Project Information

Bid Title

Butler Tech Food Service Management Company

Issuing Agency

Butler Technology and Career Development Schools Board of Education

Location

Ohio

Published Date

Jan 31, 2026

Closing Date

Mar 3, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Butler Tech Food Service Management Company

Plus Sign - Open Plus Sign - Open

This solicitation is for the purpose of entering into a contract for the operation of a food service program for the Board of Education of the Butler Technology and Career Development Schools, hereinafter referred to as the School Food Authority (SFA).

The proposer will be referred to as the Food Service Management Company (FSMC), and the contract will be between the FSMC and the SFA.

A. Procurement Method

Procurement shall be executed through submission of sealed proposals.

B. Pre-Proposal Conference

A meeting with interested proposers to review the specifications, clarify any questions, and conduct a walk-through of the facilities with school officials will be held on Friday, February 13, 2026, at 9:00 a.m. EST.

Location:
Butler Tech Central Office Board Room
3605 Hamilton Middletown Road
Fairfield Township, OH 45011

Attendance is required. Vendor presentations will not be scheduled at this time.

1. Questions for Pre-Proposal Conference

Submit questions regarding the RFP in writing by 10:00 a.m. EST on February 18, 2026 to David Plotts, Executive Director of Business Operations, via email at plottsd@butlertech.org.

The SFA will acknowledge receipt of questions no later than 6:00 p.m. EST on February 18, 2026.

• Questions submitted prior to the Pre-Proposal Conference will be answered at the Pre-Proposal Conference.
• Questions from the floor at the Pre-Proposal Conference must also be presented in writing. These questions may or may not be answered at the Pre-Proposal Conference.
• All questions will be answered in writing after the meeting and sent to all individuals who signed in at the Pre-Proposal Conference2. Written Communication

Written communication will override any verbal communication that takes place during the process between any FSMC and the SFA.

C. Proposal Submission and Award

1. Proposal Submission

Proposals are to be submitted by 10:00 a.m. EST on March 3, 2026, to:

Name of Agency:
Butler Technology and Career Development Schools

Mailing Address:
3605 Hamilton Middletown Road
Central Office
Fairfield Township, Ohio 45011

Proposals will not be accepted after this time. Proposals must be submitted in an envelope marked Butler Tech Food Service Management Proposal. The SFA reserves the right to retain all proposals for a period of at least sixty (60) days.

FOOD SERVICE MANAGEMENT COMPANY REQUEST FOR PROPOSALS AND CONTRACT – COST REIMBURSABLE

If additional information is required, please contact David Plotts at plottsd@butlertech.org.

Attachment Preview

Ohio Department of Education

Office of Nutrition

FOOD SERVICE MANAGEMENT COMPANY REQUEST FOR

PROPOSALS AND CONTRACT – COST REIMBURSABLE

Is this the right contract for me?

Answer the questions below. A “yes” response to the questions below indicates that this is the appropriate

contract for your organization. A “no” response to any of the questions below indicates that an individual

from your organization should contact your assigned education program specialist (EPS) to discuss other

meal purchasing options.

Yes No

X

I want a company to prepare and serve meals in my school(s).

X

I want the company to perform some or all of the following duties: ordering

food/supplies; developing menus/recipes; collecting Income Eligibility Applications;

counting the number of reimbursable meals served; maintaining the Benefit

Issuance document; promoting school meal programs.

X

I expect the company to track its actual expenses and report those expenses on a

monthly invoice.

X

I understand that in addition to actual expenses, the company may charge me a fee

for its services.

X

I will develop specific, measurable criteria to judge the proposals. I will award the

contract to the proposal that scores highest based on my criteria.

X

I understand that I am required to advertise this opportunity in a newspaper prior to

awarding the contract.

PROCUREMENT REGULATIONS

National School Lunch Program procurement requirements are found in 7 CFR 210.21. The summary below

addresses some key points of the regulation:

• Full requirements are documented in 2 CFR 200, subpart D; 2 CFR 400; and 2 CFR 415.

• You are bound by the provisions of any contract you enter into, whether or not that contract resulted

from a proper procurement process, but any costs incurred under a contract that does not meet the

requirements of the regulation are unallowable costs.

• The Ohio Department of Education is not a party to any contract formed pursuant to this agreement.

• If you make any changes to this prototype document, you need to submit those changes to us for

approval prior to beginning your solicitation process.

• SFAs and Vendors are required to comply with the “Buy American” provision by purchasing

agricultural commodities and food products that are produced and processed in the United States.

Carefully read the attached instructions. Please contact your Program Specialist or call our office

toll-free at 1-800-808-6325 if you have questions or need assistance.

Procurement resources are also available on our web site at education.ohio.gov

Ohio Department of Education Sample

Food Service Management Company

Request for Proposal/ Contract

Cost Reimbursable

This Request for Proposal (RFP), also referred to as the “sample contract”, is provided by the Ohio Department of

Education, Office of Nutrition (“OON”) and is for use by school food authorities (“You”) initiating a cost reimbursable

contract with a food service management company (FSMC).

In general, federal regulations require OON to approve any FSMC contracts. Any changes you make to this prototype

contract must be approved in writing by OON before the contract is executed. To comply with this requirement, you

must submit this contract to OON after you complete all necessary sections. You may release the contract for soliciting

purposes after OON reviews and approves the submitted sample contract.

All costs resulting from contracts that do not meet federal requirements are unallowable costs. If you fail to incorporate

OON's required changes to solicitation or contract documents, all costs resulting from the subsequent contract award

are unallowable costs.

You must submit the following procurement documents to OON and allow at least 15 business days for review and

approval prior to executing the contract:

1. Newspaper advertisement with date of publication

2. List of proposers that received the solicitation/contract documents and all addenda issued (include date

mailed/delivered)

3. A list of proposers in attendance at the pre-proposal meeting along with a written copy of all questions with

answers posed from the meeting (provided to all potential proposers)

4. Correspondence from proposers opting not to submit a proposal (or phone call documentation)

5. The sample contract with all attachments completed

6. Proposal evaluation (based on the Award Criteria on page 3).

After written notification from OON that you may proceed with the award, you must provide OON with an executed

contract.

Federal regulations require OON to review all contracts with FSMCs for program compliance. OON is also required to

review any amendments in extension years prior to their execution.

Contracts with a FSMC must be for 1 year (or less depending on start/end dates and services required). They may

include up to 4 optional 1-year renewals.

OON is not a party to this contract. OON only reviews the contract to assure compliance with Federal and State

procurement requirements. OON does not review or judge the fairness, advisability, efficiency, or fiscal implications of

the contract.

Where multiple SFAs have solicited a single consolidated proposal for a FSMC contract, an independent, ancillary or

alternative Request for Proposal by one of those SFAs is permissible, provided the SFA engaging in an individual,

ancillary, or alternative Request for Proposal ensures that the new solicitation will not conflict with, materially change,

or otherwise interfere with the ability of proposers or SFAs to maintain or execute the consolidated proposal/contract.

Instructions and Guidance for Completing the Cost Reimbursable Contract

Within the contract, items that require action by SFA are highlighted in green

Page 1, Item B:

Page 1, Item C:

Page 1, Item D:

Page 2, Item E.1:

Page 2, Item E.2:

Page 2, Item E.6:

Page 2, Item G:

Page 3, Section I.A:

Page 4, Section I.D:

Page 4, Section I.I:

Page 4, Section I.M.4:

Insert the name of the school SFA.

All procurement transactions shall be conducted in a manner that

provides maximum open and free competition consistent with 2 CFR

200. The SFA must share with prospective proposers sufficient

information to make this a meaningful RFP, including all informational

sheets contained as attachments to this contract.

• Insert date, time, and place of pre-proposal meeting.

• The meeting must be scheduled no less than 10 business days after

release of the RFP, but more lead time will provide for a more

competitive procurement.

• Indicate if attendance is required or optional. We recommend making

attendance mandatory.

• Indicate if vendor presentations will or will not be scheduled at this

time.

• Complete the contact information for question submission.

Note: Pre-proposal meetings need to take place during normal food

service operation hours in order to provide contractors the optimal

information needed to make a competitive proposal.

Complete time, date, and address for proposal submission

Complete dates for evaluation and award

Insert name and telephone number of contact person.

Complete the award criteria. Keep the following points in mind when

developing criteria:

• Cost must be weighted higher than any other individual criterion.

• Criteria should be based on areas that you want the FSMC to

address in its bid. Think of them as a kind of “wish list” of items that

your ideal proposal would include. For example, “Programs and

strategies to increase student participation beyond reimbursable

meals” or “Plan for providing menus, nutrition information, and other

communications via the district website”.

• For each criterion, you should be able to envision responses that

earn different scores. If the responses will only receive full points or

no points, that item may be better suited as a mandatory

requirement.

• Try to come up with 5-7 criteria.

Insert beginning date and ending date: (Not to exceed one year). The

beginning date cannot be before the date on which the contract is

signed.

Check all programs that apply.

Choose pricing or non-pricing

Select the frequency for the FSMC to report credits

Page 5, Section I.R:

Insert the number of days in which the school food authority (SFA) will

make payment on the monthly invoices.

Page 5, Section I.T:

Complete the escalator provision information. The most commonly used

is CPI-U for Food away from home

Page 6, Item Section I.U:

Insert the current reimbursement & commodity rates. The meal

equivalent calculations listed here are the USDA recommendation.

Pages 6-8, Section II.A:

This section designates the program expenses to be incurred by FSMC

and SFA. Review each line and mark with an X the column for the entity

responsible for the listed expense. If you have specific expenses not

listed, please add them.

Page 8, Section IV.E:

Choose whether or not the FSMC will assist in verifying Income

Eligibility Applications.

Page 8, Section V.J:

Choose the method for valuing USDA donated foods (i.e. commodities)

and the method for the FSMC to report the credits for these values

Page 11, Section XI.B:

Check the box that applies.

Page 13, Section XVIII.E:

Insert the number of days of written notice for termination by either party

(must not exceed 60 days).

Page 14, Section XX.A:

Insert the amount of each type of insurance coverage desired.

Page 15, Section XXII.H.1-2: Read through each option, and mark as desired

Page 16, Section XXII.K.8: Complete the projected number of feeding days.

Page 16-17, Section

XXIII.B.1-2:

(Complete only if proposal includes the Summer Food Service Program

(SFSP) and the SFSP reimbursement will exceed $150,000.) Insert the

required amount of the performance bond. Mark through entire item if

SFA does not participate in the SFSP.

Page 18 (“Agreement Page”)

Once proposal is awarded/accepted, SFA and FSMC must sign and

date. This document now becomes the contract to which SFA and

FSMC must abide. Once signed and dated, a copy must be mailed to:

The Ohio Department of Education

Office of Nutrition

25 S. Front St. Mail Stop 303

Columbus, OH 43215

NOTE: If this document is used in full, an additional contract is not

needed.

If this document is being utilized as a Request for Proposal

only, OON must receive both the RFP and the final contract.

Page 19 (“Attachments”)

The chart on page 19 lists all contract attachments and designates who

is responsible for filling out the information. Please note that for

Attachment 17 (“Projected Operations – Expenses”), SFA must

complete only the portion related to USDA donated foods. The

remainder must be filled out by FSMC as a part of its proposal.

BUTLER TECHNOLOGY

AND CAREER

DEVELOPMENT

SCHOOLS

FOOD SERVICE

MANAGEMENT COMPANY

REQUEST FOR PROPOSAL

AND CONTRACT

2026

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 722310Food Service Contractors

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.