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Explains that the formal method applies when annual contract values exceed specified federal and state thresholds, with examples for public and non-public schools and effective dates. Covers fixed-price/fee contract requirements, key constraints on advertising prior to ISBE approval, and nine procedural steps from pre-solicitation through award, monitoring, and documentation submissions.",{"@graph":69,"@context":122},[70,84,105],{"@type":71,"itemListElement":72},"BreadcrumbList",[73,77,79,82],{"item":74,"name":75,"@type":76,"position":8},"https://docshare.wps.com","Home","ListItem",{"item":78,"name":9,"@type":76,"position":14},"https://docshare.wps.com/document/",{"item":80,"name":35,"@type":76,"position":81},"https://docshare.wps.com/document/healthcare/",3,{"item":83,"name":65,"@type":76,"position":19},"https://docshare.wps.com/document/financial-management-procurement-largeformal-purchase-method-for-fsmcvended-meals/536569/",{"url":83,"name":65,"@type":85,"image":86,"author":91,"headline":65,"publisher":94,"fileFormat":97,"inLanguage":63,"description":67,"dateModified":98,"datePublished":99,"encodingFormat":97,"isAccessibleForFree":100,"interactionStatistic":101},"DigitalDocument",{"url":87,"@type":88,"width":89,"height":90},"https://docshare.wps.com/thumbnails/financial-management-procurement-largeformal-purchase-method-for-fsmcvended-meals/536569.png","ImageObject",300,407,{"name":92,"@type":93},"Marglet","Person",{"url":74,"name":95,"@type":96},"DocShare","Organization","application/pdf","2026-11-10","2026-10-10",true,{"@type":102,"interactionType":103,"userInteractionCount":29},"InteractionCounter",{"@type":104},"ViewAction",{"@type":106,"mainEntity":107},"FAQPage",[108,114,118],{"name":109,"@type":110,"acceptedAnswer":111},"When must the Formal Procurement Method be used for FSMC or vended meals?","Question",{"text":112,"@type":113},"Use the Formal Procurement Method when the estimated annual contract value exceeds the applicable thresholds (including FSMC and vended amounts for public vs. non-public schools). The document also notes that if the SFA has a more restrictive threshold, the most restrictive must be followed.","Answer",{"name":115,"@type":110,"acceptedAnswer":116},"What contract type is required under this formal procurement approach?",{"text":117,"@type":113},"All FSMC and vended meal contracts must be fixed price or fixed fee contracts.",{"name":119,"@type":110,"acceptedAnswer":120},"What is required before the SFA can advertise or solicit?",{"text":121,"@type":113},"ISBE must review and approve the solicitation. The SFA cannot advertise or solicit until ISBE has approved the SFA to proceed.","https://schema.org",{"og:url":83,"og:type":124,"og:title":65,"og:site_name":95,"og:description":67},"article",{"robots":126,"canonical":83},"index,follow",{"doc_id":128,"site_id":62},536569,1791689346,{"code":4,"msg":5,"data":131},{"doc_id":128,"user_id":132,"nickname":92,"user_avatar":133,"doc_module":4,"category_id":34,"category_name":35,"doc_title":65,"doc_description":67,"doc_content":134,"file_id":135,"file_url":136,"file_type":137,"file_size":138,"view_count":29,"is_deleted":4,"is_public":8,"is_downloadable":8,"audit_status":8,"page_count":14,"language":139,"language_code":63,"site_id":62,"html_lang":63,"table_of_contents":140,"faqs":141,"seo_title":142,"seo_description":67,"update_tm":143,"read_time":24,"preview_page_count":4},2336477982702,"https://ap-avatar.wpscdn.com/davatar_9964176cb1d06d4a9deccf72a44ae3dc","Financial Management  \nProcurement  \nLarge/Formal Purchase Method:  \nFor FSMC/Vended Meals  \nThe Formal Procurement Method must be used if the estimated  \ndollar amount of the contract for the year exceeds the small purchase  \nthreshold. The Formal Procurement Method is just that, a more formalized method of Procurement that provides for a more structured approach to obtaining the Food Service Management Company (FSMC) or Vended Meals Contract that you need at the lowest price. When conducting a solicitation for contract it is important to allow ample time, as this process takes four months on average to complete.  \nWhen must the Formal Procurement Method be used?  \nWhen the estimated dollar value of the contract meets one of the following criteria:  \n• Public Schools: FSMC – greater than $35,000  \n• Public Schools: Vended – greater than $350,000 (effective 10/1/25)  \n• Non-Public Schools: Vended – greater than $350,000 (effective 10/1/25) and FSMC – greater than $35,000  \n*Note that these are the federal and state thresholds, if your SFA has a more restrictive amount, the most restrictive must be followed.  \n**Note, as per Public Act 102-1101, public schools are only permitted to utilize the RFP method if the SFA gives scorable preference to ALL five items listed within the bill.  \nThe estimate should be based on the estimated/planned value of the contract over the year. All FSMC and Vended meal contracts must be fixed price or fixed fee contracts.  \nSteps of the Formal Procurement Method  \nStep 1 Pre-Solicitation: Determine and/or research your needs and an estimate of the costs.  \nStep 2 Develop Your Solicitation Specifications (Specs): The SFA must have written specifications that include the annual quantity of meals anticipated, any contract terms and conditions including federal, state, and local requirements such as Buy American, Equal Employment Opportunity, affirmative steps to include Targeted Small Businesses, invoice method, delivery requirements, and type of contract to be awarded. The Illinois State Board of Education (ISBE) Nutrition Department has prototype specifications and documents and requires SFAs to utilize our prototypes which are available on our website.  \nUpdated 12/17/25  \nStep 3 Submit the Solicitation to ISBE: Per federal regulation, ISBE procurement staff will need to review the solicitation documents. ISBE will provide feedback as needed and may require updates/changes to the solicitation. Depending on the volume of solicitations received, it may take ISBE up to 30 days to conduct this initial review. The SFA cannot advertise or solicit until ISBE has approved the SFA to proceed.  \nStep 4 Publicly Advertise & Hold Pre-Bid Conference: After approval to proceed with the solicitation by ISBE, the solicitation should be advertised in a newspaper of general circulation. The SFA may also directly distribute the solicitation packets via email/mail to all companies on the List of Known FSMC-Vended Meals Companies in  \nthe SNP . You must document all direct solicitations.  \nStep 5 Sealed Bid/ Proposal Opening: sealed bids/proposals are publicly solicited and publicly opened. At a bid opening, the SFA will publicly announce the name of the company who submitted a bid along with their prices. At a proposal opening, the SFA will publicly announce the name of the company who submitted a proposal. No further details, such as pricing/costs, will be publicly announced.  \nStep 6 Evaluate Vendor Responses: Total all eligible bids/proposals, organize bids/proposals from lowest annual estimate to highest and complete the Criteria Analysis Sheet.  \nStep 7 Submit Documents to ISBE: Submit the Pre-Contract Award Summary sheet with required documentation to ISBE (contract cannot be awarded without ISBE approval to proceed) .  \nStep 8 Award the Contract: The award goes to the most responsive (able to meet the requirements of the solicitation) and responsible (able and willing to furnish the goods or services solicited) ","cbCaihsQWiTHWiqx","https://ap.wps.com/l/cbCaihsQWiTHWiqx","pdf",369304,"English","# Large/Formal Purchase Method for FSMC/Vended Meals\n## When the Formal Procurement Method must be used\n## Steps of the Formal Procurement Method\n## Contract award and monitoring","[{\"question\":\"When must the Formal Procurement Method be used for FSMC or vended meals?\",\"answer\":\"Use the Formal Procurement Method when the estimated annual contract value exceeds the applicable thresholds (including FSMC and vended amounts for public vs. non-public schools). The document also notes that if the SFA has a more restrictive threshold, the most restrictive must be followed.\"},{\"question\":\"What contract type is required under this formal procurement approach?\",\"answer\":\"All FSMC and vended meal contracts must be fixed price or fixed fee contracts.\"},{\"question\":\"What is required before the SFA can advertise or solicit?\",\"answer\":\"ISBE must review and approve the solicitation. The SFA cannot advertise or solicit until ISBE has approved the SFA to proceed.\"}]","Financial Management - Procurement - Large/Formal Purchase Method - For FSMC/Vended Meals | PDF",1791602916]