REQUEST  FOR  

PROPOSAL 

Office of Business Services One Mountwest Way Huntington, WV 25701 

 

PROPOSAL #MCTCCAFE‐16.4 ADDENDUM ‐ #1 

Direct all inquiries regarding this order to: (304) 710.3495 

Vendor:  Phone:  For information call: Fax:  Buyer:     Angela D. Bradshaw Email:  Phone:    304/710.3489 

FEIN/SSN:     Sealed requests for proposals furnishing services described below will be received by the Institution.  TO RECEIVE CONSIDERATION FOR AWARD, THE PROPOSAL WILL BE SUBMITTED ON THIS FORM IN ORIGINAL, SIGNED IN FULL IN INK AND (5) COPIES, AND RECEIVED IN THE OFFICE OF BUSINESS SERVICES TO HAVE A DATE/TIME STAMP AFFIXED, ON OR BEFORE THE DATE AND TIME SHOWN FOR THE PROPOSAL OPENING.  The Institution reserves the right to accept or reject proposals separately or as a whole, to reject any or all proposals, to waive informalities or irregularities and to contract as the best interests of the Institution may require.  PROPOSALS ARE SUBJECT TO THE GENERAL TERMS AND CONDITIONS AS PRINTED ON THE REVERSE SIDE HEREOF AND AS SET FORTH HEREIN. 

DATE 07/11/2016 

 

DELIVERY REQUIREMENTS 

DEPARTMENT REQUISTION NO. 

PROPOSALS OPEN: 1:30 p.m. on 07/25/2016 

BIDDER MUST ENTER DELIVERY DATE FOR 

EACH ITEM BID 

Item #  Quantity  Description Unit Price  Extended Price

     

ADDENDUM #1  

The purpose of addendum #1 is to provide a response to vendor questions for the clarification and/or modification of project specifications including the revision to the Schedule of Events.  The Addendum has been incorporated into the bid proposal package marked as Appendix L.   Failure to confirm receipt of addenda may be cause for rejection of proposal.  Confirm acknowledgement by submitting this page, signed, with the bid package. 

 

     

     

     

     

     

     

     

     

     

     

     

     

     

     

TOTAL  

To the Office of Business Services: In compliance with the above, the undersigned offers and agrees, if this offer is accepted within ____ calendar days (30 calendar days unless a different period is inserted by the purchaser) from the bid open date, specified above, to furnish any or all items upon which prices are offered, at the price set opposite each item, delivered at the designated point(s), within the time specified. Bidder guarantees shipment from    Bidder’s name Vendor   

  within    days.  Signed By   

FOB Terms        Typed Name   

  Title   

  Street Address   

After receipt of order at address shown:  City/State/Zip   

  Date    Phone   

    FEIN   

 

   

PURPOSE:  To provide a response to vendor questions for the clarification and/or modification of project detail and specifications including the revision to the Schedule of Events. 

 1) Due to unforeseen circumstance, the Schedule of Events for RFP MCTCCAFE‐16.4 shall be 

modified as follows:  

EVENT  ORIGINAL  REVISED Bidder’s Written Questions  06/21/2016  07/05/2016 Addendum Issued/Response to Bidder Questions  06/23/2016  07/11/2016 Mandatory Site Visit  06/30/2016  *See Below Bid Due Date, 12:00 pm  07/07/2016  07/25/2016 Bid Opening Date, 1:30 pm  07/25/2016  07/25/2016 Contract Award Date  07/21/2016  08/08/2016 Contract Effective Date  08/01/2016  08/08/2016 

 

Due to an unforeseen circumstance, a response to vendor questions could not be provided by the original date specified; therefore, should any interested vendor who did not attend the mandatory site visit on the 30th of June, 2016 post receipt of Addendum #1 elect to submit a proposal for bid, the Office of Business Services will accommodate a site visit at the discretion of the vendor prior to the bid due date by scheduling request through email (casey1@mctc.edu) or by phone to 304/710.3489. 

 2) Can historical customer counts/sales be provided for both café and vending services? 

Please see Exhibit A for the historical customer/sales for the café.  Hot beverage and snack vending averages approximately $225/month if averaged on a 12‐month cycle; however, as with café sales, monthly sales volume is co‐dependent upon the academic calendar (exposed foot traffic).  Cold beverage vending (separate contract), averages approximately $1,200+/month if averaged on a 12‐month cycle; and, monthly sales volume, too, co‐dependent upon the academic calendar (exposed foot traffic). 

 3) Which agency/vendor currently operates/provides services for cafeteria operations and/or 

vending services? The cafeteria is operated by the College; and in doing so, provides a conducive environment for “hands‐on” experience for students of the Culinary Arts program.  The vending services, excluding cold‐beverage, is provided by AVI Foodsystems, Inc.  Cold beverage vending, as stipulated in the RFP, is a separate contract based upon exclusivity and awarded to PepsiCo Bottling Group, Inc.  

4) Of the student population mentioned, do all attend the main campus? Although the College has off‐campus locations, the majority of the student populace attends the main campus.  Currently, as student traffic at off‐campus locations are specific to specialized fields, varies based upon curriculum availability by term, and sporadic third‐party sponsor need, the College desires cold beverage and snack vending options only for these locations.     

Request for Proposal MCTCCAFE‐16.4 

 

ADDENDUM #1Issued:  07/11/2016 

5) Please define the College operational hours and designated holidays? The main campus of the College is open between 7:00 a.m. EST and 12:00 a.m. EST, Monday through Thursday.  A copy of the College’s Academic Calendar and designated holidays for the upcoming academic year is attached as Exhibit B.  

6) Can a list of vending equipment with applicable pricing be provided? Please see Exhibit C – excerpt from contract award RFP MCTCCAFE12‐387.  

7) Can a list of equipment with applicable aging be provided? Please see Exhibit D – all equipment with the exception of a griddle and deep fryer were original assets of the facility which was constructed in 1978.  The griddle is less than 2‐years aged; the deep fryer was acquired in 2013.  

8) Please provide a list of equipment the current contractor would remove if they do not retain contract. As the café is operated by the College, and all equipment College‐owned, no equipment would be removed; however, smallwares may be reassigned to the Center for Culinary Arts  

9) Do you hope to retain the current team?  And, if so, be able to share the current rates of compensation as well as whether they have health insurance benefits. Please refer to Section 3.2.16.3 or the RFP.  

10) Can we receive a floor plan/outline of café with various stations identified? Although a schematic of the kitchen, servery, and dining areas was included in the RFP as Appendix K, please refer to Exhibit E as an additional layout resource which includes the color palette and flooring materials.  

11) Are there any college wide special event caterings that are typically done? College wide events which may request catering services would be the annual Employee Recognition Awards/Holiday Reception, Student Orientation, and potential state‐wide hosting events.  

12) Would you consider a management fee/subsidy model contract? Although the College may consider a management fee/subsidy model contract, the preference at this juncture is to retain a commission based contract.  

13) Can you provide the current menu and pricing for the café? Please see Exhibit F.  

14) Please confirm the responsibility of the vendor and College in regards to equipment repairs and/or replacement. Please refer to Section 3.2.11 and 3.2.12 of the RFP.  In regards to repairs, for any college‐owned property, the Vendor shall be responsible for the first $250 of the repair cost; for any vendor owned property, the Vendor shall be solely responsible.       

RFP MCTCCAFE-16.04 Addendum #01 - Pg. 2

MCTC CAFÉ Sales History

For the time period January 1, 2015 ‐ June 30, 2016

Month Cash Credit Total

January 2015 1910 4,906.90                      4,106.60                      9,013.50                     

February 2015 1911 4,666.50                      5,379.25                      10,045.75                  

March 2015 2204 5,190.50                      5,623.00                      10,813.50                  

April 2015 2686 6,491.25                      6,814.50                      13,305.75                  

May 2015 768 1,795.25                      1,958.50                      3,753.75                     

June 2015 869 2,627.30                      2,389.30                      5,016.60                     

July 2015 635 1,550.25                      1,773.78                      3,324.03                     

August 2015 1690 4,053.75                      4,796.00                      8,849.75                     

September 2015 2794 6,558.25                      8,299.30                      14,857.55                  

October 2015 2465 5,841.00                      7,145.00                      12,986.00                  

November 2015 1943 4,159.25                      5,553.00                      9,712.25                     

December 2015 683 1,602.25                      2,061.12                      3,663.37                     

January 2016 1273 3,177.40                      2,844.85                      6,022.25                     

February 2016 2665 6,302.70                      7,364.30                      13,667.00                  

March 2016 2325 5,573.36                      5,940.40                      11,513.76                  

April 2016 2161 5,031.20                      5,742.70                      10,773.90                  

May 2016 1275 2,751.75                      3,595.25                      6,347.00                     June 2016 1063 2,273.00                   2,426.75                   4,699.75                  

TOTALS 74,551.86                83,813.60                158,365.46             

SALESCustomer 

Count

 ‐

 2,000.00

 4,000.00

 6,000.00

 8,000.00

 10,000.00

 12,000.00

 14,000.00

 16,000.00

Monthly Sales

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit A

2016 Fall Academic Calendar

August 4, Thursday Last day to register for fall semester August 8, Monday—August 11, Thursday Schedule Adjustment for Currently Registered Students ONLY (no new registrations/schedules) August 15, Monday

First Day of Class

August 15, Monday – August 17, Wednesday

Schedule adjustment- ONLY

August 18, Thursday

"W" period begins

September 5, Monday

Labor Day, College Closed

September 15, Thursday Last Day to Drop 1st 8 Weeks Courses October 6, Thursday

End of 1st 8 weeks, December graduation applications due

October 10, Monday

2st 8 weeks begins, Midterm grades due by 5pm

October 20, Thursday

Last day to drop a full semester individual course

October 24, Monday – December 1, Thursday

Total withdrawals only

November 2, Wednesday – November 3, Thursday Advanced registration for Spring courses for BEACON, Disabled, Military and other special populations November 7, Monday – November 17, Thursday Advance registration for spring courses for currently enrolled students November 10, Thursday

Last day to drop 2nd 8 weeks course

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit B 1

November 21- November 25

Thanksgiving/Fall Break classes dismissed

November 24, Thursday – November 25, TBD

Thanksgiving Holiday, College Closed

November 28, Monday

Classes resume

November 28, Monday- January 5, Thursday

Registration for new, readmitted and returning students

December 1, Thursday

Last day to completely withdraw from fall semester, last day of class

December 5, Monday- December 8, Thursday

Exam days

December 8, Thursday

Official Graduation Date

December 12, Monday, Noon

Final Grades due

December 19, Monday –January 2, TBD

Winter Break, College Closed

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit B 2

Holiday Schedule – Fiscal Year 2017

July 1, 2016 – June 30, 2017

Holiday

Date of Observance

Independence Day

Monday, July 4, 2016

Labor Day

Monday, September 5, 2016

Thanksgiving Day

Thursday, November 24, 2016

Holiday

Monday, December 19, 2016

Holiday

Tuesday, December 20, 2016

Holiday

Wednesday, December 21, 2016

Holiday

Thursday, December 22, 2016

Christmas Day Observed

Monday, December 26, 2016

Holiday

Tuesday, December 27, 2016

Holiday

Wednesday, December 28, 2016

New Year’s Day Observed

Thursday, December 29, 2016

Martin Luther King, Jr. Birthday

Monday, January 16, 2017

Holiday

Monday, May 29, 2017

NOTE: When Christmas Day and New Year’s Day fall on a Tuesday through Friday, these are preceded by a half-day each of holidays. Mountwest Community & Technical College observes these two half-days as one whole day off. Naming of holidays is in accordance with West Virginia State Code Section 2-2-1.

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit B 3

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 1

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 2

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 3

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 4

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 5

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 6

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 7

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 8

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit C 9

Mountwest Community & Technical College

Kitchen and Servery Equipment [Existing]

FIXED EQUIPMENT

Walk‐In Cooler/Refrigerators x 3  [TAFCO]

Prep Table w/Hutch

Prep Table w/Drawers, Sink and Water Heater

Double‐Sided Prep Table w/Drawers and Sink

Double‐Sided Reach‐In Refrigerators x 2  [HOBART]

Double‐Sided Electric Hot Box [HOBART]

Deep Fryer, Single [KETING]

Flot Top Griddle [WELLS]

Pizza Oven, 3 Drawer [GE]

Steam Jacketed Industrial Kettle [GROEN]

Hot/Steam Buffet Line Table w/Drawers x 2

Cold/Salad Buffet Line Table x 2

Beverage Island w/Soda Fountain and Ice Dispensers

2 Basin Dish Station w/Drawers and Garbage Disposal

3 Basin Dish Sanitation Station w/Garbage Disposal

Warewasher, Conveyor [HOBART]

Grease Trap

MOBILE EQUIPMENT

Buffalo Chopper [Hobart]

Industrial Mixer ‐ Floor Model [Hobart]

Industrial Mixer ‐ Tabletop [Hobart]

Prep Tables w/Drawers x 2

Double Stack Convection Oven

Flattop Grill x 2  [GE]

Deep Fyer, Double [Keting]

Steam Oven [GROEN]

Industrial Meat Slicer [HOBART]

3‐Shelf Warming Unit

Enclosed Bun Rack

Industrial Scale (up to 300 lbs.)

Collapsible Storage Racks x 2

Rolling Storage Racks x 2

Ice Maker ‐ [MANITOWAC]

Portable Basin

Nacho Chips Warmer

Electric Brewer

Stainless Steel Cashiering Stations x 2

Self‐Dispensing Serving Tray Cart

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit D

 

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit E 1

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit E 2

COLOR SCHEDULE:   EXHIBIT A‐1  CARPETING [DINING AREA] J&J Invision Impulse II, 2445‐8400, Take a Trip  SHEET VINYL [SERVERY AREA] Melodia, #610, Berber  PAINT [SHERWIN WILLIAMS] PNT1  SW6105, Divine White PNT2  SW6108, Latte PNT3  SW6373, Harvester PNT4  SW6354, Armagnac PNT5  SW6179, Artichoke PNT8  SW6558, Plummy 

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit E 3

Mountwest Café

Menu Sampling, Pricing

Sandwiches

Wraps 4.00$       

Subs 4.00          

Cheeseburger 4.50          

Grilled Cheese 3.00          

Cheese Quesadilla 3.50          

Chicken Quesadilla 5.50          

Salads

Large, Garden 3.50$       

Small, Garden 2.50          

Large, Garden w/meat 5.50          

Small, Garden w/meat 3.50          

A La Carte

Chicken Strips 4.00$       

French Fries 2.00          

Cheese Sticks 3.00          

Onion Rings 2.00          

Corn Dog 2.00          

Hot Dog 2.00          

Pizza Slice 2.00          

Fried Pickles 3.50          

Chips 1.00          

Cheese Cup ‐ Small 2.50          

Cheese Cup ‐ Large 3.50          

Jumbo Soft Pretzel 1.50          

Soups

Soup of the Day 3.00$       

Desserts/Breakfast Items

Fruit Cup 2.00$       

Bagel 2.00          

Breakfast Bar 1.50          

Super Donut 1.00          

Monster Cookie 0.75          

Muffins, Variety 0.50          

Yogurt 1.50          

Specials*

Beverages

Coffee 1.25$       

Cappuccino 2.00          

Fountain Soda 1.25          

Bottled Soda 1.50          

Iced Tea 1.25          

Frozen Beverage 2.00          

Juice 1.50          

Milk 1.00          

Energy Drink 2.75          

Pact Purified Water 2.00          

Speciality Soda 2.00          

Starbucks 3.00          

A daily special is prepared by the Chef with average cost between $3.00 ‐ 

$6.00 dependent upon entrée and related ingredients.

RFP MCTCCAFE-16.04 Addendum #01 - Exhibit F