FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

Request for Proposals (RFP) No: RFP FNW 26 27 10

Solicitation Title: Child Nutrition Program Administrative Reviews

Stephanie Bergozza, Procurement Officer

407 S. Calhoun Street, SB-8 Mayo Building

Tallahassee, FL 32399-0800

Bids@FDACS.gov

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Protests must be filed with the Agency Clerk, Florida

Department of Agriculture and Consumer Services, The Holland Building, 600 South Calhoun Street, Tallahassee, Florida 32399.

mailto:Bids@FDACS.gov

ADVERTISEMENT NUMBER: RFP FNW 26 27 10

SECTION 1 Introduction

1.1 Statement of Purpose

The Florida Department of Agriculture and Consumer Services (FDACS or Department), Division of Food, Nutrition, and Wellness (FNW), issues this Request for Proposals (RFP) to establish a contractual services agreement to conduct Child Nutrition Program Administrative Reviews (AR) and Technical Assistance as required by FDACS and the United States Department of Agriculture

(USDA).

This RFP and all activities leading toward contract issuance are conducted pursuant and subject to Chapter 287, F.S., and Rule Chapter 60A-1, Florida Administrative Code (F.A.C.). The Department intends to award a single contract to the Respondent whose Proposal is determined to be the most advantageous to the State. Alternatively, the Department reserves the right, at its discretion, to make no award. This solicitation will be administered through the Vendor Information Portal (VIP) located at: https://vendor.myfloridamarketplace.com/. The Department shall utilize the VIP as the centralized procurement website for electronic posting for agency solicitations, decisions and intended decisions in accordance with Rule 60A-1.021, F.A.C.

1.2 Timeline

All required actions must be completed by the date and time indicated on the Timeline below. The Timeline will be strictly adhered to in all actions relative to this RFP unless modified by the Department by written addendum posted on the Vendor Information Portal (VIP)

EVENT DATE/TIME (ET) LOCATION

Release of RFP October 13, 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Last day for Vendors to Submit Questions. No questions will be accepted after this date.

October 16. 2026

5:00PM

Florida Department of Agriculture and Consumer Services

Email: Bids@FDACS.gov

Anticipated Posting of Written Responses to

Vendor Questions October 19, 2026

Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Sealed Proposals Due November 2, 2026

5:00PM

Florida Department of Agriculture and Consumer Services

Mayo Building - Purchasing Office 407 S. Calhoun Street, SB-8

Tallahassee, Florida 32399-0800

Public Opening November 3, 2026

9:30AM

Teleconference Number: (877) 273-4202 Conference Room Number: 585 608 901

OR

Mayo Building

407 S. Calhoun Street, SB-8 Tallahassee, Florida 32399-0800

Evaluation Phase (Anticipated)

November 3 – 6, 2026

Notice of Agency Decision / Intent to

Award (Anticipated)

TBD

Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids https://vendor.myfloridamarketplace.com/ mailto:Bids@FDACS.gov

1.3 Addenda to the RFP

The Department reserves the right to make changes to this RFP by posting addenda on the VIP.

Interested parties are responsible for monitoring the VIP for any posted addenda.

1.4 Procurement Officer

The Procurement Officer for this RFP is:

Stephanie Bergozza, Procurement Officer Email: Bids@FDACS.gov

The Procurement Officer is the sole point of contact for questions and all other matters relating to this solicitation.

**ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE SOLICITATION

NUMBER IN THE SUBJECT LINE OF THE EMAIL. **

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and State holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

1.5 General Instructions and Special Instructions

Pursuant to Rule 60A-1.002, F.A.C., the General Instructions to Respondents, PUR 1001, are incorporated in this RFP by reference. There is no need to return this document with Proposals.

This RFP document constitutes the Special Instructions to Respondents. In the event of a conflict between the terms in PUR 1001 and this RFP document, the RFP document will take precedence over all terms in the PUR 1001 unless a conflicting term in the PUR 1001 is required by any section of the Florida Statutes, in which case, the term contained in the PUR 1001 shall take precedence.

Specific references to MyFloridaMarketPlace (MFMP) usage for this RFP as stated in paragraphs 3 and 5 of the PUR 1001 are not applicable.

1.6 Conflicts and Order(s) of Precedence

All Proposals are subject to the terms of the following provisions of this RFP, which in case of conflict shall have the following order of precedence:

1) Addenda, in reverse order of issuance,

2) RFP, including attachments and appendices,

3) PUR 1001, General Instructions to Respondents; and

4) PUR 1000, General Contract Conditions.

1.7 Mandatory Requirements

The Department has established certain requirements with respect to submissions to be submitted by Respondents. The use of “shall”, “must”, or “will” (except to indicate simple futurity) in this RFP indicates a requirement or conditions from which a material deviation may not be waived by the Department. A deviation is material if, in the Department’s sole discretion, the deficient Proposal is not in substantial accord with the RFP requirements, provides an advantage to one Respondent over other Respondents, or has a potentially significant effect on the quantity or quality of service.

mailto:Bids@FDACS.gov https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://dms-media.ccplatform.net/content/download/2933/file/PUR%201000%20%28General%20Contract%20Conditions%29.pdf

Material deviations cannot be waived. The words “should” or “may” in this RFP indicate desirable attributes or conditions but are permissive in nature. A deviation from, or omission of, such a desirable feature will not in itself cause rejection of a Proposal.

1.8 Initial Contract Term and Renewal Term

The anticipated initial contract term shall be effective upon execution of the Contract through

September 30, 2027. Upon the mutual written agreement of both Parties, the Contract may be renewed in one-year increments for up to three (3) additional years following the initial term, at the same terms and conditions, in accordance with Section 287.057(14), F.S.

With the written consent of both parties, this contract may be modified to include administrative review and technical assistance services related to other federal feeding programs.

SECTION 2 Technical Specifications

2.1 Overview

FDACS Division of Food, Nutrition and Wellness (FNW) seeks to establish a contractual services agreement with a Contractor to conduct Administrative Reviews (ARs) also referred to as “SMAR” or School Meals Review, as required by FDACS and the USDA. The Contractor will be required to conduct complete ARs, including communication with FDACS and School Food Authorities (SFAs), Off-Site Reviews, On-Site Reviews, post review activities, closing of reviews, correspondence with FDACS and SFAs, data entry into FDACS’ Florida Automated Nutrition System (FANS), and all other associated work for an AR, including gathering and reporting pertinent information to FDACS.

It is anticipated that the Contractor will conduct up to 100 National School Lunch Program (NSLP) ARs during the 2026-2027 program. The Contractor must designate an assigned project manager for the ARs, and the same project manager will be dedicated to the effort for the entire contract period to ensure consistency in the performance of ARs. The Contractor and the project manager must ensure all timelines are met as outlined by FDACS and must be able to manage numerous tasks simultaneously. The Contractor must be able to work under pressure and meet tight deadlines. Subject to the mutual agreement of FDACS and Contractor, this contract is renewable for up to three (3) years and up to 100 ARs each program year. As part of this Contract, FDACS reserves the right to negotiate the performance of administrative review services for other federal feeding programs for each renewal year.

FDACS also seeks this contractual services agreement with the Contractor to conduct targeted follow-up reviews that arise from technical assistance (Targeted Technical Assistance Review - TTAR) provided to SFAs. TTARs are conducted on or offsite depending on the corrective action plan for the sponsor. If the sponsor only has resource management and procurement corrective action plan this is an off-site site review. If the sponsor has operational corrective action plan such meal pattern, point of service, etc. this would be an On-Site Review.

FDACS further needs this contractual services agreement with the Contractor to conduct pre-operational visits as needed. The pre-operational visit is conducted on-site using a FDACS form.

The purpose of the pre-operation is to ensure the sponsor is operating in compliance. Only the on-site form is completed for the pre-operational visit.

2.2 Background

The USDA requires state agencies administering federal child nutrition programs to conduct targeted follow-up reviews and ARs of all SFAs pursuant to 7 CFR §§ 210.3 (b) and 210.18, during a four-year cycle, and pre-operational visits in accordance with federal regulations for all SFAs on the same cycle. SFAs include school districts, private schools, residential care facilities, charter schools, and camps. FDACS is seeking services to assist in conducting up to 100 ARs, up to 10 TTAR, and up to five (5) pre-operational visits during the 2026-2027 program year and each program year thereafter for three (3) years.

2.3 Scope of Work and Deliverables

FDACS is seeking a contractor to conduct Pre-operational Visits (as needed), Targeted Follow-up Reviews (Targeted Technical Assistance Review - TTAR), and Administrative Reviews as required by FDACS and USDA, as outlined in this RFP.

A) Pre-operational Visits (as needed)

The 2026-2027 NSLP Pre-operation visits are not pre-scheduled. These visits are as needed once a sponsor is close to being approved for NSLP. The Contractor will need to be able to go out within two weeks of being notified of a pre-operational visit. The pre-operational visit will have a pre-visit call that is conducted virtually, followed by an in-person visit. It is anticipated that the Contractor will conduct up to five (5) NSLP pre-operational visits during the 2026-2027 program year ending June 30, 2027, and the Contractor would perform the pre-operational virtual call prior to visiting the school, complete the on-site pre-operational visit form and conduct an Exit Conference with the Sponsor at the end of the On-Site pre-operational visit. The Contractor must designate an assigned Project Manager (PM) for the pre-operational visit and TTARs, and the same project manager will be dedicated to the effort for the entire contract period to ensure consistency in the performance of pre-operational visit and TTARs. The Contractor and the project manager must ensure all timelines are met as outlined by FDACS and must be able to manage numerous tasks simultaneously. The individual serving as the Project Manager under this section may be the same person designated as the Project Manager pursuant to Section 2.1, Overview.

B) Targeted Follow-up Reviews / Target Technical Assistance Review (TTAR)

7 CFR 210.18(c)(1) Targeted Follow-up Reviews also known as TTAR A state agency that reviews SFAs on a cycle longer than three (3) years must identify SFAs that are high-risk to receive a targeted follow-up review. A state agency must develop a plan to identify SFAs that meet the high-risk criteria and obtain approval of that plan from the Food and Nutrition Administration (FNA).

7 CFR 210.18(c)(2) High-Risk Criteria for Targeted Follow-up Reviews At a minimum, a state plan should identify as high-risk those SFA that during the most recent administrative review conducted in accordance with this § 210.18 had one (1) or more of the following risk factors as determined by the state agency:

• A 10% or greater certification and benefit issuance error rate;

• Incomplete verification for the review year; or

• One (1) or more significant or systemic errors in Performance Standard 1 as defined at (g)(1) of this section, Performance Standard 2 as defined at paragraph (g)(2) of this section, or allowable costs.

7 CFR 210.18(c)(3) Timing and Scope of Targeted Follow-up Reviews Within two (2) years of the review, high-risk SFA must receive a targeted follow-up review.

Targeted follow-up reviews must include the areas of significant or systemic error identified in the previous review and may include other areas at the discretion of the state agency. The state agency may conduct targeted follow-up reviews in the same school year as the administrative review and may conduct any additional reviews at its discretion.

The 2026-2027 NSLP TTAR schedule will be provided to the Contractor. The TTAR may be conducted virtually, in-person, or a combination of the two, depending on the direction of USDA and FDACS. It is anticipated the Contractor will conduct up to 10 NSLP TTARs during the 2026- 2027 program year ending June 30, 2027, and the Contractor would perform Entrance Conference, complete the TTAR review form based on the SMAR, complete an Exit Conference, complete a report of the review, collect corrective action plan and documentation if needed the close the TTAR. The Contractor must designate an assigned Project Manager (PM) for the TTARs, and the same project manager will be dedicated to the effort for the entire contract period to ensure consistency in the performance of TTARs and pre-operational visits.

The Contractor and the project manager must ensure all timelines are met as outlined by FDACS and must be able to manage numerous tasks simultaneously. The individual serving as the project manager under this section may be the same person designated as the project manager pursuant to Section 2.1, titled “Overview.”

C) Administrative Reviews (AR)

Administrative Reviews are the comprehensive off-site and on-site evaluation of all SFAs participating in the Program. The Contractor will be required to conduct complete ARs, including communication with FDACS and School Food Authorities (SFAs), Off-Site Reviews, On-Site reviews, post review activities, closing of reviews, correspondence with FDACS and SFAs, data entry into FDACS’ Florida Automated Nutrition System (FANS), involvement in appeals (if applicable), and all other associated work for an AR, including gathering and reporting pertinent information to FDACS and USDA. The 2026-2027 NSLP SMAR Schedule will be provided to the Contractor. The AR may be conducted virtually, in-person, or a combination of the two depending on the direction of USDA and FDACS. It is anticipated that the Contractor will conduct up to 100 National School Lunch Program (NSLP) ARs during the 2026-2027 program year ending June 30, 2027, and the Contractor would perform every component of the AR. The Contractor must designate an assigned Project Manager (PM) for the ARs, and the same project manager will be dedicated to the effort for the entire contract period to ensure consistency in the performance of ARs. The Contractor and the project manager must ensure all timelines are met as outlined by FDACS and must be able to manage numerous tasks simultaneously. The individual serving as the project manager under this section may be the same person designated as the project manager pursuant to Section 2.1, titled “Overview.”

Contractor shall utilize the FDACS Administrative Review Tools as directed by FNW. These Administrative Review Tools are available for examination at: National School Lunch Program / Nutrition Programs / Food & Nutrition / Home - Florida Department of Agriculture & Consumer Services

2.4 Minimum Deliverables

A) During the term of the agreement, the Contractor shall provide at a minimum:

1. Within 30 calendar days after Contract execution, the Contractor shall prepare and submit to FDACS a written plan documenting the process for conducting pre-operational visits, targeted follow-up reviews, and administrative reviews.

2. Provide a designated Project Manager to serve as the primary point of contact for addressing issues and coordinating review activities.

3. The Contractor’s staff shall supply their own PC-based computer(s) capable of operating Microsoft Windows operating system and can run the Florida Automated Nutrition System (FANS), Adobe, and Microsoft Office suite products (Word, Excel, PowerPoint, etc.).

https://www.fdacs.gov/Food-Nutrition/Nutrition-Programs/National-School-Lunch-Program

4. As reviews will be conducted in areas with limited or no internet access, the Contractor shall provide wireless access sufficient to transfer review information and maintain email access of Contractor staff to FDACS whenever feasible.

5. Become knowledgeable and follow applicable Florida Statutes including Chapter 119 Florida Public Records law, FDACS policies, directives and interpretation of State of Florida and Federal policies, guidelines, and regulations. The Contractor shall communicate relevant requirements to the sponsors as appropriate.

6. Maintain a current working knowledge and follow USDA policies and regulations.

7. Be professional and courteous in their interactions with FDACS and sponsors.

8. Timely respond to emails and phone calls shall be provided within the next business day.

9. Submitted work products shall be clean, legible, neat, and free of grammatical, factual, and mathematical errors. Any costs associated with re-work shall be borne by the Contractor without charge to FDACS to bring the work product to an acceptable standard.

10. Have a quality assurance and review process in place prior to submission of work products to ensure its accuracy and completeness. The Contractor shall be responsible for incorporating recommendations and suggestions from FDACS to ensure the quality of its work products.

11. Conduct targeted review and administrative review for sponsors on the administrative review cycles (See 2026-2027 Targeted Review and Administrative Review Cycles to be provided) designated by FDACS. Reviewers assigned by the Contractor must conduct targeted and administrative reviews in compliance with 7 CFR Part 210.

12. Site information must be verified in FANS, prior to visiting the site, to ensure site operation details have not changed. FDACS will train the selected Contractor on how to access and navigate FANS.

13. Provide a minimum weekly status meeting between the Contractor and FDACS staff.

These management meetings shall include review of the current work plan and provide an opportunity to discuss task implementation and status. Management meetings shall include a report of activities completed during the week. The reports shall provide a list of significant operational problems needing corrective action and a recommendation for corrective action.

14. Availability for Ad Hoc Meetings: The Contractor shall be available for ad hoc meetings to address concerns and issues that merit action by the Contractor. The Contractor shall provide the appropriate personnel (or their designees) to address the issue and progress toward resolution.

15. Progress Report Format: All progress reports shall be submitted in a format and layout approved by FDACS in Microsoft Word or Microsoft Excel via email.

16. Maintain the books, records, and documents in support of the work performed and the money received under this Contract for a period of the current year plus three (3) years from the date of final payment. All records shall be subject to audit at any time, upon reasonable notice, by FDACS or its duly appointed representative. The records shall be maintained in accordance with generally accepted accounting principles.

17. Ensure all Deliverables are provided in accordance with the Schedule of Deliverables (Table A).

B) Administrative Review Process Definitions:

1. Off-Site Review: The portion of the review when the Contractor shall record information in the Off-site Assessment Tool by collecting information from the SFA.

2. Entrance Conference: The initial meeting between the Contractor and the SFA to discuss pre-review and review content and post-review procedures.

3. On-Site Review: The portion of the administrative review intended to validate the information collected on the Off-site Assessment Tool and provide an opportunity for the Contractor to observe the operation of the school nutrition programs at the SFA and in selected schools. The Contractor documents its findings on the On-site Assessment Tool on behalf of the FDACS.

4. Exit Conference: The meeting after the On-Site Review between the Contractor and SFA to discuss preliminary findings, answer questions, and clear up any factual errors before the final report is published.

5. SMAR Report: The formal document that evaluates the SFA’s operations for compliance by outlining observed deficiencies with corresponding legal citations, applicable corrective action, and technical assistance. The SMAR report should be factually correct and legally sound, drafted using templates provided by FDACS, and submitted to FDACS for review.

6. Closing Letter: The formal document sent by the Contractor to the SFA to signal that the

SMAR is officially complete. The Closing Letter should be factually correct, drafted using templates provided by FDACS, and submitted to FDACS for review.

C) Targeted Technical Assistance Review (TTAR) Process

1. Entrance Conference: The initial meeting between the Contractor and the SFA to discuss review of corrective action and implementation from the prior school meals administrative review.

2. Off-Site Review: Off-Site Review will include requesting documentation for the deficiencies and comparing against the corrective action plan to ensure implementation has been achieved and the corrective action has prevented the deficiencies from reoccurring again. (if applicable)

3. On-Site Review: The portion of the TTAR is intended to validate the corrective action plan has been implemented and prevents deficiencies from reoccurring again. No on-site will be needed if there are no operational deficiencies noted upon review of documentation sent as part of the Off-Site Review. (if applicable)

4. Exit Conference: The meeting after the On-Site Review between the Contractor and SFA

5. TTAR Report: The formal document that evaluates the SFA’s operations for compliance by outlining observed deficiencies with corresponding legal citations, applicable corrective action, and technical assistance. The TTAR report should be factually correct and legally sound, drafted using templates provided by FDACS, and submitted to FDACS for review.

6. Closing Letter: The formal document sent by the Contractor to the SFA to signal that the TTAR is officially complete. The Closing Letter should be factually correct, drafted using templates provided by FDACS, and submitted to FDACS for review.

D) Pre-operational Visit

1. Pre-visit Call: The initial meeting between the Contractor and the SFA to discuss pre-review and review content and post-review procedures.

2. On-Site Review: The portion of the pre-operation visit is intended to validate the school is operating within the regulations and able to be approved for the National School Lunch Program.

3. Exit Conference: The meeting after the On-Site Review between the Contractor and SFA

4. Pre-operational Visit Form: The form used to document observations from the pre-operational visit. This form should be completed and submitted to FDACS upon completion of the visit.

The Contractor will be eligible to submit an invoice for 50% of the AR fee upon successful completion of A. Off-site Assessment Tool, 30% upon completion of B. On-Site Review, and 20% upon completion of C. Closing Administrative Review. Payment of invoice is contingent upon approval by the Department. Pre-operational visits and TTARs will be paid 100% once officially closed by FDACS. “Successful completion” means the work product shall be devoid of substantive errors, be factually accurate, correctly cites federal and State regulations, includes all documentation that supports findings, and proposes corrective action plan(s) that appropriately align with the identified findings.

TABLE A – SCHEDULE OF DELIVERABLES

DELIVERABLE TASK DUE DATE SUBMIT TO

A. Off-site Assessment Tool

Engage the Sponsor to initiate the review process, complete the Off-Site

Assessment Tool prior to conducting the On-Site Review, and submit the completed Off-Site Assessment Tool to FDACS. Complete the Preliminary Findings Report and submit it to FDACS prior to conducting the On-Site Review. The report shall identify all areas of technical assistance (TA) and/or the Corrective Action Plan (CAP) determined up to this point in the review. The Preliminary Findings Report shall include the following areas: week of menu review, resource management, procurement, and general areas of review that do not include the On-Site Review.

Communicate any potential findings to the Sponsor.

10 calendar days after the SMAR Exit Conference is conducted

Contractor submission in SharePoint

B. On-Site Review

Complete all components of the On- Site Review or SMAR Report and complete the report.

Document all TA and/or CAP to be taken by the Sponsor.

15 calendar days after the SMAR Exit Conference is conducted

Contractor submission in SharePoint

C. Closing of Administrative Review

FDACS will send the AR report to Sponsors and document the date sent and the due date for CAP in a shared tracking document.

If no findings, the Contractor shall complete a draft Closing Letter and submit it to FDACS.

If findings, the Contractor shall work with the Sponsors to receive, review, and approve the CAP responses according to federal and state regulations and FDACS policy.

The Contractor shall update the tracking document noting whether timely and accurate CAP was received and shall communicate via email to FDACS that the review is complete.

The email shall include a drafted Closing Letter.

15 calendar days after the SMAR Exit Conference

15 calendar days after the Sponsor submits

CAP

Contractor submission in SharePoint

Administrative Reviews

SMARs (Off-Site, On-Site, and Closing) assigned must be completed no later than June 30th each contract year.

No later than June 30th each contract year

Results communicated to the Contractor’s Project Manager

Administrative Reviews

Administrative Reviews must be closed no later than August 31st each contract year

No later than August 31st each contract year

Results communicated to the Contractor’s Project Manager

Pre-operational Visit

Complete the pre-operational virtual call prior to On-Site visit, complete the On-Site visit, and complete the Exit Conference.

Completed on the date requested by the Department

Contractor submission in SharePoint

Pre-operational Visit

Complete and submit the Pre-operational Visit Form.

Two (2) business days after the On-Site visit and Exit Conference is conducted

Contractor submission in SharePoint

TTAR

Complete all components of the TTAR and complete the report. Document all TA and/or CAP to be taken by the Sponsor.

FDACS will send the TTAR report to Sponsors and document the date sent and the due date for CAP completion in a shared tracking document.

If no findings, the Contractor shall complete a draft Closing Letter and submit it to FDACS.

If findings, the Contractor will work with the Sponsors to receive, review, and approve the CAP responses according to federal and State regulations and FDACS policy.

The Contractor shall update the tracking document and note whether a timely and accurate CAP was received and shall communicate via email to FDACS that the review is complete.

The email shall include a drafted Closure Letter.

15 calendar days after the TTAR Exit Conference

15 calendar days after the Sponsor submits

CAP

Contractor submission in SharePoint

Training Conduct a virtual or in-person meeting/training with FDACS team.

30 calendar days after contract execution

Contractor’s Project Manager

Weekly Meeting

The Contractor must hold a weekly meeting with the PM and the FDACS team to discuss Administrative Reviews and review status.

Weekly Contractor’s Project Manager

2.5 Contractor Responsibilities and Requirements

1) Conduct all SMARs and TTAR – (Section’s that are applicable) in their entirety to include the following sections:

a. Nutrition Standards, Procurement, Resource Management, Claims Validation, and other components of the SMAR as prescribed by 7 CFR 210 and applicable guidance.

b. Regarding the Nutrition Standards portion of the SMAR, Contractor shall:

• Request Meal Pattern Compliance Documentation (Menu Planning Tool) for Certification for Six Cent Reimbursement (Worksheets) from the SFA for a selected week of review.

• Review the Worksheets to ensure they are appropriately and accurately completed for each age/grade group served, noting any deficiencies (i.e., K-8 school list menus on K-12 or K-12 Worksheet).

• Evaluate daily and weekly requirements for the completed Worksheets are compliant to program meal pattern and quantity requirements.

• Request and review the supporting documentation for menu items offered in the week of review meet program requirements. Documents include, but not limited to: Menus, Production Records, Standardized Recipes, USDA Foods Information Sheets, Nutrition Facts panel, and Child Nutrition Label or a product formulation statement(s).

• If the SFA is not in compliance with the Menu Worksheets, provide Technical Assistance, resources, and document any corrective action assistance completed to bring the SFA into compliance with Meal Component and Quantity requirements.

• Work with the SFA to complete the Dietary Specifications Assessment Tool to determine low or high risk. Interview the SFA prior to the On-Site Review to complete the off-site portion of the Dietary Specifications Assessment Tool. Completion of the Dietary Specifications Assessment Tool requires information about food service practices that may not be included in menu documentation. If low risk, report status to FDACS for validation during On-Site Review.

c. FDACS will assign Contractor their AR and TTAR work schedule.

2) Conduct ARs and TTARs of NSLP, SBP, ASP, FFVP, SMP, CEP and Special Provision

Sponsors.

3) Complete the ARs and TTARs as described in the Statement of Work.

a. The Contractor must ensure all rules and regulations are met with the review and completion of AR.

b. The deadline for completion of the ARs and TTARs is no later than June 30th each contract year.

4) Conduct and complete pre-operational visits as described in the Statement of Work.

5) Ensure all associated AR and TTARs data are in Share Point including correspondence, communications, Off-Site Review activities, On-Site Review activities, development of corrective action documents, and activities pertaining to the closing of the AR.

6) The Contractor and its employees must successfully complete FDACS-conducted training prior to starting ARs and TTARs.

7) Attend training session(s) provided by State Agency concerning the AR and computer system requirements.

The Contractor will complete training conducted by the Department via web meetings in which the Contractor must have computer/camera/internet capability.

8) Conduct ARs and TTARs in full compliance with applicable law, including relevant USDA and

FDACS regulations.

9) Meet the minimum number of schools to review in accordance with 7 CFR 210.18(e).

10) Independently complete all assigned ARs regardless of enrollment as assigned per FDACS.

11) The Contractor and FDACS PM will agree on dates and schedule before ARs begin.

12) Determine Sponsor compliance with all federal and state laws, regulations, and policies pertaining to NSLP, SBP, ASP, FFVP, SMP, CEP, and Special Provisions.

13) Provide in-person testimony and assist with administrative appeals arising out of ARs conducted, completed, or staffed, even in part, by the Contractor.

a. Assist with administrative appeals as requested by FDACS for ARs conducted during the 2026-27 program year and subsequent years, as requested by FDACS.

b. The Contractor’s employees, upon FDACS’s request, must be able to travel overnight on less than seven (7) calendar days’ notice to Tallahassee, Florida, to assist with and testify at an administrative appeal arising out of an AR, and remain in Tallahassee, Florida, to assist with and testify at such administrative appeal from day to day until the appeal is concluded and all witnesses are excused from attendance. The need and duration for such testimony shall be subject to the sole and absolute discretion of the judge or administrative review official presiding over the appeal.

c. FDACS will work to minimize the disruption, if any, to staff schedule.

14) Conduct Entrance and Exit Conferences with the Sponsor’s superintendent, designee, or other appropriate official at the Sponsor location.

15) Provide documentation of Entrance and Exit Conferences.

16) Complete and provide the Sponsor with an AR Preliminary Findings according to the FDACS process at each Exit Conference.

17) Complete an AR Report within15 calendar days after the Exit Conference.

18) Properly document all AR sections of the review in the computer system.

a. Close the AR within 15 days of the Corrective Action Plan (CAP) acceptance by the

Contractor.

b. Documentation must meet all USDA and FDACS requirements (FDACS will provide training on FDACS requirements).

• The Contractor must conduct quality assurance checks on all ARs before submission to FDACS.

• Expectations of quality assurance will be provided in the training provided by FDACS.

c. Quality assurance and quality control checks will be performed by FDACS’s PM to ensure documentation is acceptable.

19) Complete all Corrective Action Documents (CAD) and upload into Share Point.

a. Review all documents and responses submitted in connection with a CAD and determine https://www.ecfr.gov/current/title-7/subtitle-B/chapter-II/subchapter-A/part-210/subpart-D/section-210.18 compliance with applicable federal and state regulations and guidance.

b. Follow FDACS’s policies and procedures in relation to CAD review, completion, denial, issuance of additional CADs, or acceptance.

c. Maintain all email communications and document phone calls with Sponsors during the

SMAR and CAP process.

20) The Contractor must provide:

a. Weekly status reports (written and statistical) to FDACS concerning work performed, as well as projected dates of completion for Off-Site Reviews, On-Site Reviews, post review activities, correspondence, closure, and problematic ARs.

b. On a weekly basis, the Contractor must provide a list of ARs performed and a summary of findings for each AR. In addition, Contractor must highlight ARs that will require a Comprehensive Financial Review, financial action reviews, or any unresolved issues as requested by the FDACS PM.

c. On a weekly basis, the Contractor must provide a list of completed ARs that did not result in any findings and complete the appropriate templates/correspondence to be sent to the sponsors.

21) The Contractor’s staff will display excellent customer service skills.

a. All Contractor staff will be professional while interacting with all internal and external customers.

22) The Contractor must provide all necessary electronic equipment (i.e., computers) for its staff to perform their responsibilities as described in the Statement of Work.

23) Contractor staff must ensure confidentiality of all information obtained during ARs.

24) The Contractor must demonstrate proficiency (as per the FDACS PM) in the AR process prior to closing the first AR.

25) The Contractor will prepare and submit accurate invoices for work performed and upon completion the Off-site Assessment Tool, the On-site Review, and Closing of the Administrative Review.

2.6 Contractor Minimum Qualifications

1) The Contractor must be experienced with reviews for the programs listed in this RFP. The AR and TTAR is a comprehensive evaluation of meals programs for participating in federal nutrition programs. Areas of review include but not limited to:

a. Critical areas of review

b. Meal access and reimbursement

c. Resource management/Financial management

d. General program compliance

e. Other federal program monitoring as applicable, such as:

• Special Milk Program

• Afterschool Snack Program

• Fresh Fruit and Vegetable Program

• Seamless Summer Option

2) The Contractor must be experienced with reviews for the programs listed in this RFP. The pre-operational visit is an evaluation of meals programs for participating in federal nutrition programs. Areas of review include but not limited to:

a. Critical areas of review

b. Meal access and reimbursement

c. Resource management/Financial management

d. General program compliance

e. Other federal program monitoring as applicable, such as: Afterschool Snack Program

3) The Contractor must have at least three-years’ experience conducting National School Lunch

Program (NSLP), School Breakfast Program (SBP), Afterschool Snack Program (ASP), Fresh Fruit and Vegetable Program (FFVP), grant management, Special Milk Program (SMP), Seamless Summer Option (SSO), Community Eligibility Provision (CEP) and Special Provisions ARs. Including reviewing Food Service Management Company (FSMC) Contracts used in NSLP.

4) The Contractor shall provide a dedicated PM to oversee Contractor staff conducting ARs.

a. Provide background and knowledge of the AR and USDA rules and regulations as related to the programs listed above.

b. Provide name and title, resumes, contact information.

c. Provide location and availability.

d. FDACS has the discretion to approve or deny the proposed PM and request an alternate.

e. If there is turnover in this position, FDACS must approve the new PM. The Contractor must be able to meet tight deadlines.

5) The Contractor shall outline the staff required to complete up to 100 ARs in Florida within the contract period. Contractor’s staff must be able and available to travel throughout the state of Florida to conduct and complete the offsite and onsite portions of the AR and/or conduct ARs virtually. Must provide name, titles and resume and contact information.

6) All Contractor staff must have documented experience with and demonstrate knowledge of (by inclusion of staff resumes with its proposal) all USDA and Florida rules, regulations, and guidance as it relates to the NSLP, SBP, ASP, SMP, SSO, FFVP, and Special Provisions.

7) All Contractor staff will be required to pass a background check prior to conducting an AR on behalf of FDACS.

2.7 Financial Consequences

If the Contractor fails to meet the minimum level of services of the contract or fails to perform all tasks within the time frame established in the contract, the Department shall reduce payment by $1,000 for each task not meeting the minimum level of services of the contract and/or not performed within the established timeframe. Failure to meet the minimum level of services includes, but is not limited to, submitting AR reports which contain substantive errors, incorrect statements of facts or citations, and/or incomplete information or lack of exhibits necessary to support a deficiency.

SECTION 3 Solicitation of Proposals

3.1 MyFloridaMarketPlace (MFMP) Registration

Each Vendor desiring to sell commodities or contractual services as defined in Section 287.012, F.S., to the State is prequalified to do so and shall register in the MFMP system, unless exempted under Rule 60A-1.033(3), F.A.C. Information about the registration process is available and registration may be completed on the VIP website. Interested persons lacking internet access may request assistance from the MFMP Customer Service at (866) 352-3776.

Vendors should register for the following United Nations Standard Products and Services (UNSPSC) Class/Group Commodity Code(s) pertaining to this RFP:

• 93151505 - Administrative Agencies Services

• 84111600 - Audit Services

• 93131600 - Food and Nutrition Policy Planning and Programs

• 85150000 - Food and Nutrition Services

• 93151607 - Government Auditing Services

3.2 Question-and-Answer Period

Vendors may submit written questions regarding the solicitation to the Procurement Officer by the deadline listed in Section 1.2, Timeline. Oral questions or questions submitted after the deadline may not be acknowledged.

Questions topics may include, but are not limited to, requests for clarification regarding the terms, conditions, or requirements of the RFP or its attachments, or any processes described in those documents. If terms included in the Contract are impractical or, for legal or operational reasons, impossible, Vendors are encouraged to submit questions drawing attention to those issues.

**PLACE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF ALL EMAILS CONTAINING

QUESTIONS. **

The Department requests that Vendors submit questions in the following format:

Question # Vendor Name RFP Section RFP Page # Question

Questions do not constitute a formal protest of the specification or of the solicitation.

The Department will answer timely submitted questions through an addendum posted on the VIP.

SECTION 4 Proposal Submission

4.1 Proposal Format

To expedite the evaluation process, it is essential that Respondents follow the format and instructions contained herein.

The Department is requesting a combination of physical original and digital copies of Proposals for this RFP. Hard copies and electronic (USB) copies must be divided into volumes containing the information below. The Respondent’s Proposal should clearly identify each Volume and Tab, as listed below, with an index tab or other similar type of identification. All pages should be sequentially numbered. Each Proposal should be prepared simply and economically, providing a concise, straightforward delineation of the Respondent’s capabilities to satisfy the requirements of this RFP.

Respondents are encouraged to focus on completeness and clarity in their Proposals. Elaborate bindings, colored displays, and promotional material are discouraged.

Proposals should include all requested forms and information listed below. Failure to provide all the requested information may result in disqualification of the Proposal or a zero-point score for the relevant evaluation criteria. See Section 5, Proposal Evaluation, for information regarding how the Department will evaluate Responses.

TAB A - General Information (No Points will be awarded for Tab A)

The Respondent must provide:

1) A completed and signed Attachment A – FDACS Acknowledgment Form. The signed original of this form must be included in the original hard copy of the Proposal package.

2) A completed and signed Attachment B – Conflict of Interest Statement. The signed original of this form must be included in the original hard copy of the Proposal package.

3) A completed, signed, and notarized Attachment C – Non-Coercion for Labor or Services Affidavit. The signed and notarized original of this form must be included in the original hard copy of the Proposal package unless the Respondent is a governmental entity.

4) The Respondent’s Award Preference Documentation (if any). See Section 6.2, Award

Preferences, for more information. Failure to provide the documentation requested below will result in the applicable preference not being applied to the Respondent.

a. Certified Business Enterprise: The Respondent must provide a copy of its certification pursuant to Section 287.09451, F.S., to receive this preference.

b. Drug-Free Workplace Program: The Respondent should provide a signed Attachment D

– Certification of Drug-Free Workplace Program to receive this preference. The signed original of this form should be included in the original hard copy of the Proposal package.

c. Certified Veteran Business Enterprise: The Respondent must provide a copy of its certification pursuant to Section 295.187(5), F.S., to receive this preference.

5) A completed and signed Attachment E – FORM PUR 7801. The signed original of this form should be included in the original hard copy of the Proposal package. The Respondent must either certify (by checking in the blank next to “Yes”) or mark N/A (by checking in the blank next to “N/A”) for each certification, as applicable.

Note: If the Respondent’s answers indicate the “Common Carrier or Contracted Carrier Attestation Form” is due with its Proposal (because “Yes” is marked for the certification), the Respondent must include the applicable form with its Proposal. The Department reserves the right to, but is not required to, seek clarification from a Respondent to determine whether such form was required if it is not included with the Respondent’s Proposal even though the statement was certified (rather than marked “N/A”); if such form was not required, the Department may waive the Respondent’s failure to submit the form as a minor irregularity. If the form was required, no such waiver will be permitted, and the Respondent will be deemed non-responsive.

6) A completed and signed Attachment F – Foreign Country of Concern Attestation. The signed original of this form must be included in the original hard copy of the Proposal package.

TAB B – Budget and Price Proposal (150 Points Maximum)

The Respondent must provide a completed and signed Exhibit A – Price Sheet. The Respondent’s pricing shall encompass all costs to meet the requirements of this RFP including the scope of work, deliverables and task schedule outlined in Table A. No remuneration is available to the vendor beyond the fixed price for all specifications and considerations in response to this RFP.

Respondent must identify all task activities and submit a corresponding budget detailing costs necessary to accomplish the services requested in this RFP. The cost proposal must combine all activities by the Contractor including travel costs. Travel will not be paid or reimbursed separately.

The task activities and budget detail must be submitted in Excel compatible or Excel spreadsheet format.

Costs must be justified in terms of activities and objects of expenditure and must be reasonable (i.e., consistent with current market prices) and necessary to accomplish the work. The budget must evidence that financial resources are adequately and appropriately allocated among cost categories in a cost-effective and prudent business manner to accomplish the work. Services to be purchased from other organizations or subcontractors, including any amounts subcontracted to consultants, and others must be specified.

The Respondent shall provide a fixed unit price per category for the NSLP Administrative Reviews, Targeted Technical Assistance Reviews, and Pre-operational Visits. Separate price sheets shall be submitted for each service type. Price categories must include the minimum number of schools (sites) to review or visit within the SFA, defined below:

• Small: 1 – 2 sites

• Medium: 3 – 8 sites

• Large: 9 or more sites

The number of sites required for review within each SFA shall be reviewed in accordance with 7 CFR 210.18(e). Respondents must ensure that pricing accurately reflects the scope of work associated with each category and complies with all applicable federal and State requirements.

TAB C – Contractor Experience/Program Knowledge/Conducting ARs (75 Points Maximum)

The Respondent’s proposal shall provide a clear and detailed narrative describing their past and/or current experience with the National School Lunch Program (NSLP), School Breakfast Program (SBP), After School Care Program (ASCP), Seamless Summer Program (SSO), Special Milk Program (SMP), Fresh Fruit and Vegetable Program (FFVP), and the CACFP for At Risk Supper and Snack (At Risk) programs in schools in relation to program knowledge and conducting ARs.

The narrative should demonstrate the Respondent’s capability to perform the required services and include examples of similar work.

TAB D – References (25 Points Maximum)

The Respondent’s proposal must include a completed Attachment G – References, listing three

(3) separate customers for whom similar services were provided within the past five (5) years.

References must be current or former clients of the Respondent; confidential clients may not be included. Subcontractor references, proposed personnel references, or personal references from members of the Respondent’s organization will not be accepted. Respondents who fail to provide at least three (3) valid references shall be deemed as non-responsive, and their Proposal shall be rejected as such.

Past performance with FDACS shall constitute a reference and be used by FDACS to determine the Respondent's ability to perform services like those described in this RFP in a satisfactory manner.

The Procurement Officer will contact each reference within three (3) business days after the public Proposal opening to complete Attachment H – Reference Check Form. References must be verifiable within seven (7) business days of the Department’s initial verification attempt, excluding weekends and holidays. Any reference unverified within this timeframe will result in a score of zero

(0) points for that reference. Respondents are encouraged to notify references in…