RICHARDSON INDEPENDENT SCHOOL DISTRICT

400 S. GREENVILLE AVENUE

RICHARDSON, TX 75081

Catering Services

RFSP #26-371

1. INTRODUCTION

The Richardson Independent School District (RISD) is accepting sealed proposals from vendors to provide Catering Services for all district campuses and departments.

This contract will be awarded to multiple vendors to best serve the District’s diverse needs.

All proposals must be submitted electronically through Euna Procurement (formerly Bonfire) no later than April 14, 2026 at 1:00 PM Central Time. The e-bid system will not accept late submissions.

Please note Richardson ISD is closed for Spring Break March 16-20.

2. DISTRICT OVERVIEW

The Richardson Independent School District (RISD) is located in northern Dallas County, Texas, and includes portions of Richardson, Dallas, and Garland.

RISD currently serves nearly 37,000 students across:

• 4 High Schools

• 6 Junior High Schools

• 2 Middle Schools

• 36 Elementary Schools

• 1 Non-Traditional High School

• 1 Alternative Learning Center

3. PERIOD OF AGREEMENT

The term of this agreement will be effective beginning July 1, 2026 after formal approval by the RISD Board of Trustees for five (5) years through June 30, 2031. The board meeting to obtain approval of the agreement is scheduled for June 4, 2026. Any changes to the offered discount after one year must be communicated in writing to RISD in advance, and RISD must agree in writing to any discount changes.

Proposal pricing (including offered discounts) must remain firm for a one (1) year period after contract award.

4. AWARD

A. RISD will select multiple vendors across various service categories to ensure adequate coverage and competitive pricing. Selection does not guarantee any minimum level of business volume.

B. All vendors submitting a timely and complete proposal will be considered for award.

C. Award notifications will be emailed to vendors. Vendor will need to review, sign, and submit award letter. Emails will come from purchasing@risd.org.

D. Awarded vendors will be publicly listed at: https://web.risd.org/purchasing/awarded-bids

E. Selection does not guarantee any minimum volume of purchases.

F. RISD may also make purchases from other sources if it is in the District’s best financial or operational interest.

5. PURCHASES

Purchases under this agreement will be made on an as-needed basis. Vendor selection for individual purchases will depend on price, availability, service, and delivery timelines.

A complete list of RISD campuses can be found at:

https://web.risd.org/home

6. ESTIMATED ANNUAL EXPENDITURE:

RISD does not guarantee any specific volume or dollar amount of purchases under this contract.

Actual expenditures will depend on district needs and budgetary constraints.

RISD’s annual expense for Catering Services for School Year 24-25 was: $443,145.01

7. OTHER TERMS

A response by one vendor of a “chain” or business will suffice for other outlets of that “chain” or business if each outlet agrees by the terms of this proposal.

If a parent company is submitting more than one subsidiary company, a separate proposal shall be submitted for each company name.

mailto:purchasing@risd.org https://web.risd.org/purchasing/awarded-bids https://web.risd.org/home

The District reserves the right to order directly from any catering service provider, supplies and related items from any other source, if in the judgment of RISD it appears necessary, expedient, and or financially advantageous to the District.

8. PRE-SERVICE AFFIDAVIT REQUIREMENT

Pursuant to Senate Bill 571 (2025), all service providers must comply with Texas Education Code Chapter 22A, regarding employee and service provider misconduct reporting.

Before providing services, vendors must ensure that all assigned individuals execute and submit the RISD Pre-Service Affidavit, disclosing any relevant investigations, disciplinary actions, or employment history as required by law.

Failure to comply may result in contract termination and legal penalties.

Pre-Service Affidavit Form:

https://s.risd.org/Pre-Service-Affidavit

TEA Guidance:

https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-

9. SUBMISSION VIA EUNA PROCUREMENT

Instructions:

1. Download all required forms from the “Files” section

2. Upload completed documents in the designated “Requested Information” section.

3. Uploads must match required file formats.

4. The system will not allow incomplete submissions.

10. REQUIRED DOCUMENTS AND AGREEMENTS

Proposers will be required to submit the following documents or respond to required agreements.

A. Current Health Inspection Report B. Current Health Department Permit C. Current Food Handling Certificate D. Menus with Pricing E. Questionnaire F. Deviations Compliance Form – must submit deviations per instructions on form G. RISD Certifications – refer to the RISD Required Certifications 25-26 form H. Insurance Certificate I. W9 (current) https://s.risd.org/Pre-Service-Affidavit https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623

J. Pre-Service Affidavit Agreement (Yes or No) K. Declaration of Conflict of Interest (Yes or No) L. Conflict of Interest form (if a conflict exists)

11. SCHEDULE OF EVENTS

Release RFSP March 3, 2026 10:00 AM Deadline for Questions April 7, 2026 10:00 AM RISD Responses Posted April 8, 2026 2:00 PM Bid Submission Deadline April 14, 2026 1:00 PM Anticipated Board Recommendation June 4, 2026 Agreement Start Date July 1, 2026

12. COMMUNICATIONS

All communication regarding this RFSP must occur through the Euna Procurement portal.

RISD will not provide verbal responses.

Questions received after the deadline may not receive a response.

Respondents are responsible for monitoring the portal for updates and posted Q&A.

RISD Contact:

Nina Aldrete, Purchasing Department

��� (469) 593-0573

���� nina.aldrete@risd.org

Contact with any other district personnel regarding this RFSP is strictly prohibited and may result in disqualification.

13. SCOPE OF WORK

RISD requires comprehensive catering services to support various district functions including meetings, staff development sessions, training events, and holiday celebrations. The selected vendors will provide food and beverage services across fifty (50) schools and six (6) professional buildings within the district's boundaries, which extend from Lookout Drive to the north, Walnut Hill Lane to the south, Jupiter Road to the east, and Preston Road to the west. Catering services will be required at various locations throughout the district, with most events scheduled during morning or afternoon timeframes. Vendors must be capable of delivering to any district location within the specified geographical boundaries.

14. SPECIFICATIONS

14.1 Catering Categories

Services in one or more of the following categories:

• Buffet Services – Self-service and Full-service buffet setups for large group events and meetings

• Fill sit-down service or formal sit-down service

• Breakfast Items - Trays of donuts, Danish pastries, bagels, muffins with appropriate condiments

• Fresh Trays - Fruit, vegetable, cheese, and meat platters for various event sizes

• Box Lunches - Individually packaged meals for meetings and training sessions

• Pizza Services - Various pizza options for casual meetings and student events

• Deli Sandwiches - Assorted sandwich platters and individual sandwich options

• Cakes - Special occasion and celebration cakes

14.2 Food Quality Standards

All food products must meet the following quality requirements:

• Products shall be freshly prepared on the day of service

• Day-old products are prohibited

• All items must be uniform in size and shape

• Products must be uniformly sliced where applicable

• All food must be free of foreign objects

• No alcoholic beverages shall be offered or served under any circumstances

14.3 Food Safety Requirements

Vendors must maintain compliance with all applicable food safety regulations:

• Food should be prepared, stored, and transported at proper temperatures in accordance with Texas Food Establishments Rules

• Vendor shall follow all food handling, food and food preparation, and personal hygiene as mandated by local, state, federal laws, and Center for Disease Control (CDC) guidelines

14.4 Purchase Order Requirements

All catering orders must be accompanied by an approved RISD purchase order. The purchase order must be approved by the centralized Purchasing Department prior to service delivery. Vendors providing goods or services without a valid purchase order may experience payment delays or non-payment.

14.5 Order Coordination

Individual schools and departments will be responsible for:

• Scheduling catering events with selected vendors

• Ensuring accurate order placement

• Coordinating event logistics and delivery details

• Designating authorized personnel to receive deliveries

14.6 Delivery Requirements

Vendors must adhere to the following delivery standards:

• Deliveries must arrive at the specified time and location

• All deliveries must include appropriate serving utensils and supplies

• Delivery personnel must obtain signature confirmation from authorized Richardson ISD staff

• Vendors must maintain professional appearance and conduct during all deliveries

14.7 Dietary Accommodations

Vendors may be asked to accommodate various dietary restrictions and preferences, including but not limited to:

• Vegetarian and vegan options

• Gluten-free alternatives

• Food allergy considerations

• Religious dietary requirements

14.8 Event Support

Selected vendors may be required to provide:

• Setup and breakdown services for larger events

• Serving staff for buffet-style functions when requested

• Disposable serving ware and utensils

15. QUALIFICATIONS

15.1 Location Requirements

Vendors must maintain operations within reasonable driving distance of Richardson Independent School District facilities to ensure timely delivery and service responsiveness.

Local vendors are preferred to facilitate quick and efficient purchasing and delivery processes.

15.2 Required Certifications and Documentation

Each vendor location serving RISD must maintain and provide:

• Current Health Inspection Report from applicable health authorities

• Valid Health Department Permit for food service operations

• Current Food Handling Certificate

• Certificate of Insurance demonstrating adequate coverage

• Comprehensive menu listings with current pricing structures

• Website access of available services and products

15.3 Ongoing Compliance

Selected vendors must maintain all required certifications and permits throughout the five-year service period. Any lapse in certification or permit status may result in immediate suspension of vendor

16. PRICING

• It is the intent of this solicitation to establish a discount from published price list, delivery fees, and gratuity

• Responder(s) must indicate a primary discount (even if the discount is 0% or list price), but may offer multiple discounts by category.

• Please indicate the primary discount that your company will offer the District in the questionnaire.

• The percentage discount offered will be based on the current published price list and pricing will remain firm for one (1) year. Discount changes will be reviewed upon annual anniversary of agreement.

• Price reductions shall be offered immediately upon becoming available to a vendor after award.

• Vendors responding to this proposal agree to sell items at no more than the normal retail price and agree to accept the District’s tax-exempt status and WILL NOT charge RISD sales tax.

17. EVALUATION AND SELECTION PROCESS

This proposal will be awarded in the best interest of the District. Final evaluation of this proposal will be based on the Texas Education Code 44.031(b).

Richardson ISD will conduct a comprehensive evaluation of all submissions received in response to this RFP. The district will appoint a selection committee to perform the evaluation. Each submission will be analyzed to determine overall responsiveness, qualifications under the RFP and Respondent’s proposed plan. At that time, negotiations will be conducted and a contract will be executed.

An Evaluation Committee will evaluate the proposals against the following weighted criteria:

Evaluation Criteria Points

1 Discount/s offered 25

Reputation of the vendor and vendor’s goods or services – K12 References Provided 0

3 Quality of the vendor’s goods or services (Menu) 20

Extent to which the goods or services meet the district’s needs (Menu) 20

5 Vendor’s past relationship with the district 0

Impact of district’s compliance with laws and rules relating to Historically Underutilized Businesses 0

7 Total long-term cost to the district 0

Vendor or Vendor’s ultimate parent company or majority owner has its principal place of business in this state 5

Vendor or Vendor’s ultimate parent company or majority owner employs at least 500 persons in this state 0

Other relevant factors specifically listed in this RFSP - Accepts PO's 15

Will deliver to the entire district 15 Current Health Inspection Report Pass/Fail Current Health Department Permit Pass/Fail Current Food Handling Certificate Pass/Fail Agreement to provide Pre-Service Affidavit (if applicable) Pass/Fail

Notice: The evaluation and scoring shown on this evaluation document are preliminary results and are not final.

This evaluation and scoring may be subject to re-evaluation, re-scoring, and/or re-examined considering additional evaluation information, such as applicable law/regulations or through a Best and Final Offer (BAFO) process. Evaluations and scoring results are not final until the evaluation process officially concludes.

The District will award a contract based upon best value as determined by a combination of price and the above stated evaluation criteria.

RISD may request a written interpretation from a Proposer of any term or statement in a proposal that is or appears unclear or subject to more than one interpretation, and may act upon such written interpretation.

RISD shall have the right to reject any or all proposals; to reject a proposal not accompanied by the required documents; to reject a proposal, which is in any way incomplete, irregular, or nonconforming;

or to reject a proposal, which may otherwise be legally rejected for any reason. RISD may waive any informality in any proposal to the fullest extent permitted by applicable law.

18. CONTRACT

The contents of the proposal submitted by the successful Proposer and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful Proposer will be expected to sign a contract/award letter with the District.

19. PURCHASE ORDER

All purchases will be made via an official RISD Purchase Order (PO).

No shipment or delivery may occur without a valid PO.

Invoices and packing slips must include:

• RISD PO number

• Manufacturer’s item number

• Discounted unit price

20. CANCELLATION

RISD reserves the right to cancel this contract should any of the following occur:

• the vendor(s) proceeds in a manner that does not comply with the contract

• should services or quality of the goods become unacceptable as determined solely by RISD

• the vendor(s) does not carry out the provisions of this contract in its true intent and meaning as indicated in the scope of work.

Prior to contract cancellation, the vendor(s) will be served with written notice to provide satisfactory compliance with the contract without penalty. If the vendor neglects or refuses to follow such notice within thirty (30) days RISD may cancel the contract.

21. WARRANTY / GUARANTEE

All products purchased under this contract shall be NEW and free from defects.

22. SURVIVAL CLAUSE

Any software license agreements, warranties, maintenance agreements, or service agreements that are incorporated into or arise from accepted Purchase Orders or Purchase Agreements issued pursuant to this Contract shall survive the expiration or termination of this Contract in accordance with their respective terms. Any Purchase Orders or Purchase Agreements issued by ISD and accepted prior to the expiration or termination of this Contract shall likewise survive until fully performed or otherwise resolved in accordance with their terms.