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Steps for Completing FSMC RFP Process

Steps for Completing FSMC RFP Process

Food Service Management Company
Legal Notice: Always consult a legal professional before entering and signing any agreement.

 

  1. Watch FSMC Webinar: Contracting with a Food Service Management Company
  2. Download and Review FSMC Manual: Instruction Manual for completing FSMC RFPs
  3. Download the appropriate RFP:
    • Cost Reimbursable FSMC RFP, or
    • Fixed Meal Price FSMC RFP
  4. Save FSMC RFP:
    • Save the RFP document and Excel workbook to your computer with the file name of “your school district/school” and “FSMC” and “SY __ - __”
    • For example: Hillside_School_District_fsmc_SY19-20.doc
  5. Edit FSMC RFP:
    • The SFA will then edit the RFP document and Excel workbook as needed and save with changes.
    • When you save, answer “yes” to the pop up box that asks if you want to save tracked changes.
  6. NOTE: Important Calendar Timelines:
    • At a minimum, the shortest amount of time to complete the solicitation of proposals from FSMCs is 21 business days; this timeline must be divided into the following:
      • 10 business days (minimum) from the date the RFP is released until the Pre-Proposal Conference/Site Visit
      • 1 business day for the Pre-Proposal Conference/Site Visit
      • 10 business days (minimum) from the date of the Pre-Proposal Conference until when proposals are due.
  7. Submit FSMC RFP to DPI for Approval:
    • Important --- DPI must approve RFP before SFA release it to solicit proposals from FSMCs.
    • Send edited RFP as an attachment to the School Nutrition Team via email to: dpifns@dpi.wi.gov.
      • Edits will be reviewed and school will be contacted by DPI with possible edits.
      • The process to review RFP can take up to two weeks.
      • Note: SFA will need to factor DPI review times into its timeline for soliciting proposals using the FSMC RFP and awarding the FSMC contract.
      • If no edits are required, RFP will still be reviewed but returned right away.
    • Email from DPI will serve as SFA’s documentation that RFP has been reviewed and the SFA can use it to solicit proposals from FSMCs.
  8. Soliciting and Evaluation of Proposals:
    • SFA will use RFP approved by DPI to solicit proposals from FSMC.
    • Send the RFP to all FSMC on the list of known FSMCs operating in Wisconsin.
    • Place public notice in newspaper advertisement
    • Follow all the steps as outlined in the approved RFP for soliciting proposals
    • After the proposal due date, the SFA will evaluate all submitted proposals and select an FSMC based on evaluation criteria listed in the FSMC RFP.
  9. NOTE: What is the FSMC Contract? The FSMC RFP, including Excel workbooks and FSMC proposal, will collectively serve as the “FSMC Contract” with the winning FSMC.
  10. Approval of FSMC Contract by DPI:
    • Checklist of Documents need for DPI to approve FSMC contract
    • Important --- Prior to School Board approval and execution of  the FSMC contract, SFA must submit the following to DPI for final approval of the awarded FSMC contract:
      • Copy of newspaper advertisement
      • List of potential offerors along with any additional documents sent to them during solicitation process
      • Attendance list of the pre-proposal meeting
      • List of all questions and answers from pre-proposal meeting
      • List of all questions and answers received as a result of issuing the RFP
      • Correspondence from potential offerors opting not to submit proposals
      • Template RFP and evaluation summary
      • Evaluation Criteria (Scoring grid) analysis and documentation
        • Example: FSMC Proposal Evaluation Matrix
      • Any addendums or amendments a FSMC is requesting to be added to the RFP or awarded contract.
  11. Awarding the FSMC Contract and Record Requirements: After DPI approves the awarded FSMC contract, the SFA and FSMC will sign it. Once signed by both the SFA and FSMC, the SFA will submit to DPI and retain for SFA’s own internal records the following:
    • A complete copy of the fully executed FSMC contract (all pages) with signatures.
    • A copy of any and all amendments, addendums, and attachments to the FSMC contract.

These records become part of the SFA’s internal procurement records.