6-ADE RFP Evaluation Rubric Template Fixed-Price.docx

Solicitation/RFP No. 27-15-31

TOLLESON UNION HIGH SCHOOL DISTRICT NO. 214

FSMC Fixed-Price RFP Evaluation Rubric

Name of FSMC Date of Evaluation Name of Evaluator

EVALUATION COMMITTEE INSTRUCTIONS

Objective: Using this Evaluation Rubric, the evaluation committee will come to a consensus regarding which offer is the most advantageous to TOLLESON UNION HIGH SCHOOL DISTRICT NO. 214. The committee will recommend the FSMC whose offer is most responsive to the SFA’s needs within available resources. The FSMC must be responsible, demonstrating their capacity for successfully complying with all the requirements.

General Instructions and Requirements

The evaluation process consists of two phases. In the first phase, the INDEPENDENT EVALUATION PHASE, Evaluation Committee members prepare for the group evaluation review meeting individually. At this point, evaluators determine initial ratings and make notes about each offer to prepare for discussion with the committee. The rubrics, containing the committee members’ comments and rankings, will become part of the public record file. Evaluation Committee members should use the following guidelines as they complete their assessment of each offer:

1. Review the Request for Proposal (RFP) to ensure a clear understanding of the solicitation and its requirements.

2. Be familiar with each offer and how they address the solicitation requirements.

3. Using independent judgment, evaluate each offer individually against the evaluation criteria found in this document.

4. For each evaluation criterion:

a. Determine how well the offer satisfies the stated requirements.

b. Enter notes about locations within the offer that address the requirements.

c. Enter comments about strengths and weaknesses of the offer in relation to the stated requirements.

d. Select the rating that most accurately reflects the quality of the offer.

e. Give a score to the section based on the rating you selected.

5. Remember, only the information found in the offer and the evaluation criteria specifically identified in this document can be used in determining ratings.

In the second phase, the GROUP EVALUATION REVIEW PHASE, Evaluation Committee members meet as a group to confer, discuss, and come to an agreement on which offer is most responsive and responsible and advantageous to the SFA. If the committee feels it is necessary, discussions with the Offerors may be held. After the final decision is made, the procurement officer will create a summary scoring document that will be sent in with all the evaluation rubrics and be retained in the procurement file as justification for the resulting award decision. The award shall go to the Offeror with the most points.

Use the following definitions as a basis for determining the score assigned to each criterion in Sections I and II. The range of points allotted to each definition will assist with determining the individual score.

EVALUATION CRITERIA

I. Method of Approach and Implementation Plan Section (Weight 35%) Evaluate subjectively the Offeror’s Method of Approach and Implementation Plan, section three of the offer. These are responses to items in the Scope of Work section of the RFP and to the following attachments: 7.3, 7.4, 7.5, 7.6, 7.7, and 7.8.

A. Evaluate Attachment 7.3, Labor Costs.

· Subjectively evaluate if the Labor costs the FSMC is proposing are within SFA guidelines and are in the best interest of the SFA.

· Subjectively evaluate if the costs are within the SFA’s budget expectations if all are SFA employees.

· Subjectively evaluate how the FSMC used the information on Exhibit A of the RFP.

Points Scored ___________ (Maximum =125 Points)

General Comments:

Strengths:

Weaknesses:

B. Evaluate Attachment 7.4, Financial Projected Worksheet.

· Subjectively evaluate how reasonable the FSMC’s projected costs and revenues are for the SFA.

Points Scored ___________ (Maximum =100 Points)

General Comments:

Strengths:

Weaknesses:

C. Evaluate Attachment 7.5, Schedule of Terms for the FSMC Guarantee.

· Subjectively evaluate how reasonable the FSMC’s Guarantee return conditions will be for the SFA’s upcoming school year.

· Subjectively evaluate how reasonable the FSMC’s Guarantee amount will be for the SFA.

· Subjectively evaluate how reasonable the FSMC’s Guarantee return conditions will be for years 2-5.

Points Scored ___________ (Maximum = 125 Points)

General Comments:

Strengths:

Weaknesses:

D. Evaluate Food Purchase Specifications and Buy American Provision (The information is from the Scope of Work Sections of the RFP and Attachment 7.2, Offeror’s Approach and Implementation Plan)

· Subjectively evaluate the FSMC’s plan on how they will purchase quality products at the lowest price possible, consistent with maintaining quality standards and service, keeping costs low and quality high.

· Subjectively evaluate how the FSMC’s purchasing standards and specifications will bring about the best quality and price for the SFA’s food service program. Specifications shall cover items such as grade, purchase units, style, condition, weight, ingredients, formulations, and delivery time.

· Subjectively evaluate how the FSMC will properly credit, on the monthly invoices, the value of USDA Foods/DoD Fresh received each month. Does the sample invoice meet the USDA requirements as stated in the Special Terms and Conditions?

· Subjectively evaluate the FSMC’s plan to purchase, to the maximum extent practicable, domestic products that meet the requirements of the Buy American Provision.

Points Scored ___________ (Maximum =150 Points)

General Comments:

Strengths:

Weaknesses:

E. Evaluate Menu Planning and Program (The information is from the Scope of Work Sections of the RFP, Attachment 7.2, Offeror’s Approach and Implementation Plan, and Attachment 7.6, 21-Day Cycle Menus)

· Subjectively evaluate the 21-day cycle menus submitted for each program listed on Attachment 7.6.

· Subjectively evaluate how the FSMC will provide reimbursable meals that meet the nutrition standards and meal pattern requirements.

· Subjectively evaluate how the FSMC will accommodate special requests and meet the needs of the SFA.

· Subjectively evaluate the FSMC’s philosophy regarding promotion (increasing awareness and participation) of the school food service program.

· Subjectively evaluate how the FSMC will ensure compliance with a food safety management system that complies with HACCP (Hazard Analysis and Critical Control Point) principles.

Points Scored ___________ (Maximum =300 Points)

General Comments:

Strengths:

Weaknesses:

F. Accounting Systems and Records and Cost Controls and Fees (The information is from the Scope of Work Section of the RFP and Attachment 7.7)

· Subjectively evaluate the information in Attachment 7.7, Internal Accounting Process, and determine if the FSMC’s accounting system and records meet the SFA’s needs.

· Subjectively evaluate the FSMC’s procedures to ensure that accurate meal records are kept.

· Subjectively evaluate the FSMC’s procedures to ensure that accurate pupil participation records will be maintained.

· Subjectively evaluate the FSMC’s plan for controlling costs.

· Subjectively evaluate the sample invoice.

Points Scored ___________ (Maximum =200 Points)

General Comments:

Strengths:

Weaknesses:

(Delete Section G if Geographical Preference was not included in RFP) G. Evaluate Geographic Preference (The information is from the Scope of Work Section of the RFP and Attachment 7.7)

· Subjectively evaluate the information in Attachment 7.8 and the FSMC’s Ability and Scope of practice to provide Farm to School aspects of this RFP.

General Comments:

Strengths:

Weaknesses:

**Document the total points given to the FSMC’s Method of Approach and Implementation Plan Section from A - G on the previous pages in the table below:

F

Accounting Systems and Records and Cost Controls and Fees

(Delete row if Geographical Preference was not included in RFP)

Total Points

1,000

Final Weighted Score for Method of Approach and Implementation Plan section:

Total Points____________ x 35% = ____________** (Maximum 350 points)

**Transfer score to Final Scoring Sheet-Method of Approach and Implementation Plan

General Comments:

II. Experience, Expertise, and Reliability Section (Weight 28%) Evaluate subjectively the FSMC’s Experience and Expertise and Reliability responses to the information in attachments 7.9, 7.10, 7.11, 7.12, 7.14, 7.15, and 7.16.

A. Evaluate Attachment 7.9, Offeror’s Food Services Program List/Qualifications.

· Subjectively evaluate the list of SFAs the FSMC is serving and if the schools are comparable to your SFA.

· Subjectively evaluate the FSMC’s experience as food service operators in Arizona and nationally.

· Subjectively evaluate the FSMC’s specific strategies for increasing both student and adult participation, while at the same time providing high quality, nutritional food.

General Comments:

Strengths:

Weaknesses:

B. Evaluate Attachment 7.10, Offeror’s References. The Procurement Officer must contact the references prior to the evaluation committee meeting and present this information to the committee.

· Subjectively evaluate the FSMC’s references and responses to your questions.

· Subjectively evaluate how the FSMC will work with your SFA.

General Comments:

Strengths:

Weaknesses:

C. Evaluate Attachment 7.11, Offeror’s Discontinued or Terminated Services. The Procurement Officer must contact the SFAs listed prior to the evaluation committee meeting and present this information to the committee.

· Subjectively evaluate the reasons for the SFAs to discontinue or terminate the FSMC’s services.

General Comments:

Strengths:

Weaknesses:

D. Evaluate Attachment 7.12, Offeror’s Organization Chart.

· Subjectively evaluate how the FSMC’s Organization will work with your SFA.

· Subjectively evaluate the FSMC’s plan for the administrative, management, and supervision proposed under the specifications of the contract.

Points Scored ___________ (Maximum =50 Points)

General Comments:

Strengths:

Weaknesses:

E. Evaluate Attachment 7.13, Offeror’s Personnel Information.

· Subjectively evaluate the FSMC’s experience as managers and consultants of food service operations.

· Subjectively evaluate the resumes of the proposed personnel and how their skills will work for your SFA.

Points Scored ___________ (Maximum =250 Points)

General Comments:

Strengths:

Weaknesses:

F. Evaluate Attachment 7.15, Offeror’s Staffing Schedule.

· Subjectively evaluate how the FSMC’s staffing schedule will work for your SFA.

· Subjectively evaluate the FSMC’s plan in relation to the employment of the existing food service staff.

· Subjectively evaluate how the FSMC will ensure that the level of service meets the needs of each school.

· Subjectively evaluate the FSMC’s policy for the removal or suspension of an employee, and the procedures to immediately restructure its staff without disruption in service to the SFA.

Points Scored ___________ (Maximum =200 Points)

General Comments:

Strengths:

Weaknesses:

G. Evaluate Attachment 7.16, Offeror’s Training Program. Subjectively evaluate.

· Subjectively evaluate the FSMC’s training program for the employees, directors, and managers.

· Subjectively evaluate how the training program will train its employees to abide by all the policies, rules, and regulations with respect to its use of the SFA’s premises.

· Subjectively evaluate how the FSMC will improve employee morale and reduce turnover.

· Subjectively evaluate how the FSMC’s training program will help the SFA meet the established professional standards requirements.

General Comments:

Strengths:

Weaknesses:

**Document the total points given to the FSMC’s Experience, Expertise, and Reliability Section from A – G on the previous pages in the table below:

Total Points

1,000

Final Weighted Score for Experience, Expertise, and Reliability section:

Total Points___________ x 28% = ____________** (Maximum 280 points)

**Transfer score to Final Scoring Sheet- Experience, Expertise, and Reliability

General Comments:

III. Pricing Section (Weight 37%) Evaluate objectively the FSMC’s fixed prices per meal on attachment 7.1 using the mathematical formula below.

Formula that must be used when evaluating the Fixed-Price meal prices: X divided by Y times Z [(X/Y) x Z]

X = Lowest price per meal out of all offers Y = Price per meal of offer being evaluated Z = Number of points available

A. BREAKFAST (Delete if not part of the Scope of Work and add points to Lunch (Z))

· Document the mathematical formula used to score breakfast price per meal

(X) __________ / (Y) __________ x (Z) 300 = Total Breakfast Points __________

B. LUNCH

· Document the mathematical formula used to score lunch price per meal

(X) __________ / (Y) __________ x (Z) 450 = Total Lunch Points __________

C. SNACK (Delete if not part of the Scope of Work and add points to Lunch (Z))

· Document the mathematical formula used to score snack price per meal

(X) __________ / (Y) __________ x (Z) 150 = Total Snack Points __________

D. MEAL EQUIVALENT

· Document the mathematical formula used to score meal equivalent price per meal

(X) __________ / (Y) __________ x (Z) 100 = Total Meal Equivalent Points __________

**Document the total points from the above Pricing Section for A-D in the table below:

Total Points

1,000

Final Weighted Score for Pricing section: Total Points____________ x 37% = ___________** (Maximum 370 points)

**Transfer score to Final Scoring Sheet- Pricing Section

General Comments:

FSMC Final Scoring Sheet

I. Method of Approach and Implementation Plan Section (Weight 35%)

II. Experience, Expertise, and Reliability Section (Weight 28%)

III. Pricing Section (Weight 37%)

***Total Final Points for Proposal

1,000

***Transfer score to the Excel Evaluation Score Summary Chart

Additional Comments:

Signature of Evaluator:

Date:

Arizona Department of Education FSMC RFP Template 11.2025 - Page 1 of 64