Food Services

Request for Proposal to Provide
Food Service at the
Alabama School of Mathematics and Science
1255 Dauphin Street
Mobile, AL 36604
March 23, 2026
Alabama School of Mathematics and Science
Request for Proposal Instructions to Bidders
Purpose of RFP
The Alabama School of Mathematics and Science is seeking proposals from food service Contractors to provide
daily food service to approximately 300 community members. The Contractor will utilize the school's cafeteria
and equipment located in the cafeteria.
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Contract Term
This will be a two (2) school year contract. The school year begins on or about the second week in
August and ends on or about the last week in May.
Key Dates for RFP
Monday March 23, 2026 3:00 p.m. Release of RFP
Thursday April 2, 2026 2:00 p.m. Contractors may tour the cafeteria facilities
Thursday April 30, 2026 2:00 p.m. Deadline for Proposals
Thursday April 30, 2026 2:05 p.m. Proposals opened in ASMS Coffee House
Thursday May 07, 2026 4:00 p.m. Award will be made, and contractors notified
Monday August 01, 2026 7:00 a.m. Contractor gains access to cafeteria facilities
Submittal of Proposals
Proposals should be submitted in a sealed envelope or box and contain the person's name and
company name submitting the bid with full address and contact information. Proposals must be signed.
Pricing
The following should be listed and flagged in the proposal to find easily as pricing will be announced
when each bid proposal is opened:
* Cost of food services per meal per day per community member.
* Cost of individual meals for employees and visitors.
Contacts
Kristyn Robinson, Director of Human Resources and Operations for general questions regarding the
RFP, krrobinson@asms.net, or write using the School's address.
I. GENERAL INFORMATION
Purpose and Mission of the Alabama School of Mathematics and Science
The Alabama School of Mathematics and Science's mission is to provide academically motivated
Alabama students with exceptional preparation in the fields of math and science, empowering them to
improve their community, state, and nation.
The Alabama School of Mathematics and Science is a residential public high school. The Alabama
School of Mathematics and Science (hereinafter referred to as "the School") will service sophomores,
juniors, and seniors from across the State.
a. Goals for food service
It is essential that the School's food service program be of the highest quality and become part of the
educational services of the School. It is important that professional, corporate support be available in
the contractual relationship and that the Contractor pay special attention to the following:
1. Attainment of the highest quality dietary operation at a reasonable cost to the School.
2. Assurance of top-level management on-site.
3. Excellent food services targeted to adolescents and students with special dietary concerns.
4. Assurance of the highest degree of sanitation standards.
5. Creativity in design and implementation of an attractive food service facility.
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6. Development of complementary educational tools, information, and procedures to help students
improve their diet, food consumption, and table manners.
7. Keep the school community informed of menus and activities by the provider.
8. Select and retain qualified personnel.
b. Award Process
It is the intent of the School to contract for food services. The School reserves the right to accept or
reject any proposal that may be submitted for consideration. The award will be made by the School to
the Contractor who is deemed to be the most capable of meeting the needs and objectives of the
School. Determination will be made on the Contractor's professional reputation, operational stability,
price, variety, creativity, food standards, and demonstrated ability to operate the food service under the
highest of sanitary standards.
The request for proposal creates no obligation or liability on the part of the School to award a contract.
The School may change or cancel this request for proposal at any time. Adequate notice of a change or
cancellation will be given to each Contractor.
II. GENERAL REQUIREMENTS
An original proposal must be delivered to Kristyn Robinson, Alabama School of Mathematics and
Science, 1255 Dauphin Street, Mobile, Alabama 36604 no later than 2:00 p.m. on Thursday, April 30,
2026. No proposal will be accepted for consideration after this date and time.
The award will be made on Thursday, May 7, 2024. All questions concerning the process should be
directed to Kristyn Robinson in writing, krrobinson@asms.net.
Interested Contractors are invited to tour and inspect School facilities. This visit is scheduled Thursday,
April 2, 2026, at 2:00 p.m. Questions regarding the facilities should be directed to the Maintenance
Supervisor, James Bunch, jbunch@asms.net.
III. PERSONNEL
The Contractor will be responsible for all required labor and management personnel. Contractors must
be able to provide qualified/trained staff custom-matched to job requirement based on the following
factors: appraisal of their skill; their references; degree/certification; successfully passing a fingerprint
and background check. As a residential high school of minors all personnel should successfully
complete a background check at the Contractor's expense.
The Contractor will provide enough full-time food service managers/supervisors to provide adequate
supervision seven days a week. The School reserves the right to approve any full-time food manager
proposed by the Contractor before or after the contract becomes effective. A representative of the
Contractor other than the above managers/supervisors will visit the facility periodically for general
supervision purposes.
The School may require the Contractor to remove any employee it deems incompetent, careless,
insubordinate, or otherwise objectionable, or whose continued employment is deemed by the School to
be contrary to the School's interest. Such requirement will be made in writing by the School to the
Contractor.
The Contractor, at its own expense, will be required to outfit all employees in proper, mutually
acceptable, food service uniforms. All employees must always wear visible identification.
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Contractor's employees will strictly adhere to School regulations, especially regarding personal
behavior. No employee of the Contractor will use tobacco products, drugs, alcohol, or bring weapons
on the campus. Any employee of the Contractor found to be in violation of these regulations shall not
be allowed to work on the ASMS campus.
In connection with the performance of work under this contract, the Contractor agrees not to
discriminate against employees or applicants for employment because of age, race, religion, color,
handicaps, sex, physical condition, developmental disability, or national origin. The Contractor agrees
further to post in conspicuous places, available for employees and applicants for employment, notices
to be provided by the Contractor setting forth the provisions of the nondiscrimination clause.
The Contractor will assume full responsibility for the payment of all State and Federal taxes for
unemployment insurance, pensions, or other Social Security legislation for all its employees engaged in
the performance of the agreement. The Contractor will, at its own expense, secure Workers'
Compensation Insurance for the benefit of the personnel employed by it in the operation of the food
service program and keep said insurance during the term of the contract.
IV. INSURANCE/LICENSES
The Contractor will furnish the School with a certificate and form acceptable to the School certifying that
the Contractor carries worker's compensation, comprehensive, including products, bodily injury and
property damage, liability insurance as follows:
Commercial General Liability
General Aggregate $1,000,000
Personal ADV Injury $1,000,000
Products Comp/Of AGG $1,000,000
Each Occurrence $1,000,000
Fire Damage $100,000
Med Expense $30,000
Automobile Liability
Combined Single Limit $1,000,000
Workers' Compensation and Employer's Liability
Statutory Limits $500,000
Also, Holder is named as additional insured as respects general liability and automobile liability and is
granted waiver of the right of subrogation as respecting workers' compensation coverage.
The Contractor is required to obtain all licenses needed to perform responsibilities and comply with
Federal and State laws and ordinances relating to the requirements for this contract.
V. CONTRACT TERMS
a. Signatures
The awarded contract will become effective upon proper signature authority affixed on the contract
by the School and the Contractor, and subsequent approval by the Governor of the State of
Alabama.
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b. Contract length
The contract term is two (2) years.
c. Subcontractors
Any contract that may be awarded will not be subcontracted or assigned without prior written
permission of the School.
d. Termination clause
It is agreed that the terms and conditions contained herein shall not be constituted as a debt of the
State of Alabama in violation of Article 11, Section 213 of the Constitution of Alabama, 1901, as
amended by Amendment Number 26. It is further agreed that if any provision of this contract shall
contravene any statute or Constitutional provision or amendment, either now in effect or which may,
during this contract, be enacted, then that conflicting provision in the contract shall be deemed null
and void. The contractor's sole remedy for the settlement of any and all disputes arising under the
terms of this agreement shall be limited to the filing of a claim with the Board of Adjustments of the
State of Alabama. In the event of the proration of the fund from which payment under this contract
is to be made, the contract will be subject to termination. The School may terminate the contract for
negligent activities of the Contractor, including but not limited to the quality of food preparation,
failure to maintain high sanitation standards, failure to maintain high image standards and public
relations with the School, and failure to maintain the terms of the contract. The Contractor will,
within 10 days of receipt of notice, cause all neglectful acts to cease and will in writing certify to the
School that corrections or adjustments have been made that caused such acts. Failure to correct
negligent acts will constitute reason for immediate termination of the food service contract by the
School. Notwithstanding these provisions, either party may cancel this agreement with 60 days
written notice.
e. Facilities and equipment usage
Food service under the specifications of the contract will include the exclusive operation of the
cafeteria. The School permits the Contractor to use such spaces as necessary to carry out the
terms of this contract. Such spaces are defined by the School as areas for food service equipment,
related auxiliary equipment, and limited supplies. Subsequent modification of space needs will be
subject to mutual agreement. The Contractor will effectively manage energy conservation in all food
operations. The Contractor will be responsible for keeping all areas clean and hygienic. The School
reserves the right to use its dining room and food facility space other than mealtime for special
activities and/or meetings. The use of this space will be handled in a way so that no cost is incurred
by the Contractor. The Contractor will serve food on non-disposable dishes and use non-disposable
cutlery at all times during regular dining. Disposable containers and cutlery will be utilized as
necessary for special events and will be available by request for carry-out. School-owned
equipment will not be removed from the premises for any purpose without prior approval by the
School.
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f. Hours of service
Weekdays Saturday & Sunday
Breakfast 7:30 a.m. - 9:00 a.m. 9:30 a.m. - 10:30 a.m.
Lunch 11:00 a.m. - 1:00 p.m. 11:30 a.m. - 12:45 a.m.
Dinner 5:00 p.m. - 6:30 p.m. 5:30 p.m. - 6:30 p.m.
Note: Hours of service may shift depending on scheduling needs and with approval from the Dean
of Students.
g. Inspection and regulation
The School will have the right of inspection of all food service areas, dining facilities, storage and
quantity service rooms and the operation of the Contractor with respect to the quality and quantity
of food service, the method of service, opening and closing hours, and generally with respect to
use, safety, sanitation and maintenance of said premises, all of which will be maintained at a level
satisfactory to the School. The School will have the right to make, from time to time, reasonable
regulations with regard to all such matters and the Contractor agrees to comply with such
regulations. Authorized representatives of the School will have full right of access to all areas of
said premises at any time. Inspections will enable the School to assess Contractor's conformance
with State and Federal nutrition program regulations. The School is responsible for implementation
of internal controls designed to ensure resolution of audit findings. The School will determine what
is in the School's best interest regarding all matters of food service. The Contractor will cooperate
with the School to maintain standards of food service, food quality, menu variety, and comparable
portions and prices with that available in other food services.
VI. MENUS AND PROGRAMMING
Liaison between the School and the Contractor will be the responsibility of the Dean of Students. The
Contractor will provide services specified by the School as coordinated through the Dean of Students.
The School may use the provider as a catering service for special activities but retains the right to
employ other catering services for functions outside this contract. The School retains the right to allow
vending snack machines on campus and to make other minor food sales, for example, by student
organizations.
Student, staff, faculty, and visitors' opinions about food service will be actively solicited by the
Contractor through:
* Discussions with students, faculty, and staff as they eat in the dining room.
* Observing reactions and listening to comments about food, menu, and environment as
customers pass through the service area.
* Periodic contact with administrators of the School.
All menus will meet the established standards of The Food and Nutrition Board and National Academy
of Science for the United States' recommended daily allowance of nutrition and total calories for ages
15 - 19, both male and female.
Special diets will be provided when prescribed and approved, in writing, by a medical doctor or the
School nurse. Nutritional food will be provided for vegetarians and vegans at every meal.
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The School shall maintain all applicable facility related health certifications. The Contractor shall obtain
and maintain all other required State and/or local health department certifications.
Contractor must retain records the School will need to support its Claim for Reimbursement (daily
number of meals served, by type) and must, at a minimum, report claim information to the School
promptly at the end of each month. Such records must be made available to the School upon request.
These records must be retained for three years. If audit findings have not been resolved, records must
be retained beyond the two-year period for as long as required for resolution of the issues raised by the
audit.
The Contractor certifies by submission of this proposal that neither it nor its principals are presently
disbarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any local, state, or federal department or agency.
a. Programming
Theme meals will be coordinated through cooperation between the Contractor and the Dean of
Students. The Contractor will provide theme meals at appropriate times, including but limited to; a
traditional Thanksgiving meal in November, Holiday meal in December, Pancake Breakfast in the
Winter & Spring terms.
Additional special programs such as Family Day and ASMS Day(s) the Contractor would provide
coffee, condiments and water for morning arrivals for approx. 300 people.
The Contractor will provide take-out meals for athletes, traveling students, or other special
occasions at no additional cost. When requested in advance, this will substitute for regular student
meals.
b. Promotional Efforts
Food service managers will be alert to changing food service trends, new market forms for food,
and changing diet patterns evolving through the food service industry. With input from the School,
the Contractor will continually initiate ideas for varied methods of merchandising, public relations,
promotion, and menu preparations in all operations to improve service.
c. Menus
The Contractor must submit a menu for each School term, one week prior to the beginning of the
term, to the Dean of Students. This menu must be approved by the Dean of Students before the
menu is implemented. Monthly menus will be posted in the cafeteria by the first day of the month.
The following are minimally acceptable menu offerings:
* Beverages available at each meal
Milk (Whole, 1%, chocolate)
o
2 juices
o
Sweet and unsweet tea
o
Water
o
Various sodas
o
* Each meal must include fresh fruit and self-serve cereal.
Cereals are expected to be fresh and changed according to healthy standards.
o
* Access to all food bars will be unlimited
Contractor will not restrict access during serving hours except for sit-down meals
o
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Access to grilled or fried food MAY be limited or an alternate to the hot bar
o
* Breakfast (Monday - Friday)
Eggs and a selection of proteins;
o
Choice of breads, muffins, or pastries;
o
Pancakes or French toast;
o
Oatmeal or instant grits;
o
Meat;
o
Yogurt.
o
Coffee and hot chocolate (during the winter months)
o
All reasonable condiments will be provided.
o
* Lunch (Monday - Friday)
Sandwich bar to include two breads, 1 wrap option, two lunch meats, lettuce, tomato,
o
etc. and reasonable condiments.
Soup
o
Salad bar to include reasonable salad items, including grains and cheese, as well as
o
appropriate condiments.
Grilled or hot food bar (on alternate days).
o
Dessert (sheet cake, cookies, ice cream, etc.)
o
* Dinner (Monday - Sunday)
Hot Food Line
o
One Entree
Two vegetables
One starch
One bread
Grill
o
Salad bar
o
Dessert
o
* Brunch/Early lunch (Saturday and Sunday)
Lunch options
o
Breakfast options
o
* Bagged to-go meals will be prepared if ordered 24 hours in advance, for standardized
testing off campus, break days, off campus athletic events, or other trips off campus.
Bagged to-go meals should offer a variety of options including but not limited to;
sandwiches, wraps, salads, fruits and vegetables.
* Vegetarian/vegan offerings must be available at every meal. Low-fat salad dressing,
cheese, and food products should be available at all meals. These options should be
available to all students.
* Provisions are to be taken to lower the fat intake, such as labeling food's calories and fat,
making signs on limitations of intake, or providing low-fat measures such as baked food,
low-fat milk, fresh fruits, and vegetables, etc.
d. Food and Supply Specifications
All food and supplies purchased will conform to the specified minimum US standards for grades. In
the absence of grade labeling, the Contractor will make available to the School packers' labeling
codes or industry-accepted grade equivalent standards to verify the minimum grades specified are
being provided. The School will periodically, or as deemed necessary, inspect the Contractor's
inventory of food and supplies to determine that purchase standards are being maintained. The
Contractor will provide the School with standards of operations, management, quality, and support
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services of the best quality available in the institutional food service industry, and palatable food
and sound food service programs.
e. Services for School Employees and Visitors
The Contractor will offer the same food services to employees and visitors of the School, as are
provided to students, payable by cash or check to the Contractor.
VII. STANDARDS
Service excellence through programs of standardized preparation, serving, and cleaning will be
maintained. Displays in serving areas will be clean, orderly, and attractive always. Any spillage or soil
spots will be removed promptly from the counter, steam table pans, general serving area, and salad bar
frequently during mealtimes. Food serving areas will be well-stocked throughout the posted serving
hours.
a. Food
* All food will be wholesome and free of decay.
* Uncooked items, such as fresh fruits, will be clean and free from blemish.
* All foods will, when served, be attractive and correct in temperature and consistency. Food will
be crisp, moist, dry, or tender as may be appropriate in each case.
* Preference will be for fresh food over frozen food and frozen food over canned food.
* All food in the walk-in refrigerator and freezer will be labeled, covered, and sealed with plastic
wrap or aluminum foil.
* All meat cuts will be in accordance with USDA. All meats will have been inspected and passed
by official inspectors of the USDA and/or the local health department. All pork and pork
products, manufactured and processed items, should be No. 1 Grade A. All poultry will have
been inspected and passed by official inspectors of the U. S. Department of Agriculture and will
be Grade A or better.
* All seafood will be the best quality and strictly fresh or frozen and will conform to all standards
and regulations of the Health Department. All seafood will be USDA Grade A.
* All fruits and vegetables will be top grade.
* All frozen foods will be US Grade AA or A, depending on the specific product used, and will
have been packed under continuous inspection of the U. S. Department of Agriculture.
* Canned foods will be US Grade A, or Extra Standard depending on the specific product used.
Upon a simple inspection, no dented cans, cans with swollen tops or bottoms, or cans with
rusted tops or bottoms will be allowed on the Contractor's shelves.
* Eggs will be U.S. Grade A or better.
* All milk is to be fortified with Vitamin D. Low-fat milk should contain no more than 1% butterfat.
Milk will be Grade A.
* Cheese, frozen dairy foods, and ices must meet health department standards.
b. Cleanliness
* Walls, ceilings, windows, ducts, fan blades, and screens will be kept clean and free from dirt,
dust, and grease.
* Floors will be cleaned by vacuuming, washing, and mopping. Dry sweeping is prohibited. Floors
will be sprayed and buffed as necessary to maintain their appearance. Once each term, the
floors will be thoroughly stripped and waxed to maintain their appearance.
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* All woodwork and walls should be cleaned and/or polished as necessary. All accessible air duct
grills should be cleaned, and the area around the loading area and dumpsters should be
inspected daily.
* Steam tables, meat grinders, knives, etc., will be cleaned and sanitized after each use/meal.
* Dining room tables, beverage counters, and food bars will be constantly wiped and kept in clean
condition throughout each meal.
* Cooking surfaces of grills, griddles, and similar cooking devices will be cleaned at least once a
day and will be free from encrusted grease deposits and other debris.
c. Violations of these standards will result in the following penalties:
* Sanitary standards violation - $1,000
* Under-stocking of food offered - $1,000
* Under-cooked food - $1,000
* Spoiled food - $1,000
* Food not served in accordance with standards - $1,000
The Contractor will be given written notice of the standard violated and of the amount of the penalty
assessed from the Finance Director. Any violation must be corrected within ten days from the date of
notice. All penalties will be credited against Contractor's invoices. Failure to correct negligent acts may
constitute reason for immediate termination of the food service contract by the School.
VIII. ENVIRONMENTALLY SOUND PRACTICES
Contractor will agree to employ environmentally sound business practices to include complying with
recycling efforts and water and utility conservation. Contractor will dispose of waste according to proper
mandate by law. Environmentally friendly (biodegradable) products should be used for any take-out or
disposable items. Styrofoam products should not be used at any meals unless there is no other
reasonable option.
IX. FINANCIAL TERMS
The Contractor will invoice the School by the 5th work day of each month for services provided in the
previous month. Weekly invoices will also be acceptable. The School will remit payment within thirty
days of receipt of the invoice. The number of community members will be furnished to the Contractor
one week prior to the beginning of each term.
The Contractor will be provided with a School calendar. The School calendar may be altered
throughout the school year due to scheduling changes, acts of nature, or unforeseeable acts.
Approximate number of feeding days per school year is 240 which may include partial days.
Meals not served due to partial days will be applied to special events/meals such as JBLA training, etc.
The Dean of Students will coordinate special events/meals with the Contractor.
The Contractor will provide 30 meal tickets per term to be utilized for visitors, prospective students, etc.
The minimum count that will be paid for is 200. Meals for Residence Life Staff should be charged at the
student rate.
X. RESPONSE TO PROPOSAL REQUIREMENTS
The following items/information must be included in the proposal packet:
1. A narrative history of the Contractor's company.
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