CAFETERIA SERVICES
| Agency: | Santa Clara County Office of Education |
|---|---|
| State: | California |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14831131924866016 |
| Posted Date: | Apr 12, 2024 |
| Due Date: | Apr 23, 2024 |
| Solicitation No: | RFP 01-24-25 |
| Source: | Members Only |
| Bid Identifier: RFP 01-24-25 | |
| CAFETERIA SERVICES | |
| Additional Resources: | |
| Awarded Vendor: | |
| Awarded Date: | |
| Awarding Agency: | |
| Agency Contact: | Jas Sohal |
| Phone (Agency): | 4084536858 |
| Piggybackable? | no |
| Issuance Date: | 03/27/2024 |
| Due Date/Time: | 04/23/2024 @ 3:00PM |
| Bid Status: | Open |
| Note: | |
Attachment Preview
RFP 01-24-25
CAFETERIA SERVICES
SANTA CLARA COUNTY OFFICE OF EDUCATION
INSTRUCTIONS AND CONDITIONS
FOR
CAFETERIA SERVICES
AT
THE SANTA CLARA COUNTY OFFICE OF EDUCATION
RFP 01-24-25
NOTICE IS HEREBY GIVEN that the Santa Clara County Office of Education, San Jose, California, hereinafter referred to as the
SCCOE, will receive up to, but no later than, Tuesday, April 23, 2024, at 3:00 p.m. sealed proposals for the award of a
contract for RFP 01-24-25 - Cafeteria Services from interested parties hereinafter to referred to as the Contractor.
Proposals shall be addressed to Jas Sohal, Purchasing Manager, and submitted to SCCOE’s Purchasing Services at 1290
Ridder Park Drive, San Jose, California 95131 at the date and time stated above.
I.
BACKGROUND INFORMATION
The SCCOE is soliciting proposals from qualified vendors to provide comprehensive food, dining, and catering services for its
Ridder Park campus. With approximately 500 staff members on-site and additional 100 or more staff off-campus, along
with 31 school districts convening at Ridder Park for various training and meetings, the SCCOE requires a vendor capable of
meeting diverse culinary needs to meet various dietary needs.
The selected vendor is expected to deliver services at a level commensurate with the highest standards of auxiliary service
operations, ensuring responsiveness to the needs of staff, visitors, and the SCCOE community. This entails customer
satisfaction through total quality management principles and operation of a production kitchen, encompassing cafeteria
and catering services. As an integral component of the Santa Clara County Office of Education (SCCOE) facilities, the SCCOE
cafeteria functions as a production kitchen essential for meal preparation. It is highly recommended that meals be prepared
and cooked within the SCCOE cafeteria premises whenever feasible and not solely consist of pre-packaged or mass
marketed/branded items.
The SCCOE seeks to identify and retain one qualified Contractor to prepare and serve breakfast, lunch, snacks, and
beverage services at the Ridder Park campus to include catering services. This RFP is the means for Proposers to submit
their qualifications and request selection as a Contractor for these services. The contract term is initially envisioned as one
year, with the possibility of annual extensions up to five (5) years, starting on or around May 13, 2024.
To make this agreement mutually beneficial and to keep the food pricing reasonable for SCCOE, the SCCOE will provide
facilities, utilities, equipment at no cost to the contractor.
• Facilities:
o Kitchen Area, 750 sq ft (includes dry storage and office)
o Serving Area, 1700 sq ft (includes salad bar)
o Dinning Area, 4600 sq ft (newly renovated and includes dining furniture)
o Courtyard Area, 2700 sq ft (includes outdoor seating area)
• Equipment: Please see attached equipment list.
• Equipment Maintenance: The SCCOE will maintain, repair, and upkeep all machines and equipment provided by
the SCCOE.
The SCCOE does not guarantee a specific volume of work, total amount, or order value under the awarded contract. There
will be no restriction on the number or value of orders issued under the agreement.
II.
SCOPE OF SERVICES
The SCCOE’s cafeteria kitchen is located at the Ridder Park campus and the Cafeteria Services operation shall provide staff
and guests with a variety of menu items to meet various dietary needs (e.g. gluten-free, vegetarian, etc.), consistent food
quality, fast service, and good value. The operation must be designed to be self-supporting and able to generate income for
both the Contractor and the SCCOE. The Contract shall provide breakfast and lunch meals, snacks, and beverage services to
SCCOE staff and guests during operational hours.
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RFP 01-24-25
CAFETERIA SERVICES
SANTA CLARA COUNTY OFFICE OF EDUCATION
The Contractor will be asked to provide the SCCOE with the following work:
• Menu Selection for breakfast, lunch, snacks, salad bar and beverages
A. SERVICE REQUIREMENTS
• The Contractor(s) shall offer a full range menu featuring varied hot and cold entrees, sandwiches,
soups, grill items and must include selections that can accommodate dietary restrictions (e.g., vegan,
vegetarian, gluten-free, nut allergies, etc. …) and fresh fruit and salad options. Cold and hot water,
and ice are available through the SCCOE cafeteria.
• Contractor agrees to keep an inventory and monitor replenishment of the following:
o Sustainable, eco-friendly paper plates, eating utensils, cups, boxes and paper napkins.
o Supply of seasonings, regular and decaffeinated coffee, teas, sweeteners
• Contractor will provide Point-Of-Sale System (POS) that will have the following features:
o Contactless payment terminal supporting mobile pay apps.
o Online ordering for select café menu items.
o Real-time reporting on café sales and guest counts
• Contractor will provide a good working environment for their employees.
• Contractor will participate in the SCCOE’s webpage to advertise weekly menus, daily specials and
other pertinent information regarding cafeteria services.
• Contractor shall submit with their proposal, evidence/samples of marketing programs (e.g. special
pricing, discount offers, holiday promotions) for distribution within Ridder Park.
• Contractor shall submit with their proposal, how high food quality is maintained at salad bar, and
with proteins. Describe how it is ensured that fresh, local, and sustainable ingredients are used, and
purchased from reputable sources.
• All Contractor employees shall maintain a current certification through the National Restaurant
Association, (Serve-safe program) and copies of the certificate shall be provided to the SCCOE prior to
May 13, 2024. The Business License, Health Permit and all other pertinent certificate shall also be
posted in clear view in the cafeteria prior to start date of May 13, 2024.
B. SERVICE RECOMMENDATIONS:
• Communicate information and feature displays which serve to educate consumers in becoming
better informed and in developing healthier eating habits (e.g., nutritional requirements, nutritional
contents of foods served, packing and labeling of food products, etc.)
• Support and comply with the SCCOE’s efforts in recycling, water, wastewater, and utility
conservation.
• Support and comply with Senate Bill 1383 Organic Waster Requirements.
• Support and adhere to SCCOE's initiative and dedication to environmental sustainability by providing
boxed or aluminum beverages for purchase in lieu of plastic bottled beverages. Exclusively offer
beverages in boxed or aluminum containers in the cafeteria and catering events.
C. SITE REQUIREMENTS:
• The SCCOE will provide utilities (gas, electric and water) and existing cafeteria space rent-free. The
cafeteria has existing equipment listed in Attachment “A”. The Contractor will take reasonable care
of all SCCOE provided equipment. The SCCOE shall maintain, repair, and upkeep all machines and
equipment provided by the SCCOE.
• The successful Contractor shall pay for all “wet” garbage service. The SCCOE shall pay for all dry
garbage. Contractor shall fold/breakdown all cardboard boxes prior to placing them in the trash
containers.
• Tables and chairs to seat approximately two hundred people have been furnished by the SCCOE. The
interior dining room has 150 seats and exterior courtyard has 50 seats. The Contractor shall be
responsible for keeping the tables, chairs, and floors always clean.
• Sanitation grades, less than Grade A, will be unacceptable and negligence to sanitation will result in
contract default on the Contractor’s behalf. The SCCOE is charged with the task to examine sanitation
and perform spot checks on the Contractor.
• The Contractor shall be responsible for housekeeping and sanitation in the food preparation, storage,
and internal serving areas.
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RFP 01-24-25
CAFETERIA SERVICES
SANTA CLARA COUNTY OFFICE OF EDUCATION
• The Contractor shall provide marketing and branding on items such as signage, menu boards and
seasonal decorations to suitably create an acceptable dining environment.
D. CAFETERIA HOURS OF OPERATION
Service personnel from Contractor will attend the SCCOE premises throughout the cafeteria’s operating hours of
7:30am to 3:00pm. The cafeteria shall open at 7:30am and remain open to customers until 3:00pm.
III. MANDATORY SITE WALK-THROUGH
A walkthrough of the cafeteria site at 1290 Ridder Park Drive, San Jose, California 95131 is scheduled for Friday, April 16,
at 3:00pm. This will be the only one held, thus your attendance is mandatory. Each Contractor shall have examined the
work site before submitting their proposal and shall have full knowledge of all facilities affecting the services required which
may not be particularly described herein. No variation or allowance from the contractor’s proposal will be made because of
lack of such examination or knowledge.
• All vendors will enter and check-in at the front lobby and exit the facility through the front main doors only.
• ALL VENDORS must be escorted from the lobby to the cafeteria area by a staff member. At the end of the meeting
all persons must be escorted from the cafeteria area back to the lobby to exit.
IV. PROPOSAL CONTENTS
The following information must be included in the proposal. A proposal lacking any of the following information may be
deemed non-responsive.
A. TECHNICAL PROPOSAL
• Company Information. Legal name, business address, phone, and fax numbers. Proposer's name,
address, telephone and fax numbers, and federal tax identification number (as shown on tax returns).
** Note that if Proposer is a sole proprietor using his or her social security number, the social security
number will be required before finalizing a contract.
• Physical location. Corporate office location.
• History. Provide a brief history of your company. Include management philosophy, length of years in
the café and catering business, annual volume of café and catering business, and industry
associations to which your company belongs.
• Staffing. Indicate staffing level and an organization chart identifying the members of your team, their
roles, responsibilities, lines of authority and knowledge necessary to complete this project.
• Key staff resumes. For each key staff member of the Proposer's café and catering team: a resume
describing the individual's background and experience, as well as the individual's ability and
experience in conducting the proposed activities.
• Designated representative. Name, title, address, telephone number, and email address of the
individual who will act as Proposer's designated representative for purposes of this RFP.
• References. Names, addresses, and telephone numbers of a minimum of three (3) clients for whom
the Proposer has conducted similar café and catering services. The SCCOE may check references
listed by Proposer.
• Methods and Plans
o Method. Describe your proposed method to complete the food service.
o Customer Satisfaction Plan. Describe the plan you will implement to ensure continued
customer satisfaction throughout this engagement. Include items such as guarantees, client
surveys, problem escalation procedures, and periodic meetings with the SCCOE Purchasing
Manager.
o Invoicing process. Describe your proposed invoicing process.
o Menu options. Submit an assortment of several cold lunch menu options, as well as any hot
lunch menu options (desired but not a requirement), several cold and hot breakfast menu
options, coffee service option(s). Menus should be creative and flexible. They should have
the potential to rotate every 6 to 12 months.
• Dietary restrictions
o Packaged menu options must include selections that can accommodate dietary restrictions
(e.g., vegetarian, gluten-free, vegan, nut allergies, etc.).
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B. COST PROPOSAL
The following information must be included in the cost proposal:
• Pricing:
o Breakfast items on menu
o Lunch items on menu
o Daily specials
o Coffee, Tea, Specialty Coffee
RFP 01-24-25
CAFETERIA SERVICES
SANTA CLARA COUNTY OFFICE OF EDUCATION
The lower cost option will be viewed favorably for the purpose of this RFP. All interested Proposers
are encouraged to submit their best available proposed pricing for consideration.
o Sales tax will be paid separately from cost per meal per person.
o Pricing on all saleable items shall be firm for the term of the contract.
o Price increases will only be allowed upon mutual consent of contractor and SCCOE.
V.
OFFER PERIOD
Price, terms, and conditions of the proposal is considered valid for 60 days from the date that proposals are opened by the
SCCOE, unless the offering party in writing allows for a longer period.
VI. INTERVIEWS AND NEGOTIATIONS
Interview. The SCCOE may conduct interviews with Proposers to clarify aspects set forth in their proposals to
finalize the contract terms and conditions, including cost, or to assist in finalizing the ranking of top-ranked
proposals. Interviews may be conducted in person, via Zoom or by phone. If conducted in person, interviews will
be held at the SCCOE's Ridder Park campus. The SCCOE will not reimburse Proposers for any costs incurred in
traveling to or from the interview location. The SCCOE will notify eligible Proposers regarding interview
arrangements if an interview is requested.
Menu Tasting. The SCCOE may conduct Menu Tasting. If the Menu Tasting is necessary, it will be for the top 3
ranked Proposers only, to present in person at the SCCOE, a tasting of several items from the proposed breakfast
and lunch menus. Delivery, presentation, and food quality and portion size will be assessed by the evaluating staff.
All expenses associated with this tasting shall be borne by the Proposer. The SCCOE will notify the top-ranked
Proposers regarding the tasting arrangements according to the scheduled date specified above.
VII. SUBMISSIONS OF PROPOSALS
Questions regarding proposal procedures may be directed to Jas Sohal, Purchasing Manager, via email at jsohal@sccoe.org
Qualified Contractors are invited to submit three (3) sealed copies of their proposals via mail or courier addressed to:
Jas Sohal, Purchasing Manager
Purchasing Services
1290 Ridder Park Drive, San Jose CA 95131
Sealed proposals must be received no later than 3:00pm on Tuesday, April 23, 2024.
The signature of all persons signing shall be in longhand and executed by principal duly authorized to make contracts. The
Contractor’s legal name shall be fully stated. Obligations assumed by such signature must be fulfilled.
If a Contractor is unable to submit a proposal, kindly return the proposal and/or Bidders Questionnaire stating reason;
otherwise, your name may be removed from our proposal list.
VIII. SUBMITTAL CHECKLIST
A responsible proposal is one which includes as part of its response sufficient data to prove compliance to the
specifications. A proposal not containing the following data may be disqualified.
1. List of Bay Area References (minimum of 3)
2. Implementation Timeline
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RFP 01-24-25
CAFETERIA SERVICES
SANTA CLARA COUNTY OFFICE OF EDUCATION
3. Pricing/Portion schedule
4. Marketing Programs
5. Staffing Proposal
6. Licensing information – i.e., City of San Jose, State of California, Department of Consumer Affairs, State of
California Contractor’s License
7. Proposal sign-off by an authorized agent for your Contractor
Proposal results are available for inspection in the Purchasing Office, Santa Clara County Office of Education, 1290 Ridder
Park Drive, San Jose, California 95131 at the conclusion of the evaluation period.
IX. BILLING AND PAYMENT INFORMATION
Any questions or concerns regarding payment of bills should be directed to the SCCOE’s Purchasing Manager.
X.
GENERAL TERMS AND CONDITIONS
TAXES, CHARGES, AND EXTRAS
No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or
any other purpose, except taxes legally payable by the Santa Clara County Office of Education, will be paid unless expressly
included and itemized on the proposal.
QUALIFICATIONS
All companies may be required to furnish evidence of their technical ability, experience, and financial responsibility. No
proposal will be accepted from, or a contract awarded to, any party or firm in arrears to the Santa Clara County Office of
Education, or who is a defaulter as surety, contractor or otherwise within the past twelve (12) months.
AWARD OF CONTRACT
All Proposals will be evaluated according to criteria listed below. Evaluation will be conducted by a committee composed of
SCCOE employees from various disciplines and purchasing personnel. Although evaluations of certain criteria may, by its
nature, be subjective, the proposed goal of this procedure is a fair and objective examination of the capabilities of all
companies. Finalists will be asked to prepare a presentation for the evaluation committee.
CRITERIA FOR EVALUATION
1. Number of existing customers/clients receiving similar services in the South Bay area.
2. Reference letters from existing South Bay customers with contractor’s service, quality of food etc...
3. Pricing schedule. Please include pricing from all food categories (including catering items) and corresponding portion
sizes or menu with items with brief description of portion size and pricing.
4. Qualifications of proposed Cafeteria Manager and staff.
SELECTION FACTOR
Price
Number of Existing Customers
Reference from existing customers
Management & Staff
WEIGHTING %
40%
20%
15%
25%
The Santa Clara County Office of Education reserves the right to reject any or all proposal and to waive any informalities
and/or irregularities in proposals received and to be the sole judge of the equipment and services offered.
PRICE, TERMS, AND CONDITIONS
Price, terms, and conditions of this proposal are considered valid for sixty (60) days, from the date that proposals are opened by
the SCCOE, unless the offering party in writing allows for a longer period of time.
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