RFP for Food Service Management, Fiscal Year 2027

REQUEST FOR PROPOSAL (RFP)
FOOD SERVICE MANAGEMENT COMPANY (FSMC)
SCHOOL NUTRITION PROGRAM
RFP NO. 032526
School Food Authority (SFA): The Meliora School
Address: 1400 Dogwood Road SW
Snellville, GA 30078
REQUEST FOR PROPOSAL TIMELINE
Proposal Issue Date 05/08/2026
Pre-Proposal Meeting-Date, Time and Location 05/26/2026, 12:00pm
VIRTUAL
Final Date for Written Questions 05/29/2026, 4:00pm
Proposal Due Date and Time 06/16/2026, 12:00pm
Proposal Due Location 1400 Dogwood Road
Snellville, GA 30078
Proposal Opening Date and Time 06/16/2026, 1:00pm
Proposal Opening Location 1400 Dogwood Road
Snellville, GA 30078
Award Date (per award letter and determined by State TBD based an State Agency approval
Agency approval date)
Start Date and End Date: MM/DD/YYYY 07/01/2026 through 06/30/2027
Name of Awardee (completed after contract is awarded)
SFA will consider (Must choose one by marking with an X):
Cost-reimbursable Proposal
Fixed meal price Proposal
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INTRODUCTION
This document contains a Request for Proposal (RFP) for providing food service management services for The
Meliora School. This RFP sets forth the terms and conditions applicable to the proposed procurement.
REQUEST FOR PROPOSAL
A. Legal Notice
Notice is hereby given that The Meliora School, hereinafter referred to as the SFA, intends to examine
alternatives to its present food service program. The offeror to this RFP will be referred to as the FSMC.
No intent should be construed from this legal notice that the SFA intends to enter into a contract with any party
for alternative food service unless, in the sole opinion of the SFA, it is in the SFA's best interest to do so.
All costs involved in submitting a response to this Request for Proposal (RFP) shall be borne in full by the party
incurring said cost. Offerors or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications before submitting proposals; failure to do so will be at the offeror's
own risk, and it cannot secure relief on plea of error. The SFA is not liable for any cost incurred by the offeror in
submitting a proposal.
SFA reserves the right to accept any proposal which it determines most favorable to the interest of SFA and to
reject any or all proposals or any portion of any proposal submitted which, in SFA's opinion, is not in the best
interest of SFA.
Any contract that may arise from this RFP will be between the FSMC and the SFA and upon acceptance,
this document shall constitute the Contract between the offeror and the SFA. The Georgia Department of
Education (GaDOE) is not and will not be a party to any contract between an SFA and a FSMC. The SFA has full
responsibility for ensuring that the terms of the Contract are fulfilled. However, GaDOE can deny payment to the
SFA if the SFA fails to ensure that all parts
of the Contract are followed.
Any changes to the terms or conditions of this Contract, which are required by Federal or State law or rule,
or changes to Federal or State laws, rules, or citations are automatically incorporated herein, effective as of
the date specified in such law, rule, citation, and/or USDA Memo.
In accordance with Federal law and U.S. Department of Education policy, SFAs and FSMCs are prohibited from
discriminating on the basis of race, color, national origin, sex, age, or disability.
In the event of the FSMC's nonperformance under this contract or the violation or breach of the terms of this
contract, the SFA shall have the right to pursue all available administrative, contractual and legal remedies
against the FSMC. 2 CFR Appendix II to Part 200 (A)
B. Procurement Method
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Procurement Method will be the Competitive Sealed Proposal method (commonly known as a Request for
Proposals or RFP). The Competitive Sealed Proposals method differs from the traditional sealed bid method
in the following ways:
Competitive sealed proposals allow discussions with competing offerors and adjustments to the
initial proposal.
Comparative judgmental evaluations may be made when selecting among acceptable proposals
for award of the Contract.
All procurement transactions shall be conducted in a manner that provides maximum full and open competition
consistent with applicable regulations and compliance with program regulations in accordance with 7 CFR
210,215,220,245, and 250; and FNS instructions and policy, as well as 7 CFR 210.16, 210.21, 250 Sub D, 7 CFR
200.318-326, Appendix II Part 200.
Procurement must be conducted so that there is no apparent or real conflict of interest.
C. Pre-Proposal Meeting
A meeting with interested offerors to review the specifications, to clarify any questions, and for a walkthrough or a
virtual walkthrough of the facilities with school officials will be on May 26, 2026 at 12:00pm. Location: VIRTUAL
Meliora School - PreProposal Meeting
Tuesday, May 26 * 12:00 - 1:00pm
Time zone: America/New_York
Google Meet joining info
Video call link: https://meet.google.com/gor-cgds-crk
Attendance is optional.
The meeting will be documented with a sign-in sheet. A summary of all information shared, questions asked, and
answers will be provided as a numbered addendum(s) to this RFP to all interested parties. The addendum(s)
must be signed by FSMCs and returned as part of the RFP/Contract.
Vendor presentations will not be scheduled at this time.
D. Request for Proposal Submission
Proposals will be received until 12:00 P.M on June 16, 2026 at 1400 Dogwood Road SW, Snellville, GA 30078,
for supplying the SFA with food service management services during the school year of 2026-2027. All proposals
will be time-stamped and dated upon receipt. Any proposal submitted after the time specified for receipt will not
be considered and will be returned unopened.
All proposals must be submitted in a sealed envelope marked as Food Service Management Proposal
#032526, and also marked on the envelope with the offeror's complete return address.
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Email or facsimile (fax) submissions are not allowed.
Two copies of Competitive Sealed Proposals are to be submitted by US Postal Service (USPS), in person
or by courier service to:
Name of SFA School Nutrition Director: Kiaura Stewart
Mailing Address: 1400 Dogwood Road SW
City: Snellville
State/Zip: Georgia 30078
To be considered, each offeror must submit a complete response to this solicitation using the forms provided,
along with any other documents submitted as a part of the Proposal and considered responsive to this RFP. No
other documents submitted with the RFP and Contract will affect the Contract provisions, and there may be no
modifications to the RFP and Contract language. If the offeror modifies, revises, or changes the RFP and/or
Contract in any manner, SFA may reject the offer as non-responsive.
Qualification data shall be submitted by each offeror along with the sealed Proposal. Failure to furnish such
records and evidence, or the inclusion of any false or misleading information therein, shall be sufficient cause for
rejection of the Proposal or termination of any subsequent Contract. Include the following data:
Offeror must be incorporated or licensed to do business in the State of Georgia and must be on or willing
to be on the utilized list of FSMC vendors with the School Nutrition Division of the Georgia Department of
Education (GaDOE). Provide any documents that indicate this listing.
Annual reports or financial statements for the past fiscal year in the format of an accountant's review
including notes to the financial statements and provided by a certified public accountant.
Information that the offeror is doing business with like SFAs and is familiar with the regulations pertaining
to operations in such environments, must be provided.
Information that the offeror is presently operating a comparable, successful National School Lunch
Program (NSLP) and School Breakfast Program (SBP) in a school setting, must be provided.
Offeror shall submit for consideration such records of work and further evidence that may be required and
requested by the SFA's Board of Education.
As provided herein, under state law and, or regulations and the SFA's local policy, discussions may be conducted
with responsible offerors who submit proposals determined to be considered for award selection. Discussions will
be for the purpose of clarification, to assure full understanding of all terms and conditions of the response to this
RFP and the Contract's requirements. In conducting these discussions, there shall be no disclosure of any
information derived from proposals submitted by competing offerors.
If additional information is requested to adequately respond to this RFP, please contact Kelly Bemus in writing at
k.a.bemus@gmail.com. Any additional information provided to one offeror will be available to all.
Competitive sealed proposals are subject to all conditions and specifications attached hereto.
D.1-Opening of Proposal:
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Opening will be at 1:00 P.M. on June 16, 2026 at 1400 Dogwood Road SW, Snellville, GA 30078. Proposals
will not be accepted after the date and time as indicated in the RFP Timeline as the proposal due date. A State
Agency (SA) representative shall accompany the opening of the proposals by means of virtual or in person
avenues. No proposal may be altered, amended, or withdrawn after the specified time for opening proposals.
E. Proposal Award Criteria
Award will be made only to a qualified and responsible offeror whose Proposal is responsive to this solicitation.
A responsible offeror is one whose financial, technical, and other resources indicate an ability to perform the
services required. All proposals are to be safeguarded by the SFA. Proposals will be evaluated by an SFA
committee based on the offer per meal/meal equivalent and the criteria, categories and assigned weights as
stated below (to the extent applicable). Each SFA committee member will score the proposals independently
before the committee identifies the most advantageous response. Committee members must consist of SFA
employees familiar with the regulations and requirements of the child nutrition programs, parents, teachers and/or
administrators. If a committee member is an agent for, employee of or in any manner associated with a FSMC,
that FSMC may not participate in the RFP and subsequent contract. Once a potential awardee is selected, after
negotiations, the SFA will notify the SA for approval before the Contract is awarded.
The offerors will be notified after all responses have been scored as to the status of their proposals. No
information is released until after the award is made.
Weighted Evaluation Criteria
The SFA must determine in advance of issuing the RFP what percentage each category below will be given when
comparing proposals. SFA may amend, delete or add additional categories if needed with an overall 100 points
total. However, SFA may not include a category of prior experience with an SFA as it would violate USDA's free
and open competition regulation for procurement. A cut-off score must be pre-set by the SFA. Proposals that
score under the cut-off score will not be considered for a contract and will be notified in writing. Only offerors that
meet or exceed the cut-off score will enter into negotiations for a contract. The RFP must establish a level playing
field for all offerors that submit proposals. Review the Criteria Award Table for the weighted percentages.
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Criteria Award Table
(30) points Cost & Financial Proposal (must be the highest points)
(15) points Service Capability Plan (Identifies proposed food service team such as Food Service Director and
demonstrates FSMC's ability to provide services as stated in the RFP/Contract)
(10) points Experience, References
(10) points Doing business with like school systems and familiarity with regulations pertaining to such operations
(5) points Financial Condition/Stability, Business Practices
(5) points Accounting and Reporting Systems
(10) points Personnel Management
(5) points Innovation
(5) points Promotion of the School Food Service Program (Ex: Georgia Grown, Farm to School)
(5) points Involvement of Students, Staff, and Patrons
(0) Other (SFA may add additional categories such as taste-testing or samples)
100 points TOTAL
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F. Proposal Protest Procedures
Any protest shall be in writing and shall be delivered to the SFA's designated Protest official at
the designated Meliora School Board of Education, Attention: Polly Flinch (board@melioraschool.org). A
protest of a solicitation shall be received by the named individual before the offer due date. The protest shall be
filed within ten (10) days from the award notice and shall include:
1. The name, address, and telephone number of the protestor;
2. The signature of the protestor or an authorized representative of the protestor;
3. Identification of the purchasing agency and the solicitation or contract number;
4. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents;
5. The form of relief requested.
A written response to the protest will be made within 30 days from receipt of the protest and all items
indicated above. The Meliora School Board of Education shall in all instances disclose information regarding
protests to the State Agency.
G. Firm Offer
By submitting a response to this RFP, and if such response is not withdrawn prior to the time for opening
of proposals, offeror understands and agrees that they are making a firm offer to enter into a Contract,
which may be accepted by the SFA, and which will result in a binding Contract.
Such proposal is irrevocable for a period of ninety (90) days after the time for opening of proposal
has passed. _______________.
(FSMC must initial and date here to show agreement)
H. Final Contract
The complete Contract includes all documents included by the SFA in the RFP, all documents submitted
by the FSMC that have been mutually agreed upon in writing by both parties (i.e., worksheets, attachments,
and operating cost sheets), and approved in writing by the State Agency (SA).
Paying the FSMC from School Nutrition Program funds is prohibited until the Contract is signed by the SFA,
awarded vendor, and approved in writing by the SA. Also, any renewals, amendments or addendums to the
Contract must receive SA written approval before executing these modifications. 2 CFR 200.324(a) states that
the SFA must perform a cost or price analysis in connection with every procurement action in excess of the
Simplified Acquisition Threshold, including contract modifications. The method and degree of analysis is
dependent on the facts surrounding the particular procurement situation, but as a starting point, the SFA must
make independent estimates before receiving any modifications. After written approval is received, all signed
renewals, amendments and addendums will be sent to the SA and maintained on file by the SFA and FSMC.
The approved, signed and dated contract by both parties will be sent to the SA and kept on file for five years plus
the current year and a final copy sent to the FSMC to maintain on file.
DEFINITIONS AND TERMS
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The following definitions shall apply within this document and its attachments:
1. Accounting Period: a specific period of time (e.g., each month)
2. Allowable Cost: costs that are allowable under 2 CFR Part 200 Subpart E Cost Principles.
All costs must be necessary and reasonable to be allowable.
3. Applicable Credit: the meaning established in 2 CFR Part 200 Subpart E Cost Principles and
2 CFR 200.406, respectively.
4. Calculation of Time: periods of time, stated as a "number of days", shall be calendar days.
5. Charge: any charge for an Allowable Cost that is: (i) incurred by FSMC in providing the
goods and services that are identified in SFA's Food Service Budget (ii) not provided for in the
General and Administrative Expense Fee; and (iii) established and reasonably allocated to SFA in
accordance with the Methodology for Allocated Costs, which is attached under the cost reimbursable
section, and fully incorporated herein by reference.
6. Contract: this approved RFP and Contract, the exhibits attached to this RFP and Contract, and
FSMC's Proposal, as accepted by SFA in its sole discretion.
7. Cost-reimbursable contract: a contract that provides for payment of incurred costs to the extent
prescribed in the Contract, with or without a fixed fee.
8. Direct Cost: any Allowable Cost that is: (i) incurred by FSMC in providing the goods and services
that are identified in SFA's Food Service Budget; and (ii) reasonably necessary in order for FSMC to
perform the Services hereunder. The term Direct Cost does not include any cost allocated to SFA as
Charges, the General and Administrative Expense Fee, or any Management Fees.
9. Donated Foods: i.e. USDA Foods 7 CFR 210.16 (c)(4) and 7 CFR 250.2
10. Effective Date: July 1, 2026.
11. Fixed Meal Price: an agreed upon amount that is a fixed cost per meal or a fixed cost at the
inception of the Contract and is guaranteed for a specific period of time.
Fixed Fee: an agreed upon amount that is fixed at the inception of the Contract. In a cost
reimbursable contract, the fixed fee includes the contractor's direct and indirect administrative costs
and profit allocable to the Contract.
The fixed-price and fixed-fee contracts may include an economic price adjustment provision tied to a
standard index.
12. FSMC's Proposal: Food Service Management Company's response to the RFP and Contract.
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13. GaDOE: Georgia Department of Education
14. Meal Equivalent for a fixed -price contract: Used to determine payment to the FSMC for non
program food such as adult meals, milk sales, a la carte, catering, etc., as well as other
reimbursable (SBP, SFSP, ACS, SMP) meals when a separate price is not proposed for meals
other than NSLP. The other meals and non-program sales are converted into Meal Equivalents
using the meal equivalency formula. The meal equivalency factor and meal equivalency formula
shall remain fixed for the term of the Contract and all renewals. A la carte revenue should include
all sales to adults and a la carte sales to students. (FSMC Guidance for SFA's, 2016 edition)
15 Non-profit School Food Service Account: 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.
16. Program(s) or Child Nutrition Program(s): the USDA Child Nutrition Programs in which the
SFA participates.
17. Program Funds: all funds that are required to be deposited into the Non-profit School Food Service
Account.
18. Proposal: Food Service Management Company's response to the RFP and Contract.
19. RFP: SFA's Request for Proposal and Contract, and all of its attachments.
20. SA: State Agency of the Georgia Department of Education School Nutrition Division
21. Services: the services and responsibilities of FSMC as described in this Contract, including any
additional services described in Section O of this Contract.
22. SFA or School Food Authority: the school food authority as defined in 7 CFR 210.2. as 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.
23. SFA's Food Service Budget: the Food Service Budget for the Current School Year,
which is attached to this Contract as Exhibit C and fully incorporated herein.
24. SFA's Food Service Facilities: the areas, improvements, personal property and facilities made
available by SFA to FSMC for the provision of the food services as more fully described herein.
25. SFA's Food Service Program: the preparation and service of food to the SFA's students, staff,
employees and authorized visitors, for the following programs as identified in the SFA's RFP and
Contract, which may include the National School Lunch Program (NSLP), the School Breakfast
Program (SBP), the After School Care Program, the Fresh Fruit and Vegetable Program (FFVP),
Seamless Summer Option (SSO),Summer Food Service Program (SFSP) and a la carte food
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service.
26. SFA's Food Service Location(s): the schools or other locations where Program meals are served to
SFA's schoolchildren.
27. Summer Program: either the Summer Food Service Program (SFSP) or the Seamless Summer
Option (SSO) identified herein below, and in which SFA participates.
28. USDA FNS: United States Department of Agriculture, Food and Nutrition Service
29. USDA Foods: i.e. donated foods 7 CFR 210.16 (c)(4) and 7 CFR 250.2
STANDARD TERMS AND CONDITIONS
A. Scope and Purpose
1. Duration of Contract. Unless it is terminated, this Contract will be in effect for a period of one year
commencing on July 1, 2026, and terminating on June 30, 2027 and may be renewed for four (4)
additional terms of one year each upon mutual written agreement between SFA and FSMC.
Extension Option -The Contract may be extended up to three (3) months at the same proposed
pricing provided mutual written agreement by both parties and only due to an
unprecedented natural disaster or occurrence or other waivers issued by USDA regarding an
extension for FSMC contracts.
2. During the term of this Contract, FSMC shall operate SFA's Food Service Program in conformance
with SFA's agreement with the Georgia Department of Education's (GaDOE) School Nutrition Division
(SND). Both SFA and FSMC will follow Federal regulations in 7 CFR 210.16, 210.21, 250 and 2 CFR
200.
3. FSMC shall have the exclusive right to operate the programs checked below at the sites specified by
SFA in the Schedule of Food Service Locations and Services Provided, which is attached to this
Contract as Exhibit A and fully incorporated herein. If a program is added later (i.e., a breakfast
program) which is beyond the scope or original intent of this RFP/Contract, or if a material change is
made to the RFP/Contract, the appropriate procurement procedures must be followed. (Reference
97SP-30, FNS Policy Memo, July 2005 Procurement Questions; and 2016 FSMC Manual; SP
28-2009; SP 02-2010; and SP 17-2012.) Any change to the scope of services to be provided by
FSMC that is beyond the scope or original intent of this RFP/Contract, including the addition of a
program such as breakfast (SBP) or summer food (SFSP), may be considered a material change.
The SFA must evaluate the total cost and scope of the change to the existing contract and determine
if a material change would occur. A key factor in determining whether a change is material is whether
other offerors knowing of the change would have offered differently The SA must be notified of the
determination, provided documentation, and give final written approval before the change may be
implemented. If the change to the contract is considered a material change, a new solicitation must
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