Vendors & Contracted Services

Vended Meals Contract  

Companies preparing and delivering meals to school divisions or community organizations (sponsors) are vended meal facilities operating under a vended meals contract. Vended meals facilities may also develop menus and menu production records. Any additional services provided that may constitute food service management need to be solicited and procured as a Food Service Management Company (see the Food Service Management Companies section). Vended meal contracts may allow for up to four renewals before going back out to bid.

• Contract template: VDOE-SCNP Vended Meals Contract Template
• Renewal template: VDOE-SCNP Vended Meals Contract Renewal Template

Vended meal facilities may not access individual student meal eligibility information, collect meal payments, conduct point of service meal counts, provide program oversight, collect claim data, or act as an employee of or agent for the sponsor.

MOU Sponsor/Site Agreement

A Memorandum of Understanding (MOU) Sponsor/Site Agreement is used when sponsors provide meals to an unaffiliated site, not participating in the Child Nutrition Programs. The sponsor claims the meals, but the meals are served at the unaffiliated site. The meals can be under the National School Lunch Program, School Breakfast Program, Child and Adult Care Food Program (CACFP), and Summer Food Service Program (SFSP). The VDOE-SCNP must approve the MOU Sponsor/Site Agreement through the sponsor’s or site’s Program application.

• Use our Template! MOU Sponsor/Site Agreement Template.

Furnish Foods Agreement

School divisions may vend meals to a community sponsor through a simplified vended meals contract, called a Furnish Foods Agreement. The school division does not claim the meals and the Furnish Foods Agreements are available for CACFP and SFSP. The VDOE-SCNP must approve the Furnish Foods Agreement through the sponsor’s or site’s Program application.

• CACFP Template: CACFP Furnish Foods Agreement Template.
• SFSP Template: SFSP Furnish Foods Agreement Template.

Food Service Management Companies

Sponsors considering contracting for food service with a private for-profit food service management company (FSMC) are required to contact VDOE-SCNP before initiating the procurement process. Federal and state requirements for the contract must be followed. The VDOE-SCNP provides technical assistance to the sponsor to ensure that the regulations and requirements are met.

Procuring the services of an FSMC requires using formal purchasing procedures and providing for open and free competition. Contracts are written for one year with the option to renew the contract for an additional four years. All contracts end on June 30. The VDOE-SCNP requires the effective date of all initial contracts to begin July 1.

The SFA remains responsible for the overall operation of the school nutrition programs. The SFA does not relinquish control of the SCNP operations to the FSMC. The SFA is ultimately responsible for closely monitoring the terms of the FSMC contract and the FSMC's daily activities.

The SFA is responsible for drafting the RFP using the mandatory template, menus, bid protest procedures, and attachments. A person or organization that develops or drafts specifications and/or requirements for the RFP used by an SFA conducting procurement under the USDA entitlement programs shall be excluded from competing for such procurements (2 CFR §200.319(b)).

On-Site Monitoring Visits

Sponsors contracting with an FSMC must conduct performance management of the FSMC contract through periodic on-site monitoring of the contracted requirements (7 CFR 210.16(a)(3)). Documentation of the on-site monitoring visits are checked during procurement reviews.

• Use our Template! VDOE-SCNP FSMC Monitoring Form.

Timeline for FSMC RFP Process