Rio Rancho Public Schools Sealed Solicitation
Title: Food Service Management
Deadline: 3/12/2025 2:00 PM (UTC-07:00) Mountain Time (US & Canada)
Status: Deadline Expired
Solicitation Number: RFP No. 2025-018-SND - Food Service Management
Description: This Request for Proposal (RFP) which is also referred to as the “contract” is provided by the New Mexico Public Education Department (PED) and is for use by school food authorities (SFAs) initiating a contract with a food service management company (FSMC). Once the RFP process in completed and an award is made all “contract” language shall be taken out of the final RFP and contract. In accordance with 7 CFR 210.16, any changes made by the SFA or a FSMC to this prototype contract must be highlighted and approved by the PED before the contract is executed. To comply with this requirement, the SFA must submit this contract to PED after the SFA completes the necessary sections of this contract. After PED reviews and approves the submitted contract; the SFA may release the contract with all revisions made and all “contract” language excluded for soliciting purposes.
Pre-Bid Meeting Date: 2/17/2025 10:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.Mandatory Pre-Proposal Conference: RRPS Student Nutrition: 333 Highway 528, Suite 401 (4th Floor), Rio Rancho NM, 87124 This will be an all-day meeting from 10am-4pm as we will visit approximately half the school sites after the initial pre-proposal meeting.
Documents:
Question 1
Posted: 2/10/2025
Question: "Chartwells has discovered that the Food Service employees at Rio Rancho Public Schools are mentioned in a Collective Bargaining Agreement with, a) the Rio Rancho School Employees' Union, and b) the Western States Regional Joint Board/SEIU & Southwest Food Excellence. Can you please provide updated copies of both agreements and any additional agreements or MOU's associated with the Food Service Employees employment.
Response: See Addenda No. 1 for a response to this question.
Question 2
Posted: 2/13/2025
Question: Please provide a labor table showing hours and rates for all hourly employees by school location.
Response: See Addenda No. 1 for a response to this question.
Question 3
Posted: 2/13/2025
Question: Please provide the number of summer feed days and number of summer meals served.
Response: See Addenda No. 1 for a response to this question.
Question 4
Posted: 2/13/2025
Question: Please provide the total annual salary and fringe benefits data to accurately fill out the Attachment A on page 45 of the RFP.
Response: See Addenda No. 1 for a response to this question.
Question 5
Posted: 2/19/2025
Question: 1. Please provide a copy of your 2024 September-November detailed meal claims by building including breakfast, lunch, snack, special milk and any other meal program? 2. Please provide a sales and meals POS report detailing the total adult and a la carte revenue by building for August-November 2024 3. Please provide a copy of your 2024-2025 commodity allocation total and what foods were ordered including DOD, Brown Box and (NOI) Pounds allocated for processing? 4. Please give a brief explanation of how breakfast is served in each school. For instance, where the students receive the meal and eat the meal and is there dedicated time for students to eat breakfast in the morning. 5. Please provide how many students are approved to receive free and reduced meals per building. 6. Do you anticipate any schools participating in severe need or CEP during the contract? If so what locations and what are their anticipated CEP claiming percentage? 7. Please share if current food service department employees participate in a collective bargaining agreement, SFA and FSMC, and if so, please provide the name of the union and a copy of the most recent CBA. 8. Does your current FSMC provide drivers and vehicles, and if so what kind and how many? 9. Please provide a current FSMC labor schedule broken down by employee that includes location, hours per day worked, pay, PTO (sick, vacation and holiday), and days worked per year for FSMC employees. 10. Please provide a total SFA labor cost to be used in determining a guarantee but not to be included in the meal rate? 11. If you are planning to participate in a summer feeding program, please provide the following: a. Summer claims for the 2023/2024 school year b. Summer labor schedule c. Number of sites participating and their service days 12. Will the district accept DocuSign? 13. Do any schools have open campus for lunch? 14. Please provide any sponsor to sponsor agreements. 15. Does the current FSMC own any equipment or smallwares on site that would need to be replaced in a FSMC transition? If so, please provide a list of these items. 16. Who is responsible for health department permits and what is the estimated cost per year? 17. Please provide a copy of your most recent contract or renewal? 18. Please provide an equivalency factor for all bidders to use both $4.61 and $4.52 are listed in the RFP? 19. The RFP states (Section XII, E - Page 30) that the FSMC is responsible for expendable equipment, purchase and replacement, and maintenance of nonexpendable equipment. Please provide total cost spend in the 2023/2024 school year and provide a list of items or services purchased? 20. Please provide September-November 2024 operating statements and FSMC invoices? 21. Please confirm how many service days should be used for this bid? The RFP states 180 service days on page 41 but attachments E and F used 140 while attachment J has varying days. 22. Please confirm whole muscle chicken is a requirement for this bid? It is listed under scope but not under menu requirements. 23. Please confirm who is responsible for the cost of the POS system. If it is the FSMC please provide the current system and price per year. 24. Please explain your satellite program? Please include if the deliveries are bulk and then cooked on site or if meals are prepared and then delivered for same day service? What locations provide meals/bulk to each satellite school? Who is responsible for delivering meals and in what vehicle (SFA or FSMC owned?)
Response: See Addenda No. 1 for a response to this question.
Question 6
Posted: 2/20/2025
Question: • So that projected food service program growth is consistent, please provide actual USDA Meal Claims by school for the 2024-2025 School to Date claims for any meals served for Summer feeding option (SSO or SFSP)
Response: See Addenda No. 1 for a response to this question.
Question 7
Posted: 2/20/2025
Question: Please clarify the exact Meal Equivalency Factor (MEQ) all FSMCs are to use in proforma development. P.39 contradicts p.40.
Response: See Addenda No. 1 for a response to this question.
Question 8
Posted: 2/20/2025
Question: Please provide Student Enrollment data by school for the 2026, 2027, 2028 and 2029 School Years.
Response: See Addenda No. 1 for a response to this question.
Question 9
Posted: 2/20/2025
Question: Please provide the Year End Food Service Program Financial Report for the 2022-2023 School Year as well as 2023-2024 School Year
Response: See Addenda No. 1 for a response to this question.
Question 10
Posted: 2/20/2025
Question: Please provide any District Expenses the Food Service Program covers including, SFA Direct Expenses, SFA Indirect Expenses
Response: See Addenda No. 1 for a response to this question.
Question 11
Posted: 2/20/2025
Question: Does the SFA provides vehicle(s) for deliveries to the schools or whether the FSMC must provide the vehicle(s)
Response: See Addenda No. 1 for a response to this question.
Question 12
Posted: 2/20/2025
Question: Is there any current equipment from current FSMC that will be removed in the event there is a change on FSMC’s?
Response: See Addenda No. 1 for a response to this question.
Question 13
Posted: 2/20/2025
Question: If the district provides summer feeding, please provide the sites are meals provided at?
Response: See Addenda No. 1 for a response to this question.
Question 14
Posted: 2/24/2025
Question: Please provide clarification on the variance between total average meals served per day- data provided in the RFP (~11,000 meals per day) versus data provided in board document highlighting 9,000 meals per day. What is the average meals/day that you would like all vendors to use in their financial projections? Is 140 operating days listed on the meal count sheets (page 49-51) correct?
Response: See Addenda No. 1 for a response to this question.
Question 15
Posted: 2/25/2025
Question: Would you please provide the current enrollment by school?
Response: See Addenda No. 1 for a response to this question.
Question 16
Posted: 2/25/2025
Question: Please provide 24-25 ytd meal counts by school by month
Response: See Addenda No. 1 for a response to this question.
Question 17
Posted: 2/25/2025
Question: Is it the FSMC's responsibility to provide vehicles for transporting food to satellite schools?
Response: See Addenda No. 1 for a response to this question.
Question 18
Posted: 2/25/2025
Question: Please clarify number of serving days by meal type and by type of school.
Response: See Addenda No. 1 for a response to this question.
Question 19
Posted: 2/25/2025
Question: What is your current fixed fee per meal rate?
Response: See Addenda No. 1 for a response to this question.
Question 20
Posted: 2/25/2025
Question: Please provide the current CBA for FSMC employees.
Response: See Addenda No. 1 for a response to this question.
Question 21
Posted: 2/25/2025
Question: Please provide the number of open positions you currently have.
Response: See Addenda No. 1 for a response to this question.
Question 22
Posted: 2/25/2025
Question: Please provide the current commodity allocation details for SY24-25 and 25-26.
Response: See Addenda No. 1 for a response to this question.
Question 23
Posted: 2/25/2025
Question: Is there currently a separate commodity warehouse?
Response: See Addenda No. 1 for a response to this question.
Question 24
Posted: 2/25/2025
Question: Please provide a sample menu and enrollment number for the Enchanted Mesa Daycare.
Response: See Addenda No. 1 for a response to this question.
Question 25
Posted: 2/25/2025
Question: Is the district participating in SSO or SSFP summer program?
Response: See Addenda No. 1 for a response to this question.
Question 26
Posted: 2/25/2025
Question: Which school site is not Severe Need for breakfast?
Response: See Addenda No. 1 for a response to this question.
Question 27
Posted: 2/25/2025
Question: Please provide number of meals by school that are being supplemented by the Healthy Universal Free Meal program.
Response: See Addenda No. 1 for a response to this question.
Question 28
Posted: 2/25/2025
Question: PROJECTED OPERATIONS – EXPENDITURES, which is to be complete by the FSMC, is not included in the Rio Rancho RFP, but is included in the table of contents. Will you be sending out this form?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/10/2025
Question: "Chartwells has discovered that the Food Service employees at Rio Rancho Public Schools are mentioned in a Collective Bargaining Agreement with, a) the Rio Rancho School Employees' Union, and b) the Western States Regional Joint Board/SEIU & Southwest Food Excellence. Can you please provide updated copies of both agreements and any additional agreements or MOU's associated with the Food Service Employees employment.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/13/2025
Question: Please provide a labor table showing hours and rates for all hourly employees by school location.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/13/2025
Question: Please provide the number of summer feed days and number of summer meals served.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/13/2025
Question: Please provide the total annual salary and fringe benefits data to accurately fill out the Attachment A on page 45 of the RFP.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/19/2025
Question: 1. Please provide a copy of your 2024 September-November detailed meal claims by building including breakfast, lunch, snack, special milk and any other meal program? 2. Please provide a sales and meals POS report detailing the total adult and a la carte revenue by building for August-November 2024 3. Please provide a copy of your 2024-2025 commodity allocation total and what foods were ordered including DOD, Brown Box and (NOI) Pounds allocated for processing? 4. Please give a brief explanation of how breakfast is served in each school. For instance, where the students receive the meal and eat the meal and is there dedicated time for students to eat breakfast in the morning. 5. Please provide how many students are approved to receive free and reduced meals per building. 6. Do you anticipate any schools participating in severe need or CEP during the contract? If so what locations and what are their anticipated CEP claiming percentage? 7. Please share if current food service department employees participate in a collective bargaining agreement, SFA and FSMC, and if so, please provide the name of the union and a copy of the most recent CBA. 8. Does your current FSMC provide drivers and vehicles, and if so what kind and how many? 9. Please provide a current FSMC labor schedule broken down by employee that includes location, hours per day worked, pay, PTO (sick, vacation and holiday), and days worked per year for FSMC employees. 10. Please provide a total SFA labor cost to be used in determining a guarantee but not to be included in the meal rate? 11. If you are planning to participate in a summer feeding program, please provide the following: a. Summer claims for the 2023/2024 school year b. Summer labor schedule c. Number of sites participating and their service days 12. Will the district accept DocuSign? 13. Do any schools have open campus for lunch? 14. Please provide any sponsor to sponsor agreements. 15. Does the current FSMC own any equipment or smallwares on site that would need to be replaced in a FSMC transition? If so, please provide a list of these items. 16. Who is responsible for health department permits and what is the estimated cost per year? 17. Please provide a copy of your most recent contract or renewal? 18. Please provide an equivalency factor for all bidders to use both $4.61 and $4.52 are listed in the RFP? 19. The RFP states (Section XII, E - Page 30) that the FSMC is responsible for expendable equipment, purchase and replacement, and maintenance of nonexpendable equipment. Please provide total cost spend in the 2023/2024 school year and provide a list of items or services purchased? 20. Please provide September-November 2024 operating statements and FSMC invoices? 21. Please confirm how many service days should be used for this bid? The RFP states 180 service days on page 41 but attachments E and F used 140 while attachment J has varying days. 22. Please confirm whole muscle chicken is a requirement for this bid? It is listed under scope but not under menu requirements. 23. Please confirm who is responsible for the cost of the POS system. If it is the FSMC please provide the current system and price per year. 24. Please explain your satellite program? Please include if the deliveries are bulk and then cooked on site or if meals are prepared and then delivered for same day service? What locations provide meals/bulk to each satellite school? Who is responsible for delivering meals and in what vehicle (SFA or FSMC owned?)
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: • So that projected food service program growth is consistent, please provide actual USDA Meal Claims by school for the 2024-2025 School to Date claims for any meals served for Summer feeding option (SSO or SFSP)
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: Please clarify the exact Meal Equivalency Factor (MEQ) all FSMCs are to use in proforma development. P.39 contradicts p.40.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: Please provide Student Enrollment data by school for the 2026, 2027, 2028 and 2029 School Years.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: Please provide the Year End Food Service Program Financial Report for the 2022-2023 School Year as well as 2023-2024 School Year
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: Please provide any District Expenses the Food Service Program covers including, SFA Direct Expenses, SFA Indirect Expenses
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: Does the SFA provides vehicle(s) for deliveries to the schools or whether the FSMC must provide the vehicle(s)
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: Is there any current equipment from current FSMC that will be removed in the event there is a change on FSMC’s?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/20/2025
Question: If the district provides summer feeding, please provide the sites are meals provided at?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/24/2025
Question: Please provide clarification on the variance between total average meals served per day- data provided in the RFP (~11,000 meals per day) versus data provided in board document highlighting 9,000 meals per day. What is the average meals/day that you would like all vendors to use in their financial projections? Is 140 operating days listed on the meal count sheets (page 49-51) correct?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Would you please provide the current enrollment by school?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Please provide 24-25 ytd meal counts by school by month
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Is it the FSMC's responsibility to provide vehicles for transporting food to satellite schools?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Please clarify number of serving days by meal type and by type of school.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: What is your current fixed fee per meal rate?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Please provide the current CBA for FSMC employees.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Please provide the number of open positions you currently have.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Please provide the current commodity allocation details for SY24-25 and 25-26.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Is there currently a separate commodity warehouse?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Please provide a sample menu and enrollment number for the Enchanted Mesa Daycare.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Is the district participating in SSO or SSFP summer program?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Which school site is not Severe Need for breakfast?
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: Please provide number of meals by school that are being supplemented by the Healthy Universal Free Meal program.
Response: See Addenda No. 1 for a response to this question.
Posted: 2/25/2025
Question: PROJECTED OPERATIONS – EXPENDITURES, which is to be complete by the FSMC, is not included in the Rio Rancho RFP, but is included in the table of contents. Will you be sending out this form?
Response: See Addenda No. 1 for a response to this question.