Exclusivity
Brockport Auxiliary Service Corporation (BASC) is the sole provider of food and beverage at The State University of New York at Brockport (the “University”) and has the right of first refusal for all food service/catering on the University’s campus (the “Campus”). All foods and beverages served at public events must be purchased from BASC or follow the Food Waiver Process. This policy supports the relationship between BASC and the University, helps ensure safe food handling practices, and protects the public.
Exceptions and Food Waivers
On occasions when BASC is unable, in its sole discretion, to meet the food needs of an event, it may permit and issue food waivers (“Food Waivers”) in non-BASC facilities. These guidelines apply to all food served at public events on campus including but not limited to catering, food trucks, and concessions. The Food Waiver process ensures that all foods served on Campus are safe and that legal responsibility for the provision of such food is documented. BASC will work with reputable outside food service providers who are willing to operate within the terms of agreement to secure required documentation and approvals as part of its annual approval process. The list of approved vendors is available in the Food Waiver Application. Please note that this list changes so be sure to check the latest list each time. The Responsible Department will submit the Food Waiver Application to BASC for final approval and issuance of the Food Waiver.
In evaluating catering/food requests and determining whether to execute the event or exercise BASC’s right of first refusal, the following criteria is considered by BASC, in its sole discretion:
- The waiver request is from a University department, student organization, or ancillary entity for a University-related function (the “Requesting Group”).
- The nature and extent of the event’s food service requirement cannot be reasonably provided by BASC Dining Services/Garnishes.
- BASC Dining Services/Garnishes does not elect to provide food service for the event.
General Guidelines
- Requesting Groups seeking catering/food for an event from an outside food service provider (besides BASC) (“Outside Food Service Provider”) who will be preparing and/or handling food and serving to the public, with or without charge, is required to:
- Submit a Food Waiver Application at least 14 days in advance of the event, available at basc1.org. BASC will determine if they can provide food for the event or if they will permit a Food Waiver.
- Outside Food Service Providers are approved on an annual basis, January 1 – December 31. All requests for additional Outside Food Service Providers must be received by November 1 each year. Outside Food Service Providers will be required to pay an annual administrative fee of $100. Requests received after November 1 will be subject to a $250 administrative fee. Additional fees for vendors (i.e. food trucks) selling food on campus will apply on a per event basis. All approved Outside Food Service Providers must have the following on file with BASC:
- Fully executed Outside Food Service Provider Catering Agreement with BASC.
- A current Monroe County food permit including the date such permit was issued. Any off-Campus restaurant or food service provider (not including food trucks) providing and serving food to be consumed/distributed/sold on Campus must have the word “Catering” listed on its health permit.
- A certified food worker with a C1 or C2 certification as defined by the Monroe County Department of Public Health (a “Certified Food Worker”) who will be present and responsible for the food on behalf of the Outside Food Service Provider at the event.
- A current copy of the Outside Food Service Provider’s certificate of liability insurance that names BASC, BASC Services LLC, SUNY Brockport and the State University of New York, and its directors, officers, employees, and volunteers as additional insureds on a primary and non-contributory basis. The minimum amount of such required coverage is: $1,000,000 each occurrence for general liability, $2,000,000 general aggregate, $2,000,000 umbrella, and if Vendor operates vehicles in providing goods or services, automobile coverage with a combined single limit of not less than $1,000,000 for owned, hired, and non-owned autos.
- Food served without an approved Food Waiver for public events is strictly prohibited. The only exception is commercially and individually packaged candy or snacks (i.e. granola bars, chips, etc.) – these are allowed to be distributed, but not sold.
- Food brought in from home for general public distribution/sale is strictly prohibited.
- Food waivers CANNOT be granted for an event where alcohol is served on campus.
- Food waivers are not required for private events. All of the following criteria must be met to qualify an event as “private”:
- Indoor gatherings of 15 people or less
- Not open to, or advertised to, the general public
- Not charging admission
- Serving only low-risk foods in a sanitary manner, and eaten or discarded within two (2) hours
- Food/beverages are given away, not sold
- Low-Risk Foods = Food and beverages that do not need heating or refrigeration for food safety. (For example: Hermetically packaged food from a commercial establishment, such as a grocery store.) Examples include but are not limited to:
- Bagels, Muffins, Doughnuts, Scones
- Cookies, Cakes, Cupcakes, Brownies, Rice Krispies treats
- Cheese or Pepperoni Pizza (no other toppings)
- Fruit or Vegetable Trays (no melons)
