BID SPECIFICATION PROCESS FOR K-12 FOODSERVICE OPERATORS
For K-12 foodservice operators the process of researching new equipment and writing specifications for a bid can be a daunting process. While the end result is exciting – the opportunity to own and operate new equipment that’s equipped with new features and technology – the road to that point is paved with stress of having to do research, writing a specification for bid, and meeting with school officials and school board members to get the purchase approved.
How to Write a K-12 Bid Specification
Understanding the process and having clear guidelines to follow to write a successful K-12 bid specification can go a long way in making the task less stressful. And keep in mind you don’t have to go through the process alone. Boelter’s team of K-12 school equipment specialists can help you navigate the steps to writing a specification bid and procuring the equipment your school system needs.
“We understand the process and all the steps and know the right questions to ask to help guide school nutrition professionals in the bid specification process. We understand the value of collaboration and communication, even within our own team, so when you work with us you get the advantage of the entire group’s knowledge.”
– JEANINE LOPEZ, DIRECTOR, K-12
Step 1: Identifying Your School’s Foodservice Equipment Needs
The first step in the bid specification process for K-12 foodservice operators is to figure out exactly what you need.
- Replacement vs. Upgrade: Are you simply replacing a piece of equipment with like for like, or are you ready for an upgrade or to try something new?
- Menu Adaptations: What menu items do you currently produce? Has that changed since this equipment was first purchased, and could something different bring added efficiency to the kitchen?
- Student Population: How many students are you serving each day? Has the population changed? This will help determine size and number of equipment items to be purchased.
- Regulatory Requirements: What regulations are in place in your district or state? Think about the future, especially as things are changing regarding environmental concerns, for example water use and electric over gas.
- Funding Sources: What type of funding can you expect? Are there grants available to assist with the purchase?
Step 2: Consulting K-12 Equipment Experts and Conducting Research
Once you have an idea of what types of equipment you are considering, it’s time to reach out to Boelter to get more information. By being involved with a K-12 school system early on, we gain a better understanding of the specific needs and goals of the project. We will help find items that will work best for your program.
This step of the equipment specification process comes with its own set of questions. Especially if it’s been a few years since you have needed to purchase new kitchen equipment, there will be new features and advances in technology to learn about with each type of equipment. Get the information you need to write your bid specification by asking questions up front:
- What has changed since I first bought this equipment?
- What features do you offer that can make workflow more efficient?
- What options or accessories are available that could benefit us?
- What is the warranty and is a service program available?
- What type of delivery and installation package is offered?
Step 3: Writing a Comprehensive K-12 Bid Specification
Once you have a clear understanding of what you want and you’ve gathered information and spec sheets, it’s time to put everything together. Your bid specification should be written clearly and concisely, while including all the pertinent information stakeholders will need to make a decision.
K-12 Bid Specification Elements
A comprehensive K-12 foodservice equipment bid will include the following:
- The approved manufacturer(s)
- Type of equipment
- Quantity
- Size
- Capacity or volume
- Power source
- Utilities needed
- Special features and accessories desired
- Finish color or material
- Delivery method and installation requirements
Specifying foodservice equipment is a collaborative process, and in addition to Boelter’s team, it is important for foodservice directors to work with their facilities manager. They will be able to bring to the table knowledge of the school’s infrastructure and utilities. This is valuable information when determining the size of equipment that will fit, the types of power available and what might need to be added at installation, and how to integrate the new equipment into the existing space.
Step 4: Planning a Timeline for K-12 Foodservice Equipment Bids
As you can see, the process of specifying K-12 foodservice equipment consists of a number of steps, collaboration with different partners, and back and forth communication that takes time. For that reason, it’s important to have a timeline in place to help guide the process and ensure everyone stays on track. “Most school systems like to install during the summer months, so I recommend figuring out the install date and working backwards from there,” Lopez says.
A typical timeline might look like this:
January: Begin research
March: Write and release the bid
April: Bid awarded, and orders placed
June/July: Equipment delivered and installed
Health & Safety Compliance
Schools need to ensure that the equipment they purchase not only meets their functional needs but also adheres to the necessary safety standards.
Health and safety are critical in any school setting, especially in foodservice. Bid specifications must include requirements that ensure all equipment complies with relevant health and safety standards. For example, the National Sanitation Foundation (NSF) certification is a widely recognized standard that confirms equipment has been tested and approved for use in commercial foodservice environments. Schools should specify that all equipment must have NSF certification or equivalent, ensuring that it meets strict hygiene and safety requirements.
Tips for Writing Effective Bid Specifications
Creating clear and effective bid specifications is important for ensuring that the K-12 foodservice equipment procured meets the school’s needs and complies with all necessary standards. Here are some tips to help you write detailed and effective bid specifications:
1. Be Clear and Specific
Use precise language to describe features, functions, and performance standards and avoid ambiguity by detailing exact requirements. It’s also good practice to include diagrams or reference materials to clarify specifications.
2. Consider Future Needs
Anticipate potential changes in enrollment or menu offerings that may require adaptable equipment. Ensure specifications allow for scalability or flexibility to meet future demands.
3. Engage Stakeholder
Involve kitchen staff, maintenance teams, and administrators in the specification process. Gather insights on usability, efficiency, and maintenance needs from those who will use the equipment daily and address any potential issues that may arise, including at time of delivery and installation.
Contact our K-12 Equipment Experts
If you’re in the market for new school foodservice equipment, contact our K-12 equipment experts at Boelter today. We can help connect you with the right people and work with you to write a bid specification to ensure you get the equipment you need to continue serving great meals to all your students.