William & Mary Dining Partner Procurement
In late 2022, William & Mary issued a request for proposals to seek a qualified vendor to provide dining services across the university enterprise. The program is designed to meet the needs of all William & Mary students – residential and off-campus – through the campus dining facilities, specialty coffee houses and cafes, convenience stores, food trucks and national franchises. In addition to student meal plans, the W&M dining program also provides catering services, private and executive chef services, the expertise of a campus dietician, the development of special menus and implementation of robust sustainability initiatives.
Anticipated Timeline
| December 2022 | RFP issued |
|---|---|
| February 2023 | Vendor responses |
| May 2023 | Vendor announcement |
| July 2023 | Contract effective date |
| August 2023 | Program launch |
Frequently Asked Questions
What is an RFP?A request for proposals, or RFP, is a document that formally defines a project and solicits responses from eligible businesses to carry out the services requested. An RFP also defines the bidding process, the goals of the project and the contract terms of the services to be provided. The RFP also includes a standardized scoring matrix outlining how proposals will be equally evaluated. This matrix becomes part of the project's official documentation. |
What was the timeline for the RFP?The solicitation was issued in mid-December 2022, with responses submitted by dining services providers in February. Evaluations of the proposals were completed by a widely representative committee elected to help consider the merits of the submissions. |
Who was on the selection committee?The selection committee was comprised of student leaders, administrators, staff members, parents and departments that are invested in fairly and objectively reviewing offeror submissions to select the best contractor for the next stage of William & Mary Dining. |
When will the new contract take effect?The plan is for the new contract to take effect on July 1, in line with the new fiscal year. |
What is the length of the next contract?The resulting contract from this solicitation has an initial 10-year term, with one five-year term auto-renewal option contingent upon modifications or termination. The contractor may propose modifications 90 days prior to the auto-renewal date. In the event William & Mary requires changes in the scope of services, those changes will be mutually agreed upon by both the vendor and the university and will be incorporated by writing into the contract. |
Who was responsible for the RFP process?Procurement Services, under the leadership of Supply Chain Services, was tasked with ensuring that the process follows all policies and procedures established by both the Commonwealth and William & Mary and that the review and negotiations reflect the best interests of the campus community. |
What impact will the new contract have on the 10-year Comprehensive Plan for Housing and Dining?The new contractor will have a unique opportunity to provide input on the design and implementation of the West Campus Dining project, planned for Phase 1 of the 10-Year Housing & Dining Comprehensive Plan. While planning has already begun with Porter Khouw Consulting, the dining contractor will be asked to consult on equipment, service delivery and other elements that will make this facility a modern, best-in-class building. |
