addendum 2 itn # 0005-2013 dining service operations a ... addendum 2 for diningservices.… ·...

Addendum 2 ITN # 0005-2013

Dining Service Operations

A. Amending Table of Contents, Section 6.0

Delete Tab 2 Executive Summary

Add Tab 2 Financial Stability

Delete Tab 13 References

B. Response to Questions

1. It does not appear there is a site visit/survey and pre-proposal conference scheduled. Has thought been given to scheduling one and if so when? It would seen that for an effort of this magnitude one would be necessary to fully understand the scope of responsibility.

Response: Addendum #1 was issued on September 25, 2012 scheduling a tour of our dining facilities. The tour was held on Thursday, October 4, 2012 @10:00 a.m.

2. Please provide sales/income by cost center for the last three (3) years. This to include boarding sales/income, cash sales by venue, catering income, and any other income/sales.

Response: Please see Attachment A.

3. What is the current commission rate being paid by Sodexo to FAMU? If not consistent across all venues, then what is it by venue?

Response: Sodexo pays FAMU a commission rate of 10% except for the sales at the Magic Johnson Subconnection, which is 8%.

4. If possible, please provide the current participation rate for boarding students.

Response: The current participation rate for boarding students is 96.5%.

5. The web site shows the current board rate to students is $1,990 per semester regardless of the board and cash plan. What is the current contractor charging FAMU per boarding student?

Response: Sodexo is charging FAMU $1,455 per boarding student.

6. Please provide an academic calendar for the most current year, 2013-2014 if possible.

Response: We are providing a copy of our Fall 2012 and Spring 2013 calendars. At this time, the 2013-14 academic calendar is not available. Please see Attachment B.

7. Is there a current investment that has not been fully amortized by Sodexo that will have to be assumed by a new contractor? If so, please provide a listing as to what it covers and the cost that will be remaining at the beginning of a new contract as of July 1, 2013. This is needed to include in any proposal.

Response: At this time, there is a current investment that has not been fully amortized. The estimated balance as of 6/30/13 is $900,000. This balance covers the renovation of the main cafeteria and the expansion of dining services at the Student Service Center. The expansion added the following venues: Simply To Go, World of Wings Café and Wingery, and Tropical Smoothie. The University will be willing to negotiate with the successful proposer on the disposition of the investment balance.

8. You mention new housing for an additional 800 students. When is it anticipated this will be completed? Are we correct this additional housing will be an addition to the 1,600 listed?

Response: It is anticipated that the new 800 bed residential facility will open in the Fall 2014 semester. It is our understanding that we will close two (2) female residential halls which equates to approximately 400 beds. The net increase will be approximately 400 beds. These students will reside in the new 800 bed facility.

9. Is all FAMU official catering on campus offered to the contractor before looking at off campus catering?

Response: The University will be willing to negotiate with the successful proposer on the issue of catering.

10. Please provide schematics for each of the venues where food service is being offered.

Response: CAD drawings for all dining locations were provided at the site visit on October 4, 2012. Please see Attachment C for PDF drawings and use the information below to identify the location of the dining venues.

Main Café – Student Service Center – Bldg. 170 Second Floor Food Court – Student Service Center (includes Pizza Hut, World of Wings Café and Wingery, Tropical Smoothie and Simply To Go) – Bldg. 170 First Floor, Room 109 Rattler’s Nest – Foote-Hilyer Administrative Complex – Bldg. 054 Ground Floor, Rooms 14A and 16 Jazzman’s – located in Coleman Library – Bldg. 049 First Floor, Room 115 College of Law Campus – Orlando, Florida - Bldg. 039 First Floor, Room 140 President’s Dining Room – Student Union – Bldg. 604 First Floor, Rooms 203 and 209 Orange Room – located in the Commons (includes Magic Johnson Sub Connection and World of Wings Café and Wingery) – Bldg. 003 First Floor, Rooms 129, 146, 148 and 149 FAMU/FSU College of Engineering – Innovation Park in Tallahassee, Florida – Bldg. 027 First Floor, Room 105

11. Please provide a full and complete list of FAMU owned equipment.

Response: Please see Attachment D.

12. List those services such as pest control, trash removal, grounds keeping, hood cleaning, floor maintenance that are being provided by the University and those which are the responsibility of the contractor.

Response: Currently, the University provides the following services: hood cleaning, floor maintenance, grounds-keeping, trash removal, outside pest control, utilities and equipment maintenance. The current vendor provides a contribution to offset the costs of these services.

13. Can you please provide current daily rates from current Foodservice Contractor?

Response: The current daily rate from our current Food Service Contractor is $12.38.

14. Please provide total food service revenues for the past two years, broken out by

the following:

Response: Please see Attachment A. Concession sales are not a part of this ITN.

a. Total mandatory boarder sales

b. Total commuter sales

c. Total retail sales

d. Total catering sales

e. Total summer event/camp sales

f. Total Cash Sales

g. Total Concessions Sales

15. Please provide the current estimated amount of any un-amortized investment still

owed to the current Foodservice Contractor?

Response: At this time, there is a current investment that has not been fully amortized.

The estimated balance as of 6/30/13 is $900,000. This balance covers the renovation of

the main cafeteria and the expansion of dining services at the Student Service Center.

The expansion added the following venues: Simply To Go, World of Wings Café and

Wingery, and Tropical Smoothie. The University will be willing to negotiate with the

successful proposer on the disposition of the investment balance.

16. Please provide current staff and faculty employment numbers?

Response: The current staff and faculty employment numbers at the University is 1,131

and 596, respectively.

17. Can you please provide a list of all Foodservice equipment that is owned by the

University?

Response: Please see Attachment D.

18. Please provide a breakout of current meal plans and cost offered by the University?

Response:

2012-13 Meal Plan and Costs

Meal Plan Flex Bucks/Declining

Balance Student

Description by Plan Cost/Semester

19 Meal Plan $100 $1,990

15 Meal Plan $150 $1,990

12 Meal Plan $250 $1,990

9 Meal Plan $350 $1,990

Commuter 75 $300 $1,011

Commuter 35 $150 $547

Commuter 25 $250 $547

Faculty 50 $281

Faculty 25 $140

19. What is the current meal card system being used by the University? Is it owned by

the University or the Contractor?

Response: FAMU currently utilizes CardSmith, which is a web based card transaction

system owned by the Contractor.

20. Is the University planning any new dormitories or other campus project that will

lead to future enrollment growth?

Response: It is anticipated that the new 800 bed residential facility will open in the Fall

2014 semester. It is our understanding that we will close two (2) female residential halls

which equates to approximately 400 beds. The net increase will be approximately 400

beds. These students will reside in the new 800 bed facility.

21. Are the current employee’s parts of an Employee Union? Can you please provide

current foodservice staff breakout by position with salaries, years of employment and

benefits?

Response: Food Service staff persons are employees of the current food service

provider. Information regarding salaries, employment and benefits are not available.

22. We would like to request a copy of the current Contract between Florida A&M

University and your current Foodservice Vendor?

Response: Please see Attachment E.

23. Is there an investment buy-back associated with the current contract? If so; what

will be the unamortized balance as of June 30, 2013?

Response: At this time, there is a current investment that has not been fully amortized. The estimated balance as of 6/30/13 is $900,000. This balance covers the renovation of the main cafeteria and the expansion of dining services at the Student Service Center. The expansion added the following venues: Simply To Go, World of Wings Café and Wingery, and Tropical Smoothie. The University will be willing to negotiate with the successful proposer on the disposition of the investment balance.

24. What is the total number of board days for the academic year (fall and spring)?

Response: The total number of Board days for the academic year (fall and spring) is 235.

25. Please provide a full equipment list along with details regarding ownership.

Response: A list of all University owned equipment is provided in Attachment D.

26. What are the current days and hours of operation for each of the following dining

locations?

o Main Café

o Food Court

o Rattler’s Nest

o Jazzman’s

o College of Law Campus

o President’s Dining Room

o Orange Room

o FAMU/FSU College of Engineering

Response: The College of Law currently operates Monday through Friday from 10:00

AM to 2:00 PM. See Attachment F for the other locations.

27. Will there be an opportunity to tour the dining facility (s) at the College of Law

Campus in Orlando, Florida?

Response: A site visit for the College of Law is scheduled on 10/18/12 and 10/25/12 between the hours of 11:00 a.m. -1:00 p.m. Please contact Loyld Glenn at (407) 340-1401 or (407) 254-4019 to schedule an appointment.

28. What dining locations are presently at the College of Law Campus?

Response: Presently there is a coffee kiosk at the College of Law in Room 140.

29. Are concessions part of this agreement?

Response: Concessions are not a part of this ITN.

30. Please provide the total annual sales for academic years (2010-2011) and (2011-

2012) for the following operations:

o Resident Dining

o Retail

o Catering

o Summer Meal Plans

o Concessions

Response: Summer Meal Plan sales are included in the Resident Dining totals.

Concessions are not a part of the ITN.

Total Annual Sales for Academic Years 2010-2011 & 2011-2012

Dining Operations FY 2010-11 FY 2011-12

Resident Dining 6,530,831.76 6,314,423.25

Retail 1,583,698.70 1,685,512.64

Catering 814,863.92 1,018,541.31

Summer Meal Plans

Concessions

30. Please provide a list of all current meal plans available with the number of meal plan participants for each.

Response:

Summary of Meal Plan Counts

FY 2010-11 FY 2011-12

Semester Fall 10 Spr 11 Fall 11 Spr 12

19mp + 100 flex bucks 158 88 147 72

15mp + 150 flex bucks 611 385 567 303

12mp + 250 flex bucks 704 668 791 723

9mp + 350 flex bucks 434 582 414 677

Commuter 75 + 300 flex bucks 597 457 448 406


Commuter 25 + 250 flex bucks N/A N/A 664 669

Total # of Students on Meal Plans 3,540 3,276 3,375 3,144

32. Are the flex rates a part of the daily rate or billed separately?

Response: The flex rates are a part of the daily rate.

33. What is the daily board rate?

Response: The daily board rate is $12.38.

34. Can we receive a copy of the CAD floor plans for each dining location? If not, then

can we receive PDF copies of the floor plans?


Main Café – Student Service Center – Bldg. 170 Second Floor Food Court – Student Service Center (includes Pizza Hut, World of Wings Café and Wingery, Tropical Smoothie and Simply To Go) – Bldg. 170 First Floor, Room 109 Rattler’s Nest – Foote-Hilyer Administrative Complex – Bldg. 054 Ground Floor, Rooms 14A and 16 Jazzman’s – located in Coleman Library – Bldg. 049 First Floor, Room 115 College of Law Campus – Orlando, Florida - Bldg. 039 First Floor, Room 140 President’s Dining Room – Student Union – Bldg. 604 First Floor, Rooms 203 and 209

Orange Room – located in the Commons (includes Magic Johnson Sub Connection and World of Wings Café and Wingery) – Bldg. 003 First Floor, Rooms 129, 146, 148 and 149 FAMU/FSU College of Engineering – Innovation Park in Tallahassee, Florida – Bldg. 027 First Floor, Room 105

35. Per section 3.5B of the RFP, it states the following, “Your response shall include the

information and required submittals described in the Content section, tabbed and

numbered as shown below, with all information appearing in the Tab in which it was

requested.”

o Therefore, is it required for our proposal to include physical tabs or can we use

another format providing that the required information is organized and

numbered according to the order listed in the RFP?

Response: Proposals must be submitted in the format listed in the ITN.

36. Which POS system is currently in place at the University? Does the incumbent or

the University own the system?

Response: The current POS system utilized at the University is the HALO System, which

is owned by the current provider.

37. Please provide the meal plan counts by plan including voluntary plans for last two

years.

Response: See Chart Below.


FY 2010-11 FY 2011-12


19mp + 100 flex bucks 158 88 147 72

15mp + 150 flex bucks 611 385 567 303

12mp + 250 flex bucks 704 668 791 723

9mp + 350 flex bucks 434 582 414 677





38. Please provide participation levels for each meal plan. Participation is defined as

total number of meals eaten vs. total number of meals available per meal plan. For

example, if a student has 19 meals per week plan and eats 8 meals per week, the

participation level is 42%.

Response:

Summary of Meal Plan Participation

as of Fall 2012 Semester

19mp + 100 flex bucks 41%




Commuter 75 + 300 flex bucks 71%



39. How many service days do you average per semester?

Response: FAMU averages 171.5 service days per semester (Fall and Spring). 40. Please provide the current cost per meal. Cost per meal is defined by total food cost

divided by total meals served in the board operation.

Response: The cost per meal is estimated to be $5.68.

41. What is your current client overwrite? Overwrite is defined by the difference of a

meal plan to the student vs. price paid to current vendor.

Response: See Chart Below.

Current Meal Plan Overwrite

Student Price Price Paid to Vendor Overwrite

19mp $1,990 $1,455 $535

15mp $1,990 $1,455 $535

12mp $1,990 $1,455 $535

9mp $1,990 $1,455 $535

Commuter 75 $1,011 $855 $156

Commuter 35 $547 $428 $119

Commuter 25 $547 $428 $119

42. What is the current vendor buyout amount? Response: At this time, there is a current investment that has not been fully amortized. The estimated balance as of 6/30/13 is $900,000. This balance covers the renovation of the main cafeteria and the expansion of dining services at the Student Service Center. The expansion added the following venues: Simply To Go, World of Wings Café and Wingery, and Tropical Smoothie. The University will be willing to negotiate with the successful proposer on the disposition of the investment balance. 43. Is there space to grow operation in Orlando?

Response: The University will be willing to negotiate with the successful proposer with regard to space at the College of Law in Orlando. 44. Are the vending machines in Orlando re-locatable?

Response: The University will be willing to negotiate with the successful proposer on the re-location of vending machines at the College of Law in Orlando. 45. Is the Rattler’s Nest currently being run by FAMU or the dining vendor?

Response: The Rattler’s Nest is currently being run by the current vendor.

46. Please provide CAD drawings for all dining locations.


Main Café – Student Service Center – Bldg. 170 Second Floor Food Court – Student Service Center (includes Pizza Hut, World of Wings Café and Wingery, Tropical Smoothie and Simply To Go) – Bldg. 170 First Floor, Room 109 Rattler’s Nest – Foote-Hilyer Administrative Complex – Bldg. 054 Ground Floor, Rooms 14A and 16 Jazzman’s – located in Coleman Library – Bldg. 049 First Floor, Room 115 College of Law Campus – Orlando, Florida - Bldg. 039 First Floor, Room 140 President’s Dining Room – Student Union – Bldg. 604 First Floor, Rooms 203 and 209 Orange Room – located in the Commons (includes Magic Johnson Sub Connection and World of Wings Café and Wingery) – Bldg. 003 First Floor, Rooms 129, 146, 148 and 149 FAMU/FSU College of Engineering – Innovation Park in Tallahassee, Florida – Bldg. 027 First Floor, Room 105 47. Please explain the relationship with the FAMU/FSU College of Engineering and how

many FAMU students take classes at that campus with class timeframes.

Response: The FAMU/FSU College of Engineering is a jointly run College located in Innovation Park, Tallahassee, Florida. FAMU is responsible for all Food Service operations at 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


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


1:00 P.M. TO 3:00 P.M. (W) 7

2:00 P.M. to 4:00 P.M. (M, TH & F) 12

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

48. Please provide traffic counts for the 10 highest traffic academic buildings.

Response: That information is not available.

49. Please provide total # of meal plans for last two years by meal plan.

Response:


FY 2010-11 FY 2011-12


19mp + 100 flex bucks 158 88 147 72

15mp + 150 flex bucks 611 385 567 303

12mp + 250 flex bucks 704 668 791 723

9mp + 350 flex bucks 434 582 414 677





50. Please provide last two years of total catering/camps/conferences sales broken

down by category.

Response:

Total Catering/Camps/Conferences Sales for FY 2010-2011 & FY 2011-2012

Dining Operations FY 2010-11 FY 2011-12

Catering 696,567.56 808,129.18

Conferences 117,791.36 210,412.13

Camps

51. Does the current provider pay for any utilities, pest control, major cleaning, trash

removal or any other large direct cost?

Response: Currently, the University provides the following services: hood cleaning, floor maintenance, grounds-keeping, trash removal, outside pest control, utilities and equipment maintenance. The current vendor provides a contribution to offset the costs of these services.

52. Is there space in the new dorms for a dining location?

Response: It is our understanding that there is no space in the new dorm for a dining location.

53. How many meal swipes are used at the “Simply To Go” location per semester?

Response:

Simply-to-Go Meal Swipes

Spring 2011 2,108

Fall 2011 9,589

Spring 2012 15,047

54. On page 5 & 6 of the ITN Table of Contents you list the format as having 13 tabs

with 2 executive summaries. On pages 25-27, you list 12 tabs in the detail. Just want to confirm that there are only 12 tabs.

Response: Tab 13 has been deleted, see Section A above.

Please acknowledge receipt of Addendum No. 2 and return this addendum with

your proposal, failure to include the addendum with your proposal may result in

rejection.

________________________________ ______________________________

Company Signature Date

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