ADDENDUM NO. 2 CHARTWELLS QUESTIONS AND ANSWERS reduced.pdf
PDF 5 MB Posted
- Attached to
- Request for Proposal School Food Program
- Solicitation number
- BD-26-1322-SPS08-SPS08-125463
- Issued by
- Essex County, Massachusetts
About this file
This is Addendum No. 2 to the Request for Proposal issued by the Town of Saugus School Committee for food service management operations. The addendum contains questions submitted by potential bidders and corresponding answers provided by the Town regarding the procurement. The RFP seeks a Food Service Management Company to operate the National School Lunch Program, School Breakfast Program, and a la carte food services for the school district beginning in school year 2026-2027. Key deadlines include a mandatory Pre-Proposal Conference and facility tour on March 11, 2026 at 2:00 PM; written questions due by March 13, 2026 with responses by March 17, 2026; sealed Price and Non-Price proposal submissions due March 24, 2026 at 11:00 AM; contract award by April 9, 2026; draft contracts due to the Massachusetts Department of Elementary and Secondary Education by April 24, 2026; and executed contracts due by June 5, 2026. The initial contract term runs from July 1, 2026 through June 30, 2027, with options for up to two additional one-year renewals.
The procurement operates as a cost-reimbursable contract structure whereby the FSMC will be reimbursed for direct costs including food, labor, and supplies plus fixed Administrative and Management Fees, with a guaranteed minimum financial return to the School Food Authority. Qualified vendors must demonstrate a minimum of one year of experience managing K-12 school food service programs in comparable districts, employ a Food Service Director meeting USDA Professional Standards, maintain a clean contracting history with no defaults on school food service contracts in the prior five years, and guarantee minimum lunch participation rates of 35 percent. A bid bond equal to 5 percent of total budgeted costs is required at submission. Financial projections must be detailed through Schedule E including revenues from student meals, adult meals, and federal/state reimbursement rates calculated using USDA-provided formulas, with all discounts, rebates, and applicable credits credited to the School Food Authority.
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TOWN OF SAUGUS
PURCHASING DEPARTMENT
515 MAIN STREET
SAUGUS, MASSACHUSETTS 01906
Telephone: (781)813-3571 Email: mwendell@saugus-ma.gov
INVITATION FOR BID
#01-26 SCHOOL FOOD PROGRAM
ADDENDUM#2
DATE ISSUED: March 16, 2026
This Addendum shall be part of the Contract Documents for the above-referenced project.
This Addendum is issued to clarify questions received during the pre-proposal conference which took place on March 11, 2026 referenced in the Invitation for Bid.
Please see below the following questions and answers: CHARTWELLS QUESTIONS
1. What is the ISP percentage? Please provide the schools current CEP% and any school grouping.
(A) ISP as of October 2025 54% - we are a Community Eligibility Provision district. (please see attached)
2. On early releas days, do you provide lunch to your students?
(A) Yes, we offer grab and go lunch on early release days.
3. Please provide your projected service days for breakfast and lunch for the school year 2026/27.
a. Are the number of service days identical for Breakfast as for Lunch? If not, please clarify the number of Breakfast service days versus Lunch service days per grade level (Elementary, Middle, and High).
(A) 180 service days for both lunch and breakfast.
4. Do any sites currently offer breakfast in the classroom? If so, which ones.
(A) No breakfast in the classroom at this time.
5. At the High School, are students permitted to leave campus during lunch? If, so what percentage of the school population is allowed to leave?
(A) High school students are not permitted to leave campus.
6. Please provide the meal equivalency factor for all bidders to use.
(A) This is vendor-based information based on food costs so cannot be determined globally.
7. Please provide meal claims by school site for breakfast and lunch for SY 2024-2025 and current SY 2025-2026 (July 2025 through February 2026).
(A) Please see attached.
8. Please provide total catering sales for the SY 2024-2025 and current SY 2025-2026 (July 2025 through February 2026).
(A) Total catering sales 2024-2025 $3,769.43.
Total catering sales current $2,340.72
9. Please provide ala caite sales by school site for the SY 2024-2025 and current SY 2025-2026 (July 2025 through February 2026).
(A) Total a la carte sales 2024-2025 $80,935 Total a la carte sales current $2,340.72
10. Please provide a detailed P&L for the food service program including expense details for the current YTD July 2025- January 2026 and prior year 2024-2025.
(A) Please see attached
11. What was actual SY 2024-2025 guaranteed return (if any)?
(A) If the question is was the guaranteed return needed to due to shortfall - the answer is no
12. Please provide the USDA Commodity Entitlement for the current 2025-2026 school year and 2026-27 school year.
a. Can you also provide the diversions that were planned for 2026-27 and any DOD allocations?
b. Please provide the total annual cost of delivery for your commodity orders.
(A) Please see attached - Total cost of deliveries is on the P & L
13. Is the food service employees' part of a Union? If yes, please provide a copy of the most recent Collective Bargaining Agreement.
(A) Food service employees are employed by the FSMC
14. Please provide all the current foodservice management positions by title.
(A) Food service employees are employed by the FSMC
15. Does the current FSMC own any equipment or small wares on site that would need to be replaced in a FCMS transition? If so, please provide a list of these items.
(A) All small wares and equipment are property of Saugus Public Schools
16. When was the last time students were surveyed? Please share those responses.
(A) Students were surveyed by the FSMC last year. Responses will not be shared as they were specific to the vendor.
17. Please provide a copy of both the original and the most recent FSMC contract and the latest renewal and amendment agreement.
(A) Please see attached
18. The Schedule A/Cost Responsibility Section list that the FSMC is responsible for vehicles.
a. Does the district own a foodservice vehicle or your current FSMC?
b. Does the district provide a driver or your current FSMC?
(A) A. No, the district no longer owns a vehicle dedicated to food service B. Current FSMC provides driver and vehicle
**There is an added requirement as part of this Addendum: It would be beneficial to have a food service director on site who is registered dietician as there are students with food allergies who could benefit from having this role daily. **
All Bidders are required to acknowledge receipt of each Addenda when submitting their proposal. Failure to acknowledge any Addendum's will result in the proposal being deemed non-responsive and subject to rejection.
Proposal for this project will be received at the Department of Public Works, 515 Main Street, Saugus, Ma O 1906 on or before March 24, 2026 no later than 11 :00 AM. Any proposals submitted after that date and time will be rejected.
*** PLEASE BE SURE TO ACKNOWLEDGE ALL ADDENDA WHEN SUBMITTING A PROPOSAL.
FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION OF YOUR PROPOSAL.***
QIJ S-\-LO(\ r A _ n ei, f\ r ( ' ) "L rt ·":if ( Mass.aw "";if -lvfossad111sells 0,-parlmml of Elementary & Sewndary Education
Identified Student Percentages by School
05-262 Saugus School Committee
Fiscal Year: 2026 Reporting Period: OCTOBER 2025
*Enrollment as of Date: I 10;01;202s I *Direct Certification as of Date: 110;011202s I
School Name/Number
Belmonte Steam Academy (262-020)
SAUGUS HIGH (262-505)
Saugus Middle School (262-405)
Veterans Early Learning Center (262-030)
For State Use Only
I I I I
SFA Counts
SNAP Other 0 0 2011 I 2431
1481 I 2751
1281 I 1941
1101 I 1541
I I I I
Status I Submitted v I Status Date 10/01/2025 Submitted By Andrews Pola
Massad1115e/Js Deparlmenl of Elementan; & Secondary Educalio11
State Government• State Services
Application List Security Portal Log.Out
Claim Enrollment Enrollment
0 0 ISP
8281 828 53.62
7161 716 59.08
6321 632 50.95
5031 503 52.49
Submitted Date 10/01/2025
Search· Policies• Site Info• Contact DOE
Mass.u w State Government• State Services _,ti - - M,1ss11d111sells Oep,1r/r1ui11 of Elementary & Secondary Education
Application List Security Portal Log Out
05-262 Saugus
*Claim I AUG-2024 Claim 1, Rev O (PAID) vi Sponsor Claim
District Level Claim
1. General Information District Nanu Saugus School Committee Claim Month/YearlAUG-2024 Claim 1, Rev o
Mailing Address High School StatuslPAID One Pearce Memorial Drive Saugus, MA 01906
Phone 781-231-5000 Remarks
I Number of Approved Applications on File:
Proaram Free Reduced Total Lunch 2040 0 2040
Breakfast LU40 0 2040 Special Milk
After School All Free u 0 After School Other 0 0 0
Summarv Information Bv Proaram:
School Lunch and Breakfast
Redu Student Adult Meal TvPe # Sites Enrollment Ooeratino Davs Attend. Participation Charoe Cha roe
Lunch 4 2709 3 2709 1321 I 0 . 0 0 I I 0.001 Breakfast 4 2709 3 2709 284 I 0 . 0 0 11 0.001
Special M i n 0 0 After School All Free 0 0 0 0 0
After School Othe1 0 0 0 u 0 I 0 . 0 0 I Special Milk
Cost of Milk Total Served Purchased 01 Free Milkj 0 Total Cost 0.001 PaidMilkj 0
Cost Per 0.0000
Meal Counts:
Meal Tvoe Free Reduced Paid Severe Free Severe Reduced All Free
Breakfast u 0 I L l 4 6.:!8 I 0 1 Lunch 3 0 0 2 01 961 I
After School Snack! 0 o, 0 I I 0
Total District Breakfast O11erating Costs b� Categor� (For s11onsors with at least one severe need site):
Food Supplies 805.001 I Non-Food Supplies! 350.001
Labor to Prepare/Serve/Clean: 787 .001 I Supe1visor(s):I 409.001 Total: 2351.00
Number of Breakfasts Served by All Schools: 852 I Average Cost:'2.7594 D Not Claiming
Mass11d111sells Dept1r/111mt of ElementanJ & Secondan; Education Search • Policies • Site Info • Contact DOE
Mass.a w ,;ii - M11ssnch11stlls Deparlmmt of Elementary & Secondary Education
State Government • State Services
Application List Security Portal Log Out
05-262 Saugus
*Claim I SEP-2024 Claim 1, Rev O (PAID) vi Sponsor Claim
District Level Claim
1, General Information District Nanu Saugus School Committee Claim Month/Year!SEP-2024 Claim 1, Rev o
Mailing Address High School Status!P AID One Pearce Memorial Drive Saugus, MA 01906
Phom 781-231-5000 Remarks
I Number of Approved Aoolications on File:
Program Free Reduced Total Lunch 2026 0 2026
Breakfast 2026 0 2026 Soecial Milk
After School All Free 0 0 After School Other 0 0 0
Summarv Information Bv Proaram:
School Lunch and Breakfast
Redu Student Adult Meal Tvpe # Sites Enrollment Operatim:1 Davs Attend. Particioation Charae Charae
Lunch 4 2693 19 Lt> 3 1748 I 0 . 0 0 I I 0.00/ Breakfast 4 2693 19 2693 447 I 0 . 0 0 11 0.00/
Special Milk 0 0 After School All Free 0 0 0 0 0
After School Other 0 0 0 0 0 I 0 . 0 0 I Special Milk
Cost of Milk Total Served Purchasefl 0/ Free Milkj 0 Total Cost 0.00/ PaidMilkj 0
Cost Pe, 0.0000
Meal Counts:
Meal Tvoe Free Reduced Paid Severe Free Severe Reduced All Free
Breakfast] 0 1 0 1 2136 b j 5 0 I Lunch 24998 I o I 8218
After School Snackl 0 1 0 I 0 I 0
Total District Breakfast Ooerating Costs b',' Categorv (For s11onsors with at least one severe need site):
Food Supplies 8005. 50/ I Non-Food Supplies! 4955.00/
Labor to Prepare/Serve/Clean: 6874.001 I Supervisor(s):I 3490.00/ Total: 23324.50
Number of Breakfasts Served by All Schools: 8491 I Average Cost:'2.7470 0 Not Claiming
Mnss11dt11sells Ot-par/mml of Elementary & SccondanJ Education Search • Policies • Site Info • Contact DOE
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