USE THIS RFP 01-26 RFP SCHOOL FOOD PROGRAM.docx

Saugus School Committee Request for Proposal (RFP) / Contract

Food Service Management Companies RFP Issuance School Year: 2025 - 2026 First School Year of Award: 2026 - 2027 Massachusetts Department of Elementary and Secondary Education 135 Santilli Highway, Everett, MA 02149 Phone 781-338-3000 TTY: N.E.T. Relay 800-439-2370 www.doe.mass.edu

This document was prepared by the Massachusetts Department of Elementary and Secondary Education Pedro Martinez Commissioner The Massachusetts Department of Elementary and Secondary Education, an affirmative action employer, is committed to ensuring that all of its programs and facilities are accessible to all members of the public.

We do not discriminate on the basis of age, color, disability, national origin, race, religion, sex, gender identity, or sexual orientation. Inquiries regarding the Department’s compliance with Title IX and other civil rights laws may be directed to the Human Resources Director, 135 Santilli Highway., Everett, MA 02149. Phone: 781-338-6105.

Massachusetts Department of Elementary and Secondary Education 135 Santilli Highway, Everett, MA 02149 Phone 781-338-3000 TTY: N.E.T. Relay 800-439-2370 www.doe.mass.edu

Saugus School Committee Request for Proposal (RFP) / Contract

Food Service Management Companies

SY 2025 – 2026

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-2817Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

mail:

U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; or fax:

(833) 256-1665 or (202) 690-7442; or email: program.intake@usda.gov This institution is an equal opportunity provider.

Table of Contents – Request for Proposal (RFP)

Table of Contents – Contract

Table of Contents – Schedules

Schedule A Schedule B Schedule C Schedule D Schedule E Schedule F Schedule G Division of Costs for the Food Service Program Procurement Specifications Price List (SY24-25) Reimbursement Rates Financial Schedule Food Service Management Company (FSMC) Fee Guaranteed Return

Table of Contents – Exhibits

Certification Regarding Debarment Certification Regarding Lobbying Disclosure of Lobbying Certification of Clean Air and Water Energy Policy and Conservation Act Non-Collusive Statement Tax Compliance Certification Foreign Corporation Certificate of Registration

Request for Proposal Section A: General Information

A.1. Purpose of this request for proposal (RFP):

The organization or individual responding to this request will be referred to as the Food Service Management Company (FSMC) and the contract will be between the FSMC and Saugus School Committee hereafter referred to as the School Food Authority (SFA).

This solicitation is for the purpose of entering into a contract for the operation of a food service program for the SFA. Currently the SFA’s food service program includes the following programs and options:

· National School Lunch Program (NSLP)

· School Breakfast Program (SBP)

· A la Carte Food

Potential Future Programs The SFA requires the FSMC proposal to include the following programs and options in their response:

· The SFA does not require any additional programs to be included in the response.

Proposals must be inclusive of all of the SFA’s current programs. However, the SFA reserves the right to add and/or expand the federal CN program to provide the availability of food resources to children and students that can be served through these programs. Prior approval must be obtained by the State Agency before adding a CN program. The SFA also reserves the right to remove CN programs.

The FSMC will assume responsibility for the efficient management and consulting service of the food program including, but not limited to: menus, purchasing, receiving, storing, setting up cafeteria lines, counter service, cleanup, sanitation, training, hiring and supervising personnel, and presenting food in a way to create optimum student participation at the schools listed in Exhibit A.

A.2. Issuing Office Town of Saugus - Saugus Public Schools is the issuing office for this document and all subsequent addenda relating to it. The information provided herein is intended to assist the FSMC in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested FSMCs with sufficient information to submit proposals meeting minimum requirements but is not intended to limit a proposal’s content or exclude any relevant or essential data there from. The FSMCs may expand upon the specification details to evidence service capability under any agreement within regulatory limits.

Questions related to any portion of this RFP must be directed in writing to the office noted above via mail, e-mail, or fax. Responses will be provided only to written questions submitted if provided in accordance with the timeline in Section A4.

A.3. Procurement Method Procurement Method will be the Competitive Sealed Proposal (commonly known as a Request for Proposals or RFP). A Chief Procurement Officer (CPO) or other local official(s) with delegated authority is responsible for conducting/overseeing the procurement.

The RFP method differs from the traditional Invitation for Bid (IFB) method in the following ways:

· RFP requires a separate price and non-price proposal

· All comparative criteria used to evaluate proposals are included in the RFP

· Proposers are informed that the contract will be awarded to the proposal that is most advantageous to the SFA, taking into consideration all evaluation criteria including price, with price as the primary factor.

The contract will be a Cost-Reimbursable contract where the FSMC will be paid on the basis of the direct costs (food, labor and supplies) incurred plus fixed fees (Administrative Fee – corporate overhead costs and Management Fee – negotiated profit). Administrative and Management Fees must be itemized to ensure there are no duplicate charges.

A.4. Timeline: Response Due Date and Pre-Bid Conference Number of Copies: Four(4) (outlined in Section D1) of the proposal must be received, time and date stamped by the time clock at Location: Town of Saugus DPW, 515 Main Street, Saugus, Mass 01906 by Due Date: March 24, 2026 at Time: 11:00 AM. Any proposals en route, either in the mail or other locations in the SFA's offices will be ineligible for consideration. Emailed or faxed proposals WILL NOT be accepted.

Proposals will be made available for inspection onsite for a reasonable period of time after all proposals are opened and a determination made on the awarded vendor. RFP’s will be opened privately and evaluated. Price Proposals are opened privately after proposal evaluations.

Unforeseeable Circumstances – If, at the time of the scheduled proposal submission date, Saugus School Committee are closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, the proposal due date will be postponed until 11:00 AM on the next normal business day.

The proposal must be received at the office of:

Attendance Required: Yes Address: 25 Dow Street Floor/Room: Saugus, MA 01906 City, State: Saugus, MA Zip Code: 01906

A tour of SFA facilities immediately follows the Pre-Proposal Conference

A.5. Consideration and Rule for Award

1. The SFA may award a contract based upon the initial proposals received without discussion of such proposals with the proposer. Accordingly, each initial proposal should be submitted with the most favorable price (Guaranteed Return) and service standpoint.

2. In accordance with 2 CFR § 200.319 and MA 30B, this procurement transaction will be conducted in a manner providing full and open competition consistent with the standards of this section. In order to ensure objective evaluation of contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or requests for proposals must be excluded from competing for this contract.

a. Prohibited restrictions to competition:

i. Placing unreasonable requirements on firms in order for them to qualify to do business;

ii. Requiring unnecessary experience and excessive bonding;

iii. Noncompetitive pricing practices between firms or between affiliated companies;

iv. Noncompetitive contracts to consultants that are on retainer contracts;

v. Organizational conflicts of interest;

vi. Specifying a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and

vii. Any arbitrary action in the procurement process.

3. In accordance with 2 CFR § 200.319(c), the SFA will not conduct the procurement process in a manner that uses statutorily or administratively imposed state, local or tribal geographic preferences in the evaluation of proposals, except in those cases where applicable federal statutes expressly permit such preferences.

4. The SFA reserves the right to cancel the solicitation when deemed in the best interest of the SFA.

5. The SFA reserves the right to waive any informality in any proposal or in any provision in the RFP.

6. The SFA will award the contract, in writing, to the responsible FSMC whose proposal is most responsive and advantageous to the SFA taking into consideration all evaluation criteria, with price as the primary factor. A responsible FSMC is one in which contractor integrity, compliance with public policy, record of past performance, and financial, technical and other resources indicate an ability to perform successfully under the terms and conditions required by this solicitation. A responsive proposal is one that conforms to all the material terms and conditions of the solicitation. 2 CFR § 200.320(b)(2)(iii)

7. FSMCs 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 FSMC’s own risk and cannot secure relief on a plea of error. This must include the contract terms and conditions as noted in Section 1.

8. Under no circumstances will the SFA be responsible for the cost of preparing any proposal.

9. Payments from the non-profit school food service account are prohibited prior to approval by MA DESE and contract execution (signed by both the SFA and the FSMC).

10. Submitted proposals must not include overly responsive items including but not limited to: funding scholarship programs, purchasing or gifting tickets, providing monetary gifts for unsolicited equipment, etc. The practice of including a requirement in solicitation documents or including contract clauses for the delivery of unsolicited funds, services, or items for anything that does not directly benefit the non-profit school food service account is unallowable. 2 CFR § 225 Appendix A(C)(1)(b).

11. Contract Award Protest: The SFA shall act in accordance with 2 CFR § 200.318(k). Any action, which diminishes full and open competition, seriously undermines the integrity of the procurement process and may subject the SFA to contract award protests. SFAs are responsible for properly responding to protests and concerns raised by potential FSMCs. Pursuant to 2 CFR § 200.318(k), SFAs must in all instances disclose all information regarding a protest to the MA DESE. SFA’s are highly encouraged to attach their contract award protest procedures to their RFP.

12. SFA will conduct this procurement in accordance with its Code of Conduct that prohibit a real or apparent conflict of interest and disciplinary action to be applied for violations of such standards. 2 CFR §200.318(c) and Chapter 268A Conflict of Interest Law.

13. SFA must take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.

14. A cost plus a percentage of cost and/or “cost-plus-a-percentage-of-income” provision will not be used in the award of this contract [2 CFR §200.324(d)] [7 CFR 210.16(c)].

15. The SFA must make available upon request, for the USDA or state agency, pre-procurement review, procurement documents, such as RFPs or independent cost estimates.

(including all districts from New England and New York)

There are no additional minimum criteria.

A.6. Award Criteria

1. It is the intent of the SFA to select the proposal that will best meet its needs and is most advantageous to the nonprofit school food service program of the SFA, with the highest guaranteed return. All responsive proposals will be evaluated and ranked. The contract will then be awarded to the company submitting the top-ranked proposal with price (highest guaranteed return) as the primary determining factor.

2. Proposals will be scored by a committee using the evaluation criteria.

3. The committee must be comprised of three (3) or more qualified evaluators.

4. Each evaluator must score each proposal individually.

5. Evaluator ratings will be converted to a score to facilitate identifying the overall vendor rating by criteria. (See Exhibit M - Scoring Committee Results Chart).

6. The overall vendor criteria ratings shall then be converted to a score to facilitate identifying the overall vendor score (See Exhibit M - Criteria Ratings Conversion Chart).

7. Vendor proposals with an overall rating of Highly Advantageous (HA) will move to the price (Guaranteed Return) evaluation stage. If there are no vendors rated Highly Advantageous, the LEA reserves the right to move Advantageous vendors to the price (Guaranteed Return) evaluation stage.

8. The Highly Advantageous vendor with the highest Guaranteed Return will be awarded the contract (See Contract Term and Conditions).

Evaluation Criteria All bidders will respond to this section by including, in your submittal, detailed evidence of the items below in the form of backup documentation. Each proposal will be evaluated using the following ratings, where applicable:

Highly Advantageous (HA) Advantageous (A) Not Advantageous (NA) Unacceptable (U) Criteria will be evaluated using the above 4 ratings in accordance with MA 30B.

The following comparative evaluation criteria will be those utilized in the selection process. They are presented as a guide in understanding the District’s requirements and expectations and are not presented in order of importance. Proposers are solely responsible for completely responding to all requests and requirements of this RFP.

1. General Experience – Demonstrated experience providing the services outlined in this RFP to other jurisdictions. (FSMC must add page number: ___________).

Highly Advantageous: The proposer has at least ten(10) or more year(s) of K-12 school food service experience working with two or more districts providing the same services as outlined in this RFP.

Advantageous: The proposer has at least five(5) year(s) but less than ten(10) of experience working with two or more districts providing the same services as outlined in this RFP.

Not Advantageous: The proposer has at least two(2) year(s) but less than five(5) experience working with two or more districts providing the same services as outlined in this RFP.

Unacceptable: The proposer has less than two(2) year(s) of experience working with two or more districts providing the same services as outlined in this RFP.

2. Reference Satisfaction – Satisfaction of SFA selected proposer references with school food service operations performed by the proposer, including but not limited to guaranteed return, implementation, customer service, quality of meals, and reporting. (FSMC must add page number: ___________).

Highly Advantageous: All five(5) references stated that the FSMC met or exceeded expectations in all contract years and achieved all other contract requirements and delivery specifications.

Advantageous: At least three(3) but less than five(5) references stated that the FSMC met or exceeded expectations in all contract years and achieved all other contract requirements and delivery specifications.

Not Advantageous: At least two(2) but less than three(3) references stated that the FSMC met or exceeded expectations in all contract years and achieved all other contract requirements and delivery specifications.

Unacceptable: Less than two(2) references stated that the FSMC met or exceeded expectations in all contract years and achieved all other contract requirements and delivery specifications.

3. Operations – Reasonableness and reliability of proposed management and operational programs. (FSMC must add page number: ___________).

Highly Advantageous: The proposal contains a detailed, logical, and highly efficient scheme for management and operation of the school food service program, that addresses all of the required issues, with a clear and logically consistent relationship between costs and operational assumptions, with a sound and realistic implementation plan and schedule (reasonableness of staffing levels, startup and transition plan, and contingency plans).

Advantageous: The proposal contains a credible scheme for management and operation of the school food service program that addresses all of the required issues, with a somewhat clear and consistent relationship between costs and operational assumptions, with a reasonable implementation plan and schedule.

Not Advantageous: The proposal is not sufficiently detailed to fully evaluate, or the plan for management and operation of the school food service program and does not contain all the components necessary to produce satisfactory results that addresses all required issues, the relationship between costs and operational assumptions are unclear, the implementation plan and schedule is questionable.

4. Relevant Experience of the Food Service Director (FSMC must add page number: ___________).

Highly Advantageous: The Food Service Director has five(5) year(s) of experience in the school food service industry in providing school food services to comparable districts of size and scope to the SFA and meets the new USDA Hiring Standards for School Nutrition Program Directors.

Advantageous: The Food Service Director has at least three(3) year(s) and less than five(5) year(s) of experience in the school food service industry in providing school food services to comparable districts of size and scope to the SFA and meets the new USDA Hiring Standards for School Nutrition Program Directors.

Not Advantageous: The Food Service Director has at least one(1) year(s) and less than three(3) year(s) of experience in the school food service industry in providing school food services to comparable districts of size and scope to the SFA and meets the new USDA Hiring Standards for School Nutrition Program Directors.

Unacceptable: The Food Service Director has less than one(1) year(s) in the school food service industry in providing school food services to comparable districts of size and scope to the SFA and meets the new USDA Hiring Standards for School Nutrition Program Directors.

5. Proposed Menus (FSMC must add page number: ___________).

Highly Advantageous: The proposed menus exceed the requirements of CNP for nutrition content, provide contemporary, popular selections including an emphasis on fresh fruits and vegetables.

Advantageous: The proposed menus meet the requirements of CNP for nutrition content, provide contemporary, popular selections including an emphasis on fresh fruits and vegetables.

Not Advantageous: Nutrition content meets CNP requirements, however, the proposed menus are repetitive and do not include contemporary, popular selections.

Unacceptable: Nutrition content does not meet CNP requirements.

6. Marketing and Merchandising (FSMC must add page number: ___________).

Highly Advantageous: The proposal provides for an aggressive, contemporary marketing and merchandising program with proven participation and financial results in at least three school districts of similar size and scope as the SFA’s foodservice program.

Advantageous: The proposal provides for a marketing and merchandising program with proven participation and financial results in two or fewer school districts of similar size and scope as the SFA’s foodservice program.

Not Advantageous: The proposal provides for a minimal marketing and merchandising program with limited or no proven track record.

7. Financial Stability – Evidence that the Proposer has sufficient financial strength and ability to provide services required in this RFP. (FSMC must add page number: ___________).

Highly Advantageous: Audited financial statement indicates that Proposer has the financial capabilities to provide quality services to the district while adhering to the scope of work.

Advantageous: The audited financial statement indicates that the Proposer has some financial limitations to provide satisfactory services to the district and will only be able to partially adhere to the scope of work and provide quality services.

Not Advantageous: The audited financial statement indicates that the Proposer has significant financial limitations to provide satisfactory services to the district and will only be able to partially adhere to the scope of work and provide quality services.

Unacceptable: The audited financial statement indicates that the Proposer has significant financial limitations and will not be able to provide satisfactory services to the district and will be unable to adhere to the scope of work and provide quality services.

8. Employee Training (FSMC must add page number: ___________).

Highly Advantageous: Training materials and programs are comprehensive, and the frequency of training is at least ten(10) times per school year and ensures staff is current on all school food service procedures and safety protocols.

Advantageous: Training materials and programs are comprehensive, and the frequency of training is five(5) to ten(10) times per school year and ensures staff is current on all school food service procedures and safety protocols.

Not Advantageous: Training materials and programs are basic, and the frequency of training is two(2) to five(5) times per school year and reflects only the minimum necessary to run a school food service program.

Unacceptable: Training materials and programs are basic, and the frequency of training is less than two(2) times per school year.

9. Student Participation (FSMC must add page number: ___________).

Highly Advantageous: The average lunch participation rate at the proposer's comparable sites (based upon the five(5) SFA selected references) for SY2023-2024 is sixty(60)% or higher.

Advantageous: The average lunch participation rate at the proposer's comparable sites (based upon the five(5) SFA selected references) for SY2023-2024 school year is at least fifty(50)% but less than sixty(60)%.

Not Advantageous: The average lunch participation rate at the proposer's comparable sites (based upon the five(5) SFA selected references) for SY2023-2024 is thirty-five(35)% up to fifty(50)%.

Unacceptable: The average lunch participation rate at the proposer's comparable sites (based upon the five(5) SFA selected references) for the SY2023-2024 school year is less than thirty-five(35)%.

10. Additional Evaluation Criteria (FSMC must add page number: ___________).

There are no additional evaluation criteria.

a. will be scheduled by the SFA subsequent to the receipt of proposals and prior to the award;

b. the FSMCs will not be allowed to alter or amend their proposals through the presentation process;

c. the oral presentation will only be used for clarification purposes and to allow for Q&A; and

d. Oral Presentations will not be scored.

A.8. Site Visits to similar FSMC sites shall be scheduled as required.

A.9. A mandatory tour of SFA facilities will be scheduled immediately after the Pre-Proposal Conference.

A.10. The Contract will be for a one-year period (beginning July 1, 2026 and ending June 30, 2027) with the option for up to two(2) additional one-year renewals; for a maximum total of three(3) years. Note: MA 30B requires the approval of the governing body for any contract beyond 3 years.

SECTION B: Qualifications for consideration The following qualifications and conditions must be met and/or addressed in the FSMC’s proposal:

B.1. The FSMC must be of sufficient size and expertise to furnish the resources needed to manage and continuously improve the food services operation. The qualification data shall be submitted by each FSMC along with the sealed proposal.

1. The FSMC must obtain all necessary licenses and permits for the state of MA.

2. The FSMC or its principles must have been doing business for two consecutive years or more with school districts.

3. If a performance bond is required (see section XIV Performance Bond), the FSMC must be able to provide a performance bond should the FSMC be awarded the contract. A surety letter from an acceptable bonding or surety company indicating ability to obtain the bond must be included with the proposal.

4. Annual reports of financial statements certified by a licensed public accountant for the last year must be included with the proposal along with a three (3) year financial summary.

B.2. The FSMC must have extensive involvement and experience in the school food services field in the areas of: designing and planning serving and dining areas; selecting and procuring commodities and food service equipment; nutrition; menu planning; on-site production; quality control; employee supervision; staff and management training; employee motivation; marketing and public relations.

B.3. All proposals shall be valid and may not be withdrawn for sixty (60) days after submission.

B.4. Bonding Requirement The FSMC shall submit with its proposal, a bid guarantee for 5% of the total budgeted costs (expenses) in the form of a firm commitment such as a bid bond, certified check, cashier’s check or postal money order. Bid guarantees will be returned to:(a) unsuccessful FSMCs after award of the contract; and (b) the successful FSMC upon execution of such further contractual documents (e.g., insurance coverage) and bonds as required by the proposal.

SECTION C: Specifications C.1. The SFA participates in the programs noted in Section A1. USDA Foods from the Federal Food Distribution Program are available for use in programs noted in Section A1 and it is the intent of the SFA that such items be included in the menus to the greatest extent possible.

C.2. The FSMC shall meet all requirements of the USDA programs noted in Section A1, and any other requirements promulgated by the state of Massachusetts. The FSMC shall provide all meals in accordance with all applicable meal patterns for age and grade groupings. This may include preschool meal patterns.

C.3. The FSMC costs shall include all expenses associated with the operation of the food service program as submitted in the financial budget of the RFP (e.g. on-site costs, food costs, labor costs, value of USDA Foods used, management fee and administrative fee).

C.4. The FSMC shall receive an Administrative Fee and Management Fee for its service.

C.5. The FSMC shall submit a budget to the Business Manager or equivalent, upon request, to be used by the SFA in its budget process and to demonstrate its ability to meet the guaranteed financial agreement.

C.6. Meal prices shall be approved by the SFA. The SFA shall retain ultimate control over meal prices and any other related or appropriate elements of the food service program.

C.7. The FSMC shall supply with this proposal a full description of the proposed benefit package, including but not limited to, levels of coverage, co-pay features and any other options and limitations.

C.8. The FSMC shall procure products based on the specifications established in Schedule B. FSMC must include, as part of the RFP response, a specifications sheet with grade, weight, nutritional qualities, and item labels for all products not included in the SFA's Schedule B.

C.9. All proposals shall include a completed Schedule E.

C.10. Tax-Exempt Municipality/School: Purchases of goods and services by the SFA are exempt from the payment of Federal Excise Tax and Sales Tax, and any such taxes must not be included in any price computations, nor can any such taxes be passed on to the SFA. A copy of the MA Tax Exemption Certificate will be provided upon award of contract.

C.11. Terms of the contract are listed in Section 1 of Contract Terms and Conditions; however, the SFA may develop additional terms and or conditions with the successful FSMC, derived from the program objectives and or specifications listed in section D and E respectively, through negotiation and shall be consistent with the rights reserved by the SFA as described herein. Any additional terms or conditions must not conflict with any of the terms set forth in Section 1 and must be consistent with all applicable laws and regulations.

C.12. Equipment The FSMC shall provide a proposal for any necessary equipment.

The SFA is not requesting any equipment purchases in this RFP.

*If the contract is terminated or not renewed the SFA can retain the property and continue to make payments in accordance with the amortization schedule.

C.13. Additional specifications requested by SFA. If there are no other specifications, indicate no additional specifications.

There are no additional specifications requested by the SFA.

SECTION D: Proposal Format and Contents Proposals must be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. Limit responses to pertinent information; the SFA is not interested in receiving marketing material; reports or other extraneous information. All proposals must include/address the following:

D.1. Proposal Submittal Proposals consist of two parts: a Price Proposal and a Non-Price Proposal. In accordance with Massachusetts General Laws (M.G.L.) Chapter 30B and 2 CFR 200, respondents must submit separate Price and Non-Price proposals in separately sealed envelopes. Each envelope must be marked as follows:

“Price Proposals for RFP/CONTRACT FOOD SERVICE MANAGEMENT COMPANIES” #

“Non-Price Proposal for RFP/CONTRACT FOOD SERVICE MANAGEMENT COMPANIES” #

Required for Both Price and Non-Price Proposal Submissions: Total number of copies: Four(4) (one original and remainder are photocopies) submitted separately in a sealed envelope and marked as stated above. A separate thumb drive should be provided for the Price Proposal and the Non-Price Proposal.

Price and Non-Price Proposals must be signed as follows:

· If the FSMC is an individual, by her/him personally;

· If the FSMC is a partnership, by the name of the partnership, followed by the signature of each general partner; and

· If the FSMC is a corporation, by the name of the corporation, followed by the signature of an authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation with the corporate seal affixed.

[Non-Price] Proposal Contents (D2 – D11):

Saugus School Committee is requesting the Non-Price Proposal be submitted bound or in a binder with tabs indicating which exhibit letter the information being provided corresponds to in vendor’s proposal submission.

For example:

Tab 1: Exhibit A Schools/Enrollment/Attendance Factor/Free – Reduced Percentage/Serving Times/CNPs Forms included in this RFP or separately attached by the SFA must be completed by the FSMC. FSMC must seek clarification of interpretation (as necessary) prior to submission of proposal.

D.2. Letter of Transmittal, which includes:

1. An introduction of the FSMC.

2. The name, address, and telephone number of the person to be contacted, along with others who are authorized to represent the company in dealing with the SFA and RFP.

3. An expression of the FSMC’s ability and desire to meet the requirements of the RFP, and a positive assertion of the FSMC’s intention to do so.

4. Any other responsive information not otherwise included in the proposal.

D.3. Executive Summary, which includes:

1. Briefly describes the FSMC’s approach to the proposal and clearly indicates any options or alternatives.

2. Indicates any major requirements that cannot be met by the FSMC.

3. Highlights the major features of the proposal and identifies any supporting information considered pertinent and responsive.

D.4. Experience, References and Service Capability

1. Describe the FSMC’s experience in managing food service operations in public schools or comparable experience.

2. Include a Client List of similar sized districts over past 3 years (including all districts from New England and New York). List contact names, titles, addresses and telephone numbers of SFA administrators. Poor references may be a basis for determination that the vendor is not a responsible bidder. The SFA will choose the five(5) references from this list to contact relative to the evaluation criteria.

3. Provide documentation on any accounts lost or not renewed and the reasons for such during the last five years.

4. Include a resume or listing of the qualifications for the proposed Food Service Director for the SFA which must meet USDA Professional Standards.

5. Include the resume and background of person who will supervise the work of the Food Service Director and how the FSMC will ensure optimal performance.

6. Include a table of the FSMC organization and a plan for managing, supervising, and staffing.

7. Include a FSMC organization chart including all positions that are non-school based.

8. Include a transition plan, which shall indicate the activities, procedures, timetable, and support personnel involved in the implementation of services.

D.5. Financial Condition

1. Provide the most recent audited financial statement.

D.6. Accounting and Reporting Systems

1. Describe complete accounting procedures used to address:

a. Inventory control and management including purchasing.

b. Method of collecting, reconciling, and reporting sales.

c. Internal control of cash handling.

d. Internal audit procedures.

e. All regular accounting forms used, with detailed explanations.

f. All regular reports used, with detailed explanations.

2. Provide examples of the reports the FSMC will provide the SFA and the frequency of each. List other assistance the FSMC will provide the SFA (any costs, if applicable, should be detailed in the Price Proposal).

3. Provide a sample of a monthly invoice to the SFA.

4. Describe the FSMC’s process for reporting rebates, discounts, and credits on monthly invoices. Provide a detailed sample.

D.7. Personnel Management and Training

1. Describe the FSMC’s personnel management philosophy, particularly regarding food service directors and their relationship to existing staff.

2. Describe training and development programs provided for employees and management personnel to meet the USDA Professional Standards for School Nutrition Professions requirements.

3. Explain how the FSMC works to improve employee morale and reduce turnover.

4. Describe the FSMC’s employee evaluation process (include forms) and disciplinary action process (include forms).

5. Describe the proposed benefits package for employees.

D.8. Innovation and Promotion of the School Lunch Program

1. Describe how the FSMC's proposed school food service program for the SFA differs from the SFA's current school food service program. Describe the benefits of the proposed program. Describe how the FSMC would implement changes with specific, relevant examples. The proposal must include a staffing model.

2. Describe how the FSMC proposes to expand the SFA’s participation in purchasing local foods as defined in D10.

3. Describe how the FSMC would involve employees to use their expertise and experience in making future innovations.

4. Provide examples of service and merchandising programs.

5. Describe the FSMC’s philosophy regarding promotion (increasing awareness and participation) of the school food service program. How would the FSMC implement this philosophy in our SFA? Provide specific, relevant examples.

D.9. Involvement of Students, Staff and Patrons

1. Describe the FSMC’s philosophy and plans regarding involvement of students, teachers, building administrators and parents in program evaluation, menu development, menu item preference and acceptance and discussion of nutritional issues, etc.

2. Provide specific, relevant examples of involvement effort and results, by other SFA clients, where applicable.

a. Menu selection.

b. Use of USDA foods.

c. Food Quality.

d. Portion Quantities.

e. Procurement and use of locally grown and produced foods as noted in Schedule B. Describe how the FSMC would increase the amount of locally grown and produced food, reduce the amount of processed food, provide understandable and easily accessible information on the nutritional value and ingredients of menus and increase the number of “green cafeterias”.

i. Locally grown and produced foods are defined as:

Grown within 250 miles of SFA address at 25 Dow Street Saugus MA 01906

2. Supply sample menus to be implemented including portion sizes. Prepare sample menus using FSMC-Developed Menus.

[Price] Proposal Contents (D11 – D12):

D.12 Price/Cost Information

1. List and describe all costs to the SFA for any Management Fee (FSMC’s profit) to be charged as a flat rate or on a per meal basis - Schedule F.

2. List and describe all costs to the SFA for the Administrative Fee (FSMC’s overhead and other off-site costs not otherwise paid by the SFA) to be charged as a flat rate or on a per meal basis - Schedule F.

3. If consulting services are not covered in Administrative Fee, list those services along with the extra charges.

4. Guaranteed Return – Schedule G.

5. List payment terms and arrangements.

6. Complete budgeted financial forms provided in Schedule E and provide a summary of the following:

a. Financial Budget Projections;

b. Income Summary;

c. Labor Cost Summary: Management/Administrative/Clerical; and

d. Miscellaneous Expense Summary.

SECTION E: Program Objectives The successful FSMC shall conduct the food service program in a manner which best fulfills the following program objectives. All FSMC’s submitting proposals must first meet minimum requirements.

E.1. To provide appealing and nutritionally sound meals, compliant with all USDA regulations including all aspects of the Healthy, Hunger-Free Kids Act of 2010 and an a la carte program for students as economical as possible. In order to offer a la carte food service, the FSMC must also offer reimbursable meals per 7 CFR 210.16(a). The FSMC must also offer breakfast and lunch at no cost to all students regardless of eligibility per Massachusetts General Law Part 1, Title XII, Chapter 69, Section C as amended in FY 2023 per HD4572 Section 13.

E.2. To promote nutritional awareness and interface with the SFA’s academic and instructional programs in health and nutrition.

E.3. To increase participation at all levels of the program by improving food quality; sourcing locally grown foods;

effectively maintaining equipment and facilities; engaging students, parents, and the school community in the food service program; planning and implementing successful menus and menu variation; and implementing effective marketing techniques.

E.4. To provide a management staff and structure, with the necessary expertise to ensure that the school food program is consistently of the highest quality and held in positive regard by students, staff, and the public.

E.5. To utilize a formal structure and routinely and continuously gather input from students, staff, the public and food service employees to ensure the most effective and efficient operation possible.

E.6. To establish and conduct management and staff training programs, which will ensure staff development, proper supervision, adherence to health code requirements, and consistent quality control both in production and service that meets or exceeds the USDA Professional Standards for Food Service Professionals.

E.7. To provide a financial reporting system that meets federal and state requirements.

E.8. To provide SFA Administration with monthly operating statements and information regarding the food service program.

E.9. Per 7 CFR 210.21(f)(1)(v), the FSMC must disclose and credit discounts, rebates, and other applicable credits allocable to the contract that are not reported prior to the conclusion of the contract in Schedule E of the FSMC’s price proposal.

Contract Terms and Conditions SECTION I: General

1.1 The FSMC shall comply with all laws, as amended, ordinances, rules, and regulations of all applicable federal, state, county, and city governments, bureaus, and agencies, regarding purchasing, sanitation, health, and safety of the food service operations including those requirements and regulations, instructions and policies, adopted by the Massachusetts Department of Elementary and Secondary Education and the United States Department of Agriculture and any conditions or amendments thereto. The FSMC shall procure and maintain all necessary licenses and permits. The SFA shall cooperate, as necessary, for the FSMC’s compliance and procurement efforts.

The FSMC shall conduct program operations in accordance with 7 CFR Sections: (check all that apply)

· 210 (National School Lunch Program)

· 220 (School Breakfast Program)

· 245 (Determining Eligibility for Free and Reduced Price Meals and Free Milk in Schools)

· 250 (Donation of Foods for Use in the USDA Food Distribution Program)

· FNS instructions and policies

The SFA reserves the right to add and/or expand the federal CN program to provide the availability of food resources to children and students that can be served through these programs. Prior approval must be obtained by the State Agency before adding a CN program. The SFA also reserves the right to remove CN programs.

SECTION II: Relationship of the Parties

A. The FSMC shall maintain such records as the SFA will need to support its Claim for Reimbursement; make all records available to the SFA upon request; and retain all records for a period of for a period of 6 years from the end of the contract for inspection and audit by representatives of the SFA, State Agency (SA), USDA and Office of Inspector General, at any reasonable time and place. In instances where audit findings have not been resolved, the records must be retained beyond the 6-year period until resolution of the issues raised by the audit. These records will be maintained at the school food service offices.

[Recordkeeping, 2CFR§200.334, §210.16(c)(1), 7CFR §250.53(11) and 7CFR §210.23(c)] B. The FSMC shall, to the maximum extent possible, utilize USDA Foods made available by the SFA solely for the purpose of providing benefits for the SFA’s food service operation. [7 CFR § 210.16(a)(6)] C.