Food Service Operations RFP
Cost Worksheet
Page 1
Dining and Food Service Operations RFP
University of West Georgia
This Cost Sheet must be included with the electronic submission in the order prescribed below
Section 1 - Project Budget/Cost Proposal
Provide a pro forma operating budget consistent with the information provided in the tabs
below. Include the modification that would result if UWG chooses to exercise the 24/7 concept
identified in section #8 below. The budget must include gross revenue from all sources,
including all rebates and or discounts received at the local or corporate level from food,
supplies and equipment purchases made to support the UWG Food Service Program,
operating supplies and expenses, overhead, guaranteed revenue and commission based
revenue to be paid to UWG.
Section 2 - Provide pricing for meal and debit plans and Door Rates:
Meal Plans
7
*Unlimited - unlimited meals at dining halls with
$200 flexible dining dollars
Wolves - 14 meal/week plan at dining halls with
$250 flexible dining dollars
Basic - 14 meal/week plan at dining halls with $0
flexible dining dollars
Cub - 10 meal/week plan at dining halls with $300
flexible dining dollars
Pup - 7 meal/week plan at dining halls with $150
flexible dining dollars
Budget - 5 meal/week plan at dining halls with $100
flexible dining dollars
**Meals for Athletics/Band during nonacademic
periods (Typically 2 weeks prior to Fall Semester)
8
**Meals for resident Summer Camp or Conference
attendees June/July
1
2
3
4
5
6
Rate per
Plan per Day
Rate per
Plan Sold
9
10
11
Estimated
Plan Days
per Year ***”
164800
$
370800
$
82400
$
144200
$
103000
$
82400
$
3000
$
20000
Estimated
Plans/Year
$
500
$
300
$
1300
$
900
$
Block 50 – 50 meals per semester at dining halls
with $0 flexible dining dollars
Block 20 - 20 meals per semester at dining halls
with $0 flexible dining dollars
Debit Plan - $200 per semester flexible dining
dollars
Debit Reload - $50 flexible dining dollars
12
Total of All Estimated UWG Meal Plan Costs
Door Sales (Retail)
13
14
15
Extended
Cost to UWG
$
Faculty/Staff
Guest Rate
Rate
$
$
Breakfast
$
$
Lunch
$
$
Dinner
* Current Unlimited Plan is for 19 meals. Respondent’s Price must be for a true unlimited plan
**Rates cannot exceed the Block 20 Rate.
Food Service Operations RFP
Cost Worksheet
Page 2
***Estimated Plan Day quantities were calculated by multiplying annual Board Days (206) by
the estimated annual meal plan sales.
UWG will apply a predetermined Participant Cost or markup to each of the meal and debit plans (#1
thru #12) to calculate estimated revenue.
Section 3 - Provide a complete menu with prices and portion sizes for each of the following Retail Point
of Sale Operations. Include five Meal Equivalents (ME’s) from each Operation and the average Retail
Price of all five ME’s for each Operation. Modification of any of the ME’s submitted with the proposal are
subject to prior UWG approval.
Menu Style
Average Retail Price - 5 MEs
Evaluation Qty
Extended Cost
$
(1) Burgers
$
(2) Chicken
$
(3) Southwest
$
(4) Italian
$
(5) Oriental
$
(6) Hot/Cold Sandwich
Total Cost $
Section 4 - Provide a complete menu with prices and portion sizes for each of the following catering
service levels
Catering Service Levels
Median Menu Price
Times Minimum Order
Quantity
Price Range at
Minimum Order
Levels
Cost Effectiveness
to be Determined by
UWG*
tier one: no frills pick up
catering menu with prices
tier two: student catering with
prices
tier three: executive or served
catering with prices
*UWG will evaluate the Cost Effectiveness of the Catering Services offered and assign a grade of 1, 2 or
3 (Poor/Average/Exceptional) to each response. Respondents with overall scores of 8 or more will
receive 30 points. Respondents with overall scores of 6 or 7 will receive 15 points. Respondents with
overall scores less than 6 will receive 0 points for Tab 4. Any UWG Score of 1 or 3 will be accompanied
by an explanation for the score.
Section 5
(1) Contractor shall submit a rebate(s) based on ___% of total non-Board sales paid monthly, within
60 days of the end of each month of the contract except that for the final two months of the contract or
renewal period if the contract will not be renewed or extended, Contractor shall submit a rebate at the
beginning of the month based on the same percent of total sales for the prior month. Respondent may
offer different rebate percentages for each category of non-Board sales; Retail Fast Food and Beverage,
Catering, Concessions, POD and POD/Convenience Market. However, for purposes of evaluating
potential revenue UWG reserves the right to reject variable rebate offers and apply the lowest rebate
percentage to all non-Board sales categories.
(1a) Optional rebate percentages Retail Fast Food and Beverage ___%, Catering ___%, Concessions
___%, POD ___% POD/Convenience Market ___%.
Total Calculated Non-Board Rebates based on pro forma:
$ ____________________________
(2) Contractor acknowledges by submission of this Cost Sheet that they understand and agree to
abide by the profit sharing arrangement included in this Cost Sheet and will provide the necessary
annual Profit and Loss Statement for UWG within 60 day of the end of the fiscal year.
Food Service Operations RFP
Cost Worksheet
Page 3
The Contractor’s profit shall be divided according to the schedule below. The fiscal year basis for
accounting shall be from July 1 through June 30. In the event the contract ends prior to June 30, the
profit for the partial year is determined and subject to this provision. Profit is defined as total revenues
less personnel, food, direct and indirect expenses currently accounted for on the Contractor’s monthly
financial statements. The ADMIN contribution shall be the same as submitted in the Proposal operating
budget, but not to exceed five (5) percent of gross revenues.
Profit Percentage
Profit Split
7.00% - 8.00%
70% contractor 30% University
8.01% - 10.00%*
50% contractor 50% University
10.01% ++
100% University
(2a) - Provide a list of direct and indirect expenses that may be charged to the account. For the
purposes of calculating profit split the following direct and indirect expenses will not be included:
1) The expense of payroll computations and disbursement of payroll.
2) Wages and salaries of home office employees and general administrative executive and
management officers.
3) Additional fees associated with the administration or management of the account.
4) Monies or other property, lost or stolen, either on or off the University’s premises.
5) Inventory interest or carrying costs.
6) Legal expenses.
7) All taxes except for payroll taxes and subsidy taxes.
8) Depreciation charges for any equipment owned and/or purchased on-site by the contractor.
9) Management relocation costs.
10) Training expenses related to management or operations personnel.
11) Discounts received at the corporate level for purchase made by the account will be added
back as revenue at the local account.
Section 6 - Describe any additional programs or services to be offered within the scope of this RFP,
complete with implementation plans, hours, menus, prices and other related information. Please list any
costs associated with concept implementation and who would pay these costs, Contractor or UWG.
Section 7 - Provide a complete description of any alliance services the Contractor will offer over and
above those required by this RFP. These could include donation of scholarships, internships, capital
campaign donations, catering and others.
Section 8 - Provide a proposal including any additional costs for operating the East Commons
Dining Hall (ECDH) on a 24/7 basis. The proposal must specify plans that would qualify for 24/7
meals as well as Door Rates for non-plan customers
COST PROPOSAL EVALUATION SUMMARY
UWG will calculate and score the Cost Proposal based on the following:
1 - Project Budget/Cost Proposal
Complete and accurate pro forma operating budget that is consistent in all respects with the data
provide in the RFP and cost proposal and does not require clarification will not result in reduced
points.
Pro forma operating budget that is not complete or consistent in all respects with the data
provided in the RFP and cost proposal and requires clarification will result in a reduction of 30
Cost Points.
Incomplete or materially inaccurate pro forma operating budget that is not consistent in all
respects with the data provide in the RFP and cost proposal and cannot be corrected with a
clarification will result in a reduction of 300 Cost Points.
Food Service Operations RFP
Cost Worksheet
Page 4
Section 2 - Provide pricing for meal and debit plans and Door Rates
UWG will apply a predetermined Participant Cost or markup to each of the meal and debit plans
(#1 thru #12) to calculate estimated revenue.
Section 3 – Retail Operations Providing ME’s
Submittal with complete and accurate information and data that is consistent with the pro forma
operating budget and the information and data provide in the RFP that does not require
clarification will not result in reduced points.
Submittal with incomplete or inaccurate information or data that can be logically explained with a
clarification will result in a reduction of 30 Cost Points.
Submittal with incomplete or inaccurate information or data that cannot be corrected with a
clarification will result in a reduction of 100 Cost Points.
Section 4 - Catering
UWG will evaluate the cost effectiveness of the Catering Services offered and assign a grade of
1, 2 or 3 (Poor/Average/Exceptional) to each response. Respondents with overall scores of 8 or
more will receive 60 points. Respondents with overall scores of 6 or 7 will receive 30 points.
Respondents with overall scores less than 6 will receive 0 points for Tab 4. Any UWG Score of 1
or 3 will be accompanied by an explanation for the score.
Section 5 - Rebate of a percentage of non-Board sales
Total Calculated Non-Board Sales Rebates based on pro forma
Section 6 - Additional Programs
UWG will add the amount of any guaranteed revenue associated with these programs as long as
they can be adopted within the first year of operation, are consistent with the Food Service
Program and are not otherwise prohibited.
Section 7 - Alliance Services
UWG will add the amount of any guaranteed revenue associated with these programs as long as
they can be adopted within the first year of operation, are consistent with the Food Service
Program and are not otherwise prohibited.
Section 8 – ECDH 24/7 Concept (optional concept may not be implemented)
UWG will subtract any additional costs or reduction in calculated or guaranteed revenue to
determine the Total Revenue point score.
TOTAL AVAILABLE REVENUE GENERATING POINTS: Sections 2+5+6+7-8 - 240 Points
TOTAL AVAILABLE COST EFFECTIVENESS POINTS: Section 4
- 60 Points
PENALTY POINT REDUCTION: Sections 1 & 3
30 to 300 - Points
By submitting a proposal Respondent agrees that, if awarded a contract all retail prices,
increases, menu items and menu changes are subject to prior UWG approval.
Submitted by: Offeror
___________________________________________________________________________
Authorized representative submitting response:
_____________________________________________________