REQUEST FOR PROPOSAL (RFP): Daily Breakfast and Hot Lunch Program
E.E. Oliver Elementary School (EEO)

Issue Date: April 30, 2025
Submission Deadline: May 15, 2025 at 4 p.m.
Contact: Jessica Whelan (whelanj@prsd.ab.ca)

1. Overview

E.E. Oliver Elementary School (EEO) invites proposals from qualified contractors to provide a daily breakfast program (fully funded by EEO) and a hot lunch program (primarily paid by students, with partial funding from EEO). The program is intended to support the nutritional needs of students across approximately 146 instructional days per school year (Monday to Thursday), offering well-balanced, compliant, and cost-effective meals.

2. Program Components

A. Breakfast Program (School-Funded)

• Served cafeteria-style from 8:30 a.m. to 8:55 a.m.
• Free for all students; funded entirely by EEO.
• Estimate: 150–300 students daily (average 150 students access breakfast daily)
• Contractor to bill weekly with supporting documentation

B. Hot Lunch Program (Student-Paid with Partial EEO Support)

• Delivered directly to classrooms for lunch (12:15 pm to 12:30 pm).
• Parent/student-paid via school cash system.
• Contractor to charge:
  • Max. $5 to students per lunch.
  • $1 per lunch sold charged additionally to EEO (for supplemented meals).
  • Up to $6 for EEO-funded lunches for eligible students.

3. Scope of Services

The successful vendor will:

• Develop and submit monthly menus to EEO by the 10th of the preceding month. (Please see attached guideline)
• Accept and process weekly meal orders submitted by Wednesdays.
• Provide and manage staff certified in food handling and safety.
• Prepare meals following all applicable food safety and sanitation standards.
• Deliver meals on time to designated serving areas/classrooms.
• Set up food stations and maintain cleanliness and food presentation.
• Use of kitchen facility at EEO
• Monitor food quality, freshness, and expiration compliance.
• Manage food and supply inventory.
• Provide tracking forms for:
  • Number of students and meals served per day.
  • Cost breakdowns for school-funded, student-paid meals along with cost per meal.

4. Compliance and Insurance

• Maintain all necessary permits, licenses, and health certifications.
• Adhere to all federal, provincial, and local regulations.
• Include names and contact information of insurers.
• Ensure staff pass criminal background checks.
• Submit evidence of the following insurance:
  • Commercial General Liability
  • Workers’ Compensation

5. Proposal Requirements

Each proposal must include:

• Company background and relevant experience.
• Sample 4-week menus (breakfast and lunch).
• Staffing and supervision plan.
• Food sourcing and preparation strategy (e.g., scratch-cooked, local/seasonal focus).
• Waste minimization and sustainability practices.
• Pricing proposal with not-to-exceed rates:
  • Breakfast (per meal: with an amount to deliver program for the year)
  • Lunch (per meal: full, partial/subsidized)
  • Optional à la carte or snack items
• Invoicing and financial tracking approach (please see attached spreadsheet)
• Sample student/family/staff order form.

6. Program Goals

• Provide appealing, nutritious meals.
• Promote healthy eating habits and nutritional education.
• Support sustainability and environmental responsibility.
• Offer competitive and reasonable pricing.
• Support students with special dietary needs.

7. Evaluation Criteria

Proposals will be evaluated on:

• Nutritional quality and appeal of menus
• Program pricing and value
• Experience and references
• Compliance with health and safety regulations
• Ability to accommodate dietary needs
• Sustainability practices
• Overall alignment with EEO’s goals

8. Submission Instructions

Send complete proposals electronically in PDF format to: whelanj@prsd.ab.ca
Subject: RFP – Breakfast and Lunch Program Proposal