To provide a complete and comprehensive RFP process collect the data on the current food service operations as currently available. Current data is important in the evaluation of the responses whether you provide the information to the suppliers or not. This sets the stage for a complete RFP with detailed information to be presented to suppliers ensuring accurate pricing and information for review later.

It is also important to share the business philosophy of your food service operations with the intended bidders. Some examples might be:

• Reengineering a food delivery model that capitalizes on recently developed and available technology, food delivery model leading trends and reimagining production space to fully optimize overall production and labor deployment
• Is it treated as a benefit or a convenience to the employees?
• What are the client’s desires and outcomes?
• Is it to reduce costs, expand services, improve service, reduce service offerings or to add a new service?
• Is it to change the operating model (from a subsidized to a profit/loss or management fee agreement)?

• Contract type - Cost-plus, GMP, guaranteed, etc
• Pricing 
• Scope
• Change control
• SLA’s and KPI reporting
• Tariff data
• Financial reporting data
• Glidepath save commitments including any Gain share
• Supplier investment, depreciation, amortisation and cost liability

• Sales data- separated by type: (ie-Cafeteria, Coffee Shop), monthly with an annualized total  
• Expenses - Labour, food, direct, Contract, Management Fees, Commissions, Subsidy or Profit / Loss
• Building Population by month and projected changes during the coming months/years
• Average checks (“transactions”) by meal period and category
• Customer counts and participation % per meal period and category
• Type of building - operation centre, manufacturing, corporate office
• Type of environment (secured access, open access, shared facility, etc.)

Share the business philosophy of the food service operations with the  existing and / or potential Suppliers. 

Examples might be;

• Is it treated as a benefit or a convenience to the employees?
• What are the client’s desires and outcomes?
• Is it to reduce costs, expand or improve service, reduce service offerings, add a new service?
• Is it to change the operating model (from subsidized to a Profit / Loss or management fee agreement)?

1. Project Timing

3. Information to be collected

4. The RFP Philosophy and Business Justification

5. Key Points

FS-018 Ver 2.1 (Aug 23)

2. Key Components of the RFP

A period of at least six (6) to twelve (12) months before current contract expiry should be allowed to Go-To-Market, review and transition to a new supplier, if required.

Reference Templates:

Food Services RFP Template 2022

Food Services Developing RFP guideline

Food Services RFP Standard questions

Food Services Vending RFP Template

Our Standards of Business Conduct when procuring goods and / or services on behalf of CBRE is an essential part of our Ethics & Compliance Program. This reflects our culture and values and the necessary principles ensure every transaction we conduct on behalf of the company is ethical and legal.  These Standards of Business Conduct is based on CBRE RISE values. These values are the foundation on which CBRE is built, and how you must conduct your daily business activities.

When developing your RFP and eventually executing this into a finalised Contract please ensure that ALL CBRE Standards of Business Conduct are followed.  For each and every transaction you involve with a Supplier partner it is essential for the Supplier partner to also comply with our requirements and this includes signing a Declaration of Conflict of Interest.  

The following links provide you with the basis of which all CBRE employees agreed to on commencement with the company:

(Click on the links to gain access to the relevant documents)

6. Complying with CBRE policies and standards of Conduct

7. Useful Links

A full review of and existing program is recommended as well as engaging the CBRE Global Procurement Solutions Lead - Food when preparing for an RFP initiative  This is important to ensure that any migration to a new Contract falls within the parameters of CBRE Supplier Operating Standards. 

Any change and migration of a Contract should be driven by existing supplier contract terms allowing time for Sourcing and Account teams to work with the supplier to meet the requirements of a new Contract

6 to 12 months project timeframe

Food Services

Develop the RFP

BID

Page 1 of  3

1. Sample RFP Contents

1. Scope of Services – Outline contract by service type

• Management of the Cafeteria and Kitchen Operations
• Management of Office Catering – is this exclusive or will other companies be able to provide the service?
• ·Office Coffee
• Vending Machines
• Company Store
• Conference Services
• Reception Services

2. Overall Requirements- Summarizes Expectations of the Supplier's Responsibility

• Understanding of Company Service and Quality
• Quality, Service, and Cost Management
• Safety
• Technology
• Sanitation
• Vendor Management
• Surveys and Audits
• Training

3b. Management of On-site Food Service (Procurement-food and beverages)

• Survey Metrics- Who administers the survey
• Best pricing available (client retains discounts, incentives and rebates)
• Expenses billed ‘at cost’ without mark-up
• Service Level Expectations
• Key Performance Indicators
• Production and Waste logs / tracking
• Nutritional Labelling, Healthful Food Choices, Potential Allergic Reactions
• Support Team-registered dietician, accounting, management structure, marketing, i.e. resources
• Environmental / Sustainability Initiatives
• Product passing freshness dates / expired product – credits back to the client

3a. Management of On-site Food Service (Cafe, Catering, Kitchen)

• Describe expectations for each segment and facility area - site specific information required
• Price / Portion guides: to be agreed upon and reviewed how often (Once a year, once every other year)? Are there limits on increases by %? How does this compare to the outside retail market? Are Market Basket comparisons completed and how?
• Menu Expectations (rotation, seasonal menus, employee preferences)
• Participation Rates- Estimates
• Food Production and Waste Stream Management i.e., composting, recycling, etc.
• Supplier Meal Allowance/ Over-production - establish guidance specific to allowable drinks / meals and "take-home" policy

3d. Management of On-site Food Service (Vending)

• Type of machines to be used (New, Used, Leased etc
• Cash or Cashless
• Repairs and Maintenance requirements
• Product - Brands and Wellness
• Bottles versus cans
• Restocking frequency
• Refunds process
• Price adjustments
• Product past due date - who pays?
• Analytics information - sell through etc
• Commissions - part of P / L or not?

3c. Management of On-site Food Service (Office Coffee)

• Ordering procedure for coffee and supplies
• Equipment (New, Used, Leaded / Owned, etc)
• Cleaning of equipment
• Water filtration systems
• Plumbing-requirements to use Copper or braided stainless fittings
• Billing, part of P / L or separate?

5. Personnel

• Management and Staff

• Organization chart

• Responsibility of contractor/supplier

• Employees must have current work permit

• Employees must adhere to company/facility code of conduct, and security regulations

• Health standards and drug screening

• May require client background screening in addition to provider’s requirement

• Employee meal allowance (if subsidized, set parameters around what food service employees can eat/drink as meals are typically provided to their staff)

• Client may have an employee removed from premise for any reason

4. Kitchen Equipment and Maintenance

• Preventive Maintenance and Inspection contracts, financial responsibility

• Repairs - process and financial responsibility

• Cleaning of Equipment

• Replacements - who selects, bids, purchases, pays. Who owns the asset and how is it depreciated? If the vendor purchases, what is the buy-back agreement? Or, do they own it?

• Tracking and monitoring repairs, maintenance, and replacements

NEXT PAGE

Food Services

RFP - Sample Contents

BID

Page 2 of  3

FS-018 Ver 2.1 (Aug 23)

1. Sample RFP Contents-cont'd

6. Sanitation and Safety Requirements

• Space will be maintained with the highest industry standards including applicable federal, state, and municipal laws, codes, and regulations

• OHSA Requirements will be maintained

• A copy of contractor’s safety training material will be submitted

• Food Safety – HACCP procedures followed & documented

7. Overall Requirements- Summarizes Expectations of the Suppliers Responsibility

• KPI’s: Expectations need to be specified and mutually agreed upon, such as:

    -Operational KPI’s (Cheque averages, Labour, Product costs, etc.)

    -Customer Satisfaction

    -Financial

    -Others

• Examine Current stats

8. Contract Basis

• Determine and fully explain what type of contract your company is willing to enter into.

    -Management Fee

    -Profit / Loss

• Once your supplier has accepted the principles of each of the contracts, then determine and express the-

    -Management Fee

    -Fixed Fee

    -Fee with Incentives / Penalties (Service Level Agreements)

    -Subsidy Cap

• Profit / Loss

• Commissions

• Ability to deliver on what was promised – guarantee of subsidy levels (if subsidized)

• Profit – who retains, sharing %

• GPO rebates - sharing %

9. Accounting

• Describe the company's expectations of how the overall accounting and reconciliation will be conducted, including who will bank funds, use armored service, pay taxes, etc.

• A period/monthly operating report will be furnished by the supplier partner to the client liaison within fourteen (14) days of the close of period / month.

• Period / Monthly Operating Statement/Report

• Net Revenue

    -Food Cost

    -Detail of Food Categories (Meat, Groceries, Beverages, etc…)

    -Labour Cost

• Management, Hourly, Benefits/Taxes

• Supply Cost

    -Include a Detail of Accounts (Paper, Cleaning, Small wares, Advertising, etc.

    -Credit card processing fees / collection fees

    -Laundry / Linens / Uniform costs

    -Technology costs 

    -Management Fee

• Subsidy

• P / L

• Operating Reports

11. General Terms and Conditions

• Prior to entering into a contract, a list of what is expected should be clearly written, defined, and submitted to the supplier partner. Sufficient time is to be allowed with fully aligned stakeholders as contracts are finalized

• Terms and Conditions

    -Term

    -Date and Length of Contract, renewal procedures (avoid automatic renewal)

    -Termination

    -Either Party - Days (60 days minimum), Cause or No - cause

    -Payment Terms

    - Discounts for early payment, electronic funds transfer

    -Notices

    -Written notices, delivery method, contacts, and escalation protocol

    -Confidentiality / proprietary / intellectual property protocol and agreement established

10. Insurance

• Employers Liability and Workers Compensation
• Product Liability
• General Liability

12. Bid/RFP Submittal requirements

• Typical Sections

    -Bidder References and Company Information

    -Concept Descriptions and Menus

    -Unit Staffing and Organization Chart

    -Cost Information and Financial Projections

    -Labour and Training Practices

    -Food Safety and Sanitation Practices

Food Services

RFP - Sample Contents

BID

Page 3 of  3

FS-018 Ver 2.1 (Aug 23)