RFP - Unitized Meal Component Production and Delivery Services

REQUEST FOR PROPOSALS (RFP)
Unitized Meal Component Production and Delivery Services
School Year 2026-2027
INSTRUCTIONS TO OFFERORS
Issuing Office
The issuing office of this Request for Proposal (RFP) is:
Toledo Public Schools
Toledo Public Schools Educational Campus
Business Services Department, 2nd Floor
1609 N. Summit St.
Toledo, Ohio 43604
Purpose of RFP
This Request for Proposal (RFP) contains instructions for Unitized Meal Component Production
and Delivery Services for Toledo Public Schools.
RFP Timetable
The anticipated schedule for this solicitation is as follows:
Release of RFP April 8, 2026
Deadline for Questions April 13, 2026, 2:00 PM (EST)
Response to Questions/Addenda Issued April 16, 2026
RFP Submission Deadline April 23, 2026, 2:00 PM (EST)
Proposal Review Period April 24-28, 2026
Sample Submission Deadline April 30, 2026
Sample Evaluation Period April 30 - May 1, 2026
Final Evaluation/Scoring May 4 - 6, 2026
Anticipated Award May 19, 2026

The District reserves the right to modify this schedule at its discretion. Any changes will be
issued via addendum.
Questions and Clarifications
Any questions concerning this RFP must be submitted in writing to procurement@tps.org no
later than the deadline identified in the RFP Timetable. Please include "Unitized Meal
Component Production and Delivery" in the subject line.
Questions related to technical specifications, including food service and nutrition requirements,
will be coordinated internally with the District's Child Nutrition and Food Service Department.
Responses to all questions will be issued via addendum and posted on the Toledo Public
Schools website at tps.org (Departments Business Division Public Bidding/Request for
Proposals).
It is the responsibility of the Offeror to review all addenda prior to submission. All addenda
issued shall be considered part of this solicitation and are binding upon submission of a proposal.
Documentation requested by the SFA shall be provided within a reasonable timeframe as
specified by the SFA.
Proposal Submission
Sealed proposals must be received in the Treasurer's Office, 3rd Floor, no later than the
submission deadline identified in the RFP Timetable.
Two (2) copies of the proposal must be submitted and clearly marked "Unitized Meal
Component Production and Delivery" and addressed to:
Jennifer Braun
Business Services
Toledo Public Schools
The Offeror is responsible for ensuring that its proposal is received prior to the stated deadline.
If the proposal is delivered by any method other than personal delivery, it shall be enclosed in a
separate envelope clearly marked:
"SEALED PROPOSAL ENCLOSED FOR TOLEDO PUBLIC SCHOOLS; DELIVER
IMMEDIATELY TO TREASURER"
The face of the envelope shall also include the proposal due date and time.
The Offeror is responsible for ensuring that its proposal is delivered to the Treasurer's Office
prior to the stated deadline, regardless of the method of delivery.
Late Proposals
Late proposals will not be accepted.

Acceptance Requirements
By submitting a proposal, the Offeror acknowledges that it has reviewed this RFP and agrees to
comply with all requirements, conditions, and specifications contained herein.
PROPOSAL REQUIREMENTS
General Requirements
Offerors shall submit a complete proposal that addresses all requirements outlined in this
solicitation.
Failure to submit required information or documentation may result in the proposal being
deemed non-responsive.
Technical Proposal Requirements
The Technical Proposal shall include, at a minimum, the following:
Description of the Offeror's organization, experience, and qualifications relevant to the
scope of work
Proposed approach to meal component production, menu planning, and service delivery
Description of ordering systems, delivery logistics, and operational processes
Food safety and quality assurance procedures, including HACCP
Staffing plan and operational support structure
Experience with school nutrition programs, including NSLP compliance
References from similar clients (K-12 preferred)
The Technical Proposal shall not include any pricing information.
Technical Response Alignment
Offerors shall ensure that their Technical Proposal is organized in a manner that clearly
addresses the evaluation criteria outlined in this solicitation.
While a specific question-and-answer format is not required, responses must be sufficiently
detailed and structured to allow the evaluation committee to assess each of the following areas:
Operational approach to meal component production, menu planning, and student
acceptance
Ability to meet USDA and NSLP compliance requirements, including meal pattern and
documentation
Experience and past performance with K-12 school nutrition programs

Delivery logistics, ordering systems, and operational execution
Food safety and quality assurance procedures, including HACCP
Staffing model and operational support structure
Technology systems and reporting capabilities
Failure to provide sufficient detail to support evaluation across these areas may result in lower
evaluation scores.
Offerors are encouraged to clearly label or organize responses by section to facilitate evaluation.
Cost Proposal Requirements
Offerors shall submit a separate Cost Proposal that includes:
Per-meal pricing structure
Any additional pricing components or fees
OVS credit structure
Commodity credit structure
Pricing assumptions and cost drivers
Offerors shall identify the portion of pricing attributable to transportation and fuel costs as a
separate component of the Cost Proposal.
All costs necessary to perform the services described in this solicitation shall be included in the
Cost Proposal unless otherwise specified.
Pricing shall be structured in a manner that supports evaluation in accordance with the
methodology defined in Addendum H - Evaluation Methodology and Scoring.
Sample Requirements
Offerors shall provide product samples as part of this solicitation to support evaluation of
product quality, compliance, and student acceptability.
Sample Submission Requirement
Samples shall be required from all Offerors and must be submitted in accordance with the
sample menu and product requirements defined in this solicitation.
Samples shall consist of individually portioned components that, when combined, demonstrate
the Offeror's ability to support a reimbursable meal.
Samples must correspond to the required products identified in the Product Specifications
and Commodity Requirements section. Substitutions or alternate products will not be
accepted.

Required Elements:
Each sample shall demonstrate:
Correct component contributions (meat/meat alternate, grains, fruits, vegetables)
Proper minimum serving sizes by grade group (K-5, 6-8, 9-12, as applicable)
Whole grain-rich grain products
Vegetable subgroup compliance, where applicable
Documentation of CN Labels or Product Formulation Statements (PFS)
Evaluation Criteria:
Samples will be evaluated based on:
Accuracy of crediting documentation
Portion sizes meet USDA requirements
Menu item meets reimbursable meal standards
Taste, texture and overall product quality
Student acceptability (as determined by the evaluation panel)
Evaluation will consider how individual components contribute to a reimbursable meal when
assembled by the SFA.
Packaging Requirements:
Samples must reflect how meal components will be delivered to schools and shall include:
Student-ready packaging (tray, bag, or compartment container)
Labeling present on each unit
Packaging suitable for transport, storage, and service
Packaging Evaluation Criteria:
Packaging durability
Ease of opening for students
Portion containment and separation
Correct labeling (product name, production date, heating instructions)
Sample meal component submitted for evaluation shall align with the menu structure and
requirements outlined in Addendum K - Sample Menu / Meal Component Requirements

The sample menu is provided for representative purposes only. Offerors may propose variations
in menu planning and meal component combinations, provided that all required products
identified in the Product Specifications and Commodity Requirements section are utilized and all
USDA meal pattern requirements are met.
Sample Submission Instructions
Detailed instructions regarding sample preparation, delivery location, timing, and handling
requirements are provided in this solicitation and may be supplemented by addendum. Offerors
are responsible for reviewing all instructions and addenda prior to submission.
Offerors shall be responsible for all costs associated with sample preparation and delivery.
Offerors are responsible for ensuring that all required samples are received by the SFA by the
stated sample submission deadline.
Late sample submissions may result in the Offeror's proposal being excluded from further
evaluation.
Samples must be delivered in condition suitable for evaluation. TPS is not responsible for sample
degradation due to transit conditions.
Required Forms and Addenda
The following forms and addenda must be completed and submitted with the proposal:
Addendum A - Federal Compliance Addendum (2 CFR 200)
Addendum B - Child Nutrition Program Compliance Addendum (USDA)
Addendum C - Civil Rights Assurance
Addendum D - Lobbying Form and Disclosure
Addendum E - Offeror's Modifications Form
Addendum F - Certification Regarding Debarment, Suspension - USDA Form AD-1047
Addendum G - Non-Collusion Affidavit (Certification of Independent Price
Determination)
Addendum H - Evaluation Methodology and Scoring
Addendum I - Procurement Protest Procedure
Addendum J - Delivery Locations
Addendum K - Sample Menu / Meal Component Requirements
Failure to submit required forms and addenda may result in the proposal being deemed non-
responsive.

PROPOSAL SIGNATURE REQUIREMENTS
The proposal must be signed by an individual authorized to bind the Offeror to the terms of the
proposal and any resulting agreement.
By signing the proposal, the Offeror certifies that:
The information provided is accurate and complete
The Offeror has reviewed all solicitation documents and addenda
The Offeror agrees to comply with all requirements of the solicitation, including
applicable federal, state, and local regulations
PROPOSAL CERTIFICATION
By signing below, the Offeror certifies that:
1. The Offeror has carefully reviewed this Request for Proposals (RFP), including all addenda,
and agrees to comply with all requirements, conditions, and specifications contained herein.
2. The Offeror certifies that all information provided in the proposal is true, accurate, and
complete to the best of its knowledge.
3. The Offeror certifies that it is authorized to submit this proposal and to enter into a contract
with Toledo Public Schools.
4. The Offeror agrees that its proposal shall remain valid and binding for a period of one hundred
twenty (120) days from the proposal due date.
5. The Offeror certifies that it will comply with all applicable federal, state, and local laws,
regulations, and requirements, including those referenced in this solicitation and any resulting
agreement.
6. The Offeror acknowledges that failure to comply with the requirements of this solicitation
may result in the proposal being deemed non-responsive.
7. The Offeror certifies that it has received, reviewed, and incorporated all issued addenda into
its proposal submission.
Legal Name of Offeror
Authorized Representative Name
Title
Signature
Date

PROPOSAL SIGNATURE PAGE
The undersigned certifies that they are authorized to bind the Offeror to the terms of this
proposal and any resulting agreement with Toledo Public Schools.
The Offeror acknowledges and agrees to all requirements, conditions, and specifications
contained in this Request for Proposals (RFP) and any issued addenda.
The Offeror further certifies that all information provided in this proposal is true, complete, and
accurate.
Legal Name of Offeror
Address
City, State, Zip Code
Authorized Representative Name
Title
Signature
Date
Phone Number
Email Address
EVALUATION and AWARD
Sample Evaluation
TPS requires product samples as part of this solicitation.
Samples will be required from all Offerors and evaluated as part of the overall proposal review
process.
Samples will be evaluated using standardized criteria aligned with USDA meal pattern
requirements and program expectations.

Sample evaluation results will be incorporated into the Operational Approach category score and
will not be separately scored or applied to any other evaluation category.
Responsive Review
Proposals will first be reviewed for completeness and responsiveness.
Failure to submit required information, documentation, or forms may result in the proposal being
deemed non-responsive and removed from further consideration.
Evaluation Methodology
Proposals will be evaluated using a best value approach. The evaluation will be conducted by an
evaluation committee designated by Toledo Public Schools.
The evaluation process is designed to identify the proposal(s) that provide the greatest overall
benefit to the District, taking into consideration both price and non-price factors.
Evaluation Criteria and Weighting
Proposals will be evaluated based on the following criteria and assigned point values:
Technical Evaluation (80 Points Total)
Operational Approach - 30 points
Compliance and Food Safety - 20 points
Experience and References - 15 points
Technology and Reporting - 15 points
Cost Evaluation (20 Points Total)
Cost proposals will be evaluated in accordance with the methodology defined in Addendum H -
Evaluation Methodology and Scoring.
Total Possible Points: 100
Scoring Methodology
Technical and cost scoring will be performed in accordance with Addendum H - Evaluation
Methodology and Scoring.
Evaluation Process
The evaluation process may include:
Administrative review for completeness and responsiveness
Technical evaluation by the evaluation committee
Cost evaluation

Review of references
Product sample evaluation
District Rights
The District reserves the right to:
Request clarifications or additional information
Conduct discussions, if deemed necessary
Verify references and past performance
Require product samples for evaluation in accordance with the requirements of this
solicitation.
Reject any or all proposals
Waive minor informalities or irregularities
Award to one or multiple Offerors
Basis of Award
Award will be made to the responsible and responsive Offeror(s) whose proposal is determined
to be most advantageous to the District, taking into consideration price and all evaluation factors
outlined above.
The District is not required to make an award based solely on lowest price.
Procurement Protest Procedure
Any protest related to this solicitation or resulting award shall be submitted and resolved in
accordance with Addendum I - Procurement Protest Procedure.
Failure to follow the protest procedure outlined in Addendum I may result in rejection of the
protest.
CONTRACT & COMPLIANCE REQUIREMENTS
Toledo Public Schools' standard Master Service Agreement (MSA) is incorporated by reference
into this solicitation and any resulting contract.
The MSA is available for review on the Toledo Public Schools website at tps.org
(Departments Business Division Public Bidding/Request for Proposals).
Offerors are responsible for reviewing the MSA in its entirety prior to submitting a proposal.
By submitting a proposal, the Offeror acknowledges and agrees to the terms and conditions of
the MSA, except as specifically identified in Addendum E - Offeror's Modifications Form.