Summer Food Service Program Procurement and Vendors

Meal Procurement

The purpose of sponsor procurement is to maximize competition among qualified vendors when program funds are used.

Sponsors who choose not to prepare their own meals may procure their meals by:

• Contracting with a registered Food Service Management Company OR
• Entering into a noncompetitive written agreement with the Local Educational Agency (provided the Local Educational Agency does not obtain meals or management services from a Food Service Management Company).

Sponsors Who Plan to Use a Food Service Management Company to Provide Meals — Going out for Bid

1. Sponsors must notify the Florida Department of Agriculture and Consumer Services (FDACS) at least 14 days before a bid opening totaling $100,000 or more. The announcement must include the time and place of the bid opening, as well as the sponsor/vendor contact information.
2. An FDACS representative must attend any bid opening totaling $100,000 or more (unless FDACS has a waiver to this requirement from the U.S. Department of Agriculture).
3. The sponsor must then submit a copy of the Invitation for Bid (IFB) packet to FDACS prior to the beginning of program operations. The IFB packet is a standard contract developed by FDACS and must be used by any sponsor wishing to contract with a Food Service Management Company.
4. Sponsors must forward the IFB packet directly to the Procurement Specialist for review/approval.

Amendment/Renewal to an Existing Competitive Food Contract

Sponsors may renew their existing food contract up to four times. However, they may only do so if such stipulation was specified in the base year contract. Prior to program operations, sponsors wishing to renew an existing contract must submit an amendment to that contract (IFB packet) indicating any changes that may affect the existing contract such as meal prices, delivery times, etc. This amendment should be submitted to the sponsor’s assigned Program Specialist for review and approval. 

Sponsors Who Plan to Use an LEA to Provide Meals — Written Agreement

Sponsors that decide to procure their meals from a Local Educational Agency are not required to go out for bid, but must enter into a noncompetitive written agreement with their Local Educational Agency. The Local Educational Agency must not obtain meals or management service from a Food Service Management Company. The sponsor must forward to FDACS a copy of the completed and signed written agreement (or comparable document) between the sponsor and the Local Educational Agency.

Note: Sponsors may not contract out management responsibilities of the program to the Food Service Management Company.