RFP # EPSD.DISTRICT.2026.0002 - Food Service Management Company

Request for Proposal
Food Service Management Company (FSMC) for
School Food Service Program
Cost Reimbursable
Request for Proposal
And
Contract
RFP Reference Number: EPSD.DISTRICT.2026.0002
RFP Release Date: May 5th 2026
RFP Issued By:
East Providence School District
1998 Pawtucket Ave East Providence RI 02914
Alexandra Gonzalez
Finance Director
401-270-8243
Page 1 of 68

The Food Service Management Company hereby agrees that it will comply with Title VI of
the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.), Title IX of the Education
Amendments of 1972 (20 U.S.C. 1681 et seq.), Section 504 of the Rehabilitation Act of
1973 (29 U.S.C. 794), the Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.); all
provisions required by the implementing regulations of the Department of Agriculture;
Department of Justice Enforcement Guidelines, 28 CFR Part SO.3 and 42; and FNS directives
and guidelines, to the effect that, no person shall, on the grounds of race, color, national
origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or
retaliation for prior civil rights activity, be excluded from participation in, be denied
benefits or, otherwise be subject to discrimination under any program or activity for which
the program applicant receives Federal financial assistance from FNS; and hereby gives
assurance that it will immediately take measures necessary to effectuate this agreement.
By accepting this assurance, the Food Service Management Company agrees to compile
data, maintain records, and submit reports as required, to permit effective enforcement of
nondiscrimination laws and permit authorized USDA personnel during hours of program
operation to review such records, books, and accounts as needed to ascertain compliance
with the nondiscrimination laws. If there are any violations of this assurance, the
Department of Agriculture, FNS, shall have the right to seek judicial enforcement of this
assurance. This assurance is binding on the Program applicant, its successors, transferee,
and assignees as long as it receives assistance or retains possession of any assistance from
USDA. The person or persons whose signatures appear below are authorized to sign this
assurance on the behalf of the Foods Service Management Company.
Page 2 of 68

Table of Contents
Section 1. INTRODUCTION ....................................................................................................................... 5
Section 2. REQUEST FOR PROPOSAL ..................................................................................................... 5
2.1 Legal Notice ...................................................................................................................................... 5
2.2 Request for Proposal ..................................................................................................................... 5
2.3 Basic FSMC Requirements............................................................................................................. 6
2.4 Pre-Proposal Meeting and Site Visit ........................................................................................... 9
2.5 Proposal Submission and Award ................................................................................................. 9
2.6 Proposal Evaluation ..................................................................................................................... 17
2.7 Exceptions and Deviations .......................................................................................................... 20
2.8 Contract .......................................................................................................................................... 21
2.9 Notices ............................................................................................................................................ 22
Section 3. STANDARD TERMS AND CONDITIONS .............................................................................. 25
3.1 Definitions and General Terms .................................................................................................. 25
3.2 Scope and Purpose ....................................................................................................................... 30
3.3 SFA Objectives & Responsibilities ............................................................................................. 31
3.4 FSMC Objectives & Responsibilities .......................................................................................... 37
3.5 Nutrition Criteria .......................................................................................................................... 48
3.6 Financial Terms, Payments, and Financial Assumptions ..................................................... 49
3.7 Execution and Exclusivity ........................................................................................................... 55
3.8 Restrictive Covenants .................................................................................................................. 55
3.9 Term and Termination ................................................................................................................ 57
Section 4. List of Attachments ............................................................................................................... 59
Attachment A - Proposed 21 Day Cycle Menu Template-Breakfast/A la Carte ....................... 60
Attachment B - Proposed 21 Day Cycle Menu Template-Lunch/A la Carte ............................. 60
Attachment C - Proposed 11 Day Cycle Menu-Afterschool Snack Program ............................. 60
Attachment D - Proposed SFSP Breakfast, Lunch/Supper, Snack Menus ................................. 60
Attachment E - Proposed CACFP Breakfast, Lunch/Supper, Snack Menus .............................. 60
Attachment F - SFA's Wellness Policy .............................................................................................. 60
Attachment G - Current and Projected School Calendar ............................................................. 60
Attachment H - Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708) ...... 60
Page 3 of 68

Attachment I - Debarment & Suspension (Executive Orders 12549 and 12689) .................. 62
Attachment J - Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) ............................................ 63
Attachment K - Independent Price Determination Certification ............................................... 64
Attachment L - Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution
Control Act (U.S.C. 1251-1387) ......................................................................................................... 65
Attachment M - Current Year End Food Service Financial Report ............................................ 65
Attachment N - Premises ................................................................................................................... 65
Attachment O - Enrollment, Average Daily Participation & CEP................................................ 66
Attachment P - Current POS System ................................................................................................ 66
Attachment Q - Current Labor Roster & Fringe Benefits ............................................................. 66
Attachment R - Proposed Labor Roster & Fringe Benefits .......................................................... 66
Attachment S - Established Selling Prices ...................................................................................... 66
Attachment T - Minimum USDA Food Specifications ................................................................... 66
Attachment U - RI Nutrition Requirements 200-RICR-20-25-4 ................................................. 66
Attachment V - Additional SFA Food & Product Specifications ................................................. 66
Attachment W - Duties & Responsibility Summary ...................................................................... 66
Attachment X - Meal Equivalent Formula ....................................................................................... 66
Attachment Y - Equipment Purchase(s) Specifications ............................................................... 67
Attachment Z - Current Equipment Cost & Loan Amortization Schedule ................................ 67
Attachment AA - Proposed Budget .................................................................................................. 67
Attachment AB - Equal Employment Opportunity ....................................................................... 67
Attachment AC - Statement of Commitment .................................................................................. 68
Attachment AD - FSMC UCOA Invoice Template ........................................................................... 68
Page 4 of 68

Section 1. INTRODUCTION
The School Food Authority (SFA), is seeking sealed proposals for the management of its
School Food Service Program for school year 2026-2027, with options for renewal of four
(4) periods of one (1) year each.
This solicitation is designed to ensure open and free competition, to establish a level playing
field for all interested contractors, to produce an adequate number of competitive proposals
that will be evaluated according to the criteria specified in this Request for Proposal (RFP)
with price used as the primary factor in the award decision. The SFA seeks proposals for a
cost-reimbursement, plus fixed fee contract. The successful contractor must demonstrate
that its management of the School Food Service Program will in all respects comply with the
laws, regulations, and standards of the State of Rhode Island's Department of Education
(RIDE) and the United States Department of Agriculture (USDA).
Section 2. REQUEST FOR PROPOSAL
2.1 Legal Notice
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.
The SFA reserves the right to accept or reject without prejudice, any or all proposals or to
waive any irregularities therein, or to accept the proposal deemed to be in the best
interests of the SFA. The SFA shall not be held responsible for any expense incurred in the
preparation or subsequent presentation of the Food Service Management Company's
(FSMC) response to this RFP.
2.2 Request for Proposal
The purpose of this request is to provide for the successful operation of a nutritious, quality
Food Service Program in the East Providence School District. The FSMC will assume
responsibility for the efficient management of the East Providence School District's Food
Service Program including purchasing, receiving, storing, setting up cafeteria lines, counter
service, dining room service, clean-up, sanitation, training, hiring and supervising personnel,
and presenting food in a way that produces optimum student participation. This
responsibility will include the FSMC's adherence to all rules and regulations of USDA and the
RIDE, and the proper use of federally donated commodities. This proposal assumes that
current meal prices will be maintained, unless otherwise requested by the East Providence
Page 5 of 68

School District. The organization or individual responding to this request will be referred to
as the FSMC and the Contract will be between the FSMC and East Providence School District
(hereinafter referred to as the SFA).
The Business Office of the SFA is the issuing office of this document and all subsequent
addenda relating to it. Specifications may be obtained by calling the Business Office at
Telephone Number. 401-270-8243.
The information provided herein is intended to assist the FSMCs in the preparation of
proposals necessary to properly respond to this RFP. The RFP is designed to provide
interested FSMCs with sufficient and detailed information to submit competitive proposals
meeting minimum requirements but is not intended to limit proposals' content or exclude
any relevant or essential data.
The RFP attachments are intended to provide interested contractors with necessary
information on the current and projected operation of the SFA's School Food Service
Program and, in some cases, include required templates that must be completed by the FSMC
in order to be considered fully responsive to this RFP.
2.3 Basic FSMC Requirements
The intent of this RFP is to provide management and consulting services for the School Food
Service Program of the SFA and to cooperatively plan and continuously improve the School
Food Service Program. The following conditions must be met at a minimum and addressed
in the proposal:
1. The FSMC must be of sufficient size and have the necessary expertise to furnish the
resources needed to manage, and continuously improve, the SFA's School Food
Service operation. The following qualifying data must be submitted by each
contractor along with the sealed proposal:
a. In accordance with R.I. Gen Laws 7-1.2-1401 no foreign corporation has the
right to transact business in Rhode Island until it has procured a certificate of
authority to do so from the Secretary of State. This is a requirement only of
the successful vendor(s). For further information, contact the Secretary of
State at (401-222-3040).
b. The FSMC must have done business for five (5) consecutive years or more
with SFAs. In lieu of organizational experience, staff expertise must be
demonstrated.
c. Any interested company must presently be operating a minimum of five (5)
successful School Food Service Programs, at least one of which must be of the
size and population of the SFA. In lieu of organizational experience, staff
expertise must be demonstrated.
Page 6 of 68

d. Any interested FSMC shall furnish the SFA an acceptable bid guarantee in the
form of a bid bond or certified check in the amount of SFA inserts percentage
of total contract value) percent (0%) of the total contract value. The certified
check will be returned to all unsuccessful FSMCs upon award of the Contract.
e. Any interested FSMC must be willing to provide a performance bond from a
company licensed in Rhode Island in the amount of SFA inserts percentage of
Performance Bond percent (20 %) of the total contract value, should it be
awarded. A surety letter from an acceptable bonding or surety company
indicating ability to obtain the bond must be included with the pre-
qualification data. This performance bond will guarantee the vendor's
faithful performance of all terms of the Contract throughout the life of the
Contract.
f. Annual audited financial statements for the past three consecutive years for
the bidding entity and parent company, if any, must be included with the
proposal.
g. By placing a bid, the interested company certifies acceptance of the SFA's
criteria for selection.
h. Additionally, the bidder must comply with all other local bid requirements.
2. The FSMC must have extensive involvement and experience in School Food Services
in the following fields or be able to demonstrate comparable competency.
Development of model programs in these areas may be advantageous:
a. Designing facilities
b. Selecting and procuring food service equipment
c. Nutrition
d. Menu planning
e. Purchasing of local foods
f. Fresh foods scratch cooking
g. Increasing student participation while complying with the RI Nutrition
Requirements and USDA meal pattern regulations
h. On-site production
i. Quality control
j. Employee supervision
k. Staff management training
Page 7 of 68

l. Employee motivation and positive involvement
m. Marketing
n. Public relations
o. Financial Management Systems
3. The FSMC must specify a point of contact to act as Resident District Manager to direct
the School Food Service Program and to implement the cooperatively agreed upon
upgrades. The District Manager and a Food Service Director must be identified by
Date.
4. The FSMC must describe how it will comply with requirements to provide detailed
participation and financial data to the SFA on a monthly and annual basis, in
conjunction with the Net Cash Resource reporting requirements. The FSMC will meet
with the SFA monthly to review progress towards district level fiscal, participation,
and programmatic goals.
5. To the extent possible, hourly food service employees currently employed by the SFA
or the current FSMC will be retained by the FSMC. Staffing levels and assignments are
to be recommended by the FSMC and approved by the SFA.
6. The FSMC shall recommend hours and the number of positions needed at each
feeding site in order to meet national standards in food service for meals served per
labor hour.
7. The SFA's School Food Service Program should be a self-sufficient operation. Funds
to pay for consulting and management services and upgrade costs must come from
present reserves and economies of increased meal participation.
8. All proposals shall be valid and may not be withdrawn for sixty (60) days after
submission.
9. Allowable Costs will be paid from the nonprofit school food service account to the
FSMC net of all discounts, rebates, and other applicable credits accruing to or received
by the FSMC or any assignee under the contract, to the extent those credits are
allocable to the allowable portion of the costs billed to the SFA.
10. The FSMC must exclude all Unallowable Costs from its billing documents and certify
that only Allowable Costs are submitted for payment and records have been
established that maintain the visibility of Unallowable Costs, including directly
associated costs in a manner suitable for contract cost determination and verification.
11. The FSMC's determination of its Allowable Costs must be made in compliance with
the applicable USDA Departmental and Program regulations and Office of
Management and Budget (OMB) cost circulars.
Page 8 of 68

12. The FSMC must identify the amount of each discount, rebate, and other applicable
credit on its invoices presented to the SFA for payment and individually identify the
amount as a discount, rebate or in the case of other applicable credits, the nature of
the credit, on no less than an Accounting Period basis.
13. The FSMC must maintain documentation of costs and Discounts, Rebates and Other
Applicable Credits and must furnish such documentation upon request to the SFA,
RIDE or USDA.
14. The FSMC must identify the method by which it will report Discounts, Rebates and
Other Applicable Credits, allocable to the SFA, as they become known during the term
of the contract. The FSMC must also identify those that are not reported prior to the
conclusion of the Contract and receive approval from the SFA prior to issuing its first
invoice of the Contract period.
2.4 Pre-Proposal Meeting and Site Visit
A pre-proposal meeting will be held at East Providence School District, Administrative
Offices, 1998 Pawtucket Ave East Providence RI 02914 on 5/19/26 at 2:00 PM. Attendance
at the pre-proposal meeting is strongly encouraged but is not mandatory.
2.5 Proposal Submission and Award
Deliver the complete proposal package in a sealed envelope labeled as follows:
Addressed to the Business Office of the East Providence School District
At 1998 Pawtucket Ave, East Providence, RI 02908
Clearly marked "SCHOOL FOOD SERVICE PROGRAM PROPOSAL"
RFP ID number "EPSD.DISTRICT.2026.0002"
Original or Copy (as applicable)
Envelope number (i.e., 1 of 3)
Date
FSMC's Name and Address
Submit one (1) original and three (3) copies of the complete Proposal package and (1) digital
copy on a Flash Drive.
A copy of the proposal must be received by 10:00 AM Friday, June 5th 2026. Any proposals
en route, either in the mail or other locations in the SFA's offices, will not be considered
timely and are ineligible for consideration. The proposal must be received at the office of
the:
Page 9 of 68

Business Office, East Providence School District
ATTN: Alex Gonzalez
1998 Pawtucket Ave, East Providence, RI 02908
5/5/26 Request for Proposals (RFP) Issued
5/19/26 2:00 PM AM Pre-Proposal Conference at East Providence School District,
Business Office, 1998 Pawtucket Ave East Providence RI 02914. Site
visitations immediately following the pre-proposal conference.
5/20/26 10:00 AM Questions Due
5/22/26 Answers to Questions Provided
6/5/26 10:00 AM Proposal Deadline
6/5/26 10:00 AM Proposal Opening
6/5/26 Review and Evaluation of Proposals
6/9/26 Anticipated Approval of Contract by School Committee
7/1/26 Anticipated Start Date of Selected FSMC
Public opening will be at 10:00 AM on June 5th, 2026, at East Providence School District,
Business Office, 1998 Pawtucket Ave East Providence RI 02914
The SFA may award a contract based upon the initial proposals received without discussion
of such proposals. Accordingly, each initial proposal should be submitted with the most
favorable price and service possible.
By requesting a copy of the RFP and subsequent submission of a Proposal, the FSMC agrees
that during the period following issuance of the Proposal and prior to notification of intent
and/or award of the contract, the FSMC will not discuss this procurement with any party
except the designated contact person identified in this RFP.
The SFA reserves the right, at any time after opening and prior to award, to request from any
FSMC, clarification, address technical questions, make site visits, review past performance,
or seek or provide other information regarding the FSMC's proposal. This process may be
used for such purposes as providing an opportunity for the FSMC to clarify the Proposal in
order to assure mutual understanding and/or aid in determinations of responsiveness or
responsibility of the FSMC. The SFA will not consider information received if the information
materially alters the content of the Proposal or alters the type of goods and services the FSMC
is proposing to the SFA. An individual authorized to legally bind the FSMC shall sign
responses to any request for clarification.
Page 10 of 68