Food Service DTF

 Charge

MEMORANDUM

DATE: October 30, 2000
TO:Chuck McKinney (Committee Chair), Alan Nasser, Beckie Kjer, Pat Labine, Kathleen Haskett, Piper Kapin, Brian Frank, Russell Garafalo, Kevin Anderson, Shoni Schlotzhauer, Patrick Rogers (Turtle), Robin Herring, and Peter Kardas (ex- officio).
FROM: Steve Trotter, Interm Vice President for Finance and Administration
SUBJECT: Charge to the Food Service Disappearing Task Force

As fall quarter 2000 progresses, we will be continuing the process that will define what Evergreen's food service will look like in our future. As The Evergreen State College continues to grow towards the enrollment plan of 5,000 full-time equivalent students (FTE) by the 2010-2011 academic year, we need to choose a dining plan that will accommodate this larger campus population. It is essential that the Disappearing Task Force's (DTF's) process be a collaborative and comprehensive effort between all members of the campus. The final goal of the DTF is to negotiate a new contract (s) that will begin September 1 of 2001. (Or to have a new food service in place for September 1 of 2001.)

Work has been accomplished over the past three years to define what the scope of work will be for the DTF this year. Finance and Administration, which oversee the food service contract, conducted a survey in spring of 1998. Finance and Administration charged The Food Service Design DTF, made up of faculty, students and staff, who used this survey in the fall of 1998 to explore and construct a set of redesign plans for the CAB building which BJSS Architectural Firm finalized. These designs were included in the appendix of the Request for Proposal (RFP) which was written spring of 2000 by the RFP committee appointed by Vice President of Finance and Administration. Two proposals were received and Evergreen entered into negotiations with Sodexho Marriott. On July 14, 2000, negotiations with Sodexho Marriott were ended due to negative financial implications for both the college and the vendor. The current contract with Fine Host (who submitted the other proposal) was then amended until August 31, 2001.

A two-phase process will serve as the primary elements of the DTF's work this year. The DTF is charged in the first phase to create a set of recommendations regarding what kind of food service program we should put into place for the beginning of the 2001 academic year. The second phase will focus on the actual development of specifications and other documents that the DTF will be using in contract negotiations in the spring quarter. The scope of work defining the two separate phases is outline below.

Phase One-

The objective for the DTF during this phase, will be to research and document what viable options we have for food service at Evergreen. As the DTF works through each option a 'feasibility study' needs to be compiled. Each 'feasibility study' will need to take into consideration the full scope of food service at Evergreen. The implications that any changes would have on the current system including the 30-year-old facilities and the fact that it is currently functioning beyond capacity must be included in the feasibility studies. It is important that the committee fully examine both the pros and cons of each option.

The feasibility studies should include but not be limited to these six possible food service options:

� College owned and operated food service.

� College owned and contractually managed food service.

� College owned and student run food service.

� Exclusive contract with single food service provider.

� Contracts with multiple vendors.

� Combination plan using the best elements of research above.

In addition to compiling these studies, the committee shall consult widely, with the larger community throughout the fall quarter. It is expected that during week 8 or 9 a campus wide update will occur to include the community on the direction of the research and gather feedback. During Evaluation week (week 11), a second community update will be given to present finalized recommendations and ideas. A town meeting, for example, could be a useful tool. These events will be well advertised and organized by the DTF. Please forward your initial recommendations to me by December 15, 2000. In addition I expect the chair to provide me with regular progress reports through the course of the DTF work. The Vice President for Finance and Administration of the college will have the final authority for approving the food service plan.

I realize that some of these options may require additional support. Requests from the DTF for financial, staff support, or consulting support should be forwarded to me (for example, if a consultant is needed, or off campus trips become necessary).

PHASE TWO-

The second phase of the DTF work is to document all the elements determined important for our future food services operation into a formal Request for Proposal (RFP) document. To provide the greatest possible time for food service vendors to prepare their proposals and for the DTF to conclude contract negotiations, the following schedule is prescribed. I acknowledge, however, that this part of the charge may be refined at a later date based upon the committee Phase One recommendations and DTF reaction to options as they present themselves.

1. Beginning December 18, 2000, the writing of necessary Request for Proposal will begin.

2. Request for Proposal will be finished and ready to be published by January 31, 2001.

3. On February 9th a mandatory Pre- proposal conference will be held.

4. On February 16th any questions from the conference will be answered by Evergreen in writing.

5. Proposals will be due by March 28, 2001.

6. Responses will be evaluated by April 2, 2001.

7. Prospective Vendor Interviews and open public forums will be held during the weeks of April 9-14th, 2001.

8. TESC Board of Trustees will review in April.

9. New contract will be awarded by mid May 2001.

10. Open Public announcement and presentation of new contract will occur late May 2001.

11. New contract transition period begins June 1, 2001.

12. Contract becomes effective September 1, 2001.

I will be responsible for reporting the recommendations to the Senior Staff and communicating with the DTF regarding any questions or issues that arise during the Senior Staff's review. The Vice President for Finance and Administration will have the final authority for approving the food service plan and any contracts associated with that plan.