SOUTH UMPQUA FSMC RFP QUESTIONS_ 3.23.26 deadline.docx
DOCX document 28 KB Posted
- Solicitation number
- S-P10019-00016249
- Issued by
- Oregon
About this file
This Addendum No. 2 to a Food Service Management Company (FSMC) Request for Proposal addresses questions submitted by prospective proposers to South Umpqua School District in Oregon. The district seeks an FSMC to operate food service for approximately 1,360 students across five schools (one K-8, two elementary schools, one middle school, and one high school) for the 2026-2027 school year with potential renewal for four additional one-year terms through June 30, 2031. The district anticipates serving approximately 261,969 meals annually through the National School Lunch Program, School Breakfast Program, Summer Food Service Program, Child and Adult Care Food Program, and related nutrition programs. The non-mandatory pre-proposal conference and site visit occurred on March 18, 2026, questions were due by March 23, 2026, and proposals must be submitted by April 9, 2026. Scoring will be conducted April 10-17, 2026, with notification of the apparent successful proposer on April 20, 2026, school board approval on June 3, 2026, state agency approval by June 10, 2026, and contract execution by June 18, 2026. Proposals are evaluated on seven criteria totaling 150 points: Financial Pro Forma (40 points), Proposed Food, Nutrition and Wellness Programs (25 points), Employee Training and Development Plan (15 points), Community Involvement and Communications Plan (15 points), Depth of Resident Director and Management Resources (20 points), Child Nutrition Experience with Comparable Districts (15 points), and Professional Standards for All School Nutrition Program Employees (20 points).
Compensation will be based on a fixed rate per meal under a fixed-price agreement, with the district retaining full value of USDA Foods through credits or reductions. The FSMC must guarantee that food service operations achieve financial break-even with generated program revenues covering fixed price per meal costs plus the district's direct and indirect costs, calculated at 4.92% for fiscal year 2025-26. Projected USDA commodity allotments total $75,568.26 for 2026 and $78,764.93 for 2027. Total wages, taxes, and benefits for all food service employees are budgeted at $618,208 for fiscal year 2026-2027, with classified employees receiving a 2% cost-of-living adjustment. Federal reimbursement rates are based on July 1, 2025 through June 30, 2026 established rates increased by 4%, the anticipated Food Away from Home Consumer Price Index rate. Additional funding includes $1,459,756 in School Improvement Area grant funds (with a $5,000 cap for second meals charged at the contracted per meal rate) and a Farm to School Education Grant of $15,000. The district owns all equipment and requires the FSMC to employ a qualified, on-site Food Service Supervisor subject to district approval, with non-management food service employees remaining as district employees. General Liability Insurance must provide $20 million coverage both per occurrence and in the aggregate annually.
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Other files
| File | Type | Posted |
|---|---|---|
| ADDENDUM NO 1 - Site Visit Time Change 3.11.26.pdf | ||
| SUSD FSMC RFP 3.9.26.pdf |
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ADDENDUM NO. 2
Food Service Management Company (FSMC) Request for Proposal South Umpqua School District Solicitation No.: S-P10019-00016249 Issue Date: March 24, 2026
This Addendum forms a part of the Request for Proposal (RFP) documents and addresses questions received from prospective proposers. All proposers should acknowledge receipt of this Addendum when submitting their proposal.
The following questions were received in accordance with:
D. ADDENDA
Questions regarding the information contained in this Request for Proposal must be submitted to contact name, add name School District, not later than 2:00 p.m. PST, March 23, 2026. All questions must be submitted in writing or sent to add email address here and received by the specified date and time. No oral questions or post marks will be accepted
All other terms, conditions, and requirements of the RFP remain unchanged.
Questions are posted as received from respective bidders and South Umpqua School District’s responses are shown in blue text. Hyperlinks to documents are included in responses.
1. So that projected food service program growth is consistent, please provide actual USDA Meal Claims by school for 2025-2026 (year to date) for any meals served for-
a. National School Lunch Program
b. School Breakfast Program
c. SFSP or SSO
d. CACFP
e. Please provide the number of corresponding Operating Days if the days are not listed on the Claim sheets.
Click on link: 2025-26 claims from July to February
2. Please provide projected Student Enrollment data by school for the 2027, 2028, 2029 and 2030 School Years. Does the district expect an increase, decrease, or neutral change to enrollment? Enrollment is estimated at 1360 students for FY26-27. We do not have an enrollment estimate past that. We have experienced a decline in enrollment, as have most school districts in OR, but we are working on a program that we are hopeful will increase enrollment.
3. Please provide The Year End Food Service Program Financial Report for the 2024-2025 School Year as well as 2023-2024 School Year.
Food Service Trial Balances -3 yrs
4. Please provide Food Service Program Financial budget for the 2026-2027 School Year.
Please note that this proposed budget is a draft as I will not present the proposed budget until April 15, 2026, at our Regular Board Meeting. Subject to change but providing to be helpful. 26-27 Food Service Budget - Draft Proposed
5. Please provide a copy of the current, State approved FSMC renewal document for the contract currently in place.
FSMC Renewal Docs
6. Will the cost or financial proforma evaluation be based on total cost, cost per meal, client return, or client guarantee?
The current contract is written as a cost per meal and I don’t anticipate any outside costs to that. If there are any other costs that will also be taken into consideration.
7. How are the cost points being calculated?
See Section L – Criteria for Evaluation in RFP
8. If Catering or Vending programs are offered, please provide an annual revenue total for all FSMC’s to use in developing a proforma.
N/A we do not do catering or vending programs
9. Please provide the USDA Commodity Allotment to use in proforma development for the upcoming year, as well as the allotment from last school year.
2026 Commodity (this year) $75,568.26 & 2027 Commodity $78,764.93
10. Please provide the District fringe percentage for all SFA employees, or provide a total plug number of wages, taxes, and benefits for all FSMCs to use for proforma development.
Total wages, taxes, & benefits estimated for FY26-27 $618,208
11. In addition, please provide the projected annual increase percentage on all SFA hourly positions.
Per OSEA Members Union Contact (Classified Employees) will receive a 2% COLA in fiscal year 2026-27.
12. Please provide the current vacancy rate for Hourly Worker positions that have not been filled regularly.
I do not have access to that info, that is kept in HR. I can tell you that we have spent $12,013.80 so far, this fiscal year. We currently have a position open at Coffenberry Middle School.
13. How much is the state reimbursement?
Rates are listed on ODE website here: ODE Reimbursement Rates
14. If the RFP Federal reimbursement rate is not the current reimbursement rate, which rate should we use?
See appendix A – “rates are based on July 1, 2025 through June 30, 2026 established rates and increased by 4%, the anticipated Food Away from Home CPI Rate, since 2026-2027 SY CPI won’t be determined until July 2026”.
15. How much are Federal reimbursements covering for CEP schools?
See number 13
16. Does the district permit any students at any schools to eat off campus? If so, which campuses/schools and what grade levels?
South Umpqua High School allows Juniors & Seniors to eat off campus. Freshman & Sophomore students have closed campus.
17. Are there any other expenses charged to the food service fund beside the above? If so, please provide what those charges are and their amount(s).
See proposed budget for breakdown of all estimated costs for FY26-27.
18. Is there any current equipment from current FSMC that will be removed in the event there is a change on FSMC’s?
No, SUSD owns all of their own equipment.
19. How many digital menu screens are currently installed in all cafeterias?
Coffenberry Middle School and Canyonville School have 1 each.
20. Please confirm that you no longer serve Riddle SD or have any other interlocal agreements.
We no longer serve Riddle or any other interlocal agreements.
21. Please provide the ADA for this district for SY 2026 and next year’s predicted ADA.
Assuming you mean ADMr. 2025-26 ADMr:1358.77 2026-27 predicted ADMr: 1360
22. Please provide the amount of projected SIA grant funds for next year.
Total SIA funds $1,459,756. Of that amount we have a cap of $5,000 for Second Meals.
Additionally, what is the current rate the FSMC charges the district for providing these second meals? We are charged the contracted per meal rate. Were these meals accounted for in the numbers provided in the RFP? No
23. Do any sites currently offer Breakfast in the Classroom? If so, please provide the names of schools that offer it and describe how the program is implemented.
4 schools qualify and run Breakfast After the Bell, Canyonville School does not.
24. Lastly, what is the amount of Farm to School grant funding for the upcoming school year?
We have not been notified by ODE what we will receive for FY25-26 yet. We spent all of the $8,171.97 non-competitive grant this year. We will apply for the competitive F2School grant next fiscal year. Amount unknown. We were notified that we received the Farm to School Education Grant in the amount of $15,000 which we will work with Umpqua Valley Farm to School to spend in the coming fiscal year.
25. Which school sites utilize washable/reusable trays for service, and which school sites utilize disposal trays for service?
Canyonville, Myrtle Creek Elementary & Tri City Elementary all use reuseable trays and disposable spoons and forks. Coffenberry Middle School and South Umpqua High use all disposables.
26. Would you be able to provide 2024-25 meals claims for each school site including free/reduced and paid meals per site for all programs? If you have this data captured in an excel spreadsheet, that will work too.
24-25 CNP Claims
27. Would you provide a total budgeted lump sum amount for food service district labor, taxes, and benefits for all bidders to use in their proforma calculations?
Total wages, taxes, & benefits estimated for FY26-27 $618,208
28. Does your current contractor own any equipment or smallware's needed to operate the program?
No we own all our own equipment.
29. Would you be able to provide copies of your last 3 years of audited food service financials which include your food service fund balance?
Food Service Trial Balances -3 yrs
30. Would you provide a SY 2026-27 approved calendar?
I am providing the proposed calendar as it has not been adopted by our board yet. 26.27 Instructional Calendar - Not adopted
31. Would you provide your SY 2026-27 commodity entitlement amount for all bidders to utilize in their proforma calculations?
2026 Commodity (this year) $75,568.26 & 2027 Commodity $78,764.93
32. Would you be able to share your most recent food service management contract renewal?
FSMC Renewal Docs
33. What are the commodities dollar amount we should use in the proposal?
2026 Commodity (this year) $75,568.26 & 2027 Commodity $78,764.93
34. What is the total dollar amount budgeted for district hourly wages? (including T&B) Total wages, taxes, & benefits estimated for FY26-27 $618,208
35. Can you confirm General Liability Insurance coverage dollar amount?
$20 million. Both per occurrence, and in the aggregate (per year total)
36. Copy of state claims with reimbursement.
2025-26 claims from July to February
Shy Chapman Director of Fiscal Services South Umpqua School District Shy.Chapman@susd.k12.or.us 541-863-3115 ext. 56019 image1.png
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