green alfred

2009 Request for Proposals:  Local Food Initiative

Alfred University and AVI Fresh, a division of AVI Foodsystems Inc., are exploring the feasibility of purchasing a greater portion of Alfred University’s foods and beverages from local/regional farmers, buyers and Alfred-area retailers.  The benefits are easy to identify:  fresh, high quality food for our students, faculty, staff and guests; reduction of transportation costs and fuel utilization; and a robust contribution to the economic viability of Allegany County and Western New York.  To that end, we are requesting proposals from local merchants, farmers and business owners to source locally grown and produced foods to serve in our dining halls and at catered events on the Alfred University campus.

Several factors seem to indicate that the time is right to explore this concept:

Alfred University students tend to be more interested in environmental issues than their 4-year college peers at other institutions.  A new student organization, GreenAlfred, has galvanized student interest and started them in the direction of coordinating their actions to support environmental causes.  Last year they partnered with Dining Services and Environmental Studies students to remove the trays in the dining hall.  This has led to documented reduction in waste of food, beverages and chemicals.

The Alfred University strategic plan, while still a draft, indicates a shift toward environmentally-friendly practices at Alfred.  The plan includes a focus on implementing procedures and facility upgrades that promote environmental well-being on campus.  Likewise, President Edmondson’s signature on the Presidents’ Climate Commitment indicates that there is broad, top-down support for transformational change at Alfred University.  A focus on local foods would be one of several education, research and operational changes possible.

A related strategic focus for Alfred University is to strengthen and create partnerships that promote regional economic growth.  In every community that engages in local food initiatives, regional and local farmers, suppliers and businesses benefit. 

Our dining service partner, AVI Fresh, is working successfully with other college accounts on similar projects.  Their experience in planning and working toward this vision will be helpful as we discuss challenges and opportunities of our own. 

About Alfred University and the Dining Services Program

Alfred University is primarily a residential campus; about 78% of our 2300 students live on campus.  Except for seniors and students living in our apartments, all residential students are required to be on one of our four residential board plans.  Each year about 1300 students purchase our board plans, and our Dining Services staff serve approximately 28,000 meals per academic year, not including the summer months when summer camps and conferences are going on.  Approximately 50 faculty and staff members each year also choose to purchase meal plans.  We have two board dining halls, two retail diner-type cafes, and one small library retail café. 

What are we seeking in 2008-09?

We are seeking food products grown and processed locally, defined as within New York State, with an emphasis on products grown and processed within 100 miles of campus.  We are also seeking proposals from Allegany and Steuben-county based merchants who distribute products of particular interest to our students, faculty and staff, such as vegan and ethnic product.

We would like to base our menus around what is available from the farmers, merchants and producers we select through this RFP.  General items we are hoping to source locally include:

·       Fruits and vegetables of any kind, both fresh and that we can store for the winter months

·       Meat items

·       Eggs (especially cage-free)

·       Dairy products

·       Beverages such as juices and milk

·       Condiments including jams, jellies and sauces

·       Local specialty items (e.g. maple and cider)

·       Products of interest to a vegan consumer

·       Ethnic products produced elsewhere but sold by Allegany county merchants

·       Organic foods

We would be open to suggestions to round out this list.  

We would entertain proposals from multiple suppliers of a single type of product, or cooperatives.  We do not anticipate entering into an agreement that would obligate Alfred University to purchase all of a particular crop or product from the same producer.

Proposal must include:

1.     Short biography of farm/ranch/business, which will be used for marketing purposes if selected.

2.     List of products you would like to supply, the quantity you are able to supply, the time frame for supply of each product, and product prices.

3.     If submitting a proposal for prepared foods, please include a description of where ingredients are sourced.

4.     If you are submitting a proposal for organic foods, provide certification information.

5.     How the product(s) will be delivered to Alfred University.

6.     For farmers, the time frame in which orders must be placed in order to grow the appropriate quantities of food.

7.     Methods of inspection for each product you would like to supply.

8.     Full contact information for primary contact person (name, email, telephone, mailing address, physical location of farm or store).

9.     Preferred payment requirements.

10.  Details regarding general food safety practices implemented and any regulatory agencies currently inspecting your products and/or facilities.

Considerations:

We will base our decisions on the following criteria:

1.     The ability to provide enough product(s) for our dining halls and catering needs

2.     The ability to transport product to Alfred University

Cost will be a consideration.  While we understand that supporting local farmers and merchants may cost a bit more than purchasing product through our mass-market vendors, budget is a limiting factor. 

Alfred University would be interested in jointly supporting any grant or funding initiatives that might be mutually beneficial as we move forward.

Alfred University contact/deadlines:

Please submit your proposal to:

Kathy Woughter, Vice President for Student Affairs

Alfred University

1 Saxon Drive

Alfred, NY 14802

woughter@alfred.edu (electronic submissions are welcome)

Phone:  607-871-2132

Fax:  607-871-2113

As of now, we are accepting proposals on a rolling basis.   In general, the deadline for Alfred University to make decisions for large orders intended to supply our needs for a full semester or year is three months prior to the beginning of each semester.  Semesters begin in mid-August and mid- January).