There’s an art to developing a bidders list for both food service and retail RFP’s. Developing the perfect bid list starts with getting to know the client’s organization and understanding their vision for what makes a successful operation. JGL begins each RFP process with client interviews; these conversations give us insight to help guide our ‘matchmaking’ process. It is important for us to understand the specific priorities that guide each institutions ethos prior to crafting a bid list. Obviously, the questions will differ depending on the type of account we are discussing; the conversation with a cultural client who operates on a P&L, will be vastly different than the conversation with a B&I client who subsidizes their dining program and pays their Operator a management fee.
Some of the general priorities we might address as we get to know our clients are listed below:
- Goals regarding profitability
- Vision for the anticipated target audience; does the institution want to attract a new audience or continue catering to the current patron groups only?
- How important is food service to the organization?
- How important are rental events to the institution? Does the board support the rental program?
- How important is the café/restaurant to the operation?
- How important is the retail shop? Is it profitable?
- Are you looking to manage catered events or are you hoping the Operator can facilitate these activities on your behalf?
- What are the complaints you most commonly receive about your current food service program?
Once we have a full understanding of the culture and expectations the organization has regarding food service and/or retail, we are prepared to develop a well curated bid list. When reviewing potential bidders for each type of account, we look for some of the following key factors:
B&I Account
- Experience with daily food service operations (specifically corporate accounts)
- Conference dining and event management experience
- Word on the street! Reputation matters
- Experience managing fee accounts
- Subsidy management
- Commissary location (if required)
- Ability to utilize technology to increase sales opportunities and/or speed of service
Cultural Accounts (Museums, Zoos, Aquariums, Botanical Gardens, and Performing Arts Centers)
- Experience with similar institutions
- Commissary location (if required)
- Word on the street! Reputation matters
- Comfort with P&L operations (in most cases)
- Mission alignment
- Marketing expertise and proven track record for helping bring clients to the venue
Retail Shop Accounts
- Experience with similar institutions
- Word on the street! Reputation matters
- Creativity and ability to develop program related and custom merchandise
- E-commerce ability
- Marketing expertise
- Industry connections
- Ability to utilize technology to increase sales opportunities
- Mission alignment
- Proven ability to be profitable
When managing a selection process, it’s important to keep in mind that it’s not the number of companies that are approached, but the quality of the bidders that participate. It just takes one great proposal to make a match!