national underground railroad freedom center request for ...freedomcenter.org/_media/pdf/final cafe...

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National Underground Railroad Freedom Center

Request for Proposal

The Freedom Center is seeking proposals from qualified, experienced restaurants, catering, and/or commercial food service companies interested in providing food and beverage services in our North Star Café at our

facility in Cincinnati, Ohio.

© 2010 National Underground Railroad Freedom Center, Inc.

50 East Freedom Way Cincinnati, Ohio 45202

USA

Date

North Star Café 10/15/10

Catering Proposal © NURFC of 30

Disclaimers

This document is the proprietary and exclusive property of the National Underground Railroad Freedom Center, Inc. (NURFC) except as otherwise indicated. No part of this document, in whole or in part, may be reproduced, stored, transmitted, or used for design purposes without the prior written permission of NURFC.

The information contained in this document is subject to change without notice.

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Table of Contents

0. GENERAL INFORMATION...................................................................... 5

0.1. Name of Proposal .................................................................................... 5 0.2. Query Handling........................................................................................ 5

1. EXECUTIVE SUMMARY ......................................................................... 6

1.1. Freedom Center Background................................................................... 6 1.2. Freedom Center Mission Statement......................................................... 6 1.3. Background and Supporting Information .................................................. 7 1.4. Project Constraints and Assumptions....................................................... 7 1.5. Prime Contractor Responsibility ............................................................... 7 1.6. Closing Date for Receipt of Proposal ....................................................... 7 1.7. Evaluation of Proposal ............................................................................. 8 1.8. Contract Award ........................................................................................ 8 1.9. Response to Queries ............................................................................... 8

2. SPECIFICATION OF REQUIREMENTS.................................................. 9

2.1. Objective.................................................................................................. 9 2.2. Deliverables ............................................................................................. 9 2.3. Contract Term.......................................................................................... 9 2.4. Fee Structure ........................................................................................... 10 2.5. Resource Requirements .......................................................................... 10 2.6. Mandatory Requirements......................................................................... 10 2.7. Equipment ............................................................................................... 10 2.8. Quality Measures..................................................................................... 11 2.9. Payment Arrangement ............................................................................. 11

3. REQUIRED FORMAT OF PROPOSAL.................................................... 12

3.1. General Proposal Requirements.............................................................. 12 3.2. Dining Services........................................................................................ 14 3.3. Format and Number of Proposals ............................................................ 16

4. EVALUATION AND AWARD CRITERIA .................................................. 17

4.1. Qualification Process ............................................................................... 17 4.2. Confidentiality of Evaluation..................................................................... 17 4.3. Determination of Responsiveness............................................................ 17 4.4. Correction of Errors.................................................................................. 17 4.5. Clarification of Proposals ......................................................................... 18 4.6. Interference.............................................................................................. 18 4.7. Product Liability Insurance ....................................................................... 18 4.8. Conflict of Interest .................................................................................... 18 4.9. Presentation of Proposal.......................................................................... 18 4.10. Additional Costs....................................................................................... 18

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5. APPENDIX A — SAMPLE CLIENT SURVEY ......................................... 19

6. APPENDIX B — SELECTION COMMITTEE EVALUATION .....................20

7. ATTACHMENT 1 — ACKNOWLEDGMENT OF PROPOSAL .................. 22

8. ATTACHMENT 2 — SAMPLE FORMAT OF SUBMISSION..................... 23

8.1. Company Details ..................................................................................... 23 8.2. Financial Information and Bank Details .................................................... 23 8.3. Additional Financial Statements............................................................... 23 8.4. Bank Details............................................................................................. 24 8.5. References .............................................................................................. 24

9. ATTACHMENT 3 — CONTRACTOR BID SUBMITTAL FORM................ 25

10. ATTACHMENT 4 — BID SIGNATURE PAGES ....................................... 26

11. ATTACHMENT 5 — EXCEPTION FORM................................................ 29

12. ATTACHMENT 6 — PROPOSAL CHECKLIST........................................ 30

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0. General Information

0.1. Name of Proposal

Café Proposal for the National Underground Railroad Freedom Center, Inc. for two years, commencing January 1, 2011 through December 31, 2012.

0.2. Query Handling

Send any queries concerning this proposal to:

Name: Rhonda Miller, Private Event Coordinator

Address: 50 East Freedom Way

City: Cincinnati, OH 45202

Tel: 513-333-7584

Fax: 513-333-7735

Email: [email protected]

Send your queries via email to [email protected]. These must be received at least five working days before the closing date for the receipt of proposals.

� Note: Queries sent to other parties will not be accepted and could be interpreted as canvassing, e.g. as endeavoring to gain inside information about the procurement effort.

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1. Executive Summary

The Freedom Center is soliciting proposals from qualified and experienced restaurants, caterers and/or food service companies interested in managing this business under a two-year contract commencing on Jan. 1, 2011. The company would prepare and serve meals in the North Star Café at the Freedom Center. The Freedom Center will award one contract to a restaurant, catering company, or food service company.

Interested parties are invited to submit catering proposals to the Freedom Center by the firm deadline of October 29, 2010. No proposals submitted after that date will be considered.

1 original and 4 copies of the completed proposal, all bound and clearly marked as Freedom Center Café Proposal, must be delivered to:

Rhonda Miller, Private Event Coordinator


50 East Freedom Way

Cincinnati, OH 45202

1.1. Freedom Center Background

The National Underground Railroad Freedom Center, Inc. is a museum and learning center that celebrates the struggle for freedom, as personified in the historical drama of the Underground Railroad.

The Freedom Center is a 501(c)(3) non-profit corporation. It derives operating revenue from a number of sources, including private gifts, admissions, government grants and private event rentals.

At the present time, the Freedom Center employs one individual who is responsible for managing private event rentals and coordinating food services. It is expected that the company selected to provide food services will assign a primary liaison to the Freedom Center account.

1.2. Freedom Center Mission Statement

“We reveal stories about freedom's heroes, from the era of the Underground Railroad to contemporary times, challenging and inspiring everyone to take courageous steps for freedom today.”

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1.3. Background and Supporting Information

Since opening in 2004, B&B Riverboats (aka Bensons Catering) has been the Freedom Center’s exclusive catering provider. B&B Riverboats has also operated the Freedom Center’s dining facility, the North Star Café, located on the ground floor of the east wing of the facility. B&B Riverboats has had designated regular, trained staff for the operations of the café. The North Star Café not only serves meals to museum customers, but also delivers boxed meals to groups that pre-order their meals for their visit. Currently, meals are made to either be eaten inside the café or they are made ‘to go’ and are packaged accordingly.

The Freedom Center is closed to the public on most Mondays during the year, and this may influence café operations. (The Freedom Center is open on Mondays from late April through early June to accommodate school groups.) The café is currently open on Tuesdays through Saturdays. The “Grab ‘N Go” is available from 10:00am until 3:30pm, while the grill (meals made to order) is open from 11:00am until 3:00pm. Depending on the season and walk-in traffic the Freedom Center has requested that the café be open on Mondays.

Meals offered at the café range from pre-made sandwiches and salads, to boxed lunches, to soup of the day, weekly specials, and burgers. There are a few specialty menu items including a fried shrimp basket, vegetarian burger, and chicken tenders. Price ranges for the meals are reasonable and typically remain between $5.00 to $10.00 for meal and beverage.

1.4. Project Constraints and Assumptions

Interested parties must be cognizant of these factors:

� The Freedom Center desires to provide employees and clients with a broad variety of menu choices and cuisines.

� Equipment provided by the Freedom Center includes: stove, oven, grill, dishwasher, sinks, refrigerators, a storage space, and walk-in cooler. This equipment has been maintained by the Freedom Center. Preparation areas and equipment will be shared with catering companies contracted to work events.

The selected company must be prepared to begin work on January 1, 2011

1.5. Prime Contractor Responsibility

The contract that may result from this Request for Proposal will specify that the prime contractor is solely responsible for fulfillment of the contract. These contract requirements cannot be subcontracted without the Freedom Center’s prior written approval.

1.6. Closing Date for Receipt of Proposal

The closing date for the return of proposals is 5:00 p.m. on Monday, October 18, 2010.

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1.7. Evaluation of Proposal

The proposal will be evaluated in accordance with the criteria set out in Section 4, Evaluation and Award Criteria.

1.8. Contract Award

Depending upon the number and quality of submissions for this RFP, the Freedom Center may schedule face-to-face interviews and/or presentations with selected submitters. These meetings would take place in October 2010, after which the Freedom Center intends to select the winning proposal by December 1, 2010.

1.9. Response to Queries

Interested parties may submit queries via email to Rhonda Miller at [email protected] no later than Tuesday, October 26, 2010. All inquiries will be answered within 48 hours, and responses will be emailed to all RFP candidates. The Freedom Center will not respond to any communications, queries or inquiries, received after 5:00pm on Friday, October 29, 2010.

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2. Specification of Requirements

The cafe service firm selected by the Freedom Center must be capable of consistently providing top quality food and beverage service across a wide range of budgets, tastes and preferences, on a scheduled basis and at a moment’s notice. To fulfill this requirement, submitters must possess these capabilities:

� A variety of attractive menu items and meal choices, both appealing and nutritionally sound, encompassing diverse tastes, and including vegetarian options

� Menu pricing options from ‘grab-and-go’ to restaurant-quality signature meals;

� Flexibility to prepare, deliver and serve meals with minimum lead time

� Service staff who are highly trained, and professional in appearance and conduct

� Demonstrated willingness to “go the extra mile” to satisfy the wishes of the Freedom Center’s clients;

� Complete adherence to all necessary health requirements related to food preparation and service; and maintain an attractive appearance and excellent sanitation of all dining facilities, coffee/beverage areas, and equipment

2.1. Objective

The Freedom Center’s objective with the North Star Café is to provide the highest quality onsite food service for all guests and staff.

2.2. Deliverables

The main deliverables that the submitter is expected to provide include:

� Quality food service for each client;

� Consistent, professional service by trained, courteous staff

� All equipment (china, flatware, glasses, to-go containters) needed for a successfully run restaurant

� Clear record of health safety compliance in food preparation and delivery, No violations in the past three years. Please refer to 3.14 for additional information

2.3. Contract Term

The Freedom Center catering services contract will cover the two-year period from January 1, 2011 to December 31, 2012.

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2.4. Fee Structure

The contracted catering companies will be required to pay the Freedom Center 12% of the gross revenues from each event catered. Please see section 2.11 for further payment information of Freedom Center fees.

2.5. Resource Requirements

The following describe the specific skills and expertise that the café team will be required to possess:

� Proven culinary ability in the food service and/or restaurant industry;

� Professional experience in cooking and meal preparation for large groups of people

� Requisite food handling and serving experience;

� Familiarity with, and adherence to, food safe handling requirements of federal, state and local governments;

2.6. Mandatory Requirements

Submitters MUST fulfill these requirements:

� Demonstrated experience and professional competence in menu creation, meal preparation and service in high-volume situations (i.e., restaurants, museums, hospitals, commercial businesses);

� Experienced personnel to serve as liaison and customer service representative with Freedom Center clients and staff;

� Demonstrated track record of positive customer comments for the quality and variety of cuisine;

� Proven ability to provide the services required in the catering contract

� Sufficient staff with the relevant skills to fulfill the terms of the catering contract;

2.7. Equipment

The company shall provide all equipment needed to prepare and/or serve food and beverages on the premises. (The equipment is aside from the equipment provided by the Freedom Center and listed in section 1.4.) All equipment must be cleaned and well maintained before and after daily use. The Freedom Center does not own china, flatware, or glassware, and it must be provided by the company. The Freedom Center provides a storage space in the café kitchen area. All deliveries must take place at the Freedom Center dock which is located on the Walnut Street side of the building. Deliveries must take place when at least one café representative is present to receive them.

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2.8. Quality Measures

The standard of fulfillment of the terms of the café contract will be the consistently high ratings of clients/guests. The Freedom Center will suggest each guest that uses café services to complete and submit a ratings questionnaire following their experience. On a scale of very satisfied and very dissatisfied, the company holding the café contract must average a minimum rating of satisfied. Bidders must confirm their acceptance of this standard in their responses to the Request for Proposal. (Please see Appendix A for the survey given to café guests.)

Additionally, the firm will be required to conduct a customer satisfaction survey every six months. The results will be shared with the Freedom Center’s Contract Administrator and problems/solutions will be identified through joint agreement. Please describe in detail your Customer Satisfaction Program and provide copies of all information relative to the program.

2.9. Payment Arrangement

The café contractor will be required to submit a copy of any event invoices to the Freedom Center. The commission will be due by the end of each month. Payment and any additional, relevant information should be sent to following address:


Attn: Accounts Receivables

50 East Freedom Way

Cincinnati, OH 45202

Any group lunch orders and additional details should be emailed to Rhonda Miller, Private Event Coordinator at [email protected] or faxed to: 513-333-7735.

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3. Required Format of Proposal

So that the Freedom Center can systematically evaluate all proposals, please present your submittal in the format as indicated below. We recommend that you include concise but complete information about your firm, emphasizing why you believe your firm to be uniquely qualified to operate the contract you are proposing on. Please note that some bidders have the opportunity to make a formal presentation to the Selection Committee at the Freedom Center after the submission and review of this proposal.

3.1. General Proposal Requirements

Bidders must outline how their proposed solution addresses each requirement in this proposal and must include the following: (Failure to address each of the following requirements in full may result in a disqualification of an applicant in the Freedom Center’s sole discretion.)

3.11 Organizational Background and Overview: Please provide the following background information pertaining to your firm.

o A brief history and overview of your company

o A narrative describing how the Freedom Center’s account will fit within the company structure.

3.12 Background in Similar Operations: Please submit a general description of your background and experience with operations similar to the Freedom Center on a company-wide basis, as follows:

o Provide a complete listing of all institution accounts/locations currently operated by your company, including the name, address, and telephone number of your contact at each location. The Freedom Center reserves the right to call any company listed.

o Provide a narrative describing your general experience with similar accounts on a local, statewide, and nationwide basis.

o Provide the following information on two or more accounts that are similar in size and nature to those of the Freedom Center (Local/regional references are preferred) the Freedom Center will contact these references and conduct performance evaluations:

� Client name

� Location

� Description of services provided. If performed in association with another firm, list your firm’s specific areas of responsibility.

� Length of account tenure

� Building area, number of site locations, size of staff supervised, number, type, and size of catered events annually

� Name, address, and telephone number of client representative

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3.13 Financial Resources:

o The Freedom Center is interested in ascertaining that the successful bidder has financial resources that are adequate to insure full and proper performance under the terms of the contract. Please submit your company’s (audited, if available) Income Statement, Balance Sheet, and Statement of Cash Flow for the past two years. Additionally, please indicate any bankruptcies incurred by your organization during the past five years, along with information regarding the resolution of the bankruptcy proceedings.

o Please disclose the number and type of instances for which you are currently under court order to remedy past or present employment discrimination of any nature.

3.14 Health Department Violations

Please disclose the number and type of instances in which you company received unsatisfactory ratings from any government body, including the relevant health department in the past three years.

All financial and health department information will be kept confidential and within the confines of the Selection Committee.

3.15 Operational Expertise: In order to evaluate the depth of your operational expertise, please provide your firm’s “Standards of Performance” for the following areas:

o Quality control of food and service

o Training of service personnel

o Training of culinary staff

o Personnel policies and procedures

o Food/Beverage purchasing specifications and procedures

o Financial reporting to the client

o Cost control

o Safety and sanitation standards

3.16 Accounting Methods and Controls: Please provide as much information as needed to demonstrate your firm’s systems and methodology for the following financial and control matters. Please provide copies of the forms and/or a demonstration or example of the systems by which the Freedom Center may, at its option, easily audit the operations and financial records in use. The Freedom Center is also specifically interested in knowing the level of detail that will be submitted with monthly financial statements. Please also provide:

o Methods of recording, verifying, and reporting cash, charge, and debit card sales

o Defined system for cash handling, including the procedure(s) for holding funds overnight and transporting funds to the bank (if applicable)

o Your purchasing, receiving, storage, and inventory control systems for food and supplies

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o Your system in place for controlling labor costs

o Your fiscal year and accounting periods definition

o Internal audit system. Please note the Freedom Center will require disclosure of these audits under any contract entered into with a successful applicant.

o Your procedures for handling customer complaints

o Your system for maintaining health department and other sanitation inspections

3.2. Dining Services

Please provide the following information regarding the provision of Dining Services.

3.21 Personnel: Quality and diversity of personnel is of critical importance in the Freedom Center’s decision-making process for awarding this contract. In this section please submit the following information:

o Resumes of key personnel in Regional/District Management positions, as applicable. Also, provide resumes for your candidates for the position of Café Manager for the Freedom Center. Please be advised if your firm should be selected for an interview, your managerial candidates will be required to be present at the interview.

o An organizational chart illustrating the proposed management structure for the account. All management and supervisory positions should be clearly identified.

o Proposed staffing guides including management, full-time and part-time employees.

o A brief description of the practices/methods in place for hiring and retaining food service employees for this type of account. (Wages, benefits, and training programs, etc. Any which do not meet local area or industry norms may be an indicator of potentially poor performance.)

o Discuss your ability to provide qualified full-time personnel and managers; and your source for part-time personnel as well as provisions for back-up management talent.

o Please provide a brief description of Chef/Cook, and Café staff uniforms. Include photographs if possible.

3.22 Merchandising/Creativity:

Please provide an overview of the types of marketing and promotional programs you will implement in connection with this contract. The Freedom Center is committed to providing its employees and guests with a high quality dining experience and considers creativity and variety to be key elements of this philosophy.

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3.23 Menus and Menu Pricing

In addressing this section of your proposal, it is important to note the range of food service equipment being provided so you may tailor your food concepts accordingly. However, this should not preclude you from proposing food concepts (branded or otherwise) that require modification to equipment and/or service points if, in your opinion, it is in the owner’s best interests. If your proposal requires modifications to facilities or equipment, identify the cost associated and indicate whether your firm or the Freedom Center will bear the cost. Modifications that result in diminished benefits to the Freedom Center and its employees will not be entertained.

Please provide a sample café lunch menu in use at one of your operations, along with proposed pricing.

Additionally, provide menus and pricing that you propose for the following types of services:

� Continental Breakfast and Coffee

� Beverages and Snacks

3.24 Liquor License

The Freedom Center will own the liquor license for the facility. In addition, the Freedom Center will separately employ all staff related to the serving and selling of alcohol at any time.

3.25 Narrative: For each financial proposal, in written form, outline the financial arrangement you propose for the account. Please be detailed and specific, as follows:

o Discuss the amount, structure, and nature of any proposed Management Fees.

o Discuss the amount, structure, and nature of any proposed Indirect Costs such as Administrative Overhead Costs, Purchasing Costs, Personnel/Training Costs, Corporate Marketing Costs, etc. It is a requirement of this RFP that all such costs be clearly disclosed on an item by item basis as part of your proposal.

o Provide a list of all costs that you propose be considered as Direct Costs of operation.

3.26 Access to Commissary or Production Kitchen:

Please provide information regarding any production kitchens or commissaries that your company will install or otherwise construct to service the operations at the museum. In your narrative, please describe the type of production and capacities available from this facility, its location, the staffing schedule incorporated at this operation, and the products that you anticipate will be produced in this facility to the Freedom Center dining operations.

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3.3. Format and Number of Proposals

You must submit 1 original and 4 additional copies of the proposal as stated in section 0.2 on page 5. All copies of the proposal must be bound.

� All proposals must be typed and double-spaced, one-inch (1") margins, on standard 8 ½" x 11" paper and bound appropriately.

� Large paper is permissible for charts, such as maps.

� Late, faxed or emailed proposals will be automatically disqualified.

� Note: The hardcopy proposal is deemed as the official and legally binding version.

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4. Evaluation & Award Criteria

The Freedom Center will evaluate all submitted proposals through a team of Freedom Center employees. Some firms will be chosen for a personal interview with the committee, and will be given a 1-week notice prior to the scheduled interview. The interview will include a evaluation to be filled out by the selection committee. (Please see Appendix B for the evaluation form.) Firms chosen to the represented caterers by the Freedom Center will be chosen and notified by December 1, 2010. All duties outlined in this document and the proposal will be expected to begin on January 1, 2011.

4.1. Qualification Process

Proposals which do not satisfy ALL qualification criteria will be excluded from this bid including:

� Late submissions

� Incomplete submissions

Bidders should note that only those tenders which meet all of the qualifying criteria will be eligible for inclusion in the award process.

4.2. Confidentiality of Evaluation

The Freedom Center will not disclose to third parties any information transmitted in a proposal submitted in connection with this RFP and marked as “Confidential” by you unless such information is already known by the third party recipient, is otherwise publicly known, or is required to be disclosed by law. Any such confidential information will be shared only with those employees and independent contractors of the Freedom Center who have a reasonable need to review the information.

4.3. Determination of Responsiveness

After the official opening of the proposal, the Evaluation Team will determine whether each proposal is substantially responsive to the Request for Proposal’s requirements.

4.4. Correction of Errors

Those bidders determined to be substantially responsive will be checked for any material errors in computation such as:

� Discrepancy between fixed cost price in figure and words. In this case the amount in words will govern.

� The amount stated will be adjusted by the Selection Committee in accordance with the above procedure for the correction of errors and, with the bidder’s agreement, shall be considered as binding.

Bidders who do not accept the correction or errors will have their proposal rejected.

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4.5. Clarification of Proposals

To assist in the examination process, the Freedom Center may request points of clarification as regards their proposals, e.g. details of the proposed solution.

4.6. Interference

Any effort by the bidder to influence the Evaluation Team by any means other than the bidding process set out in this document, during the examination, clarification, evaluation of proposals, and during the award of contract, shall result in disqualification.

If any Bidder attempts give gifts, inducements or rewards to secure the contract, the Freedom Center shall be entitled to reject the proposal or cancel the contract.

4.7. Product Liability Insurance

Adequate Liability insurance is required with respect to all products, equipment and services being provided. Bidders must provide the name of underwriter and the indemnity value.

4.8. Conflict of Interest

By the submission of a proposal, you represent that you and your affiliates, to the best of your knowledge, have no interest and shall not acquire any interest, direct or indirect, which would present an actual or perceived conflict of interest in connection with the evaluation of this proposal.

4.9. Presentation of Proposal

The completed proposal shall be enclosed in a sealed envelope, sample provided, with return address clearly marked on envelope, and shall be delivered no later than 5:00pm on the closing date, Friday, October 29, 2010.

Late proposals will be destroyed.

4.10. Additional Costs

The Freedom Center may ask the bidder to make a presentation of their proposals. All costs and expenses associated with such presentations shall be borne by the bidder.

Where samples are required to determine conformity to product specification, fitness for purpose and suitability for contract, these shall be provided free of charge and delivered to the relevant location at the bidder’s expenses.

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5. Appendix A — Sample Client Survey

Your Name: Date: Email Address:

VS = Very Satisfied S = Satisfied N = Neutral D = Dissatisfied VD = Very Dissatisfied

Café Dining Service VS S N D VD 1. Ease and comfort of ordering � � � � � 2. Timely manner of food presentation � � � � � 3. Appearance of Food � � � � � 4. Taste of Food � � � � � 5. Overall rate of your meal � � � � � 6. Helpfulness of café staff � � � � � Comments on your North Star Cafe experience:

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6. Appendix B — Selection Committee Evaluation

Below is the evaluation form that the selection committee will use for any tastings that are requested per section 4.

Catering Company Name: Contact: Meeting Date: Contact Information:

Appearance 5 4 3 2 1

1. Dishware � � � � � (clean, appealing design, appropriate for a variety of events)

2. Flatware � � � � � (clean, sturdy, properly set on table, appropriate for various events)

3. Stemware � � � � � (clean, sturdy, not cracked/chipped, appropriate for various events)

4. Linens � � � � � (good quality of cloth, not frayed or faded) Overall Total for Appearance (out of 20): _____/20 Additional Comments:

Presentation 5 4 3 2 1

1. Staff Appearance � � � � � (clean uniform, hair pulled back, professional appearance)

2. Staff Attentiveness � � � � � (timely, attention to detail, refill drinks, etc.)

3. Staff Courtesy � � � � � (friendly, polite, overall good attitude)

4. Staff Competence � � � � � (knowledgeable, professional, ability to handle the current task)

5. Meal Presentation � � � � � (food presented on time, food looks appetizing and well placed) Overall Total for Presentation (out of 25): _____/25 Additional Comments:

5=Very Satisfied 4=Satisfied 3=Neutral 2=Dissatisfied 1=Very Dissatisfied

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Food & Beverage 5 4 3 2 1

1. Appearance of Food � � � � � (bread, fruit, and vegetables are fresh; meal is correctly prepared)

2. Serving Size � � � � � (amount of food is appropriate for the meal) 3. Taste � � � � � (vibrant flavors, food is not under cooked or too spicy, salty, etc.)

4. Temperature � � � � � (appropriate for the dish, not too cold or hot)

5. Quality � � � � � (Food is well prepared and nutritional)

6. Variety � � � � � (Good assortment of menu options) Overall Total for Food & Beverage (out of 35): _____/35 Additional Comments:

______________________________________________________________________ ______________________________________________________________________

Grand Total out of 80: _____/80

5=Very Satisfied 4=Satisfied 3=Neutral 2=Dissatisfied 1=Very Dissatisfied

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7. ATTACHMENT 1: Acknowledgment of Proposal

By initialing by each line item and signing and dating the bottom of the page, you acknowledge that you understand and are able to accommodate each section of the proposal. Failure to initial each line item will result in disqualification.

Section Heading Initials

0. General Information

1. Executive Summary

2. Specification of Requirements

3. Required Format of Proposal

4. Evaluation & Award Criteria

5. Appendix A-Sample Format of Submission

6. Appendix B-Proposal Checklist

7. Appendix C-Example Survey

8. Appendix D-Selection Committee Evaluation

Print Name and Title:___________________________________________________________

Signature____________________________________________ Date: ____________

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8. ATTACHMENT 2: Sample Format of Submission

8.1. Company details

Company Details

Company name

Address

Postcode

Telephone No

Fax No

Website

8.2. Financial Information and Bank Details

State your company’s turnover for the past [X] years.

Financial Year Turnover

Company name

Address

Postcode

8.3. Additional Financial Statements

Please submit complete copies of Financial Statements (e.g. Trading and Profit and Loss Accounts, Balance Sheets. For limited Companies, provide Directors’ and Auditors’ Reports) for these periods.

Failure to provide the above information will result in disqualification.

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8.4. Bank details

Name and address of bank(s) from whom references may be requested.

Bank Details

Name

Address

Postcode

Account Number

Sort Code

8.5. References

Provide the names and addresses of three organizations that are prepared to act as referees on your behalf. Ensure that all references are relevant to the Request For Proposal.

References

Name

Address

Telephone Number

Website

Name

Address

Telephone Number

Website

Name

Address

Telephone Number

Website

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9. ATTACHMENT 3: Contractor’s Bid Submittal Form

(This form must be submitted with each of the five required proposals.)

Date

Contractor

Attention:

The undersigned, as Contractor, hereby declares that the only person or persons interested in this Proposal as principal, or principals, is or are named herein, and that no person other than herein mentioned has any interest in this Proposal or in any contract to be entered into; that this Proposal is made without connection with any other person, company or parties making a Proposal; and it is in all respects fair and in good faith without collusion or fraud.

The Bidder further declares that he/she has examined the site of the service work and informed themselves fully in regard to all conditions pertaining to the place where the work is to be done; that he/she has examined the specifications for the work, and the other RFP documents relative thereto, and has read all of the Addenda furnished prior to the opening of the proposals, as acknowledged below; and that the Bidder is informed fully relative to the services to be performed.

The Bidder agrees, if this Proposal is accepted, to contract with the National Underground Railroad Freedom Center, Inc. to furnish all necessary materials labor, and incidentals necessary to perform and complete the services specified in this RFP and related contract documents.

Contractor____________________________________________________

Signature_____________________________________________________

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10. ATTACHMENT 4: Bid Signature Pages

1. Bid Signature Page for Sole Proprietor or Partnership

The full names and residences of persons, partners, or firms interested in the foregoing proposal, as principals, are as follows:

__________________________________

__________________________________

__________________________________

__________________________________

Contractor:

__________________________________

Firm Name

DUNS#____________________________

__________________________________

By (Seal)

__________________________________

Title: (Sole Proprietor or Partner)

Witnesses: Post Office Address:

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10. ATTACHMENT 4: Bid Signature Page (Cont.)

2. Bid Signature page for a Corporation

The officers of the Corporation are as follows:

President:______________________________________________

Vice President:__________________________________________

Secretary:______________________________________________

Treasurer:______________________________________________

If a subsidiary of another corporation responds to this RFP, please complete two forms, one for the Bidder and one for the owning corporation.

The full names and residences of stockholders, persons, or firms interested in the foregoing proposal, as principals, are as follows:

__________________________________

__________________________________

__________________________________

__________________________________

Post Office Address: Bidder:

__________________________________ ____________________________________

__________________________________ Corporate Name

__________________________________

__________________________________ By:_________________________________

Name/Title

Date



10. ATTACHMENT 4: Bid Signature Page (Cont.)

Attest:_______________________________

Secretary

(Corporate Seal)

State in which Chartered:_________________________

Registry with Ohio Secretary of State, if foreign:________________________________________

(Date)

DUNS #:________________________

Date



11. ATTACHMENT 5: Exceptions Form

Contract Exceptions

NOTICE: Bidders must provide exceptions to the proposed contract with their offer. If the Bidder has no exceptions, please write “None” below.

Name and Address of Bidder: _____________________________________________

________________________ (Name and Title of signer)

________________________

________________________ _____________________________________________

(Bidder’s Signature)

Date:_____________________________

Date



12. Attachment 6: Proposal Checklist

The proposal should include sufficient information to permit the evaluation of the bidder’s competency. To assist this process, the following checklist should be completed and returned with your proposal:

Item Checklist

Statement of understanding by the Bidder(s).

Personnel allocated to the Freedom Center.

Outline of bidder’s related expertise and experience.

References to similar projects carried out in the previous 3 years.

Third-party name, address, telephone, email address and other relevant contact references. Description of role in project.

Financial statement for previous 3 financial years.

Statement effect that information not identified as sensitive may be released to the public domain.

Statement identifying relationship between bidder(s) and other suppliers.

Additional information relevant to the proposal

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