Tools
Private Institution: FSMC Food Service Contract Provisions Template
- Contract
- FSMC-Operated
- Implement
- Private Institution
Private Institution Food Service Contract Provisions
The values-based procurement personnel at an institution should work closely with the institution’s legal team and procurement team to develop a food service contract that complies with all applicable rules while still incorporating the institution’s values-based food purchasing guidelines.
Keep In Mind:
Additional information about alternative language and how to complete each provision of this tool can be found on the relevant Implementation Stage in the Guide.
Culinary Standards, Specifications, and Requirements
The management company will adhere to [Institution’s Food Purchasing Guidelines], track and provide purchasing data and information, and utilize practices and processes to support [Institution’s] desired purchasing goals. [Institution’s Food Purchasing Guidelines] are incorporated into the contract as Appendix [X].
Tracking, Data Collection, and Reporting Requirements
The management company will track the products purchased from values-based vendors by spend and percentage of total spend for the tracking period. Values-based vendors are vendors that meet standards set forth in [Institution’s Food Purchasing Guidelines]. [Institution’s Food Purchasing Guidelines] are incorporated into the contract as Appendix [X].
The management company will also track the following metrics: [specific standards listed in the Institution’s Food Purchasing Guidelines, or other standards as negotiated].
Data pertaining to metrics identified by [Institution] will be included in [insert negotiated tracking period] reports of food purchases provided by the management company to [Institution]. The management company will provide reports digitally in [insert institution’s preferred data organization software].
Volume Rebate Disclosure Requirements
[Institution] is committed to expanding its food purchasing with vendors that align with [Institution’s Food Purchasing Guidelines]. To advance this commitment, the management company will provide transparency in its food purchasing on behalf of [Institution], such as disclosing the value and nature of any volume discount rebates, incentives, and credits received from vendors. This information can be presented to [Institution] through [insert tracking period (e.g., monthly, bi-monthly quarterly, semi-annually, annually)] reporting.
Vendor Communication Requirements
The management company is expected to regularly communicate with vendors that meet [Institution’s Purchasing Guidelines] about the management company’s vendor certification process and purchasing logistics [e.g., desired products for the growing cycle, the amount of products the management company could purchase, and the fair market value the management company could pay for products].
For values-based vendors pursuing vendor certification, the management company must provide information about the requirements to complete certification and remain in contact with these vendors through the process. For certified values-based vendors, the management company must establish a communication schedule to discuss product needs, purchasing amounts and frequency, and pricing.