Project Information

Bid Title

Food Service Site Reviews

Issuing Agency

Office of Superintendent of Public Instruction

Location

Washington

Published Date

Mar 2, 2026

Closing Date

Mar 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP - 2026-19

Original Source

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Bid Documents

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Project Description

Number	Document(s)	Updates	Status	Agency Contact Name
RFP - 2026-19	Food Service Site Reviews Exhibit A - Certifications and Assurances Exhibit B - Qualification Affirmations Exhibit F - Contract Issues List	Addendum 01 - Pre-Bid Q&A (Posted 3/2/26)	Due: 03/27/2026 - 2:00pm	Brenda Merritt	Log in to the Pre-Bid Conference Here	February 27, 2026 - 9:00am

Attachment Preview

Request for Proposals No. 2026-19

Food Service Site Reviews

STATE OF WASHINGTON

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION

OLYMPIA, WASHINGTON

PRE-BID CONFERENCE: 9:00 a.m., Pacific Time (PT) on Friday, February 27,

2026 https://zoom.us/j/97977599059

PROPOSAL DUE DATE: 2:00 p.m., Pacific Daylight Savings Time (PDST) March 27, 2026

ESTIMATED CONTRACT PERIOD: May 1, 2026 – September 30, 2026. Amendments extending

the period of performance, if any, shall be at the sole discretion of OSPI.

CONSULTANT ELIGIBILITY: This solicitation is open to those Consultants who satisfy the

minimum qualifications stated herein and that are available for work in Washington State.

SUBMIT PROPOSAL TO: contracts@k12.wa.us

All communications concerning this RFP must be directed only to the RFP Coordinator via email.

Any other communication will be considered unofficial and non-binding on OSPI. Consultants

are to rely on written statements issued by the RFP Coordinator. Communication directed to

parties other than the RFP Coordinator may result in disqualification of the Consultant.

This RFP is available at the Office of Superintendent of Public Instruction (OSPI) website and at

the Department of Enterprise Services, Washington Electronic Business Solution (WEBS)

Procurement website. All RFP amendments and/or Consultant questions and OSPI answers will

be posted to these sites. All interested Consultants must be registered with WEBS under the

following commodity codes to receive automatic notifications: 961-36 Food Administrative

Services (incl. Policy, Standards, Evaluation, etc.); 918-52 Food Service Consulting; 907-75 Site

Assessment and Site Field Observation

OSPI, and its contractors and subcontractors, must not discriminate in any programs or services based on

sex, race, creed, religion, color, national origin, age, marital status, honorably discharged veteran or military

status, sexual orientation, gender expression, gender identity, disability, or the use of a trained dog guide or

service animal by a person with a disability, and must comply with state and federal nondiscrimination laws,

including Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the

Americans with Disabilities Act, and Title VI of the Civil Rights Act of 1964. Questions and complaints of

alleged discrimination should be directed to the Equity and Civil Rights Director at 360-725-6162/TTY:

360- 664-3631; or P.O. Box 47200, Olympia, WA 98504-7200; or equity@k12.wa.us.

Table of Contents

A.1.

A.2.

A.3.

A.4.

A.5.

A.6.

A.7.

A.8.

B.1.

B.2.

B.3.

B.4.

B.5.

B.6.

B.7.

B.8.

B.9.

B.10.

B.11.

B.12.

B.13.

B.14.

B.15.

B.16.

B.17.

B.18.

Table of Contents ........................................................................................................................................... 2

Section A. SCOPE & REQUIREMENTS ........................................................................................................ 4

DEFINITIONS .......................................................................................................................................................................................... 4

PURPOSE OF REQUEST FOR PROPOSALS...................................................................................................................................8

BACKGROUND....................................................................................................................................................................................... 9

OBJECTIVE AND SCOPE OF WORK ............................................................................................................................................. 10

BIDDER QUALIFICATIONS .............................................................................................................................................................. 12

PERIOD OF PERFORMANCE .......................................................................................................................................................... 14

FUNDING .............................................................................................................................................................................................. 14

AMERICANS WITH DISABILITIES ACT ........................................................................................................................................ 14

Section B. GENERAL INFORMATION FOR BIDDERS............................................................................... 15

RFP COORDINATOR ......................................................................................................................................................................... 15

QUESTIONS & ANSWERS............................................................................................................................................................... 15

ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES .................................................................................................... 16

PRE-BID CONFERENCE .................................................................................................................................................................... 16

COMPLAINT PROCEDURE .............................................................................................................................................................. 17

PROPRIETARY INFORMATION/PUBLIC DISCLOSURE .......................................................................................................... 17

ADDENDUMS AND AMENDMENTS TO THE RFP.................................................................................................................. 18

SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES........................................................................... 18

ETHICS, POLICIES, & LAW .............................................................................................................................................................. 19

ACCEPTANCE PERIOD...................................................................................................................................................................... 19

RESPONSIVENESS ............................................................................................................................................................................. 19

MOST FAVORABLE TERMS............................................................................................................................................................. 21

CONTRACT AND GENERAL TERMS & CONDITIONS ........................................................................................................... 21

COSTS TO PROPOSE ........................................................................................................................................................................ 22

NO OBLIGATION TO CONTRACT ................................................................................................................................................ 22

REJECTION OF PROPOSALS .......................................................................................................................................................... 22

COMMITMENT OF FUNDS............................................................................................................................................................. 22

STATEWIDE VENDOR PAYMENT REGISTRATION.................................................................................................................. 22

RFP No. 2026-19

Rev. 09/24

Page 2 of 67

B.19.

B.20.

C.1.

C.2.

C.3.

C.4.

C.5.

C.6.

D.1.

D.2.

D.3.

D.4.

D.5.

D.6.

D.7.

WASHINGTON STATE BUSINESS REGISTRATION ................................................................................................................. 22

INSURANCE COVERAGE ................................................................................................................................................................. 22

Section C. PROPOSAL CONTENTS ........................................................................................................... 24

SUBMISSION OF PROPOSALS ...................................................................................................................................................... 24

PROPOSAL OVERVIEW .................................................................................................................................................................... 24

LETTER OF SUBMITTAL.................................................................................................................................................................... 25

TECHNICAL PROPOSAL................................................................................................................................................................... 25

MANAGEMENT PROPOSAL ........................................................................................................................................................... 26

COST PROPOSAL ............................................................................................................................................................................... 28

Section D. EVALUATION AND AWARD ................................................................................................... 30

EVALUATION PROCEDURE ............................................................................................................................................................ 30

EVALUATION AND SCORING ....................................................................................................................................................... 31

REFERENCE CHECKS ......................................................................................................................................................................... 31

INTERVIEW/DEMONSTRATION.................................................................................................................................................... 32

SELECTION OF APPARENT SUCCESSFUL BIDDER ................................................................................................................. 32

NOTIFICATION TO BIDDERS ......................................................................................................................................................... 32

DEBRIEFING OF UNSUCCESSFUL BIDDERS.............................................................................................................................. 33

Section E. RFP EXHIBITS ........................................................................................................................... 36

RFP No. 2026-19

Rev. 09/24

Page 3 of 67

Section A. SCOPE & REQUIREMENTS

This section describes the purpose of the RFP and provides information about this procurement,

including the potential scope of the opportunity and requirements.

A.1. DEFINITIONS

Definitions for the purposes of this RFP include:

Agency or OSPI – The Washington State Office of Superintendent of Public Instruction; the

entity issuing this RFP.

Amendment – A unilateral change to the Solicitation that is issued by OSPI at its sole discretion

and posted on WEBS and OSPI’s website.

Apparent Successful Bidder (ASB) – A Bidder submitting a response to this Solicitation that is

evaluated and is identified and announced by OSPI as providing the best value to the Agency.

Upon execution of a Contract, the ASB is referred to as the successful Bidder or the Contractor.

Areas in which poor economic conditions exist –

(1) The attendance area of a school in which at least 50 percent of the enrolled children

have been determined eligible for free or reduced-price school meals under the National

School Lunch Program and the School Breakfast Program;

(2) A geographic area where, based on the most recent census data available or

information provided from a department of welfare or zoning commission, at least 50

percent of the children residing in that area are eligible for free or reduced-price school

meals under the National School Lunch Program and the School Breakfast Program;

(3) A geographic area where a site demonstrates, based on other approved sources, that

at least 50 percent of the children enrolled at the site are eligible for free or reduced-

price school meals under the National School Lunch Program and the School Breakfast

Program; or

(4) A closed enrolled site in which at least 50 percent of the enrolled children at the site

are eligible for free or reduced-price school meals under the National School Lunch

Program and the School Breakfast Program, as determined by approval of applications

in accordance with § 225.15(f).

Camps – Residential summer camps and nonresidential day camps which offer a regularly

scheduled food service as part of an organized program for enrolled children. Nonresidential

camp sites shall offer a continuous schedule of organized cultural or recreational programs for

enrolled children between meal services.

RFP No. 2026-19

Rev. 09/24

Page 4 of 67

Bid – An offer, proposal, or quote for goods or services submitted in response to this RFP.

Bidder – Individual organization, public or private agency submitting a proposal to attain a

contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor

are interchangeable.

Children – Persons 18 years of age and under; and persons over 18 years of age who are

determined by a State educational agency or a local public educational agency of a State to be

mentally or physically disabled and who participate in a public or nonprofit private school

program established for the mentally or physically disabled.

Closed enrolled site – A site which is open only to enrolled children, as opposed to the

community at large, and in which at least 50 percent of the enrolled children at the site are

eligible for free or reduced-price school meals under the National School Lunch Program and

the School Breakfast Program, as determined by approval of applications in accordance with §

225.15(f), or on the basis of documentation that the site meets paragraph (1), (2), or (3) of the

definition of “Areas in which poor economic conditions exist” as provided in this section.

Congregate meal service – A food service at which meals that are provided to children are

consumed on site in a supervised setting.

Competitive Solicitation – A documented formal process providing an equal and open

opportunity to Bidders or Consultants culminating in a selection based on predetermined

criteria.

Complaint – A process that may be followed by a Consultant prior to the deadline for bid

submission to alert OSPI of certain types of asserted deficiencies in the Solicitation.

Consultant – Individual organization, public or private agency submitting a proposal to attain

a contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor

are interchangeable.

Contractor – Individual or company whose proposal has been accepted by OSPI and is awarded

a fully executed, written contract.

Debriefing – A short meeting an unsuccessful Bidder may request with the Coordinator or

evaluation team member following the announcement of the Apparent Successful Bidder for

the purpose of receiving information regarding the review and evaluation of that Bidder’s

Response.

Fiscal Year – In Washington State, a 12-month period extending from July 1 of one calendar

year to June 30 of the next calendar year.

RFP No. 2026-19

Rev. 09/24

Page 5 of 67

Commodity Codes

• NAICS 722310Food Service Contractors

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