Santa Rosa County School Board
RFP 07/01 Food Service Management Operations
SANTA ROSA COUNTY SCHOOL BOARD
John W. Rogers, Superintendent of Schools
Judson C. Crane, CPPB, CPPO, Director of Purchasing & Contract Administration
6544 Firehouse Road
Milton, FL 32570-3411
Phone (850) 983-5130
FAX (850) 983-5133 Suncom 689-5130
The Santa Rosa County School Board solicits a submission as listed in this request for bid.
All terms and conditions below are a part of this bid request, and no bids will be accepted unless all these terms and
conditions have been met, unless superseded by the bid specification. Rights are reserved to reject any and all bids and to
waive technicalities. Bids not submitted in accordance with this bid request will be rejected.
GENERAL TERMS AND CONDITIONS
1. The purchasing department will be the point of contact for this bid, unless otherwise noted in the bid specifications. Under no
circumstances are the superintendent of schools, board members, school administrators or any other school board employee to be contacted
concerning this bid until after award. Any such contact may result in bid disqualification.
2. Price, quality, specifications, payment discounts, warranty, travel time for warranty service, ability to provide service and time of
guaranteed delivery will be the determining factors in the awarding of this bid.
3. Bid price shall be the delivered and unloaded price to the designated point according to the purchase order. *** Collect shipments
will be refused ***No deposits or requests for pre-payment will be allowed.
4. Bids may be awarded or rejected in whole or item by item, with rights being maintained to make joint awards if in the best interest
of the district. The Santa Rosa County School Board will retain all copyright and patent rights that may be created by the contract resulting
from this bid. These rights are to include, but are not to be limited to written works, computer software and mechanical devices that are
created as a requirement of this bid.
5. Enough detail is given in the bid to describe the item being bid, although not written, full manufacturer's specifications are implied.
Manufacturer's specifications take precedent over information within this bid if any discrepancy exists. Manufacturer's literature is
available from the office of the Purchasing Agent upon request.
6. Any manufacturer's name, trade name, brand name, information and/or catalog numbers listed in a specification are for information
only in order to describe and establish general quality levels, not to limit competition. Such references are not intended to be restrictive.
The bidder may offer any brand for which authorized to represent, which meets or exceeds the specifications for any and all items. If bids
are based on equivalent products, indicate on the bid form the manufacturer's name and number and indicate any deviations from the
specifications. IMPORTANT NOTE: If bidding an alternate, complete manufacturer's literature, giving full description of the alternate
being bid, must be submitted. Failure to submit manufacturer's descriptive literature when bidding an alternate can result in bid rejection
for failing to comply with bid instructions. Any bid lacking written indication of intent to quote an alternate brand will be considered and
received as a bid in complete compliance with the specifications as listed in the bid. If upon receipt it is found not to meet specifications,
payment will not be made and the item will be returned at the bidders expense.
7. For Service and Term contracts, the board reserves the right to provide all services internally, and similar goods and services may
be procured through a general contractor or other existing contract. The board also reserves the right to separately bid out large purchases
of similar goods and services.
8. In the event more than one bid is submitted for a line item, please indicate the alternate item by inserting "ALT" after the unit price.
9. To be considered all bids must be submitted on the enclosed bid form, properly signed by an authorized representative on the
company placing the bid, and delivery date stated.
10. In the event of an error in extending the total cost of an item, the total price submitted will prevail.
11. Sealed bids must be submitted by hand delivery or mail only as noted in the bid specifications. Bids by telephone, fax or e-mail
will not be accepted. Only those submitting a bid or a bid marked "NO BID" will be retained on the bid mailing list. No Bids may be sent
via mail, e-mail or fax.
12. The bid opening shall be public and at the time noted in the bid specifications.
13. Tie bids will be awarded to the bidder with the earliest postmark or if hand delivered, the earliest actual time noted or stamped on
the envelope. It is the bidders responsibility to insure the actual date and time are noted on the envelope. The only exception to this rule is
if the tie bids are between an out of state company and a company headquartered in Florida, the Florida company will prevail.
14. A notice of intended decision will be posted in the office of the Purchasing Director one week prior to award. A notice of intended
decision will be furnished only to bidders who supply a self addressed, stamped envelope with their bid or by downloading from the
purchasing department internet web site at http://www.santarosa.k12.fl.us/purchasing. Bidders and interested parties may examine the bid
tabulations and files during normal business hours (public record) after bids have been awarded.
15. Rights are reserved to purchase additional quantities at bid price.
16. Payment will not be made until an order is completed in full.
17. The successful bidder will allow duly authorized representatives of the board, the Auditor General of the State of Florida, the
Comptroller General of the United States, or other authorized representatives access to any books, documents, papers, and records of the
bidder which are directly pertinent to this contract for the purpose of making audits, examinations, excerpts, and transcriptions.
18. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of preceding
under Chapter 120, Florida Statutes. All contact in this regard to be made exclusively with the purchasing department.
19. (Service bids only) Insurance required to be carried shall include:
1) The Company shall furnish proof of the following insurance to the Board by Certificate of insurance.
2) The Certificate of Insurance shall state that the Board, its members, officers, elected officials, employees, agents and
volunteers are additional insureds under the policy or policies.
3) The Company shall provide Certificates of Insurance to the District’s Risk Manager at 8056 Canal St., Milton, FL, 32570
prior to the start of any work under this contract.
4) The Companies insurers shall provide thirty (30) days advance written notice via certified mail in the event of cancellation
of any insurance program required by this contract.
5) All insurance policies shall be issued by companies either of the following qualifications:
6) The company must be (1) authorized by subsisting certificates of authority by the Department of Insurance of the State of
Florida or (2) an eligible surplus lines insurer under Florida Statutes. In addition, the insurer must have a Best’s Rating of
“A” or better and a Financial Size Category of “VI” or better according to the latest edition of Best’s Key Rating Guide,
Published by A.M. Best company. Or
7) With respect only to Workers’ Compensation insurance, the company must be (1) authorized as a group self-insurer
pursuant to Florida Statutes or (2) authorized as a commercial self-insurer fund pursuant to Florida Statutes.
8) Workers’ Compensation Insurance. The Company shall maintain Workers’ Compensation coverage as required by Florida
Statute 440, covering all Company employees employed in connection with this contract and Employers Liability Insurance
with minimum limits of $1,000,000 per occurrence.
9) Comprehensive General Liability Insurance. The Company shall procure and maintain for the life of the
contract/agreement, Comprehensive Liability Insurance, Broad Form, including Products and Completed Operations
Liability. This policy shall provide coverage for death, bodily injury, personal injury, or property damage that could arise
directly or indirectly form performance of the contract. The coverage must be on an occurrence form basis with minimum
limits of $1,000,000 per occurrence, combined single limit for bodily injury and property damage liability
10) Business Automobile Liability. The Company shall procure and maintain, for the life of the contract/agreement Business
Automobile Liability Insurance with minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury
liability and property damage liability. This coverage shall be on an “Any Auto” or “Comprehensive Form” policy. The
coverage shall be on an occurrence form policy. In the event the Company does not own any vehicles, hired and non-owned
coverage shall be provided in the amounts listed above.
B. Indemnification / Hold Harmless
1) Company shall indemnify the Santa Rosa County School Board and to the fullest extent permitted by law, protect, defend,
indemnify and hold harmless the Board, its agents, officers, elected officials, employees and volunteers from and against all
claims, actions, liabilities, losses (including economic losses), and costs arising out of any actual or alleged;
2) Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting
there from, or any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or
alleged act or omission of the company or subcontractor, any directly or indirectly employed by any of them, or anyone for
whose acts any of them may be liable in performance of the work; or
3) Violation of law, statute, ordinance, governmental administration order, rule or regulation by the company in the
performance of the work; or
4) Liens, claims or actions made by the Company or any subcontractor or other party performing the work.
5) The indemnification obligations hereunder shall not be limited to any extent on the amount, type of damages, compensation
or benefits payable by or for the company or any subcontractor under workers’ compensation acts, disability benefit acts,
other employee benefit acts or any statutory bar.
6) Any cost or expense, including attorney’s fees, incurred by the board to enforce the contract shall be borne by the company.
Direct all insurance inquiries to Risk Management (850) 983-5007.
20. Other governmental agencies which qualify under State Board of Education 6A-1.012(5) may purchase from this bid. This is also
a joint bid with the Emerald Coast Purchasing Co-op and the Gulf Coast Purchasing Cooperative whose members may also purchase from
this bid at bid prices.
21. In accordance with Florida Statute 1011.14, funding is subject to availability of appropriated funds.
22. The Jessica Lunsford Act: The Santa Rosa County School District reserves the right to refuse to accept services
from any personnel deemed by the Santa Rosa County School District to be unqualified, disorderly, or otherwise unable to
perform assigned work. This law, effective September 1, 2005, affects your business if you, your employees or your agents
will have access to school grounds when students are present, have direct contact with students or have access to or control of
school funds. A copy of House Bill 1877, which was approved by the Governor on May 2, 2005 (Chapter 2005-28, L.O.F.,
section 21) may be found by accessing the following link on the internet: http://election.dos.state.fl.us/laws/05laws/ch_2005-
028.pdf. Further information is available at the following website, http://www.santarosa.k12.fl.us/purchasing/LunsfordAct.pdf
The requirements of this new law must be met in order for the School Board to continue working with you. The
implementation procedures for this new law are posted on our website, at:
NOTE: Do not return this document with bid submission.
RFP 07/01 Food Service Management Operations
Scope of Work - This Request for Proposal (hereafter RFP) is for the purpose of obtaining proposals with the sole intent of
obtaining a contract to provide food service management services for the Santa Rosa County School District’s nonprofit
school food service program, hereinafter referred to as the School Food Authority (SFA). Schools listed on Attachment 1 are
equipped as on-site preparation facilities. The Food Service employees of the SFA shall be given the opportunity to remain
The RFP shall be completed and carefully worded and must convey all of the information requested in order to be considered
responsive. The RFP shall be submitted in the format described by the School Food Authority (SFA).
The SFA reserves the right to reject any and all proposals and to cancel the solicitation. The SFA reserves the right to
reissue the RFP.
The contract that is negotiated as a result of this RFP will be between the offerer or Food Service Management Company
(hereinafter FSMC) and the SFA. The FSMC shall offer assurances that all operations addressed in the RFP will be
conducted in a manner that is consistent with the goal of the SFA’s Child Nutrition Program which is to provide nutritionally
balanced meals of high quality to students at an economical price in an attractive, appealing and friendly environment.
The goal of the Food Service Program is to provide nutritionally balanced meals of high quality to students at an economical
price in an attractive, appealing and friendly environment. This request for is for the purpose of obtaining proposals to
provide Food Service Management services for the Santa Rosa County School Board (SRCSB). The successful Food Service
Management Company (FSMC) will conduct the food service program in a manner which best fulfills the following program
and objectives. The food service department of the SRCSB is the School Food Authority (SFA) for the purposes of this
contract under the direction of the director of purchasing and contract administration.
1. Type of Contract - A fixed fee contract will be awarded to the successful offerer by the SFA for the period beginning
July 1, 2007, until June 30, 2008 and in accordance with the Provisions and Conditions of this Proposal.
2. Definitions applicable to all RFP/contract sections:
Addenda are written documents issued by the SFA prior to the opening of proposals which modifies the RFP
documents by addition, deletions, clarifications or corrections.
Bid Award is the awarding of a contract to a successful bidder signifying the acceptance of the proposal.
Bid Opening is the process of opening and reading the content of bids for the first time, at the date, time and
location specified in the Request for Bid.
Board is the Board of Education of the School Food Authority (SFA). The SFA’s Board of Education will provide
final approval or disapproval to the Evaluation Committee’s recommendation.
CFR is the code of federal regulations.
CN (Child Nutrition) Label indicates that the product conforms to the nutritional requirements of the USDA Food
and Nutrition Service (FNS). The label shows the contribution made by a given amount of product toward meal
Competition is the process by which two or more companies attempt to secure the business of a customer by
offering the most favorable terms as to price, quality and service.
Contract is a formal agreement duly executed by the authorized representative of the School Food Authority and the
FSMC. The School District RFP and the FSMC response to the RFP are made a part of the final contract document.
The order of precedence of these documents shall be the contract, the FSMC proposal then the RFP.
FSMC is a Food Service Management Company entering a successful response to this Request for Proposal.
FSMC's Responsibility requires each FSMC to fully acquaint himself with conditions relating to the scope and
restrictions attending the execution of this request for proposal. The failure or omission of a FSMC to acquaint
himself with existing conditions shall in no way relieve him of any obligation with respect for proposal or contract.
Decimals - Meal charges are to be carried four decimal places, if applicable.
Duration - the contract duration must be limited to one year, with the effective beginning and ending dates stated in
the contract. The beginning date should not be prior to the date the contract is signed. Additionally, if renewals will
be permitted, the contract must also state the date by which the renewal must be executed by both the SFA and
FSMC. Although four one-year renewals are permitted, contracts cannot contain automatic renewal provisions. The
renewal date must occur on or prior to the expiration date of the current contract. Any provisions, including
adjustments to payments that will be used for renewing contracts must be stated in the contract and the IFB or RFP,
as applicable. These alterations cannot result in substantive changes to the original contract. If the school district
(SFA) determines that significant changes are necessary, the SFA must rebid the contract. The following changes
would normally not substantially change the contract:
Number of Schools - new schools added;
Changes in Enrollment-decreases and increases in student enrollment and the corresponding change
expected in participation;
Changes in Price-meal price changes (determined by the SFA);
Cost Increases-cost increases limited to a measurable index (such as the U.S. Department of Labor,
Bureau of Labor Statistics, Consumer Price Index (CPI) for All Urban Consumers for the South Region
for food away from home) for December of the preceding year.
Meal Equivalency-minor adjustments to the per meal equivalency.
Examples of substantive changes (see SERO policy 210.16-08, 04/15/04) which could require the SFA to rebid the
contract include: the addition of a program, such as the SBP; major changes to the formula for determining meal
equivalency; a major shift in responsibilities for SFA/FSMC staff; and significant changes in the basis for
determining guaranteed returns.
Expendable Equipment is defined as any item with a useful life of more than one meal service and with a purchase
value per unit of $999.99 or less.
FNS is Food and Nutrition Service of the United States Department of Agriculture.
FSMC is the food service management company.
HACCP is the Hazard Analysis and Critical Control Point food safety program
In-Kind Meals are meals provided to adults who are directly involved in meal preparation and service. Teachers,
aides, maintenance workers, secretaries, principals, and/or visitors, etc., should not eat free of charge unless the
district accounts for and reimburses the school food service account for such adult meals. Maids and janitors may
receive an in-kind meal benefit if they contribute at least an hour a day directly to the cafeteria operation. Students
who assist in the cafeteria should not be considered "in-kind" nor reported as adult in-kind meals.
Management Fee - the fee charged per meal or meal equivalents for management/administrative services.
Meal Equivalents Factor used to determining the number of meals sold for the purpose of determining the FSMCs
Nonexpendable Equipment is defined as any item with a per unit purchase of $1000.00 or more.
Nutrition Analyses provide detailed nutrition information on planned program menus. All menus must be planned
to meet the most recent USDA Dietary Guidelines for Americans. The RFP will include a nutrition analysis for each
menu planned for all programs operated. Nutrition analyses must be available for all program meals planned and
served daily during the contract period(s). (The nutrition analyses program used must meet USDA guidelines.)
On-site is defined as the physical location of the food preparation facilities of the school district as presented in RFP
Attachment 1 and the administrative office of the school district.
Pre- Proposal Conference A mandatory meeting held to ensure that each vendor understands the terms of the RFP.
Product Identification (ID) The product identifications (descriptions) are not specifications. Product
identifications are limited to requirements which can be verified on delivery or information essential for
communication between FSMC and school system (SFA). Product identifications must be supplied with RFP for all
items without CN label to insure quantity and quality.
Proposal is a complete and properly signed response to the School District RFP. The proposal is presented as
described in the response to RFP Section of the school district RFP.
Public Access to Procurement Information: No such documents or other documents relating to this procurement
will be presented or made otherwise available to any other person, agency or organization until after award.
Commercial or financial information obtained in response to this RFP which is privileged and confidential will not
be disclosed. Such privileged and confidential information includes information which, if disclosed, might cause
harm to the competitive position of the offerer supplying the information. All offerers, therefore, must visibly mark
as "Confidential" each part of their proposal which they consider to contain proprietary information.
Protested Awards are governed by Chapter 120.57, Florida Statutes.
Request for Proposal (RFP) is the document which communicates to potential FSMCs the requirements of the
Right of Non/Commitment or Rejection: This RFP solicitation does not commit the school district or SFA to
award a contract, to pay any costs incurred in the preparation of a proposal, or to procure or contract for the articles
of goods or services. The district or SFA reserves the right to accept or reject any or all proposals received as a
result of this request, or to cancel in part or in its entirety this proposal if it is in the best interest of the district or
SFA to do so.
School Food Authority (SFA) is the school district.
Signature Authority School district shall retain signature authority on the Child Nutrition Program Food Services
Agreement, Free and Reduced Price Policy Statement and any and all claims made for reimbursement.
Specifications are written descriptions of what the purchaser requires and, consequently what a bidder must offer to
be considered eligible for an award.
Special Food Service Functions requested by the SFA shall be provided at a fixed price mutually agreeable to the
FSMC and SFA. The FSMC and the SFA shall agree as to what portion of this cost is to be reimbursed to the FSMC
and what portion will be paid directly by the SFA. All cost related to special food service functions shall be clearly
identifiable on a separate monthly billing. No USDA commodities can be used for such functions. In addition, no
food, labor, and supplies appropriated for the daily food service programs can be used for these functions.
State Agency (SA) is the Florida Department of Education. The National School Lunch, School Breakfast and Food
Distribution Programs are administered for the state through the Department's Office of School Food Services.
Term is one year with four one-year renewal options. A partial school year will be considered one of the four one-
year renewal options.
Termination by either party may cancel for cause with 60-day notification. Contract must contain suitable
provisions for termination by the SFA including the manner by which it will be effected and the basis for settlement.
Contracts must describe conditions under which the contract may be terminated for default, as well as conditions
where the contract may be terminated because of circumstances beyond the control of the FSMC ( Appendix C:
OMB Circular No. A-102, Attachment O, paragraph 14.b).
USDA is the United States Department of Agriculture.
USDA Rebates refers to items produced on "Processing Contracts" from USDA donated commodities. They cost
less and the savings are to be given to SFA.
3. No offer of intent should be construed from this proposal solicitation that the SRCSB intends to enter into a contract
with a company for food service management unless in the sole opinion of the Board, it is in their best interest to do
4. In order for a company to be considered, FSMC must meet the qualifications, time table, and completeness as set
forth by the SRCSB in this Request for Proposal.
5. All costs involved in submitting proposals for the management of the SRCSB current food service department shall
be borne in full by the interested company.
6. Pre-Proposal Conference - A MANDATORY pre-proposal conference for all potential offerers will be held on
January 8, 2007, 9:00 AM in the Professional Development Center located at 6566 Firehouse Road, Milton, FL
32570. Due to the importance of all offerers having a clear understanding of the specifications and requirements,
ATTENDANCE AT THIS MEETING WILL BE A PREREQUISITE FOR SUBMITTING A PROPOSAL.
Therefore, proposals will be considered only from those offerers who are represented at this conference. Attendance
at the conference will be evidenced by the representative’s signature on the attendance roster. The first 5 minutes
of the conference will be for distribution of documentation and for vendor sign in. Vendors must arrive on time
to be allowed to participate in the conference. Those arriving after the 5 minute sign in period will not be allowed to
participate. FSMCs will have the opportunity to ask questions relating to the food service program. Questions not
addressed at the pre-proposal conference must be submitted in writing to the SFA. Written responses to all questions
will be distributed to all FSMCs that attend the pre-proposal meeting and will be referred to as Attachment 16.
Each interested company will be limited to a maximum of three representatives at this conference. The conference
will be recorded for future reference. Participants may receive a copy of the DVD recording upon request. Site visits
will begin immediately after the conference, and will continue, as needed, through January 12, 2007.
7. The SRCSB reserves the right to accept any proposal which it deems most favorable to the interest of the Board, to
reject any or all proposals or any portion of any proposal submitted which in their opinion is not in the best interest
of the Board, or to waive any irregularities. The award will be based on the proposal submitted which in the sole
opinion of the SRCSB is in its best interest.
8. Purpose of Request for Proposals is to enter into a one year contract, with an annually renewable option for four
additional years, with a qualified firm to provide management services for the food service operations of SRCSB and
to cooperatively plan and maintain current quality level of program, increase participation, maintain quality menu,
etc., within the food service program.
9. Administrative Guidance - The information provide herein is intended to assist interested parties in the preparation
of proposals necessary to properly respond to this request. The proposal request is designed to provide interested
FSMCs with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to
limit a proposal's content or exclude any relevant or essential data therefrom. FSMCs are at liberty and are
encouraged to expand upon the specifications to include additional service capability.
10. Term of Contract - The term of this contract will be for the period specified herein. SFA reserves the right to extend
the contract for a period not to exceed four (4) additional one (1) year period(s) upon the mutual agreement of both
a. The contract will be for a period of one year beginning July 1, 2007 with an option to renew on a year-to-year
basis by mutual agreement not to exceed four additional years, with the contract starting at award and ending
June 30, 2008. Either party may cancel this contract For Cause with a 60 day written notification.
b. The contract shall conform to regulations set fourth by the United States Department of Agriculture Food and
Nutrition Services. In addition, the contract must meet all State of Florida and SRCSB regulations.
c. All food service management companies agree to submit a sample copy of the contract subject to negotiation
and based on final approval of the General Counsel SRCSB.
d. The contractor shall not transfer or assign its rights or obligations under this Contract to any person, firm or
corporation, nor merge or consolidate with any other entity without the prior written consent of the Santa Rosa
County School Board.
11. Consideration of Proposals - The Board may require presentations by the food service management companies for
further explanation or clarification of their initial proposal. The selection of these companies is at the sole discretion
of the school board.
12. Basic Requirements - The intent of this Request for Proposal is to provide management services for the food service
operation of SRCSB. The following conditions must be met as a minimum and addressed in the proposal.
a. The firm must be of sufficient size and expertise to furnish the resources needed to aid the SRCSB in managing
a very large food services operation. The qualification data shall be submitted by each contractor along with the
b. The firm must have extensive involvement and experience in the school food services field in the areas of:
1. designing facilities
2. selecting and procuring food products and food service equipment
3. nutrition awareness
4. menu planning
5. central kitchen and on-site production
6. quality control
7. transporting meals
8. employee supervision
9. staff management training
10. employee motivation and positive involvement
12. public relations
13. accounting, and
14. federal food service requirements
The development of model programs in these areas will be advantageous.
c. The firm must provide one or more resident managers to direct the food services program and to implement the
terms of the contract. Provider personnel must be in place by July 1, 2007.
d. All Board employed food service personnel in the food services operation as of June 30, 2007 will remain as
employees of the Board with no loss of pay or benefits. Wages and benefits for these employees will be set by
the SRCSB. Existing School District Labor Union contract agreements will be adhered to by the FSMC.
Attachment 2 is the current union contract. The board currently has 36 employees in the food service
department:, 175 contracted food service workers and 1 contract administrator (only 25% of this employee’s
salary comes from the food service budget). All current contract employees will be given the opportunity to be
retained by the successful FSMA at their current salary/hourly rate, as verified by individual employee’s pay
stubs. Benefit packages will be reviewed and will play a factor in rating FSMCs. Additional employees needed
and all future employees shall be furnished and employed by the FSMC, with the exception of promotional
positions (managers and assistant managers). Current board employees will be given an opportunity to apply for
these positions through the normal hiring process. If no acceptable candidates qualify, the positions are to be
filled by the FSMC.
e. The FSMC must be able to train and utilize existing staff to insure an effective and cost efficient operation.
f. FSMC must maintain a web site listing information about the local food service program, including but not
limited to the names, photos, phone numbers of food service office personnel, online menus, information on
each cafeteria, and links to corporate web sites.
g. FSMC shall utilize pre-payment of meals using electronic payments. Payment may be made via local web site
and by form submitted to school or food service office.
h. FSMC will provide uniforms for all food service personnel.
i. The price proposal shall remain firm for the contract period.
j. The FSMC shall operate the food service program on revenues identified herein so that the program is self
sufficient and will not receive additional funds or support from other SRCSB funds. It will be the responsibility
of the FSMC to fund all expenses in excess of the identified revenue sources including the FSMC fees for
management. All National School Lunch Program revenue must be deposited in District accounts. Any Program
funds held by the FSMC that are not earned fees must be returned with interest to the District's food service
fund. A projection for years 2007/08 through 2012/13 (5 years) must be included. A budget projection will be
available at the pre-proposal conference.
k. Guarantee – FSMC will guarantee a positive fund balance of at least that called for in the Santa Rosa County
District Schools Strategic Improvement Plan based which requires at least 5% of the total available (operating
fund balance carry-forward plus revenue) be retained yearly.
l. If the food service operation does not meet this minimum requirement, FSMC will reimburse the SRCSB for any
shortfall, to include loss of management fees and/or other payment, less any negotiated bilateral costs required
by the district.
13. The successful contractor shall conduct the food service program in a manner which best fulfills the following
program and objectives:
a. To provide an appealing and nutritionally sound food program for students as economically as possible.
b. To promote an educational value and nutritional awareness whenever the food service operation can interface
with Board programs.
c. Increase participation at all levels of our program by improving food quality at each service point, by upgrading
equipment and facilities as needed, by seeking school and community input, by successful menu variation and
planning, by better marketing techniques and by a strong emphasis on public relations.
d. Provide a management staff and structure which will offer adequate help and focus to accomplish ongoing
improvements for our school food service program and insure that the board's school food service program is
one of consistent top quality and of positive regard by students, staff and the public.
e. Establish a formal structure to routinely and continuously gather input from school food service employees to
insure the most effective and efficient operation possible. Additional input will also be sought from other Board
f. Establish and conduct management and staff training programs which will insure staff development, proper
supervision and consistent quality control both in production and service as well as training employees in safety
g. To provide a school food service program that is self sufficient and does not require any subsidy from other
14. Equipment, Supplies, Food and Space Use
a. The SRCSB shall provide the FSMC with a physical inventory of all expendable supplies (dishes, etc.) and
capital equipment prior to the start of the contract. Acquisition of capital items (currently those with an original
purchase price of $1000.00 or more) must be provided by FSMA and approved by the SFA. The FSMA is
responsible to maintain, replace and repair all food preparation and storage equipment.
b. Ownership of all non-expendable supplies and capital equipment shall remain with the SRCSB. The contractor
shall take such measures as may be reasonably required by the SRCSB for the protection against loss by
pilferage or destruction.
c. Ownership of all food service beginning inventory including commodities shall remain with the SRCSB, and the
successful contractor will be expected to use food and paper product inventories on hand and charge them to the
cost of operations at the original purchase price.
d. On termination or expiration of the contract, the SRCSB shall conduct a physical inventory of all food, supplies,
and capital equipment. At the time the contractor shall surrender the facilities and equipment to the SRCSB in as
good condition as at the start of the contract, ordinary wear and tear excepted. The value of the opening
inventory of purchased food and supplies shall be offset against the value of the closing inventory.
e. The SRCSB may, without interfering with normal food service, use the dining, production, and service areas
from time to time for SRCSB functions as may be undertaken by the SRCSB personnel at no cost to the
contractor. Facilities shall be restored to conditions mutually satisfactory to the contractor and the SRCSB
before the next regularly scheduled meal service.
15. Equipment and Facilities Maintenance and Sanitation
a. The premises, equipment, and facilities, shall be maintained by the successful contractor in a condition
satisfactory to the SRCSB and shall adhere to the standards of cleanliness and sanitary practices as required by
the County Health Department, the SRCSB standards, and USDA standards to insure continual sanitation in all
functions and matters related to the food service program.
b. The FSMC will be responsible for removal of trash and garbage from food service and preparation areas to the
designated disposal site. The SRCSB has established contracts for removal of trash from the premises. The
FSMC will be responsible for complying with any recycling program approved by the SRCSB.
c. The SRCSB will be responsible for the expense of insect and pest control in all food service, production and
storage areas. The FSMC will notify the Board of any problems in this area.
d. The Board will be responsible for all regular building maintenance with the exception of normal clean-up.
16. Preparation of School Meal Program Claims
a. The contractor shall assure that all required information is compiled, completed and processed for SRCSB for
signature for reimbursement claims for meals served on a monthly basis in accordance with State Department of
Education timelines. Similar requirements will prevail for other required reports.
b. The Contractor shall assure that records are maintained to substantiate all meals. FSMC shall adhere to the free
and reduced policy requirements as established by USDA.
c. Copies of all such records shall be maintained in accordance with State of Florida records retention schedules.
d. FSMC shall be responsible for the compilation of all statements and reports required by any governing agency.
17. The FSMC shall provide the following services:
a. The preparation and service of food to students and school district employees in accordance with the description
of the food service menu style described in this section.
b. The washing of dishes, trays, flatware, pots, pans, utensils, the cleaning and sanitation of food equipment,
counters, serving lines, routine cleaning, grease filters and traps, light fixtures, window coverings, sanitation and
housekeeping in the kitchen and storage areas used by the FSMC, including the cleaning of floors and walls in
these areas, and the wiping of tables and chairs in the dining areas between serving periods or as needed.
c. The FSMC shall place all garbage and trash in appropriate containers and place in the area designated by the
SFA for later removal.
d. The FSMC shall be responsible for cleaning detachable filters weekly or as needed. The cleaning of all ducts
and hoods above the filter line a minimum of 2 times per year or as needed is a custodial responsibility. The
FSMC will inform the custodial department when this function is needed.
e. The collection of daily cash sales shall be in accord with the cash collection procedures of the school district as
described in the approved Free/Reduced Price Meal Policy.
f. The deposit of daily cash collections in a school district bank account restricted for use by the nonprofit food
g. The daily collecting and counting of all meals served by category in accord with the Free/Reduced Price Meal
Policy approved by the State Department of Education.
h. The FSMC agrees to make all changes to approved counting mechanism, required by a change in student
eligibility status a minimum of one day from the receipt of notice of change from the SFA designated
determining official. An increase in eligibility status must be made within three operating days. A decrease in
eligibility must be made within ten operating days. The SFA retains responsibility for ensuring, and monitoring
on a regular basis, that the benefits issuance document used at the school level is accurate and provides a correct
daily count of reimbursable meals served to eligible students.
i. The maintenance of the daily meal count report and documents to support claim for SFA's reimbursement.
j. The consolidation of the school meal counts shall be prepared and certified to the School District not later than
three working days after the last service day of the previous month.
k. The record of purchased and USDA donated foods used shall be maintained in the format prescribed by the
State Department of Education.
l. The SFA is responsible for assuring that the FSMC utilizes the maximum amount of USDA donated foods to the
benefit of the nonprofit food service program. The FSMC must respond to USDA food orders to take full
advantage of the USDA donated foods offered.
m. The FSMC shall claim and give the School District credit for any rebates received for the value of USDA
donated commodities used in purchased foods.
n. The replacement of all food lost due to refrigeration malfunction will be at no cost to the District if it is
determined by the SFA to be as a result of negligence on the part of the FSMC. Daily temperature records must
be maintained in all schools on all refrigerated equipment, including holidays.
o. A monthly listing by schools of the ending inventory for purchased food, supplies and USDA commodities.
Also a listing by schools of the total value received of USDA Commodities
p. A monthly listing by school that have breakfast of the total labor, food, supplies and USDA Commodities used
in the breakfast program.
18. The FSMC's Costs and Fees - The charge to the SRCSB for FSMC's management fee is to be clearly identified in the
proposal. This fee shall be identified on a per meal basis and shall be paid based on actual meals and equivalent
meals served. The fee shall be paid each month based on meals served during that month. Project the cost per year
on this basis.
Payments must conform to the SRCSB accounts payable office working schedule. In general, invoices submitted for
payment on Friday will be paid the following Friday. In cases when the SRCSB is open less than a full work week,
payment may be delayed until the following week.
Should reimbursement for a meal be denied, the School Food Authority, as a result of an audit or review or for any
other reason, the amount of the denied reimbursement (over claim or questioned cost) shall be subtracted from the
management fee due the contractor. In the event the reimbursement is denied after the termination of the contract, the
contractor shall pay the full amount of the denied reimbursement to the school district.
B. STANDARD TERMS AND CONDITIONS
1. At the time of contract signing, an itemized inventory of all items (food, supplies, and USDA commodities)
furnished by the SFA, including miscellaneous kitchen items will be taken. The inventory shall be certified correct
by an authorized representative of both parties. At the termination of the contract, the District shall negotiate the
status of all purchased food and supplies.
2. The FSMC will agree to utilize the SFA owned equipment and facilities in good and proper manner and shall keep
the same in a state of cleanliness to assure strict compliance with Health Regulations of the State. Records of
equipment depreciation will be maintained, if applicable.
3. Upon termination or expiration of the contract the FSMC will surrender all SFA owned expendable and
nonexpendable equipment and all USDA donated food.
4. All fixtures, added by FSMC during the term of the contract will become the property of the SFA. Fixtures for the
purpose of this contract are: goods which have become so related to the real estate that an interest in them arises
under real estate law (examples: include but are not limited to: counters, islands, stove, ovens, sinks, service
stations which cannot be removed without damaging the floor, etc.)
5. The SFA shall ensure that the foodservice is in conformance with the district's approved Free and Reduced Price
Meal Policy. The SFA shall have unlimited access with or without notice to the FSMC, to all areas used by the
FSMC. The SFA shall conduct performance, accountability, and other reviews as required by State and Federal
regulations and guidelines as well as periodic on-site visits to include: inspection of meals, food preparation, storage
and service areas, and sanitation and safety practices. Principals or district officials will advise Food Service
Management Company prior to use of cafeteria during any serving times. The SFA HACCP Plan shall be reviewed
and monitored by both FSMC and SFA.
6. The FSMC shall abide by all applicable state and federal laws when providing services under this contract.
7. The FSMC shall provide food service in accord with all Federal regulations found in 7 CFR Parts 210, 220, 245 and
3016/3017, guidance, instructions and policy memorandum issued by the United States Department of Agriculture -
Food and Nutrition Service, United States Office of Management and Budget Circulars for federal grants and
policies of the State of Florida, Department of Education.
8. The FSMC will provide fire and theft insurance at its own expense to cover any risk by the fire and/or theft to its
property located on the premises of the SFA. The FSMC further agrees to provide all necessary fire and/or theft
insurance to cover clothes, garments and other articles owned by their employees.
9. The FSMC shall not assign or subcontract in whole or in part its rights or obligations under any contract resulting
from response to this RFP without prior written consent of the School District. Any attempted assignment without
said consent shall be void and of no effect.
10. Commencement and Termination: Contract shall remain in force for one (1) year unless conditions of this agreement
for any reason other than excused performance reasons stated, the party claiming such failure shall give the other
party a written notice of such breach. If, within thirty (30) days from such notice the failure has not been corrected,
the injured party may cancel the agreement by giving thirty (60) days written notice, or, in the case of the district,
effect such other arrangements as the district deems desirable during the continuation of the FSMC’s inability or
failure to perform.
11. School District, in the event that management company is not able to perform under this contract due to events
beyond the reasonable control of the management company; i.e. strike, labor or material shortage, fire, flood, or
other casualty or Acts of God, may, at their option, terminate this contract and assume control of the facilities,
equipment, food, supplies, expenditures, etc., necessary for the continued operation of the district’s food service
12. School district further agrees, that if, upon being advised in writing by the management company that the
management company’s services are not retuning a fair and equitable profit, the school district and the management
company fail to effectuate new financial arrangements within thirty (30) days which rectify this problem, this
agreement may thereupon be terminated by the management company by giving thirty (60) days written notice to the
13. School District may terminate this contract for breach/neglect as determined by school district when considering
such items as failure to maintain and enforce required standards of sanitation, failure to maintain proper insurance
coverage as outlined by contract, failure to provide required information statements, or failure to maintain quality of
service at a level satisfactory to school district. The school district is the responsible authority with recourse to FNS
and FLDOE for the settlement and satisfaction of all contractual and administrative issues arising for the transaction.
Such authority includes, but is not limited to, source, evaluation, protests, disputes, claims, or other matters of a
contractual nature. Matters concerning violations of the law will be referred to the local, State, or Federal authority
that has proper jurisdiction.
14. Upon the termination or expiration of the agreement, the management company shall, as soon thereafter as is
feasible, vacate all parts of the premised occupied by the management company and return the premises to the school
district, together with all the equipment furnished by the school district, pursuant to this contract, in the same
condition as when originally made available to the management company, excepting reasonable wear and tear and
fire and other casualty loss.
15. Fiscal Funding: If the effective dates of any contract which should be signed as a result of this request for proposal
extend beyond the current state or federal fiscal year the contract will be conditional upon the receipt of federal
and/or state funds.
16. In the event of a change in the funding from state/federal sources, the School District reserves the right to cancel the
contract in total or modify the terms and conditions as necessary.
17. The FSMC shall conform with the provisions of the Civil Right Act of 1964 as amended.
18. The FSMC shall comply with Executive Order 11246, entitled "Equal Employment Opportunity" as amended by
labor regulations (41 CFR Part 60).
19. FSMC shall comply with applicable federal, state and local laws and regulations pertaining to wages, hours and
conditions of employment. FSMC shall comply with provisions of the Fair Labor Standards Act; provisions of the
Occupational Safety and Health Act and the standards and regulations issued thereafter.
20. In connection with FSMC's performance of work under this contract, FSMC agrees not to discriminate against any
employee(s) or applicant(s) for employment because of age, race, religion, color, sex, national origin, or handicap.
The FSMC shall retain present School District employees without a reduction in salary, hours worked, or benefits.
21. The FSMC agrees to retain all books, records and other documents relative to this agreement for three (3) years after
final payment. The District, its authorized agents and/or state/federal representatives shall have full access to and the
right to examine any of said materials during said period. If an investigation or audit is in progress, records shall be
maintained until stated matter is closed.
22. The FSMC shall comply with all applicable standards, order or requirements issued under Section 306 of the Clean
Air Act (42 USC 1857 [h]), Section 508 of the Clean Water Act (33 USC 1368), Executive Order 117389 and
Environmental Protection Agency regulations (40 CFR Part 15), which prohibit the use under non-exempt federal
contracts, grants, or loans to facilities included on the EPA list of violating facilities.
23. By entering a response to this RFP, the FSMC certifies that this proposal is made without prior understanding,
agreement or connection with any corporation, fixed or person submitting a proposal for the same materials,
supplies, equipment or services, and is in all respects fair and without collusion or fraud. The FSMC certifies that
they understand that collusive bidding is a violation of federal law and can result in fines, prison sentences and civil
24. Prohibition against conflicts of interest, gratuities and kickbacks: Any employee or any official of the School
District, elective or appointive, who shall take, receive or offer to take or receive, either directly or indirectly,
any rebate, percentage of contract, money or other things of value as an inducement or intended inducement,
in the procurement of business, or the giving of business, for, or to, or from, any person, partnership, fixed or
corporation, offering, bidding for, or in open market seeking to make sales to the School District shall be
deemed guilty of a felony and upon conviction, such person or persons shall be subject to punishment or a
fine in accord with state and/or federal laws.
25. The FSMC shall comply with the provisions of the Occupational Safety and Health Act and the most current
standards and regulations issued hereunder including the Florida blood-borne pathogen standard.
26. The FSMC shall comply with the provisions of the Consumer Product Safety Act.
27. No oral interpretations of the proposal requirements shall be binding on the SFA. All changes in the proposal
requirements shall be in writing and shall be issued in the form of an addendum to the RFP no less than ten
calendar days prior to proposal opening.
28. The SFA may request in writing the removal of an employee of the FSMC who conducts himself/herself in a manner
which is detrimental to the physical, mental or moral well being of students in the opinion of SFA officials. The
food service FSMC shall immediately restructure staff in order to avoid a disruption of service. The School District
shall not be liable for the personnel actions of the FSMC.
29. The FSMC shall obtain and post all licenses, permits and other documents required by Local/State or Federal Law.
30. All insurance required under a contract as a result of response to this RFP shall provide for notice of cancellation
direct to the SFA sixty (60) days before such cancellation occurs. The successful FSMC shall provide the SFA
copies of all applicable insurance policies prior to signing of the contract.
31. FSMC shall have in effect during all times under this agreement, liability insurance coverage with the minimum
coverage of $1,000,000 per incident/per person.
32. FSMC agrees to name as additional insured the SFA on any policies and to furnish the SFA with proof of insurance
before work commences under the terms of the this contract.
33. Neither the FSMC nor the SFA shall be responsible for any losses resulting if the fulfillment of the terms of the
contract shall be delayed or prevented by wars, acts of public enemies, strikes, fires, floods, or acts of God.
34. The School District reserves the right to accept and/or reject any and all proposals/bids in the best interest of the
35. Final acceptance of any contract as a result of response to this RFP shall be subject to approval by the State
Department of Education.
36. The School District Free and Reduced Price Meal Policy and the application and agreement for federal funds as
approved by the State Department of Education shall be made a part of the contract.
37. The School District Agreement related to receipt of United States Department of Agriculture donated foods as
approved by the State Department of Education, shall be made a part of the contract.
38. The FSMC shall not use School District facilities for preparation of food to be served at any function other than a
school district approved program.
39. The SFA may request the FSMC to provide additional food service; however, the SFA reserves the right, at its sole
discretion, to sell or dispense any food or beverage before or after the SFA's regularly scheduled lunch or breakfast
periods, unless the SFA presently has a program in place. The SFA shall not expand their program and shall inform
the management company of the procedures in writing prior to bid opening.
40. The FSMC shall have available on the School District premises all supporting documentation (including daily food
usage reports, participation reports, USDA commodity usage, etc.) for monthly summary reports submitted to the
SFA. In the event of termination of the contractual agreement prior to the expiration of the records retention period
specified in this RFP, copies of the supporting documentation shall be provided to the SFA.
41. The FSMC shall have exclusive right to provide food services (National School Lunch, School Breakfast, and Food
Distribution Programs) for only the School District's schools as stipulated in this RFP.
42. The preparation of the annual Free/Reduced Price Meal Policy shall be the responsibility of the School District and
is not open for review by FSMC.
43. The preparation of the annual application for federal/state funds and the agreement for operation of the National
School Lunch, Breakfast, and Food Distribution Program, shall be the responsibility of the School District.
44. The Approval of Free/Reduced Price Meal Applications shall be the responsibility of the School District.
45. The preparation of food, by FSMC, off the premises of the School District for service to students in the School
District shall be prohibited without prior approval in writing by the District.
46. The FSMC shall not receive a management fee for any meals which are spoiled or unwholesome, or dropped by
students. Meals dropped by the students shall be replaced at no cost to the students.
47. All invoices for services shall be paid ten days after the receipt of correct invoice. The invoices shall be presented
by the third working day and shall cover all services for the previous calendar month.
48. The FSMC shall pay employees for time spent in required in-service and/or monthly meetings when held. A
minimum of ten hours must be provided and documented for all SFA employees on a yearly basis.
49. FSMC management staff, (all personnel above the level of cafeteria manager) whose salaries and benefits are passed
on to the SFA, shall not be assigned to survey teams or taken off site for other FSMC functions without first seeking
permission from the SFA and deduction the corresponding amount of salary from SFA expenses.
50. FSMC shall clearly define all staff assigned to operate on SFA properties, and provide a FSMC personnel list. This
list must be updated when staff changes and transfers occur. FSMC must notify SFA in advance of staff changes,
except in the case of an emergency situation.
C. Costs to be incurred by the School District are as follows:
1. Salaries of food service personnel.
2. Fringe benefits.
3. Electricity, gas and water.
4. All expendable equipment, $999.99 or less
5. Replacement of nonexpendable equipment, $1,000.00 or more
6. Repair and maintenance of all physical facilities.
7. Removal of all trash and garbage from the school site.
8. All cleaning supplies for use in the dining area.
9. Basic food service local phone.
10. Cleaning and sanitation of floors located in the dining area.
11. Courier service for mail distribution.
12. Sales tax on adult meals and a la carte (special sales) receipts deposited in the SFA accounts.
13. Fire Insurance for SFA owned equipment and facilities.
D. MENU SYSTEM FOR REIMBURSABLE SCHOOL BREAKFAST. The Santa Rosa County School District is
currently using nutrient based menu planning. Proposal may be either food based or nutrient based menu planning in
accordance with USDA regulations for breakfast, lunch and after school snacks.
1. Menus planned and served must be planned to meet student preferences as determined by student surveys and/or
advisory board. Documentation must be available to indicate student preferences and complaints about program
2. The quantities of food served shall be in accord with the Federal meal pattern requirements and the recommendations
for the specific age groups as found in 7 CFR Part 210 and 220.
3. Detailed product identifications and the most recent USDA Food Buying Guide and shall be the basis for
determining the quality and adequacy of yield for all food items.
4. All breaded meat/meat alternate products served shall meet meal requirements as served and have a CN Label in
order to protect the School District against audits or over-claims.
5. Written product identifications for all food purchased without CN Label to insure quantity and quality.
6. The FSMC shall supply special diets to any students as required by FNS Instructions covering meal service to
handicapped and special diet students. The FSMC shall make substitutions in the food components of the meal
pattern for handicapped students whose handicap restricts their diet and those non-handicapped students who are
unable to consume regular lunch because of medical or other special dietary needs. Substitutions shall be made on a
case-by-case basis only when supported by a statement of the need for substitutes that includes recommended
alternate foods, unless otherwise exempted by the Food and Nutrition Service, United States Department of
Agriculture. Such statement shall in the case of a handicapped student, be signed by a medical doctor. A record of
special diets planned and served daily shall be maintained as required.
7. Such statement shall in the case of a non-handicapped student, be signed by a recognized medical authority. A
record of special diets planned and served daily shall be maintained as required.
8. Should reimbursement for a meal be denied, or a claim for loss of USDA donated foods be established against the
School Food Authority, as a result of an audit, review or for any other reason, the amount of the denied
reimbursement (food loss, over claim or questioned cost) shall be subtracted from the funds due the FSMC, if the
denial or loss is determined by the SFA to be due to the fault of the FSMC. In the event the reimbursement is denied
after the termination of the contract, the FSMC shall refund the amount of the denied reimbursement to the School
9. FSMC will not be responsible for an over claim due to the principal's or approving official's incorrect classification
of a free and reduced price meal application.
10. Each planned menu for all programs operated shall be planned and demonstrated by written nutritional analyses to
implement the most recent USDA Dietary Guidelines for Americans.
11. The school district should describe in written detail all arrangements related to a la carte or any extra food sales. The
SFA will determine the items to be sold and the pricing of such items during the school day, if any, as special sales
prior to the beginning of the contract. A written list of items will be provided by the SFA. The FSMC must define
in a written explanation how meal equivalents will be determined on a daily basis to ensure that only program special
sales are used. The meal equivalents will be determined based on the following chart:
II. Meal Equivalents and Management Fee Divide by:
(A) Total Reimbursable Student Lunches 1
(B) Total Paid Adult Lunches 1
(C) Total Reimbursable Student Breakfast 2
(D) Total Adult Paid Breakfasts 2
(E) A La Carte Sales to Students $2.50
(F) A La Carte Sales to Adults $2.50
(G) Total Equivalents
II. Total: $0.00 $0.00
12. A la carte Sales divided by $2.50 = 1 Meal Equivalent. The meal equivalent factor for ala-carte will equal
the current adult lunch price.
13. Should the school district require food service for special functions (see definition) such as banquets, etc. a fixed
price per meal shall be negotiated and confirmed in writing with the district official requesting the service. No food,
labor, supplies and/or USDA donated commodities appropriated for the daily food service program will be
used for these functions. School Food Service employees may only be used if time is prorated to the appropriate
14. The planned 21day menu cycle provided by the SFA (ATTACHMENT 3) shall be served for the first 21 days of the
contract without change. Any and all changes after the first 21 days shall be subject to approval in writing from the
School District. Any and all alternate menus or menu items must be approved in writing two weeks prior to serving.
The FSMC must plan and provide written documentation to SFA for review that all menus are reimbursable,
including all promotional specialty menus planned. Nutritional analyses to document that all program meals were
planned and served to meet the most recent USDA Dietary Guidelines for Americans. FSMCs must document that
individual school’s advisory councils recommendations are used in menu planning.
E. The FSMC may petition for an increase in the per meal fee annually at the time of contract renewal. The amount of
increase granted shall not exceed the U.S. Department of Labor, Bureau of Labor Statistics, Consumer Price Index (CPI)
for All Urban Consumers for the South Region for food away from home in December of the prior calendar year.
F. Any and all contract revisions after signing shall be provided in writing to the SA by the SFA. Any additions or
changes to the agreement that change or negate the mandatory portions of the contract as written will
automatically invalidate the agreement. The SFA will assign Judson C Crane to monitor compliance of the food
G. Responsibilities that must be retained by the SFA. The following are responsibilities that shall not be delegated when a
SFA enters into a contract with a FSMC:
1. Signature authority on the application/agreement to participate in the NSLP, SBP and SMP including the
SFA's free and reduced price policy statement;
2. Signature authority on the monthly Claim for Reimbursement;
3. Development, distribution, and collection of the parent letter and application for free and reduced price
meals and free milk;
4. Determination of eligibility for free and reduced price meals and free milk and the conduct of any hearings
related to such determinations;
5. Verification of applications for free and reduced price meals;
6. Control of the school food service account and overall financial responsibility for the School Nutrition
7. Establishment of all program and non-program meal and a la carte prices;
8. Title to United States Department of Agriculture (USDA) donated foods;
9. Development of the 21-day cycle menu for the FSMC (RFP) proposal as well as changes to the 21-day
cycle menu after the first 21 days of meal service.
10. Monitoring responsibilities under program regulations;
11. Establishment and maintenance of an advisory board composed of parents, teachers and students to assist in
12. Maintenance of applicable health certifications and assurance that all State and local regulations are being
met by a FSMC preparing or serving meals at a school food authority facility;
13. Assurance that the maximum amount of USDA donated foods are received and utilized by the FSMC and
accrue only to the benefit of the SFA's nonprofit school food service account;
14. Control of the quality, extent and general nature of its food service;
15. Responsibility for all contractual agreements entered into in connection with the School Nutrition Programs;
16. Responsibility for ensuring resolution of program review and audit findings.
17. Final review and oversight of the required edit check procedure. FSMC shall provide preliminary edit
check documentation, which must be reviewed by SFA for compliance.
18. Final review and signature authority over the verification process.
19. SFA must conduct detailed on-site reviews of each site listed on Schedule A and this must be completed by
the first day of February each school year. This process may not be delegated to FSMC staff. Outside
consultants may be used so long as final review is by SFA staff.
H. Any silence, absence or omission from the contract specifications concerning any point shall be regarded as meaning that
only the best commercial practices are to prevail, and that only materials (food, supplies, etc.) and workmanship of a
quality that would normally be specified by the SFA are to be used. This provision should be contained in the RFP and
I. Revenue can be used only for the SFA's nonprofit school food service program and cannot accrue to the FSMC. All
revenue and any expenses which are charged to an SFA must flow through the SFA's chart of accounts. FSMC expenses
which are not billed to the SFA cannot be recorded as expenses to the food service account. Control over the school food
service account must be retained by the SFA. (7 CFR 210.16)
J. SUBMISSIONS - - The original and five (5) copies of each proposal must be received at the Santa Rosa County School
Board Purchasing, Department 6544 Firehouse Road, Milton, FL 32570, prior to 3:00 PM, Friday February 2, 2007.
Proposals to be submitted in three ring binders with tabs corresponding to the paragraph numbering system below.
Additionally, a CD will be provided with the entire submission included in PDF format.
1. Proposal Form as provided.
2. Per Meal Fee(s) (to include Meal Equivalent Description)
3. Company Information - It is the purpose of the Request for Proposals to obtain as complete data as possible from
each interested FSMA to enable the SRCSB to determine which interested company is best able to meet the criteria
of the Board which are to be considered in the award of this contract. Each interested company shall furnish as part
of this proposal a complete general description of experience in the field of school food service management.
Included shall be the following:
a. Name and address of the company.
b. The duration and extent of experience in providing management services for public school food service
c. A list of 10 locations where school food service programs of similar scope and size are presently managed. Give
name and address, length of service, number of students enrolled and average daily participation and name and
telephone number of a contact person for each program.
d. A list of school districts where services have been discontinued or terminated for any reason within the past two
years and the reason why. Include contact person and telephone number.
e. A complete certified balance sheet or annual report of your last five consecutive years of operation. Certification
of this report by a certified public accountant is required.
f. A company organization chart and a plan for the administrative management, supervision and staffing proposed
under the specifications of this contract.
3. On-Site Staff Experience. The profile of all FSMC's on-site personnel and corporate level staff to be assigned to this
account shall be included in the response. The specific responsibilities or duties of each individual shall be outlined
in the response. Experience in (National School Lunch/Breakfast Programs) is mandatory. Using attachment
12a, provide experience qualifications for the following:
4. The FSMC shall provide a written staffing schedule by school for the SFA review. Staffing shall be mutually agreed
upon by SFA and FSMC.
5. Twenty-one day menus (as provided by SFA) for All Programs Operated by District. A cycle menu planned by
FSMC, to include reimbursement for specialty and promotional serving lines as well, for the period following the
first 21 days. The FSMC shall include detailed product identifications and nutritional analyses with response to this
RFP, a 21-day menu cycle with portion sizes indicated which conforms to the menu system description outlined in
this RFP. A 21-day cycle menu developed by district officials (SFA) is included as part of the RFP.
6. The FSMC shall include with the response to the RFP detailed product identifications with nutrient analysis data of
all food items necessary to prepare the menu cycles. The product identifications shall be in sufficient detail for the
SFA to determine the quality and portion size (if applicable) and nutritient value of all food to be purchased under
the contract. Nutritional analyses of each cycle menu will be included for all programs operated.
7. Twenty-one day Nutrition Analyses for All Programs Operated by District (using 21-day menus provided by district)
Nutrition analyses must also be provided for all program meals planned and served by FSMC during approved
8. Specific Marketing Strategies and Plans - The FSMC shall describe a SFA marketing plan to be implemented and
evaluated to increase the student, parent, and community understanding of the benefits of healthy eating habits and
the contribution the school nutrition programs make to the nutrient needs of children. At a minimum, include in your
response the answers to the following questions:
How will this plan be evaluated?
How will this plan benefit the nutritional needs of the students?
9. The FSMC shall provide for SFA approval a full explanation how meal equivalents will be determined from daily
revenue and participation. Special functions, such as banquets, students'/teachers' breakfasts and luncheons, etc., will
be considered separately in a negotiated Fixed price between FSMC and SFA and will not be used in computing
meal equivalents (See definition for meal equivalents). Documentation must substantiate details of all special
functions provided by FSMC.
10. Training Plans (to include first year transition schedule) - The FSMC shall include a detailed training plan that
explains how often training sessions will be conducted during school year and for whom (managers, operators,
cashiers, etc.), and what program areas the training will cover and how evaluations will be used. A detailed
transition plan will be provided for the FSMC's first year. A minimum of ten hours training must be provided and
documented for all school food service employees on a yearly basis.
11. List of Adequate Supplies of Expendable and Nonexpendable Equipment - The FSMC shall include with the
response to this RFP a written list by school of what the FSMC considers adequate supplies of expendable and
12. Sample Web Site Information
13. Sworn Statement on Public Entity Crimes, Attachment 12b.
14. Certificate Regarding Debarment Attachment 12c - The FSMC shall sign a Debarment/Suspension Certification.
This certification assures the school food authority that the FSMC has not been debarred from entering into contracts
with the Federal government or any entity receiving Federal funds or suspended from entering contracts during a
time when the vendor which is being investigated for a legal action is being taken to debar the vendor from
contracting activities. The certification must be attached to the signed contract and kept on file at the office of the
school food authority. (A copy of the certification must also be forwarded to the state agency with a copy of the
signed contract. 7 CFR 3017.)
15. Drug-Free Workplace Policy, Attachment 12d
16. Non-Collusion Affidavit, Attachment 12e
17. Certification Regarding Lobbying, Attachment 12f
18. Certificate of Independent Price Determination, Attachment 12g
19. Unallowable SRA-FSMC Contract Document Provisions, Attachment 12h
20. Other such information as the interested FSMC deems pertinent.
K. The criteria for evaluation of proposals shall be as follows:
1. Total Fee Per Meal Charge: Lowest total per meal charge offered by any FSMC divided by the per meal charge
offered by this FSMC. The result of the division shall be multiplied by fifty (50) to obtain the maximum points to be
awarded this potential FSMC. Maximum twenty five (25) points.
2. Menus/product identifications/nutrition analyses as submitted in response to the menu system. Maximum twenty
3. New marketing strategies/training plans to be implemented. Maximum twenty (20) points.
4. Experience of On-Site Management Company Staff. FSMC's top local manager must have a minimum of three years
experience with the National School Lunch/Breakfast Program to be accepted. One point will be earned for every
year of experience over the three year minimum. The food service related experience of other FSMC management
staff will also be considered. (Resumes will be reviewed by the SFA and then interviewed to determine selection of
on-site management personnel.) However, only the experience within the last ten years will be considered.
Maximum twenty (20) points.
5. Management Company experience. Only companies with a minimum of five years experience with the National
School Lunch/Breakfast Programs will be accepted. One point will be earned for every year of experience over the
five year minimum. However, only the experience within the last ten years will be considered. Maximum fifteen
L. Attachments – The following documents will be available at the Pre- Proposal Conference:
1. Map of district with list of schools.
2. Master Union Contract
3. Sample 21 Day Cycle Menu.
4. Reimbursement Forms for prior school year and current school year to date.
5. School enrollment.
6. Number of students eligible for free and reduced meals.
7. Food Service current budget.
8. Prior year financial statement.
9. Prices for school meals.
10. School Calendar.
11. Cost Responsibility Detail Sheet
12. Contract Agreement Authorization
13. Monthly Billing – Fixed Fee Consolidated Invoice
14. Index of Regulation Citations Applicable to FSMC Contracts
15. Required Forms to be returned with proposal
a. Reference Checklist
b. Sworn Statement on Public Entity Crimes
c. USDA Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
d. USDA Certification Regarding Drug-Free Workplace
e. Non-Collusion Affidavit
f. Certification Regarding Lobbying
g. Certificate of Independent Price Determination
h. Unallowable SRA-FSMC Contract Document Provisions
16. Questions and Answers – to be issued within 10 days after the mandatory Pre-Proposal Conference
M. TIME TABLE OF EVENTS
January 8, 2007 Pre-Proposal Conference. A maximum of three representatives from an interested company
January 8 -12, 2007 Scheduled visits to SRCSB by interested companies to observe the Food Service Program.
February 2, 2007 Proposals Due
February 5, 2007 Proposals Opened
February 5 - 16, 2007 Review of proposals.
February 20, 2007 Presentation by final candidates.
March 2007 Site visits by SRCSB's evaluation committee (optional)
March 15, 2007 Recommendation by Committee.
March 22, 2007 Board Action. An agreement shall be negotiated between SRCSB and FSMC, if any, upon
award of contract.
July 1, 2007 Resident management begins
All proposals must be filed in the Purchasing Director’s office of the Santa Rosa County School Board, located at 6544 Firehouse Road, Milton Florida
prior to 3:00 PM February 2, 2007 and clearly marked "07-01 Food Service Management Operations". The sealed proposals will be publicly opened in the
Purchasing Director's office at 8:00 AM, February 5, 2007 to be acknowledged and referred to the Purchasing Director for tabulation. The notice of
intended decision will be posted by 4:00 P.M. March 15 , 2007. The contract award will be at the School Board meeting of March 22, 2007 or at a later
date if additional study is required. Bidders and interested parties are invited and encouraged to attend both the opening and the award.
Note: To receive a copy of the notice of intended decision, send a stamped, self addressed envelope with this bid. The notice of intended
decision will be posted in the purchasing office by 4:00 P.M. on March 22, 2007 and on the Internet at
Santa Rosa County School Board
RFP 07-01 Food Service Management Operations
*** Proposal Form ***
City, State & Zip Code
Toll Free Phone:
Internet Web Site (URL):
By: (Signature And Print Name)
** PROPOSAL MUST BE SUBMITTED ON THIS FORM TO BE CONSIDERED **