Agenda Item
Meeting Date: 6/12/2019 - 7:00 PM
Category: Action Items
Type: Action
Subject: Approval of Food Service Management Contract (K-8) Bid
Vision 2022:
Financial & Facilities Management
Continue to ensure a balanced budget that builds and maintains a fund balance that meets Board policy.
Policy: 4.120 - Food Services
Background: District 200 participates in the National School Lunch Program (NSLP). In May 2015, the Board approved a contract with Chartwells to provide food service management for District 200. This contract allowed for up to four (4) annual renewals. Subsequently, the Board approved 3 renewals, and the latest renewal expires on June 30, 2019. In March, Chartwells notified the District that it was unwilling to renew at the federally regulated terms, which are set for participants in the NSLP. Due to this unexpected notification, we began preparations for a bid process. During this process, we evaluated the K-12 program to consider removing both high schools from the NSLP. District 200 solicited bids for food service management (K-8) and prepared this recommendation for the Board of Education.
File Attachment:
Food Service K-8 Bid Results 2019 Sheet1.pdf
Summary: Scope of Service:

This contract is for the provision of the management of student and staff food services for all District 200 K-8 schools. The contractor is to provide personnel, employee training, food preparation and service, marketing, food and supply acquisition, and overall management of the school food service program (K-8) within the policies of District 200 and the Illinois State Board of Education.

Evaluation Process:

Because the Illinois State Board of Education must administer all National School Lunch Program funds, they are involved in food service contract specifications and bidding procedures. All bid specifications must be approved by the Illinois State Board of Education prior to distribution to bidders. The approval process involves an evaluation of the bid price and certain criterion based on a pass/fail system. Bids were evaluated based on the following eighteen (18) criterion, developed by the District and incorporated in the bid specifications:

Criteria for Evaluation

● Required documents
● Food Service Director
● Support Staff
● Experience in school food service
● Performance history
● Financial Stability of FSMC
● Insurance requirements
● Employee training and development
● Operational plans
● Nutritional/Wellness programs
● Sanitation and safety
● Employee compensation
● Student satisfaction
● Commodity Utilization
● Financial History and Stability
● POS programs
● Purchasing program
● Menus

District 200 Evaluation:

Attached are the bid results.

Each bidder on this project was required to submit data with their bid to cover each of the areas listed above. The first step was reviewing the bid price and evaluating the lowest bid, which was Organic Life’s bid. The eighteen (18) criterion were evaluated for Organic Life on a pass/fail basis, and Organic Life passed all eighteen (18) criterion.

Since Organic Life had the lowest bid and passed all eighteen (18) evaluation criterion, the evaluation process ends for all other vendors. We are recommending the Board approve the bid from Organic Life.
Funding: Estimated Cost: $1,630,980.44

Revenue generated from the school lunch program, including Federal and State reimbursements are expected to offset the cost of running the program.
Recommendation: It is recommended that the Board of Education award a contract to Organic Life with respect to the bid it submitted for Food Service Management (K-8).
Recommended By:
Signed By:
Lisa Maher - Dir of Business Services
Signed By:
Bill Farley - Assist. Superintendent
Signed By:
Jeff Schuler - Superintendent
Vote Results:

Original Motion
Member Ginna Ericksen Moved, Member Rob Hanlon seconded to approve the Original motion 'It is recommended that the Board of Education award a contract to Organic Life with respect to the bid it submitted for Food Service Management (K-8).'. Upon a Roll-Call Vote being taken, the vote was: Aye: 6 Nay: 0.
The motion Carried 6 - 0
Brad Paulsen     Yes
Jim Mathieson     Yes
Rob Hanlon     Yes
Ginna Ericksen     Yes
Susan Booton     Yes
Dave Long     Yes