Food Service Management Company RFP - Contract FY27

Request for Sealed Proposal (RFP):
Food Service Management Company (FSMC)
Fixed Price per Meal Contract
in the School Nutrition Programs
RFP issued by:
ELEMENTARY SCHOOL DISTRICT 159 (ESD 159)
20700 MATTESON AVE
MATTESON IL 60443
MS. SAMANTHA PETERSON
EXECUTIVE DIRECTOR OF BUSINESS SERVICES & HR
RFP Submission:
Completed proposals must be submitted no later than:
5/1/2026 by 9:00 AM CST.
ISBE Legal Disclaimer
ISBE does not review or judge the fairness, advisability, or efficiency of fiscal implications of the contract. ISBE
is not a party to any contractual relationship between the SFA and Selected FSMC. ISBE is not obligated, liable
or responsible for any action or inaction taken by the SFA or Selected FSMC based on this template contract and
subsequent changes and/or amendments to this RFP or subsequent Awarded Contract.
Read SOLICITATION carefully!
This institution is an equal opportunity provider.
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Updated July 2025

STATEMENT OF NO PROPOSAL
If your company does not intend to submit a proposal, we request that the following STATEMENT OF
NO PROPOSAL be completed and submitted to us in order to assist us in maintaining documentation
and in order to provide us with helpful information related to future bid processes. All Companies are
highly encouraged to submit proposals whenever possible.
If returning a STATEMENT OF NO PROPOSAL, please email or mail it to the contact person listed
within the solicitation.
Date: _________
We, the undersigned, have declined to submit a proposal on (ESD 159)'s solicitation for a
FSMC/Vended Meals Contract for the following reasons:
We do not offer this service
We are unable to meet all of the
specifications.

(please describe)
We are unable to meet procurement

requirements (please describe)
We are unable to provide service to your
location/area.

(please describe)
Solicitation was too restrictive (please
describe)
Other

Please provide any suggestions on how the SFA can improve its procurement process in order to encourage
more companies, similar to your company, to respond to future solicitations.
Company Name Prepared
by
Phone # Email
Signature
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Table of Contents
Definitions
Schedule of Events
1. Instruction to Offerors
2. Terms and Conditions
3. General Conditions
4. Scope of Services
5. School Food Authority Responsibilities
6. Food Service Management Company Responsibilities
7. Food Distribution Program
8. Purchases/Buy American/ Local Foods
9. Use of Facilities, Inventory, and Equipment
10. Food Safety and Sanitation
11. Employees
12. Designation of Program Expenses
13. Invoicing and Payment Terms
14. Revenue
15. Licenses, Certifications and Taxes
16. Recordkeeping
17. General Contract Terms
18. Insurance Requirements
19. Meal Pattern and Nutritional Standards
20. Food Specifications
21. Evaluation Criteria
22. Proposed Fixed Meal Rates
23. Food Service Management Company Proposed Staffing Pattern and Plan
24. Independent Price Determination Certificate
25. Certifications
26. Proposal Agreement
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Exhibits
A-1 School/Site Data Form
A-2 School/ Site Average Daily Participation by Federal Program
A-3 School/ Site Meal Service Information by Federal Program
A-4 Current and Projected Enrollment
B-1 21-Day Cycle Menu
B-2 Meal Choices and Options
B-3 A la Carte Price List
C USDA Foods Order
D School Year 2024-2025 Sponsor Claims for Reimbursement
E School Year 2025-2026 Sponsor and Site Claims for Reimbursement
F FSMC Equipment List
G Current Operational Labor and Benefits
H Financial Statements
I SFA Operation Calendar
J Local Wellness Policy
K Evaluation form(s)
L Collective Bargaining Agreement, if applicable
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Definitions
For purposes of this RFP, the following definitions, which are consistent with the Federal Child Nutrition
Programs' regulations, apply. The definitions listed below are in part and not in full. For a complete list of Federal
definitions please visit the Code of Federal Regulations website.
2 CFR Part 200 means the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards published by OMB. The part reference covers applicable: Acronyms and Definitions (subpart A),
General Provisions (subpart B), Post Federal Award Requirements (subpart D), Cost Principles (subpart E), and
Audit Requirements (subpart F). (NOTE: Pre-Federal Award Requirements and Contents of Federal Awards
(subpart C) does not apply to the National School Lunch Program).
Afterschool care program means a program providing organized childcare services to enrolled school-age
children afterschool hours for the purpose of care and supervision of children. Those programs shall be distinct
from any extracurricular programs organized primarily for scholastic, cultural or athletic purposes.
Afterschool Snack Program (ASSP) is a component of the National School Lunch Program and is a federally
assisted snack service that fills the afternoon hunger gap for school children. The snack service is administered
at the Federal level by USDA's Food and Nutrition Service. At the state level, it is administered by state agencies,
which operate the snack service through agreements with local school food authorities (SFAs). SFAs are
ultimately responsible for the administration of the snack service.
A la Carte means any food or beverage sold by the school foodservice that is not part of a reimbursable meal.
Applicable credits shall have the meaning established in 2 CFR 200.406, applicable credits.
Awarded contract is the agreement between the SFA and Selected FSMC that submitted a winning proposal in
response to the SFA's RFP. The Awarded Contract consists of the terms and conditions described in this RFP and
pursuant to which the Selected FSMC shall provide the SFA with the Services outlined in the RFP.
Best and Final Offer (BAFO) is a process requested from one offeror, or short-listed offerors. from their best
price(s) for a specific solicitation prior to determining contract award.
Breakfast means a meal which meets the meal requirements set out in 7 CFR 220.8, and which is served to a
child in the morning hours. The meal shall be served at or close to the beginning of the child's day at school.
Child and Adult Care Food Program (CACFP) is a federal program that provides reimbursements for nutritious
meals and snacks to eligible children and adults who are enrolled for care at participating childcare centers, day
care homes, and adult day care centers. CACFP also provides reimbursements for meals served to children and
youth participating in afterschool care programs, children residing in emergency shelters, and adults over the
age of 60 or living with a disability and enrolled in day care facilities as outlined in 7 CFR 226.
Child means: (a) a student of high school grade or under as determined by the State educational agency, who is
enrolled in an educational unit of high school grade or under as described in paragraphs (a) and (b) of the
definition of "School," including students who are mentally or physically disabled as defined by the State and
who are participating in a school program established for the mentally or physically disabled; or (b) a person
under 21 chronological years of age who is enrolled in an institution or center as described in paragraph (c) of
the definition of "School;" or (c) For purposes of reimbursement for meal supplements served in afterschool
care programs, an individual enrolled in an afterschool care program operated by an eligible school who is 12
years of age or under, or in the case of children of migrant workers and children with disabilities, not more than
15 years of age.
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Child Nutrition Programs (CNP) are federally funded programs to ensure that children have access to nutrition
meals and snacks in schools, summer programs, childcare centers and homes, and afterschool programs in
accordance with 7 CFR 210-249.
Commodity School Program/ Food Distribution Program (FDP) means the Program under which participating
schools operate a nonprofit lunch program in accordance with this part and receive donated food assistance in
lieu of general cash assistance. Schools participating in the Commodity School Program shall also receive special
cash and donated food assistance in accordance with 7 CFR 210.4(c).
Community Eligibility Provision (CEP) is a non-pricing meal service option for schools and school districts in low-
income areas. CEP allows the nation's highest poverty schools and districts to serve breakfast and lunch at no
cost to all enrolled students without collecting household applications. Instead, schools that adopt CEP are
reimbursed using a formula based on the percentage of students categorically eligible for free meals based on
their participation in other specific means-tested programs, such as the Supplemental Nutrition Assistance
Program (SNAP) and Temporary Assistance for Needy Families (TANF).
Contract means (1) An obligation - such as an accepted offer - between competent parties upon a legal
consideration to do or abstain from doing some act. The essential elements of a contract are an offer and an
acceptance of that offer; the capacity of the parties to contract; consideration to support the contract; a mutual
identity of consent; legality of purpose; and definiteness. (2) A legally binding promise enforceable by law. (3)
An agreement between parties with binding legal and moral force, usually providing for the exchange of goods
or services for money or other considerations.
Contractor means a commercial enterprise, public or nonprofit private organization, or individual that enters
into a contract with the School Food Authority (SFA). The term Contractor shall be used interchangeably with
Selected FSMC, as defined below.
Corrective action means action taken by the auditee that: (1) Corrects identified deficiencies; (2) Produces
recommended improvements; or (3) Demonstrates that audit findings are either invalid or do not warrant
auditee action.
Disallowed cost meals charges and/or expenditures to a Federal award that the Federal agency or pass-
through entity determines to be unallowable in accordance with applicable Federal statues, regulations, the
provisions of this part (2 CFTR 200), or the terms and conditions of the Federal award.
Equipment means tangible personal property (including information technology systems) having a useful life
of more than one year and a per-unit acquisition cost that equals or exceeds the lesser of the capitalization
level established by the recipient or subrecipient for financial statement purposes, or $10,000.
Fixed meal price contract means a firm-fixed-price per meal that provides for payment of a fixed meal price that
is not subject to any adjustment on the basis of a FSMC's cost experience in performing the contract.
Fixed meal price means an agreed upon amount that is fixed at the start of the contract.
Food Service Management Company (FSMC) means a commercial enterprise or a nonprofit organization which
is or may be contracted with by the school food authority to manage any aspect of the school food service.
Food Service Management Company- Vended Meals (FSMC) contract means a commercial enterprise or a
nonprofit organization which is or may be contracted with by the school food authority to manage any aspect
of the school food service but prepares the meals in a facility not associated with the SFA and delivers the meals
to the SFA site(s).
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Free Lunch means a lunch served under the Program to a child from a household eligible for such benefits under
7 CFR 245 and for which neither the child nor any member of the household pays or is required to work.
Fresh Fruit and Vegetable Program (FFVP) is a grant, that must be applied for, to increase fresh fruit and fresh
vegetable consumption during the school day in elementary schools that participate in the National School Lunch
Program (NSLP). Priority is given to elementary schools based on free and reduced eligibility.
Local Educational Agency (LEA) means a public board of education or other public or private nonprofit authority
legally constituted within a State for either administrative control or direction of, or to perform a service function
for, public or private nonprofit elementary schools or secondary schools in a city, county, township, school
district, or other political subdivision of a State, or for a combination of school districts or counties that is
recognized in a State as an administrative agency for its public or private nonprofit elementary schools or
secondary schools. The term also includes any other public or private nonprofit institution or agency having
administrative control and direction of a public or private nonprofit elementary school or secondary school,
including residential child care institutions, Bureau of Indian Affairs schools, and educational service agencies
and consortia of those agencies, as well as the State educational agency in a State or territory in which the State
educational agency is the sole educational agency for all public or private nonprofit schools.
National School Lunch Program means the Program under which participating schools operate a nonprofit lunch
program in accordance with this part. General and special cash assistance and donated food assistance are made
available to schools in accordance with 7 CFR 210.
Negotiation means a process of planning, reviewing, analyzing, and conferring used by two or more parties to
reach a mutually acceptable agreement in a contracting relationship. They are conducted with more than one
of the sources submitting proposals, and either a fixed- price or cost-reimbursable type contract is awarded, as
appropriate.
Nonprofit school food service account means the restricted account in which all of the revenue from all food
service operations conducted by the SFA principally for the benefit of school children is retained and used only
for the operation or improvement of the nonprofit school food service. This account shall include, as
appropriate, non-Federal funds used to support paid lunches as provided in 7 CFR 210.14(e), and proceeds from
nonprogram foods as provided in 7 CFR 210.14(f).
Offeror is a commercial FSMC that submits a proposal in response to this RFP.
Prior approval means the written approval obtained in advance by an authorized official of a Federal agency or
pass-through entity of certain costs or programmatic decisions.
Reduced Price Lunch means a lunch served under the Program: (a) to a child from a household eligible for such
benefits under 7 CFR 245; (b) for which the price is less than the school food authority designated full price of
the lunch and which does not exceed the maximum allowable reduced price specified under 7 CFR 245; and (c)
for which neither the child nor any member of the household is required to work.
Recipient means an entity that receives a Federal award directly from a Federal agency to carry out an activity
under a Federal program. The term recipient does not include subrecipients or individuals that are participants
or beneficiaries of the award.
"RFP" or "Request for Proposal" means a type of solicitation document used for the formal procurement
method of competitive proposals. The RFP identifies the goods and services needed and all significant evaluation
factors. The RFP is publicized and is used to solicit proposals from a number of sources. Negotiations are
conducted with more than one of the sources submitting proposals, and either a fixed- price or cost-
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reimbursable type contract is awarded, as appropriate. Competitive proposals may be used if conditions are not
appropriate for the use of competitive sealed proposals.
School means:
a) An educational unit of high school grade or under, recognized as part of the educational system in the
State and operating under public or nonprofit private ownership in a single building or complex of
buildings;
b) any public or nonprofit private classes of preprimary grade when they are conducted in the
aforementioned schools; or
c) any public or nonprofit private residential child care institution, or distinct part of such institution, which
operates principally for the care of children, and, if private, is licensed to provide residential child care
services under the appropriate licensing code by the State or a subordinate level of government, except
for residential summer camps which participate in the Summer Food Service Program for Children, Job
Corps centers funded by the Department of Labor, and private foster homes. The term "residential
childcare institutions" includes but is not limited to: homes for the mentally, emotionally or physically
impaired, and unmarried mothers and their infants; group homes; halfway houses; orphanages;
temporary shelters for abused children and for runaway children; long-term care facilities for chronically
ill children; and juvenile detention centers. A long-term care facility is a hospital, skilled nursing facility,
intermediate care facility, or distinct part thereof, which is intended for the care of children confined for
30 days or more.
School Breakfast Program (SBP) means the program authorized by section 4 of the Child Nutrition Act of 1966
in accordance with 7 CFR 220.
School Food Authority (SFA) means the governing body which is responsible for the administration of one or
more schools; and has the legal authority to operate the Program therein or be otherwise approved by FNS to
operate the Program.
School in Severe Need means a school determined to be eligible for rates of reimbursement in excess of the
prescribed National Average Payment Factors, based upon the criteria set forth in 7 CFR 220.9(d).
School Nutrition Programs (SNP) are federally funded programs to ensure that school-based children have
access to nutrition meals and snacks in accordance the NSLP, SBP, SMP, SSO, ASSP, FFVP, and FDP.
School week means the period of time used to determine compliance with the meal requirements in in 7 CFR
210.10 and 7 CFR 220.8. The period must be a normal school week of five consecutive days; however, to
accommodate shortened weeks resulting from holidays and other scheduling needs, the period must be a
minimum of three consecutive days and a maximum of seven consecutive days. Weeks in which school
breakfasts are offered less than three times must be combined with either the previous or the coming week.
School Year means a period of 12 calendar months beginning July 1 of any year and ending June 30 of the
following year.
Seamless Summer Option (SSO) combines features of the National School Lunch Program, School Breakfast
Program, and Summer Food Service Program (SFSP). This option reduces paperwork and administrative burden,
making it easier for schools to feed children from low-income areas during the traditional summer vacation
periods, for year-round schools, and long school vacation periods (generally exceeding two to three weeks). By
enrolling in the Seamless Summer Option, schools will not only provide a service to children in their school but
the community at large.
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Selected FSMC is the Offeror that submitted the successful proposal to this RFP and is awarded a contract as a
result of this RFP.
Special Milk Program (SMP) provides milk to children in schools, childcare institutions, and/or summer camps
that do not participate in other Federal child nutrition meal service programs in accordance with 7 CFR 215.
State Agency means (1) The State educational agency or (2) such other agency of the State as has been
designated by the Governor or other appropriate executive or legislative authority of the State and approved by
the Department to administer the Program in schools as described in paragraph (c) of the definition of School in
this section. The "State Agency" or "State educational agency" for purposes of this document is the Illinois State
Board of Education.
Summer Food Service Program (SFSP) is a federally funded, state-administered program. SFSP reimburses
program operators who serve free healthy meals and snacks to children and teens in low-income areas as
outlined in 7 CFR 225.
Vended Meals means meals that are prepared by a contractor in a facility other than the SFA facility with the
meals being delivered to the SFA site(s). The meals are delivered in a pre-packed (bulk)/ pre-plated (individual
serving size) style.
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Schedule of Events
Event Type Event Date Event Time
N/A
RFP Release by Date (Public Notice/Direct Solicitation) 3/16/26
SFA Pre-Proposal Conference and SFA Facility Tour 3/27/26 2:00 PM
FSMC Taste Testing AS
4/18/26
SCHEDULED
FSMC Site Tour AS
3/30/26 - 4/2/26
SCHEDULED
Deadline for FSMC submission of Final Questions to the SFA
4/13/26 4:00 PM
No questions will be accepted after this date/time.
ISBE approved addenda/ answers to questions provided* 4/24/26 4:00 PM
Deadline for Submission of Proposal to the SFA 5/1/26 9:00 AM
12:00 PM
Proposals Evaluation Completed by 5/12/26
9:00 AM
Negotiations- Best and Final Offer Due by 5/15/26
Notice of Intent to Award sent to Selected FSMC, and notice of
5/20/26 4:00 PM
non-award sent to unsuccessful bidders
4:00 PM
Protest of contract award due by ** 5/22/26
Recommended contract award submitted to ISBE 6/1/26 4:00 PM
Official contract award/ Approval of winning proposal (board
6/10/26 6:30 PM
meeting)***
8:00 AM
Anticipated Start Date of Selected FSMC Contract 7/15/26
The SFA will use its best efforts to adhere to the Schedule of Events. However, the SFA reserves the right
to amend the schedule, as it deems necessary, and will post a notice of said amendment using the
addenda or amendment process described in Section 1 and below.
* Throughout the solicitation process, all addenda/addendum/amendment(s), including all questions and
answers, must be submitted to ISBE for review and the SFA must receive noti1ce the document(s) comply
with Federal rules and regulations prior to distributing addenda/addendum/amendment(s) to all
prospective offerors that received the original solicitation. Addenda/amendments/questions and answers
must not be issued within a minimum of seven (7) working days of the time and date set for the solicitation
opening.
** Must receive ISBE written approval prior to taking to the Board Meeting or official contract award.
*** SFA will notify ISBE of any and all protest(s) and provide all documentation related to.
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