School Lunch Provider

REQUEST FOR PROPOSAL (RFP)
FOOD SERVICE MANAGEMENT COMPANY (FSMC)
SCHOOL NUTRITION PROGRAM
RFP NO. 1
School Food Authority (SFA): BIA Charter School Inc.
Address: 186 Hunter St NW, Norcross, GA 30071
REQUEST FOR PROPOSAL TIMELINE
Proposal Issue Date 5/15/26
Final Date for Written Questions 6/05/26 @ noon
Proposal Due Date and Time 6/15/26 @ 10:00 am
Proposal Due Location 186 Hunter St NW, Norcross,
GA 30071
Proposal Opening Date and Time 6/16/26 @ noon via zoom
Proposal Opening Location https://zoom.us/j/98032817289
Award Date (per award letter) TBD
Start Date 07/01/2026
Name of Awardee (completed after
contract is awarded)
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SFA will consider (Must choose one):
Cost-reimbursable Proposal
Fixed meal price Proposal
INTRODUCTION
This document contains a Request for Proposal (RFP) for providing food service
management services for BIA Charter School Inc. This RFP sets forth the terms and
conditions applicable to the proposed procurement.
School Food Authorities (SFAs) are encouraged to use the sample FSMC (Food Service
Management Company) RFP and Contract. For solicitation approval, an SFA must complete
the required procurement procedures for participation in the reimbursement programs. SFAs
not complying with required procurement procedures will not be approved for reimbursement
of meals for USDA Child Nutrition programs.
REQUEST FOR PROPOSAL
A. Legal Notice
Notice is hereby given that BIA Charter School Inc. , 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
school food authority. The Georgia Department of Education (GaDOE) is not and will not
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be a party to any contract between an SFA and a Food Service Management Company
(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 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.
B. Procurement Method
Procurement Method will be the Competitive Sealed Proposals 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: 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, a
virtual walkthrough of the facilities with school officials will be on May 29 at 4:00 PM.
The following link is provided for the virtual walkthrough: https://zoom.us/j/98032817289
Attendance is optional. (Note: If SFA makes attendance by offerors mandatory, then SFA
may not waive requirement).
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.
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Vendor presentations will not be scheduled at this time.
D. Request for Proposal Submission
Proposals will be received until 10:00 A.M. on 6/15/26 at 186 Hunter St NW, Norcross, GA
30071, for supplying the SFA with food service management services (vended meals)
during the school year of 2026-27starting in July. 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, # 1 and also marked on the envelope with the offeror's
complete return address. 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: Samuel Stephens
Mailing Address: 186 Hunter St NW
City: Norcross,
State/Zip: GA 30071
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 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/interested 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 school systems and is familiar
with the regulations pertaining to operations in such environments, must be provided.
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* 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.
* The 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
Samuel Stephens in writing at sstephens@biaschool.org. Any additional information
provided to one offeror will be available to all.
Competitive sealed proposals are subject to all the conditions and specifications attached
hereto.
D.1-Opening of Proposal:
Opening will be at 12:00 P.M. on 6/16/25 at https://zoom.us/j/93791017722. 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 who's 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
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participate in the RFP and subsequent contract. Once a potential awardee is selected, the
SFA will notify the SA for approval before 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.
Criteria Award Table
35 points Cost & Financial Proposal
25 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
5 points Doing business with like school systems and familiarity with regulations pertaining to
such operations/References
5 points Financial Condition/Stability, Business Practices
5 points Accounting and Reporting Systems
5 points Personnel Management
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5 points Innovation
5 points Involvement of Students, Staff, and Patrons
100 points TOTAL
F. Proposal Protest Procedures
Any protest shall be in writing and shall be delivered to Samuel Stephens. 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.
BIA Charter School Inc. 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
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The complete Contract includes all documents included by the SFA in the RFP, and 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).
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 State Agency (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 (small purchases) 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.
Approved and signed contract by both parties will be sent to the SA and posted in SNO
(School Nutrition Online).
DEFINITIONS AND TERMS
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 RFP and Contract, the exhibits attached to this RFP and Contract,
and FSMC's Proposal, as accepted by SFA in its sole discretion.
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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. Effective Date: July 01, 2026
10. Fixed Meal Price: an agreed upon amount that is fixed 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.
11. FSMC's Proposal: Food Service Management Company's response to the RFP
and Contract.
12. Meal Equivalent for a fixed -price contract: Used to determine payment to the
FSMC for nonprogram 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.
13. 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.
14. Program(s) or Child Nutrition Program(s) : the USDA Child Nutrition Programs
in which the SFA participates.
15. Program Funds : all funds that are required to be deposited into the Non-profit
School Food Service Account.
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16. Proposal : Food Service Management Company's response to the RFP and
Contract.
17. RFP : SFA's Request for Proposal and Contract, and all of its attachments.
18. SA: State Agency of the Georgia Department of Education School Nutrition
Division
19. Services : the services and responsibilities of FSMC as described in this
Contract, including any additional services described in Section O of this Contract.
20. SFA or School Food Authority : the school food authority as defined in 7 CFR
210.2.
21. 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.
22. 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.
23. 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 service.
24. SFA's Food Service Location(s) : the schools or other locations where Program
meals are served to SFA's schoolchildren.
25. Summer Program : either the Summer Food Service Program (SFSP) or the
Seamless Summer Option (SSO) identified herein below, and in which SFA
participates.
26. GaDOE : Georgia Department of Education
27. USDA FNS : United States Department of Agriculture , Food and Nutrition
Service.
STANDARD TERMS AND CONDITIONS
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