MCSDFSMC.002 - Food Service Management Company

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
REQUEST FOR PROPOSALS (RFP)
AND SUBSEQUENT CONTRACT
FOR
CHILD NUTRITION PROGRAM
"FOOD SERVICE MANAGEMENT COMPANY"
SERVICES FIRM PRICE PER MEAL
[December 2025 ART# 32170 ]
Invitation to Submit Proposal for
Food Service Management Company (FSMC)
RFP Reference Number: MCSDFSMC.002
RFP Release Date: April 13, 2026
Completed, sealed proposals must be submitted
no later than May 8, 2026 by 3:00pm ET
RFP Issued By:
Marion County School District
719 North Main Street
Marion, SC 29571
Dr. Kandace Bethea
Superintendent
843-423-1811
SCDE ART #23430 Page 1 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
Contents
Index of Applicable Regulatory Citations and Policy Guidance ................................................................................................ 6
SECTION ONE - Definitions .................................................................................................................................................... 8
SECTION TWO - General Information .................................................................................................................................. 13
A. Intent ........................................................................................................................................................................... 13
B. Procurement Method ................................................................................................................................................... 13
C. Pre-Proposal Conference and/or Site Visit .................................................................................................................. 13
D. Proposal Submission and Award ................................................................................................................................. 14
E. Amendments ............................................................................................................................................................... 15
F. Late Proposals ............................................................................................................................................................. 15
G. Final Discussions and Negotiations ............................................................................................................................ 15
H. Final Contract .............................................................................................................................................................. 16
I. Procurement Code of Conduct .................................................................................................................................... 16
J. Approval of Publicity Releases ................................................................................................................................... 16
SECTION THREE - Specific Requirements ........................................................................................................................... 17
A. Contract Duration....................................................................................................................17
B. FSMC Services.......................................................................................................................17
C. Per Meal Rate........................................................................................................................18
D. Menu System for Reimbursable School Breakfast ...................................................................................................... 19
E. Menu System for Reimbursable School Lunch ........................................................................................................... 20
F. Meal System for Reimbursable After-School Snack Program .................................................................................... 20
G. Other Meal Pattern Requirements ............................................................................................................................... 20
SECTION FOUR - Terms and Conditions
A. Scope and Purpose .......................................................................................................................................................... 24
B. Signature and Approval Authority .................................................................................................................................. 25
C. Free and Reduced-Price Meal Policy .............................................................................................................................. 25
D. USDA Foods .................................................................................................................................................................. 26
E. Child Nutrition Program Operations ............................................................................................................................... 28
F. Facilities, Equipment and Inventory ............................................................................................................................... 29
G. Regulatory Compliance .................................................................................................................................................. 31
H. Records and Record-keeping .......................................................................................................................................... 32
I. Personnel ........................................................................................................................................................................ 33
J. Procurement .................................................................................................................................................................... 35
K. Accounting Practices, Revenues, and Receipts .............................................................................................................. 36
L. Guarantees ...................................................................................................................................................................... 36
M. Licenses, Fees and Taxes ............................................................................................................................................... 37
N. Insurance ........................................................................................................................................................................ 37
O. Proprietary Information .................................................................................................................................................. 38
P. Term and Termination ..................................................................................................................................................... 38
SCDE ART #23430 Page 2 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
Q. Additional Conditions .................................................................................................................................................... 40
SECTION FIVE - SFA Appendices ........................................................................................................................................ 41
Appendix A .......................................................................................................................................................................... 42
Appendix A-1 (Lunch) ......................................................................................................................................................... 43
Appendix A-2 (Breakfast) .................................................................................................................................................... 44
Appendix A-3 (Afterschool Snacks) .................................................................................................................................... 45
Appendix A-4 (Summer Meal Programs) ............................................................................................................................ 45
Appendix B .......................................................................................................................................................................... 47
Appendix C .......................................................................................................................................................................... 48
Appendix D .......................................................................................................................................................................... 49
Appendix E ........................................................................................................................................................................... 50
Appendix F ........................................................................................................................................................................... 51
Appendix G .......................................................................................................................................................................... 52
Appendix H .......................................................................................................................................................................... 53
Appendix I ............................................................................................................................................................................ 54
Appendix J............................................................................................................................................................................ 55
Appendix K .......................................................................................................................................................................... 56
Appendix L ........................................................................................................................................................................... 57
Appendix M.......................................................................................................................................................................... 58
Appendix N .......................................................................................................................................................................... 61
Appendix 0 ........................................................................................................................................................................... 62
Appendix P ........................................................................................................................................................................... 63
SECTION SIX - Required FSMC Proposal Format and Attachments .................................................................................... 64
SECTION SEVEN - Checklist for FSMC Attachments .......................................................................................................... 66
Attachment A ....................................................................................................................................................................... 67
Attachment B ........................................................................................................................................................................ 68
Attachment C ........................................................................................................................................................................ 69
Attachment D ....................................................................................................................................................................... 70
Attachment E ........................................................................................................................................................................ 71
Attachment F ........................................................................................................................................................................ 72
Attachment G ....................................................................................................................................................................... 73
Attachment H ....................................................................................................................................................................... 74
Attachment I ......................................................................................................................................................................... 75
Attachment K ....................................................................................................................................................................... 78
List of all SFAs .................................................................................................................................................................... 78
Attachment L ........................................................................................................................................................................ 79
Attachment M ....................................................................................................................................................................... 80
Attachment N ....................................................................................................................................................................... 81
Attachment O ....................................................................................................................................................................... 84
SCDE ART #23430 Page 3 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
Attachment P ........................................................................................................................................................................ 90
Attachment Q ....................................................................................................................................................................... 91
Attachment R ........................................................................................................................................................................ 93
Attachment R ........................................................................................................................................................................ 94
SECTION EIGHT - Contract Authorization* ......................................................................................................................... 95
SECTION NINE - RFP Evaluation Criteria and Guidance ..................................................................................................... 96
General Guidance for Establishing RFP Evaluation Criteria ............................................................................................... 96
List Names and Titles of Evaluation Committee Members .................................................................................................. 96
Evaluation Committee Guidance .......................................................................................................................................... 97
RFP Evaluation Scoring Sheet ............................................................................................................................................. 98
Evaluation Committee Checklist .......................................................................................................................................... 99
SECTION TEN - Unallowable Contract Provisions.............................................................................................................. 100
SECTION ELEVEN - Monthly Consolidated Invoice Template .......................................................................................... 101
SECTION ELEVEN - List of Potential Offerors................................................................................................................... 103
SCDE ART #23430 Page 4 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
Schedule of Events
Event/Activity Event Date Event Time
RFP Release Date * 4/13/2026 N/A
Pre-proposal Conference Question Deadline (if applicable) 4/23/2026 4:00pm
Pre-proposal Conference and/or Site Visit 4/24/2026 10:00am
Final Question Deadline (no questions accepted after this date) 4/27/2026 1:00pm
Questions Answered by SFA in an Amendment to the RFP 4/28/2026 4:00pm
Sealed Proposal Submission Deadline ** 5/8/2026 3:00pm
Proposal Receipt/Logging 5/8/2026 3:00pm
Proposal Evaluation Completion Date 5/14/2026 N/A
Winning Proposal Presented at Board Meeting 5/19/2026 N/A
Notice of "Intent to Award" Posted 5/20/2026 N/A
Proposed Contract Signature Date 6/1/2026 N/A
Anticipated Contract Start Date for Selected FSMC 7/1/2026 N/A
*10 days before Pre-Proposal Conference and/or Site Visit
**10 days after Pre-Proposal Conference and/or Site Visit
NOTE: The most restrictive regulatory requirements must be followed in terms of timing for certain events
during the RFP and the Award Process.
Federal regulation citations concerning food service management company contracts can be found in 7 CFR Part
210 National School Lunch Program. State regulations regarding food service management companies can be
found in the South Carolina Code of Regulations, Section R 43-169.
Federal regulations require a minimum 21-day period between the advertisement of the solicitation and the due
date for responses. However, given the complexity of the process, the likelihood of questions from potential
offerors, and the need for site visitations, the SFA should plan on a minimum of 60 days between the
advertisement of the solicitation and the due date for responses.
SCDE ART #23430 Page 5 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
Index of Applicable Regulatory Citations and Policy Guidance
2 CFR Part 200----Uniform Administration Requirements, Cost Principles, and
Audit Requirements for Federal Awards
7 CFR Part 210-National School Lunch Program
210.8(a) SFA monitoring responsibilities
210.9(b) Annual Program Agreement
210.9(b)(7) Determination of free and reduced eligibility by SFAs
210.9(b)(17) & (19) Record retention requirements
210.11 Competitive food services and "Smart Snacks" guidelines
210.13 Facilities management
210.16(a) SFA contract parameters and conditions:
210.16(a)(1) Adhere to procurement standards
210.16(a)(2) Operation is in conformance with contract
210.16(a)(3) Periodic on-site visits
210.16(a)(4) SFA control of meals/food service quality and prices
210.16(a)(5) Signature authority (SFA retains control)
210.16(a)(6) Appropriate use of USDA foods
210.16(a)(7) Health certification
210.16(a)(8) Advisory board
210.16(a)(9) SFA must adopt all SCDE changes to solicitation prior to issuance
210.16(a)(10) SCDE has reviewed and approved contract terms and conditions, as well as all
changes to the contract prior to execution
210.16(b) Invitation to bid
210.16(b)(1) Twenty-one day cycle menu
210.16(b)(2) Nonperformance
210.16(c) Contract provisions allowing "cost-plus-a-percentage-of-cost" and "cost-plus-a-
percentage-of-income" prohibited.
210.16(c)(1) FSMC shall maintain records to support SFA's claim for reimbursement
210.16(c)(2) FSMC health certification for any facility used outside of schools
210.16(c)(3) Nonpayment conditions (spoiled or unwholesome foods, etc.)
210.16(d) Duration of contract
210.21 Procurement
7 CFR Part 215-School Milk Program
7 CFR Part 220-School Breakfast Program
7 CFR Part 225 - Summer Food Service Program
7 CFR Part 245-Determining Free and Reduced Eligibility
245.5 Public announcement
245.6 Free and Reduced Eligibility Applications
245.6(a) Verification
245.7 Hearings
245.10 Free and Reduced Policy Statement
7 CFR Part 250-USDA Foods
250.12(b)(4) Restitution for USDA Foods in connection with claims
SCDE ART #23430 Page 6 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
250.12(c) FSMC responsibility for use of USDA Foods
250.13(e) Improper distribution, loss of or damage to USDA Foods
250.23 Buy American Provisions
250.50(a) Use of Donated Foods
250.51(a),(b), & (c) Crediting and Value of Donated Foods
250.52(a) & (b) Storage and Inventory of Donated Foods
250.53(c) Substitution of Ground Beef and Pork
Section 59-5-60 - South Carolina State Board of Education
59-10-310, et seq. SC Student Health and Fitness Act of 2005
R.43-168 Nutrition Standards for Elementary School (K-5) School Food Service Meals and
Competitive Foods
R.43-169 Food Service Management Company Contracts
Contracting with Food Service Management Companies (2022 Chapter 14 Food Service Management
Companies Food Service Management Companies (FSMC) (sc.gov))
South Carolina Consolidated Procurement Code (South Carolina Code of Laws, Title 11, Section 35, South
Carolina Code of Regulations R.19-445, and the Procurement
Compendium, Version 2.0.2 (Interim version released September 2017)
SCDE ART #23430 Page 7 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
SECTION ONE - Definitions
Accounting Periods-each month throughout the fiscal year from July 1 to June 30.
Amendments-written documents issued by the SFA prior to the opening of proposals which modifies the RFP
documents by addition, deletions, clarifications, or corrections.
Appendices-documents to be provided by the SFA to the FSMC as part of the RFP.
Attachments-documents to be provided by the FSMC in response to the RFP/contract.
ADM/ADP-Average Daily Membership/Participation
Bid-an offer to perform, in accordance with the specifications and conditions, for a stipulated price.
Board-the Board of Education of the SFA. Unless otherwise authorized by the SFA, the SFA's Board of
Education shall provide final approval of the Evaluation Committee's RFP recommendation to the chief
procurement officer.
Code of Federal Regulations (CFR)-the code of federal regulations. Means the codification of the general
and permanent rules published in the Federal Register by the executive departments and agencies of the federal
government.
2 CFR 200 and 400 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards regarding the administration of grants.
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 pattern requirements.
Child Nutrition Program (CNP)-is the preparation and service of food to the SFA's students, staff,
employees, and authorized visitors. The CNP may include but is not limited to the National School Lunch
Program, SBP, After School Snack program, FFVP, Summer Food Service Program, and the SSO, as well as
catering services and a la carte food service.
Competition-the process by which two or more companies attempt to secure business by offering the most
favorable terms on price, quality, and service.
Competitive Foods-any foods and beverages sold during the school day on the school campus that compete
with the school breakfast and lunch programs. Violation of federal or state competitive food guidelines may
result in reclaims of federal funds to support the SFA's school breakfast or lunch programs.
Contract-a formal, legally enforceable agreement duly executed by the authorized representative of the SFA
and the FSMC. The SFA's RFP and the contractor proposal to the RFP will become the final contract.
Contract Award-the awarding of a contract to a successful offeror signifying the acceptance of the proposal.
Contract Documents-any letters, forms, attachments, or other documents that the offeror submits with the
proposal and any documents provided by the SFA in the context of this RFP, unless the terms in any such
documents conflict with any term in the RFP.
SCDE ART #23430 Page 8 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
Current Year-the period beginning July 1 and ending June 30.
Decimals-meal charges are to be listed out to four (4) decimal places, if applicable.
Direct Cost-a cost that is incurred specifically for one activity and can be identified specifically with that cost.
Domestic Commodity or Product - an agricultural commodity that is produced in the United States; and /or a
food product that is processed in the United States substantially using agricultural commodities that are produced
in the United States.
Duration-the contract duration must be limited to one year, with the effective beginning and ending dates
stated in the contract. The beginning date shall 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 (4) additional 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 RFP/contract, as applicable. These alterations cannot result in material changes to the original
contract. If the SFA determines that significant changes are necessary, the SFA must re-solicit 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 Consumer Price Index for All
Urban Consumers); and
Meal Equivalency-minor adjustments to the per meal equivalency.
Examples of substantive changes which could require the SFA to re-solicit the contract include but are not
limited to: major changes to the formula for determining meal equivalency; major shift in responsibilities for
SFA/FSMC staff; and/or significant changes in the basis for determining guaranteed returns.
Exhibits-documents the FSMC may choose to use to calculate their firm fixed price.
Expendable Equipment-items utilized in the preparation of food, including such things as pots, pans, and
kitchen utensils. Expendable equipment also includes any item used in the nonprofit food service program as any
item with a useful life of more than one meal service and with a purchase value per unit of $4,999.99 or less.
FNS-Food and Nutrition Service of the United States Department of Agriculture.
Food Service Facilities-are the areas, improvements, personal property, and facilities made available by the
SFA to the FSMC for the provision of the food services.
Food Service Management Company (FSMC)-a commercial enterprise or a nonprofit organization that is or
may be contracted with by a SFA to manage any aspect of the school food service.
FSMC's Responsibility-requires each FSMC to fully acquaint themselves with conditions relating to the scope
and restrictions of this RFP. The failure or omission of a FSMC to acquaint themselves with existing conditions
shall in no way relieve the FSMC of any obligation with respect to an offer and/or contract.
SCDE ART #23430 Page 9 of 122

FSMC RFP for ______Marion County School District___________________ 4/13/2026 ___________ (Date)
Firm, Fixed-Price Contract-under this type of contract, the FSMC is required to perform the work described
in the contract. The price is not subject to any adjustment based on the FSMC's cost experience in
performing the contract. The firm fixed price contract includes any management fee and/or administrative
allowance for the financial reporting; legal, tax, and audit services; and management oversight provided to client
locations by FSMC at the regional and corporate levels.
Gross Receipts-the total of all cash receipts, reimbursements received by the SFA, and other revenue under the
SFA's nonprofit food service program.
Indirect Cost-a cost of a general nature which is not readily identifiable with the activities of the grant and
incurred for a common or joint purpose benefiting more than one activity or cost objective.
Indirect Cost Rate-a device for determining the proportion of indirect costs the child nutrition program should
bear. It is the ratio (expressed as a percentage) of the indirect costs to a direct cost base. Rates are published
annually by SCDE.
In-Kind Meals-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
SFA accounts for and reimburses the school food service account for such adult meals. Students who assist in
the cafeteria should not be considered "in-kind" nor reported as adult in-kind meals.
Material Change - defined as a change that, had other offerors known of the change at the time they submitted
their responses to the RFP, would have caused them to respond differently to the solicitation. Federal regulations
under 2 CFR 200.324(b)(5) specify that when a proposed contract modification changes the scope of the contract
or increases the contract amount by more than the federal Simplified Acquisition Threshold (currently set at
$250,000 per 2 CFR 200.88), the SFA must submit the proposed changes to the SCDE for review and approval.
State or local acquisition thresholds may be more restrictive, and the most restrictive threshold applies.
Meal Equivalents-defined as the common denominator for calculation of the per meal guarantee. The meal
equivalent formula shall be determined by dividing the total of cash receipts, other than from sales of National
School Lunch and Breakfast Program meals of Cash Equivalents, by the Equivalency Factor.
A. For the purpose of this calculation, the number of lunch meals served to children and adults through the
National School Lunch Program (including the SSO) and the SFSP shall be determined by actual count.
The number of breakfast meals served to children and adults through the SBP (including the SSO) and
the SFSP shall be three breakfasts per two lunches (conversion factor of .66) is equal to one meal
equivalent. The number of afterschool snacks served to children and adults through the National School
Lunch Program shall be divided by three.
B. A la carte meal equivalents shall be computed by dividing a la carte sales (made to students and adults
only through the child nutrition program) by the current USDA free lunch reimbursement rate (to include
the USDA "six cents" performance-based funding and any other future USDA performance-based
funding) plus the current USDA foods value per meal. This calculation shall exclude USDA school-
specific severe need funding. This calculation shall be adjusted annually to reflect changes in USDA
reimbursement rates.
Non-expendable Equipment-defined as any item with a per unit purchase of $4,999.99 or more. All non-
expendable equipment will be purchased by the SFA.
Nonprofit School Food Service Program-all food service operations conducted by the SFA are principally for
the benefit of school children; all the revenue from which is used solely for the operation or improvements of
such food services.
Non-Federal Entity - means a state, local government, Indian tribe, Institution of Higher Education (IHE), or
SCDE ART #23430 Page 10 of 122