Food Service Planning Guidelines

FOOD SERVICE PLANNING GUIDELINESFor General Fund Academic and Administrative Units &Units Reporting to the Vice President for Student LifeLast updated: August 2017

TABLE OF CONTENTSOverview. 3Who is Required to Follow These Guidelines . 3Student-Run Food Operations on Campus . 3Roles & Responsibilities . 4Required Review & Approvals . 7Campus Planning Philosophies & Strategies . 8Guiding Principles . 8Operational Considerations . 8Process Overview . 10Phase 1: Unit Proposal and Institutional Review . 10Phase 2: Procurement and Supplier Selection . 11Build-Out Cost Estimates from AEC. 11Financial Model for General Fund Unit Contracts . 11Phase 3: Site Planning, Construction, and Licensing . 13Site Design, Planning and Approval . 13Construction, Licensing, Inspection and Opening . 13Expected Timeframes . 15Contacts . 16APPENDIX A: Food Service Build-Out Responsibilities . 17Unit Role, Responsibilities, and Scope of Work . 17White Box Design and Construction in New Campus Space . 17White Box Construction in Existing Campus Space . 17Food Service Supplier Role, Responsibilities, and Scope of Work . 18Other Space-Related Items for the University and Supplier to Consider . 18APPENDIX B: Measuring the Performance of an Operation . 19Financial Performance . 19Customer Satisfaction . 19APPENDIX C: Sample Customer Satisfaction Survey . 20University of MichiganLast updated: August 2017Food Service Planning Guidelines.docx2

OVERVIEWThis document outlines the process for proposing, planning, placing, and constructing food service operations onthe Ann Arbor campus.The goals of the process are to ensure that food service operations are planned and placed based on campus needs,potential market demand, ability to be as financially self-sustaining as possible, and on overall fit with campusmaster plans.Additional goals of the process are to: Clarify the University’s decision-making process for planning and placing food service operations Ensure that a new food service operation aligns with the University’s mission, food service guidingprinciples, and feasibility criteria Promote productive use of existing facilities Ensure that food service needs are carefully analyzed Clarify the process and requirements for selecting suppliers and contractors Clarify University and supplier responsibilities for building out food service space Document the required approvals and inspections for compliance with building, life safety, and foodsafety codesWho is Required to Follow These GuidelinesThe food service planning process applies to General Fund academic and administrative units and units thatreport to the Vice President for Student Life on the Ann Arbor campus only. It does not apply to Athletics, theU-M Health System (i.e., U-M Hospitals and Health Centers), or the Dearborn and Flint campuses. Proposalsfor new food service operations may only be submitted for consideration by the dean's office (for schools andcolleges) or unit leadership (for administrative units).Student-Run Food Operations on CampusThe Office of the Provost and the Office of Vice President for Student Life are aware of a small number ofexisting student-run food service operations on the Ann Arbor campus. These operations have been grantedspecial permission to continue operating with the understanding they are complying with current Universityand government rules, laws, and regulations related to food safety; fire and life safety; insurance and liability;and financial and tax reporting requirements. For the health and safety of the U-M community, the Universityhas the right to end a student-run operation for any reason, particularly if the operation is unable to complywith the regulations noted above.The University will no longer consider new student-run food service operations on campus. One-time foodsales for fundraising purposes, e.g. a one-day bake sale, are possible at the discretion of the sponsoring schoolor college, in coordination with the U-M Department of Environmental Health and Safety (EHS). Studentgroups should contact the business office or dean’s office of the sponsoring school and college for permissionto pursue a one-day sale.NOTES: The terms “food service” and “food service operation” used in this document refer to all types offood service operations, from full-service restaurants to beverage-only services, such as a coffeecart.University of MichiganLast updated: August 2017Food Service Planning Guidelines.docx3

Roles & ResponsibilitiesPlanning for a new food service operation on the Ann Arbor campus is a coordinated process. It involves anumber of individuals and offices interested in meeting the food service needs of the University and ensuresUniversity the regulatory safety and fiscal responsibilities are met.Table 1: Roles and ResponsibilitiesRoleUnitFood ServiceReview CommitteeResponsibilities Identifies a critical need for food service and receives approval from the Dean orDirector Understands the expectations and responsibilities of operating food service andconsults with Food Service Review Committee chair before developing proposal tounderstand capital costs and other implications Develops a proposal that outlines the need, physical space vision, and financialestimates Submits the unit proposal for food service to the Food Service Review Committee Plays an active role during the procurement, supplier selection, site planning, design,construction, opening phases, and ongoing operations Complies with all campus standards and policies related to procuring, constructing,operating, and maintaining a food service operation Reviews the food service proposal and ensures that the proposal meets institutionalrequirements for food service operations (campus food plans, guiding principles,feasibility considerations, and financial impact) Recommends approval/disapproval to the executive officer of the proposing unit Functions as a food service planning resource to the U-M community Includes representatives from the following offices:-Office of the Provost and Executive Vice President for Academic Affairs-Office of the Vice President for Student Life-Office of the Executive Vice President and Chief Financial Officer -Architecture, Engineering and Construction University Planner’s Office Architecture and Engineering Occupational Safety and Environmental Health (EHS) Procurement ServicesTaubman College of Architecture and Urban PlanningTreasurer Ensures that the purpose of the proposed food service and building location complywith the University’s debt/bond issuance and tax-reporting requirementsThe ExecutiveOfficer of theProposing Unit Considers the Food Service Review Committee recommendation and approves ordenies the unit’s food service proposal Approves the terms of any contract between a supplier and the UniversityNote: An executive officer designee may be appointed for this role.ProcurementUniversity of MichiganLast updated: August 2017 Serves as the official U-M liaison to prospective suppliers Identifies suppliers that may meet the needs and scope of an approved proposal Works with units to create Requests for Proposal (RFP) or Requests for Information(RFI) for food service suppliers Coordinates the procurement and supplier selection process Obtains final approval of supplier and plan from the executive officer of proposing unit Signs all contracts on behalf of the UniversityFood Service Planning Guidelines.docx4

RoleResponsibilitiesOffice of theGeneral Counsel(OGC) Reviews food service contracts prior to executionFood Safety,EnvironmentalHealth & Safety(EHS) Serves as the official U-M authority with jurisdiction for food safety code complianceand licensing Assesses the physical space of a proposed location to ensure it is conducive to foodservice Prior to the start of construction, reviews and approves architectural and constructionplans, including layout, plumbing, electrical, heating, ventilation, air conditioning,materials list, equipment specifications, etc. Prior to the start of construction, reviews and approves food supplier equipmentrequirements and menus Prior to opening, reviews and approves the standard operating procedures, inspectsthe construction of the operation, and licenses the facility Serves as the official U-M authority with jurisdiction for life safety code compliance(unless the facility falls under the jurisdiction of Michigan Bureau of Fire Services) Assesses the physical space and construction plans prior to construction to ensurethey comply with fire safety regulations Inspects the construction site and approves the completed facilityBuilding CodeInspection(part of EHS) Serves as the official U-M authority with jurisdiction for plumbing, ventilation andelectrical improvements’ code compliance and issues approvals for same Issues an occupancy permit after inspectionsArchitecture,Engineering &Construction (AEC) AEC Construction Management (CM) and Architecture and Engineering (A&E) can beengaged to:U-M Fire Marshal(part of EHS)SupplierUniversity of MichiganLast updated: August 2017Assess the physical space of a proposed location to ensure it supports theproposed program in a way that complies with building codes and regulationsfor food service space or if improvements or alterations are required, canassist with budgeting for the changes.-Procure or provide design and engineering services if not provided by supplier-Coordinates mandatory design review and design approval of supplierdesigners or procured designers-Procure the services of general contractors if not provided by supplier-Coordinate the activities of AEC retained and procured contractors, managecontracts and purchase orders, and process requests for payment. (Note thatAEC CM does not coordinate the work of supplier’s retained contractor or selfperformed labor.) The entity chosen by the U-M unit and Procurement to run the food service operation Works closely with the U-M unit, contractor, AEC and EHS Food Safety in theplanning, licensing, and build-out of the new operation. Retains final responsibility for the performance of supplier retained designers andcontractors and the conformance of design and engineering documents and theimplementation of physical improvements to codes, regulations and guidelines.Note:Planner/Designer-In some cases, the supplier may be a U-M unit, i.e., M-Dining. The entity retained by the unit and supplier to plan and design the physicalimprovements proposed by the supplier in a manner that conforms to all codes andregulations and applicable University Guidelines. Works closely with all parties in the planning, licensing and build-out of the newoperationFood Service Planning Guidelines.docx5

RoleResponsibilities Obtains planning and preconstruction permits and approvals. Certifies that the designdocuments conform to all applicable codes and regulations and meet theperformance criteria of the supplier.Note:Contractor The entity retained by the unit and suppler to implement the design and engineeringimprovements Works closely with all parties in the planning, licensing and build-out of the newoperation Obtains permits and approvals and certifies that the construction improvementsconform to the design documents and all applicable codes and regulations. Coordinates the work of own force and others under contractor’s control and assumesthe responsibility for personnel safety and protection of existing elements. Assumes the responsibility for the performance of the work, corrects errors anddeficiencies in the work, and provides guarantees as appropriate.Note:University of MichiganLast updated: August 2017In some cases, the designer may be a U-M unit, such as AEC Architecture andEngineering or may be procured through AEC.In some cases, the contractor may be a U-M unit, such as Plant ConstructionServices or may be procured through AEC.Food Service Planning Guidelines.docx6