Implement

Private Institutions: Draft Requests for Proposals for Food Service Management Companies

This stage helps private institutions begin selecting a food service management company by providing sample RFP language designed to advance their values-based procurement goals.
  • Private Institution
  • FSMC-Operated
Implement: 

Signal Institutional Commitment to Values-Based Procurement

Before listing specific requirements, the RFP should introduce the institution and its food service program to prospective management companies. This program description should describe the institution’s size, priorities, values, procurement history, and operational needs. Most importantly, this description can be used to introduce an institution’s values-based procurement goals and their origin, or what steps the institution has taken to prepare its personnel and facilities to implement this kind of purchasing.

How an institution chooses to describe itself and its food operations signals its priorities and underscores that values-based procurement must be meaningfully addressed in proposals.

Model Recommendation

A commitment to increasing purchases of [insert values identified in food purchasing guidelines] food is a component of [Institution’s strategic plan or its other commitments, vision, or identity]. [Institution] supports a population of [approximately X] on a food purchasing budget of [approximately X]. Through its food purchasing, [Institution] seeks to develop relationships with [insert short description of vendor preferences if relevant].

Examples of common strategic plans and commitments include:

  • [Institution’s] mission/vision/identity statement;
  • Food Safety Plan;
  • Health & Nutrition Plan;
  • Sustainability Plan;
  • Climate Action Plan;
  • Corporate Social Responsibility (CSR) or Environmental, Social, and Corporate Governance (ESG) Plan;
  • Diversity, Equity, and Inclusion (DEI) Plan and/or commitments; or
  • Membership and/or involvement in programs that encourage values-based procurement or partnerships with values-based organizations.

Examples of vendor preferences include but are not limited to:

  • Local vendors;
  • Small to mid-sized vendors;
  • Beginning vendors;
  • Diverse vendors (BIPOC; women; LGBTQIA+);
  • Historically underserved producers (i.e. socially-disadvantaged; veteran; beginning; reduced resource);
  • Culturally significant producers; or
  • Vendors with particular certifications.

Alternatives: Other Ways to Signal Values-Based Procurement Commitment

Instead of highlighting the private institution’s commitment to values-based procurement in the RFP program description (as provided by the model recommendation), institutions may wish to communicate that commitment in other ways. Regardless of the method used, institutions must make their values-based procurement commitments clear to potential bidders to secure quality bids from management companies.

As an alternative to the model recommendation, institutions may consider including:

  • a statement of values;
  • a history of the institution’s food purchasing program and commitments; or
  • a statement of goals and objectives for VBP.

These alternatives will best serve institutions with:

  • specific goals or institutional mandates related to values-based procurement; or
  • a long-running commitment to VBP—either across the institution or within particular departments.

To use these alternatives effectively, it is important to understand what is feasible and sensible for the institution. If the institution is less familiar with values-based purchasing or does not have a long history of values-based purchasing or specific goals or mandates, consider beginning with the model recommendation and then evaluate alternatives as the institution’s values-based purchasing program grows.

[Institution] is committed to values-based procurement and has been since [year VBP was first adopted]. Since then, it has:

  • Purchased [X percent; X pounds] of food from vendors engaging in [particular values-based behavior].
  • Spent [X amount of money] purchasing food from vendors engaging in [particular values-based behavior].
    • [List accomplishments for each relevant values-based behavior].
  • [Institution] is a member of [insert values-based purchasing coalition, group, or pledge], which [insert goals]. [Institution] seeks to further these goals in its food procurement.

Examples of Signaling Institutional Commitment to Values-Based Procurement in RFPs

Houston First Includes Values-Based Expectations in Management Company RFP

“DIVERSITY COMMITMENT:
The selected [management company] will be required to use good faith efforts to award subcontracts to diversity participants certified by any of the identified certification agencies as defined in the HFC Diversity Program Instructions to Contractors…The specific goal for this proposal is 25% of the Gross Receipts as defined in the Agreement.
[Proposed management companies] are required to comply with HFC’s Diversity Program Instructions to Contractors; failure to comply may cause your response to be considered non-responsive.

GREEN ALTERNATIVES INCLUDING RECYCLING:
[Houston First Corporation has] an extensive recycling program, and the food and beverage contract is a major part of the program. HFC is committed to buying products with recycled content or environmentally sustainable alternatives that meet Leadership in Energy and Environmental Design (LEED) compliance standards.”

  • Business
  • FSMC-Operated
  • Private Institution
  • RFP

Cafe Services Template RFP States Goal to Support Corporate Health and Sustainability Initiatives

Note: Café Services is a management company that specializes in corporate dining services, and the following is from a template RFP they created based on effective RFPs they have seen in practice. 
“1.1 Statement of Purpose 
ABC Industries, Inc. is seeking proposals from qualified corporate food service management firms for the provision and management of [# full service cafeterias] and [# vending services] at [# locations] in [City, State]. Our goal is to partner with a [management company] that can help us increase food service participation, and support corporate initiatives to promote healthy lifestyles and sustainable practices.”

  • Business
  • FSMC-Operated
  • Private Institution
  • RFP