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Request for Proposals (RFP)

Request for Proposals



Food Service Management Company RFP and Fixed-Price Contract


To request the RFP documents by e-mail, postal mail, or fax, please contact Elizabeth Keema-Aston


Postal Mail: 445 Montezuma St, Rio Vista, CA 94571

fax (707) 374-2995

The SFA will record and provide answers to any questions or requests for clarifying information about the RFP during the question and answer period.


The SFA will hold a Mandatory Tour of the SFA facilities on WEDNESDAY, April 17, 2019 beginning at 9:00 a.m.

Location: Rio Vista High School

410 South Fourth Street

Rio Vista, CA 94571

All potential Respondents must attend in order to submit a proposal


The SFA will hold a Mandatory Taste Testing for a group of parents and administrators

FRIDAY, May 17, 2019 beginning at 2:30 pm.

Location: Rio Vista High School

410 South Fourth Street

Rio Vista, CA 94571

All potential Respondents must attend as part of the evaluation.


Respondents must submit written proposals in a sealed package labeled

“Proposal - Food Service Management Company 1819-1”

Addressed to the SFA at River Delta Unified School District

445 Montezuma St, Rio Vista, CA 94571

Attn: Elizabeth Keema-Aston

The SFA will accept all proposals received on or before Friday, May 10, 2019 by 4:00 p.m. The SFA will not accept proposals that are received after the deadline.

The SFA will open proposals at 10:00 a.m. on May 13, 2019

Questions and Answers: will be listed here when available


  1. Please provide Meal Reimbursement claims forms by campus for the 2017-2018 school year (August-April), and for the 2018-19 SY YTD.   
    1. Please see attached report.
  2. Are there currently any catering sales? If so, what is the annual revenue for 2017-2018?                                                                                                                        a. Yes, the district currently has catering sales.  The total for Catering Revenue for 2017-18 was $15,390.
  3. Please provide the District’s commodity entitlement, usage, distribution, and processing Charges for the last two years.
    1. Please see attached report.
  4. Are there any Indirect Charges being applied to the food service program? If so, please provide a list of those charges and the annual amount for each.
    1. Indirect is not charged at this time. However, it is possible that it will be charged in the future.
  5. Please provide a copy of the current food service operating budget for 2017-18 and 2018-19.
    1. Please see attached report.
  6. What is the projected SFA labor and fringe wage bill for school year 19-20?
    1. Please see the attached report.
  7. Do any of your schools qualify for severe needs breakfast?
    1. All sites qualify for Severe Needs Breakfast.
  8. Who will be on the selection committee?
    1. The committee will consist of five members (parents, teachers and district administrators).  You will have a chance to meet them at the May 17th tasting event.
  9. Please provide any a la cart, adult meals, and non-reimbursable by school for the 2017-18 school year.
    1. Please see attached report.
  10. The RFP shows asks for four copies of the proposal, 4 thumb drive, and all must contain original signature and marked as “Master Copy”.  Is this correct? 
    1. Yes, this is correct.
  11. Will FSMC be allowed to use district kitchens for the Mandatory Taste Test?
    1. Yes, the Tasting event will be held at Rio Vista High School’s Kitchen.  There will be two ovens, refrigerator and warmers available for your use. However, each group should bring everything you will need in preparing your chosen entrées.
  12. How many Sodexo Consultants so you currently have servicing River Delta USD?
    1. One Food Service Manager and .5 Support Staff



  1.  Please provide further clarification around the Mandatory Taste Test –
    1. Define “choice selection”?
      1. The “top three choices” refers to the top three ranked Respondents.  There were three vendors that came to the Mandatory tour.  Only those three vendors are eligible to participate in the tasting event and proposal submission.

              b. How many items are to be offered (i.e. one reimbursable breakfast and lunch, a certain amount of entrée’s, etc.)?

                         2. There are five members on the selection committee.  Each Respondent should provide the same sample tasting of four breakfast items and four 

                             lunch items for each of the committee members. The breakfast and lunch items chosen for the tasting should be items that will be on your 21 day                                 menu that will be part of your proposal.

  1. Is it possible to provide a list of the equipment that works at the kitchens we were unable to see during the tour?  It will help in understanding how much scratch cooking is feasible at each site.
    1. Please see attached report.

Questions 4/18/2019

  1. Reference; Page 20 of the RFP, Attachment H: Fee Proposal and Exhibit B, Schedule of Fees, page 29 in the Model Contract.

In the “Cost Per Meal” section the units in the Non-Reimbursable Meal category are blank. Ate the bidders conference you said that the district does have Ala Carte sales.

* Question;  What is the number you want bidders to use for Non-Reimbursable Meal?

  1. The District’s current contract specifies that non-reimbursable meals are a 3 to 1 ratio.  Meaning $3.00 equals one meal equivalent.  Given this equation please use 10,000 as the non-reimbursable meal count on Attachment H.


  1.  On Page 27 of the RFP, Attachment L: Mandatory Taste Test

This page says “Respondents are to bring food for a group of parents and administrators for a tasting event. 

* Question;  Will the district be selecting items, ingredient lists and recipes form Respondent’s 21-day Sample Menu, for the tasting?   And can you provide additional direction on how the tasting and preparation will be conducted?

  1. The District will not be selecting items for the Respondent to prepare for the tasting. It is the Respondents responsibility to select items from their 21 day Sample Menu that would be representative of the food served in the program.
  2. The Tasting Event will be Friday, May 17th at the Rio Vista High School’s Kitchen.  Respondents should bring everything they will need in preparing their items.  The Respondents start and finish time have been randomly selected and are as follows:
    1. 2 pm to 2:45 pm               SODEXO
    2. 2:45 to 3:30 pm                CHARTWELL
    3. 3:30 to 4:15 pm                REVOLUTION FOOD 

Your 45 minute time frame is for food preparation, cooking, plating and serving.

The district will make available two ovens, refrigerator and warmer for the respondents to use.

Each committee member will be given a Taste Test Ranking Sheet from them to identify their 1st, 2nd and 3rd choice.  After all respondents have made their presentations, the committee members will rank each respondent with a 1st, 2nd or 3rd choice.  Scoring will be derived from the committee member’s rankings.

Seleccione el Idioma en la Esquina Superior Derecha.

Select Language in Top Right Corner.