Does your campus dining contract expire in the summer of 2027? If you said yes, it’s time to evaluate your program. Whether you’re considering renegotiating with your current provider or going out to bid, proactive planning is key to a smooth and successful outcome.
JGL always recommends conducting an internal assessment before starting any contract renewal or RFP process to identify what’s working and what needs improvement. It’s a simple but powerful step that helps you understand where you stand and what your campus truly needs moving forward!
Here are five essential steps to get you started
- Listen to your Community
Engage your stakeholders across campus – students, faculty, staff, catering users and non-users alike. What do they like? What’s missing? Their input should shape the path forward.
- Revisiting Purpose and Priorities
Take a fresh look at your institution’s core mission and evolving priorities. Is your dining program aligned with your core values? Consider how upcoming initiatives such as campus expansion, new programs, or changing student demographics may shape future service needs. This is your opportunity to ensure the contract supports where your institution is headed, not just where it has been.
- Evaluate the data
Assess current participation rates, swipe usage, dining dollars and whether capital investment obligations have been met. Use this data to grade vendor performance. Build a case for change or continuity.
- Define your process
Will you renegotiate or go out to bid? Form a representative committee (including your student body) to drive decisions and offer final recommendations. If your vendor relationship is more than 10 years old, we strongly recommend going out to RFP regardless of satisfaction with your current provider.
- Manage your timeline
Make informed and educated decisions in a timely manner. Plan to start assessing your program at least one year in advance of contract expiration. If you’re pursuing an RFP, aim to release it at least eight months ahead of your assumed transition date. If you are renegotiating, start the dialogue with your provider one year before the contract expires, and be prepared with a clear list of changes. Remember to leave time to pivot if the conversation stalls. Either way, the sooner you begin, the better positioned you will be.
Final Thought:
Dining is more than a service – it’s a daily student experience, a revenue stream and a reflection of institutional values. Planning ahead means you can make informed, strategic decisions that serve your community well – today and in the future.
Engaging a consultant early on to help guide either a renegotiation or RFP process is an effective way to ensure that future contract models, investments, and culinary ingenuity are in line with market expectations. JGL hopes to have the opportunity to work with you on your next campus dining project!
Contact JGL today to support you every step of the way!