1 Addendum 1 RFP # PC141202

November 6, 2014 TO: ALL BIDDERS

RE: FOODSERVICE OPERATIONS FOR PORTERVILLE COLLEGE RFP # PC141202 Addendum “1” is hereby expressly incorporated and made part of the Foodservice Operations for Porterville College RFP #PC141202, proposal submission deadline December 2, 2014.

ADDENDUM 1

Clarifications and Modifications to the RFP

1. Pre-Proposal Conference presentation and script are provided as an attachment to this document.

2. A copy of the RFP and related documents have been uploaded to the Public Purchase website at www.publicpurchase.com and the Kern Community College District website at https://www.kccd.edu/current-rfp-listing

Answers to bidder questions:

Q1. Do bidders need to be present for the RFP opening?

Answer: No. The RFP submission deadline is scheduled for December 2, 2014 at 2:00 p.m. PST. All vendor proposals will be opened at that date and time. There will not be an award made until after the committee has reviewed each vendor proposal. Once the committee is finished with their reviews, each bidder will be notified in writing of whether or not their firm has been selected.

Q2. Will there be an opportunity for the vendors to provide a “live” presentation?

Answer: Yes. If your company is selected to continue on in the RFP process, we will schedule presentations for the week of December 8, 2014. If chosen, you will receive your scheduled date and time in a separate document.

2 Addendum 1 RFP # PC141202

Q3. Can you provide the annual sales history for the past 3 years?

Answer:

Porterville Foodservice Sales

(Non - Catering) FY

2011-12

FY

2012-13

FY

2013-14*

Cafeteria Food and Beverage Gross Taxable $318,218 $330,640 $241,260

*Reflects the summer 2013 closure due to the Student Center Remodel Project and fall 2013/spring

2014 reduction in evening operating hours.

Q4. Can you provide the student enrollment numbers for the past 3 years, broken down by Semester?

Answer: The current Porterville College population includes more than 4,200 full- and part-time students enrolled in day and evening classes each semester. The on-campus faculty and staff bring the total campus population to approximately 4,400 plus visitors and guests.

Porterville College On-Campus Populations – Fall Semester*

Academic Year Total Students Faculty/Staff Campus Population

2011-12 4,188 227

2012-13 3,887 222

2013-14 3,905 223

*The above on-campus populations do not include the National University 110 students and 10

faculty/staff.

Q5. Are there any staffing requirements related to hiring or who to hire? Is it possible to employ

college students as part-time cafeteria staff?

Answer: You may bring in your own staff and/or hire Porterville College students. College students work part time in several campus offices. These students can be paid through a combination of financial aid workstudy, student internships (CalWorks/TANF), or through your organization.

Q6. Is it the vendor’s responsibility to repair existing equipment?

Answer: It is the vendor’s responsibility to do preventative maintenance on the existing equipment. It is the College responsibility to perform any major repair or replacement of existing equipment. Some of the equipment is still under warranty.

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Q7. How much is the rent for the foodservice facility?

Answer: The vendor/bidder is to propose this figure in their response to the RFP. All other specifications remain unchanged.

BY: Cammie Ehret-Stevens Purchasing Coordinator Kern Community College District Phone: 661-336-5155 Email: cammie.ehret@kccd.edu

4 Addendum 1 RFP # PC141202

ACCEPTANCE OF ADDENDUM # 1 TO RFP #PC141202

I _________________________________, officer for ___________________________________

Name & Title Company

hereby accept and agree to Addendum #1 to the Foodservice Operations for Porterville College RFP #PC141202 and agree to provide the additional requested information in the Addendum. Signature of Bidder ________________________________ Date________________________ Signature of KCCD_________________________________ Date_______________________ Upon signing, the aforementioned addendum is immediately incorporated into the RFP and service providers response to RFP.

Submit one (1) signed copy of this Addendum acceptance to:

Kern Community College District Cammie Ehret-Stevens, Purchasing Coordinator

2100 Chester Avenue Bakersfield, CA 93301

Fax: 661-336-5178

Email: cammie.ehret@kccd.edu

Mark subject line/envelope: RFP Addendum #1 Acceptance If the addendum as presented is unacceptable please advise KCCD of your rejection of the addendum in writing with reasons, to the address above or by email to cammie.ehret@kccd.edu

5 Addendum 1 RFP # PC141202

ATTACHMENTS

PC Foodservice Pre-Proposal Conference Tuesday, November 4, 2014 Meeting Script Page 1

Porterville College Foodservice RFP Pre-Proposal Conference Meeting Tuesday, November 4, 2014 9:30 AM Script: 1. Welcome and Introductions

Good Morning. I want to welcome you to Porterville College and the Porterville College Foodservice Request for Proposal - Pre-Proposal Conference. My name is Arlitha Harmon and I am the Director of Finance and Administrative Services at Porterville College. Before we go further, I want to introduce the Kern Community College District and Porterville College staff in attendance this morning.

Cammie Ehret-Stevens, Purchasing Coordinator for the Kern Community College District. All questions regarding this Request for Proposal should be directed to Cammie.

John Word, M&O Manager at Porterville College and is assisting with the facilities walk through later this morning.

2. Meeting Agenda and Schedule

Our agenda for this morning’s meeting will be as follows:

2:00 PM Overview of Porterville College, on-campus Cafeteria operations, RFP specifics and Bidder response requirements.

2:30 PM Tour of the Porterville College Cafeteria operation. 3:15 PM Bidder question and issue discussion.

I would also like to remind everyone of the additional action dates associated with this Request for Proposal process:

Friday, November 14, 2014 – Questions are due from all bidders relating to the RFP at 12:00PM. Friday, November 21, 2014 – Responses provided to all bidders to the submitted questions. Proposals due – Tuesday, December 2, 2014; 2:00 PM Week of December 8, 2014 – Meetings will be scheduled with selected bidders to review their submitted proposals and to delve further into the proposed service level. Thursday, December 18, 2014 – Contract award. January 1, 2014 — Anticipated Commencement Date contract. Spring Semester starts January 17 and operation of the Porterville College Foodservice Program.

Again, all communications associated with this RFP should go through me as the District RFP Contact at the address and contact numbers provided in the RFP document. Phone calls and emails are acceptable for general communication and submission of bidder questions; however, proposal submission must be per the specifications in the RFP and received by the date and time indicated.

PC Foodservice Pre-Proposal Conference Tuesday, November 4, 2014 Meeting Script Page 2

As you have access to the full Request for Proposal from the Kern Community College District website https://www.kccd.edu/current-rfp-listing or www.publicpurchase.com, our discussion for the next few minutes will only touch upon the highlights of the current Porterville College Foodservice operation and the specifics of the RFP and the proposal submission requirements. Should there be any conflict between the information presented or discussed today with what is presented in the Request for Proposal, the Request for Proposal has priority in terms of setting forth any performance or other requirements. As an aside relating to our meeting this morning, if you have questions or require clarification on a presentation point, please feel free to raise the question during our discussion. If it relates to a simple clarification or informational point, we will attempt to respond immediately. If, however, the question requires additional research, I will ask you to include the question in your RFP question submission due November 14 so that we may respond completely and appropriately. 3. Porterville College Foodservice Overview

In a few minutes we will tour the current Foodservice facility to provide you with a personal view of our on-campus food service facilities.

Food service Summary –

The Porterville College On-Campus Foodservice Program, has historically been operated internally, provides food and beverage services to the campus population of just under 4,000 students, faculty and staff through a single cafeteria located in the Student Center. During the Fall 2014 Semester the bookstore expanded its convenience food offerings.

The Porterville College is open on 188 instruction days each year, with cafeteria hours of operation including

o 7:30 AM to 7:00 PM on Monday through Thursday each week during the Fall and Spring

Semesters and the six-week Summer Intersession.

o 7:30 AM to 11:30 AM on Fridays during the Fall and Spring Semesters. o The cafeteria is usually not open on limited instruction days, including all Saturdays, Fridays

and the weeks in which a limited group of students are in attendance that are involved with the Health, Police and Fire Academy programs.

Current cafeteria pricing provides high quality food and beverages at fair, value pricing levels to the Porterville College on-campus population.

o The campus is desiring the following offerings:

Freshly prepared breakfast and lunch and entrees, sandwiches, side dishes, desserts and snack items utilizing steam table, grill, and deep fryer preparation and presentation systems.

A wide variety of prepackaged snacks and beverage items

Fresh brew and single-cup hot beverage products.

o The alternative payment types accepted as tender at the cafeteria include cash, major

credit and debit cards and Porterville College Meal Cards.

o The Porterville College Meal Card program utilizes prepaid debit cards for easier electronic payment processing and tracking.

PC Foodservice Pre-Proposal Conference Tuesday, November 4, 2014 Meeting Script Page 3

The District is currently receiving proposal for a beverage provider that will impact the Porterville College On-Campus Foodservice Program

o Campus soft drink exclusivity _TBD

4. Expanded Opportunities for Porterville College Foodservice Operations

There are a number of potential opportunities for expanding the Porterville College Foodservice operation to provide increased service levels to the on-campus population and incremental sales and profits for the Contractor. The College invites all bidders to be creative in proposing additional on-campus Foodservice options. Examples of potential increased Foodservice opportunities include:

On-campus catering – providing food and beverage service for faculty, staff and student group events, including the High School Senior Day, which normally has 1,100 to 1,200 attendees on a Saturday during the spring.

Coffee kiosk or other away-from-cafeteria services – Library or Student Center buildings appear to offer an ability to expand Foodservice beyond the existing cafeteria operation.

Expanded cafeteria hours of operation – Extended cafeteria hours to potentially include evenings or campus rental events (e.g. TCOE Academic Decathlon, etc).

5. Contractor Performance Requirements

The RFP includes a variety of specifics associated with required Contractor performance. In all instances, the specifics included in the RFP take precedence over any discussion points presented during our meeting today. As a general summary of Contractor performance –

The selected Contractor will receive, with a few minor exceptions, on-campus exclusivity for all Foodservice operations. The exceptions to the exclusivity are outlined in the RFP and include non-cafeteria product sales in areas associated with student fundraising or meetings, staff and faculty meetings, athletic events, on-campus vending, etc.

The selected Contractor will be responsible for the complete management and operation of the Porterville College On-Campus Foodservice Program, including product purchasing, menu planning, staffing and product preparation, presentation and serving and cashiering.

The selected Contractor will work closely with the Porterville College - Director, Administrative Services as the Contractor’s primary administrative contact.

Key points associated with the necessary Contractor performance include:

Provision of a wide variety of first quality Foodservice product offerings at fair or value pricing.

Provision of appropriate point-of-sale, accounting and other technology necessary to properly manage the College Foodservice operation.

Adherence to all governmental food safety guidelines and requirements relating to food storage, preparation, presentation and serving; i.e. ServSafe Certification and Health Department Permit.

PC Foodservice Pre-Proposal Conference Tuesday, November 4, 2014 Meeting Script Page 4

Employment of all Foodservice staff and assurance that the Foodservice staff will fully comply with all District and College rules and regulations.

Preventative maintenance, cleaning and sanitation of all Foodservice equipment.

Communicate openly and frequently with the Porterville College - Director, Administrative Services relative to: o Any day-to-day Foodservice operating issues or concerns

o Annual recommendations for adjustments in product offerings, pricing, hours of operation,

etc.

Development of a Nutritional Awareness Plan to help students understand the benefits of and select healthier product offerings.

Maintain complete and separate financial records associated with the Porterville College On-Campus Foodservice Program, providing annual profit and loss statements.

6. Porterville College Responsibilities

The College will provide to the Contractor utilities for the Foodservice operation, including HVAC, electrical, water, etc.

It is the responsibility of the Contractor to provide an Internet connection, which can be routed either directly to the Foodservice cafeteria facility or through the Porterville College IT hub.

Porterville College will be responsible for the repair and or replacement of any Porterville College owned Foodservice equipment.

7. RFP Submission Requirements

Each response to the RFP must include specific components as defined within the RFP document. RFP responses should present information according to the sequence below:

Part 1: Prospective Contractor Qualifications – Basic business background, current operational description and references.

Part 2: Summary of Proposed Operations – Description of Contractor’s commitments relative to operating Porterville College Foodservice, including both the operation of the current Porterville College cafeteria and additional on-campus services to be offered.

Part 3: Porterville College Financial Package – A specific Financial Bid Form included as Attachment A to the RFP, which may be expanded with supporting schedules as appropriate.

Part 4: Summary of Investments – Proposed Contractor investments in the Foodservice facility, equipment and/or technology. (Note: Investment components are required to be included in Attachment A: Financial Bid Form.) Part 5: Specific Contract Documents Signed and Completed

Attachment B: Vendor Statement of Intent

Attachment C: Vendor Non-Collusion Affidavit

Attachment E: Certification of Non-Discrimination

PC Foodservice Pre-Proposal Conference Tuesday, November 4, 2014 Meeting Script Page 5

Part 6: Exceptions To The Request for Proposal – Any and all exceptions to the RFP that are included in your Proposal.

Part 7: Additional Information – An open-ended, undefined section that should include any additional ideas, concepts or information you feel is pertinent to the consideration of your proposal.

* * *

Closing Statements

A useful and inviting college cafeteria is a factor in the success of community

college students. A major retention strategy is to create multiple areas for

students to stay on campus and utilize the support services available. Cafeterias

and food service programs are noted in several academic studies as one of the

strongest retention strategies for students at community colleges. Or, as one

senior faculty member recently commented, “once students leave campus to get

food, they will often not return to study or take classes.” - Dr. Kevin Trutna -

Vice President for Academic and Student Services, Yuba College in Marysville,

California

Porterville College looks forward to selecting a Contractor for its On-Campus Foodservice Program that will become a very positive part of the College’s on-campus community. We want you and our Food Service operation to be successful and to provide excellent, high quality food and beverage items at a fair price to our on-campus community.

Food Service Operations

Pre-Proposal Conference November 4, 2014

SCCR

Agenda 2:00 PM - Overview of Cafeteria Operations

RFP specifics Bidder response requirements.

2:30 PM - Tour of the Cafeteria Operations 3:15 PM - Bidder questions & issue discussion

Focusing On Student Success A useful and inviting college cafeteria is a factor in the

success of community college students. A major retention strategy is to create multiple areas for students to stay on

campus and utilize the support services available. Cafeterias and food service programs are noted in several academic

studies as one of the strongest retention strategies for students at community colleges. Or, as one senior faculty

member recently commented, “once students leave campus to get food, they will often not return to study or take

classes.” - Dr. Kevin Trutna - Vice President for Academic and Student Services, Yuba College in Marysville, California

Key Dates November 14, 2014 – Bid Questions due by 12:00PM. November 21, 2014 – Bid Question Responses December 2, 2014 - Proposals due at 2:00 PM Week of December 8, 2014 –Proposals Presentations Thursday, December 18, 2014 – Contract award. January 1, 2014 — Anticipated Commencement Date

contract. Spring Semester starts January 17

Overview of Cafeteria Operations

Submission Requirements

• Part 1: Contractor Qualifications

• Part 2: Summary of Proposed Operations

• Part 3: Financial Package

• Part 4: Summary of Investments

• Part 5: Signed Documents

• Part 6: Exceptions To RFP

• Part 7: Additional Information