ILLINOIS CENTRAL COLLEGE FOOD SERVICESicc.edu/about-icc/files/RFP-ICC-Food-Services.pdf · ICC is...

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REQUEST FOR PROPOSAL (RFP)

ILLINOIS CENTRAL COLLEGE

FOOD SERVICES

Issue Date: September 12, 2017

Responses Deadline: Wednesday, October 25, 2017, 2:30 p.m.

Submit responses to:

Illinois Central College

Attn: Jennifer Hughes

1 College Drive

East Peoria, IL 61635-0001

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I. INTRODUCTION

Illinois Central College (ICC) is a public community college celebrating 50 years of providing a

dynamic learning environment that fosters excellence, opportunity and innovation in meeting the

educational needs of our diverse students and community. ICC is a comprehensive community

college that offers transfer curriculum, occupational training, adult enrichment classes and a

variety of other community services. The college offers certificates and associate degrees in a

wide range of program areas. Campus Housing is also available on the East Peoria Campus

managed by a third party housing management company under the direction of the ICC

Educational Foundation Student Residence LLC. The Campus Housing offers 328 bed spaces

for students to lease equipped with full-size kitchen appliances including a stove/oven,

refrigerator, and dishwasher.

ICC holds classes during its normal hours of operation, which are: Monday through Thursday,

8:00 a.m. to 10:00 p.m. and Friday, 8:00 a.m. to 5:00 p.m. In addition, various special events are

held throughout the year including evenings and weekends.

ICC offers programs of study to just under 10,000 part-time and full-time students. The college

is projecting a modest growth in enrollment over the next five years. On campus headcount data

for the last full fiscal year which includes the Summer 2016, Fall 2016 and Spring 2017

semesters, are included for your reference (Exhibits A-F). The three ICC campuses employ

approximately 500 full-time and 700 part-time faculty and staff members.

The ICC Food Services program currently operates a central dining facility with catering

services located on the second floor of the Academic Building and a small coffee café on the

third floor of the Academic Building, both at the East Peoria Campus (Exhibits G-H). ICC has

completed construction of a new Student Center in the heart of the Peoria Campus which

includes space for a food serving and small coffee café (Exhibit I). The ICC Fitness Center

operates a juice bar on the mail floor of the CougarPlex facility that includes space for both the

Fitness Center and Athletics.

II. PURPOSE / OBJECTIVE OF RFP

The college’s food service program is an important auxiliary service relative to enhancing the

academic environment, fostering productivity, improving morale and presenting a positive image

to its customers and guests.

Illinois Central College desires to establish a partnership with a dining/catering services provider

and/or gourmet coffee services provider (“Providers”) who will deliver a variety of quality food

and drink options for students, faculty, staff and guests of the college at reasonable prices. The

partnership should enhance the college experience and ensure all campus dining customers

consider the services a good value.

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III. SCOPE OF RFP

ICC is looking for innovative solutions intended to preserve the integrity of the college’s food

service operation and does not intend to limit the content or creative ideas of the respondents.

Respondents should use their best judgment in determining what business model makes sense to

deliver quality food and drink options at reasonable prices. Respondents may opt to provide

comprehensive services to include dining services, catering, coffee café and juice bar or

respondents may opt to operate only one service area. ICC is currently under contract for its

vending services through June, 2020, and therefore, those services shall not be considered part of

this proposal. The college intends to accept responses that embrace the best interests of the

college from a service, financial, and cultural viewpoint.

Illinois Central College reserves the right to accept or reject proposals, in whole or in part, and to

negotiate separately as necessary in order to serve the best interests of ICC and its students. This

RFP shall not obligate Illinois Central College to award a contract or complete the proposed

project and it reserves the right to cancel this RFP if it is considered to be in its best interest.

1. Current food services facilities and operations

The central dining facility, Trés Café, at the East Peoria campus occupies close to 6,900 square

feet. It includes close to 3,000 square feet of retail space, just over 2,000 square feet of kitchen,

and close to 1,900 square feet of bathrooms, coolers, office and storage space (Exhibit J). The

retail space operates a grill station, deli station, entre station, and various beverages, desserts and

snacks. Trés Café also offers catering services and has first right of refusal for meetings and

events held on ICC property. The catering services do include providing a lunch meal and

snacks for the childcare center, including its summer camp program, and College for Kids, each

located at the East Peoria campus.

The coffee shop, Café Breve, at the East Peoria campus occupies close to 2,300 square feet. It

includes 189 square feet of retail space, 180 square feet of storage, and 1,923 square feet of

seating space (Exhibit K). The coffee shop operation provides specialty coffee and espresso

drinks, beverages and grab-n-go salads, sandwiches, and snacks.

The Student Center at the Peoria Campus has new facilities for a small coffee shop and a food

servery operation occupying over 2,000 square feet of combined space (Exhibit L). ICC is

starting a satellite Café Breve operation at this location for the Fall 2017 semester but the space

is fully equipped and ready for full operations at any time.

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The Juice Bar at the ICC Fitness Center located at the East Peoria campus offers healthy

smoothies, snacks and other drink options geared towards members of the fitness center but

offers services to all patrons at the CougarPlex.

Providers are invited to come inspect the food services facilities prior to submitting a proposal in

order to determine all requirements associated with operations.

2. Current hours by site

Trés Café: Monday – Thursday: 7:30 a.m. – 2:00 p.m.

Friday: 7:30 a.m. – 1:30 p.m.

East Peoria Café Breve: Monday – Thursday: 7:00 a.m. – 6:00 p.m.

Friday: 7:00 a.m. – 1:30 p.m.

Peoria Café Breve: Monday – Thursday: 7:30 a.m. – 1:30 p.m.

Friday: Closed

Fitness Center Juice Bar: Monday – Friday: 5:30 a.m. – 8:00 p.m.

Saturday: 8:00 a.m. – 5:00 p.m.

Sunday: 12 noon – 5:00 p.m.

3. Financial summary

FY 2014

Actuals

FY 2015

Actuals

FY 2016

Actuals

FY 2017

Projected

Gross Profit $ 549,825 $ 552,783 $ 493,159 $ 393,798

REVENUES FY 2014

Actuals

FY 2015

Actuals

FY 2016

Actuals

FY 2017

Projected

Birchwood (Peoria) $ 52,766 $ 35,913 - -

Café Breve $ 194,122 $ 186,844 $ 187,115 $ 156,058

Trés Café $ 690,408 $ 690,266 $ 583,551 $ 446,652

Total Site Revenue $ 937,296 $ 913,023 $ 770,666 $ 602,710

Catering $ 169,002 $ 123,395 $ 120,368 $ 78,193

Child Care Center Incl above $ 24,852 $ 25,272 $ 21,542

Other Incl above $ 3,158 $ 1,979 $ 5,336

Vending $ 52,854 $ 55,247 $ 50,481 $ 50,467

TOTAL REVENUE $ 1,159,152 $ 1,119,675 $ 968,766 $ 758,248

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IV: GENERAL SELECTION CRITERIA

ICC is seeking the following information in the responses:

1. Letter of Interest

2. Executive Summary

3. Operational Plan

4. Supplemental Information

5. Certification Form

1. Letter of Interest

A letter of introduction outlining interest along with a summary of what your organization can

uniquely offer. Include name, address, phone number and email address of primary contact(s).

2. Executive Summary

An overview discussion of your organization’s general experience and expertise, proposed

approach to providing quality services and options at a reasonable price that cater to a diverse

customer base of ICC students, faculty, staff and guests of the college. The summary should

include but is not limited to:

a. Your organization’s history, background, mission and the types of services that you

offer.

b. Overall qualifications, experience, and expertise in the foodservice and/or coffee shop

industry, catering, and customer service and support.

c. Experience and expertise in working with clients comparable to the college’s

demographics.

d. Provide the names of all colleges, businesses or similar food operations presently

operated by your company in Illinois. For each operation provide the full name and

address of the institution.

e. A description of corporate support services and programs that will be offered, if

applicable.

f. A list of regional management personnel to be serving ICC with a profile of each

including name, years of experience and major job responsibilities.

3. Operational Plan

Describe in detail the overall plan that your company proposes to implement year round at any

one or all of the specified food services facilities. Provide a description of your concepts and

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approach to managing and delivering quality services at reasonable prices. Your description

should include but is not limited to:

a. Service – Describe in detail the proposed service formats to meet the diverse needs of

all customers such as:

Grab-n-go menu options

Made-to-order menu options

Self-service menu options

Served menu options

Catering options

b. Menu - Submit a standard core menu and beverage items for each food service

area/station denoting nutritional information. Describe any service variations or

programs for breakfast, lunch or dinner that you plan to implement.

c. Price - Provide a price and portion guide for each of the core menu items listed above.

Discuss how pricing levels will be established to meet the varied customer

perceptions of value, specifically to meet the low budget needs of some students on a

daily basis.

d. Quality – Provide a list of proposed minimum level of food specification and quality

standards to be utilized and maintained. Discuss how you will provide retail food

services that is nutritious, well balanced, appetizing, and appealing. Explain how the

use of nationally branded food products may be used to create a perception of quality

and value.

e. Hours of Operation - Submit proposed hours of operation for each station or site,

including any “special hours” or proposed closing during breaks or summer.

f. Staffing and Management Plan - Provide a description of your proposed plan to staff

and manage foodservices operations. Describe your training program and approach

to professional development for staff. Indicate whether you are willing to offer

employment to current staff employed with ICC Food Services, the conditions or

requirements upon which any such offer would be contingent, and the compensation

and any benefit package that you would offer to such individuals. Describe and/or

provide pictures of any clothing or uniform requirements.

g. Sanitation and Safety Practices – Provide a description of your quality control and

risk management procedures. Briefly describe sanitation and safety practices and the

anticipated program to train and reinforce ServSafe standards.

h. Marketing and Campus Relations – Describe marketing strategies for outreach or

interactions with students, faculty and staff. Describe method(s) for obtaining and

communicating campus-wide feedback on food quality and customer satisfaction.

i. Catering – The college’s catering requirements range from cookies and coffee to

formal dinners and receptions for the President. Address how you might be able to

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support catering services at the college and provide a sample of catering menus with

prices.

j. Sustainability – Describe what your company has done to promote conservation,

recycling and sustainability.

4. Supplemental Information

Provide any other information you believe is relevant to ICC fully understanding your

qualifications, performance, or services.

a. Financial information – Provide financial reports for the past five (5) years, such as

balance sheets, income statements, supporting notes and any other relevant

information.

b. Contract Terms – Typical contract duration for delivery of services and any other

standard terms and conditions.

c. Fee Proposal – Outline payment of a guaranteed commission and compensation or

rent payment to the college for use of the facilities for all food service operations.

d. Sanitation and Safety – Provider is to obey all federal, state, and local laws and

ordinances regarding food handling, safety, and sanitation. Provide a copy of your

Hazardous Analysis Critical Control Points Plan (HACCP Plan required in Tazewell

County) if available.

e. Equipment - Include a listing of any remodeling of facilities necessary to implement

the proposed food services. While the cost and provision of these items are not to be

borne by the college, they may be considered during the review of proposals and

addressed during contract negotiations.

f. Sub-Contractors - Any proposed sub-contractors must be listed.

g. Insurance – Certificate of insurance. If award a contract, the provider shall name

Illinois Central College as an additional insured.

h. References - Provide any references with contact information for current or former

clients you have provided services or programs for. Identify the services provided

and describe the outcome. ICC reserves the right to contact references listed in the

RFP.

5. Certification Form

Complete the enclosed Certification Form and submit with your proposal. The information will

be used as a criterion in the evaluation of vendors.

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V. SUBMITTALS

Respondents are requested to submit one (1) hardcopy response and one (1) electronic copy in

PDF format (on CD/flash drive/email) to the contact person identified on page 1 and must be

received no later than the due date and time indicated. Respondents are required to complete the

Certification Form and submit with their response.

Organizations should refrain from unsolicited sales efforts beyond this response. Respondents

are invited to tour the current food services facilities prior to submitting information and may be

requested to meet with ICC Administration to further discuss their submission of information or

may be asked additional questions concerning the information.

Point of contact for site visits:

Kim Malcolm, Director of Business Services

Ph: (309) 694-8815

Email: [email protected]

CERTIFICATION FORM

By signing this required form, the undersigned agrees that said bidder is responsible as defined below.

Minority-owned, female-owned, and person with disability-owned businesses are encouraged to apply.

NOTE: THIS INFORMATION WILL BE USED AS A CRITERIA IN THE EVALUATION OF

VENDORS. FAILURE TO COMPLY WITH ANY OF THE BELOW MAY RESULT IN

DISQUALIFICATION OF YOUR BID.

-The contractor/bidder certifies that it is not barred from bidding on this or any other contract due to any

violation of either Section 33E-3 or 33E-4 of Article 33E, Public Contracts, of the Illinois Criminal

Code of 1961, as amended. This certification is required by Public Act 85-1295. This Act relates to

interference with public contracting, bid rigging and rotating, kickbacks and bribery.

Yes No

-Bidder is a certified Minority-owned Business Enterprise, Female-owned Business Enterprise, Person-

with Disability-owned Business Enterprise, or Veteran-owned Business Enterprise. If yes, what

Agency? E.G. Illinois Department of Central Management Services (CMS)…

Yes____ No____ Certifying Agency___________________________

-Bidding company, having 25 or more employees, does hereby certify pursuant to section 3 of the

Illinois Drug-Free Workplace Act (Chapter 30 ICLS 580) that (he, she, it) shall provide a drug-free

workplace for all employees engaged in the performance of work under the contract by complying with

the requirements of the Illinois Drug-Free Workplace Act and, further certifies, that (he, she, it) is not

ineligible for award of the contract by reason of debarment for a violation of the Illinois Drug-Free

Workplace Act.

Yes No_____ N/A_____

The Undersigned states that the signature of the person on the signature page is the signature of a person

who is authorized to sign the bid proposal. Such proposal is genuine and bidder has not directly, or

indirectly, conspired, combined or agreed with any other person, officers, agents or committee of any

entity to prevent free competition in the letting of the contract for the work covered by aforesaid

proposal, or to fix the bid price or any item or factor thereof, or to induce any person not to enter into

such competition.

THIS FORM MUST BE RETURNED WITH YOUR

PROPOSAL

__________________________________ Date

________________________________ __________________________________ Signature of Company Official Title of Company Official

EXHIBIT A

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

Time of DayDistinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Before 8:00AM 20 20 20 20 0 16 16

8:00AM - 8:59AM 184 195 184 195 116 77 16

9:00AM - 9:59AM 256 285 256 285 174 77 16

10:00AM - 10:59AM 233 276 233 276 187 77 16

11:00AM - 11:59AM 264 291 264 277 174 77 16

12:00PM - 12:59PM 236 262 236 248 187 77 16

1:00PM - 1:59PM 222 244 222 239 187 77 16

2:00PM - 2:59PM 151 181 151 195 169 77 16

3:00PM - 3:59PM 54 119 54 133 77 67 16

4:00PM - 4:59PM 9 54 9 49 48 8 0

5:00PM - 5:59PM 9 49 9 49 48 0 0

6:00PM - 6:59PM 64 152 40 132 48 0 0

7:00PM - 7:59PM 64 152 40 132 48 0 0

8:00PM - 8:59PM 52 152 28 132 46 0 0

9:00PM - 9:59PM 24 43 0 43 46 0 0

10:00PM - 10:59PM 0 19 0 19 0 0 0

Total 339 385 316 366 202 77 16

PEORIA CAMPUS - SUMMER 2016

0

50

100

150

200

250

300

Monday Tuesday Wednesday Thursday Friday

Peoria Campus Summer 2016 Distinct Students by Hour

Before 8:00AM 8:00AM - 8:59AM 9:00AM - 9:59AM 10:00AM - 10:59AM

11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM 2:00PM - 2:59PM

3:00PM - 3:59PM 4:00PM - 4:59PM 5:00PM - 5:59PM 6:00PM - 6:59PM

7:00PM - 7:59PM 8:00PM - 8:59PM

EXHIBIT B


Time of DayDistinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Before 8:00AM 58 58 66 30 31 0 0

8:00AM - 8:59AM 122 244 182 243 82 107 16

9:00AM - 9:59AM 343 404 414 403 101 128 16

10:00AM - 10:59AM 360 363 404 405 52 128 16

11:00AM - 11:59AM 386 382 414 424 55 128 16

12:00PM - 12:59PM 242 281 301 349 41 128 16

1:00PM - 1:59PM 249 306 301 344 41 128 16

2:00PM - 2:59PM 219 240 271 235 53 107 15

3:00PM - 3:59PM 159 237 198 253 21 107 0

4:00PM - 4:59PM 84 173 98 178 21 0 0

5:00PM - 5:59PM 59 127 104 168 0 0 0

6:00PM - 6:59PM 406 414 435 467 15 0 0

7:00PM - 7:59PM 390 398 435 467 15 0 0

8:00PM - 8:59PM 258 349 355 421 15 0 0

9:00PM - 9:59PM 36 58 112 94 0 0 0

10:00PM - 10:59PM 0 11 21 10 0 0 0

Total 862 826 904 861 148 128 16

PEORIA CAMPUS - FALL 2016

0

50

100

150

200

250

300

350

400

450

500


Peoria Campus Fall 2016 Distinct Students by Hour




7:00PM - 7:59PM 8:00PM - 8:59PM

EXHIBIT C


Time of DayDistinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Before 8:00AM 38 39 29 47 33 21 21

8:00AM - 8:59AM 159 261 146 326 91 107 21

9:00AM - 9:59AM 367 400 336 472 157 127 21

10:00AM - 10:59AM 336 398 308 449 97 127 21

11:00AM - 11:59AM 377 401 349 441 104 127 21

12:00PM - 12:59PM 201 232 196 270 24 119 21

1:00PM - 1:59PM 258 264 274 307 42 119 21

2:00PM - 2:59PM 273 238 289 300 24 99 21

3:00PM - 3:59PM 166 112 179 167 17 79 0

4:00PM - 4:59PM 85 102 100 140 17 21 0

5:00PM - 5:59PM 63 55 105 98 0 0 0

6:00PM - 6:59PM 423 416 441 344 21 0 0

7:00PM - 7:59PM 392 418 411 346 21 0 0

8:00PM - 8:59PM 353 371 345 279 21 0 0

9:00PM - 9:59PM 138 27 78 74 0 0 0

10:00PM - 10:59PM 0 0 8 14 0 0 0

Total 850 824 846 842 209 127 21

PEORIA CAMPUS - SPRING 2017

0

100

200

300

400

500


Peoria Campus Spring 2017 Distinct Students by Hour




7:00PM - 7:59PM 8:00PM - 8:59PM

EXHIBIT D


Time of DayDistinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

6:00AM - 6:59AM 0 5 0 5 0

7:00AM - 7:59AM 32 35 32 35 0

8:00AM - 8:59AM 648 703 677 703 124

9:00AM - 9:59AM 781 823 824 817 221

10:00AM - 10:59AM 780 800 823 794 231

11:00AM - 11:59AM 791 883 834 877 272

12:00PM - 12:59PM 658 797 718 797 210

1:00PM - 1:59PM 561 707 621 714 208

2:00PM - 2:59PM 368 418 396 432 144

3:00PM - 3:59PM 258 293 277 309 77

4:00PM - 4:59PM 151 180 170 178 64

5:00PM - 5:59PM 71 126 71 105 0

6:00PM - 6:59PM 261 319 200 287 17

7:00PM - 7:59PM 261 320 200 288 17

8:00PM - 8:59PM 227 232 166 207 17

9:00PM - 9:59PM 109 88 109 77 17

10:00PM - 10:59PM 8 8 8 8 0

Total 1079 1188 1068 1162 306

EAST PEORIA CAMPUS - SUMMER 2016

0

100

200

300

400

500

600

700

800

900


East Peoria Campus Summer 2016 Distinct Students by Hour

6:00AM - 6:59AM 7:00AM - 7:59AM 8:00AM - 8:59AM 9:00AM - 9:59AM

10:00AM - 10:59AM 11:00AM - 11:59AM 12:00PM - 12:59PM 1:00PM - 1:59PM


6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

EXHIBIT E


Time of DayDistinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

6:00AM - 6:59AM 34 32 34 32 0

7:00AM - 7:59AM 83 110 92 117 59

8:00AM - 8:59AM 1777 1774 1848 1774 1467

9:00AM - 9:59AM 2421 2103 2458 2096 1842

10:00AM - 10:59AM 2506 2617 2538 2636 2012

11:00AM - 11:59AM 2532 2613 2555 2616 1976

12:00PM - 12:59PM 2020 2461 2096 2475 1277

1:00PM - 1:59PM 2031 2320 2060 2367 852

2:00PM - 2:59PM 1520 1992 1574 2003 319

3:00PM - 3:59PM 703 1122 700 1120 148

4:00PM - 4:59PM 335 650 314 606 94

5:00PM - 5:59PM 240 482 218 425 3

6:00PM - 6:59PM 575 1041 485 931 35

7:00PM - 7:59PM 534 1063 482 971 35

8:00PM - 8:59PM 513 925 469 860 35

9:00PM - 9:59PM 286 407 195 401 22

10:00PM - 10:59PM 23 22 23 22 0

Total 3807 3837 3767 3752 2725

EAST PEORIA CAMPUS - FALL 2016

0

500

1000

1500

2000

2500

3000


East Peoria Campus Fall 2016 Distinct Students by Hour




6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

EXHIBIT F


Time of DayDistinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

Distinct

Students

6:00AM - 6:59AM 0 20 9 20 0

7:00AM - 7:59AM 62 64 71 64 7

8:00AM - 8:59AM 1469 1733 1528 1658 1249

9:00AM - 9:59AM 2349 2126 2370 2035 1919

10:00AM - 10:59AM 2429 2501 2424 2449 1970

11:00AM - 11:59AM 2238 2404 2245 2446 1904

12:00PM - 12:59PM 1764 2271 1823 2295 1306

1:00PM - 1:59PM 1709 2200 1763 2113 830

2:00PM - 2:59PM 1284 1782 1364 1706 428

3:00PM - 3:59PM 657 1006 689 875 195

4:00PM - 4:59PM 356 566 380 463 123

5:00PM - 5:59PM 179 308 165 271 4

6:00PM - 6:59PM 756 873 571 732 31

7:00PM - 7:59PM 711 949 547 793 31

8:00PM - 8:59PM 632 791 482 643 31

9:00PM - 9:59PM 304 382 269 273 31

10:00PM - 10:59PM 34 7 34 7 0

Total 3501 3476 3403 3363 2604

EAST PEORIA CAMPUS - SPRING 2017

0

500

1000

1500

2000

2500

3000


East Peoria Campus Spring 2017 Distinct Students by Hour




6:00PM - 6:59PM 7:00PM - 7:59PM 8:00PM - 8:59PM

EXHIBIT G

Academic Building Third Floor Plan


East Peoria Campus

1 College Drive

East Peoria, IL 61635

M:\AUTOCAD FILES\__East Peoria Campus\acad-lib\Academic.rvt

1" = 100'-0"

EXHIBIT H

Peoria Campus Overview and Parking


Peoria Campus

5407 N. University Street

Peoria, IL 61635-0001

EXHIBIT I

Food Serving:

2,969 SF

Kitchen and Prep:

2,058 SF

Cooler:

393 SF

Storage:

753 SF

EXHIBIT J

EXHIBIT K

301/305 Café: 1,923 SF

304 Serving: 189 SF

303 Storage: 180 SF

EXHIBIT L

ILLINOIS CENTRAL COLLEGE FOOD SERVICESicc.edu/about-icc/files/RFP-ICC-Food-Services.pdf · ICC is...

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