Request for Proposal

Attention: Food Service Management Companies


The West Shore School District is requesting proposals for school food service management services. The Food Service Management Company will provide management services according to United States Department of Agriculture (USDA) regulations and guidelines, as well as the Pennsylvania Department of Education policies and guidelines. Food Service Management Companies and/or their representatives may submit proposals to:

West Shore School District

507 Fishing Creek Road, P.O. Box 803

New Cumberland, PA 17070-0803

The West Shore School District Board of Education reserves the right to accept or reject any and/or all proposals or to accept the proposal that it finds, in its sole discretion, to be in the best interest of the school district. 


A walk-through meeting is scheduled for February 14, 2020, at 12:30 PM Cedar Cliff High School at 1301 Carlisle Road Camp Hill, PA 17011. All proposals must be submitted no later than 9:00 AM on March 6, 2020. All proposals should be delivered in a sealed envelope and addressed to the Director of Federal Programs and be clearly marked: Food Service Management Proposal.  The public bid opening is scheduled for 9:00 AM on March 9, 2020.


Vendors have asked multiple questions and requested multiple files. Questions are answered below with files below and useful links to the right. In some cases questions have been rephrased. Files that have been uploaded may be responsive to a specific question, separate file request, or provided as a courtesy to help ensure potential bidding FSMC have the necessary information to complete a full and adequate proposal.

What license and fees would the FSMC be responsible for?

The FSA currently provides a license for MealsPlus POS which will continue. Any other licenses the FSMC needs to ensure a quality program (such as ordering food) should be considered the responsibility of the FSMC.

Do the labor and benefit calculations on attachment CR7 include reimbursement from PSERS?

The FSA benefits calculation includes the reimbursement from Pennsylvania for PSERS and social security, so the benefits are budgeted net costs.

The RFP says (page 7 letter Q) FSMCs are permitted to submit alternate menus, but also says (page 9 #12) alternates will not be accepted.

Page 9 #12 says “Proposals are to be submitted by 9:00 am. on March 6, 2020, in a sealed envelope marked Food Service Management Bid to Dr. Ryan Argot, Director of Federal Programs, West Shore School District, 507 Fishing Creek Road, New Cumberland, PA 17070. Responders are to submit three (3) print copies of the proposal with an electrocic file of all materials presented as well. No alternate proposals will be accepted.”

The FSA was not referring menus it said no alternate proposals would be accepted. Rather it was trying to be specific that proposals which do not meet specifications (such as those coming in late, via fax, or without the required number of copies) will not be accepted.

The FSA is interested in seeing alternate menus and historically relies heavily on FSMC expertise in menu development while maintaining approval authority on all menu selections.

Please explain how figures in CR1 and CR3 were developed. 

CR3 was developed using projections for 2020-2021 and relied heavily on the budgeted numbers included in the existing budget for 2019-2020. Numbers in CR1 were originally based on actuals from 2018-2019, with adjustment made to get them closer to projected 2019-2020 numbers on CR3. Vendors are encouraged to look at sales data (file 6) and multiple financial records provided as extra files to get a sense of the existing program.  When developing your proposal, pleasure you do not change numbers in the SFA section(s) of CR3 POC.

Please verify which schools qualify for Severe Need Breakfast.             

Please see provided PEARS report files 10a and 10b on the website.

Please provide the number of free and reduced eligible students by school.

Please see provided report file 9 on the website.

Please provide the year-end operating statement for the year ending in June 30, 2019, as well as fiscal records from the prior two school years and the fund balance for each of the three years.

Please see provided financial report and audit files 5a, 5b, 5c on the website.

Please provide several months of edit checks.

Please see provided edit check files 15 and 15b on the website.

Please provide the current operating statement YTD.

Please see provided financial statement files 13 and 14 on the website

Is a price increase planned for the 2020-21 school year?

Breakfast and lunch prices included in the proposal accounts for a 0.10 increase on paid breakfast and paid lunch.

Please verify the reduced lunch counts for Highland Elementary and Red Mill Elementary.

Please see provided PEARS report files 10a and 10b on the website.

Section 6 – SFA costs list $172,000 for repair/replace/new equipment and depreciation. Could the district please share the plan for new equipment and/or replacement for the coming school year?

Specific plans have not been developed, but the budget estimate has based on historical spending within the food service department. Historical expense estimates show the FSA has recently been proudly working to enhance its food service equipment over the past four years as it returned food revenue to the financially successful food service program. The spike in 2018-2019 is largely from a complete rebuild of 4 walk-in units at a high school. This purchase was done to spend down excess food service reserves.

      • 2012-2013: $13,720 (repair) - $400 (replace)

      • 2013-2014: $15,240 (repair) - $16,975 (replace and new)

      • 2014-2015: $19,994 (repair) - $13,406 (replace and new)

      • 2015-2016: $63,287 (repair) - $69,436 (replace and new)

      • 2016-2017: $34,288 (repair) - $82,355 (replace and new)

      • 2017-2018: $36,245 (repair) - $148,560 (replace and new)

      • 2018-2019:  $52,968 (repair) - $262,719 (replace and new)

        Please provide a copy of the 2019 agency summary report.

        Please see provided Commodity report file 8 on the website.

Does the district feed students on early release days?

Yes, except the last day of school.

During summer feeding, will the district please advise:

Which campuses are open for summer feeding? It varies from year to year. We anticipate opening Washington Heights and Hillside. Both were open last summer. We hope to convince the state to let us open Red Land as a new site. Crossroads and Allen were open in summer 2019, but will not be open in summer 2020.

How many staff work each campus? 2

How many days does each person work? 4, except we do have two people working Fridays for 2 hours.

How many hours does each person work? one 5 hour shift and one 2 hour shift per site, plus we had a 5 hour summer manager.

Is the district going to allow a food presentation? The District does not currently plan on a food presentation as part of the RFP process.

Please provide a school calendar for the upcoming school year (if available) The calendar has not yet been approved and will not be approved by the deadline for notification. A proposed calendar has been uploaded below.

Are all positions currently staffed? If not, please indicate which positions are not. The budget is based on full staffing. Please use that for proposal purposes.

May we have a copy of the current FSMC contract? Please see file 19. 

Is any equipment owned by your current FSMC? Other than signs and their office equipment, no.



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