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: 

Solicit Information Demonstrating Management Company’s Capacity to Deliver

Private institutions should use the RFP to gather information about the management company’s ability to advance values-based procurement. An RFP should request information from management companies on four core areas:

  • Tracking & Data Collection Practices
  • Volume Rebate Transparency Practices
  • Vendor Relationship Management Practices
  • Existing Values-Based Practices

This section provides background and model language for each of these topics. Note that an institution may want, or be required by internal policy, to solicit additional information. The model recommendations and alternatives below focus only on the information most relevant to values-based procurement and can be incorporated into a broader RFP.

Tracking & Data Collection Practices

These questions help an institution evaluate a prospective management company’s practices, capacity, and willingness to meet the tracking and data needs associated with the values-based procurement program. These questions can be modified by making them more general to meet your institution’s specific needs.

Model Recommendation

Questions for Management Companies: Tracking and Data Collection:

  • How does the management company track and maintain purchase data, including spend and product volume (e.g., weight)?
  • How and at what frequency does the management company currently convey purchase data to its clients? Please provide examples of reports conveying purchase data.
  • Can the management company collect data about location, demographic, growing practices, and certifications of vendors? If such data is available, will the management company share it with the institution?
  • What other data is collected by the management company about vendors? Will the management company share that data with the institution?
  • How and at what frequency can the management company convey data about vendors to its clients? Please provide examples of reports conveying vendor data.
  • Does the management company have experience with producing shareable content based on purchase data (e.g., data visualizations, social media content, vendor profiles, or testimonies)?

Real-World Examples: Institutions Soliciting Information About Tracking and Data Collection Capabilities

Farm to Institution New England Provides Tracking and Data Collection Questions for Management Companies

Note: Farm to Institution New England offers various resources for institutional purchasing, and the questions below are part of a toolkit for institutions and are not from an actual RFP. The toolkit recommends the following tracking and data collection questions for management companies: 

  • Are local items clearly marked on ordering guides by place of origin so the facility can determine if it meets their definition of local?
  • Are local items listed on ordering guides as “preferred” or “on contract” and are they offered at a competitive price compared to the non-local alternatives?
  • Is information about local purchases tracked on invoices or standing reports?
  • Are reports that track client purchasing patterns available upon request?
  • How will you educate both customers and staff about sustainable food?
  • Business
  • FSMC-Operated
  • Hospital
  • Private Institution
  • RFP
  • University

The Common Market Provides Tracking and Data Collection Questions for Management Companies

Note: these questions are from a resource for institutions written by the Common Market and are not from an actual RFP. The resource recommends the following tracking and data collection questions for management companies:

  • Please describe your system for tracking and labeling locally grown products.
  • How will you communicate product origin to the institution?
  • Can you currently produce reports to show the percent of local . . . products provided, including farm name and origin?
    • Yes, including percent, farm name, and origin.
  • If yes, please describe current reporting/tracking mechanisms below.
    • Yes, including percent, but not farm name or origin.
    • No.
  • If not, are you willing to develop reporting/tracking mechanisms? Y/N
  • Check which reports will be available to the institution:
    • Weekly Price List
    • Market Reports
    • Monthly Statements
    • Velocity Reports
    • Other
  • Business
  • Contract
  • Data
  • FSMC-Operated
  • Hospital
  • Private Institution
  • University

Volume Rebate Transparency Practices

These questions help an institution evaluate a prospective management company’s existing practices and willingness to be transparent regarding any volume rebates or discounts it receives from vendors, and whether it intends to share any of those savings with the institution. These questions can be modified to meet an institution’s specific needs.

Model Recommendation

Questions for Management Companies: Volume Rebate Transparency:

  • What level of transparency can the management company provide regarding volume rebates, discounts, and credits from vendors when purchasing for [Institution]?
  • How does the management company collect and record information on volume rebates and discounts received from suppliers?
  • How does the management company communicate with institutions about volume rebates and discounts?
  • Can the management company share its volume rebates with institutions? Has it done so in the past?

Vendor Eligibility & Relationship Management Practices

These questions help an institution assess a prospective management company’s practices, capacity, and commitment to meeting the disclosure and vendor requirements of its values-based procurement program. These questions can be modified to meet an institution’s specific needs.

Model Recommendation

Questions for Management Companies: Vendor Relationships:

  • Does the management company have a certification process for local producers to become vendors? If so, what are the process requirements and estimated timeframe? How does the management company define “local”?
  • Does the management company have a certification process for sustainable producers to become vendors? If so, what are the process requirements and estimated timeframe? How does the management company define “sustainable”?
  • Does the management company have a certification process for diverse or minority producers to become vendors? If so, what are the process requirements and estimated timeframe?
  • Does the management company have a certification process for small- and/or mid-size producers to become vendors? If so, what are the requirements in the process and estimated timeframe?
  • How does the management company find new vendors?
  • How does the management company communicate with vendors about selling to new institutions?

Existing Values-Based Practices & Experience

These questions help an institution evaluate a prospective management company’s practices, capacity, and willingness to implement values-based purchasing processes by assessing what the management company is already doing to conduct values-based purchasing. These questions can be modified to meet an institution’s specific needs.

Model Recommendation

Questions for Management Companies: Existing Values-Based Practices:

  • How many vendors currently certified by the management company meet the requirements and preferences outlined in [Institution’s Food Purchasing Guidelines]?
  • Has the management company worked with other institutions implementing values-based procurement or similar purchasing goals? 
  • How has the management company promoted local economic investment by engaging in local and regional food procurement? 
  • Does the management company have strategies to promote ethical sourcing? 
  • How does the management company cultivate relationships with vendors in the community? 
  • How does the management company incorporate transparency and accountability in its food procurement efforts? 
  • Does the management company have a statement of values? If so, what are they, and how do operations reflect these values? (This question can be modified to ask about a specific value, including climate and sustainability, CSR/ESG, workers’ rights and welfare, DEI, etc.)