Developing the technical proposal

Introduction

As part of the RFP, the government agency asks the vendor for a technical proposal. The technical proposal should provide the agency with a detailed explanation of how the vendor intends to organize, staff, and manage the project. The technical proposal includes a detailed work plan indicating how each requirement of the scope of work (SOW) or performance work statement (PWS) is to be accomplished.

The work plan should reflect a clear understanding of the nature of the work being undertaken. For each performance requirement in the RFP, the work plan should describe the vendor’s approach, experience, and programs that make the vendor qualified to meet or exceed the applicable standards included in the Food Service Guidelines for Federal Facilities.

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.
 
Sample Language for the Technical Proposal Section of the RFP

Vendors are required to submit a technical proposal as part of their response to [the government agency’s] RFP. The items included under the technical proposal section of the RFP cover areas of special concern to [the government agency]. The items listed below are included to assist you in completing the technical proposal. Suggestions listed are not all inclusive, and vendors should add other information as appropriate.

Require the vendor to meet the performance requirements

In this section, we've laid out sample language for each performance requirement: an innovative food and wellness program, facility efficiency and sustainability, food safety and sanitation, management philosophy, and corporate capacity. 

Requirements for food and nutrition standards

REQUIREMENTS FOR FOOD NUTRITION STANDARDS

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP

Discuss your company’s approach, experience, and programs that make your company qualified to meet the food and nutrition standards included in the Food Service Guidelines for Federal Facilities at the standard or innovative implementation level. Describe your company’s approach to providing each of the following foods in concessions, vending machines, or self-service vending facilities.

  • If prepared foods are available, describe how your company will provide foods that meet or exceed the prepared food standards. 
  • If packaged snacks are available, describe how your company will provide foods that meet the packaged snacks standards.
  • If beverages are available, describe how your company will provide beverages that meet or exceed the beverage standards. 

Demonstrate how your company will meet the calorie and/or nutrition labeling standards for prepared foods and/or packaged snacks provided as specified in the food and nutrition standards included in the Food Service Guidelines for Federal Facilities.  

REQUIREMENTS FOR BEHAVIORAL DESIGN STANDARDS

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP

Discuss your company’s approach, experience, and programs that make your company able to implement the behavioral design standards recommended in the Food Service Guidelines for Federal Facilities.Select from the following list the behavioral design strategies your company plans to use, and describe how it plans to implement them. 

  • For placement and layout, describe how your company will strategically place foods and beverages and design the layout of food service venues to encourage consumers to select healthier foods and beverages. 
  • For product innovations and defaults, describe how your company will use product innovations and the inclusion of healthier options as the default option. 
  • For pricing and promotion, describe how your company will use price incentives and marketing strategies to highlight healthier food and beverage items. 
  • For tableware, describe how your company will promote healthier portion sizes by optimizing the size of plates, bowls, glasses, other dishware, and serving ware. 
  • For information, describe how your company will use information, displays, decorations, and signage to highlight healthier choices. 
  • For organizational policy, describe how your company plans to work with worksite wellness programs or other employee organizations to promote healthier options. 

ADDITIONAL REQUIREMENTS FOR PREPARED FOODS

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP

  • Discuss your company’s approach, experience, and programs that make your company qualified to meet the following requirements.
  • Describe your company’s innovative food and nutrition program that meets or exceeds the food and nutrition standards included in the Food Service Guidelines for Federal Facilities
  • Compare the food program your company will be providing in performing this contract with the latest trends in the food service industry. 
  • Describe how your company would create menu variety and cycle the menu to increase the offerings of healthier foods. 
  • Describe how the dietitian’s or nutritionist’s involvement benefits the preparation of the menus, recipes, and quality control process (recipe adherence, proper handling, etc.).
  • Explain how your company will use healthier cooking techniques to significantly reduce calories, sodium, saturated fat, and added sugars without sacrificing taste or quality. 
  • Describe how your company will develop and implement a gradual sodium reduction plan over the course of the contract term in consultation with [the government agency] to meet the Food Service Guidelines for Federal Facilities sodium standards for meals, entrées, and sides.
  • Describe how your company will provide nutrition information for each food item and beverage item offered for sale. Nutrition information shall include the following: (1) total number of calories derived from any source; (2) total number of calories derived from total fat; (3) total fat; (4) saturated fat; (5) cholesterol; (6) sodium; (7) total carbohydrate; (8) sugars; (9) dietary fiber; and (10) total protein.
  • Describe how your company will provide a variety of prepared foods that appeal to customers with diverse dietary requirements and preferences, including vegetarian, vegan, gluten-free, low sodium, low sugar, etc.
  • Provide a list of menu items that meets the food and nutrition standards in the Food Service Guidelines for Federal Facilities in the price/portion book. 
  • Describe how your company will use easy-to-identify icons to label foods with certain ingredients or health characteristics or to publicize healthier options on menus and displays (eg, dairy-free, peanut-free, low fat, low sodium, vegan, vegetarian). Describe how your company will work in collaboration with [the government agency] staff to determine appropriate use of icons for menu options that should be labeled.

ADDITIONAL REQUIREMENTS RELATED TO VENDING MACHINES AND SELF-SERVICE FACILITIES

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP

  • Discuss your company’s approach, experience, and programs that make your company qualified to meet the following requirements. Describe how your company will meet the packaged snack standards in the Food Service Guidelines for Federal Facilities for packaged snacks sold in vending machines or self-service facilities.
  • Describe how your company will meet the beverage standards in the Food Service Guidelines for Federal Facilities for beverages sold in vending machines or self-service facilities. 
  • Describe how your company will meet the prepared food standards in the Food Service Guidelines for Federal Facilities for food sold in self-service facilities, such as micro markets.
  • Describe your company’s capabilities to provide machines, products, and services. 
  • Provide a planogram (a planning diagram that shows the arrangement and pricing of products) for each vending machine type, indicating the following information: (1) product; (2) price; (3) and placement within the vending machine. Describe how your company has prepared the planogram to promote healthier food and beverage options.
  • Describe how your company is equipped to provide nutrition information for foods and beverages served to consumers and how your company will use this information to demonstrate compliance with the Food Service Guidelines for Federal Facilities. Include the frequency with which your company can deliver this information to [the government agency]. 
  • Describe how your company will provide a list of vending machines and/or self-service facilities by location (building and floor).
  • Describe how your company will clearly label healthier food items in vending machines and how your company will work in collaboration with [the government agency] staff to determine which vending machine options constitute healthier options that should be labeled.

Requirements for facility efficiency and sustainability standards

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP

Discuss your company’s approach, experience, and programs that make your company qualified to meet the applicable standards for facility efficiency, environmental support, and community development at the standard or innovative implementation level for concessions and/or vending. 

  • Purchasing
    • Demonstrate how your company will purchase a product line as certified organic, produced with another certified environmentally beneficial practice, or locally sourced. 
    • Describe how your company will purchase fish/seafood from fisheries and aquaculture operations that have been responsibly managed in a sustainable and healthy manner.
    • Describe how your company will practice green purchasing by providing materials for single-service items that are compostable and/or made from biobased products; give preference to packaged products that are recyclable, are compostable, or in biobased packaging; and utilize bulk-purchasing programs in lieu of individually packaged products (eg, beverages and condiments). 
    • Describe how your company will use cleaning products and services that are environmentally preferable, while following necessary food safety procedures.
    • Describe how your company will institute forecasting and just-in-time ordering concepts.
  • Food service management and consumer engagement
    • Describe how your company will promote and incentivize the use of reusable beverage containers while following necessary food safety procedures.
    • Describe how your company will use cleaning practices and equipment to conserve resources, such as water and energy. These could include using ENERGY STAR and WaterSense products and services. For vending, describe how your company will use ENERGY STAR machines.
    • Describe how your company will use integrated pest management practices, green pest control alternatives, and a routine cleaning schedule, while following necessary food safety procedures. 
    • Describe how your company will label food products at point of purchase as certified organic, produced with another certified environmentally beneficial practice, or locally sourced. 
  • Waste diversion
    • Describe how your company will participate in and facilitate waste reduction, recycling, and composting programs in back-of-house operations and consumer front-of-house operations.
    • Describe how your company will implement systems to monitor the relationship between waste and food procurement, including the development of goals for waste reduction and annual reporting of waste reduction and waste diversion benchmarks.
    • Describe how your company will repurpose excess food for future meal preparation.
    • Describe what training your company will provide to staff on methods for reducing food waste.

Requirements for food safety and sanitation standards

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP

Discuss your company’s approach, experience, and programs that make your company qualified to meet the food safety standards at the standard or innovative implementation level. Describe your company’s approach to following food safety standards in concessions where food is prepared and sold or served and/or in vending operations that offer foods that require temperature control in order to be safe for consumption. 

  • Include a comprehensive sanitation program designed for these facilities.
  • Include standards, operating requirements, sanitation training programs, inspection procedures, frequency schedules, sample forms, and management reports.

Requirements for management philosophy standards

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP

  • Discuss your company’s approach, experience, and programs that make your company qualified to meet the following requirements.
  • Discuss your company’s approach, experience, and programs/procedures that work toward an innovative nutrition and wellness program.
  • Discuss your company’s plans for effective staffing and management, including information on how staff are to be organized and managed to accomplish this work. 
  • Describe how your company plans to establish and maintain a working relationship with [the government agency wellness council and staff dietitians/nutritionists] to offer a variety of healthier menu choices.
  • Describe how the involvement of [the government agency’s] dietitian(s) or nutritionist(s) benefits the preparation of the menus, recipes, and quality control process (healthier food and beverage options, recipe adherence, proper handling, etc.).

Requirements for corporate capacity standards

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the Technical Proposal Section of the RFP – Reporting Plan 

Describe how your company is equipped to calculate and deliver sales data aggregated based on foods and beverages that conform to the standards in the Food Service Guidelines for Federal Facilities

  • Monthly sales data
  • Monthly or weekly operating statements
  • A comparison of sales for healthier and less healthy food and beverage items

Sample Language for the Technical Proposal Section of the RFP – Monitoring Plan

Describe how your company is equipped to comply with all applicable standards at the standard criteria implementation level.

Describe how your company will meet with the [government agency] contracting officer and other staff quarterly to discuss operational and financial results specific to the implementation of the Food Service Guidelines for Federal Facilities and other requirements of the contract.

Describe how your company will work with [the government agency] to develop a performance improvement plan to resolve significant issues. The plan should include time frames and steps for remediation of the issue(s). 

Evaluation of the technical proposal

Government agencies review and score each bid to determine the best vendor. Evaluation factors are important because they determine how bids are scored and outline the relative weight (or importance) of particular sections of the RFP. The government agency can emphasize the standards included in the Food Service Guidelines for Federal Facilities using the evaluation factors and weights assigned. The technical proposal should describe how the standards will be met in the following categories: 

  • Innovative food and wellness program
  • Facility efficiency and sustainability program 
  • Food safety and sanitation program
  • Management philosophy and personnel
  • Corporate capacity

The sample language for these requirements has been taken from RFPs and contracts in the field. These are samples only; the language must be modified to meet the context.

Sample Language for the the RFP

[The government agency] will award a contract resulting from this solicitation to the vendor whose offer conforming to the solicitation will be most advantageous to the government, price, and other factors considered. Proposals will be evaluated based on evaluation factors from the Food Service Guidelines for Federal Facilities and scored accordingly.