Choosing a school meal vendor is about more than finding the lowest price per meal—it’s about building a partnership that supports student nutrition, participation, and your program’s long-term success. While cost certainly matters, the right questions during the RFP process can help you identify vendors who bring operational reliability, quality ingredients, responsive service, and strategies to grow participation. The difference between a transactional vendor and a true partner often comes down to five key areas that many schools overlook. Before you finalize your next contract, consider whether your RFP process is uncovering the information you really need to make a confident decision—one that protects both your students and your budget.
Five Questions That Protect What Matters
Can we tour your kitchen tomorrow? Not next month. Tomorrow. Vendors operating USDA-certified facilities with nothing to hide welcome tours. Require proof of health certification and written contingency plans for service interruptions.
What’s actually in this chicken? Whole muscle protein versus commodity patties matters because students vote with their trays—and their votes determine your reimbursement revenue. Require vendors to disclose sourcing and provide menus with fresh seasonal items students actually want to eat.
How will you help us grow participation? Most vendors go silent because they have no answer. But a partner worth having brings measurable strategies—monthly taste tests, student engagement activities, proven tactics that have helped similar districts achieve 5-6% participation gains.
Who do I call when the truck breaks down? Named account managers, clear escalation protocols, and response timelines in writing are the difference between a solvable problem and a budget disaster.
Where does the waste go? Partners who understand Offer versus Serve training, provide sustainable packaging, and track waste data help you manage both your environmental impact and your bottom line.