Prepared Foods for Resale in Museum Cafe

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 712110 - Museums
Posted Date: Nov 8, 2019
Due Date: Dec 10, 2019
Solicitation No: RFP SMV-2014-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP SMV-2014-1
  • Prepared Foods for Resale in Museum Cafe
  • Status: Open
  • Time Left:31 days
  • Closing: 12/10/19 1:00 PM
  • Issued: 11/8/19 10:20 AM
  • Last Amended:
  • Buyer:Laura Dearhart
  • ldearhart@smv.org
  • 804-864-1532

  • Issued By:Science Museum of Virginia
  • Type:Request for Proposals (RFP)
  • Category:Supplies - Non-Technology
  • Work Location: Richmond, VA
  • Web Address:
  • Pre-Bid Conference: 11/22/19 10:00 AM Pre-Proposal Conference
  • Open Responses:12/10/19
  • Description:Prepared Foods for Resale in Museum Cafe

Attachments
Attachment Size Description Posted On Type
RFP SMV-2014 - Prepared Foods for Resale.pdf (505.28 KB) RFP 11/08/19 Solicitation

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COMMONWEALTH OF VIRGINIA
SCIENCE MUSEUM OF VIRGINIA
2500 West Broad Street, Richmond, Virginia 23220
Request for Proposals (RFP) #SMV-2014
Prepared Foods for Resale in Museum Café
NIGP Commodity Codes:
37500 – Foods (Bakery Products, Fresh) 96115 – Concessions, Catering, Vending
38000 – Foods (Dairy Products, Fresh) 96138 – Food Preparation Services
39000 – Foods (Perishable)
96219 – Cafeteria and Restaurant Services
95284 – Supplemental Food Services 96240 – Food Distribution Services
Issue Date: November 8, 2019 Closing Date and Time December 10, 2019 at 1:00 p.m.
Public Opening Date and Time: December 10, 2019, at 2:00 p.m.
Contracting Officer: Laura Dearhart, VCO/VCCO
E-mail Address: ldearhart@smv.org
USING AGENCY AND LOCATION WHERE WORK WILL BE PERFORMED: Science Museum of Virginia,
2500 West Broad Street, Richmond, VA 23220
PROPOSAL SUBMISSION: Sealed Proposals are being received until the closing date and time shown above.
Any Proposals received after the stated closing date and time are late and will not be opened. See Section IX.C
for information regarding “Offeror Submission Requirements.”
CLARIFICATION OF RFP: It is the Offeror’s responsibility to: 1) Contact Contracting Officer, Laura Dearhart,
VCO/VCCO, in writing, with questions regarding the solicitation no later than December 5, 2019 at 5:00 p.m.
EST. Verbal requests for information will not be accepted. See Section IX.A for information regarding
“Offeror’s Question Submission Requirements”.
OPTIONAL PRE-PROPOSAL CONFERENCE/SITE VISIT: An optional pre-proposal conference/site visit will be
held at the Science Museum of Virginia on November 22, 2019 at 10:00 a.m. See Section VIII. for information
regarding “Pre-Proposal Conference/Site Visit”.
PERIOD OF CONTRACT: The initial Contract Period will commence on the date of award and expire one (1)
year thereafter, with four (4) optional one-year renewal periods in accordance with Section XI.Q., Renewal of
Contract
In compliance with this RFP and all conditions imposed, the undersigned firm hereby offers and agrees to furnish all goods
and services required by this RFP at the price indicated in the pricing schedule, and the undersigned firm hereby certifies
that all information provided below and in any schedule attached hereto is true, correct, and complete.
Company Name: ______________________________ Email: ________________________________________
Address: _____________________________________ Telephone: ___________________________________
City/State/ZIP: ________________________________ Fax: ________________________________________
Signature: ____________________________________ Cell: ________________________________________
Printed Name: ________________________________ eVA Vendor ID Number :__________________________
Title: _______________________________________ DSBSD Number (if applicable): ____________________
Date: ________________________________________ Vendor SCC ID Number:__________________________
NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against a
Offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status
or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency
not include subparagraph 1.e in General Terms and Conditions C. Such a request shall be in writing and explain why an exception should be made
in the RFP.
RETURN OF THIS PAGE IS REQUIRED
RFP# SMV-2014
TABLE OF CONTENTS
I. PURPOSE..............................................................................................................3
II. BACKGROUND .....................................................................................................3
III. STATEMENT OF NEEDS ......................................................................................3
IV. CONTRACTOR QUALIFICATIONS ......................................................................7
V. PROPOSAL PREPARATION INSTRUCTIONS ....................................................7
VI. EVALUATION AND AWARD CRITERIA.............................................................11
VII. REPORTING REQUIREMENTS ..........................................................................12
VIII. PRE-PROPOSAL CONFERENCE/SITE VISIT..................................................112
IX. OFFEROR UNDERSTANDING OF REQUIREMENTS........................................13
X. GENERAL TERMS AND CONDITIONS ..............................................................14
XI. SPECIAL TERMS AND CONDITIONS ..............................................................211
XII. METHOD OF PAYMENT....................................................................................266
XIII. PRICING SCHEDULE ........................................................................................266
XIV. ATTACHMENTS................................................................................................266
ATTACHMENT A – PRICING SCHEDULE...........................................................................287
ATTACHMENT B - OFFEROR DATA SHEET......................................................................288
ATTACHMENT C - SMALL BUSINESS SUBCONTRACTING PLAN ..................................299
ATTACHMENT D – PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ....31
ATTACHMENT E - STATE CORPORATION COMMISSION FORM ......................................32
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I. PURPOSE
The intent and purpose of this Request for Proposal is to solicit sealed proposals to establish,
through competitive negotiations, a term contract with one or more qualified Offerors to provide
food items that are prepared off-site and delivered to Science Museum of Virginia (hereinafter
referred to as “Science Museum”) Periodic Table (hereinafter referred to as “Café”) for resale.
The initial contract term for any resulting contract will be for a period of one (1) year with four
(4) one-year renewal options.
II. BACKGROUND
The Science Museum is located along West Broad Street, Richmond, Virginia. The main
building is housed in the former Broad Street Station and is included on the National Register
of Historic Places. Today, as Virginia’s center for informal science education, the Science
Museum plays a vital role in preparing Virginians for the challenges of the 21st Century. The
building has more than 250 hands-on exhibits, demonstrations and weekly special events, all
within the elegant grandeur of a historically renovated railroad station. Other features and
areas of the Science Museum include a museum store, historic train sheds, the Dewey
Gottwald Center, the Dome, and the Thalhimer and Garner Pavilions. The Science Museum
serves over 500,000 guests a year and is open daily except for Thanksgiving Day, Christmas
Eve and Christmas Day.
The Periodic Table, operated by the Science Museum, offers a combination fast casual/coffee
bar dining experience and caters to museum visitors, staff and event attendees. The current
food menu consist of prepared sandwiches and salads, heat and serve items, kid friendly items,
and snack and dessert items. Coffee and espresso drinks are prepared with locally roasted
beans. Boxed lunch services and light catering services are offered to groups booking Science
Museum visits or renting space in the Science Museum. The Café has indoor seating for 46
and additional outdoor seating for 36. The Café is designed to enhance the Science Museum
visitor experience and serve as a source of revenue for the Science Museum. Consistency in
quality and presentation of menu items is important. Currently the Café is open 362 days a
year. Operating hours are Monday through Friday 8:00 a.m. to 4:00 p.m. and weekends from
9:30 a.m. to 4:00 p.m.
The Science Museum’s Café customers consist of families visiting the Science Museum,
business professionals, students of all ages, and Science Museum staff. Our customers may be
looking to enjoy a full meal or pick up a quick snack to accompany an espresso or other
beverage.
III. STATEMENT OF NEEDS
The Contractor shall furnish all food, labor, tools, and equipment needed to provide and deliver
prepared foods to be resold in the Science Museum's Periodic Table per the specifications,
terms and conditions contained herein. The Contractor must be primarily engaged in an
established prepared foods, restaurant, or catering business and must have a local presence in
Richmond or the surrounding area at the time this RFP is published. Based on the Café’s
demographic described in Section II above, menu options should be creative, yet broad
enough to appeal to the Science Museum’s diverse customer base.
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The Science Museum is interested in receiving proposals from locally recognized companies
with proven track records of success and excellent reputations. At this time, we are open to
new concepts that will reduce the current need to produce and/or prepare supplemental menu
items on site. While we are satisfied with the current lunch and snack offerings at the Café, we
are open to broadening our horizons with such offerings as breakfast items, expanded boxed
lunch services, more emphasis on grab and go items, and possibly a food truck or pop-up
component for large events. Our goal is to make a selection of one or more Offerors that will
become an extension of the Science Museum brand.
A. Food Preparation and Delivery:
1. All foods offered for resale in the Café shall be prepared off site in the Contractor’s
established prepared foods, restaurant or catering business. The Contractor shall
furnish any equipment, tools, materials, or supplies necessary to prepare and deliver
foods.
2. All foods should be ready to serve. Any items requiring heating should be self-
service, meaning the Café customers will be able to heat up the item using a 1000
watt microwave provided by the Science Museum. These items should arrive in
microwave safe materials that are also suitable for visual display.
3. Foods shall require minimal packaging. Recyclable or commercially compostable
packaging shall be used whenever practical. All packaging must be suitable for
display.
4. Temperature of foods at the time of delivery shall be within the range set forth in the
Code of Virginia, Section 12VAC5-421-340: Temperature.
5. Delivery shall take place at predetermined times and days no fewer than three times
per week.
B. Menu Needs:
1. Menu selections may include but may not be limited to:
fresh sandwiches
entrees that can be reheated in a microwave
boxed lunch and boxed lunch components
vegetarian, vegan and gluten free options
grab and go items
desserts
salads
breakfast items
2. Boxed lunch selections should include food items that would appeal to school age
children as well as adults. Pricing on boxed lunches should be offered as both a
complete lunch, which may include entrees and sides, as well as a la carte. The
Science Museum will order either complete lunches or will order lunch components to
be boxed by café staff after delivery. Offerors should consider that different ages
enjoy different types of food items and shall tailor selections to the following two age
groups
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Elementary through Middle School
High School through Adult
3. All items must have a shelf life of no less than four days. Items shall be consistent in
quality, portion size, packaged for individual sale, and be delivered. The Contractor
must clearly label all items with a “Best if consumed by DATE”. (see Labeling in
Section C for more information). This required date shall be placed on the bottom of
the product packaging. The shelf life date must comply with regulations set by Virginia
Department of Health.
4. The Science Museum shall have ability to consult with the Contractor on seasonal,
new, or updated items to make available at the Café. Contractor shall provide advice
about the prepared foods market, product availability, substitutions and special or
seasonal buys.
5. Contractor shall permit the museum to add or delete menu items depending on the
season and demand for the item.
6. All menu changes (additions and deletions) must be made in writing with the written
approval of the Contract Administrator.
C. Contractor’s Responsibilities for Food Labeling Requirements:
This section spells out the requirements for product labeling.
1. The Contractor shall label the items with the product name and general description.
Labels shall be not be handwritten and shall be clearly legible.
2. The Contractor must clearly label all items with a “Best if Consumed by Date”. This
required date shall be placed on the bottom of the product packaging. The date must
be formatted in conventional date format and be easily read by the Café staff. Date
formats and “Best if Consumed by Date” information should not be shown in a coded
format.
3. There is no requirement, but the Contractor is strongly encouraged, to label the
products with the following information: barcodes, nutritional labeling, ingredient
labeling, product weights, serving size, calorie content, name of manufacturer and
address of manufacturer. For “grab and go” items, the Contractor shall provide
nutritional labeling and ingredient labeling on the package at a minimum. For all food
products, the Contractor shall provide the Science Museum with a list of ingredients
that can be shared with guests that may have allergy or dietary restrictions.
4. Retail pricing of the items shall not be part of the vendor supplied product labeling.
Final retail pricing will be determined and performed by the Science Museum staff.
D. Ordering and Delivery:
1. Deliveries shall be available at a minimum frequency of three days per week. The
Science Museum shall have the option to increase or decrease the frequency of
deliveries on an as needed basis over the duration of the contract.
2. The Science Museum will place the orders with appropriate notice to the Contractor,
depending on the ordering deadlines set by the Contractor. Under special
circumstances, the Contractor shall make on demand deliveries. For example, if a
special group has preordered food for a specific date, the Science Museum shall be
allowed to change the delivery schedule with appropriate notice to the Contractor.
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