REQUEST FOR PROPOSAL FOR: MICRO MARKET AT NASHUA COMMUNITY COLLEGE July 21, 2017 PURPOSE: The purpose of this Request for Proposal is to establish a contract for Nashua Community College, an entity of the Community College System of New Hampshire, for vending services, specifically a Micro Market to replace existing vending machines. VENDOR CERTIFICATION: The vendor who is awarded the contract will need to submit a completed Alternate W-9 form and must be willing to comply with all terms and conditions of the Community College System of New Hampshire. CONTRACT TERM: The term of any resulting contract shall end on July 31, 2020 and then automatically renew yearly thereafter unless terminated by either party with written notification. Nashua Community College shall have the right to terminate the contract at any time by giving the Contractor a thirty-(30) day written notice. SITE VISITATION: The act of submitting a bid is to be considered full acknowledgment that the bidder inspected the site and is familiar with the conditions and requirements of these specifications. Any questions regarding the contents of this request can be discussed at a site visit. Contact person is John Knorr, Director of Café, 603-578-8900 X1529. Interested bidders are to call to schedule a site visit. ADDITIONAL INFORMATION: The College reserves the right to make a written request for additional information in writing from a Vendor to assist in understanding or clarifying a Bid Proposal. The College reserves the right to accept or reject any or all of the proposals. All local, state and federal regulations are to be followed. Any fines assessed to Nashua Community College due to the lack of these regulations being followed will be the responsibility of the successful bidder. The Contractor who is awarded the contract will need to complete a Contract for Services (sample available upon request) and provide the required Corporate Resolution (corporations/llc) or Partnership Certificate of Authority or Sole Proprietor Certification of Authority, whichever applies, to show the individual signing the contract is authorized to do so. The Contractor will also need to supply a current Certificate of Good Standing from the Secretary of State dated after April 1, 2017.
Workers compensation requirements as outlined in the Contract for Services and as required by NH law must be followed, and includes, in part, providing proof by the Contractor of workers compensation insurance coverage for all of its employees on this site. The Contractor awarded the work is also to submit information as required under RSA 21-I:81 B. This law requires, among other things, the Contractor to provide timely information on employee and subcontractor identity, including all CFOs and principals on a log for this purpose, and for the College to potentially post this information on a publicly accessible website. (Note: Any exemptions demonstrated by the Contractor can be noted in the contract at Exhibit C.) After the Award of Bid, the Contractor shall submit a list of all employees, all subcontractor s employees, and other related personnel who will be physically required to work at Nashua Community College, providing the following information for each person: Name Employer s Company Name Nashua Community College reserves the right to request a criminal background check on any employee of Contractor. Nashua Community College also in its discretion may decide that anyone with a criminal history, other than traffic violations that have not been annulled, will not be allowed to work at the project site. INSURANCE: The vendor awarded the contract must furnish an insurance certificate with a minimum of $250,000.00 per occurrence and $2,000,000.00 aggregate for general liability, naming Nashua Community College as additional insured. The Contractor shall deposit with Nashua Community College at the time of the execution of the contract, a certificate evidencing the issuance of a fire legal liability insurance policy covering loss by fire to any Nashua Community College building while occupied by the Contractor, including the College as named insured, as their interest may appear, and in amounts of coverage acceptable to Nashua Community College based upon fair replacement value of said buildings. The bidder shall, at its sole expense, obtain said insurance and maintain in force, and shall require any sub-contractor or assignee to obtain and maintain in force, both for the benefit of the College. The certificates shall contain a clause prohibiting cancellations or modifications of the policy earlier than 10 days after written notice thereof has been received by the College. SUBMISSION OF RFP RESPONSE: Responses to this RFP are due on August 4, 2017 by 1:00 pm. They can be emailed to Esther Geoffroy, Chief Business Affairs Officer, egeoffroy@ccsnh.edu with a cc to John Knorr, Director of Café 505, jknorr@ccsnh.edu. Bidders shall forward responses on company letterhead. Nashua Community College reserves the right to accept and reject any or all of the proposals.
ADDENDUM: In the event it becomes necessary to add to or revise any part of this RFP prior to the scheduled submittal date, Nashua Community College will fax addenda to all who have already submitted bids and post any changes to its website www.ccsnh.edu/open-bids. Before your submission, always check for any addenda or other materials that may have been issued which would affect the RFP by checking this website. Any change, correction or deviation to this RFP must be addressed in a written addendum. Verbal changes will not be allowed BID RESULTS: Bid results may be viewed when available, once the award has been made, on our web site only at: www.ccsnh.edu/closed-bids For Vendors wishing to attend the bid opening: Only the names of the Vendors submitting responses will be made public. SCOPE OF SERVICES: MICRO MARKET AT NASHUA COMMUNITY COLLEGE Nashua Community College is requesting services of for a Micro Market/vending services. This shall be a five-year contract starting with the 2017-2018 academic year and ending at the conclusion of the 2021-2022 academic year. 1. MICRO MARKET PROGRAM Nashua Community College expects that the Contractor will partner with the campus community to provide a customer-focused, friendly and responsive micro market operation. Students, faculty, staff, and guests expect a wide variety of food and beverages, great taste, freshness, healthy choices, and reasonable prices, which shall be the norm rather than the exception. Subcontracting for all fresh food options must be done through Nashua Community College, Café 505. 1.1 Contractor is to work closely with the Nashua Community College administrators and receive their approval in the determination of policies, practices, prices and menus. 1.2 Contractor shall assume full responsibility for the purchase and pleasing food presentation served in the market. 1.3 Each day s fresh food options shall include healthy, gluten-free, and vegetarian selection of food. 1.4 Contractor shall inform Nashua Community College of the scheduled prices for meals and other food and beverage products. The prices must remain affordable for students, faculty and staff. 1.5 Contractor shall provide on-the-go options on a daily basis.
1.6 Contractor shall discuss with Nashua Community College the design of micro market, as well as, placement prior to purchases. 1.7 The contractor shall conduct a Nashua Community College approved, campus wide, customer service satisfaction assessment of the micro market program a minimum of once per semester (fall and spring) and share the results with Nashua Community College Administrators in a timely manner. 1.8 Contractor shall pay 20% of all micro market sales to Nashua Community College on a monthly basis. The commission schedule shall be reviewed annually. 2. GENERAL SPECIFICATIONS 2.1 The food served must be varied, including options that are nutritious, wholesome, and of good quality. The question of quality shall be referred to the administrative bodies of Nashua Community College whose judgment shall be final in determining adequacy of quality performance. 2.2 Cream, sugar and appropriate sugar substitutes shall always be available next to coffee. 2.3 Nashua Community College micro market will be located outside the Café 505 area. 2.4 Contractor will monitor theft in the market and will report and provide information about theft to Nashua Community College. The monitoring system is the responsibility of the contractor. The College will provide reasonable assistance to the contractor to recover lost revenue. 3. EQUIPMENT 3.1 Equipment for the market must include at a minimum are the following: 3.1.a One double door reach-in cooler for fresh food 3.1.b One double door and one single door reach-in for cold beverages 3.1.c One snack rack 3.1.d One hot beverage station 3.1.e One self-checkout kiosk 3.1.f One single door freezer for frozen foods and ice cream 4. FINANCIAL, ACCOUNTING METHODS, AND PAYMENT 4.1 The food prices must be detailed in the proposal as Appendix A. Subsequent years pricing shall be subject to negotiation with Nashua Community College. The contractor must submit requests for price changes and justification on or before January 1st of each year. The Consumer Price Index should be used as a guide. Disapproval of requested increases and failure to mutually agree to changes shall be considered a failure of performances within the terms of this Agreement. 4.1.a Contractor shall not have to pay rent or utilities to Nashua Community College. 4.1.b Contractor shall pay the College 20% of all sales due monthly. The commission schedule will be reviewed annually.
4.2 Contractor shall give students, faculty and staff the ability to pay via credit or debit card and offer a market card (reloadable card). 4.3 Contractor shall incur any additional start-up cost with regards to opening the facility. 4.4 Contractor will maintain permanent books of account and records including inventories, as may be sufficient to show specifically, the items of total dollar receipts and expenses, receipts and disbursements, and such other information as will correctly reflect the financial condition and results of operations. Quarterly Profit and Loss statements will be issued to the Chief Financial Officer, on October 15, January 15, April 15, and July 15 of each year. The accounting records required shall be available at all times for inspection by Nashua Community College for the total food service operation. 5. FACILITIES 5.1 Nashua Community College shall furnish the Contractor the space required at the time of contract execution for the performance of Contractor s services. 5.2 Nashua Community College shall provide all necessary utilities (electrical, water and internet). 5.3 Contractor agrees to assume the responsibility for maintaining equipment in micro market and repair or replace out of service equipment within one business day. 6. LICENSES 6.1 Contractor shall be responsible for obtaining all licenses and permits necessary for the conduct of the food operations contemplated hereunder at Nashua Community College, and shall comply with all applicable statutes, ordinances, rules and regulations in the performance of this Contract. Any violations and fines resulting from any non-compliance is the sole responsibility of the Contractor. 6.2 The Contractor also agrees to adhere to the performance standards and criteria that are written in the current professional standards manual of the National Association of College and University Food Services (N.A.C.U.F.S.).