Implement

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

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

Signal Institutional Commitment to Values-Based Procurement

Before listing specific requirements, the RFP should introduce a public 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 the 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

[Institution] is committed to values-based purchasing. Through its food purchasing, [Institution] seeks to align public dollars with core values, including [insert values/goals].

Examples of values/goals include but are not limited to:

  • Community/public health
  • Equity
  • Local economy and investment
  • Resilience
  • Sustainability
  • Fair labor/valued workforce
  • Health and nutrition

Alternatives: Other Ways to Signal Values-Based Procurement Commitment

Instead of highlighting the institution’s commitment to values-based procurement in the RFP program description, an institution may wish to communicate that commitment in other ways. Regardless of the method used, an institution must make its values-based procurement commitments clear.

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

  • references to relevant laws, policies, or positions related to its food purchasing;
  • a statement of values;
  • a history of the institution’s food purchasing program and commitments; or
  • a statement of goals and objectives for values-based procurement.

These alternatives will best serve institutions with:

  • specific goals or institutional mandates related to values-based procurement; or
  • a long-running commitment to values-based purchasing—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 an institution is new to values-based procurement or setting specific purchasing goals, it should consider beginning with the model recommendation and then evaluate alternatives as its values-based purchasing program grows.

Options for Signaling Commitment to Values-Based Procurement:

[Institution] is committed to values-based procurement and has been since [year values-based procurement 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 from vendors engaging in [particular values-based behavior].
  • [List accomplishments for each relevant values-based behavior].
  • [Institution] is committed to procurement in accordance with [insert federal/state/ local laws, policies, or positions related to values-based procurement].

Examples of laws, policies, or positions include:

  • Local preference
  • Farm to School programs
  • Health & Nutrition Plan
  • Sustainability Plan
  • Climate Action Plan
  • [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. 

Real-World Examples: Signaling Institutional Commitment to Values-Based Procurement in RFPs

City of Seattle Human Services Department Commits to Values-Based Purchasing

“[The Human Services Department] is committed to values-based purchasing, which seeks to align public dollars with core values such as equity, community health, local economy, environmental sustainability, and fair labor. [The Department] strongly encourages consideration toward aligning to these values while supporting Seattle’s food system.”

  • FSMC-Operated
  • K-12 School
  • Public Institution
  • RFP

Alameda County Sheriff’s Department Signals Values-Based Commitments through References to Formal Policies

“Alameda County has a strong commitment to sustainability. The Board of Supervisors has passed numerous policies that promote purchasing and operational practices that reduce the County’s environmental impact, including the Climate Action Plan (R-2010-170), the 75% Waste Diversion Policy (R-2008-213) and the Environmentally Preferable Purchasing Policy (R-2011-108). The State of California, effective January 2019, will enforce an organic waste ban for businesses generating 4 cubic yards or more of commercial solid waste per week. As part of these commitments, and to comply with applicable laws, Alameda County intends to partner with the selected vendor to identify and implement actions that will conserve natural resources, create markets for recycled content products, and reduce pollution, water use and greenhouse gas emissions related to the products and services provided as part of this contract.”

  • FSMC-Operated
  • Prison
  • Public Institution
  • RFP