UCSD RFP #0821MBS
Catering for Rady School of Management
PART 3
RFP #0821MBS
SPECIFICATIONS, EVALUATION CRITERIA, PROPOSER QUALIFICATIONS, COST
PROPOSAL FORM
I.0 INTRODUCTION
The FlexMBA program (“Program”) of the UCSD Rady School of Management is a 24-month 44week degree program for mid-career and senior-career working professionals in the greater San
Diego metropolitan area. The Program will be offered on an alternate weekend schedule with fullday class sessions on Friday and Saturday. Each weekend, approximately 110 students are in
attendance.
The FlexMBA program (“Program”) of the UCSD Rady School of Management is a degree
program for mid-career and senior-career working professionals in the greater San Diego
metropolitan area. It is offered in two formats . The FlexMBA Weekend is a 24-month 44-week
format offered on an alternate weekend schedule with full-day class sessions on Friday and
Saturday. Each weekend, approximately 110 students are in attendance. The second format,
FlexMBA Evening is a 30 month, evening only program delivered two nights per week. Each
night approximately 45 students are in attendance.
The Rady School is located on the UCSD campus in La Jolla at Otterson Hall, the Rady School of
Business, next to the RIMAC parking lot and just off of North Torrey Pines Road.
In order to provide an environment conducive to building strong relationships among members of
the class, the Program provides meals on the Friday and Saturday of each class weekend.
The Program Friday schedule includes breakfast, lunch, p.m. snack, and dinner. The Saturday
schedule includes breakfast, lunch, p.m. snack, and some dinners. The Program weeknight
schedule includes a dinner on Tuesday and Thursday night. Other special events, i.e., sit-down
dinners and receptions may be required as well.
2.0 SPECIFICATIONS
2.1 DESCRIPTION OF THE FACILITIES
The set-up area for food service will be on the 2nd Floor of Otterson Hall. Load-in will require an
approximate 10-yard walk from Ridgewalk walkway to the Multipurpose room. There is an area
to unload and drop off behind the student library. . The caterer will not have access to kitchen
facilities and must plan accordingly. The multipurpose room has an interior door into a mid-sized
conference room with air-conditioning, but inoperable windows, which will be used to set-up,
warm (if necessary), and serve each meal or snack buffet-style. The University will provide
approximately 30 six-foot tables for the student diners and 3 six-foot tables for the caterer for setup. The student dining tables will be in the multipurpose room. Students will make up their plates
and carry them to the table they choose. There will be limited storage space for the caterer’s use.
This storage space is in a lockable space 10 feet down a hallway and could be used by mutual
agreement for during-the-week storage of caterer's items such warming & serving trays as well as
accessory items such as cups and napkins. Caterer will be given a key to this space. The
Multipurpose room is set on a timer and will open and lock accordingly each day.
2.1.1 WALK-THRU: A pre-submission walk-thru will take place on the 2nd floor of the Rady
School on Monday, July 7, 2008 at 10:00 a.m. All interested parties are to meet at the2nd
floor Multipurpose room #2S117 area of the Rady School. Metered parking is generally
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UCSD RFP #0821MBS
Catering for Rady School of Management
available in the RIMAC parking lot. Please be on time. To access a campus map, please
see: http://maps.ucsd.edu/Default.htm
2.2 MANDATORY REQUIREMENTS
2.2.1 The caterer must be able to provide all the meals for approximately 110 students for Friday
and Saturday, i.e., breakfast, lunch, p.m. snack, and dinner on Friday and breakfast, lunch, and
p.m. snack on Saturday. The meal/snack times are approximately as follows:
Breakfast
Lunch
p.m. snack
Dinner
7:15-8:00 a.m.
11:45 a.m.-1:00 p.m.
2:00 p.m.
6:30-7:30 p.m.
2.2.1.1 Meal times are subject to revision based on week-by-week adjustments in class
schedules, may differ from weekend to weekend, and may be subject to adjustment up to 24
hours before the meal. In addition, the meals may start and end at later times due to the overrun
of classes. The caterer must be flexible enough to adjust accordingly.
2.2.2 All meals will be served buffet style.
2.2.3 The caterer must be able to provide a variety of food options at each meal sufficient to
address the needs of the students, i.e., vegetarian, vegan, kosher, high protein, low
carbohydrate, low fat, low calorie, etc. Breakfast must have an emphasis on protein and other
meals must have an overall emphasis on low carbohydrates. This is subject to change; however,
UCSD staff will work with the caterer to address the specific needs and changes as they occur.
The meals options must be diverse enough so that they do not repeat within a span of 2 months.
The caterer should provide at least one “specialty item” each quarter. The university and the
caterer will meet regularly to discuss planned menus and options.
2.2.3.1 The caterer must offer the following beverages and ice throughout the day: bottled water,
soft drinks (regular, diet, caffeine-free, combinations thereof), coffee, and tea.
2.2.3.2 The caterer must be able to provide snacks, such as fresh fruit, chips, cheese and
crackers, and cookies.
2.2.4 The caterer must provide:
o
o
o
o
o
o
Linens for all tables, including student tables and set-up tables; clear plastic covering
over the tables is acceptable
Plastic utensils (high quality, heavy duty);
Paper plates of suitable quality for the food served;
Paper napkins (dinner size for meals, cocktail size for snacks);
Cups ((Styrofoam cups or paper for hot drinks, plastic for cold drinks); lids; stirrers;
straws)
All equipment and ancillary needs of the meals.
2.2.5 The caterer will be responsible for timely and appropriate set-up of the area. After each
meal/snack period, the caterer shall also be responsible for the immediate restoration of facilities
used for catered events to the satisfaction of the university. Restoration shall include, but not be
limited to, cleaning and sanitation of the area, removal of equipment (unless otherwise agreed to
by the university), disposal of unused food, trash removal, and repair of any facility damage
caused by the caterer.
2.2.6 Trash cans will be provided; however, the caterer is responsible for emptying them and relining them after each meal so that the next meal’s trash can be accommodated. The caterer is
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UCSD RFP #0821MBS
Catering for Rady School of Management
not required to haul the trash off the premises, but is required to deposit the trash, properly
secured, in an appropriate collection area, as designated by UCSD, on the same floor.
2.2.7 The caterer shall insure adequate and expert management/supervision of its employees at
each meal. Employees shall have visible identification and be dressed in clean, appropriate
clothes. Employees shall perform services in a proper, professional, and dignified manner as
appropriate in the context of an institution of higher education. The caterer shall insure the
highest level of customer service from all of the catering staff.
2.2.8 The caterer is responsible for obtaining parking permits for catering employee vehicles
from the UCSD Transportation and Parking Services Office. The Regents of the University of
California and State Assembly actions require that all vehicles parked on University of California
campuses be registered and be subject to a fee sufficient to cover the cost of construction,
maintenance, and administration of parking facilities. All vehicles are subject to the policies set
forth in http://adminrecords.ucsd.edu/ppm/docs/545-2.html. UCSD Transportation and Parking
Services Office: (858) 534-4223.
2.2.9 Sustainability is part of the University mission, and it is critical that proposers understand
the commitment that the University has made to this issue. Food vendors who support this
concept are specifying products from farms that produce food in environmentally friendly and
socially responsible ways, and educating consumers and others in the food systems about the
benefits of sustainable agriculture. These farms should comply work diligently to:
. Reduce or eliminate pesticides
. Conserve soil and water
. Protect and enhance wildlife habitat
. Provide safe and fair working conditions
. Provide healthy and humane care for livestock.
Additional consideration will be given to those proposals that demonstrate the ways in which they
will help the University attain its sustainability goals. A more detailed description of sustainability
issues and recommended practices to meet sustainability goals are outlined in the UC Policy on
Sustainable Practices.
2.2.10 Optional:
2.2.10.1 UCSD may require that the caterer assign an individual to be present at all times during
the meals. The caterer must be able to provide a representative to be present during all meals in
order to respond to questions about the food preparation and content and to address any
concerns that might arise.
2.2.10.2 UCSD may elect not to have the caterer provide snacks and bottled/canned beverages,
such as sodas and water.
2.3 TERM OF AGREEMENT. The initial term of the contract shall be one year beginning on
Friday, August 30, 2008 through August 29, 2009. The university will offer two one-year options
to renew the contract with mutually agreed upon terms and conditions.
3.0 EVALUATION CRITERIA
The evaluation process will be conducted in two phases. In Phase 1, the following criteria will
be evaluated by the evaluation team. All Proposers must respond to each paragraph, referencing
the appropriate paragraph number, in their Technical Proposal. Please see RFP Part 1 for
information regarding the preparation of the Technical Proposal. In Phase 2, only the top 3-5
Phase 1 scorers will be invited to present at a taste test.
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UCSD RFP #0821MBS
Catering for Rady School of Management
PHASE 1
3.1 MENU OPTIONS
3.1.1 Provide a complete listing of menu choices to include any diet conscious, ethnic foods,
and/or specialty items. (DO NOT INCLUDE PRICES.)
3.1.2 Provide a complete list of snack options. (DO NOT INCLUDE PRICES.)
3.1.3 Provide a complete list by brand name of bottled water, soft drinks (regular, diet, caffeinefree), coffee, and tea that you make available. (DO NOT INCLUDE PRICES.)
3.1.4 Based on the information provided under 2.2.3, above, describe how you will meet the
requirements. Provide sample meal menus (for each breakfast, lunch, and dinner) for a twomonth period. (DO NOT INCLUDE PRICES.)
3.1.5 Discuss deadlines or lead times you require for weekly adjustments to the menu.
3.1.6 Based on the information provided in 2.2.9 above, describe how you meet sustainability
criteria.
3.2 COMPLAINT RESOLUTION
Provide your written policy related to resolving client complaints and service failures.
3.3 PROVISION OF ATTENDANT
State whether you would be able to provide a representative of your company to be present at all
meal (not snack) times. (See Section 2.2.10.1, above.)
3.4 SPECIAL SERVICES
Provide detailed information regarding special services or off-site facilities you can offer for
special events and sit-down dinners. (DO NOT INCLUDE PRICES.)
3.5 MANDATORY REQUIREMENTS
Discuss each mandatory requirement set forth under Section 2.2, above, and specify how you
expect to meet each requirement.
PHASE 2
3.6 QUALITY OF FOOD AND PRESENTATION
The Proposers will also be evaluated on the quality of food, presentation (including aesthetics,
quality of utensils, plates, cups, and glasses), and the attendant. The University may invite
between three and five proposers with the highest points (based on the scores received for
evaluation criteria under Sections 3.1-3.5, inclusive) to present foods (and to provide sample
plates, napkins, cups, etc.) selected by the Evaluation Team as part of the evaluation process.
The points for the quality of food and presentation will be added to the first round of scores.
Thereafter, a cost-per-quality-point calculation will be performed. The presentations will take
place at the Rady School the weekend of August 5 and 6 and/or August 19 and 20, subject to
change. Proposers will be required to present samples for each course sufficient for 10 persons
to taste test. The Proposers must have present at the tasting the staff member to be assigned to
this account (see Paragraph 2.2.9.1 and Paragraph 3.3, above). Proposers participating in this
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UCSD RFP #0821MBS
Catering for Rady School of Management
part of the evaluation process will do so entirely at their own expense. Proposers must state in
their technical proposal their willingness to participate in this process.
4.0 PROPOSER’S QUALIFICATIONS
4.1 Provide:
4.1.1 a copy of the current year health inspection certificate
4.1.2 a copy of your license to do business in the state of California
4.2 Provide a description of your firm’s background and history. Please include principals of the
firm and their backgrounds. Describe ownership structure and provide relevant information.
4.3 Provide a list of all corporate offices and indicate which office will service this account(s).
4.4 Provide a broad overview of your firm, including any parent, affiliated or subsidiary company,
and any business partners. Provide an organization chart of your firm and describe the
relationship between each component of your firm.
4.5 Disclose in detail anything that may create a conflict or appearance of a conflict of interest.
4.6 Disclose whether, within the last five years, your organization or an officer or principal has
been involved in any business litigation or other legal proceedings. If so, please provide an
explanation and indicate the current status or disposition.
4.7 Provide a description of the level of coverage of professional liability insurance your firm
carries. List the insurance carrier(s) supplying coverage.
4.8 List of all current clients covered by the individual(s) that will cover this account.
4.9 Provide a description of your firm’s experience with other government/university
organizations.
4.10 List the names and address of all clients who have terminated your relationship for
performing similar services as detailed in this RFP during the past three years and their reasons
for doing so. Please include the name, title, and telephone number of the contact person.
4.11 Provide a statement defining the scope and size of events for which the company is
adequately trained and staffed to cater.
4.12 Provide references only for the event categories listed below that represent the types of
events your company can cater:
4.12.1 Event Categories
A. Most recent informal event with more than 110 attendees
B. Most recent formal event with 100-200 attendees (i.e., lunch, dinner, banquet,
reception, etc.)
4.12.2 Provide the following for each reference:
A.
B.
C.
D.
E.
Client name and phone number
Date of event
Location of event
Number of attendees
Provide entire menu of items
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Catering for Rady School of Management
F. Provide photographs (if available)
G. Describe type of event/style of service
4.13 Provide a brief description of key catering management and culinary staff (no more than
one page each) detailing experience, education/training and certifications/awards (within the last
five years).
4.14 UCSD reserves the right to conduct telephone interviews of Proposer’s customers and onsite interviews (at Proposer’s customer sites) and to inspect Proposer’s food preparation facilities.
4.15 Provide the name and education/training of individual to be assigned under Section 3.3,
above.
End of Proposer’s Qualifications
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UCSD RFP #0821MBS
Catering for Rady School of Management
5.0 COST PROPOSAL FORM
(DO NOT INCLUDE THIS FORM WITH YOUR TECHNICAL PROPOSAL)
This Cost Proposal Form must be submitted as instructed in RFP Part 1. Please
provide only the information requested and in the manner requested. To do
otherwise, might result in the rejection of your proposal. Please do not add to this
form any information not specifically requested.
This form is locked; therefore, you will need to use your tab or arrow key to move from
box to box to provide the requested information.
COST PROPOSAL FORM
UCSD RFP #0516DWB
CATERING SERVICES FOR THE RADY SCHOOL OF MANAGEMENT
PART A
YOU MUST PROVIDE PRICING FOR EACH ITEM, OTHERWISE YOUR PROPOSAL MAY
BE REJECTED.
The pricing must be all-inclusive; therefore, each price must include the cost for
o Linens for all tables, including student tables and set-up tables
o Plastic utensils (high quality, heavy duty);
o Paper plates of suitable quality for the food served;
o Paper napkins (dinner size for meals, cocktail size for snacks);
o Cups (Styrofoam cups (or paper for hot drinks, plastic for cold drinks), lids,
stirrers, straws);
o all equipment and ancillary needs for each meal;
and any and all other costs associated with providing the services under this RFP.
Breakfast
Cost
Assortment of breakfast Pastries, Muffins,
and assorted Bagels, Cream Cheese,
Butter, Jam, Seasonal Fresh Fruit, Orange
Juice, Starbucks Coffee, Decaf,
Bottled/Canned Beverages, and Celestial
Seasons Teas, assortment with
sweeteners and creamers.
Scrambled Eggs, Home-fried Potatoes.
Choice of Bacon, Sausage Links, or
Morningstar Vegan Sausage Links (2).
Assortment of Breakfast Pastries and
Muffins, Butter, Jam, Seasonal Fresh Fruit,
Orange Juice, Starbucks Coffee, Decaf,
Bottled/Canned Beverages, Celestial
Seasons Teas with sweeteners and
creamers.
Cost per person: $
Cost per person: $
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UCSD RFP #0821MBS
Catering for Rady School of Management
Snack (optional*)
* This option is exercisable solely by UCSD.
You must provide pricing. If you fail to provide
pricing, your proposal may be rejected.
Milk
Whole • Nonfat • Low Fat • Chocolate
Soft Drinks
Coke • Diet Coke • Sprite • Diet Sprite •
Dr. Pepper • Diet Dr. Pepper • Minute
Maid Orange
Lipton Ice Tea
Bottled Spring Water
Snapple
Granola Bars
Whole Fruit
Individual Low Fat Yogurts
Lunch
Cost per person: $
Box Lunch
Choice of: Roast Beef/Turkey/Ham /Albacore
Tuna Salad / Chicken Salad • Vegetarian with
Pesto and Cheese • Chef’s Side Salad, fresh
fruit cup, and bag of chips • Oreo Cookies •
Bottled/Canned Beverages
Sandwich Buffet
Roast Beef, Ham, Turkey Breast, Cheddar
Cheese, and Swiss Cheese-Assorted
Sandwich Breads • Lettuce, Tomatoes, Olives,
and Pickle Spears • Choice of: Potato Salad /
Coleslaw / Bean Salad / Bow-tie Pasta Salad •
Bags of Chips • Choice of Brownies or Cookies
• Bottled/Canned Beverages
Dinner
Cost per person: $
Bow-tie Pasta tossed with seasonal fresh
Vegetables and Pesto; Mixed Greens, Caesar
Salad, tomato soup with fresh Breads, Rolls,
and Butter; broccoli and cauliflower; vanilla ice
cream. Iced Tea, Starbucks Coffee, Decaf,
Bottled/Canned Beverages, and Hot Tea
Grilled Salmon; Mixed Greens, Caesar Salad,
tomato soup with fresh Breads, Rolls, and
Butter; baked potato (with choice of butter and
sour cream) and broccoli; vanilla ice cream.
Iced Tea, Starbucks Coffee, Decaf,
Bottled/Canned Beverages, and Hot Tea
Rack of Lamb; Mixed Greens, Caesar Salad,
tomato soup with fresh Breads, Rolls, and
Butter; baked potato (with choice of butter and
sour cream) and broccoli; vanilla ice cream.
Iced Tea, Starbucks Coffee, Decaf,
Bottled/Canned Beverages, and Hot Tea
Cost per person: $
Cost per person: $
Cost per person: $
Cost per person: $
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UCSD RFP #0821MBS
Catering for Rady School of Management
Grilled Chicken; Mixed Greens, Caesar Salad,
tomato soup with fresh Breads, Rolls, and
Butter; baked potato (with choice of butter and
sour cream) and broccoli; vanilla ice cream.
Iced Tea, Starbucks Coffee, Decaf, ,
Bottled/Canned Beverages and Hot Tea
One (1) On-Site Representative During Meals
(optional*)
TOTAL COST
Cost per person: $
Daily cost
$
$
(ADD ALL THE COSTS TO OBTAIN THE
TOTAL COST.)
Company Name
_________________________________________________________________
Authorized Signature
Print Name
Date
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UCSD RFP #0821MBS
Catering for Rady School of Management
COST PROPOSAL FORM
UCSD RFP #0516DWB
CATERING SERVICES FOR THE RADY SCHOOL OF MANAGEMENT
PART B
SECTION ONE
1. For each response to Sections 3.1.1-3.1.4, inclusive, provide a price list.
2. The prices on the undersigned’s price lists include all items necessary for a successful
catered event including, but not limited to, attendants, tablecloths, table skirts, dishware,
plasticware, hot boxes, cold boxes, ice, chafing dishes, other serving implements, and all
other costs associated with providing the services under this RFP.
Yes.
No.
If No, identify the items and list the additional cost of such items:
(You may attach a separate sheet and include it with your Cost Proposal.)
Costs which have not been identified in the Cost Proposal will not be allowed.
Please make sure you read the RFP carefully so you understand
all aspects of the services hereunder.
***************All prices must remain firm for one year.*******************
SECTION TWO
For your response to Section 3.4, provide menu options, a price list, details of the dining
facilities, and any other relevant information for special occasion catering and sit-down
dinners.
The undersigned certifies that all costs necessary to provide, or ancillary to, the services set forth
in this RFP have been included either in the price list or have been separately stated under Part
B, Section One.
Company Name
_________________________________________________________________
Authorized Signature
Print Name
Date
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