Food Service Advisory Board
2:00 p.m. – 3:00 p.m.
October, 2006
Members present: Jeff Davis, Sean Flaherty, Jacque Berning, Mark Cloer, Megumi Nakamuri, Pam Mercer, Russell Saunkeah, Rebecca Cope, Stephani Ingmire
Members absent: Kathy Griffith
Guests: Jim Colden
Jeff Davis opened the meeting and welcomed everyone.
Jeff distributed 2006-2007 Campus Dining Marketing Plan from Sodexho and a Monthly Balance Scorecard. This scorecard is a comparison of Sodexho to campus expectations and will be distributed by Sodexho monthly.
Jeff noted that this is a bid year for Food Service. Sodexho has been under contact for the past five years. We can request a ten year contract, which is desired by most vendors. Longer contracts can equal more revenue for the University. CSU-Pueblo and Mesa State are also bidding this year. Western State just finalized their bid process and we will be using them as a reference. We will be developing specifications for our Request For Proposal (RFP) in this meeting. Residential Dining will need to be discussed, the carousel tray is not working. Investment has previously been made heavier into the retail side versus the residential dining.
Jeff distributed Western State Bid to the committee. He noted that Western State has only two residential dining plans – 19 meals and 14 meals. We have three meal residential meal plans – 19 meals, 15 meals and 9 meals. Jeff also handed out the current Sodexho contract. He noted that the committee will be looking at trends for the upcoming bid. Items for consideration would be nutrition, food grades, change to all branded operation retail, etc. Jeff noted that the retail kitchen area would need to be reworked if an all branded operation were considered. The all branded operation could be done as all franchises under one umbrella vendor. Currently, Colorado School of Mines is the only state university not with Sodexho – they contracted with Aramark. Boulder and CSU are 90% self-operation. If the committee would like they can look at these styles of operations.
Jim Colden noted that extending years is a possibility with the Food Service Contract. He suggested soliciting the Controller with the request.
Jeff noted that the Pre-Bid meeting is mandatory for any vendor that would wish to bid the RFP. If a vendor does not attend the Pre-Bid meeting then they may not submit a bid. Or the committee may decide to do individual meetings with the vendors in order to not let the vendors know who their competition is. The RFP should be completed and finalized by January 16, 2007. June 1, 2007 would be the transition time for the food service vendor awarded the bid. We would need the contract finalized with the food service provider before work or remodeling could begin. This is the best time for campus since it is between the Spring Semester end and Summer Semester begin dates. Also this is before orientations begin.
Mark Cloer asked about separating the residential dining and retail operations in the bid. He stated that the branded concept operation would take $250,000.00 or more (based on the recent Student Multicultural Affairs office construction costs) and he asked where that money would come from. Jeff explained the food service commissions of 6% to 15% and where the money goes – i.e. utilities, equipment replacement/repair, maintenance, custodial services, and University Center use. Fiscal Year 2005-2006 grossed $117,500.00 in commissions. One-third to one-half of those commissions covered the previously mentioned costs and the remaining commissions went to Office of Campus Activities budget.
Megumi Nakamuri asked if we know who the potential bidders would be. Jeff noted that representatives from Aramark, Chartwells, and Sodexho have contacted him. Jeff noted that the RFP's from each vendor will be reviewed and scored by technical and financial criteria. Jeff noted that the previous food service providers to campus were Marriott, Aramark, and the Marriott.
Jeff noted a company that began in California had recently expanded, named Bon Appetit, put heaters in green houses to have fresh produce available throughout the year. This is an example of what some smaller operations can do for a campus. Jeff noted that he will visit Sodexho, Marriott, Chartwells, and Bon Appetit at the upcoming National Association of College Auxillary Services conference and notify them that this is a bid year for our campus.
It was noted that Sodexho is using all natural organic beef from ranches in Oregon and Colorado. Russell Saunkeah spoke about portion control and weight issues. This could be put in the RFP about changing the dining environment.
It was asked what percentage of students are employees. Retail employees are mostly students – probably 40% or so, but the back of the house is less.
Russell spoke about the credit card charges that recently happened. He noted that the POS system is being separated from the credit card processing. He noted that the new RFP could note that credit card processing mistakes, not corrected after six months, be held liable by the food service provider not the customer.
Russell noted that food service is open during the Thanksgiving holiday, but not during the winter break.
The Food Service Advisory Board Meeting adjourned. Next meeting is scheduled for Tuesday, November 7, 2006 in the Brooks Room from 2:00 – 3:00 p.m.
Respectfully submitted by Samantha Villarreal.