Policy to Add Food Service Locations on Campus

Summary of Policy

Dartmouth Dining Services (DDS) is the preferred food service provider for the College campus. As such, DDS will provide a comprehensive proposal for any serious request to add new food service locations to campus. Consideration of any external food service providers should be directed by the SVP only after a DDS proposal has been thoroughly reviewed by the College's senior leadership and a broader request for proposals has been deemed appropriate.

Reason for Policy

To confirm DDS as the preferred food service provider for the Dartmouth College campus, and to assure a proposal for any new food service location is reviewed by DDS prior to the consideration of any external operators.

To assure the College is not financially harmed by the operation of any franchise or third-party food service vendor on campus.

To assure compliance with Dartmouth's union contract.

Affected Parties

Arts & Sciences Faculty, Tuck Faculty, Thayer Faculty, Geisel Faculty, College Staff, Tuck Staff, Thayer Staff, Geisel Staff

Policy Statement

Dartmouth Dining Services (DDS) is the preferred food service provider for the College campus. As such, DDS will provide a comprehensive proposal for any serious request to add new food service locations to campus. Consideration of any external food service providers should be directed by the SVP only after a DDS proposal has been thoroughly reviewed by the College's senior leadership and a broader request for proposals has been deemed appropriate.

The process by which an additional food service location is requested follows in the "Process – Forms" section of this policy.

Any food service provider, including DDS, must do the following:

  • Meet State of New Hampshire health code requirements and hold a current NH Food Service license.

  • Meet labor requirements and terms set forth in the College's union contract.

  • Meet basic terms and conditions of Dartmouth College Procurement Services.

  • Provide a financial pro-forma that demonstrates financial break-even or net positive financial impact to the College. The pro-forma must incorporate the following:

    • Financial responsibility for overhead expenses including, but not limited to: taxes, insurance, operations and maintenance (O&M), equipment replacement, waste removal & recycling, and a percentage share of Dartmouth-hosted IT-and network-systems, shared services, and capital renewal.

    • The financial impact of any decline in customer base to DDS.

  • Once a new food service location is operational, provide monthly financial reports to the AVP-Business & Hospitality Services. Audited financial statements must be provided annually.

  • Any use of prepaid DBA, DA$H, departmental charges and/or other ID card accounts and functions must be in compliance with policies and procedures set forth by Campus Billing and DartCard Services.

  • Meet other requirements set forth by the Office of the General Counsel and/or the Senior Vice President.

When considering the addition of a new food location, the College wants to assure it is not financially harmed by the presence of any franchise or third-party food service vendor. If an outside food service provider is selected, any financial losses of their operation must be backstopped annually by the division/school sponsor.

Exclusions & Exceptions

This policy applies to any division or school leader who wants to add a new food service location in or near their building location. Exceptions to this policy may be made pending the review and approval of the Senior Vice President.

Failure to adhere to this policy may result in denial of proposed food service location. For new food service locations that are already established, failure to adhere to this policy may result in a fine or termination of the location in question.

Contact(s)

Associate Vice President for Business & Hospitality DivisionDirector of Procurement Services

Procedures

Following is the process to request an additional food service location on campus. Please see the related workflow that depicts this process in a visual format.

  1. A division or school leader (sponsor) must identify a program need for an additional food service location on campus by contacting the Associate Vice-President of Business & Hospitality Services (AVP-BHS). The sponsor should define the following program needs:

    • Anticipated hours and months of operation

    • Expected customer counts

    • Service and menu expectations

    • Expectations for employees

    • General space and equipment capabilities

  2. The AVP-BHS will work with Dartmouth Dining Services (DDS) to develop a program proposal which includes the following:

    • Scale of operations

    • Proposed customer base

    • Potential locations, determined in conjunction with the Director of Planning

    • Pro-forma financial statements, with best, worst, and most-likely case financial scenarios

    • Other business plan assumptions

  3. The program proposal will be reviewed with the divisional/school sponsor and the SVP after which two questions must be answered:

    1. Is the program proposal viable, and should the project move ahead with conceptual design?

      • If YES, move to question 3b below.

      • If NO, the request for another food location is denied.

    2. Does the DDS proposal meet program needs and expectations?

      • If YES, DDS will work collaboratively with a PD&C Project Manager to develop the program and space, and move towards implementation.

      • If NO, the SVP may decide to accept proposals to add food service locations from other external food service providers (e.g., a third-party provider and/or franchise).

  4. If external food service providers are to be considered, an RFP process will be led by Dartmouth Procurement Services. RFP responses will be evaluated by an internal food service program committee comprised of the following College employees or their designees:

  • AVP-BHS (Dave Newlove)

  • Director of Planning (Joanna Whitcomb)

  • Senior Fiscal Officer, Campus Services (Steve LeBlanc)

  • Procurement representative

This committee will make a recommendation as to which vendors will be invited to campus for an interview and food demonstration. The committee and SVP should participate in the provider visits. A final decision on the food service provider of choice should be made jointly by the SVP and Provost.

Note: a Provider should be selected by the beginning of the Completion of Design phase of any space renovations.

Forms to be completed include:

  • RFP – Master Template (to be tailored by the AVP-BHS and a Procurement representative)

  • Master Service Agreement

  • Security Exhibit

 

Effective Date

March 28, 2018

Office(s) of Secondary Responsibility

Business & Hospitality Services (B&HS), Campus Services

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