Food and Nutrition Programs

Food Service Management Company Contracting Procedures FY 2025

School Food Authorities (SFAs) contracting with a Food Service Management Company (FSMC) and exercising their option to renew an existing contract must follow procurement standards specified in 7CFR 210.21 as well as Program and Uniform Administrative regulations set forth in 2CFR Part 200 (referred to as the Super Circular).

The Department of Elementary and Secondary Education's Office for Food and Nutrition Programs (FNP) has created a Request for Proposal (RFP)/Contract Template that is required to be used by Local Educational Agencies (LEAs) that contract with a FSMC.

All districts who are required to go out to bid must use the template.

RFP/Contract Template

The RFP/Contract template is a web-based form to be completed in the security portal. Districts will be able to complete the RFP/Contract Template online and produce a password-protected Word document upon approval. The entire RFP/Contract process is completed in the security portal: Navigate to: Nutrition School Lunch > School Lunch and Breakfast > Applications > FSMC RFPs

Contract Renewal Procedures

A Contract Renewal Template for use by SFAs whose FSMC procurements were completed using the FNP FSMC RFP/Contract Template will be added to the FSMC Contract Extension Page in early 2025. Instructions for renewal will be available in the help section of the template renewal page.

Districts renewing using their own contracts will be issued renewal instructions separately after the new year. There are no changes to the renewal process for these SFAs.

Deadlines:

• The completed RFP section of the template must be submitted for approval from our office no later than January 31, 2025. All RFPs must be approved prior to posting. DESE will respond within two weeks of receipt of the RFP.
• Upon completion of the procurement process, the mutually agreed upon unsigned contract related data and contract documents must be submitted, for approval from our office by April 25, 2025.
• All contract renewals are due June 6, 2025.

Training

Registration is required by November 30, 2024

Join us on Wednesday, December 4th, from 9:00 am – 2:00 pm at the Department of Elementary and Secondary Education in Everett for training around the completion of the template and to answer questions about the process. The information provided is essential to being prepared to utilize and implement the RFP/Contract Template. This training will cover:

• Navigating the web-based forms to complete the RFP, scoring the proposals, and awarding the contract
• Timelines, addendums, and amendments
• Opportunities for group discussion

Ensure that registered participants are employed directly by the district, as we cannot accommodate FSMC employees.

Resources:

For questions, please contact FSMC.Template@mass.gov . USDA's FSMC Guidance for SFAs and scoring examples can be found in the "NSLP - Food Service Management Company" section of the Document and Reference Library within the DESE Security Portal.