IMPORTANT NOTE: For the attachments with this bid, contact Cindy Carusi at 207-581-2696
REQUEST FOR PROPOSAL #12-05 September 17, 2004
Administered by:
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
SECTION 1.0
GENERAL INFORMATION AND INSTRUCTIONS
1.1 Purpose: The University of Maine System (UMS) is seeking proposals from vendors for a food service master contract with one vendor for the University of Maine System. Beginning on July 1, 2005, The University of Maine at Presque Isle, The University of Maine at Fort Kent, and The University of Maine at Machias will be bound under one master contract with addenda for each campus. The University of Maine System, at its sole discretion, reserves the right to add one or more of the other campuses to this contract at any point in the future for the life of the contract.
This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor or vendors may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor(s).
1.2 Definition of Parties: The University of Maine System (UMS) will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder or Bidders to whom the contract is awarded shall be referred to simply as the "Contractor."
1.3 Proposals must be made in the official name of the firm or individual under which business is conducted (showing an official business address) and must be signed by a person or persons authorized to legally bind the person, partnership, company, or corporation submitting the proposal.
1.4 By submitting a proposal, the bidder agrees to be governed by the terms and conditions set forth in this Request for Proposals (RFP). Any exceptions to the specifications must be clearly identified in the bidder’s proposal.
requested in the Mandatory Responses Section of this RFP. Bidders are encouraged to submit additional information pertinent to this RFP; however, elaborate brochures and other promotional materials are not necessary and are therefore discouraged.
1.6 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to qualitative and financial aspects.
1.7 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Hal Wells
Purchasing Department Room 101J
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2708
1.8 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, the University may select the bidder or bidders which, in its opinion, has made the proposal(s) that is (are) the most responsive and most responsible and may award the contract to that bidder or multiple bidders. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University will not be considered in the evaluation of proposals. The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.
1.9 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.10 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature. Clearly mark any information considered confidential.
1.11 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.
1.12 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.13 Contractor’s Liability Insurance:
During the term of this contract, the Contractor shall maintain the following insurance:
Insurance Type Coverage Limit
1. Commercial General Liability $2,000,000 per occurrence or more
(Written on an Occurrence-based form) (Bodily Injury and Property Damage)
2. Automobile Liability $1,000,000 per occurrence or more
(Including Hired & Non-Owned) (Bodily Injury and Property Damage)
3. Workers Compensation Required for all personnel
(In Compliance with Applicable State Law)
The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance. Certificates of Insurance for all of the above insurance shall be filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, Maine 04469
Certificates shall be filed prior to the date of performance under this contract. Said certificates, in addition to proof of coverage, shall contain the standard Acord statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.
As additional insured and certificate holder, the University should be included as follows:
The University of Maine System
107 Maine Avenue
Bangor, ME 04401
1.14 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this contract.
1.15 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 90 days from the due date of the proposal.
1.16 Proposal Submission: Each copy shall be bound in a single binder/ volume. A SIGNED original and fifteen (15) copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope or package by Wednesday, November 3, 2004, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any single vendor, however, additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
1.17 Pre-Proposal Conference: Pre-proposal conferences will be held on September 28, 2004 at 9:00 a.m. local time at the University of Maine at Fort Kent; on September 28, 2004 at 2:30 p.m. at the University of Maine at Presque Isle and on September 29, 2004 at 9:00 a.m. at the University of Maine at Machias. The purpose of these conferences is to tour the existing dining service facilities and answer questions or provide further clarification as may be required. Attendance by all prospective bidders is mandatory.
As a courtesy, and to assist the campuses in planning for the tour, firms planning to attend this pre-proposal conference should contact Cindy Carusi at 207-581-2696 no later than 4:00 p.m. local time on Monday, September 27, 2004 with the names and titles of the individuals who will attend.
1.18 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
SECTION 2.0
CAMPUS AND DINING OPERATION DESCRIPTION
Currently each University in the System that is contracted has a separate contract. Four of them are with Aramark and one is with Sodexho. It is the desire of the System to move towards a single master contract with addenda for each campus. Vendors should carefully study the current situation at each of the three campuses under consideration at this time and develop a master proposal that reflects any potential efficiencies to be gained by having a single vendor under one master Contract for these three campuses. At the same time, vendors should develop separate addenda that reflect any of the unique entities at each campus. The System is seeking a creative approach and will look carefully at each proposal to determine ascertain the vendor that most clearly understands this unique situation and that has responded with creative solutions that improve the operation and financial stability of each campus. Vendors should propose operations and financial terms and conditions that reflect a win:win situation for both the System and the vendor.
2.1 CURRENT SITUATION/BACKGROUND
Details about the campus and key campus demographics can be located on the following websites:
Fort Kent 925 139 1,064
Machias 1,068 160 1,128
Presque Isle 1,220 219 1.439
2.3 OPERATOR FOOD REVENUES
|
|
Fort Kent |
Machias |
Presque Isle |
|
On Campus Banquets/Catering |
$ 87,947 |
$129,770 |
$144,518 |
|
Retail |
$ 41,640 |
$ 47,855 |
$ 35,520 |
|
Board |
$314,819 |
$508,349 |
$502,946 |
|
TOTAL |
$444,406 |
$685,975 |
$682,983 |
It is important to note that UM Fort Kent has added 150 beds in its new residence suites, increasing the meal plan numbers and revenue.
2.4 MEAL PLANS
2.4.1 Meal Plan specifics are contained in the addenda
|
Number of M.P. Sold |
|
|
UMFK |
231 |
|
UMM |
318 |
|
UMPI |
525 |
|
Total |
1,074 |
The System office is looking at one-card systems that could possible be one card used on all the campuses. That decision will not be made prior to the selection of the vendor but all proposing firms should be aware that a transition to a one-card system is a very real possibility within the first two years of the contract. Currently the food service vendor maintains its own card system at each campus.
2.5 DINING FACILITIES AND OPERATIONS
2.5.1 Fort Kent
The 199 seat dining hall is located in Nowland Hall. The snack bar is located in the Cyr Hall. There are no concessions or vending services in this contract at Fort Kent.
2.5.2 Machias
The Kilburn Commons seats 180, and The Galley snack bar has 80 seats. The vendor will provide soda and snack vending at this campus.
2.5.3 Presque Isle
Presque Isle has 8,200 square feet dedicated to its dining facilities with a net of 350 seats. There is also an 80 seat snack bar located in the main entrance of the Campus Center. The vendor has first right of refusal on concessions at basketball games on this campus.
Under the agreement when Fort Kent went to contract rather than self-operated food services existing employees were retained by the University but supervised by the contract operator. There are two of those employees still on the University payroll and they must be included in the operation proposed by any and all contractors. Said employees will continue to be paid by the University including all benefits.
2.7 Environmental Protection Agency’s Oil Spill Prevention, Countermeasure and Control (SPCC)
The campuses have recently undergone a voluntary EPA self audit program that identified weaknesses in compliance with environmental regulations, one of which was waste grease and cooking oil from the kitchens. Any location or facility that stores more than 40,000 gallons of oil above ground or 1,320 gallons of oil below ground is required to develop a written SPCC plan and use engineering controls such as secondary containment, curbs, or berms around stored oil to endure a failure of the initial container does not result in oil reaching a waterway. All of the campuses of the UMS have triggered the regulation based on total oil storage on campus (heating oil, waste oil, hydraulic oil, transformer oil, waste kitchen grease, etc.). As a result, contractors working at UMS campuses must develop, implement and maintain a compliance plan for waste cooking grease and cooking oil. It is important for contractors to understand that while their oil and grease storage does not trigger the EPA requirements they must comply because the campus as a whole does trigger the requirement.
The vendors will be required to
provide primary and secondary containment for the stored oil as well as a
mechanism for the proper pickup and disposal of the waste. The Contractor
will also be required to report capacity of storage and document dates and
quantities of pickup and disposal. Contractor information will be
incorporated by the campus into the individual campus SPCC plan. Contractors
are required to provide emergency contact information in the event of a leak
to make necessary response to clean up and stop a leak. Any Contractor who
determines that the installation of secondary containment is not practicable,
must provide the campus (for inclusion in its Oil SPCC Plan) an explanation of
impracticability, an oil spill contingency plan, and a written commitment of
manpower, equipment and materials required to control and remove discharges of
waste grease or cooking oil.
SECTION 3.0
MANDATORY RESPONSES
3.1 VENDOR RELATED INFORMATION
Main Office Address: __________________________
Telephone Number: ___________________________
Principal Business:____________________________
Number Years in Business:______________________
Principal Marketing Contact:_____________________
Position:_____________________________________
Telephone Number:________________________
3.2 VENDOR QUALIFICATIONS
Interested vendors should submit the following information:
3.2.1 Name, address, and phone number of company headquarters.
3.2.2 One person must be designated to receive all official correspondence regarding this process. Please list the name, address, email address, and phone/facsimile numbers of the person to contact concerning your response.
3.2.3 A list of all comparable size and type campus dining operations. Each listing should include the following information:
Name and location of client
Name and phone number of client contact
Length of time your company has had this contract
Type of contract (management fee, profit & loss, et. al.)
Approximate annual dollar sales volume
Approximate campus population
Size, type (i.e. board, food court, snack bar, pub), and number of campus dining operations (square feet and number of seats).
3.2.4 List of three higher education accounts that your company has lost over the past three years. Please include the name and phone number of the client contact.
3.2.5 A copy of your company's most recent audited financial statement.
3.2.6 An organizational chart depicting where the manager of this
account will relate to your company organization as a whole.
3.2.7 Background statements and/or resumes for key headquarters,
regional, and/or district management personnel.
3.2.8 Lists of the types of support services your company provides to its accounts (i.e., training, purchasing, sanitation).
3.3 MEAL PLANS
Please submit a proposal to offer the current meal plans at each campus and, if desired, a description of optional meal plans your firm would propose to offer students. Both the current plan proposal and any options should include any impact that plan would have on,
Hours by location
Service Format
Pricing by meal plan/level of mandatory buy-in.
3.4 RETAIL SERVICE
Please submit a plan to operate the retail operations at each campus to include, but not be limited to,
Concepts
Décor
Menu
Signing
Prices and Portions
Staffing (including Weekly FTE’s)
Marketing Plan/Strategy
3.5 CATERING PLAN
Please submit a catering plan to include:
Menu
Portions/pricing for four levels of service: table linens with china, standard china/service-ware, disposable service-ware, and pick-up/carry-out
Typical staffing levels per customer for seated service lunch and dinner functions, receptions, and buffet service
The process used to receive, process, affirm, and confirm catering orders
Sample brochure/marketing piece
Sample event planning/billing form
Other pertinent data
3.6 ATHLETIC CONCESSIONS (OPTIONAL)
Please submit a plan for basketball concessions at Presque Isle to include:
Price and Portions
Operations
Menu
3.7 Please submit a plan to provide soda and snack vending services at Presque Isle.
3.8 COMMUNICATIONS PLAN
Please submit a communications plan that, at a minimum, details the following:
3.8.1 District, regional and corporate visitation schedule by job title. Include the length of the visit, who will be called upon, and what follow-up the System can expect from such a visit.
3.8.2 Type of ongoing written communication that the System will receive from the Contractor’s site, district, regional, and corporate offices. Include frequency, topics, and other pertinent explanatory data.
3.8.3 Type and level of operational and financial results and related analysis detail that the System can expect to receive and utilize as a management tool. Respondents should be candid as to the level of detail that will be provided relative to full disclosure on all costs associated with this contract.
3.9 STAFFING AND PERSONNEL
Please submit a consolidated personnel/staffing plan that includes, but is not limited to:
3.9.1 Pro forma staffing charts for all operations including position titles, times scheduled to work and wage rates. Provide a summary of FTE’s scheduled per week by location for each of the campuses All student worker opportunities should be identified as such.
Brief job profiles and descriptions.
An outline of the Employee Training Manual.
Basic Employee Policies and Procedures.
Resumes for proposed site general manager for this account. Also include resumes for the District or Area Manager and any other local area/regional managers with responsibility or support functions with this account.
3.9.2 Benefit packages (health and related insurance coverages, vacations, holidays, sick leave, etc.) and minimum qualifications to receive these benefits. Include any co-pay requirements for both salaried and hourly personnel.
A description of how, as a new Contractor, your firm will deal with incumbent, non-management employees who wish to remain at the System.
3.10 NUTRITION PROGRAMS
Please describe in detail any types of nutrition awareness programs that would be initiated on campus and how these programs will be promoted. Examples of such programs would include programs for those with chronic dietary issues (diabetes, low-cholesterol & low sodium needs, etc), religious diet preferences, and various degrees of vegetarian diets.
3.11MARKETING PLAN
Submit a marketing plan that addresses the following:
Marketing the retail and catering services.
All marketing data (i.e. results of any intercept or web based surveys) collected (during site visits) on campus that support the concepts your firm is presenting with this proposal.
3.12SAFETY, SANITATION AND SECURITY
Submit data to support the existence of programs your company brings to an operation with respect to providing a safe, sanitary, and secure work and dining environment. Please note the type and frequency of training programs and mandated procedures that support safety, sanitation, and security.
3.13BRANDED PRODUCTS
Please indicate whether or not your firm will feature any branded products in any of its concepts. If yes, please disclose those brands here and indicate what, if any, contractual or franchise commitments and the resultant financial impact. What additional impact will result from your decision to bring that branded product to the campus; i.e., has your firm agreed to have XYZ deli meats exclusively for a period of time?
3.14QUALITY ASSURANCE
Please submit a plan to provide quality assurance with respect to all aspects of the campus dining program to include:
3.14.1 Sample inspection/quality audit forms used internally and as part of any district/regional visitations.
3.14.2 Follow-up procedures for customer complaints.
3.14.3 A plan for ongoing as well as periodic customer service monitoring.
3.14.4 Forecasting, merchandising, production, and quality control techniques such as taste testing, temperature testing, sample recipes, utilization of leftovers, identification, and deletion of unpopular items and so forth.
3.14.5 Describe the training and supervision process that will be implemented and sustained to assure the System that proper food handling, holding, transport, and service standards are in place and consistently utilized.
3.15EQUIPMENT MAINTENANCE
Please submit a plan to assure the System that all food service employees will receive initial and ongoing training in the proper use and cleaning of all System owned capital equipment and mechanical systems.
3.16 ENVIRONMENTAL PROTECTION AGENCY OIL SPILL PREVENTION, COUNTERMEASURE AND CONTROL PLAN (SPCC)
Please submit a plan to assure that your firm is in compliance with the requirement to control the storage and disposal of waste grease or cooking oil.
3.17EXCEPTIONS TO THE RFP
Include any exceptions to the contract terms and conditions presented as part of this RFP. The System reserves the right to negotiate and/or reject any proposed exceptions. Failure to note exceptions will be considered as an initial agreement with the stated terms and conditions.
3.18FINANCIAL PROPOSAL
The Contractor should include the levels of service it is willing to provide at each campus. Included should be any capital investment that the contractor would make and any return to the campus on catering or retail sales. Terms and conditions of any investment in each campus must be clearly spelled out in the proposal.
3.19PRO FORMA STATEMENTS
Please submit a pro forma years one and two budget for at each campus.
3.20SUBCONTRACTS
If your company plans to use a subcontractor to fulfill any portion of the responsibilities outlined in the Request for Proposal, please identify them along with their qualifications. Describe in detail the exact role the subcontractor is to play within this Contract. The System reserves the sole right to approve or reject any or all proposed subcontractors.
SECTION 4.0
GENERAL SPECIFICATIONS
4.1 MANAGEMENT AND PERSONNEL
4.1.1 The Contractor will maintain an adequate staff on duty at the System at all times to ensure a quality dining service operation. In order to maintain a high quality of service, the Contractor will be responsible for providing expert, experienced, and qualified personnel for administration and supervision, menu planning and dietetics, production, purchasing, service, sanitation, marketing, and equipment consulting both on campus and at the Contractor’s corporate level.
4.1.2 The Contractor will continually provide satisfactory training and development programs for employees at all levels of the food service operation. Regularly scheduled full-time, part-time, and student employee training meetings will be conducted by the Contractor.
4.1.3 The Contractor will have the capability of and be financially responsible for complying with all applicable federal, state, and local laws and regulations regarding the employment, compensation, and payment of personnel. This includes unemployment insurance, worker's compensation, and other taxes, health examinations, permits, and licenses.
4.1.4 A single Director for the 3 campus locations with a site manager for each site is the anticipated model. The System and a representative of each campus will have the right to conduct interviews of proposed candidates for the director position and review the Contractor's final recommendation before an appointment is made. Each campus reserves the right to interview the proposed candidates for site manager. While the System reserves the right to review and comment on such appointments and subsequent continued employment at the System, the Contractor alone will have the right to make such appointments and will be solely responsible for the employment decision. The Director will not be changed unless mutually agreed upon in writing between the System and the Contractor and thirty (30) days advance notice in writing is provided to the System.
4.1.5 The Contractor is responsible for the on-campus behavior of all its employees. Said employees will abide by all rules and regulations which govern the System' employees. Infraction of those rules and regulations may result in the System requesting that the individual no longer be employed at the Contractor's University account.
4.2 EQUIPMENT - INVENTORY, PROCUREMENT AND REPAIRS
4.2.1 The System will provide an initial inventory of expendable and non-expendable supplies and equipment (e.g., china, glassware, flatware, trays and kitchen utensils). The Contractor, through the life of and termination of this Contract, shall maintain such minimum or par stock levels at its cost. This includes any catering linens and serving piece.
4.2.2 Prior to the start of the Contract, the System and the Contractor will jointly inspect the inventory of such equipment. The resultant inventory shall serve as the base for the contract terms and conditions.
4.2.3 By mutual agreement, each campus will provide existing office space at no charge to the Contractor. The Contractor will be responsible for maintenance of such space in good condition and repair. Any additional office furniture not included on the current offices will be furnished by the Contractor at its own expense.
4.2.4 With respect to the equipment provided by each campus (see Attachments), the University makes no implied or express warranties, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose.
4.2.5 On termination or expiration of the Contract, each campus will conduct a physical inventory of all non-expendable supplies and capital equipment. At that time, the Contractor will surrender the facilities and non-expendable supplies and equipment to each campus in as good condition as at the start of the Contract, excepting ordinary wear and tear and loss or damage by fire, flood, and other perils covered by extended coverage insurance. The inventory must be equal to the original inventory plus any additional (not replacement) equipment provided during the life of the Contract.
The un-depreciated value of additional equipment (purchased by the Contractor and listed and agreed to by each campus) at the time of a transition would be purchased by the new contractor or the campus. Depreciation will be straight-line method over five years.
4.2.6 The Contractor, at its cost, will provide all cash registers, plus any office machines necessary for the management of the dining service operation including computers (and software), printers, facsimile machines, copy machines, typewriters, calculators, and other similar items.
4.2.7 The Contractor will be responsible for performing the proper use and care for the equipment and facilities it is assigned and/or uses in the performance of its daily duties as specified by the equipment manufacturers. The Contractor will be responsible for performing first level (operator) preventive maintenance on equipment, fixtures, furnishings, and building components.
4.2.8 The Contractor will provide, at its own cost, any other equipment not provided by the University that the Contractor deems necessary to implement its unique concepts. The installation of permanent Contractor or vendor owned equipment will require the prior written approval of the University.
4.2.9 The University will be responsible for repair and maintenance of all University owned equipment (see Attachments). The cost of these repairs will be paid by the University, except where it has been determined by the University that damages were due to its negligence or an event under its direct control and responsibility.
4.3 FOOD AND OTHER SUPPLIES
5.3FOOD AND OTHER SUPPLIES
4.3.1 The Contractor will be responsible for all costs (as a part of doing business) for required food, paper, office, janitorial, and chemical supplies for the operation of the dining facilities.
4.3.2 The Contractor will be responsible for providing (at its expense) and maintaining an inventory of paper service adequate to meet emergency needs should the dishwashing facilities become inoperative and paper or other disposable service is required.
4.3.3 On expiration or termination of the Contract, inventories of food and expendable supplies of the Contractor will remain those of the Contractor. Final payment to be made to the Contractor by the University (transfer of funds from the fee/board account), if any, will be withheld until all transactions or arrangements for the inventory removal or transfer to succeeding contractor have been completed to the satisfaction of the University.
4.4 UTILITIES5.4UTILITIES
4.4.1 The University will be responsible for providing and paying for electricity, gas, steam, water, sewer service, and air-conditioning, where applicable, for the food service operations.
4.4.2 The University does not guarantee an uninterrupted supply of water, steam, electricity, gas, heat, or air conditioning. However, the University will take reasonable efforts to effect restorations of the service following an interruption. The University will not be liable for any product loss that may result from the interruption or failure of any such utility services.
4.4.3 The Contractor will assume responsibility for maximum utility/energy conservation. The Contractor will adopt and enforce a policy of turning off or down lights, fans, water, ovens, steam equipment, and other energy consuming items when the Dining Service facilities are not in use or when business volume dictates a reduction in the use of utilities.
4.4.4 The Contractor will use the University telephone system and will pay all monthly long distance phone charges. At Machias the campus will provide an extension for local calls only. Contractor must provide its own telephone line for other calls. Presque Isle provides one phone extension and the Contractor is responsible for any other phone lines. Presque Isle will provide data ports for a fee.
4.5 SANITATION AND SAFETY5.5
4.5.1 The Contractor will provide daily housekeeping and all major cleaning/janitorial functions along with requisite sanitation services including supplying necessary commercial equipment and supplies for dedicated food service areas. In addition, the Contractor will maintain the dining room throughout the service hours to include wiping down tables, cleaning spills, emptying trash, and keeping the dining rooms neat. These facilities will include, but not be limited to, production and serving areas, dining rooms, convenience stores/snack bars, refrigerators, freezers, receiving and storage, trash and garbage, employee locker and rest rooms, offices, hallways, stairs, and related spaces used by the Contractor. Fort Kent and Machias will do the annual cleaning of all floor surfaces such as carpet cleaning, stripping and sealing and other major projects. At Presque Isle the Contractor is required to clean rugs and floors in the dining room floors, storage, kitchen and snack bar using cleaning products approved by the University.
4.5.2 The Contractor will ensure that all employees are trained in the highest standards of sanitation and safety and supervised in a "clean as you go" policy that will result in a clean and orderly facility at all times.
4.5.3 The Contractor will develop, implement, and update cleaning and sanitation schedules for all equipment and areas as assigned. Cleaning must be sufficient to provide protective maintenance against unnecessary deterioration, and provide a clean, neat, and sanitary appearance. Upon review and approval by the University, schedules will be posted and implemented within 30 days of the beginning of the Contract.
4.5.4 The Contractor will be responsible for routine cleaning of the hood exterior and interior surfaces and filters. The University will retain responsibility for all maintenance functions for the hood and fire extinguisher system.
4.5.5 When the Dining Service areas are closed for University holidays, these areas will be left in a clean and ready-for-inspection condition.
4.5.6 The Contractor will be responsible for providing, cleaning, and maintaining an adequate inventory of table linens, employee uniforms, aprons, towels, and other related dining service linens.
4.5.7 The Contractor will be responsible for providing food handler certificates and/or medical examinations as required by law and will make such records available for review upon University request.
4.5.8 Employees will be in uniform and wear a visible nametag identification at all times while on duty. Management will be appropriately dressed (but not necessarily in uniform) and wear nametag identification. The Contractor's employees will be neat and tidy in appearance and will follow established hygiene legal mandates and food service industry best practices in the handling of food.
4.5.9 The Contractor will not allow employees to work with known illnesses (which are transmitted through the air or via the food products, equipment, or other mediums), open sores, or other symptoms. Any contagious disease such as hepatitis must be reported immediately to the University.
4.5.10 The Contractor will be responsible for all costs and maintenance of insect and pest control in all assigned areas for production, service, and storage.
4.5.11 The Contractor will comply with both present and future recycling programs as adopted by the University. The Contractor is expected to recycle or donate excess food, packaging, and other items as they comply with University policies and meet state and local sanitation and safety regulations. The University has provided bins for recyclables. It will be the Contractor’s responsibility to remove such items from its spaces to the proper receptacles at their respective loading dock locations.
4.5.12 The Contractor will immediately report fires, unsafe conditions, thefts, and security hazards to the University. The Contractor will immediately fix and/or report any citations by local, state, or federal agencies including those identified by the University.
4.5.13 The University reserves the right to periodically conduct an unannounced inspection with or without the Contractor. Consultant inspectors for all state and local authorities and from the University will have complete cooperation from the Contractor. When state and local authorities arrive for inspection, the University will be notified and, whenever practical, will be present for the inspection. A copy of the inspection report will be transmitted by the Contractor to the University within 72 hours of receipt. Within five (5) working days, the Contractor will provide the University with a written report of corrective action. In the event that corrective action is a joint responsibility, the Contractor will notify the University of its responsibility in the matter and will work with the University in the implementation of such action.
4.5.14 The University will furnish and maintain fire extinguisher equipment and supplies. The Contractor will notify the University immediately after any fire extinguisher use or discharge.
4.5.15 The University will provide for the removal of trash and garbage. The Contractor will cooperate with the University in minimizing disposal costs. Storage of refuse and recycling should be in appropriate clean containers and in unobtrusive areas of the facility, not in the production or dining areas.
4.6 SPACE USE
4.6.1 The University retains the right, without unreasonably interfering with normal food service, to use the dining areas for a variety of activities that may or may not be food service related. The University will notify the Contractor prior to such usage. The University will perform appropriate setup and cleanup with no cost charged to the Contractor. Facilities will be restored to conditions mutually satisfactory to the Contractor and the University at the conclusion of the non-food service use.
4.6.2 When the Contractor uses areas which are not assigned to it pursuant to this Contract, or which are not primarily intended for dining service, e.g., meeting rooms and lounges for such purposes (cater meals, receptions, etc.), the Contractor will perform the appropriate setup and cleanup for that area. Facilities will be restored to conditions satisfactory to the University before the next scheduled use of the area. This includes maintenance and sanitation of the area, furniture rearrangement, and equipment and trash removal.
4.7 SECURITY5.7SECURITY
4.7.1 The University will provide general security to the campus locations occupied by the Contractor. It is agreed that the campus locations assigned to the Contractor are for use solely to fulfill the Contractor's duties, and that the Contractor will, at all times, keep University’s facilities secured. In the event the Contractor is required to share premises, e.g., when a cafeteria dining room is used for programming, the University will return the dining room to its standard of security during those times when the Contractor 's portion of the facility is closed. The Contractor will be responsible for any loss or damage resulting from the Contractor's failure to provide adequate security under these circumstances.
4.7.2 The Contractor will be responsible for accounting for the location of any keys or locking devices provided to the Contractor at the onset of the contract. The Contractor will be responsible for the cost of replacement of lost keys. If the University determines that keys lost by the Contractor or its employees could compromise campus security, the Contractor will be responsible for paying all costs associated with re-keying designated locations. Prior to the commencement of the Contract, or at any time during the Contract term, the Contractor may request the University to re-key the facilities with the Contractor paying any costs of such re-keying.
4.7.3 The Contractor will be responsible for immediately reporting to the University Police any break-ins or unauthorized entries into the food service areas and all property losses associated therewith. The Contractor will be responsible for reporting to the University all accidents involving its staff or customers and all disputes or behavioral incidents involving staff or patrons that occur in or around the premises.
4.8 MARKETING5.8 MARKETING
4.8.1 Within any applicable tax codes, the Contractor will partner and cooperate with the University to regularly develop and implement advertising and promotional efforts to increase the visibility and image of the University Dining program to the faculty, staff, and students. The University will reasonably cooperate with the Contractor in promoting and merchandising services and products to attract more customers and to more fully utilize the dining services.
4.8.2 The Contractor will be responsible for all costs associated with advertising and promotional efforts through printed or other media vehicles. At a minimum, the Contractor will disseminate student, faculty, and staff information brochures, catering menus, and other communications as shall be mutually agreed upon.
4.8.3 All advertising and promotional efforts will be coordinated through, and reviewed by, the University prior to publication and distribution, and will be limited to campus media intended for students, staff, guests, and faculty of the University.
4.9 CUSTOMER MONITORING5.9CUSTOMER MONITORING
The Contractor will cooperate with the University in monitoring customer
satisfaction for value received through an objective evaluation system involving customer representation from a cross section of the University community, including University guests. All satisfaction survey instruments used must be approved by the University prior to distribution.
4.10 FOOD SERVICE ADVISORY
A Food Service Advisory Committee will be established for each campus and will include representatives of both contract board and retail operations customers. The Contractor will regularly meet with Food Service Advisory Committee members to discuss a variety of issues including, but not limited to, menus, pricing and portions, menu specials, premium and festive meals, preparation and service standards and practices, hours, trends, and news of the food service industry.
4.11 NUTRITION AWARENESS5.11NUTRITION AWARENESS
4.11.1 A nutrition awareness program planned and executed under the leadership of the Contractor shall be provided as a self-education tool and shall be designed to communicate in a positive, upbeat style through a variety of informational formats, the need for a commitment to lifelong maintenance of good health through correct eating habits and physical activity. The program shall meet the following minimum requirements:
Provision of nutritional analysis, by portion, of each menu item, to indicate amounts of calories, fat (animal fat must be clearly identified), sodium, sugar, carbohydrates, etc. This information must be posted by the serving area of the food items. Availability of recipe files for customer review of nutrition information is a requirement.
4.11.2 To accommodate the food service customers' preferences the Contractor's on-site management should have the ability to alter recipes for reduction of certain ingredients especially salt, fat, and sugar, or corporate headquarters should provide recipes for such alterations to address the regional needs of the campus. All condiments shall be available, however, for students who prefer hot and spicy, sweet, s