Washington County Board of Education - Request for Proposal and Contract - School Nutrition Services

Sep 2, 2026

Document provides a Washington County Board of Education request for proposal and contract framework for School Nutrition Services, setting procurement, evaluation, and award expectations under federal and USDA civil rights requirements. It establishes strict controls on modifying RFP/contract terms, requiring advance approval by the North Carolina Department of Public Instruction. It outlines competitive procurement obligations, defines key sections and weighted evaluation criteria, and includes signature authorization and exhibits/attachments covering goals, sites, menu cycles, budgets, staffing, reimbursable claims, food specifications, responsibilities, and required FSMC response formats.

LanguageEnglish

CategoryInvoices

FormatDOCX

Pages93

Reading Time33 min

AccessFree to download

INTRODUCTION

REQUEST FOR PROPOSALS

Legal Notice of Intent

Request for Proposals

Pre-Proposal Meeting

Pre-proposal Submission and Award

Late Proposals

Altering, Amending, or Withdrawing Proposal

Calculation of Time

Evaluation Process

Weighted Evaluation Criteria

Firm Offer

Contract Award

Final Contract

Protest Procedures

STANDARD TERMS AND CONDITIONS

Definitions

Scope and Purpose

School Nutrition Operations

Meal Requirements and Dietary Standards

Summer Nutrition Programs

Procurement

USDA Foods

Use of Facilities, Inventory, Equipment and Storage

Health Certifications/Food Safety/HACCP

Employees

Records and Reporting

Financial Terms and FSMC Guaranty

Trade Secrets and Proprietary Information

Optional Requirements

Insurance

Term and Termination

Additional Conditions

Certification and Schedule of Applicable Laws

CONTRACT/AGREEMENT AUTHORIZATION (Signature Page)

SFA EXHIBITS

Exhibit A – Specific, measurable goals

Exhibit B – Schedule of locations/sites

Exhibit C – Menu Cycles

Exhibit D – Program Budget

Exhibit E – List of Schools

Exhibit F – School Calendar

Exhibit G – SFA Employees

Exhibit H – FSMC Employees

Exhibit I – Claims for Reimbursement

Exhibit J – Minimum Food Specifications

Exhibit K – Responsibilities and Expenses

Exhibit L – Written Responses to Questions

FSMC ATTACHMENTS

NOTICE Changes to the Request for Proposal (RFP)/Contract Terms and Conditions are strictly prohibited unless pre-approved by the North Carolina Department of Public Instruction. The Local Education Agencies will have an opportunity to make modifications to the RFP/Contract template to reflect individual goals, priorities, and procedures that are unique to the Local Education Agency. These modifications MUST be approved, in advance, by the North Carolina Department of Public Instruction. In compliance with Federal regulations (7 CFR § 210.16(10)), Local Education Agencies that make changes to the RFP/Contract terms that have not been approved by the North Carolina Department of Public Instruction MAY NOT use School Nutrition funds to pay the Food Service Management Company. The RFP/Contract includes language which emphasizes recent guidance issued by the United States Department of Agriculture regarding procurement. Section III, subsection F, of this RFP/Contract requires the School Food Authority to ensure the Food Service Management Company complies with ALL applicable competitive procurement requirements and ensures free and open competition in the procurement of goods and services. This section also restates the United States Department of Agriculture’s requirement that the Contract must be awarded to the most responsive and responsible vendor whose proposal is most advantageous to the School Nutrition Program with price and other factors considered, of which cost must be the primary consideration. Local Education Agencies may not make changes to the RFP/Contract after the final document has been reviewed and approved by the North Carolina Department of Public Instruction. Washington County Board of Education REQUEST FOR PROPOSAL AND CONTRACT Washington County Board of Education School Nutrition Services 802 Washington Street Plymouth NC, 27962 (252) 793-5171 In accordance with Federal civil rights law and U.S. Department of Agriculture (“USDA”) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, religious creed, disability, age, political beliefs, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.) should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the HYPERLINK "http://www.ocio.usda.gov/sites/default/files/docs/2012/Complain_combined_6_8_12.pdf" \t "extWindow" \o "Opens in new window." USDA Program Discrimination Complaint Form, (AD-3027) found online at: HYPERLINK "http://www.ascr.usda.gov/complaint_filing_cust.html" http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: HYPERLINK "mailto:program.intake@usda.gov" program.intake@usda.gov. This institution is an equal opportunity provider. TABLE OF CONTENTS INTRODUCTION REQUEST FOR PROPOSALS Legal Notice of Intent Request for Proposals Pre-Proposal Meeting Pre-proposal Submission and Award Late Proposals Altering, Amendin

FAQs

Can Local Education Agencies change the RFP/contract terms after review?

No. Changes to the RFP/contract terms are strictly prohibited unless pre-approved by the North Carolina Department of Public Instruction, and modifications must be approved in advance.

What restrictions apply to using School Nutrition funds after unapproved RFP/contract changes?

If an agency makes changes to RFP/contract terms that have not been approved by the North Carolina Department of Public Instruction, School Nutrition funds may not be used to pay the Food Service Management Company.

How is vendor selection expected to work under the procurement requirements?

The contract must be awarded to the most responsive and responsible vendor whose proposal is most advantageous to the School Nutrition Program, with price as the primary consideration while other factors are considered.

Sep 2, 2026

Upload by Bill Black