Catering @ PennOctober 9, 2013Catering @ PennOctober 9, 2013

Presented by:

Angela MartyakColleen Reardon

Presented by:

Angela MartyakColleen Reardon

Purchasing Services is responsible for developing and managing a list of University approved caterers that meet the University's business and insurance requirements. When scheduling an on-campus event, departments should ensure that there is a legitimate business requirement for the event and can only use a University approved caterer for the event.

An approved caterer is an approved supplier of catering services that meets or exceeds all University catering related business and insurance requirements. Competitive bids are not required for purchases from approved caterers regardless of the total aggregate cost of the purchase order.

The University of Pennsylvania does not have a liquor license. Therefore, the host of an event must provide their own wine & spirits, and it must be purchased within Pennsylvania at a Pennsylvania Liquor Control Board or from Capital Wine & Spirits. Only Approved Caterers with Liquor Liability Insurance are permitted to provide bar service and serve alcohol at events on campus.

Catering Services

A list of the approved caterers can currently be found on the Purchasing website at this link: http://www.purchasing.upenn.edu/buyinfo/suppliers/caterers.php

When planning an on-campus event or function, check the approved caterers list for available caterers. If you would like to have a new caterer considered for addition to the approved list, complete the Request to Add a New Supplier form found on the Purchasing Services website in the “Forms” section. In the “Description of Goods/Service to be purchased” field, type Catering. Purchasing Services will send a Caterer Information Request packet to the supplier. Purchasing will only add those suppliers that meet the institution's business and insurance requirements.

It is the responsibility of the caterer representative to complete the necessary forms and submit them to Purchasing Services for review and consideration for "approved caterer" status. Purchasing Services will not follow-up with suppliers that do not assume responsibility for a timely response to a request from the University.

When a request is received from a caterer, Purchasing Services will review the request to ensure compliance with all University business and insurance requirements. If all business and insurance requirements are met, the caterer will be added to our approved caterers list.

When considering an approved caterer for an on-campus event, please be sure to ask the following questions: What catering packages are available? What menu choices are available? Will the food presentation meet my expectations? What is the cost based on the food selection and number of people? How will delivery/set up/clean-up be handled? How flexible are you in dealing with last minute changes? Is your staff trained and will they act in a professional manner? Do you offer event planning/consultation services?

A Purchase Order must be issued to the successful caterer. The MasterCard Purchasing Card cannot be used for any on-campus catered event. No service can be provided by an external supplier without prior issuance of a purchase order.

Penn faculty and staff are encouraged to utilize our Dining Services partner, Bon Appetit Catering, whenever possible when considering larger catering events. For more information, visit the Dining@Pennweb site or contact Amy Kryzanowski Catering Director, at (215) 573-0830.

Selecting a Caterer

On-Campus Catered Events: A University approved caterer must be used for all on-campus catered events and a Purchase Order must be issued to the approved caterer prior to the event as indicated above. All caterer contracts or agreements must be submitted to Purchasing Services for review and approval prior to final approval of the purchase order.

Box Lunches: Purchase Orders and the MasterCard Purchasing Card are both authorized buying methods when ordering box lunches for internal department functions. Samples of this type of service include, but are not limited to, sandwiches, pizzas, hoagies, donuts, bagels, etc. where the items are picked up by the department or delivered to the office/laboratory by the supplier without performing any set-up, serving or related services.

Dining at an Off-Campus Establishment: Dining at a restaurant is considered a travel and entertainment expense. University faculty and staff can use the Penn Travel Card to pay for this type of entertainment expense. Through the Concur Travel and Expense Management (TEM) application, the University will facilitate payment of charges included on approved expense reports to Bank of America on your behalf

Ordering Guidelines

In fiscal year 2014 one of Purchasing’s operational improvement goals is to establish a method of automating the catering orders across campus, increasing functional ease of ordering and fostering competition to foster better pricing.

Additionally, it is our goal to increase Penn purchases from local/West Philadelphia caterers, particularly West Philadelphia catering businesses that may be owned by under-represented minorities and/or be economically disadvantaged and/or be startups the could create new jobs in West Philly.

There are several components of this work, such as helping catering businesses get certified as Penn vendors, helping those businesses increase their administrative and service capacity so that they could handle increased business, getting the word out to buyers through various means, etc. This Purchasing partnership includes the Netter Center, Wharton SBDC, and the Dorrance Hamilton Center for Culinary Enterprise.

New Initiativ

e

• Approximately $14 million spent annually for catering

• Oversight and transparency are minimal in this area

• End-users have limited knowledge of caterer offerings

• Opportunities for bidding are overlooked – assumed by end-

users to be too time consuming

• Tipping threshold is not controlled systemically or by policy

• Locally and diversely owned businesses get a fraction of the

spend or are unknown and not on the approved list

• The Dorrance Hamilton Center for Culinary Enterprise is

primed to introduce new caterers to the campus.

Opportunities

America To Go is an online food ordering and expense management company. They create customizable electronic marketplaces for clients to connect with a broad network of restaurants and caterers. Since 1999 organizations have benefited from their product suite and 24/7 customer care.

The America to Go system allows employees to order food - team lunches, business meals, gala events and holiday parties - from a network of local restaurants and caterers. Their proprietary technology is flexible enough to bring all our catering needs online and integrate with the BEN Marketplace. With streamlined order tracking, customizable expense policy enforcement, and efficient reconciliation functionality, America To Go saves time and money.

All approved caterers will be preloaded with their standard menu(s) and negotiated pricing.

Partnering with America to Go

Highly customizable platform which is already fully integrated into the Sciquest system

Custom filters provide the ability to have local-owned businesses appear first in any searches, or to call attention to new or recommended caterers.

Ability to flag/highlight caterers which hold liquor licenses, have sustainable products & practices, meet dietary restrictions, etc.

Can save drafts orders whether needed because of interruptions in the ordering process or to duplicate for frequently used services (i.e: boxed lunches)

Customer service can assist with planning for large events or first time planners

Will develop a training program which entails a series of events and activities, including distributing FAQs, hosting on-campus trainings, webinars and vendor tastings. After initial roll out, a dedicated account manager and 24/7 customer service are available to provide assistance

Benefits

Fully Customizable Site The landing page is customizable. For example, users can be

presented with a choice of meal types, each with a brief description.

Catered EventsFor events requiring staff and set-up

Business MeetingsFor meetings needing simple drop-off catering

Boxed LunchesFor simple grab-and-go options

The system can create filters for type of caterer, local & diverse ownership, and add Penn-specific notes/banners to the front page.

Select a restaurant or caterer

Place your order Select the items you want and simply add them to your cart

Once you set a delivery time, a list of approved vendors will appear You can sort vendors by various filters or mouse-over a vendor’s name

to see basic information such as delivery fees, minimums and lead times.

Begin Your OrderSet your Delivery Time

Confirm your order

A summary of your order will appear for review

Submit your order Review your order one final time and then submit it

Upon submission, your requisition is returned to your Penn Marketplace shopping cart.

You will be taken through your normal hierarchy workflow and your order will be submitted for approval.

Once your order is approved, the vendor receives a copy via email or fax.

Make sure your approver approves your order with enough time for the vendor to prepare for your delivery.

The order will then be confirmed with the restaurant.

You will receive a confirmation email from America To Go once your order has been confirmed.

Next Steps

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America To Go’s Accounting Tool provides real time access to all orders placed by your institution

Order data can be searched, grouped and filtered across any date range, according to multiple criteria, e.g., employee, vendor, order total, and delivery date.

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The Grouping function provides an overview of broader spending patterns

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The Filtering function facilitates efficient review of orders that meet your pre-selected criteria

Quickly search through thousands of orders and employees to find the exact data you need.

A search for all orders placed in December returns over 650 results.

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Exact copies of every invoice are available to show detail down to the very items ordered

Questions & Discussion