IFB D27 055 Solicitation.pdf

HAWAII STATE DEPARTMENT OF EDUCATION

PROCUREMENT AND CONTRACTS BRANCH

SEPTEMBER 18, 2026

INVITATION FOR BIDS

Number IFB D27-055

SEALED BIDS

TO PROVIDE

REGIONAL KITCHEN OPERATIONAL READINESS VALIDATION

AND COMPLETION SUPPORT

FOR

THE HAWAII STATE DEPARTMENT OF EDUCATION’S

FIRST REGIONAL KITCHEN

will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov/welcome.html until 4:30 p.m., Hawaii Standard Time (HST) on

October 14, 2026

Offerors interested in responding to this electronic solicitation must be registered on the HIePRO (https://hiepro.ehawaii.gov/welcome.html) in order to participate in this procurement. Registration is free.

Once registered, Offerors can login to view and respond to the HIePRO solicitation.

Questions relating to this solicitation may be directed to Albert Perry, Procurement and Contracts Support Specialist, at telephone (808) 675-0130, via facsimile (808) 675-0133, or via email at albert.k.perry@k12.hi.us.

https://hiepro.ehawaii.gov/welcome.html https://hiepro.ehawaii.gov/welcome.html mailto:albert.k.perry@k12.hi.us

PROVIDE REGIONAL KITCHEN OPERATIONAL READINESS VALIDATION

AND COMPLETION SUPPORT FOR THE HAWAII STATE DEPARTMENT

OF EDUCATION’S FIRST REGIONAL KITCHEN

IFB D27-055

OFFER PAGE OF-1

Exact Legal Name of Offeror, including “dba” or “division” of a corporation (furnish the exact legal name of the entity under which an awarded contract, if any, will be executed):

Address:

Principal Place of Business (may not be a P.O. Box):

Mailing Address (only if different):

Payment Address (only if different)

Offeror’s Primary Contact Person:

Name Title

Telephone Number Fax Number

Email Address

Federal Tax Identification Number:

State of Hawaii General Excise Tax License Number:

Type of Business Entity (check one):

Sole Proprietor Partnership Corporation Joint Venture Limited Liability Company Other

Names of all Offeror’s parent, affiliate and subsidiary organizations:

Offeror is either:

A Hawaii business incorporated or organized under the laws of the State of Hawaii; OR

A Compliant Non-Hawaii business incorporated or organized under the laws of the State of on (date) _____________, and, if applicable, registered with the State of Hawaii Department of Commerce and Consumer Affairs Business Registration Division to do business in the State of Hawaii.

The undersigned has carefully read and understands the terms and conditions specified herein and hereby submits the following offer to provide the goods and/or perform the work specified herein, all in accordance with the true intent and meaning thereof, and further that the Offeror shall comply with all terms, conditions and requirements of the solicitation. The undersigned further understands and agrees that by submitting this offer, 1) the undersigned is declaring the undersigned’s offer is not in violation of Chapter 84, Hawaii Revised Statutes, concerning prohibited State contracts, and 2) the undersigned is certifying that the price(s) submitted was (were) independently arrived at without collusion.

Authorized (Original in ink) Signature Name (printed)

Title Date

IFB D27-055 OF-1

The following offer is hereby made:

Item Number Description

Unit Bid Price Unit Total Bid Price

1 Operational Process Development and Continuity of Operations 1 -$

Menu, Production and Procurement Transition Planning 1 -$

Inventory, Receiving and Materials Management 1 -$

Training and Workforce Readiness 1 -$

5 Phase I Finishing-Kitchen Operational Readiness and Rough Order of Magnitude (ROM) Assessments 1 -$

6 Food Safety, Traceability and HACCP Compliance 1 -$

7 Project Management and Implementation Support 1 -$

SUB-TOTAL BID PRICE (ITEMS 1 through 7) -$

Item Number Description

Unit Bid Price Per Hour

Estimated Number of Hours

Total Bid Price

Assistance with development or delivery of specialized operational training upon request by the STATE, within the CONTRACTOR’s area of expertise. 120 -$

TOTAL SUM BID PRICE (ITEMS 1 through 8) $ -

Unit Bid Price shall include labor, equipment, materials, transportation, overhead, profit, all applicable taxes and any other incidental and operational expenses incurred in the performance of all obligations hereunder. The Unit Bid Price shall be the all-inclusive cost to the STATE and no other charges will be honored. In case of error in extension of Bid Price, the Unit Bid Price shall govern.

OFFEROR

IFB D27-055 OF-2

SPECIFICATIONS S-1

IFB D27-055

SPECIFICATIONS

1. INTRODUCTION, BACKGROUND AND BUSINESS GOALS AND OBJECTIVES

1.1. Introduction

The purpose of this project is to obtain professional operational planning, implementation, and readiness support for the Hawaii State Department of Education's (STATE) first Regional Kitchen to enable timely opening, training, production, distribution, and phased implementation of finishing kitchens.

The CONTRACTOR shall assist the School Food Services Branch (SFSB) in transitioning the Regional Kitchen from a newly constructed facility into a safe, standardized, efficient, and sustainable food-production operation. The CONTRACTOR shall build upon work already completed or underway by the STATE, including facility and equipment design, menu development, staffing analysis, procurement planning, smallwares planning, training, finishing-kitchen planning, and food-safety requirements.

The CONTRACTOR shall review, validate, revise, complete, and integrate the STATE’s existing work in the following seven (7) service areas:

• Operational Process Development and Continuity of Operations;

• Menu, Production and Procurement Transition Planning;

• Inventory, Receiving and Materials Management;

• Training and Workforce Readiness;

• Phase I Finishing-Kitchen Operational Readiness and Rough Order of Magnitude (ROM)

Assessments;

• Food Safety, Traceability and Hazard Analysis Critical Control Point (HACCP) Compliance; and

• Project Management and Implementation Support.

To support comparable bids, the STATE shall provide a STATE-Furnished Materials Index and the most current available versions of existing planning products which will be provided through a forthcoming addendum. The index shall identify each document’s title, date or version, status, and electronic format.

Additional or updated materials completed after bid opening shall be provided at the start of the Contract. The CONTRACTOR shall build upon these materials and shall not recreate acceptable STATE work unless revision is necessary to meet Contract requirements.

This engagement is not intended to transfer management responsibility for the Regional Kitchen to the CONTRACTOR. Final decisions involving policy, staffing structure, position classification, collective bargaining, menu approval, procurement, personnel, and other management responsibilities remain with the

STATE.

1.2. Background

The STATE is developing its first Regional Kitchen in Central Oahu as part of a broader transformation of Hawaii's school food-service system. Historically, the STATE has operated primarily through a decentralized model in which more than 250 schools manage individual preparation kitchens. This legacy model faces challenges associated with aging infrastructure and equipment, labor shortages, varying production capability, and rising costs for processed and mainland-sourced food products.

The Regional Kitchen is intended to support a transition toward centralized production of high-quality meals using increased scratch cooking, standardized recipes and food-safety practices, and greater utilization of Hawaii-grown and Hawaii-produced foods. The Regional Kitchen will prepare food for distribution to participating finishing kitchens, where meals will be received, stored, rethermalized or finished as necessary, and served to students.

SPECIFICATIONS S-2

The Regional Kitchen is located within the Leilehua-Mililani-Waialua (LMW) complex area and is the first facility envisioned within a future statewide Regional Kitchen network. Phase I design-build completion and operational opening are planned for June 2027, with school transition occurring in phases rather than all participating schools beginning service simultaneously.

1.2.1. Phased School Implementation

1.2.1.1. Phase 1 Year 1 is planned to support twenty (20) schools in the Leilehua, Mililani, and Waialua complex areas. Four initial finishing kitchens are currently planned for renovation: Leilehua High School, Wahiawa Middle School, Wahiawa Elementary School, and Iliahi Elementary School. An additional sixteen (16) LMW schools are planned for transition and may require equipment, smallwares, training, operational modifications, or other readiness measures even when major facility renovation is not immediately funded.

1.2.1.2. Phase 1 Year 2 is planned to add twenty-two (22) schools in the Aiea, Moanalua, and Radford complex areas. The broader Phase I and Phase II operating model anticipates eventual Regional Kitchen support expanding to approximately eighty-five

(85) schools. The CONTRACTOR's work shall support initial Regional Kitchen opening, phased school activation, and development of repeatable processes that can be applied as additional schools enter the system.

The Regional Kitchen is also intended to strengthen standardized food safety and leverage Central Oahu's agricultural corridor in support of the STATE's local-food goals, including the requirements identified in Act 175 (2021) and Act 137 (2025) regarding locally sourced food purchases.

1.3. Business Goals and Objectives

The primary goal of this project is to review, validate, complete, and integrate STATE-developed operational-readiness work so the Regional Kitchen and participating finishing kitchens are prepared for phased implementation. The CONTRACTOR shall perform concurrent workstreams and meet the required deliverable schedule.

1.3.1. Operational Readiness and Standardization

1.3.1.1. Develop standardized, practical, and repeatable operating processes for the Regional Kitchen and finishing kitchens to support consistent meal quality, food safety, accountability, and operational efficiency.

1.3.2. Production Readiness

1.3.2.1. Validate that planned menus, recipes, production volumes, equipment capacities, production sequencing, staffing assumptions, cooling requirements, storage capacity, packaging, and distribution requirements can function together as one operating system.

1.3.3. Finishing-Kitchen Readiness

1.3.3.1. Evaluate participating schools to determine whether equipment, utilities, layout, smallwares, receiving capacity, staff readiness, and training are sufficient to operate successfully as finishing kitchens.

1.3.4. Food Safety and Regulatory Compliance

1.3.4.1. Develop the HACCP framework, SOPs, traceability systems, records, corrective-action processes, and training needed to support State of Hawaii Department of Health (DOH), United States Department of Agriculture (USDA) Child Nutrition

SPECIFICATIONS S-3

Program, Food Safety Modernization Act (FSMA), and other applicable food-safety requirements, with the goal of operational compliance by opening.

1.3.5. Operational Resiliency

1.3.5.1. Develop contingency procedures intended to prevent avoidable interruption of student meal service during equipment failures, utility interruptions, transportation disruptions, product shortages, staffing shortages, severe weather, road closures, and other emergencies.

1.3.6. Sustainability and Local Food Integration

1.3.6.1. Establish and validate procurement and production workflows capable of supporting a minimum thirty percent (30%) local ingredient integration objective while maintaining USDA nutritional standards and considering seasonal availability, volume, processing, traceability, storage, and production requirements.

1.3.7. Implementation Management

1.3.7.1. Provide a consolidated implementation schedule and project-management system identifying dependencies, milestones, responsible parties, risks, deadlines, and corrective actions necessary to support timely Regional Kitchen activation and phased school transition.

2. SCOPE OF WORK

2.1. Scope

The CONTRACTOR shall provide comprehensive operational readiness and implementation support that integrates with analysis, design, and planning already completed or underway by the STATE. The following seven (7) service areas define the required work.

All deliverables required under Sections 2.1.1 through 2.1.7 shall be submitted in draft for STATE review according to the Contract deliverable schedule. The STATE shall provide consolidated comments within five

(5) working days after receipt. The CONTRACTOR shall address all comments and submit corrected final documents by the applicable final due date. No deliverable shall be considered final until accepted in writing by the Contract Administrator or designee. Corrections required to meet the Contract requirements shall be completed at no additional cost to the STATE.

All deliverables required under Sections 2.1.1 through 2.1.7 shall be provided in editable electronic formats acceptable to the STATE and shall be incorporated into the Final Regional Kitchen Operational Readiness Package.

2.1.1. Operational Process Development and Continuity of Operations

2.1.1.1. Regional Kitchen-to-Finishing Kitchen Distribution

2.1.1.1.1. The CONTRACTOR shall document the operational requirements associated with transportation and distribution of Regional Kitchen food, supplies, reusable transportation equipment, and other items to participating finishing kitchens. The requirements shall support Phase 1 implementation and be scalable through the anticipated full rollout of approximately eighty-five (85) schools.

2.1.1.1.2. At a minimum, the distribution requirements shall address the following:

2.1.1.1.2.1. Loading and staging requirements and meal and/or supply dispatch procedures;

SPECIFICATIONS S-4

2.1.1.1.2.2. Delivery routes or routing assumptions, delivery timing, delivery windows, and transportation options appropriate to each implementation phase;

2.1.1.1.2.3. Regional Kitchen and finishing-kitchen receiving responsibilities;

2.1.1.1.2.4. Refrigerated transportation requirements, cold-chain controls, and temperature documentation;

2.1.1.1.2.5. Procedures for delivery delays, short deliveries, rejected product, compromised product, and other delivery discrepancies;

2.1.1.1.2.6. Transportation cart accountability and return of empty carts, racks, containers, and reusable smallwares; and

2.1.1.1.2.7. Operational resource needs as additional schools are phased into the Regional Kitchen system.

2.1.1.1.3. The CONTRACTOR shall evaluate practical options for transportation temperature monitoring, including alert or tracking capabilities when temperatures deviate from required food-safety standards, and recommend controls appropriate to the operating model.

2.1.1.1.4. The CONTRACTOR may provide technical and operational requirements, service levels, routing assumptions, food-safety requirements, performance expectations, and other supporting information that the STATE may use in future procurement actions. The CONTRACTOR shall not draft STATE solicitation documents, establish procurement methods, evaluate bids or proposals, or make procurement decisions reserved to the STATE.

2.1.1.2. Distribution and Procurement Transition Planning

2.1.1.2.1. The CONTRACTOR shall develop a phased transition framework showing how food, supply, purchasing, receiving, and delivery requirements change as schools move from direct distributor delivery to Regional Kitchen-supported operations.

2.1.1.2.2. The transition framework shall identify, as applicable:

2.1.1.2.2.1. Schools entering the system by implementation phase and anticipated transition sequence;

2.1.1.2.2.2. Products expected to continue direct-to-school delivery;

2.1.1.2.2.3. Products expected to transition to Regional Kitchen delivery;

2.1.1.2.2.4. Products expected to be delivered to the Regional Kitchen for centralized production;

2.1.1.2.2.5. Changes in delivery frequency, volume, and delivery location;

2.1.1.2.2.6. Regional Kitchen and finishing-kitchen receiving and storage implications;

2.1.1.2.2.7. Distributor coordination requirements; and

2.1.1.2.2.8. Operational lead times and resource requirements necessary to implement each transition.

2.1.1.2.3. The STATE currently anticipates that supplemental procurement activity preceding Regional Kitchen implementation will proceed under the existing delivery model. The CONTRACTOR shall provide operational transition information sufficiently in advance of the STATE's 2027 procurement-development schedule so that the STATE may incorporate phased changes

SPECIFICATIONS S-5

in delivery locations, volumes, and responsibilities into the applicable solicitation.

2.1.1.2.4. The CONTRACTOR shall support procurement planning only through development of operational and technical components. Final procurement strategy, solicitation language, competition, evaluation, and award remain the responsibility of the STATE.

2.1.1.3. Emergency and Continuity-of-Operations Procedures

2.1.1.3.1. The CONTRACTOR shall develop emergency and continuity-of-operations procedures addressing foreseeable conditions that could prevent meal production, rethermalization, distribution, or service. Procedures shall define escalation, immediate food-safety actions, alternate production or service methods, communication requirements, and recovery actions.

2.1.1.3.1.1. Finishing-Kitchen Failure - inability to rethermalize or finish meals, meal shortages, food spoilage, refrigeration failure, or other loss of service capability;

2.1.1.3.1.2. Regional Kitchen Equipment Failure - critical production-equipment failure, alternative equipment or production methods, production resequencing, and escalation requirements;

2.1.1.3.1.3. Utility Interruption - electrical, water, refrigeration, gas, or other interruption, including extended interruptions of four (4) hours or more and appropriate product protection and/or disposition;

2.1.1.3.1.4. Transportation Disruption - vehicle breakdown, delayed delivery, road closure, transportation accident, temperature-control failure, or need for an alternate delivery method; and

2.1.1.3.1.5. Weather, Disaster, Staffing, Supply Emergency - severe weather, island-specific disaster, road closure, staff shortage, supplier disruption, ingredient shortage, or emergency menu requirement.

2.1.1.3.2. All continuity procedures shall prioritize protection of food safety and continuation of student meal service.

2.1.1.4. Food Cart and Reusable Transportation Equipment

2.1.1.4.1. The CONTRACTOR shall develop an SOP for food carts and reusable transportation equipment covering staging, loading, securing food and supplies, transportation in refrigerated vehicles when required, delivery, unloading, return, cleaning, sanitation, storage, inspection, and accountability.

2.1.1.5. Preventive Operational Maintenance

2.1.1.5.1. The CONTRACTOR shall develop an operator-level preventive maintenance and routine inspection checklist for critical Regional Kitchen and finishing-kitchen equipment, including an escalation process for conditions that may threaten production continuity.

2.1.1.5.2. The checklist shall be coordinated with applicable maintenance personnel and shall supplement, not replace, manufacturer-required maintenance, warranty requirements, facilities maintenance programs, or specialized technical service.

SPECIFICATIONS S-6

2.1.2. Menu, Production and Procurement Transition Planning

This service area shall build upon the STATE's existing menu-development and procurement processes. The CONTRACTOR is not responsible for creating or approving the STATE menu or conducting procurement on behalf of SFSB. The objective is to document, validate, and refine the process so the approved menu can be produced safely, efficiently, and at the required scale using the Regional Kitchen operating model.

2.1.2.1. Menu Planning and Governance Process

2.1.2.1.1. The CONTRACTOR shall document and refine the STATE's menu-development process from initial menu concept through recipe approval, nutrition review, production and equipment feasibility, local-product evaluation, commodity forecasting, procurement planning, and implementation.

2.1.2.1.2. The documented process shall identify, as applicable:

2.1.2.1.2.1. Menu-development responsibilities and approval authority;

2.1.2.1.2.2. Recipe development, standardization, review, and approval;

2.1.2.1.2.3. Nutrition review and USDA meal-pattern compliance;

2.1.2.1.2.4. Local-product evaluation and seasonal availability;

2.1.2.1.2.5. Student and staff feedback, when applicable;

2.1.2.1.2.6. Production feasibility and equipment capability;

2.1.2.1.2.7. Commodity, ingredient, supply, and procurement planning;

2.1.2.1.2.8. Staffing and production implications;

2.1.2.1.2.9. Communication and approval requirements; and

2.1.2.1.2.10. Required union consultation or coordination.

2.1.2.1.3. The resulting process shall provide SFSB with a current, standardized Regional Kitchen menu-planning framework that updates the existing process and may be used for future menu cycles and appropriate union consultation.

2.1.2.2. Production Feasibility Validation

2.1.2.2.1. The CONTRACTOR shall review the planned Regional Kitchen menu and determine whether applicable menu items or production families are operationally feasible using Phase I equipment and anticipated Phase II capabilities.

2.1.2.2.2. The production-feasibility review shall consider, as applicable:

2.1.2.2.2.1. Planned number of servings and batch size;

2.1.2.2.2.2. Equipment required, equipment capacity, and equipment output;

2.1.2.2.2.3. Preparation, cooking, cooling, packaging, holding, and storage time and/or capacity;

2.1.2.2.2.4. Labor requirements and planned staffing assumptions;

2.1.2.2.2.5. Sanitation and production changeover requirements; and

2.1.2.2.2.6. Production sequencing and timing necessary to meet planned meal volumes.

SPECIFICATIONS S-7

2.1.2.2.3. The CONTRACTOR shall identify production bottlenecks and recommend operational, sequencing, batch-size, equipment-utilization, or menu adjustments when necessary. Final menu decisions remain with the STATE.

2.1.2.3. Production Sequencing and Staffing Validation

2.1.2.3.1. The CONTRACTOR shall develop production sequencing recommendations demonstrating how planned meals can be produced within available equipment capacity, operating hours, cooling capacity, storage capacity, packaging capability, and planned staffing assumptions.

2.1.2.3.2. The CONTRACTOR shall validate the operational assumptions used in the STATE's staffing plan but shall not establish or negotiate staffing formulas, position classifications, organizational structures, bargaining-unit assignments, or personnel policy.

2.1.2.3.3. If production analysis identifies a mismatch between planned staffing and required production workload, the CONTRACTOR shall document the operational task, workload or labor demand, production impact, operational risk, and recommended process adjustment or resource requirement for STATE consideration.

2.1.2.4. Production Scheduling Systems and Tools

2.1.2.4.1. The CONTRACTOR shall evaluate whether the STATE's existing food-service software and systems can support Regional Kitchen production scheduling for Phase I and anticipated advanced scheduling requirements as operations expand.

2.1.2.4.1.1. The evaluation shall identify:

2.1.2.4.1.1.1. Functions available in the current system;

2.1.2.4.1.1.2. Required production-planning and scheduling capabilities;

2.1.2.4.1.1.3. Functional gaps, reports, or data requirements;

2.1.2.4.1.1.4. Interim manual processes that may be needed during initial implementation; and

2.1.2.4.1.1.5. Future software functionality that may be required as production volume and Phase II operations increase.

2.1.2.4.2. The CONTRACTOR shall provide functional recommendations and shall not select or procure software under this Contract.

2.1.2.5. Production Quality Control

2.1.2.5.1. The CONTRACTOR shall develop quality-control checkpoints appropriate to large-batch production. The quality-control system shall address, as applicable:

2.1.2.5.1.1. Ingredient receiving and staging;

2.1.2.5.1.2. Recipe verification;

2.1.2.5.1.3. Seasoning preparation and pre-batching;

2.1.2.5.1.4. Ingredient measurement and batch assembly;

2.1.2.5.1.5. Cooking and temperature verification;

2.1.2.5.1.6. Cooling and blast chilling;

2.1.2.5.1.7. Packaging and labeling;

SPECIFICATIONS S-8

2.1.2.5.1.8. Holding and storage; and

2.1.2.5.1.9. Final release for distribution.

2.1.2.6. Local Food Integration

2.1.2.6.1. The CONTRACTOR shall support SFSB and the STATE Farm to School Coordinator in evaluating operational opportunities to increase Hawaii-grown and Hawaii-produced foods and align the menu with available local products.

2.1.2.6.2. Recommendations shall consider:

2.1.2.6.2.1. Seasonal availability and anticipated volume;

2.1.2.6.2.2. Processing and preparation requirements;

2.1.2.6.2.3. Receiving, storage, and preparation labor;

2.1.2.6.2.4. Traceability and food-safety requirements;

2.1.2.6.2.5. Menu compatibility;

2.1.2.6.2.6. Regional Kitchen production capacity; and

2.1.2.6.2.7. Distribution requirements.

2.1.2.6.3. The CONTRACTOR shall develop operational recommendations that support the STATE objective of at least thirty percent (30%) local ingredient integration while maintaining applicable USDA nutritional requirements. Final sourcing, product selection, menu approval, and procurement decisions remain with the STATE.

2.1.3. Inventory, Receiving and Materials Management

2.1.3.1. Regional Kitchen and Finishing-Kitchen Smallwares Review

2.1.3.1.1. The STATE shall provide the current Regional Kitchen and finishing-kitchen smallwares workbooks as STATE-furnished materials. The CONTRACTOR shall review, validate, and update the existing analysis, identify significant operational gaps, and build upon the STATE-developed package rather than recreate it.

2.1.3.1.2. Recommendations shall identify, when applicable:

2.1.3.1.2.1. Item description, type, or functional specification;

2.1.3.1.2.2. Operational purpose and relationship to equipment, menu, or production;

2.1.3.1.2.3. Recommended quantity;

2.1.3.1.2.4. Potential commercial sources or suppliers; and

2.1.3.1.2.5. Items with anticipated lead times exceeding six (6) months.

2.1.3.2. First-In, First-Out (FIFO), Dating, Storage and Labeling

2.1.3.2.1. The CONTRACTOR shall develop standardized FIFO, product-dating, storage, and labeling procedures for the Regional Kitchen and finishing kitchens.

2.1.3.2.2. Draft procedures shall be submitted no later than March 12, 2027. Final corrected procedures shall be submitted no later than April 16, 2027.

SPECIFICATIONS S-9

2.1.3.3. Receiving and Product Acceptance

2.1.3.3.1. The CONTRACTOR shall develop standardized receiving and product-acceptance SOPs for the Regional Kitchen and finishing kitchens.

2.1.3.3.2. The SOPs shall address, as applicable:

2.1.3.3.2.1. Delivery and purchase verification;

2.1.3.3.2.2. Specific delivery windows and receiving responsibilities;

2.1.3.3.2.3. Quantity verification;

2.1.3.3.2.4. Temperature checks and product condition;

2.1.3.3.2.5. Product specifications, dating, and lot and/or traceability information;

2.1.3.3.2.6. Acceptance and rejection criteria;

2.1.3.3.2.7. Rejection reports and discrepancy documentation;

2.1.3.3.2.8. Storage and product disposition; and

2.1.3.3.2.9. Communication with vendors and appropriate SFSB staff to support sufficient supply for planned production.

2.1.3.4. Finishing-Kitchen Ordering

2.1.3.4.1. The CONTRACTOR shall develop a standardized step-by-step ordering process for finishing kitchens using the STATE's current food-service software or other approved system. The procedure shall be suitable for incorporation into the SFSB Handbook Finishing Kitchen Chapter.

2.1.3.4.2. The ordering procedure shall define:

2.1.3.4.2.1. What food, meals, and supplies are ordered from the Regional Kitchen;

2.1.3.4.2.2. Who initiates, enters, reviews, and approves the order;

2.1.3.4.2.3. When orders are due;

2.1.3.4.2.4. How projected student participation and standing quantities are considered;

2.1.3.4.2.5. How routine orders may be adjusted;

2.1.3.4.2.6. How shortages, discrepancies, or changes are communicated;

2.1.3.4.2.7. How emergency requirements are handled; and

2.1.3.4.2.8. How the Regional Kitchen confirms fulfillment.

2.1.3.5. Finishing-Kitchen Receiving and Inventory

2.1.3.5.1. The CONTRACTOR shall develop standardized finishing-kitchen receiving and inventory procedures suitable for incorporation into the SFSB Handbook Finishing Kitchen Chapter and based upon current SFSB practices and future Regional Kitchen requirements.

2.1.3.5.2. Current SFSB practice includes daily inventory activity using a baseline or perpetual record that adds deliveries and subtracts daily usage, with cafeteria managers reviewing portions of inventory during the month and completing a full physical inventory monthly.

2.1.3.5.3. At minimum, the future-state procedures shall address:

2.1.3.5.3.1. Daily inventory activity and perpetual inventory records;

SPECIFICATIONS S-10

2.1.3.5.3.2. Recording deliveries, daily usage, and remaining quantities;

2.1.3.5.3.3. FIFO and product rotation;

2.1.3.5.3.4. Daily or rotating review of selected inventory areas, as appropriate;

2.1.3.5.3.5. Full physical inventory at least monthly and reconciliation to recorded quantities;

2.1.3.5.3.6. Regional Kitchen deliveries and milk received directly by the finishing kitchen;

2.1.3.5.3.7. Storage, monitoring, and handling of partially used bulk packaged meals or products;

2.1.3.5.3.8. Transportation cart cleaning, storage, management, and accountability;

2.1.3.5.3.9. Product disposition and waste documentation; and

2.1.3.5.3.10. Corrective action for inventory discrepancies.

2.1.3.5.4. The CONTRACTOR shall recommend whether inventory frequency or methodology should be modified for Regional Kitchen-supported schools and shall explain the operational basis for any recommended change.

2.1.4. Training and Workforce Readiness

2.1.4.1. Training Requirements Matrix

2.1.4.1.1. The CONTRACTOR shall develop a comprehensive training requirements matrix, training contact list, and implementation schedule for Regional Kitchen and finishing-kitchen personnel. The matrix shall identify required training, positions requiring training, responsible training provider or agency, required completion date, frequency, refresher or recertification requirements, and documentation requirements.

2.1.4.1.2. Training topics shall include, as applicable:

2.1.4.1.2.1. Food safety, HACCP, sanitation, employee health, personal hygiene, and allergen awareness;

2.1.4.1.2.2. Commercial equipment operation, production, cooling, and rethermalization;

2.1.4.1.2.3. Receiving, storage, inventory, and Regional Kitchen ordering;

2.1.4.1.2.4. Finishing-kitchen operations and transportation and/or cart handling;

2.1.4.1.2.5. Emergency and continuity-of-operations procedures;

2.1.4.1.2.6. Workplace safety and cardiopulmonary resuscitation (CPR) and/or first aid where required;

2.1.4.1.2.7. Training available from or coordinated with agencies such as the DOH; and

2.1.4.1.2.8. Other training necessary for assigned duties and successful operational transition.

2.1.4.1.3. The CONTRACTOR shall coordinate recommendations with existing SFSB training plans and personnel to avoid duplication and to ensure training aligns with equipment startup, commissioning, food-safety, production, and school-transition requirements.

SPECIFICATIONS S-11

2.1.4.1.4. Upon written authorization from the STATE, the CONTRACTOR may provide up to one hundred twenty (120) hours of specialized operational training development or delivery within the CONTRACTOR’s area of expertise.

These services shall be billed at the Offer Page (OF-2) Item 8 hourly rate for actual authorized hours worked. No minimum number of hours is guaranteed.

2.1.5. Phase I Finishing-Kitchen Operational Readiness and ROM Assessments

2.1.5.1. Purpose and Timing

2.1.5.1.1. The CONTRACTOR shall perform operational readiness assessments for the twenty (20) LMW school kitchens planned for transition into the Regional Kitchen system.

2.1.5.1.2. This work shall address the readiness gap created by the fact that only four

(4) initial finishing kitchens are currently planned for major renovation while the remaining sixteen (16) LMW schools may transition without comparable renovation funding. The assessment shall identify the minimum operational requirements and deficiencies that must be addressed for each school to safely and effectively function as a finishing kitchen.

2.1.5.1.3. The STATE shall coordinate access to the twenty (20) LMW school kitchens.

The CONTRACTOR shall complete all required site assessments no later than March 12, 2027, submit draft individual readiness reports no later than March 19, 2027, and submit final corrected reports no later than April 16, 2027.

2.1.5.1.4. For purposes of this Contract, a ROM cost estimate is a planning-level estimate of the approximate equipment, smallwares, facility, or corrective-action costs necessary to support operational readiness. A ROM estimate is not a construction bid, engineer’s estimate, or final project cost.

2.1.5.2. Equipment and Utility Readiness

2.1.5.2.1. For each of the twenty (20) LMW school kitchens, the CONTRACTOR shall compare existing equipment and utilities against the STATE's finishing-kitchen operating requirements.

2.1.5.2.2. The review shall identify, as applicable:

2.1.5.2.2.1. Equipment to remain and equipment recommended for removal;

2.1.5.2.2.2. Required additional equipment and future upgrades for planning purposes;

2.1.5.2.2.3. Required smallwares;

2.1.5.2.2.4. Available electrical, water, refrigeration, ventilation, and other utility capacity information; and

2.1.5.2.2.5. Obvious operational constraints that may affect finishing-kitchen readiness.

2.1.5.2.3. The CONTRACTOR shall identify conditions requiring further evaluation or confirmation by qualified engineering, design, facilities, or construction personnel rather than performing work outside the CONTRACTOR’s professional qualifications.

SPECIFICATIONS S-12

2.1.5.3. Operational Readiness Review

2.1.5.3.1. The CONTRACTOR shall evaluate each of the twenty (20) LMW school kitchen sites’ ability to operate as a Regional Kitchen-supported finishing kitchen, including:

2.1.5.3.1.1. Receiving area and product flow;

2.1.5.3.1.2. Dry, refrigerated, and frozen storage capacity;

2.1.5.3.1.3. Rethermalization, hot holding, cold holding, and serving capability;

2.1.5.3.1.4. Warewashing and sanitation;

2.1.5.3.1.5. Cart staging, cleaning, storage, and management;

2.1.5.3.1.6. Waste handling;

2.1.5.3.1.7. Equipment and smallwares;

2.1.5.3.1.8. Staff workflow; and

2.1.5.3.1.9. Training and staff-readiness requirements.

2.1.5.4. School-Level Readiness Report

2.1.5.4.1. The CONTRACTOR shall provide an individual readiness report for each of the twenty (20) LMW school kitchens that classifies the location as one of the following:

2.1.5.4.1.1. Ready for Regional Kitchen operations;

2.1.5.4.1.2. Ready with minor operational corrective action;

2.1.5.4.1.3. Requires equipment and/or smallwares;

2.1.5.4.1.4. Requires facility correction or additional technical evaluation; or

2.1.5.4.1.5. Significant barrier exists that may prevent scheduled transition.

2.1.5.4.2. For each identified deficiency, the report shall provide, where reasonably supportable:

2.1.5.4.2.1. Operational impact;

2.1.5.4.2.2. Recommended corrective action;

2.1.5.4.2.3. Responsible functional area, when known;

2.1.5.4.2.4. Priority;

2.1.5.4.2.5. Approximate lead time; and

2.1.5.4.2.6. ROM cost estimate.

2.1.6. Food Safety, Traceability and HACCP Compliance

2.1.6.1. Product Traceability

2.1.6.1.1. The CONTRACTOR shall develop a traceability system appropriate to Regional Kitchen operations, including products received directly from Hawaii farms, small and medium producers, distributors, and other suppliers.

2.1.6.1.2. The traceability system shall document, as applicable:

2.1.6.1.2.1. Supplier or farm;

2.1.6.1.2.2. Product and lot, batch, or other identifying information;

2.1.6.1.2.3. Receipt date and quantity;

SPECIFICATIONS S-13

2.1.6.1.2.4. Storage location;

2.1.6.1.2.5. Recipe, production, or batch usage;

2.1.6.1.2.6. Production date;

2.1.6.1.2.7. Finishing-kitchen or other distribution destination; and

2.1.6.1.2.8. Final disposition.

2.1.6.1.3. The CONTRACTOR shall conduct at least one (1) mock recall exercise no later than April 9, 2027. The exercise may be conducted as an operational exercise when facility conditions permit or as a tabletop simulation using representative product, lot, production, and distribution information approved by the STATE. The CONTRACTOR shall document the results, deficiencies, corrective actions, and traceability performance and incorporate required corrections into the final food-safety package.

2.1.6.2. HACCP Plan Development

2.1.6.2.1. The CONTRACTOR shall develop a comprehensive HACCP plan appropriate to the Regional Kitchen production model and meeting applicable DOH and other food-safety requirements, including FSMA requirements where applicable.

2.1.6.2.2. The HACCP plan shall include, as applicable:

2.1.6.2.2.1. Product descriptions, intended use, and consumer profiles and/or populations;

2.1.6.2.2.2. Detailed process-flow diagrams;

2.1.6.2.2.3. Hazard analysis and the seven (7) principles of HACCP;

2.1.6.2.2.4. Critical Control Points and critical limits;

2.1.6.2.2.5. Monitoring, verification, recordkeeping, and corrective actions;

2.1.6.2.2.6. Standardized logs, forms, and corrective-action documentation; and

2.1.6.2.2.7. Supporting SOPs required to implement the HACCP plan.

2.1.6.2.3. Supporting SOPs shall include, but are not limited to:

2.1.6.2.3.1. Employee health and personal hygiene;

2.1.6.2.3.2. Handwashing and cross-contamination prevention;

2.1.6.2.3.3. Allergen controls;

2.1.6.2.3.4. Approved supplier requirements and receiving;

2.1.6.2.3.5. Storage and traceability;

2.1.6.2.3.6. Equipment maintenance;

2.1.6.2.3.7. Cleaning and sanitation;

2.1.6.2.3.8. Time and temperature recording and/or control;

2.1.6.2.3.9. Preparation and cooking;

2.1.6.2.3.10. Cooling and blast chilling;

2.1.6.2.3.11. Reheating and/or rethermalization;

2.1.6.2.3.12. Hot and cold holding;

2.1.6.2.3.13. Packaging and transportation; and

SPECIFICATIONS S-14

2.1.6.2.3.14. Corrective action and food and/or product disposition.

2.1.6.3. Recipe-Level Versus Process-Category HACCP

2.1.6.3.1. The CONTRACTOR shall prepare HACCP documentation in the format required or accepted by the DOH at the time of implementation. Current SFSB planning assumes HACCP documentation may initially be required at the recipe level.

2.1.6.3.2. At the STATE’s request, the CONTRACTOR shall participate in coordination with the DOH to evaluate whether a process-category approach may be acceptable and operationally preferable for a high-volume institutional production kitchen.

2.1.6.3.3. A process-category methodology shall not replace any required recipe-level methodology unless accepted by the appropriate regulatory authority. The CONTRACTOR shall incorporate applicable regulatory direction into the final HACCP program.

2.1.6.4. Finishing-Kitchen Food Safety

2.1.6.4.1. The CONTRACTOR shall identify and document food-safety requirements specific to finishing kitchens. Procedures shall address, as applicable:

2.1.6.4.1.1. Receiving and temperature verification;

2.1.6.4.1.2. Cold and frozen storage;

2.1.6.4.1.3. Thawing, where applicable;

2.1.6.4.1.4. Rethermalization;

2.1.6.4.1.5. Hot and cold holding;

2.1.6.4.1.6. Serving;

2.1.6.4.1.7. Leftovers and partially used product;

2.1.6.4.1.8. Product disposition;

2.1.6.4.1.9. Transportation-cart handling; and

2.1.6.4.1.10. Cleaning, sanitation, and corrective action.

2.1.6.5. HACCP Maintenance and Document Control

2.1.6.5.1. The CONTRACTOR shall establish a standard process for review and update of the HACCP system. The process shall address:

2.1.6.5.1.1. Routine HACCP review;

2.1.6.5.1.2. Menu and recipe changes;

2.1.6.5.1.3. Ingredient and supplier changes;

2.1.6.5.1.4. Equipment and process changes;

2.1.6.5.1.5. Regulatory changes;

2.1.6.5.1.6. Corrective-action trends;

2.1.6.5.1.7. Forms and log revision;

2.1.6.5.1.8. Document control and version control; and

2.1.6.5.1.9. Periodic plan updates.

SPECIFICATIONS S-15

2.1.6.5.2. The CONTRACTOR shall coordinate with Regional Kitchen leadership and SFSB to complete required DOH HACCP documentation and related food-safety readiness activities before applicable operations begin.

2.1.7. Project Management and Implementation Support

2.1.7.1. Project-Management System

2.1.7.1.1. The CONTRACTOR shall establish the project-management system no later than February 5, 2027, and maintain it through April 30, 2027. The system shall track CONTRACTOR deliverables and STATE dependencies during the Contract period. The master implementation schedule may include milestones extending through Regional Kitchen opening and future school phases, but the CONTRACTOR’s active project-management responsibility ends on April 30, 2027. If the facility is not available for an operational trial during the Contract period, the CONTRACTOR shall conduct a tabletop or desktop simulation using the facility plans, equipment schedules, menu volumes, staffing assumptions, and other available STATE information.

2.1.7.1.2. The system shall track, at a minimum:

2.1.7.1.2.1. Work breakdown structure or task list;

2.1.7.1.2.2. Responsible party;

2.1.7.1.2.3. Dependencies and sequencing;

2.1.7.1.2.4. Milestones and required completion dates;

2.1.7.1.2.5. Status;

2.1.7.1.2.6. Risks;

2.1.7.1.2.7. Corrective actions; and

2.1.7.1.2.8. Decisions required from the STATE.

2.1.7.2. Master Implementation Schedule

2.1.7.2.1. The CONTRACTOR shall create and maintain a master implementation schedule addressing deliverables and activities necessary to place the Regional Kitchen into operation by June 2027 and to support phased school activation.

2.1.7.2.2. The schedule shall address:

2.1.7.2.2.1. Regional Kitchen operational start-up;

2.1.7.2.2.2. Initial finishing-kitchen activation;

2.1.7.2.2.3. Transition of the remaining LMW schools;

2.1.7.2.2.4. Subsequent school transition and future Regional Kitchen phases;

and

2.1.7.2.2.5. CONTRACTOR responsibilities, STATE responsibilities, external dependencies, and activities outside the CONTRACTOR’s direct control.

2.1.7.3. Status Reporting

2.1.7.3.1. The CONTRACTOR shall provide a concise weekly status report to the School Food Program Administrator and designated STATE staff.

2.1.7.3.2. The weekly report shall identify:

SPECIFICATIONS S-16

2.1.7.3.2.1. Work completed and work planned;

2.1.7.3.2.2. Milestones achieved and upcoming milestones;

2.1.7.3.2.3. Overdue or at-risk activities;

2.1.7.3.2.4. Decisions required from the STATE;

2.1.7.3.2.5. Critical risks; and

2.1.7.3.2.6. Corrective actions necessary to return work to the approved timeline when lagging.

2.1.7.4. Integrated Operational Readiness Validation

2.1.7.4.1. Prior to Regional Kitchen activation, the CONTRACTOR shall assist the STATE in conducting an integrated operational-readiness review to confirm that the major operating systems required for start-up are sufficiently complete and aligned.

2.1.7.4.2. The review shall include, as applicable, equipment, production processes, staffing assumptions, menu execution, receiving, inventory, food safety, HACCP, training, transportation, finishing-kitchen readiness, communications, contingency plans, and required operational documentation. The CONTRACTOR shall identify unresolved issues and recommend corrective actions or risk-mitigation strategies.

2.1.7.5. Operational Trials

2.1.7.5.1. When directed by the STATE and when facility conditions permit, the CONTRACTOR shall support operational simulations or trial-production activities intended to validate the Regional Kitchen operating model before full production.

2.1.7.5.2. Operational trials may include validation of:

2.1.7.5.2.1. Production sequencing and batch size;

2.1.7.5.2.2. Equipment utilization and labor workflow;

2.1.7.5.2.3. Cooling, packaging, holding, and cart loading;

2.1.7.5.2.4. Transportation and finishing-kitchen receiving;

2.1.7.5.2.5. Rethermalization and service; and

2.1.7.5.2.6. Food-safety records and HACCP documentation.

2.1.7.5.3. Lessons learned from operational trials shall be incorporated into applicable final SOPs, training materials, and operating processes.

2.1.7.6. Final Regional Kitchen Operational Readiness Package

2.1.7.6.1. At the conclusion of the engagement, the CONTRACTOR shall provide one consolidated Regional Kitchen Operational Readiness Package containing the final approved deliverables developed under this Contract.

2.1.7.6.2. The package shall include, at minimum, applicable final versions of:

2.1.7.6.2.1. Core operational processes and SOPs;

2.1.7.6.2.2. HACCP plan, food-safety documentation, forms, and logs;

2.1.7.6.2.3. Traceability and mock-recall procedures;

2.1.7.6.2.4. Training matrix and training requirements;

SPECIFICATIONS S-17

2.1.7.6.2.5. Finishing-kitchen readiness assessments and ROM findings;

2.1.7.6.2.6. Production and menu-feasibility documentation;

2.1.7.6.2.7. Production sequencing and quality-control procedures;

2.1.7.6.2.8. Inventory, receiving, and finishing-kitchen ordering processes;

2.1.7.6.2.9. Transportation and distribution requirements;

2.1.7.6.2.10. Emergency and continuity-of-operations procedures;

2.1.7.6.2.11. Implementation schedules and project-management documentation;

and

2.1.7.6.2.12. Outstanding risks or action items requiring continued STATE management.

3. VERIFICATION OF EMPLOYEES

In accordance with State rules and regulations, CONTRACTOR shall conduct mandatory criminal background checks at no cost to the STATE, on any employee, agent, subcontractor or volunteer working in close proximity or working directly with students.

CONTRACTOR shall notify the STATE, verbally within twenty-four (24) hours, upon learning of the occurrence of any of the events indicated below:

3.1. Any employee, agent, subcontractor or volunteer’s license required to perform services under this

Contract is or has been suspended, conditioned, revoked, expired, or terminated;

3.2. Any employee, agent, subcontractor or volunteer becomes or has been the subject of any disciplinary proceeding or action before any federal or state agency or Board;

3.3. Any employee, agent, subcontractor or volunteer has been arrested or is under investigation for assault, sexual assault, child pornography or sex trafficking.

3.4. Any employee, agent, subcontractor or volunteer is or has been convicted of a fraud or felony; and

3.5. Any claim, judgment or settlement in which the CONTRACTOR or any of its employees, agents, subcontractors or volunteers is or has been named a defendant.

CONTRACTOR shall maintain the background check records, and shall make the records available for review upon request. Upon review of these records, the STATE reserves the right to request additional background information.

4. EXCLUSION OF SPECIFIC WORKERS

The STATE reserves the right to require the CONTRACTOR to remove an employee, agent, subcontractor or volunteer (Worker) from performing work under this Contract. The Contract Administrator shall notify the CONTRACTOR in writing and this exclusion of a specific Worker(s) shall take effect as indicated on the notice. The CONTRACTOR may appeal this decision to the Contract Administrator, in writing within ten (10) working days of receipt of the notice. Removal of the Worker(s) shall remain in effect pending the outcome of the appeal. This provision shall not infringe upon the right of the CONTRACTOR to employ the removed individual, but shall apply to any work requiring interaction with the STATE, its employees or students.

SPECIFICATIONS S-18

5. CONDUCT

5.1. The CONTRACTOR’s employees, agents, subcontractors or volunteers must sign in at the school office when entering a school campus and sign out when leaving a school campus.

5.2. The CONTRACTOR’s employees, agents, subcontractors or volunteers must comply with and utilize the STATE’s visitor management system, in accordance with STATE protocol, when reporting to any school campus to provide services.

5.3. In addition, all CONTRACTOR’s employees, agents, subcontractors or volunteers must wear a picture identification badge listing agency name, employee name, and position at all times while on school premises.

5.4. The CONTRACTOR’s employees, agents, subcontractors or volunteers must maintain a professional attitude, work ethic, and appearance.

6. HARM TO STUDENTS REGISTRY

The purpose of Act 156, Session Laws of Hawaii (SLH) 2024, was to create a registry for all preschools and K-12 educational institutions within the State of Hawaii containing information on school employees, contractors, or volunteers for whom, as a result of an investigation, a final finding has been issued that the individual has inflicted harm on a student, with the goal of preventing those individuals from subsequently gaining employment in any other public or private preschools and K-12 institutions in Hawaii.

The CONTRACTOR acknowledges and agrees to comply with the requirements set forth by Act 156, SLH 2024, and any other rules, regulations and laws, regarding the reporting and investigation of misconduct involving harm or maltreatment of students in educational institutions.

Should the STATE need to conduct an investigation into whether or not a contractor or contractor’s employee, agent, subcontractor, or volunteer engaged in acts or omissions that resulted in the infliction of harm to a student, the CONTRACTOR shall ensure the following:

6.1. The CONTRACTOR shall inform the CONTRACTOR’s employees, agents, subcontractors, or volunteers that an investigation is being conducted pursuant to Act 156, SLH 2024;

6.2. The CONTRACTOR, including the CONTRACTOR’s employees, agents, subcontractors, or volunteers shall cooperate and assist the STATE should there need to be an investigation;

6.3. The CONTRACTOR shall provide the following to the STATE within five (5) business days from the date of the request:

6.3.1. Full legal name and any prior…