Food Service Management

Sierra Vista Unified School District, hereby referred to as the School Food Authority (SFA), seeks to contract with a Food Service Management Company (FSMC) to operate the following food services: National School Lunch Program (NSLP), School Breakfast Program (SBP), Seamless Summer Option (SSO).

Background

This Request for Proposal (RFP) is intended to provide a basis for the selection of an FSMC.  The selected FSMC will be responsible for: (1) the management of the food services staff, including training and development, quality and control; (2) extensive operational and technical support; and (3) financial management of the program.  In submitting a proposal, the FSMC agrees that it will perform the work described in the RFP in full compliance with all applicable laws, rules, and regulations adopted or promulgated by any Federal or State regulatory body or governmental agency.  By reading and accepting this pre-qualification outline, the interested FSMC acknowledges that the SFA has no obligation to contract, unless, in its sole opinion, it is in its best interest to do so.

The SFA employs 560 persons and provides food service to approximately 3562 children at 7 sites, including 7 schools.

The food service prepares approximately 450,000 meals annually.  Detailed SFA information is on Exhibit F.

Project Details

• Reference ID: 2025-RFP-002
• Department: Business Office
• Department Head: Laurel McEwan (Business Manager)

Important Dates

• Questions Due: 2026-06-02T00:00:00.000Z
• Answers Posted By: 2026-06-04T00:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• A. Evaluate Attachment 7.3, Labor Costs. (125 pts) —
  • Subjectively evaluate if the Labor costs the FSMC is proposing are within SFA guidelines and are in the best interest of the SFA.
  • Subjectively evaluate if the costs are within the SFA’s budget expectations if all are SFA employees.
  • Subjectively evaluate how the FSMC used the information on Exhibit A of the RFP.

  Non-Response	=	0 Points
  Poor Response	=	1 - 24 Points
  Fair Response	=	25 - 49 Points
  Good Response	=	50 - 74 Points
  Very Good Response	=	75 - 99 Points
  Exceptional Response	=	100 - 125

• B. Evaluate Attachment 7.4, Financial Projected Worksheet. (100 pts) —

  Subjectively evaluate how reasonable the FSMC’s projected costs and revenues are for the SFA.

  Non-Response	=	0 Points
  Poor Response	=	1 - 19 Points
  Fair Response	=	20 - 39 Points
  Good Response	=	40 - 59 Points
  Very Good Response	=	60 - 79 Points
  Exceptional Response	=	80 - 100

• C. Evaluate Attachment 7.5, Schedule of Terms for the FSMC Guarantee. (125 pts) —
  • Subjectively evaluate how reasonable the FSMC’s Guarantee return conditions will be for the SFA’s upcoming school year.
  • Subjectively evaluate how reasonable the FSMC’s Guarantee amount will be for the SFA.
  • Subjectively evaluate how reasonable the FSMC’s Guarantee return conditions will be for years 2-5.

  Non-Response	=	0 Points
  Poor Response	=	1 - 24 Points
  Fair Response	=	25 - 49 Points
  Good Response	=	50 - 74 Points
  Very Good Response	=	75 - 99 Points
  Exceptional Response	=	100 - 125

• D. Evaluate Food Purchase Specifications and Buy American Provision (The information is from the Scope of Work Sections of the RFP and Attachment 7.2, Offeror’s Approach and Implementation Plan) (150 pts) —
  • Subjectively evaluate the FSMC’s plan on how they will purchase quality products at the lowest price possible, consistent with maintaining quality standards and service, keeping costs low and quality high.
  • Subjectively evaluate how the FSMC’s purchasing standards and specifications will bring about the best quality and price for the SFA’s food service program. Specifications shall cover items such as grade, purchase units, style, condition, weight, ingredients, formulations, and delivery time.
  • Subjectively evaluate how the FSMC will properly credit, on the monthly invoices, the value of USDA Foods/DoD Fresh received each month.  Does the sample invoice meet the USDA requirements as stated in the Special Terms and Conditions?
  • Subjectively evaluate the FSMC’s plan to purchase, to the maximum extent practicable, domestic products that meet the requirements of the Buy American Provision.

  Non-Response	=	0 Points
  Poor Response	=	1 - 29 Points
  Fair Response	=	30 - 59 Points
  Good Response	=	60 - 89 Points
  Very Good Response	=	90 - 119 Points
  Exceptional Response	=	120 - 150

• E. Evaluate Menu Planning and Program (Scope of Work Sections of the RFP, Attachment 7.2, Offeror’s Approach and Implementation Plan, and Attachment 7.6, 21-Day Cycle Menus) (300 pts) —
  • Subjectively evaluate the 21-day cycle menus submitted for each program listed on Attachment 7.6.
  • Subjectively evaluate how the FSMC will provide reimbursable meals that meet the nutrition standards and meal pattern requirements.
  • Subjectively evaluate how the FSMC will accommodate special requests and meet the needs of the SFA.
  • Subjectively evaluate the FSMC’s philosophy regarding promotion (increasing awareness and participation) of the school food service program. 
  • Subjectively evaluate how the FSMC will ensure compliance with a food safety management system that complies with HACCP (Hazard Analysis and Critical Control Point) principles.

  Non-Response	=	0 Points
  Poor Response	=	1 - 59 Points
  Fair Response	=	60 - 119 Points
  Good Response	=	120 - 179 Points
  Very Good Response	=	180 - 239 Points
  Exceptional Response	=	240 - 300 Points

• F. Accounting Systems and Records and Cost Controls and Fees (The information is from the Scope of Work Section of the RFP and Attachment 7.7) (200 pts) —
  • Subjectively evaluate the information in Attachment 7.7, Internal Accounting Process, and determine if the FSMC’s accounting system and records meet the SFA’s needs.
  • Subjectively evaluate the FSMC’s procedures to ensure that accurate meal records are kept.
  • Subjectively evaluate the FSMC’s procedures to ensure that accurate pupil participation records will be maintained.
  • Subjectively evaluate the FSMC’s plan for controlling costs.
  • Subjectively evaluate the sample invoice.

  Non-Response	=	0 Points
  Poor Response	=	1 - 39 Points
  Fair Response	=	40 - 79 Points
  Good Response	=	80 - 119 Points
  Very Good Response	=	120 - 159 Points
  Exceptional Response	=	160 - 200 Points

• A. Evaluate Attachment 7.9, Offeror’s Food Services Program List/Qualifications. (150 pts) —
  • Subjectively evaluate the list of SFAs the FSMC is serving and if the schools are comparable to your SFA.
  • Subjectively evaluate the FSMC’s experience as food service operators in Arizona and nationally.
  • Subjectively evaluate the FSMC’s specific strategies for increasing both student and adult participation, while at the same time providing high quality, nutritional food.

  Non-Response	=	0 Points
  Poor Response	=	1 - 29 Points
  Fair Response	=	30 - 59 Points
  Good Response	=	60 - 89 Points
  Very Good Response	=	90 - 119 Points
  Exceptional Response	=	120 - 150 Points

• B. Evaluate Attachment 7.10, Offeror’s References. The Procurement Officer must contact the references prior to the evaluation committee meeting and present this information to the committee (100 pts) —
  • Subjectively evaluate the FSMC’s references and responses to your questions.
  • Subjectively evaluate how the FSMC will work with your SFA.

  Non-Response	=	0 Points
  Poor Response	=	1 - 19 Points
  Fair Response	=	20 - 39 Points
  Good Response	=	40 - 59 Points
  Very Good Response	=	60 - 79 Points
  Exceptional Response	=	80 - 100 Points

• C. Evaluate Attachment 7.11, Offeror’s Discontinued or Terminated Services. (150 pts) —
  • The Procurement Officer must contact the SFAs listed prior to the evaluation committee meeting and present this information to the committee.
  • Subjectively evaluate the reasons for the SFAs to discontinue or terminate the FSMC’s services.

  Non-Response	=	0 Points
  Poor Response	=	1 - 29 Points
  Fair Response	=	30 - 59 Points
  Good Response	=	60 - 89 Points
  Very Good Response	=	90 - 119 Points
  Exceptional Response	=	120 - 150 Points

• D. Evaluate Attachment 7.12, Offeror’s Organization Chart. (50 pts) —
  • Subjectively evaluate how the FSMC’s Organization will work with your SFA.
  • Subjectively evaluate the FSMC’s plan for the administrative, management, and supervision proposed under the specifications of the contract.

  Non-Response	=	0 Points
  Poor Response	=	1 - 9 Points
  Fair Response	=	10 - 19 Points
  Good Response	=	20 - 29 Points
  Very Good Response	=	30 - 39 Points
  Exceptional Response	=	40 - 50 Points

• E. Evaluate Attachment 7.13, Offeror’s Personnel Information. (250 pts) —
  • Subjectively evaluate the FSMC’s experience as managers and consultants of food service operations.
  • Subjectively evaluate the resumes of the proposed personnel and how their skills will work for your SFA.

  Non-Response	=	0 Points
  Poor Response	=	1 - 49 Points
  Fair Response	=	50 - 99 Points
  Good Response	=	100 - 149 Points
  Very Good Response	=	150 - 199 Points
  Exceptional Response	=	200 - 250 Points

• F. Evaluate Attachment 7.15, Offeror’s Staffing Schedule. (200 pts) —
  • Subjectively evaluate how the FSMC’s staffing schedule will work for your SFA.
  • Subjectively evaluate the FSMC’s plan in relation to the employment of the existing food service staff.
  • Subjectively evaluate how the FSMC will ensure that the level of service meets the needs of each school.
  • Subjectively evaluate the FSMC’s policy for the removal or suspension of an employee, and the procedures to immediately restructure its staff without disruption in service to the SFA.

  Non-Response	=	0 Points
  Poor Response	=	1 - 39 Points
  Fair Response	=	40 - 79 Points
  Good Response	=	80 - 119 Points
  Very Good Response	=	120 - 159 Points
  Exceptional Response	=	160 - 200 Points

• G. Evaluate Attachment 7.16, Offeror’s Training Program. Subjectively evaluate. (150 pts) —
  • Subjectively evaluate the FSMC’s training program for the employees, directors, and managers.
  • Subjectively evaluate how the training program will train its employees to abide by all the policies, rules, and regulations with respect to its use of the SFA’s premises.
  • Subjectively evaluate how the FSMC will improve employee morale and reduce turnover.
  • Subjectively evaluate how the FSMC’s training program will help the SFA meet the established professional standards requirements.

  Non-Response	=	0 Points
  Poor Response	=	1 - 29 Points
  Fair Response	=	30 - 59 Points
  Good Response	=	60 - 89 Points
  Very Good Response	=	90 - 119 Points
  Exceptional Response	=	120 - 150 Points

• A. BREAKFAST (351 pts) —

  Evaluate objectively the FSMC’s fixed prices per meal on attachment 7.1 using the mathematical formula below.

   

  Formula that must be used when evaluating the Fixed-Price meal prices:      X divided by Y times Z [(X/Y) x Z]

   

  X =  Lowest price per meal out of all offers
  Y  =  Price per meal of offer being evaluated
  Z  =  Number of points available  

   

  A. BREAKFAST (Delete if not part of the Scope of Work and add points to Lunch (Z))

  • Document the lowest breakfast price per meal out of all respondents                                                   $________ (X)
  • Document the FSMC’s proposed breakfast price per meal                                                                         $________ (Y)
  • Document the mathematical formula used to score breakfast price per meal

   

  (X) __________ / (Y) __________ x (Z) 350 = Total Breakfast Points __________

• B. LUNCH (650 pts) —

  Evaluate objectively the FSMC’s fixed prices per meal on attachment 7.1 using the mathematical formula below.

   

  Formula that must be used when evaluating the Fixed-Price meal prices:      X divided by Y times Z [(X/Y) x Z]

   

  X =  Lowest price per meal out of all offers
  Y  =  Price per meal of offer being evaluated
  Z  =  Number of points available

   

  B. LUNCH

  • Document the lowest lunch price per meal out of all respondents                                                          $________ (X)
  • Document the FSMC’s proposed lunch price per meal                                                                                $________ (Y)
  • Document the mathematical formula used to score lunch price per meal

   

  (X) __________ / (Y) __________ x (Z) 650 = Total Lunch Points __________

• Method of Approach and Implementation Plan Section (Weight 35%) (350 pts) —

  **Document the total points given to the FSMC’s Method of Approach and Implementation Plan Section from A - F on the previous pages in the table below:

   

  Letter	Name Evaluated	Points Allowed	Points Scored
  A	Attachment 7.3, Labor Costs	125
  B	Attachment 7.4, FSMC Financial Projected Worksheet	100
  C	Attachment 7.5, Schedule of Terms for the FSMC Guarantee	125
  D	Food Purchase Specifications and Buy American Provision	150
  E	Menu Planning and Program	300
  F	Accounting Systems and Records and Cost Controls and Fees	200
  Total Points		1,000

   

  Final Weighted Score for Method of Approach and Implementation Plan section:

  Total Points____________ x 35% = ____________** (Maximum 350 points)

   

  **Transfer score to Final Scoring Sheet-Method of Approach and Implementation Plan

• II. Experience, Expertise, and Reliability Section (Weight 28%) (350 pts) —

  **Document the total points given to the FSMC’s Experience, Expertise, and Reliability Section from A – G on the previous pages in the table below:

   

  Letter	Name Evaluated	Points Allowed	Points Scored
  A	Attachment 7.9, Offeror’s Food Services Program List/Qualifications	150
  B	Attachment 7.10, Offeror’s References	100
  C	Attachment 7.11, Offeror’s Discontinued or Terminated Services	100
  D	Attachment 7.12, Offeror’s Organization Chart	50
  E	Attachment 7.13, Offeror’s Personnel Information	250
  F	Attachment 7.15, Offeror’s Staffing Schedule	200
  G	Attachment 7.16, Offeror’s Training Program	150
  Total Points		1,000

   

  Final Weighted Score for Experience, Expertise, and Reliability section:

  Total Points___________ x 28% = ____________** (Maximum 280 points)

   

  **Transfer score to Final Scoring Sheet- Experience, Expertise, and Reliability

• III. Pricing Section (Weight 37%) (350 pts) —

  **Document the total points from the above Pricing Section for A-D in the table below:

   

  Letter	Name Evaluated	Points Allowed	Points Scored
  A	Breakfast Price Per Meal	350
  B	Lunch Price Per Meal	650
  Total Points		1,000

   

  Final Weighted Score for Pricing section: Total Points____________ x 37% = ___________** (Maximum 370 points)

Submission Requirements

• COVID-19 Policy —

  This section covers adherence to social distancing and COVID-19 Procedures.

• Adherence to Social Distancing Procedure and COVID-19 Procedure (required) —

  By clicking yes, you agree to comply with School Social Distancing Procedures and follow the CDC guidelines https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html. Include a copy of your company's protocol as related to COVID-19.

  As COVID-19 impacts our schools, and contractors (subs included) engineers, and architects accessing our sites must be able to control and minimize the risk for students, staff, and visitors. Has your company implemented a response plan for anyone working on our sites and are they following the CDC guidelines related to COVID-19.

  Are you practicing social distancing, conducting group meetings using SKYPE or other video conference methods? Are you using disinfectant wipes and employing enhanced cleaning procedures at your work sites including Social distancing during lunch breaks and cleaning lunch and break areas after each use by removing their trash daily?

  Are you asking anyone who is sick to stay home and away from the work site, are you requiring employees to wear PPE (Hardhat, Safety Glasses, Gloves, High Visible Vest)? Are you cleaning tools and other equipment with disinfectant wipes that claim "kills greater than 99% of bacteria"

   

• COVID-19 Company Policy (required) —

  Please upload your companies COVID-19 Policy here

• Acknowledgement and Acceptance of Terms and Conditions of the Solicitation
• Acknowledgement and Acceptance of Terms and Conditions of the Solicitation (required) —

  Explanatory Note: The purpose of this question is to confirm the Bidder’s or Offeror’s acknowledgement and acceptance of the terms and conditions of the Solicitation, subject to any exceptions or modifications to terms or conditions that are expressly requested or that have been requested and approved prior to submission of the Offer. All exceptions or modifications to the Solicitation, regardless of whether Organization Name (also referred to as the District) approved such items prior to submission of the Offer, must be clearly set forth in this question.

  The Offeror, acknowledges and accepts all terms and conditions of the Solicitation, except as expressly noted below or in the additional pages attached hereto. As used in this question, “terms and conditions of Solicitation” means all terms, conditions, specifications, certifications and warranties set forth in the documents that comprise the Solicitation, including the Uniform Instructions for Offers, Special Rules for Offers (if any), General Terms and Conditions of Contract, Special Requirements of Solicitation (if any), Specifications/Scope of Work, and Solicitation Addendums (if any).

• Exception Requested (required) —

  If you requested an exception under the Acknowledgement and Acceptance of Terms and Conditions of the Solicitation, please clearly explain the requested exception/deviation. Reference the specific language that you are taking exceptions/deviations to. Unacceptable exceptions shall remove your proposal from consideration for award. Sierra Vista Unified School District #68 shall be the sole judge on the acceptance of exceptions/deviations and their decision shall be final.)

  Enter N/A if this does not apply

• Request for Confidentiality of Proprietary Information —

  Explanatory Note: The purpose of this question is to request that the District treat as confidential specific information in the Offer that the Offeror or Bidder believes is a trade secret or other proprietary information. All information that is the subject of the request for confidentiality must be designated on the question below reflecting the page number and paragraph of the Offer in which it appears. An explanatory statement for the request must be clearly set forth in this question. The District Representative shall review the statement and provide the determination in writing whether the information shall be protected. If the District Representative determines that the information shall be protected from disclosure, the District Representative shall inform the Bidder or Offeror in writing of such determination. Requests to protect pricing information or the entire Offer from disclosure will be denied.

• Request for Confidentiality of Proprietary Information (required) —

  The Offeror, by the undersigned representative, requests that the specific information, described below and identified on the page or pages of the Offer in which it appears, be treated as confidential information and protected from disclosure to the public.

   

  1. Description of specific information that is the subject of the request.

   

  2. The reason or reasons why the information should be treated as confidential.

   

  Enter N/A if this does not apply

• ASBESTOS AND HAZARDOUS MATERIAL STATEMENT —

  ATTENTION: Architects, Engineers, Consultants, Contractors, Sub- contractors, Craftsmen and Vendors. The following information is extremely important and must be adhered to without exception:

  Asbestos Contained Building Materials (ACBM) will not be used on any project within the Sierra Vista Unified School District #68. ACBM is defined as any building material having an asbestos content of 1% or more. Typical examples of materials that may contain asbestos and therefore would be considered ACBM are: vinyl asbestos tile, certain forms of adhesive used to hold vinyl tile, certain forms of adhesive used to hold cove base molding, some thermal insulation, and transite paneling. The above list is not complete but merely represents some of the material more commonly found on job sites that are ACBM. As per EPA guidelines, some roofing material used on the exterior of the buildings may be considered ACBM. Address any questions concerning asbestos to Shandalee Myatt at (585) 752-6655.

  Solder and paint with any amount of lead is no longer authorized, and will not be used in any District projects.

  HOLD HARMLESS: Interface of work under this contract with work containing asbestos shall be executed by the contractor at risk and discretion with full knowledge of the currently accepted standards, hazards, risks and liabilities associated with asbestos work and asbestos containing products. By execution of this contract, the contractor acknowledges the above and agrees to hold harmless the owner, employees and agents and assigns for all asbestos liability which may be associated with respect to the above-mentioned standards, hazards, risks and liabilities.

  I have read the above information and will comply.

• Asbestos and Hazardous Material Statement (required) —

  Confirm that you will comply with the ASBESTOS AND HAZARDOUS MATERIAL STATEMENT

• List of Subcontractors
• List of Subcontractors (required) —

  The Contractor must list below the Trade, Company name, license and classification numbers of all qualified subcontractors and/or suppliers they will employ for the various portions of the work indicated. Failure on the part of the Contractor to complete this list properly may constitute sufficient grounds to reject the bid. If no subcontractors will be listed please indicate with a N/A

  Example: Trade, Company Name, ROC License #, ROC License Classification

• Non-Collusion Affidavit
• Non-Collusion Affidavit (required) —

  You the Vendor do confirm that your persons, corporation, or company who makes the accompanying Proposal, having first been duly sworn, deposes and says:

  That such Proposal is genuine and not sham or collusive, nor made in the interest of, or behalf of, any persons not herein named, and that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm or corporation to refrain from offering, and that the Offeror has not in any manner sought by collusion to secure for itself an advantage over any other Offeror.

• Offer and Acceptance
• OFFER AND ACCEPTANCE FORM (required) —

  This Offer and Acceptance form must be acknowledged by the representative authorized to sign the Offer on behalf of the Offeror. The representative must initial any erasures, interlineations or other modifications in the Offer. Failure to sign this Offer and Acceptance form, or to initial any erasures, interlineations or other modifications as indicated, may result in rejection of the Offer.

  To Sierra Vista Unified District:

  The Offeror, by its undersigned representative, hereby submits its Offer to this Solicitation, certifies its understanding and compliance with the requirements in the Solicitation, and agrees to furnish materials and services in compliance with all terms, conditions, and specifications of the Solicitation, subject only to any written exceptions stated in the Offer and accepted by the District.

  In accordance with Federal requirements the offeror certified the following:

  Disclose of Lobbing Activities, Pursuant to Byrd Anti-Lobbying Amendment 31 USC 1352

  Certification regarding Lobbying, Pursuant to 31 USC 1352

  Debarment, Suspension, Ineligibility and Voluntary Exclusion

• Offer and Acceptance - Name of Representative (required)
• Offer and Acceptance - Federal ID Number (required)
• Offer and Acceptance - AZ Transaction Privilege (Sales) Tax License No. (required)
• Offer and Acceptance - Mail Address (required)
• Offer and Acceptance - Phone Number (required)
• Offer and Acceptance - Email (required)
• Offer and Acceptance - Company Website (required) —

  If you do not have one respond N/A

• Requested Forms —

  Please complete the following downloadable forms and upload them in their respective questions.

• W-9 (required) —

  Please upload your complete W-9 here

• Certificate of Insurance (COI) (required) —

  Please upload your complete COI here

• Services Generating Cost to the District —

  A listing of any items such as letters, phone calls or other types of services generating a cost to the District and not included in the fees shown on the proposal are to be included, plus a formula or explanation of how these additional costs will be determined and billed to the District.

• Additional or separate contract —

  The form of contract for any award made as a result of this proposal will be a district purchase order, referencing this bid, which shall be considered a part of the contract. The amount will be based upon the fees shown in the bid, and will take into consideration previous and anticipated expenses for the forthcoming year. If your firm will require the District to sign an additional or separate contract, a copy of the proposal contract must be included with the proposal.

• RFP Response (No Cost Proposal) (required) —

  Please Upload your RFP Response HERE. Do NOT including pricing in this area. There will be another place to upload your Cost Proposal.

• Cost Proposal (required) —

  Please upload your complete COST PROPOSAL here. Please make sure that this information is NOT included in the RFP Response Area.

• Data Verification Questions —

  These questions will be utilized to confirm information you provide

• System Award Management Verification (required) —

  Please enter your company's Legal Name and/or dba Name:

• Arizona Corporation Commission (required) —

  Please enter your company's Legal Name and/or dba Name:

• Is this a S.A.V.E solicitation (required)
• Electronic Pricing Table (required) —

  Do you need an Electronic Pricing Table for this solicitation?

• Separate Cost Proposal Upload (required) —

  Would you like to add an area for the vendor to upload a cost proposal?

• Is this project going to be federally funded? (required)
• Special Terms and Conditions Verbiage —

  Please check all you will require in Special Terms and Conditions

• Do you need the Asbestos and Hazardous Materials Statement (required) —

  If you click yes this document will be added to attachments

• Do you need a subcontractors? (required) —

  If you click yes, Subcontractors verbiage will be added to Special Requirements and the subcontractors list will be added to attachments.

• Is there a potential for software? (required) —

  If you click yes, additional verbiage will be added to special requirements tab

• Insurance Requirements (required) —

  Please choose which insurance requirements you will need for this project

• Partial Bids (required) —

  Yes = Acceptable

  No = Unacceptable