Addendum 3 - Food Service RFP 2025-2026 Q and A 2-7-25.pdf
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- Attached to
- Food Service Management Services
- Solicitation number
- S-P15004-00012626
- Issued by
- Jackson County, Peoria CDP, Oregon
About this file
This is Addendum 3 to a Food Service RFP for Phoenix-Talent Schools in Phoenix, Oregon, containing questions and answers from a site visit meeting held on February 7, 2025. The addendum addresses operational questions for food service management services beginning July 1, 2025. Key operational details include milk delivery schedules (twice weekly to all schools except Orchard Hill Elementary which receives weekly delivery), commodity receiving procedures at Phoenix High School, and confirmation of an upcoming administrative review scheduled for March 18-19, 2025.
The document clarifies that the current Food Service Management Company (FSMC) owns approximately 75% of smallwares and the salad bars at elementary schools, noting that in Oregon these assets remain FSMC property rather than transferring to the district. The evaluation committee will include the Superintendent, a Board Member, Director of Facilities, Director of Accounting, TMS Principal, and two parents, with one parent involved in Rogue Valley Farm to School. For financial calculations, bidders are instructed to use an Oregon CEPI rate of 12.43% to reach a 90% free reimbursement rate, based on 2023-2024 school year participation counts.
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Addendum 3 - Food Service RFP 2025-2026 Answers to Questions received during sites visit meeting 2/7/2025:
1. Is milk, produce, bread, supplies, etc. delivered to each school site by suppliers?
Milk is delivered twice a week to all schools except Orchard Hill Elementary milk order is received once a week. Commodities are received by Phoenix High School for all schools.
Talent Middle School receives orders directly from vendors only for TMS’ food service operations.
2. Have you placed your 2025-26 Commodity requisition yet and if so, do you have a detail outlining what was submitted? The order hasn’t been submitted yet.
3. Would you provide a breakdown of who will be on the evaluation committee?
Yes, the evaluation committee includes:
The Superintendent, a Board Member, Director of Facilities, Director of Accounting, TMS Principal, and 2 parents. One of the parents is involved with Rogue Valley Farm to School.
4. Do you have a listing of equipment/small wares that is owned by your current FSMC?
Yes, as mentioned before, salad bars at the elementary schools and about 75% of smallwares are property of the current FSMC.
5. When is your next administrative and procurement review scheduled?
The next administrative review is scheduled for March 18-19, 2025.
6. Can you please verify that the incumbent still owns the assets in question on #4 of the Q&A? It is our experience that when a FSMC buys smallwares, salad bars, signage, etc., it is amortized over three years from the time of purchase, and then legally becomes property of the school district.
This is not the case in Oregon. The FSMC retains property of their assets.
7. Based on the Additional Quarterly CEP Incentive Payment memo issued by the ODE on February 4,2025, should a 100% CEP reimbursement be considered for the RFP financial proforma calculation purposes. The memo does not guarantee a 100% CEP reimbursement for future years.
For calculation purposes, since Appendix A participation counts are based on the 2023- 2024 school year, please use an Oregon CEPI rate of 12.43% to reach a 90% free reimbursement rate.
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