Addendum 2 - Food Service RFP 2025-2026 Q and A through 2-5-2025.pdf

Addendum 2 - Food Service RFP 2025-2026 Answers to Questions received through

2/5/2025:

1. Does the district allow students at any of the school sites to eat off campus? If so, which campus (s) and what grade level? Yes, Phoenix High, grades 9-12, and Armadillo Community Charter, grades 9-12.

2. Would you kindly confirm which schools utilize hard, washable, and reusable serving trays for service and which schools use disposable? Hard washable plates are used in the elementary schools. Middle school and high school currently use disposable plates.

Disposable silverware is used in all schools at this time. Trays are not used at this moment.

3. Does the district provide delivery vehicles for transporting goods? Yes, the district owns a vehicle used exclusively for food service operations.

4. Does your current contractor own any of the equipment and smallware’s? If so, would you provide a breakdown of what your contractor owns? Most equipment and about 25% of smallwares are owned by the district. Salad bars at the elementary schools and about 75% of smallwares are property of the current FSMC.

5. Would you kindly provide the following?

a. 2023-24 Meal Claims per school site including itemized free, reduced, and paid meal counts per month? I need the data provided in Appendix A in the RFP broken down per school site. Yes, please see attachments.

6. Would you kindly provide the last 3 years of audited financials including the food service fund reports for each year? The audited financial statements are posted in the district’s website, Business Department page:

https://www.phoenix.k12.or.us/departments/business

7. Would you kindly provide the current FSMC contract renewal approved by the Board for SY 2024-25? Yes, please see attachments.

8. Would you kindly provide the USDA Commodity Allotment to use in proforma development for the upcoming year, as well as the allotment from last school year? Yes, please use $100,000 https://www.phoenix.k12.or.us/departments/business

9. Are the current FSMC staff part of an Employee Union? If so, do you happen to know where I could get a copy of the CBA? Per our current FSMC, their staff working in our district is not part of an employee union.

10. Will questions be answered on a rolling basis? It is important to get your responses as soon as possible, so we can advocate for you internally and gain all necessary approvals within our organization. Yes, we’ll make the best effort to answer questions in a timely basis.

11. Please clarify that you want all prospective bidders to use the menus in the RFP for the first

21 days versus presenting our own for your review. (Page 14 -Menu Cycle. The FSMC must comply with the 21-day menu cycle and specifications (Appendix B) developed for the NSLP, SFSP and CACFP Programs. Any changes made by the FSMC after the first initial menu cycle may be made only with the approval of the SPONSOR. The SPONSOR shall approve the menus no later than two (2) weeks prior to services. (Reference 7 CFR 210.10, 7 CFR 210.16(b) (1)). Yes, the RFP template used was provided by the ODE. The purpose of the 21-day cycle menu is to comply with the regulations of 7 CFR 210.16(b)(1) which states:

“The invitation to bid or request for proposal contains a 21-day cycle menu developed in accordance with the provisions of § 210.10, to be used as a standard for the purpose of basing bids or estimating average cost per meal.”

Changes after the initial 21 days of meal service may be made with the district’s approval.

12. Please provide student enrollment data projections for the 2026, 2027, 2028 and 2029 school years. The student enrollment data projections are to be considered flat for future years. The current enrollment is approximately 2,220 students.

13. Please provide the Year End Food Service Program Financial Report for the 2022-2023

School Year as well as 2023-2024 School Year. Yes, please see attachments.

14. On page 46 of the RFP, you list indirect expenses not to exceed $130,000. Is $130,000 the number you want all prospective bidders to use in their financial proformas so that you can make an equal comparison between bids? Yes, it is.

15. Are there any other District Expenses the Food Service Program covers including, SFA Employee Wages SFA Employee Benefits SFA Direct Expenses All SFA expenses were included in the $130,000 estimate

16. Please provide the planned 2025 USDA Commodity allotment (including any bonus food allotments) to understand what has been ordered. RFP page 45 states $.45 per meal rate.

Yes, same as question #8, please use $100,000 https://www.ecfr.gov/current/title-7/section-210.10

17. Does the SFA provides vehicle(s) for deliveries to the schools or whether the FSMC must provide the vehicle(s). The district provides a vehicle exclusively for food service use.

18. Is there any current equipment from current FSMC that will be removed in the event there is a change on FSMC’s? Yes, please see question #4

19. Please provide a copy of any current MOU between the SFA and outside entities for which meals are provided. There are none for this school year.

20. Please provide the current CBA for student nutrition workers. There are no student workers this year.

21. Please provide the current seniority list for all nutrition services employees. The current nutrition services employees are not employed by the district. We will request this information from our current FSMC.