removing trash from food service facilities. LLCC shall establish standards of cleanliness for these areas. Such standards will conform to or exceed all local, city, county, and state health regulations. The College will be responsible for providing recycling bins in the dining areas, and for signs encouraging patrons to use such bins. The College will also be responsible for emptying the bins and transporting the recycling materials to appropriate locations for pick-up. Contractor shall adhere strictly to all pure food laws and ordinances as adopted or promulgated by the State of Illinois, the County of Sangamon, and their respective Boards of Health. In addition, contractor must maintain a Health Department inspection of 16 or less demerit points, excluding critical demerit point. Critical demerit points, depending upon the item may be cause for immediate termination. A copy of all health department inspection reports must be provided to the College’s designee. Contractor shall be responsible for and shall pay for all necessary sanitation measures. Contractor shall notify LLCC Designee of any and all pest. Contractor shall clean all table tops, remove litter and spills from dining room floor and during and after each service. Such cleaning shall include the arrangement of chairs so that they have a neat and orderly appearance. Steam tables, coffee urns, griddles, condiment tables, soda backwash, etc., shall be cleaned daily. Kitchen tables, meat grinders, knives, etc., shall be cleaned and sanitized after each use. Cooking surfaces of grills, griddles, and similar cooking devices shall be cleaned at least once a day and shall be free from encrusted grease deposits and other soil.
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All food in the walk-in refrigerators and/or freezers shall be dated and covered with plastic wrap or aluminum foil. Contractor shall be responsible for payment of the semi-annual cleaning of all kitchen exhaust hoods, and monthly cleaning of exhaust hood filters by an approved vendor of the college providing the contractor selected elects to use the LLCC kitchen (traditional cafeteria style operation). LLCC will work with Contractor to schedule the semi-annual cleaning of all of the kitchen exhaust hoods. LLCC shall provide maintenance of fire extinguishers. ADVERTISING Contractor is encouraged to advertise to the college community and student body through various media, the operation of the campus dining service for the purpose of public relations and increasing sales. All such advertising is to be subject to approval by LLCC and no related advertising may be used which is not approved by LLCC. Contractor is responsible for placing adequate signs in conspicuous places so that hours of operation, menus, prices, and promotions/specials are easily observed. Contractor is expected to implement a formal marketing strategy designed to increase interest in campus dining. The Contractor is encouraged to work with the Student Life-Student Engagement Coordinator as well as the Public Relations & Marketing Department to coordinate specials with student events held in the cafeteria and other marketing events. PARKING Contractor is allowed two (2) reserved designated parking places in close proximity to the kitchen area. All other vehicles must be parked in the general parking area. Abuse of this privilege may result in the reassignment of those two designated spaces. SERVICE HOURS When school is in session, current serving hours for the campus dining operations are:
Cafeteria open from 7:30 a.m. until 6:00 p.m., Monday through Thursday and from 7:30 a.m. until 3:00 p.m. on Friday The cafeteria is currently closed on Saturdays, Sundays, and evenings. This may be re-negotiated if found to be necessary or desirable.
All hours of service will be assessed each academic term.
Contractor shall be expected to provide a limited dining service program for staff and the public when school is not in session. However, the food service area is closed on days such as Institutional Improvement Day, as the students do not have classes and lunch and/or dinner is catered for the employees of the College. OFFICE LLCC will provide an office and furniture for use by the food service manager to include one desk, one chair, one side chair, one four-drawer file, one four-function calculator, one safe, one computer, one printer, and one telephone and internet service. Such other office equipment as may be deemed necessary must be furnished by the Contractor. CRITERIA FOR SELECTION OF THE CONTRACTOR(S) LLCC reserves the right to reject any or all proposal(s), to waive informalities, and to accept the proposal that, in the college's judgment, best serves the interests of the college. There are numerous criteria that will be used in
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evaluating proposals. For Campus Dining Services, the evaluation factors which will be considered and the weight (points) for each factor are as follows: 25% Quality of service. This will include bidder's operational plan, stability of workforce, and where
appropriate, experience of proposed full-time, on-site Manager and Lead Cook, and overall ability to effectively meet the various food service needs of the college. Information will be obtained from any and all possible sources, including proposals, references from similar accounts, site visits, and any prior experience.
25% Quality of food. This will include the quality, preparation, and presentation of foods for the food
stations. Information will be obtained from any and all possible sources, including references from similar accounts, site visits, and any prior experience.
10% Pricing. Proposed prices submitted for a sample of food items will be considered. 20% Commission Provided. Proposed commissions should be based as a % of net sales. 10% Marketing, Incentives, and Innovation. This will include but not be limited to advertising/marketing
strategies to increase participation from a diverse commuter student population. Vendors should note that the responses to this section are less rigid and may provide an opportunity to distinguish themselves from other vendors. Information will be obtained from the proposals, as well as references and site visits.
5% Experience with similar accounts. The successful vendor should have extensive experience with
accounts similar in size and kind, and ideally with commuter colleges. 5% General. This section includes overall quality of the proposal and adherence with proposal
specifications.
SPECIFICATIONS FOR CATERING SERVICES Contractor shall provide necessary and sufficient supervision, personnel, product, and supplies to ensure satisfactory service at all times for catering services. Services will include, but are not limited to, procurement, receipt, storage, and issuance of foods and supplies, menu planning and food preparation, training of personnel, insurance, management services, and other planning necessary to provide those services. These specifications are intended to preserve the integrity of Lincoln Land’s catering service operation, but not to restrict creativity or competition. Contractors are encouraged to propose practical, nutritional, and reasonably priced, food that will increase satisfaction with the College’s catering services. Contractor shall provide and perform such related services, duties and responsibilities as may be required to maintain an efficient and functional catering service operation as outlined in the proposal and specifications. SCOPE OF OPERATIONS Contractor will provide services and products for the catering of banquets, parties, and special events for Lincoln Land Community college Main Campus and the Capital City Training Center (CCTC). LLCC shall retain the right to provide coffee, soft drinks, continental breakfast, and/or light snacks. The College reserves the right to exclude Contractor(s) from fund raising events (bake sales, concessions, etc.), from office “pot lucks”, and other office type non-college functions, as well as catering of some events (such as the LLCC Foundation GALA, Foundation Donors Reception, and operation of “Bistro Verde”) by the LLCC Culinary Arts Program as part of their learning experience. LLCC also reserves the right to use another caterer or order food from another establishment if the required/desired menu item is not provided by the selected contractor.
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The College may enter into an exclusive or non-exclusive catering contract to provide catering services for the Main Campus and the Capital City Training Center, whichever will be in the best interest of the College. A sampling of our catering events and estimated number of persons include: the annual LLCC Holiday Party (300), The Wyse Academic Challenge (40), Soup and Stories events (25 x 3), Working Connections @ CCTC (50 x 4) Student Organization lunches, monthly Trustee Board meeting (25 x 12), Bi-Annual Professional Development Day lunch (300), Institutional Improvement Day lunch (400), Student Recognition Ceremony (200), Campus Visit Days (90 x 3), Student Organization Lunches (50-100), Annual Employee Wellness Screening (200), just to name a few. These events will be a combination of snack/appetizer only services, beverage only services, and breakfast, lunch and/or dinner for up to 400+ guests.
The Contractor shall provide a meal for the members of the LLCC Board of Trustees when requested. This includes all Board meetings, which are typically the 4th Wednesday of every month at 5:15 p.m. at the main campus, plus any special meetings of the Board of Trustees. Two menu options shall be delivered to the president’s office for approval at least one week prior to the monthly board meeting or special board meeting. Dinner will need to be delivered and set-up prior to the start of the meeting. LLCC, as part of its service to the community, encourages College authorized local groups as well as the general public to use the meeting rooms and public areas of the College for meeting, programs, and dining. LLCC will expect the Contractor to make every reasonable effort to provide efficient and courteous service to all persons and groups using the facilities. Prices for catered meals provided by Contractor at special events shall be negotiated by LLCC and Contractor. LLCC reserves the right to have another caterer provide services for any special occasion for which Contractor is unable to furnish the required and appropriate service due to lack of staff or available production facilities, or the inability of both parties to reach an agreement regarding price or quality. The Associate Vice President, Finance or designee shall be contacted when an agreement cannot be reached. A catering menu and price book will be developed by Contractor and will be supplied to customers and updated annually. Placement of the catering menu on the College’s website is required. The following data represents our last 2 full fiscal years total catering costs and days catered:
Total Cost Main Campus Catered Days
CCTC Catered Days
FY2017 $ 55,931.55 50 22 FY2016 $ 47,044.53 50 14
The successful contractor(s) are expected to meet with LLCC’s requestor at least one week prior to the event. LLCC’s staff will not be responsible for any rentals or deliveries of any kind. Times for set-up will need to be coordinated with the LLCC requesting staff member. Clean up from these events shall occur within the same day as the event unless other arrangements have been approved by LLCC. Unless otherwise negotiated with LLCC, linen tablecloths and chinaware are expected for catered events. Adequate bus carts and staff are needed to collect glassware (plates, glasses, cups, etc.) when glassware is used. Contractor is responsible for fresh and clean linen used in catering. The Capital City Training Center does not have an oven; it has a dishwasher, ice machine, and a refrigerator. However, if the same vendor were to manage the campus dining service and provide catering, LLCC’s kitchen could be used by the vendor.
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Alcoholic products are not permitted on these premises, unless approved by the President of Lincoln Land Community College. CLEANING The Contractor shall be responsible for cleaning in dining, serving, kitchen and food prep areas. Contractor shall keep counters and surfaces for cooking, preparation, and serving food immaculately clean at all times. Contractor is expected to maintain these areas as they find them. Floors in serving, dining, vending, and kitchen area shall be cleaned daily by LLCC. Contractor shall dispose of all catering trash, garbage, and debris from the premises in compliance with a schedule and method approved by LLCC. All refuse shall be bagged and deposited in trash receptacles. LLCC shall provide containers for trash disposal. Contractor shall also be responsible for removing litter and spills from the loading dock and hallways caused by Contractor's personnel when removing trash from food service facilities (Capital City Center). LLCC shall establish standards of cleanliness for these areas. Such standards will conform to or exceed all local, city, county and state health regulations. Contractor shall adhere strictly to all pure food laws and ordinances as adopted or promulgated by the State of Illinois, the County of Sangamon, and the City of Springfield and their respective Boards of Health. Contractor shall clean all tabletops, remove litter and spills from dining room floor area during and after each event. Such cleaning shall include the arrangement of chairs so that they have a neat and orderly appearance. PARKING All vehicles must be parked in the general parking area. CRITERIA FOR SELECTION OF THE CONTRACTOR LLCC reserves the right to reject any or all proposal(s), to waive informalities, and to accept the proposal that, in the college's judgment, best serves the interests of the college. There are numerous criteria that will be used in evaluating proposals. For Catering Services, the evaluation factors which will be considered and the weight (points) for each factor are as follows: 30% Quality of service. This will include bidder's operational plan, stability of workforce, and
where appropriate, experience of proposed full-time, on-site Manager and Lead Cook, and overall ability to effectively meet the various food service needs of the college. Information will be obtained from any and all possible sources, including proposals, references from similar accounts, site visits, and any prior experience.
30% Quality of food. This will include the quality, preparation, and presentation of foods for
catering. Information will be obtained from any and all possible sources, including references from similar accounts, site visits, and any prior experience.
20% Pricing. Proposed prices submitted for a sample of catering items will be considered. 10% Experience with similar accounts. The successful vendor should have extensive experience
with accounts similar in size and kind, and ideally with commuter colleges. 10% General. This section includes overall quality of the proposal and adherence with proposal
specifications.
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REQUEST FOR PROPOSAL #FY2018-6 CAMPUS DINING AND CATERING SERVICES FOR LINCOLN LAND COMMUNITY COLLEGE
PROPOSAL PAGES All proposals must address the questions below. Failure to respond to a question will disqualify the proposal. An authorized representative of the vendor must sign all Certification and Verification Statements within the submitted proposal. • Proposal Due: 11:00 A.M., Prevailing Time, Thursday, March 8, 2018.
• The College may choose to enter into exclusive or non-exclusive contracts to provide campus dining services
and catering services, whichever will be in the best interest of the College.
• Please indicate for which part(s) of this RFP you are bidding on.
____ Campus Dining Service ____ Catering Services ____ All or None Bid
• Please indicate the applicable exclusivity requirements.
• Proposers are expected to examine the entire Request for Proposal, including all specifications, standard provisions and instructions. Failure to do so will be at the proposer's risk. Each proposer shall furnish the information required by the proposal.
• The proposal should be specific and complete in every detail, prepared in a simple and straight-forward manner.
• Vendor must submit proposal on the attached proposal pages and include all required attachments. Proposals will not be accepted from vendors who do not use this form.
• Verify the following items are attached to your proposal: YES _______ NO________ o Financial statements for the last two fiscal years, preferably certified. o Sample instrument for measuring customer satisfaction. o Organizational chart of your overall company management. o Resume of proposed on-site Food Service Manager (if bidding on Campus Dining Services). o Copy of vendor’s and/or on-site manger’s Illinois Department of Public Health Food Service Sanitation
Certificate. o Copy of a recent health inspection report. o Signed statement certifying compliance with applicable federal and state equal employment opportunity
laws. o Sample of the weekly and monthly financial reports that will be given to LLCC for their records. o The College reserves the right to request a credit report if deemed necessary.
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It is required that all proposals must address the questions below. Failure to respond to or comply may result in rejection of your proposal. On a separate sheet of paper, please address the following as a part of your proposal. All Proposals
1. Please include a narrative statement outlining the general history of your operating organization.
2. List current and former food service and/or catering service operations in non-resident colleges. Include names, addresses, and telephone numbers of contact persons.
3. List other current accounts similar in size and nature in Illinois or adjacent states. Include names, address, and telephone numbers of contact persons.
4. List contracts canceled (other than non-renewal) within the last three-(3) years with a contact person and phone number for each canceled contract.
5. Synopsis of your proposal.
6. List any subcontractors, their role in this proposal, and the products they would supply.
7. List any deviations, inclusions, or exclusions from specifications.
Dining Service Proposals
1. Please include job descriptions identifying specific management personnel, i.e., Manager of Dining Services and Production Cook. The job description should describe the experience, education, background, specific professional accomplishments, and any special qualifications that your company requires. LLCC reserves the right to interview managers from any or all vendors submitting proposals prior to making a selection.
2. A description of training programs used for management personnel. The Contractor shall also describe training programs for other personnel and include information on the staff conducting the training, their background and qualifications and available training resources.
3. Describe previously successful or new merchandising strategies that might be applicable to the dining service operation at LLCC and attach any supporting materials.
4. Are you interested in funding a capital improvement to the Food Service area with a possible LLCC funding match? If so, the College welcomes a creative proposal to enhance the facility to meet its sales potential. Please provide as much specific information as possible, including changes in décor, equipment, and structure, as well as funding amounts and funding source requirements. Provide renderings or schematics to demonstrate proposed changes.
5. All management and other fees MUST be clearly identified as fees the College may be responsible for.
6. Please provide a listing of menu items proposed to be offered along with portion sizes and initial pricing.
Vendors are encouraged to propose innovative menu options and service in the proposals.
7. List any promotional incentives and include any supporting materials.
8. Please identify what your company proposes as a commission fee structure for the 3 (three) year contract, plus two - 1 (one) year renewal terms. Please provide all information as dollars except for commission percentages.
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9. Please provide an itemization, by year, for the 3 (three) year contract, plus two - 1 (one) year renewal
terms, all capital investments (equipment, signage, etc.), promotionals, general administrative costs, other costs (costs that Contractor/Vendor will be responsible for - no cost to LLCC), and estimated annual net income/loss.
10. If your proposal requires exclusivity, what incentives are you offering to the College for that right?
Catering Service Proposals
1. Do you require our facility for food preparation? The College is not opposed to consideration depending on circumstances.
2. Catering the various events at LLCC presents an enormous challenge to the catering contractor. The number, size, and variety of catered events, coupled with the need for high quality in presentation and service, is compounded by tight budgets for such events. Provide information, including references, on your catering experience and proficiency. Indicate the ability of your company to provide catering for functions such as the college’s Institutional Improvement Day lunch serving 400+ guests.
3. Address how you might handle catering needs at the Capital City Training Center. The Capital City Training Center will depend upon our customers for whom we design training programs for, therefore, the number, size, and the variety will depend upon their needs. In addition, provide information, including references, on your catering experience and proficiency. Indicate the ability of your company to provide catering for functions with a minimum of 10 and a maximum of 100 people.
4. Please provide a full catering menu including your current list prices. What will the percentage discount on current list prices be for LLCC for the 3 (three) year contract, plus two - 1 (one) year renewal terms.
5. If your proposal requires exclusivity, what incentives are you offering to the College for that right?
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As an authorized representative of (Name of Company) I understand the terms and specifications of Request for Proposal FY2018-6 and will meet the specifications except as noted herein. I further understand that the proposed prices/commission rates are as specified for the Three year term of the contract. We hereby certify through our response to this Request for Proposal we are not barred from bidding on this contract as a result of a violation of 720 ILCS 5/Article 33 Section 33E-3 of Chapter 720 of the Illinois Compiled Statutes.
(Officer Signed In Ink)
Contractor Information
Company Name
Address
Authorized Person and Title
Contact Person
Phone Number
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CERTIFICATION OF CONTRACTOR/BIDDER The below signed contractor/bidder hereby certifies that it is not barred from bidding on this or any other contract due to any violation of either Section 33E-3 or 33E-4 of Article 33E, Public Contracts, of the Illinois Criminal Code of 1961, as amended. This certification is required by Public Act 85-1295. This act relates to interference with public contracting, bid rigging and rotating, kickbacks and bribery.
_______________________________
(NAME OF CONTRACTOR/BIDDER)
_______________________________ (Officer Signed In Ink)
_______________________________
(Title)
________________________________ (Social Security # or Tax Identification #)
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GOALS FOR MINORITY/FEMALE/PERSONS WITH DISABILITIES BUSINESS PARTICIPATION The College recognizes the importance of increasing the participation of businesses owned by minorities, females and persons with disabilities in public contracts. It is the policy of the College to promote the economic development of disadvantaged business enterprises by setting aspirational goals to award contracts to businesses owned by minorities, females, and persons with disabilities for certain services, to the extent provided by the Business Enterprise for Minorities, Females and Persons with Disabilities Act (“Act”), 30 ILCS 575/0.01 et seq. and the Business Enterprise Council for Minorities, Females, and Persons with Disabilities (“Council”) which serves to implement, monitor and enforce the goals of the Act. Goals: The Business Enterprise for Minorities, Females and Persons with Disabilities Act (30 ILCS 575/1) is a law requiring state agencies and public institutions of higher education to set aspirational goals to increase participation of businesses owned by minorities, females, and persons with disabilities in contracts that these public bodies award. Instructions: The bidder shall include the following information with bid submission: Name, Address, and Phone Number of Certified MBE/FBE/PBE Firm, Copy of Minority Certification or Non-Participation statement. Name_____________________________________________________________________________________ Address____________________________________________________________________________________ Phone Number______________________________________________________________________________ Certification Code (MBE/PBE/SDVOSB/SWS/VOSB/WBE/WMBE) _____________________________________ Copy of Minority Certification Attached: YES_______ NO_______ If there is no minority owned, female owned, or persons with disabilities owned participation in the bid submission, bidder must include a statement acknowledging such. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
