ADDENDUM NO. 1

REQUEST FOR PROPOSAL RFP AX-20-003

CAMPUS DINING, FOOD COURT, & CATERING

SERVICES

1. Information Data Request (Final)

2. Equipment Inventory

3. Smallwares Inventory

UNIVERSITY OF ARKANSAS – FORT SMITH

Procurement Services 5210 Grand Avenue

Fort Smith, AR 72904

INFORMATION & DATA REQUEST

1. Please breakdown the campus population for the fall 2018 / spring 2019 and fall 2019 and spring 2020 semesters by enrollment status.

Full Time Part Time Undergraduate students – on campus 3892 1044 Undergraduate students – off campus 122 1171 Graduate students – on campus 0 0 Graduate students – off campus 7 29

2. Please breakdown the campus population by the type of housing

Total Number of Beds

Fall 2018 Actual Headcount

Spring 2019 Actual Headcount

Fall 2019 Actual Headcount

Spring 2020 Actual Headcount

Meal Plan Mandatory (Yes or No)

Lions Den 460 358 303 315 Available 1/28/20

Yes

Sebastian Commons

480 361 336 342 Available 1/28/20

Yes

3. RFP notes Lions Den at 68% occupancy and Sabastian Commons at 71% occupancy, what

is the projected occupancy for each of these venues for the next five years? Unknown 4. Does UAFS have any plans to build additional on campus housing over the next seven

years? No, unless enrollment drastically changes. In the master plan, there is a spot for additional housing.

5. Please estimate the percentage of the residential population that is not on campus for weekends. 50 – 60%

6. Please provide the the undergraduate enrollment for the last three years. Full time and part time. Full Time Part Time Total Fall 2016 4,281 2,288 6,569 Fall 2017 4,280 2,328 6,608 Fall2018 4,295 2,236 6,531

7. Please outline the projected full time undergraduate enrollment growth for each of the next 5 years • Residential Unknown • Commuter Unknown

8. How many residential life staff live in student housing? Such as: RAs, RDs, RHCs. 24 (22 RAs and 2 RDs).

9. Please detail any plans to increase the residential student population that will be required to be on a meal plan. Unknown

10. Please confirm the contract will be for 7 years. There are a few mentions of a 1 year contract term in the draft RFP. The initial term of the contract will be for one year, with one-year renewals (upon mutual agreement) for a possible total aggregate contract term of 10 years.

11. How long can capital investment be amortized? 7 years

12. Please provide the sales history for the following locations by tender: Fall is July 1 to December 31; Spring is January 1 to June 30

Residential Dining (Lion’s Den Dining Hall) Tender Fall 2017 Spring 2018 Fall 2018 Spring 2019 Fall 2019 Meal Plan Swipe $655,730 $524,386 $639,954 $549,596 $636,027

On-Campus Dining Dollars Forfeited (July 31)

$14,693 $19,582 $22,020

Dining Dollars $4,219 $4,278 $3,186 $3,118 $4,765 Cash $5,368 $2,786 $2,873 $2,476 $2,703 Credit / Debit $8,805 $6,547 $8,411 $9,026 $8,704 Lion’s Cash $741 $769 $746 $560 $1,098

Retail Food Court

Tender Fall 2017 Spring 2018 Fall 2018 Spring 2019 Fall 2019 Dining Dollars $157,901 $155,436 $146,286 $145,394 $135,973 Cash $98,690 $71,558 $82,527 $56,754 $67,527 Credit / Debit $223,037 $188,200 $221,958 $180,642 $207,271 Lion’s Cash $13,240 $9,815 $15,572 $13,313 $12,595

a. Retail (Oath Pizza) breakdown for this location not available Tender Fall 2017 Spring 2018 Fall 2018 Spring 2019 Fall 2019 Dining Dollars Cash Credit / Debit Lion’s Cash

b. Retail (Subway) breakdown for this location not available Tender Fall 2017 Spring 2018 Fall 2018 Spring 2019 Fall 2019 Dining Dollars Cash Credit / Debit Lion’s Cash

c. Retail (POD Express) breakdown for this location not available Tender Fall 2017 Spring 2018 Fall 2018 Spring 2019 Fall 2019 Dining Dollars Cash Credit / Debit Lion’s Cash

d. Retail (Starbucks) Tender Fall 2017 Spring 2018 Fall 2018 Spring 2019 Fall 2019 Dining Dollars $36,427 $37,245 $35,140 $36,403 $32,421 Cash $38,791 $34,664 $38,520 $31,761 $35,018 Credit / Debit $56,674 $44,766 $62,740 $43,934 $59,024 Lion’s Cash $3,397 $2,495 $4,092 $2,926 $4,369

e. Retail (Chick fil-a) breakdown for this location not available Tender Fall 2017 Spring 2018 Fall 2018 Spring 2019 Fall 2019 Dining Dollars Cash Credit / Debit Lion’s Cash

13. Are the sales figures shown above inclusive or exclusive of sales tax? Meal plan swipe, dining dollars and Lion’s Cash are exclusive of tax. Cash, credit/debit card and T-Lions Cash (part of Lions Cash) are inclusive of tax.

14. Student orientation: • What are the scheduled dates? Summer 2020: May 12 & 29; June 11 (overnight) &

17; July 15 & 24; August 6 • How many people attend? Fluctuates greatly – typically 150 students plus 150

family members • Please provide the menu requirements, counts and pricing for these events over the

past 2 years. Past 2 years campus Registered Student Organizations have provided the lunches. A simple coffee/water/granola bar station was provided to parents.

15. Please provide the operating days per location: • Each retail location for the academic year – each class session day per what is listed

on the academic calendar (attached) • Lion’s Den Dining Hall for the academic year (attached) • Please provide the days of operation and operating hours for residential and retail

locations for the summer, breaks and holidays. Are students able to use their meal plan during this time?

i. Summer 2019: Fluctuated based on camp needs. Typically, the dining hall was open for lunch Monday – Friday in June

ii. Breaks: No service iii. Holidays: No service

• Please provide a copy of the academic calendar (attached)

16. Summer camps and conferences: • Please provide the sales data for last two years. Summer 2018 $28,479; Summer

2019 $28,331 • Please provide a list of summer conferences scheduled / confirmed for the coming

year. No confirmations available at this time. • Please provide the current summer conference and camps rates by group.

Some camps are negotiated by individual needs – otherwise $6.11 breakfast, $7.44 lunch and $7.44 dinner

17. Please provide the mandatory and voluntary meal plan enrollment for the last three years.

f. Mandatory meal plans

Meal Plan Type

Fall 2017

Spring 2018

Fall 2018 Spring 2019

Fall 2019 Spring 2020

Plan 1 Platinum – Unlimited

58 32 48 29 61 48

Plan 2 Gold – 14 meals per

week

133 88 91 62 90 63

Plan 3 Silver – 160 meals per

semester

146 140 188 190 152 142

Plan 4 – Block 120

61 56 49 51 51 44

Plan 5 – Block 80

67 65 67 60 71 63

Plan 6 – $535 Dining Dollars

169 167 174 162 139 132

Plan 7 – 40 Block

56 55 90 87 88 83

Block 20 57 58 -- -- -- --

g. Voluntary meal plans

Meal Plan

Type Fall

2017 Spring 2018

Fall 2018

Spring 2019 Fall 2019 Spring 2020

Block 40 Commuter

19 11 18 16 21 11

Block 25 Commuter

13 10 13 10 12 13

Block 10 Commuter

22 24 14 6 8 5

Faculty Staff Block 40

6 2 6 2 3 0

Faculty Staff Block 20

9 5 4 2 3 0

Plan 1 Platinum – Unlimited

0 0 0 0 0 0

Plan 2 Gold – 14 meals per week

0 0 1 0 2 1

Plan 3 Silver – 160 meals per semester

0 0 3 0 1 1

Plan 4 – Block 120

0 0 0 0 0 0

Plan 5 – Block 80

0 0 1 0 4 1

Plan 6 – $535 Dining Dollars

0 0 0 0 1 0

Plan 7 – 40 Block

2 1 2 1 4 3

Plan 1 Platinum – Unlimited

Plan 2 Gold – 14 meals per week

Plan 3 Silver – 160 meals per semester

Plan 4 – Block 120

Plan 5 – Block 80

18. Dining Dollars • Are the declining balance dollars taxed at the point of sale when redeemed?

No, since they are part of a meal plan, they are not taxable. i. If so, what is the tax percentage amount?

• Are dining dollars billed to the school as part of the meal plan or billed separately as used? They are billed separately each semester (fall and spring) via 3 bills at 50%, 30% and 20% for on-campus dining dollars. The off-campus dining dollars that are spent on campus are billed weekly.

• What happens to unused dining dollars at the end of the fall and spring semesters? Dining dollars for on-campus have already been paid to the food service vendor via 3 bills each semester at 50%, 30% and 20%. The off-campus dining dollars not spent roll from fall to spring and any remaining balances at July 31 are forfeited and paid to the food service vendor.

• What is the dollar amount of the unused dining dollars at the end of the fall and spring semesters for past 2 years? Off-campus dining dollars FY19 $11,504.48 FY18 $10,487.86. As mentioned above, the food service provider receives all on-campus dining dollars in 3 installment payments each semester.

• Please provide the amount of additional dining dollars sold to students beyond the standard meal plans (both voluntary and mandatory) last year $11,345

19. Please provide the dining dollar spend at the following off campus locations Meal Plan

Type Fall 2017

Spring 2018

Fall 2018 Spring 2019

Fall 2019 Spring 2020

10 Box Cost $7,121 $7,024 $5,315 $5,860 $4,079 $2,476 Kentucky Fried

Chicken $1,699 $1,993 $1,384 $1,749 $39 $0

Sonic $12,772 $13,176 $13,592 $14,022 $10,175 $3,835 Subway $2,264 $2,374 $2,627 $3,349 $2,278 $906

Taco Bell $9,217 $8,824 $8,004 $4,427 $4,757 $3,052 Friday’s $6,110 $7,592 $5,200 $7,477 $3,886 $1,665

20. Meal Plans

• Is there a default meal plan or minimum meal plan level that residential students must purchase? For each facility, there is no default because picking a plan is required for residency. The minimum meal plan for the apartments is currently the $535 Dining Dollars plan.

• Regarding the meal plan prices provided on the dining website: Are these prices inclusive or exclusive of sales tax? Meal plans are non-taxable

• Who collects the money from the sold meal plans, the school or the vendor? UAFS • When is payment due for the meal plan for the fall and spring semesters? Same

date as the entire student semester bill – currently 10 days before the semester begins. Student must pay semester bill via cash, check, debit/credit card but bill can also be paid via financial aid or a payment plan can be established (2, 3 or 4 payment plans).

• What has been the historical rate increase in the residential meal plans and retail prices over the past five years? 3 – 4%

• What is the number of billing days for meal plans per semester? 113 • Historically, has the school taken the students meal plan deposits from students and

made an advance deposit to the food service vendor? No, the University does not take meal plan deposits and advance them to the food service provider. However, for the first semester of the contract, the University does advance the food service deposits to the vendor to be utilized for prepaid food expenses. Upon termination of the contract, the food service vendor owes the advancement for prepaid food expenses to the University. If so, how much of the board deposits from students was deposited in advance to the vendor this past year? Zero. We don’t do an advance except for the first semester as explained above. This amount will be dependent upon the number of meal plans sold for the semester.

• Please estimate the percentage of students on meal plans that are declared vegans or vegetarians. Unknown

21. Meals and customer count data for past fall and spring semesters Residential Dining Hall:

•Number of board meals available each semester: 6 for residents and 5 for commuters and faculty/staff •Number of board meals served each semester by meal plan

Meal Plan

Spring 2019

Fall 2019

Unlimited

0

8,206 19 Swipe

3,401

0

14 Swipe

6,083

9,143 Block 170

0

13,927

Block 160

15,896

0 Block 125

0

3,973

Block 120

3,777

0 Block 85

0

3,528

Block 80

2,674

0 Block 40

1,834

2,082

Commuter 40

559

592 Commuter 25

171

225

Commuter 10

41

71 Employee 20

229

64

Employee 40

129

170

Total

34,794

41,981 •Number of door price meals sold per semester: Unknown but see 12A for meals sold via dining dollars, cash, credit/debit and Lions Cash. Spring 2019 $15,180 and Fall 2019 $17,270

Retail Dining:

•Customer counts by meal period (breakfast, lunch, dinner (brunch & late night, if applicable) not available • Per capita sales (sales / the total FTE undergrad/grad students, faculty and staff on campus) not available •Sales mix (sales breakdown by breakfast items, snacks, entrees, sandwiches, grill items, beverages and desserts) not available

22. Catering • Where is most of the catering done? In the Smith Pendergraft Campus Center. Who

are the primary customers? Chancellor’s Office, Student Activities Office, Foundation, Fort Smith Chamber, Athletics, Admissions, Season of Entertainment, Family Enterprise Center

• Is there any catering service provided off-campus (e.g. President’s House)? Yes – UAFS Blue Lion venue downtown, Drennen-Scott house in Van Buren, some department retreats

• Are there special catering requirements (for the President, Trustees, etc.)? Unknown • Please provide current revenue for past 2 years

o Internal Customers $ 285,328 $ 289,183 o External Customers $ 122,000 $ 192,043

• Who sets up and breaks down rooms for catering events (tables/chairs, buffet tables, etc.)? UAFS Moves and Set-ups employees

• What is the name of the on-line catering software in use? Catertrax o Who owns the software? Current dining vendor o Who pays for licensing? Current dining vendor

• Who holds the current liquor license – does the campus hold the liquor license; will the incumbent be able to transfer the licenses to the new contractor? Current dining vendor holds the license – transferability unknown.

23. Facilities • Provide Cad drawings or blue prints of the existing dining and kitchen areas. (see

attached) • Please detail any plans to renovate the residential or retail dining areas? None –

open to proposals • Will the school or the food service vendor be responsible for the construction and

renovations? Vendor with school approval. However, depending on the project, it may be vendor proposed and then completed by the school maintenance staff.

24. Student Employees • Does the current vendor offer paid / non-paid internships to students? If so, please

identify how many are paid / non paid and the role of each intern. Yes, the current dining vendor employs student workers. One paid marketing intern.

• How many students are employed by the food service vendor? Proprietary • What is the average wage for student workers? Proprietary

25. Current Equipment

• What equipment / smallwares does the incumbent own? All office computers, tables, office equipment in general (does not include furniture). Digital menu boards to be installed in Lion’s Den; Garland Grill in Chick fil A; smallwares and all signage in Oath Pizza; Catering Van; Catering Coffee equipment and some smallwares. Refrigerator display unit in Lion’s Den.

• What equipment, small equipment and smallwares will they be taking from premises, if the school does not retain incumbent? Items listed above.

• Please provide an equipment inventory See attached smallwares inventory with current vendor from initial semester. A new inventory will be taken at the end of the contract. Also the attached includes equipment owned by the University.

26. Card Access System/POS • Please provide the make, model and date of purchase of the current meal plan

access system Blackboard Transact purchased June 2009 on current software version 3.13.3

• Please provide the date of purchase and model number of the Blackboard Transact cash register system Purchased on 10/24/2016 and model number NCR-7610M44BB

• Who owns the meal card access system? UAFS • How much is the annual fee, and who has historically paid for it? Transact software

annual fee is $82,662 and cash register hardware maintenance is $5,172. Both were paid by UAFS.

27. Labor • Is there a union representing the foodservice employees? If so, please provide a

copy of the existing Collective Bargaining Agreement, seniority list, current benefit enrollment breakout, and any contract to date accruals. There is no union.

28. Survey and benchmarking data

• Please provide any survey / benchmark scores on dining from outside agencies such as EBI/ NASPA / NACUFS/ Noel-Levitz. - NA

29. Is there currently a "Food Service Committee"? If so, please provide list of current members and notes from past meetings. (see attached)

30. Please update / confirm the responsibilities shown below

RESPONSIBILITY SUMMARY

VENDOR CLIENT

SECTION 1. FOOD Food Purchasing X Processing of Invoices X Payment of Invoices X

SECTION 2. NON-MANAGEMENT LABOR Payment of regular full-time salaries X Payment of student (part-time) salaries X (if through University Work Study Program) NA at UAFS X Payment of sick leave pay earned after Chartwells starts services X Payment of holiday pay X Payroll taxes X Fringe benefits and insurance X Preparation of payroll X

VENDOR CLIENT Processing of payroll X Training and development cost X

SECTION 3. MANAGEMENT Salaries X Taxes, fringe benefits and insurance X District and regional management costs X Management relocation X

SECTION 4. ADDITIONAL ITEMS Telephone local X Telephone long distance X Removal of trash and garbage from kitchen X Payment for the removal of trash and garbage from Premises X Depreciation of equipment and investment X Replacement of china, glass, flatware X Initial inventory of dishes, silverware, and other foodservice equipment X Replacements of expendable equipment (pots, pans, etc.) X Repair to infrastructure (vents to outside, gas line) X Cost of repairing equipment (it depends on the equipment) X Fire insurance X Products and public liability insurance X Gas and electric utilities metered to foodservice X

SECTION 5. SUPPLIES Detergent X Paper supplies X Postage X Taxes/licenses X Pest control X Laundry X Uniforms X Menu paper X

SECTION 6. SALES AND USE TAX Sales & Use Tax on cash sales and purchases from Service vendor X Sales & Use Tax on Board Plan and declining balance X

VENDOR CLIENT

SECTION 7. CLEANING Equipment and hoods within arms reach X Vent from hoods to outside X Floors X Floors in prep areas X Walls X X Ceilings and fans X Light Fixtures X Tables and Chairs X Locker Rooms (foodservice associates) X Public Restrooms X

SECTION 8. SERVICES Bussing of dishes from tables in cafeteria, i.e., Self-bussing X Banking receipts X

EQUIPMENT INVENTORY

SMALLWARES INVENTORY