RFP PUR 27-030 Scratch Cooking Partner Program.pdf

Desmond Brown, Director of Purchasing and Supply Services 13300 Old Marlboro Pike | Upper Marlboro, MD 20772 | 301-952 6560

RFP PUR 27-030 PGCPS Scratch Cooking Partner Program

REQUEST FOR PROPOSAL

PGCPS Scratch Cooking Partner Program

ISSUED BY:

The Department of Purchasing & Supply Services Attention: Michelle Tucker, Procurement Specialist

RFP NUMBER:

RFP PUR 27-030

RELEASE DATE:

September 24, 2026

PRE-PROPOSAL MEETING:

QUESTIONS DUE DATE:

September 30, 2026, 11am ET

October 2, 2026, 11am ET

PROPOSAL DUE DATE: October 14, 2026, 2pm ET

DIRECT INQUIRIES TO PROCUREMENT: Michelle Tucker (michelle2.tucker@pgcps.org) Travis Clarke (travis.clarke@pgcps.org)

To All Prospective Offerors:

Prince George’s County Public Schools (PGCPS) is soliciting proposals from qualified vendors for PGCPS Scratch Cooking Partner Program

A virtual pre-proposal conference will be held on September 30, 2026, 11am ET via Zoom.

In order to participate in the pre-proposal conference, you must complete Attachment F - Letter of Interest and submit no later than 2:00 p.m., September 29, 2026, to the procurement contacts listed above. While attendance at the pre-proposal meeting is not mandatory, the information presented is informative. All interested Offerors are encouraged to attend.

Solicitation Documents may be obtained by:

● Download the solicitation by accessing the Prince George’s County Public School Board’s website at the following link: https://www.pgcps.org/offices/purchasing/procurement-opportunities/solicitations

● Download the solicitation by accessing eMaryland Marketplace link:

https://emma.maryland.gov/page.aspx/en/rfp/request_browse_public

Please respond according to the instructions provided in the RFP. Offerors are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation, doing so may render an Offeror’s Proposal unacceptable and subject to rejection.

The Department of Purchasing & Supply Services is not responsible for information obtained from sources outside the Prince George’s County Purchasing Office, including downloads from the County web-site. Offerors are directly responsible for obtaining updates, changes or addendums either from the updated web-page or by contacting the Purchasing Office for instruction. If the Offeror has questions, they must be in writing and directed to the procurement contacts specified. Failure to adhere to this requirement may subject the Offeror to immediate disqualification.

TABLE OF CONTENTS

Contents

1. PART I: INTRODUCTION AND BACKGROUND:

2. PURPOSE

3. SUMMARY OF SERVICES

4. NON-EXCLUSIVE

5. OFFERORS IN LEGAL PROCEEDINGS WITH PGCPS

6. PERIOD OF PERFORMANCE

7. OPTION TO EXTEND SERVICE

8. CONTRACT TYPE

9. CONTINUITY OF SERVICES

10. BONDING

11. POINT OF CONTACTS

PART II: INSTRUCTIONS TO OFFERORS

1. OFFEROR KNOWLEDGE OF TERMS AND CONDITIONS

2. PROPOSAL SCHEDULE

3. PROPOSAL SUBMISSION REQUIREMENTS

4. PROPOSAL MARKINGS

5. PROPOSAL SUBMISSION LAYOUT

6. BIDDER DELIVERY AND ENVELOPE PACKAGING

PART III: SCOPE OF WORK

PART IV: PROPOSAL EVALUATION AND AWARD

1. EVALUATION COMMITTEE

2. EVALUATION PROCESS

3. EVALUATION CRITERIA

4. PROPOSAL AWARD

PART V: GENERAL TERMS AND CONDITIONS

1. PARTNERSHIPS

2. CORPORATIONS

3. SAMPLES

4. PROPOSAL PREPARATION FEES

5. RIGHT TO PROTEST

6. APPEAL OF CONTRACT AWARD DECISION:

7. COMMENCEMENT OF SERVICES

8. ADDENDA

9. STATEMENT OF CONFIDENTIALITY

10. TERM OF AGREEMENT

11. PRE-PROPOSAL MEETING

12. PAYMENT TERMS

13. MINORITY BUSINESS ENTERPRISE PROGRAM

14. LOCAL MBE INITIATIVE

15. MINORITY BUSINESS ENTERPRISE PROHIBITIONS

16. E- COMMERCE

17. CYBER LIABILITY INSURANCE

18. LIQUIDATED DAMAGES

19. FINGERPRINT CRIMINAL HISTORY BACKGROUND CHECKS, CHILD PROTECTIVE

SERVICE CLEARANCES, AND SAFE SCHOOLS TRAINING REQUIREMENTS

20. EDUCATIONAL/MEDICAL/PSYCHOLOGICAL RECORDS

21. PROTECTION OF STUDENT RECORDS

22. LEGAL COMPLIANCE

23. EPA COMPLIANCE

24. STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

25. PERSONAL IDENTIFIABLE INFORMATION (PII)

26. OFFEROR PERFORMANCE EVALUATION

PART VI: SPECIAL TERMS AND CONDITIONS

1. REQUEST FOR PROPOSAL

2. GENERAL REQUIREMENTS

3. PRICES

4. ITEM DELIVERY

5. GUARANTEE AND WARRANTIES

6. ANNULMENTS AND RESERVATIONS

7. TERMINATION OF CONTRACT

8. GOVERNING LAW & VENUE

9. CONTRACT TERMS AND CONDITIONS

10. CHANGES IN TERMS OR DELIVERY

APPENDIX A – PROPOSAL AND ADDENDA ACKNOWLEDGEMENT

APPENDIX B – PAST PERFORMANCE AND REFERENCES

APPENDIX C - NON-COLLUSION CERTIFICATE

APPENDIX D - DEBARMENT AFFIDAVIT

APPENDIX E - ANTI-BRIBERY AFFIDAVIT

APPENDIX F - CERTIFICATE OF INSURANCE COVERAGE

APPENDIX G - FINANCIAL PROPOSAL TERMS

APPENDIX H - MBE FORM

APPENDIX I – STATE OF MARYLAND TAX CERTIFICATION

APPENDIX J – CERTIFICATION OF COMPLIANCE

APPENDIX K – VENDOR CONFLICT OF INTEREST DISCLOSURE FORM

ATTACHMENT B – LETTER OF INTEREST FOR PRE-PROPOSAL CONFERENCE

1. PART I: INTRODUCTION AND BACKGROUND:

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. Prince George's County Public Schools (PGCPS), one of the nation's 20th largest school districts, has 208 schools and centers, has approximately 131,657 students and nearly 22,000 employees and an annual operating budget of $2.3 billion.

The school system serves a diverse student population from urban, suburban and rural communities located in the Washington, DC suburbs. PGCPS is nationally recognized for college and career-readiness programs that provide students with unique learning opportunities, including dual enrollment and language immersion. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

2. PURPOSE

The Board of Education of Prince George’s County (The Board) is issuing this Request for Proposal (RFP) to provide PGCPS Scratch Cooking Partner Program as defined in Part III, Scope of Work. These services are to be performed principally for the Department of Food and Nutrition Services, however services may be requested by other Departments within the Prince George’s County Public School system.

3. SUMMARY OF SERVICES

Prince George’s County Public Schools (PGCPS) seeks professional culinary transformation and implementation services to support the District’s transition from its current heat-and-serve food service model toward a progressively expanded scratch cooking model.

4. NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage. The Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/service listed in the price schedule submitted under Attachment E, Cost Proposal.

5. OFFERORS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any Vendor or Offeror which has submitted a Proposal. Before including consideration of the legal dispute as a factor, the Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

6. PERIOD OF PERFORMANCE

The term of this Contract begins on the date the Notice of Award is signed by both the Offeror and The BOARD (the “Effective Date”) and shall continue for one (1) year (“Initial Term”). In its sole discretion, The Board shall have the unilateral right to renew the Contract for three (3) one-year option periods successive (each a “Renewal Term”) at the prices established at contract award. “Term” means the Initial Term and any Renewal Term(s).

7. OPTION TO EXTEND SERVICE

The Board may require continued performance of any services within the limits and at the rates specified in the contract. The option to extend provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 12 months.

8. CONTRACT TYPE

The contract resulting from this solicitation shall be Fixed Rate requirements. Vendors are encouraged to partner with local Offerors or firms if they don’t meet all the required expertise or MBE requirements.

Subcontractor and or teaming partner information shall be included in response.

9. CONTINUITY OF SERVICES

The Vendor recognizes that the services under this contract are vital to the PGCPS and must be continued without interruption and that, upon contract expiration, a successor, either the PGCPS or another vendor, may continue them. The Vendor agrees to exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor.

10. BONDING

The Offeror may be required to submit a Bid and or a Performance Bond as indicated below.

A. BID BOND (Not Required) If applicable, the bid bond will be in the amount of five percent (5%) as determined by the BOARD and specified in the RFP, to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that may exceed $100K. (COMAR 21.06.07.10). The bond must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S

COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

B. PERFORMANCE AND LABOR BOND (Not Required) The awarded vendor(s) will be required to submit a performance and/or labor bond, Cashier’s or Certified Check in the amount of one hundred percent (100%) of the project cost as determined by the BOARD and specified herein to ensure all phases of the project are satisfactory complete for which a contract or purchase order is awarded that exceeds 100K. (COMAR 21.06.07.10). When applicable, the Board reserves the right to request performance and labor bond for amount over or under $100K. The bond, cashier or certified check must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY and mailed to 13300 Marlboro Pike, Upper Marlboro, Maryland 20772-9983 prior to the start of performance.

11. POINT OF CONTACTS

The Offeror’s performance will be under the direction of the Procurement Department ensuring the Offeror's compliance with the requirements of this contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Offeror shall be accountable to the end users on all matters relating to the scope of work.

PROCUREMENT CONTACTS

Michelle Tucker Procurement Specialist

Travis Clarke Sr. Procurement Specialist

PART II: INSTRUCTIONS TO OFFERORS

1. OFFEROR KNOWLEDGE OF TERMS AND CONDITIONS

Before submitting Proposals, Offerors are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting a Proposal. Offeror shall acquaint themselves with all State and Federal governing laws, ordinances, etc. and otherwise familiarize themselves with all matters, which may affect the Proposal. The act of submitting a Proposal shall be considered as meaning that the Offeror has so familiarize themselves; therefore, there shall be no misunderstanding or lack of information. Offerors, or their authorized representatives, are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting Proposals. Failure to do so will be at the Offeror's own risk and Offeror cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors of omission or commission on the part of Offerors.

All correspondence concerning the Proposal and contract, including Notice of Award, copy of Contract, and Purchase Order, will be provided electronically.

2. PROPOSAL SCHEDULE

Due to the constant need of the Solicitation, milestones are listed with target dates. Please adhere to the schedule unless notified by way of an Addendum.

Solicitation Milestones Milestone Date

1 Issue RFP Solicitation Thursday, September 24, 2026

2 Pre-Proposal Registration (Attachment F) Tuesday, September 29, 2026 @ 2pm ET

3 Pre-Proposal Conference Date and Time Wednesday, September 30, 2026 @ 11 am ET

4 Questions Due Date and Time Friday, October 2, 2026 @ 11 am ET

5 Proposal Due Date and Time Wednesday, October 14, 2026 @ 2 pm ET

3. PROPOSAL SUBMISSION REQUIREMENTS

In order to be eligible, Proposals must be received via eMaryland MarketPlace Advantage (eMMA) no later than Wednesday, October 14, 2026, 2pm ET. The Proposal shall consist of the required documentation for each volume as identified. Offerors shall retain one (1) original copy of the Proposal for their files. PGCPS may request the original notarized documents that were posted electronically before final award execution.

The electronic Proposal shall show the full business address, telephone number, email and fax number of the Offeror and be signed by the person or persons legally authorized to sign contracts and commit the company.

4. PROPOSAL MARKINGS

All Proposals shall be submitted without redactions. All sections of the Proposal that are considered Confidential or Proprietary shall be clearly marked within the Proposal. The Offerors’ shall provide justification for any and all confidential or proprietary information. Justification must be on a separate piece of paper and submitted with the Technical Proposal.

5. PROPOSAL SUBMISSION LAYOUT

The completed bid documents(s) should be without interlineations, alterations, or erasures. The bid should present all information in a concise manner, neatly arranged, legible, and in terms understandable for evaluation. All information requested is to be addressed directly and completely. It is more desirable to give additional information than less when the answer could be misinterpreted. The submission layout will include four (4) parts:

GENERAL FORMAT- FOUR-PART SUBMISSION

● Volume I - Technical Proposal

● Volume II - Minority Business Enterprise (MBE)

● Volume III - Appendices

● Volume IV – Cost Proposal

6. BIDDER DELIVERY AND ENVELOPE PACKAGING

The bidder shall deliver their Proposal electronically through eMMA and package their bid in two separate eMMA envelopes as noted below.

A. VOLUME I – TECHNICAL PROPOSAL (Envelope One) The Technical Proposal shall be submitted in PDF format. Offerors shall not include any pricing.

Offeror shall include a table of contents and all pages in the technical proposal must be numbered, consecutively from beginning to end and separated by tabs as described below:

1) TAB A – TRANSMITTAL LETTER

Offeror shall include a brief transmittal letter prepared on the Offerors’ letterhead, and signed by an individual who is authorized to commit the Offeror to the services and requirements in the RFP and Proposal. This transmittal letter shall include:

a) The name, title, address, telephone number, and electronic mail address of the person authorized to bind the Offeror to the contract and the person who will receive all official notices concerning this RFP.

b) The Offerors’ Federal Tax Identification Number or Social Security Number.

c) The Offerors’ PGCPS iSupplier ID Number must be listed. To obtain an iSupplier ID number, you must register with PGCPS at https://www.pgcps.org/offices/purchasing/isupplier

d) A brief statement of the Offerors’ understanding of the work to be done, the commitment to perform the work, and a statement of why the firm believes it is best qualified to perform the work specified in RFP.

e) A statement that the Proposal is a firm and irrevocable offer for a period of one hundred twenty (120) days following the closing date for receipt of initial Proposals or the closing date for receipt of a best and final offer, if applicable.

2) TAB B – LEGAL CLAIMS

Offeror shall identify any claims during the past three (3) years and provide information on any pending litigation, lawsuits etc. The failure to provide accurate information may be determined to be a material breach of any future agreement or contract with The Board.

If applicable, the Offeror must state no claims exist.

3) TAB C – EXPERIENCE AND CAPABILITIES

Offeror shall prepare and present a Technical Proposal in such a way as to provide a straightforward description of response to experience and qualifications, product quality, demonstrated capacity to perform, past performance and references to satisfy the requirements of the RFP.

B. VOLUME II - MINORITY BUSINESS ENTERPRISE (MBE) (Envelope One)

Offerors shall submit MBE information electronically in eMMA under the Technical Proposal folder in a separate file, titled as such. An MBE goal of 15% has been established for the contract representing a percentage of the total Contract dollar value, including all renewal option terms. Minority Businesses included in the Proposal package at time of opening, cannot be changed without prior approval of the Director of Purchasing and Supply Services.

By submitting a response to this RFP, the Offeror acknowledges the overall MBE participation goal and commits to achieving the overall goal by utilizing certified minority business enterprises or will include a full or partial waiver of the overall goal with the Proposal.

1) Offerors shall describe how they intend to meet the MBE goals or justify why the goal cannot be met.

C. VOLUME III – Appendices (Envelope One)

Offerors shall submit the Appendices electronically in eMMA under the Technical Proposal folder in a separate file, titled as such. The Offeror shall sign, date, and notarize where applicable all appendices identified. Appendices shall be packaged together as one file and delivered under Volume III.

o Appendix A – Proposal and Addendum Acknowledgement o Appendix B – Past Performance and References o Appendix C – Non-Collusion Certificate o Appendix D – Debarment Affidavit o Appendix E – Anti-Bribery Affidavit o Appendix F – Certificate of Insurance Coverage o Appendix G – Financial Proposal Form o Appendix H – MBE Form o Appendix I – Certificate State of Maryland Tax Certification o Appendix J – Certification of Compliance o Appendix K – Vendor Conflict of Interest Disclosure Form o Certificate of Good Standing

D. VOLUME IV - COST PROPOSAL (Envelope Two)

The Offeror’s cost proposal shall include all labor, delivery, materials, tools, and equipment to perform work

All pricing shall remain fixed for the full contract term, including renewals thereto unless an escalation or adjustment is included herein. Offerors should not include any portion of their Technical Proposal in its Cost Proposal.

1) Offerors shall provide the Cost Proposal in excel format (Attachment E). Do not amend, alter, or leave blank any items on the Proposal Form or include additional clarifying or contingent language on or attached to the Proposal Form. Items or costs required to provide the services and deliverables as proposed but not identified will be the sole responsibility of the Offeror.

2) The Offeror shall demonstrate its financial stability. The Offeror shall include a fiscal integrity / financial statement for the last two calendar years. If the Offeror has not had its financial statements audited by an independent accounting firm, the Offeror must submit such un-audited financial statements.

Failure to provide any of the requested information or documents in this solicitation may render the Proposal non-responsive.

PART III: SCOPE OF WORK

PGCPS Scratch Cooking Partner Program

Fresh Food, Salad Bars & Student Choice

Base Year: 36 Schools | Three 12-Month Option Years for Expansion

Major Kickoff Target: December 2026 | Operational Target: January 2027

1. PURPOSE

Prince George’s County Public Schools (PGCPS) seeks professional culinary transformation and implementation services to support the District’s transition from its current heat-and-serve food service model toward a progressively expanded scratch cooking model.

The Contractor shall work collaboratively with PGCPS Food & Nutrition Services (FNS) to design, implement, support, and evaluate a scalable model focused on:

scratch and semi-scratch cooking;

fresh and minimally processed foods;

salad bars and/or fresh produce bars;

improved taste and student acceptance;

expanded student choice;

culinary workforce development;

kitchen and serving-line readiness;

menu and recipe development;

food presentation;

student participation;

food waste reduction;

operational efficiency;

regulatory compliance; and long-term sustainability.

PGCPS will continue to operate and manage its own Food & Nutrition Services program.

The Contractor shall serve as a culinary transformation and implementation partner and shall not replace PGCPS management responsibility for the school nutrition program.

The Contractor shall be expected to work directly with PGCPS employees in participating school kitchens and shall be responsible for helping PGCPS implement measurable operational change, rather than providing recommendations alone.

2. CONTRACT PERIOD AND STRUCTURE

PGCPS anticipates awarding a contract consisting of one Base Year and three optional twelve (12)-month periods.

Base Year

School Year / Fiscal Year 2026–2027 The Base Year shall support implementation at the 36 PGCPS schools identified in Attachment A.

Option Year 1

One optional twelve (12)-month period PGCPS may add additional schools to the initiative during this option period.

Option Year 2

One optional twelve (12)-month period PGCPS may add additional schools to the initiative during this option period.

Option Year 3

One optional twelve (12)-month period PGCPS may add additional schools to the initiative during this option period.

Each option year shall be for a period of twelve (12) months and may be exercised only at the sole discretion of PGCPS.

Exercise of any option shall be:

subject to satisfactory Contractor performance;

subject to continued program need;

subject to availability of funds; and subject to any applicable approvals.

The specific schools to be added during any option year shall be identified prior to exercise of that option and incorporated through the applicable contract modification, option-year addendum, or other written instrument approved by PGCPS.

PGCPS does not guarantee:

exercise of any option year;

a minimum number of schools during an option year;

addition of all remaining District schools; or any minimum quantity of services beyond those specifically authorized.

Offerors shall provide pricing for the Base Year and each of the three separate twelve (12)-month option periods in accordance with the pricing schedule provided by PGCPS.

3. PROGRAM OBJECTIVE

PGCPS seeks to progressively move participating schools along a scratch cooking continuum:

Heat & Serve → TransiƟonal / Semi-Scratch → ParƟal Scratch → Predominantly Scratch Cooking

The Contractor shall assist PGCPS in determining the appropriate starting point and implementation pathway for each participating school.

Assessment factors shall include:

kitchen infrastructure;

equipment;

small wares;

staffing;

culinary skill levels;

storage;

refrigeration;

production schedules;

serving-line configuration;

food preparation space;

receiving and delivery requirements;

fresh produce preparation capability;

salad bar readiness;

food safety requirements;

student meal volume;

menu requirements; and other operational conditions.

The goal is not to require every school to operate at the same scratch cooking level immediately.

The goal is to demonstrate measurable and sustainable movement toward greater scratch preparation, fresher food, stronger student choice, and improved meal quality.

4. BASE YEAR SCHOOLS

The Base Year shall include the 36 schools identified in Attachment A — Base Year School List.

PGCPS reserves the right to substitute, remove, or phase schools during implementation when operational conditions require modification.

Any material changes shall be documented through an approved contract modification, addendum, or implementation schedule.

5. CONTRACTOR RESPONSIBILITY FOR SCHOOL AND KITCHEN ASSESSMENTS

The Contractor shall be responsible for conducting its own professional assessment of each participating school.

PGCPS does not represent that participating kitchens, cafeterias, serving lines, storage areas, or related facilities are currently configured or equipped to support the desired scratch cooking, fresh-food, or salad-bar model.

The Contractor shall determine what is required at each site to support successful implementation.

At minimum, each assessment shall address:

existing kitchen capabilities;

kitchen layout;

workflow;

food preparation space;

equipment condition;

equipment capacity;

missing or insufficient equipment;

small wares;

refrigeration capacity;

freezer capacity;

dry storage capacity;

receiving capability;

food-production workflow;

produce washing and preparation capability;

serving-line configuration;

salad bar capability;

electrical considerations apparent during the assessment;

plumbing considerations apparent during the assessment;

ventilation considerations apparent during the assessment;

sanitation capability;

staffing levels;

culinary skill levels;

production schedules;

meal volume;

food safety;

replenishment capability;

storage;

traffic flow;

operational barriers; and implementation risks.

The Contractor shall provide a written Kitchen Conversion / Readiness Assessment for each Base Year school.

Recommendations shall be categorized as:

Category 1 — Required for Initial Implementation

Items necessary for the school to safely and effectively begin the approved implementation model.

Category 2 — Recommended for Improved Performance

Items that would improve quality, efficiency, capacity, consistency, or scalability but are not required for initial implementation.

Category 3 — Long-Term Capital Improvement

Major infrastructure, renovation, or capital needs that should be considered as part of the District’s long-term transformation strategy.

PGCPS shall retain sole authority to determine whether any recommended equipment, construction, renovation, modification, or capital improvement will be approved, funded, or procured.

The Contractor shall not independently authorize construction, purchase equipment, or obligate PGCPS financially.

6. SCHOOL READINESS MATRIX

The Contractor shall develop a School Readiness Matrix for all participating schools.

At minimum, each school shall be categorized as:

1. Ready for Immediate Implementation

2. Ready with Limited Operational or Equipment Modifications

3. Requires Significant Preparation Prior to Implementation

The School Readiness Matrix shall include separate readiness indicators for:

scratch cooking;

salad bar / fresh produce bar operations;

staffing;

equipment;

storage;

food safety;

training;

serving-line operations; and implementation timing.

The Matrix shall be used to recommend the sequencing of schools into implementation phases.

7. CULINARY LEADERSHIP AND STAFFING

The Contractor shall propose and maintain a staffing model capable of supporting the 36 Base Year schools and scalable for future option-year expansion.

At minimum, the staffing model shall include:

7.1 Program Executive Chef / Project Director

The Contractor shall provide one dedicated Program Executive Chef / Project Director responsible for:

overall culinary direction;

coordination with PGCPS FNS leadership;

menu and recipe strategy;

quality assurance;

implementation oversight;

culinary staff supervision;

student acceptance strategy;

performance reporting; and resolution of program-level culinary issues.

7.2 Culinary Implementation Chefs

The Contractor shall provide no fewer than four Culinary Implementation Chefs, unless the Contractor demonstrates to PGCPS that an alternative staffing model will provide equal or greater onsite support.

PGCPS anticipates an approximate ratio of:

1 Culinary Implementation Chef for every 8–10 participating schools.

Implementation chefs shall be responsible for:

onsite kitchen coaching;

recipe implementation;

production support;

quality control;

staff development;

workflow improvement;

troubleshooting;

food presentation; and operational support during rollout.

7.3 Training / Operations Support

The Contractor shall provide at least one Training / Operations Specialist or equivalent level of support responsible for:

standardized training;

operational procedures;

SOP development;

food safety;

train-the-trainer activities;

production planning; and workforce capacity building.

7.4 Data / Program Support

The Contractor shall provide sufficient data and program support to:

track taste-test results;

monitor participation;

monitor food waste;

track staff training;

track recipe implementation;

monitor salad bar utilization;

prepare performance dashboards; and support required reports.

7.5 Minimum Onsite Support Expectations

During the initial implementation period:

each initial-phase school shall receive at least two onsite chef-support days per week during initial rollout;

once operations stabilize, onsite support may be reduced to at least one visit per week or as operationally necessary;

schools experiencing implementation problems shall receive increased support; and administrative meetings shall not be counted as onsite kitchen coaching.

8. MENU AND RECIPE DEVELOPMENT

The Contractor shall collaborate with PGCPS FNS to develop and refine menus appropriate for K–12 students and applicable school nutrition requirements.

Services shall include:

development of scratch and semi-scratch recipes;

revision of existing recipes;

reduction of highly processed ingredients where practical;

increased use of fresh and minimally processed ingredients;

incorporation of whole and simply prepared foods;

culturally relevant menu offerings;

development of student-friendly menu options;

utilization of USDA Foods where appropriate;

portion and yield standardization;

recipe costing;

production instructions;

food presentation standards; and identification of ingredients and products necessary to execute approved menus.

Recipes shall be practical for PGCPS kitchens and employees to execute consistently.

9. SALAD BAR / FRESH PRODUCE BAR REQUIREMENT

As an integral component of the initiative, PGCPS intends to introduce salad bars and/or fresh produce bars at participating schools where operationally feasible.

The Contractor shall:

assess each participating school for salad bar readiness;

recommend appropriate salad bar configurations;

assess refrigeration and cold-storage requirements;

recommend appropriate serving equipment and small wares;

develop setup, replenishment, sanitation, closing, and storage procedures;

develop safe produce washing and handling procedures;

develop student-friendly fresh-food combinations;

integrate salad bars with scratch-prepared meals;

train PGCPS employees in salad bar operation;

establish waste-reduction procedures;

track utilization and student feedback;

evaluate labor and food-cost impact; and recommend a scalable Districtwide model.

The Contractor shall incorporate salad bar readiness into the School Readiness Matrix.

Initial salad bar sites shall be selected based upon readiness and may be identified through an implementation addendum or approved schedule.

10. PGCPS TASTE & STUDENT ACCEPTANCE STANDARD

PGCPS considers taste and student acceptance essential measures of program success.

Healthy food that students do not eat will not be considered a successful outcome.

Significant new menu items shall be tested with students prior to broad rollout.

For major new menu items, PGCPS expects, where practical:

a minimum of 100 student responses;

representation from multiple schools;

representation from multiple grade bands where applicable; and direct recording of student responses.

A proposed menu item should achieve:

80% or greater positive acceptance: Approved for broader implementation;

70%–79% positive acceptance: Revise and retest;

Below 70% positive acceptance: Do not broadly deploy without substantial redesign.

At least 75% of participating students should indicate they would choose the item again if offered as a school meal.

Menu items must also demonstrate:

nutritional compliance;

reasonable cost;

realistic production time;

consistent preparation;

ingredient availability;

acceptable waste;

safe service; and ability to reproduce quality across schools.

11. STAFF TRAINING AND CAPACITY BUILDING

The Contractor shall provide hands-on culinary training to PGCPS FNS employees.

Training shall include, as applicable:

scratch cooking fundamentals;

knife skills;

ingredient preparation;

cooking methods;

batch cooking;

seasoning and flavor development;

recipe execution;

production planning;

food presentation;

food safety and sanitation;

equipment operation;

salad bar operations;

kitchen workflow;

quality control;

waste reduction; and efficient use of labor.

12. TRAIN-THE-TRAINER / KNOWLEDGE TRANSFER

PGCPS and the Contractor shall identify selected FNS employees to serve as PGCPS Scratch Cooking Champions.

The Contractor shall develop these employees so they can eventually:

train other PGCPS employees;

support recipe implementation;

coach kitchen teams;

support quality assurance;

support salad bar operations; and support future school expansion.

The desired progression is:

Contractor Leads → Contractor and PGCPS Co-Lead → PGCPS Leads with Contractor Support

13. KITCHEN EQUIPMENT AND SMALLWARES

The Contractor shall identify equipment and small wares necessary to support scratch cooking and salad bar operations.

Recommendations shall distinguish between:

immediately required equipment;

recommended equipment;

long-term capital improvements; and equipment PGCPS already owns but may not be fully utilizing.

All purchasing and capital-improvement decisions remain with PGCPS.

14. USDA SCHOOL NUTRITION STANDARDS COMPLIANCE

All menus, recipes, food products, meal components, culinary practices, and recommendations developed or implemented under this contract shall comply with all applicable federal school nutrition requirements.

The Contractor shall follow the current USDA Food and Nutrition Service School Nutrition Standards Updates and any subsequent revisions, implementation schedules, technical guidance, or regulatory requirements that become applicable during the Base Year or any exercised twelve (12)-month option period.

The Contractor shall account for applicable requirements concerning, including but not limited to:

meal patterns;

calories;

saturated fat;

sodium;

added sugars;

whole grain-rich foods;

fruits and vegetables;

milk;

meats/meat alternates;

portioning;

meal component crediting;

Buy American requirements;

USDA Foods; and other requirements applicable to reimbursable school meals.

USDA reference:

https://www.fns.usda.gov/cn/school-nutrition-standards-updates

Where reasonably practicable, menus and recipes shall be designed to support PGCPS’s transition toward known future USDA standards scheduled to become effective during the contract period.

15. PROCUREMENT AND INGREDIENT SUPPORT

The Contractor shall provide technical recommendations regarding ingredients and food products necessary to execute the approved model.

Services may include:

food-product recommendations;

minimally processed ingredient recommendations;

fresh-produce requirements;

local and regional sourcing opportunities;

USDA Foods utilization;

product specifications;

ingredient alternatives;

supply-chain considerations; and cost-effectiveness recommendations.

The Contractor shall not obligate PGCPS to any supplier or purchase.

16. PHASED BASE YEAR IMPLEMENTATION

PGCPS intends to use a phased implementation approach.

Phase I — Initial Launch Group Approximately 5–8 schools representing different school types and operational environments.

Phase II — Expanded Implementation Expansion to additional Base Year schools after initial lessons learned and corrective actions.

Phase III — Full Base Year Implementation Implementation across the approved 36-school Base Year population.

PGCPS reserves the right to modify sequencing based upon readiness and performance.

17. REQUIRED BASE YEAR MILESTONES

Foundation

The Contractor shall provide:

implementation project plan;

staffing/deployment plan;

kitchen assessment methodology;

salad bar assessment methodology;

Taste & Student Acceptance protocol;

training plan;

governance structure;

performance-dashboard methodology; and risk-management process.

Readiness

The Contractor shall complete:

assessments of all 36 Base Year schools;

School Readiness Matrix;

kitchen-readiness reports;

salad-bar readiness reports;

equipment/small wares gap analysis;

staffing and skill assessment;

initial menu/recipe portfolio;

food-cost analysis;

training schedule; and initial Phase I school recommendations.

Soft Launch

The Contractor shall support an initial soft launch at approximately 5–8 representative schools prior to broader implementation.

18. DECEMBER 2026 DISTRICT KICKOFF

The Contractor shall support a major public launch of the PGCPS Scratch Cooking Initiative — Fresh Food, Salad Bars & Student Choice targeted for December 2026.

Support may include:

chef participation;

live scratch-cooking demonstrations;

student tasting stations;

salad bar demonstrations;

student-approved recipes;

participating-school displays;

PGCPS employee participation;

community/media support; and presentation of initial implementation data.

The kickoff shall demonstrate that implementation has already begun.

19. PGCPS SCRATCH COOKING PROGRESS LEVELS

Each participating school shall receive a baseline level and subsequent progress level.

Level 1 — Heat & Serve

Meals rely predominantly on reheated or ready-to-serve products.

Level 2 — Assembly / Semi-Scratch

Schools regularly incorporate fresh ingredients and some scratch-prepared components.

Level 3 — Partial Scratch

A significant portion of menu items or components are prepared from fresh or minimally processed ingredients.

Level 4 — Predominantly Scratch

Scratch preparation is the predominant production model for applicable menu items.

The Contractor shall report movement between levels over time.

20. PERFORMANCE MEASURES

Performance measures shall include:

Student Experience taste-test acceptance;

willingness to choose meals again;

student feedback;

meal participation;

salad bar utilization.

Food Quality scratch/semi-scratch implementation;

recipe execution;

food presentation;

consistency;

fresh-food availability.

Salad Bars operational sites;

utilization;

student satisfaction;

fruit/vegetable selection;

waste;

food safety;

labor impact;

product cost.

Workforce training completion;

culinary competency;

recipe competency;

salad-bar competency.

Operations production time;

kitchen readiness;

equipment issues;

service reliability;

implementation barriers.

Financial Performance cost per meal;

ingredient cost;

fresh-produce cost;

implementation cost;

labor impact;

waste cost.

21. 90-DAY PERFORMANCE REVIEW

Approximately 90 days following operational launch, the Contractor shall provide a written 90-Day Scratch Cooking Pilot Performance Report.

Initial performance targets shall include:

Performance Measure Initial Target Student taste acceptance ≥80% Students indicating they would choose the item again

≥75%

Participating schools actively implementing scratch/semi-scratch

≥90%

Staff completing required training ≥90% Staff demonstrating recipe competency ≥85% New recipes meeting PGCPS taste standard

≥80%

Salad bar implementation at approved initial sites

≥90% of designated sites

Meal participation No decline; measurable increase targeted Plate and salad bar waste No increase; reduction targeted

Critical food-safety issues attributable to implementation

Schools with unresolved significant implementation barriers

<10%

Required reports delivered on time 100%

22. OPTION-YEAR EXPANSION REQUIREMENTS

Prior to exercise of each twelve (12)-month option period, PGCPS shall identify the additional schools, if any, to be added.

For each proposed option-year expansion, the Contractor shall provide:

school-specific implementation assumptions;

anticipated staffing requirements;

assessment schedule;

implementation schedule;

additional culinary-support requirements;

training requirements;

salad bar implementation requirements;

projected pricing; and other information requested by PGCPS.

Each newly added school shall receive the same required assessment, readiness classification, implementation planning, training, and performance framework applicable to Base Year schools unless otherwise directed by PGCPS.

Option-year pricing shall be based on the approved contract pricing structure and applicable unit rates.

23. REPORTING

The Contractor shall provide regular implementation reporting that includes, as appropriate:

schools supported;

chef deployment;

onsite support;

staff trained;

recipes introduced;

taste-test results;

participation;

salad-bar utilization;

waste;

equipment issues;

readiness status;

implementation barriers;

corrective actions;

Scratch Cooking Progress Level changes;

upcoming work; and decisions requiring PGCPS attention.

24. GOVERNANCE

The Contractor shall work under the direction of designated PGCPS leadership and coordinate with:

Food & Nutrition Services;

Procurement & Warehouse Operations;

Finance;

participating schools;

Facilities/Operations as appropriate;

communications/community engagement functions; and other offices designated by PGCPS.

The Contractor shall designate one individual with overall responsibility for contract performance and coordination with PGCPS.

25. CONTRACTOR PERFORMANCE EXPECTATION

PGCPS will evaluate Contractor performance based upon:

Taste + Nutrition + Fresh Food + Student Choice + Student Acceptance + Operational Execution + Staff Capability + Cost + Scalability

The Contractor’s role is not merely to recommend change.

The Contractor is expected to work alongside PGCPS personnel to implement change in school kitchens and produce measurable results.

26. LONG-TERM OBJECTIVE

The Base Year and any exercised option years shall establish a sustainable model for broader Districtwide transformation.

The Contractor shall assist PGCPS in determining:

which scratch cooking components should be expanded;

which salad-bar models should be expanded;

infrastructure requirements;

staffing implications;

equipment requirements;

long-term culinary training needs;

cost implications;

recommended implementation sequencing; and the appropriate long-term role of external culinary partners.

The ultimate goal is a sustainable PGCPS model in which fresh, nutritious, appealing food is prepared with increasing levels of scratch cooking, students have meaningful fresh-food choices, and students choose to eat the meals being served.

ATTACHMENT A — BASE YEAR SCHOOL LIST

The Base Year shall include the following 36 schools:

Allenwood ES Andrew Jackson Academy Benjamin Stoddert MS

Bladensburg HS Bowie HS Bradbury Heights ES

Central HS Crossland HS District Heights ES

Doswell Brooks ES Dr. Henry A. Wise, Jr. HS Drew-Freeman MS

Edward M. Felegy ES Forest Heights ES Francis Scott Key ES

G. James Gholson MS Gladys Noon Spellman ES Highland Park ES

Hillcrest Heights ES Hyattsville MS J. Frank Dent ES

John Bayne ES Laurel HS Northwestern HS

Oxon Hill MS Port Towns ES Potomac HS

Princeton ES Robert R. Gray ES Eleanor Roosevelt HS

Samuel P. Massie Academy Seat Pleasant ES Thurgood Marshall MS

William H. Hall Academy William Paca ES William Wirt MS

ATTACHMENT B — KITCHEN ASSESSMENT & READINESS REQUIREMENTS

The Contractor shall use the requirements of Sections 5 and 6 as the minimum framework for each school-specific Kitchen Conversion / Readiness Assessment.

The assessment shall identify:

current condition;

readiness level;

required modifications;

recommended improvements;

long-term capital needs;

estimated implementation sequencing; and any operational risk that could prevent successful implementation.

ATTACHMENT C — PGCPS TASTE & STUDENT ACCEPTANCE STANDARD

The minimum requirements contained in Section 10 shall apply to all significant new menu items introduced under the initiative.

PGCPS reserves the right to refine the tasting instrument, scoring methodology, student sample, or acceptance threshold based upon operational experience and program data.

ATTACHMENT D — USDA SCHOOL NUTRITION STANDARDS REFERENCE

The Contractor shall comply with applicable USDA Food and Nutrition Service School Nutrition Standards throughout the Base Year and each exercised twelve (12)-month option period.

Reference:

https://www.fns.usda.gov/cn/school-nutrition-standards-updates

Applicable USDA requirements and implementation schedules in effect during contract performance shall govern.

PART IV: PROPOSAL EVALUATION AND AWARD

1. EVALUATION COMMITTEE

Only proposals that are submitted via eMMA will be utilized during the evaluation process.

Proposals that are not submitted via this portal will be ruled non-responsive.

Evaluation of the proposals will be performed by a committee established for that purpose and will be based on the criteria set forth below. The contract resulting from this RFP will be awarded to the Offeror(s) whose proposal is the most advantageous to The Board, considering price and technical factors set forth herein. The Board will consider the Offeror's record and performance of any prior contracts with The Board, federal departments or agencies, or with other public bodies.

Offeror, including any of their representatives, subcontractors, affiliates and interested parties shall not contact any member of the Committee or any person involved in the evaluation of the proposals.

All inquiries related to this procurement must be handled by the RFP officials identified on the cover page. Failure to comply with this directive may, at the sole discretion of the Board result in the disqualification of an offeror from the procurement process. The Evaluation Committee will make the final determination about acceptability of proposals.

2. EVALUATION PROCESS

The committee will evaluate each technical proposal using the evaluation criteria set forth below. As part of this evaluation, the Committee may hold discussions with all qualified Offerors. Discussions may be conducted via teleconference or may take the form of questions to be answered by the Offerors and conducted by mail, E-mail, or facsimile transmission at the discretion of The Board.

During the evaluation process, the committee may request technical assistance from any source.

a. Following the completion of the technical evaluation of all Offerors’ technical proposals, including any discussions, the committee will rank each qualified Offerors’ technical proposal.

b. The cost proposal of each qualified proposal will be distributed to the Evaluation Committee following the completion of the technical evaluation. The cost proposals will not be distributed to the committee until the technical evaluation is completed. The Committee will determine total costs of the proposals in order to establish a financial ranking of the proposals from lowest to highest.

c. The Evaluation Committee may reject in whole or in part any and all proposals, waive minor irregularities, and conduct discussions with all responsible Offerors in any manner deemed necessary to serve the best interests of the Board.

d. Based on the results of the evaluation, the highest rated offeror(s) may be invited by the Director of Procurement to make oral presentations to the Committee. The Committee will then conduct final evaluation of the proposals.

e. If it is determined to be in the best interest of The Board, the Board may invite Offerors to make final revisions to their technical and/or financial proposals through submission of a Best and Final Offer.

f. Should the Committee determine in writing and at its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee will make appropriate recommendations to the Board, if appropriate, prior to actual award of contract. The Committee will recommend the Offeror whose overall proposal provides the most advantageous offer to the Board considering both price and technical factors set forth in this RFP.

3. EVALUATION CRITERIA

The evaluation criteria include proposal responsiveness, demonstration of capability to perform, price factors, and responsibility. The Board reserves the right to: (1) reject in whole or in part any and all proposals and waive minor irregularities; (2) reject any or all proposals, or portions thereof; and (3) cancel an RFP and re-solicit.

The Evaluation Committee will evaluate the technical proposals using the following criteria below. The Committee shall determine which proposals have the basic requirements of the RFP and shall have the authority to determine whether any deviation from the requirements of the RFP is substantial in nature.

RFP Evaluation Criteria Breakdown

1. Technical Approach & Program Execution Model

Weight: 30 Points / 30%

Evaluates the Offeror’s proposed strategy, methodology, and operational alignment with PGCPS program objectives.

Scratch Cooking & Culinary Transformation Approach — 6 Points Soundness, practicality, and viability of the Offeror’s approach to transitioning participating schools along the PGCPS scratch cooking continuum from Heat & Serve → Transitional / Semi-Scratch → Partial Scratch → Predominantly Scratch Cooking.

Kitchen, Equipment & Salad Bar Readiness Methodology — 5 Points

Practicality and depth of the proposed school-assessment framework, including kitchen readiness, equipment gaps, storage, refrigeration, food-preparation space, workflow, serving-line configuration, produce preparation, and salad bar / fresh produce bar readiness.

Menu, Recipe, Taste & Student Acceptance Strategy — 6 Points

Quality and feasibility of the Offeror’s approach to recipe development, standardization, flavor, presentation, nutritional compliance, USDA requirements, recipe costing, student taste testing, recipe revision, meal participation, and waste reduction. Particular consideration shall be given to the Offeror’s methodology for achieving PGCPS Taste & Student Acceptance requirements.

Food Safety, HACCP & Recall Preparedness — 5 Points

Quality and completeness of the Offeror’s proposed approach to school-level food-safety readiness, HACCP controls, receiving, storage, preparation, cooking, cooling, reheating,…