RFP School Serving Line Design and Consulting Services

The School Board of the County of Spotsylvania (SBCS) Food Services Department is soliciting proposals for school serving line design and consulting services, with questions due November 16, 2026 at 12:00 noon and electronic proposals due December 1, 2026 at 2:00 PM local time via eVA. Food service management companies and their parent companies, subsidiaries, and affiliates are ineligible for award. The successful consultant and any affiliated entities that participated in preparing design specifications or solicitation documents are barred from competing for the resulting renovation or equipment procurement contract.

The scope covers professional planning, assessment, and design for cafeteria serving line improvements at nine schools: Harrison Road Elementary, Parkside Elementary, Smith Station Elementary, Wilderness Elementary, Thornburg Middle, Chancellor Middle, Chancellor High, Massaponax High, and Riverbend High. Deliverables include comprehensive site evaluations, operational assessments, design development, and procurement-ready drawings. Offerors must document relevant experience with K-12 public school food service projects and provide a minimum of three K-12 public school references. The project is federally funded and requires compliance with 2 CFR Part 200 and applicable federal award conditions.

Pricing must be an all-inclusive firm fixed price, itemized by school location, with shared project costs identified separately. Cost proposals must identify personnel classifications, hourly rates, and estimated hours by task or project phase, though this breakdown is for evaluation only and does not establish hourly billing. No additional charges or separate expense reimbursement are permitted, and the contractor bears all costs exceeding the proposed price. The contract takes effect upon a written Notice to Proceed and remains in effect through July 31, 2027, with all services and final deliverables required by that date.

Evaluation weights are cost and overall value at 30 percent, project approach and understanding of district needs at 25 percent, relevant K-12 experience and references at 25 percent, and schedule and project management plan at 20 percent. SBCS serves approximately 24,000 students across 30 school facilities and a nutrition program serving approximately 480,000 meals per month.

A supporting exhibit of kitchen photographs documents current layouts at the nine schools, noting that Harrison Road, Parkside, and Wilderness elementary schools have identical kitchen and serving line configurations. The RFP was posted October 29, 2026.