University of California, Santa Cruz Request for Interest (RFI) Café Operator for the UC Santa Cruz McHenry Library Global Village Café

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1 University of California, Santa Cruz Request for Interest (RFI) Café Operator for the UC Santa Cruz McHenry Library Global Village Café Issuance Date: Monday, September 27, 2010 Due Date: Monday, October 18, 2010 PURPOSE The University of California Santa Cruz (UCSC) is seeking interest from local Santa Cruz County café and food operators who wish to be considered as a cafe operator at the UCSC location known as McHenry Library Global Village Café (GVC). GENERAL INFORMATION McHenry Library is currently constructing a new 862 square foot indoor cafe area with access to full plumbing and electrical service that is scheduled for completion in Fall 2011 with the contract awarded in July 2011 and opening date September 2011 (dates are subject to change depending on construction schedule). In addition, the Library entry lobby area of 3,750 square feet will be used for seating approximately 80 patrons. Additionally, an adjacent outdoor patio area may allow additional seating for patrons of the Café. McHenry Library and the GVC are operating within the same area and share two separate entrances. The GVC is accessible to all patrons during Library hours of operation. McHenry Library is centrally located on campus. Please refer to the following link to the campus map: Refer to Attachment A, B, and C for a copy of the Global Village Café floor plans, GVC equipment list, and McHenry Library Hours of Operation. UCSC Demographic Data UC Santa Cruz has a current enrollment of more than 16,000 graduate and undergraduate students. In addition, UCSC employs approximately 4093 administrative staff and faculty. Over 6600 students, faculty, and staff live on campus. The campus is expected to grow beyond its present size by an estimated 3% annually, up to 19,500 students. We anticipate the GVC will serve a variety of customers including students (85%), faculty, staff, and other visitors (15%). On average, over 1,100 patrons visit McHenry Library on a daily basis during the fall, winter, and spring quarters. Most students with a campus meal plan will have a cash balance (Flexi dollars) that can be used in any campus restaurant.

2 Current UCSC Food Service Operations During the regular session (late September to mid June), dining service is provided (cash and credit card sales) in other campus locations. These facilities are mentioned below and included for informational purposes only; they are not part of the bid. Most of these are closed during the summer months (mid June to late September). Their operational hours are variable depending upon their type of service, target population, and university needs. Most offer day, evening, and weekend service. They are as follows: 5 Dining Halls - operated by UC Santa Cruz Dining Services (Crown/Merrill, Cowell/Stevenson, Porter/Kresge, College 9/10, and College Eight/Oakes). College 8/Oakes, Crown/Merrill, and College 9/10 are open for Continuous Dining, Monday- Friday. Continuous Dining provides customers with an option to eat during the entire time the dining hall is open. Dining Halls open at 7:15am and (other than late night dining) close at 7 or 8pm. Three (3) dining halls also open for Brunch (11am - 2pm) and Dinner (5pm - 7pm) on weekends. 11 Coffee Shops/Restaurants operated by Dining Services and other off-campus vendors- (Cowell Coffee Shop, Stevenson Coffee House, Tacos Moreno, Banana Joe's, Owl s Nest, Porter Cafe, College Eight Cafe, Oakes Café, Joe s Pizza, and The University Center Restaurant). Schedules of coffee shops and restaurants vary from college to college; most are open during the morning (8am) until late afternoon (4pm) or into the evening (10pm). The Bay Tree Bookstore sells coffee and snacks. Weekend schedules vary. Coffee Kiosks (4)- operated by University Dining Services and located in the following Academic buildings: Earth & Marine Sciences, Physical Sciences Building, and Baskin Engineering. Most kiosks are open from 7:30am to 4pm M-F, varying on academic schedule. SCOPE OF SERVICES The café operator will provide coffee/espresso drinks, and meal options emphasizing fresh, healthful ingredients, obtained locally to the extent possible, and preferably prepared on-site at the GVC. Pre-packaged items will be permitted as a small percentage of the menu mix, but must also consist of fresh, healthful ingredients. High-sugar (or equivalent) junk food, including soft drinks will not be permitted. In addition, compostable disposables should be used wherever feasible. The distribution of alcoholic beverages and tobacco products, shall not be permitted in the GVC. Deep fat frying and flame grilling shall not be permitted. The café operation will be located at the McHenry Library and is expected to be in service throughout the year with the exception of legal holidays and campus closure(s). Services can be scaled back during the summer, and increased during finals week each quarter as negotiated with library administration. The café operator will have control of the space, and the Library will be providing the equipment listed in Attachment B. The café operator will collaborate with the Library on hosting Library events in the café as negotiated with Library Administration. The café operation will pay McHenry Library a percentage commission (to be determined), based on café operation s Net Sales (defined as gross food service and 2

3 catering sales less sales tax) derived from the GVC operations. The goals of this program include creating an effective working relationship between the McHenry Library and the café operator that: 1) Offer reasonably priced, high quality snacks, meals, and specialty coffee drinks for the campus community and library visitors, emphasizing fresh, healthful ingredients, obtained locally, and prepared on-site at the GVC, and precluding pre-packaged, high-sugar (or equivalent) junk food, including soft drinks. 2) Demonstrate commitment to environmental responsibility and agricultural sustainability, including experience with and/or commitment to recycling and use of sustainable materials. In addition, utilize compostable disposables where feasible. 3) Maintain a financially self-supporting and revenue generating program providing a dining service operation that supports and works in conjunction with the Library Administrative Office of the McHenry Library. 4) Operate twelve months of the year to optimize facility utilization and provide exceptional customer service to clients. 5) Implement and maintain a sound facility management program that ensures the maintenance, preservation, and safe operation of the supplied equipment and facility. 6) Adhere to university business and environmental health and safety policies, which are consistent with the rules governing the University Library. 7) Collaborate with the University Library on hosting Library events in the café as negotiated with Library Administration, which is likely to be no more than four events per year. 8) Adhere to the University s alcohol policy located at following url: RFI SUBMISSION REQUIREMENTS 1. Entity. Name and general description of the entity submitting the RFI. 2. Entity Contact Information. Name, mailing address, telephone number, facsimile number, and address of the entity s primary contact. 3. Business Vision: Please articulate in 3 pages or less, your vision for meeting the goals described above. For example, include a description of your current menu and prices, your envisioned menu for the GVC, your length of time in business, financial capability, etc. 4. Experience of restaurant manager. Describe how many years of experience the manager (who will be managing the campus food service operation) has in the food service field, and their demonstrated ability/experience working with a clientele from diverse backgrounds. 5. Other Information: A brief description of any other information that would be useful in evaluating the RFI. POST-SUBMITTAL The University Library will review RFI submissions and conduct interviews with respondents if appropriate. The University Library will invite selected operators to 3

4 submit a more detailed proposal under the Request for Proposal process, which will be issued in January of PROCESS AND TIMING Evaluation The RFI s will be evaluated based on the following criteria: o Business Vision: Preference will be given to business who best meets the goals described under Scope of Services. o Experience: Operators with more than three years experience in the local food industry will be preferred. o Financial Capability: Operators that demonstrate sound financial capability will be preferred. o Commitment to Environmental Responsibility and Agricultural Sustainability: Operators that demonstrate experience with recycling and use of sustainable materials. o Local Business: Preference will be given to local Santa Cruz county café and/or food provider businesses. DEADLINE To be assured consideration, all RFIs should be submitted to the individual listed below (under contact information) and received no later than 5:00 pm on Monday, October 18, Any cost incurred in responding to this RFI is borne solely by the respondent. Respondents will be advised of final decision by December 6, The University Library will accept RFIs that are submitted via to: ehm@ucsc.edu by 5:00 pm on due date. CONTACT INFORMATION Please address all correspondence and requests to the following individual: Elise Herrera-Mahoney University of California, Santa Cruz McHenry Library 1156 High St. Santa Cruz, Ca (831) ; ehm@ucsc.edu DISCLAIMER This RFI in no manner obligates the University of California, McHenry Library to pursue any contractual relationship with an entity that responds to the RFI. UCSC further reserves the right to cancel this RFI at any time if deemed in the best interest of the University. 4

5 ATTACHMENT A GLOBAL VILLAGE CAFÉ PLAN (as separate PDF document) 5

6 ATTACHMENT B EQUIPMENT LIST Equipment In contract (provided by McHenry) (Complete list available for viewing at bid meeting.) 8 Storage Shelving Units 3 Wall Shelves 1 Pick Up Shelf 1 Ice Maker with water filter 1 Ice Bin 1 Drop-in Ice Bin 1 Utensil Rack 1 3-Compartment Utensil Sink 1 2-Compartment Prep Sink 1 Hand Sink 1 Janitor s Mop Sink and Faucet 1 Janitor s Mop Rack and Chemical Shelf 1 Dipperwell 1 Work Table 1 Work Counter 1 Service Counter 1 Reach in Refrigerator 2 Reach-in Freezer 1 Undercounter Refrigerator 1 Dry Display Case 1 Refrigerated Display Case 1 Refrigerated Sandwich Top Counter 1 Sandwich Grill/Toaster 1 Hot/Cold Drop-in Unit 1 Ice Cream Dipping Cabinet 1 Coffee Brewer for Airpot 2 Airpots for Coffee Brewer 1 Electric Juicer 1 Microwave Oven 1 Bar Type Blender 2 Condiment Counters Fire Extinguishers Tables (type and number to be determined) Chairs (type and number to be determined) 6

7 ATTACHMENT C LIBRARY HOURS OF OPERATION (based on schedule hours are subject to change) Fall, Winter, Spring Monday Tuesday Wednesday Thursday Friday Saturday Sunday 8:00 am 8:00 pm 11:00 am 7:00 pm Summer Sessions Monday 10:00 am 10:00 pm Tuesday 10:00 am 10:00 pm Wednesday 10:00 am 10:00 pm Thursday 10:00 am 10:00 pm Friday 10:00 am 10:00 pm Saturday 12:00 5:00 pm Sunday 12:00 5:00 pm NOTE: Actual GVC hours of operation will be negotiable. 7