Food Service Management Companies

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Updates

If you are new to the Food Service Management Company process or have questions and need assistance, contact your ESC or email us at fsmc@texasagriculture.gov

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The FSMC Friday meeting in December has been moved from Dec. 20 to Dec. 19 due to early closures of districts on Friday.

Registration link: click here.
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Thank you for attending TDA’s webinar titled “Submitting Food Service Management Company (FSMC) Documents for Renewal or New/Rebid Contracts."

The webinar covered instructions on submitting your documents to your ESC prior to submission to TDA. Once documents are reviewed for accuracy by ESC, they will provide a link to Smartsheet to finalize documents for approval.

The ESC Contact List is here.

Need a Smartsheet account? Click here to get an account.

Additional information? Reach out to your ESC or contact us at fsmc@texasagriculture.gov

Important Resources

Important Dates

SFA Important Dates

October 25, 2024: RFP Template is released

October 1, 2024: Renewal process opens

December 6, 2024: All new contracts (RFPs) must be submitted to TDA for approval to publish

February 14, 2025: Renewal documents must be submitted to TDA for approval

April 18, 2025: New contract selections must be submitted to TDA for approval to award/execute

June 20, 2025: New contract and renewals must be signed/executed and submitted to TDA.

TDA Important Dates
February 21, 2025 – new contracts must be approved to publish.

May 9, 2025 – all contracts/renewals approved to execute by TDA.

FSMC Frequently Asked Questions

(Updated 2.12.2025)

USDA Guidance on Contracting with FSMCs

FSMC Quick Reference Guide

USDA Policy Best Practices for Contracting with FSMCs

The Meal Equivalency Factor for 2024-2025 is $4.69

NSLP Sample Cycle Menus
Pre-K
K-5th
6th-8th
9th-12th

SBP Sample Cycle Menus
Pre-K
K-5th
6th-8th
9th-12th

CACFP Sample Cycle Menus (Updated 8.28.24)
Traditional Breakfast
Traditional Lunch
At Risk Lunch/Supper

USDA Foods Resources

Advisory Board Resources

Advisory Board meeting template – RFP Phase

Advisory Board meeting template – FSMC Proposed Menu Changes

Advisory Board meeting template – General meeting

Survey – middle/high school students

Survey – parents/teachers

FSMC Performance Review Report 2021-2025 (Updated 1.22.2025)

Smartsheet Dynamic View Instructions- Coming soon!

Food Distribution Policy Memo FD-080

Food Distribution Policy Memo FD-110

TDA's Staffing Guidelines 2024-25
Financial Management: A Course for School Nutrition Directors

FSMC Contract Review Form

Instructions- Contract Review Form

FSMC Job Descriptions
SFA Food Service Assistant
SFA Food Service Supervisor/Director
SFA Food Service Manager
FSMC Coordinator/Manager

Sample Invoice

FSMC Fridays

TDA will continue to host FSMC Fridays. Dates are the third Friday of each month from 2:30pm to 3:30pm. You must register to attend. If Food Service Management Companies attend this webinar, they will be disqualified from submitting proposals.

Click here to register for the FSMC Friday Webinars

Dates for 2024-25:
September 20
October 18
November 15
December 19
January 17
February 21
March 21
April 17
May 16

New Contract
Documents

RFP Template: Available by email 10.25.24

RFP Printing Instructions

New Contract Instructions for FSMC RFP

Contract Checklist
(Updated 4.9.2025)

Renewal Documents

FSMC Renewal Amendment 2025-26
Attachment 1 Meal Rates
Attachment 2 Food Service Budget
Attachment 3 Nonmaterial Changes

FSMC Contract Renewal Checklist

For FSMCs

TDA Updates for Vendors

June 26, 2024

Webinar

Presentation

TDA Registered Vendor List

Annually, FSMCs must be registered to do business in Texas. Registration as a Texas vendor is not permanent. FSMC vendors can be removed from the approved FSMC vendor list due to providing false information or by demonstrating systemic or continued non-compliance with Child Nutrition regulations.

2024-2025 FSMC Registered Vendor List

FSMC Registration

The Texas FSMC registration process for new and renewing vendors (2025-26) is now closed. The process will reopen July 2025.

Certificate of Completion

FSMC Vendor Eligibility Notice

At the time of application (and while listed on the TDA approved FSMC vendor list) businesses must be registered to do business in the State of Texas, and remain in good standing with the Texas Secretary of State (SOS) as well as the Office of the Comptroller (OTC). Also, the legal name of the organization as it is listed by the SOS and the OTC must match the legal name as noted on the application.

Important Information

Modification of the posted contract documentation and templates is strictly prohibited.
If the Request for Proposal and Contract is altered in any manner without prior approval, it may be considered an unapproved contract and may result in SFA being required to pay its FSMC using funds other than the school nutrition funds.
For technical assistance, please contact your local ESC representative.

FSMC Rules and Regulations
Food Distribution Policy Memo FD-080 provides information on the reconciliation requirements for SFAs to ensure full crediting of allocated USDA foods.
Food Distribution Policy Memo FD-110 clarifies requirements in crediting for, and use of, USDA donated foods in contracts with Food Service Management Companies, and provides guidance to ensure compliance with such requirements in the first and final years of such contracts.

Reminder
To assist in resolving or addressing possible disputes or contract issues that may occur during the contractual term, TDA reminds all contracting entities (CE) to utilize a dispute resolution process in the event of a possible conflict arising between the CE and the Food Service Management Company during the course of the contract. Any dispute resolution process should be reviewed and approved by the district’s legal representative(s); please note that TDA cannot provide any legal advice to non-TDA staff/groups.

Assistance available in English and Spanish. Please call 877-TEX-MEAL (877-839-6325) for help. Additional translations services available as well.

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

1. Mail:

U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or

2. Fax: (833) 256-1665 or (202) 690-7442; or

3. Email: program.intake@usda.gov.

This institution is an equal opportunity provider.

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