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Procurement and Contracting Services Procurement and Contracting Services Request for Proposals to provide the University with a Comprehensive, Campus-wide Beverage Services Contract from Qualified Beverage Providers ADDENDUM #1 Please mark all proposal submission Envelopes with the following information Sealed RFP # L191909 Due on March 25, 2019 no later than 2:00 PM, MST Sections 3.3 and 3.8 are revised to reflect the below due dates: 01/25/2019 Issuance of RFP 02/15/2019 Pre-Proposal Conference 02/19/2019 Technical Questions/Inquiries due no later than 12:00 PM/MST 03/25/2019 RFP is Due March 25, 2019, no later than 2:00 PM, MST TBD Vendor Presentations The following questions were received before the technical question/inquiry due date of February 19, 2019 at 12:00PM MST: 1. Please provide a breakdown for each of the locations (SUMC, PSU, C-stores, Buffets) listed on Exhibit C showing “Total Fountain Sales” in gallons by product/package and “Total Bottle/Can” sales in cases. Please provide this by school year. This report can be provided by U of A’s current beverage partner. (point of clarification – retail vs. cost of goods – do your own math) a. The University has provided the data available in the RFP via Exhibits C and D. Further breakdown of the data provided is unavailable. 2. On Exhibit C, “Athletic Concessions”, please provide a breakdown by school year of “Total Gallons” and “Total Bottle/Can Cases” by location (i.e. Arizona Stadium 2017/2018: Total fountain gallons = xxx; Total bottle/can cases = xxxx)? This report can be provided by U of A’s current beverage partner. a. The University has provided the data available in the RFP via Exhibits C and D. Further breakdown of the data provided is unavailable. 3. There is no volume detail for the bookstore on-campus included in the RFP document. Can you confirm there are no beverage sales through the Bookstore? If there are beverage sales, can you provide a 3-year volume history on bottle/can sales through the bookstore or specify that this is this part of the volume in Exhibit D? a. There are no beverage sales happening at the UA Bookstore location inside the Student Union Memorial Center. 4. Exhibit D, “Historical Beverage Volume by Item/Product”: Does Exhibit D include bottle/can sales sold through athletic concessions? a. Yes. 5. Can you confirm who runs the athletic concessions? a. Arizona Student Unions runs athletics concessions at the on-campus venues listed in Exhibit C. 6. The RFP does not provide details around “Sideline Rights”. Does this RFP include Sideline Rights or will there be an opportunity to bid on the exclusive sideline rights (excluding protein recovery)? If no, who owns those rights today and when does that contract end? a. Sideline Rights are included with the RFP (excluding protein recovery). Protein recovery could be included in the future when the contract with the current provider concludes. 7. Section 3.9.14 ~ Public Record: Would it be possible to get the current package pricing for bottle, can and fountain products from your current beverage providers? a. Yes. Please see Attachment 1: Coca-Cola Product List with UA Pricing. 8. RFP Section 5.4 Exclusions: Meal Replacement/ Protein Beverages are called out as exclusions to this RFP. Does this exclusion only apply to athletics, specifically to student-athletes, or does this exclusion include c-store locations on-campus? Will the successful vendor be allowed to sell any of their meal replacement/protein beverages in campus stores (non-athletic)? If this exclusion is included in c-store locations would this product be considered part of the 10% exclusion in this RFP, if not is the meal replacement /protein beverage space limited? a. This exclusion includes all of campus: athletics, c-stores, etc. The Successful Vendor will only be able to sell their meal replacement/protein beverages in c-stores if the University chooses to purchase those products. However, because the entire category is excluded, the University does not have to purchase or stock any of the Successful Vendors products in this category, and the space used by the University to merchandise the products in this excluded category is not considered part of the 10% of shelf space reserved for competitive beverages in all retail and c-store locations. 9. RFP Section 5.6.2 ~ Existing Contract Vendors: Do these locations receive the same fountain pricing as the university locations? a. The University does not keep track of the pricing given to third-party contract vendors. 10. RFP Section 5.6.2 ~ Existing Contract Vendors: Please provide the full year fountain volume for each location that falls under this provision. Please break it out by location and include total fountain gallons and total bottle/can cases and pricing. a. The University does not keep track of the beverage volume data of third- party contract vendors. 11. RFP Section5.6.4 ~ Special Sampling/ Marketing Events: Is there a specific commitment requested in regard to number of events supported or number of sampling cases provided? Please provide the number of events annually and any product donation quantity history if possible. a. There is no specific commitment requested in regard to the number of events supported or the number of sampling cases provided. Interested vendors are asked to define/quantify their commitment level in whatever way they feel is appropriate and include it in their submitted proposal. 12. RFP Section 5.7.1 ~ The Cat Card fee for Vending is at 2.5% of sales transactions. Please provide 2 or 3 years of % of sales history of total vending sales with the Cat Card or the annual cost paid by the current vendor for the past 2 – 3 years. a. Total beverage vending sales made via CatCard (Meal Plan or CatCa$h) for the past three fiscal years (July 1-June 30) are shown below. Fiscal Beverage Vending Year Sales via CatCard 2015-16 $106,080 2016-17 $60,553 2017-18 $263,127 13. RFP Section 5.9 ~ Athletic Facilities Beverage Categories: Ready to Drink Coffee and Ready to Drink Tea are not included as part of the categories the successful vendor could receive. Was this purposely omitted or is this included as part of this RFP? If not who owns those rights today and when does that contract end? a. This category could be included in the RFP. 14. The RFP shows 46 pages in total, however in the file we received only 45 pages exist. Is there a page 46? If so, please send. a. No, there is no page 46. 15. In section 3.7.6 there is a request for pricing information to be provided in the appropriate areas, is there a form or place in the RFP where we would provide this information or would this be part of the RFP response in our own format? Are there any additional forms to be filled out as a requirement of the RFP? a. No, there is no specific form/format for pricing information. Please provide your pricing information as part of your RFP response in your own format. The only forms required to be filled out for the RFP are those listed in Section 6.0 and included as 6.1 and 6.2. 16. RFP Section 6.0 ~ The RFP requires submission of forms referred to in 6.1 and 6.2. Are any additional certifications or forms required when submitting this RFP? a. See the answer to #15 above. 17. We would like to request a two week extension to the RFP to a new due date of March 25th. This request is so that we are able to meet our own internal corporate governance approval process timeline. This allows us to provide the university with the most competitive partnership proposal possible, and also allows us to receive the answers to some of the questions we have submitted for your response. If we are awarded the business, this extension would not impact our ability to convert in a timely manner. a. Yes, the request for a two-week extension has been granted. The new due date is March 25, 2019 at 2:00PM, MST. 18. There was no mention of sideline placement for ICA games. Can you confirm that the successful vendor will have full exclusivity (inclusive of all beverage and sports performance products, including protein) for sideline placement with Arizona’s athletic teams (subject to conference and NCAA regulations regarding placement)? a. Yes, you can include this in your RFP bid, but it will not include protein. 19. Can you provide an estimate or historical usage of ICA’s annual sports drink and sports performance product needs? a. Sports drink and water spending is around $100,000 for each annually. 20. Please confirm the sponsorship investment with IMG includes the ability to use the marks of Arizona Athletics in marketing communications and is not an incremental cost. a. Yes, that is correct. 21. Will a separate agreement be needed with IMG or will this all be included within the comprehensive, campus wide contract? a. No, a separate agreement will not be needed with IMG. Everything will be included within the comprehensive, campus wide contract. 22. Does ICA own and control its youth camps and would the exclusivity granted herein extend to those camps? a. ICA does not own the private camps hosted by its head coaches, so the exclusivity granted would not extend to those camps. ICA would like to discuss incremental allocations of product with the coaches as a separate arrangement, not included as part of this RFP.
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