Food Purchasing for Child Care National Food Service Management Institute The University of Mississippi

Food Purchasing for Child Care provides good practices for purchasing foods…

Planning, purchasing, and serving healthful foods helps to ensure children start out on the right path…

Food Purchasing Goals All food should be safe, nutritious and appealing, high in quality, and cost-efficient.

Six Step Process 1.Plan the menu 2.Create a grocery list 3.Estimate the amount to purchase 4.Purchase food 5.Receive and store food 6.Prepare meals

The Note Pages are designed for documenting useful information…

Lesson 1: Working With the Menu

Menus help you −create a grocery list, −estimate the amount of food to purchase, −purchase food, −receive and store food, and −prepare meals.

Lesson Objectives State the benefits of using cycle menus Identify strategies for planning nutritious and appealing meals State the benefits of reviewing menus prior to purchasing foods

Cycle Menus Series of planned menus A different menu is served each day After the cycle is complete, the menus are repeated

Advantages of Using Cycle Menus Cycle menus save time. Cycle menus allow flexibility. Cycle menus make food shopping easier.

Menu Planning Process Always plan menus before purchasing food Meet the CACFP Meal Pattern requirements Select the main dish first Add the remaining food components

Planning Nutritious Meals Serve a variety of foods Ensure foods are not repeated more than once a week Increase fiber Limit the number of fried and high-fat foods

Planning Nutritious Meals (cont.) Limit sweetened foods Serve fewer high-salt (sodium foods) Include foods that provide vitamin A & C Include iron-rich foods

Planning Appealing Meals Include different shapes, colors, textures, & tastes Incorporate herbs and spices Think about culture Plan new foods with familiar favorites

Question? Did you know children under the age of four, pose the highest risk for choking?

Age 4 and Under Higher risk for choking Tend to explore using the mouth Developing new skills i.e. chewing

Foods to Avoid Round Hard Small Thick Sticky Smooth Slippery Larger than ½ inch

Reviewing Menus Foods are in compliance with CACFP Meal Patterns Within budget Appropriate for the children

Lesson Recap Planning menus is the first step Benefits of cycle menus Ensure menus are −healthy −appealing −appropriate −meet the CACFP Meal Pattern requirements

Questions?

Lesson 2: Creating Grocery Lists

Lesson Objectives Explain how to generate a grocery list, distinguishing between stock items and menu-driven items Outline factors to consider when purchasing foods

Tools and Grocery Lists Menus Standardized Recipes Food Inventory Availability of Products

Inventory Outlines what you have on hand and what you need to purchase Divide the inventory into two parts: −Stock items −Menu-driven items

Stock Items Known as staples or standard inventory items Have a pre-determined quantity Kept on hand at all times Purchase foods based on the inventory

Stock Item Foods Generally used each week Non-perishable Inexpensive to safely maintain

Menu-Driven Items Known as menu items Generally expensive Perishable May take up too much space Purchased only when listed on the menu

It’s important to only purchase the Menu-Driven items that you need…

Using Tools to Plan Grocery Lists Saves time and money Helps meet the program requirements

Product Availability Are the foods available for purchase? Are the foods within budget or too expensive?

Determine How Often to Purchase No set rules Start with a one-week grocery list Identify the best method for meeting the programs needs

Lesson Recap Planning Grocery Lists Tools – maintaining an inventory Stock items and menu-driven items Descriptive and thorough

Questions?

Lesson 3: Estimating Quantities

Lesson Objectives Identify key factors for estimating quantities when planning to purchase food. Calculate the quantity of each food item when planning to purchase food. Determine the most cost-efficient size of each food item to purchase when planning to purchase food.

Factors to Consider When Estimating Quantities Program’s enrollment CACFP Meal Patterns requirements Yields in the Food Buying Guide For Child Nutrition Programs Storage capacity of the child care facility

Program’s Enrollment/Attendance Use enrollment and attendance records to determine the average attendance for each meal −Promotes cost-efficient purchases −Limits overspending and waste

CACFP Meal Patterns List the minimum serving size for each age group Minimum serving sizes varies based on age and meal

Caregivers and Meals Plan for adults and children to eat meals family style Use the CACFP Meal Pattern requirements for the oldest age group served

Food Buying Guide for Child Nutrition Programs (FBG) is designed to help take the guesswork out of how much to buy to meet the program’s needs…

Design of FBG Arranged in Sections −Meat/Meat Alternates −Fruits and Vegetables −Grains/Breads −Milk

FBG Column 1 Lists Food as Purchase, or AP Specific characteristics of the product −Fresh or frozen −Chopped or diced −Cooked or raw

FBG Column 2 Lists the Purchase Unit −Unit of measure List how food is packaged −Number 10 can −Number 300 can

FBG Column 3 Lists Servings per Purchase Unit, EP EP stands for edible portion −Smaller than AP portion −Makes it easier to determine how much food to purchase

FBG Column 4 Lists the Serving Size per Meal Contribution Lists the serving size by measure, weight, or number of pieces

FBG Columns 5 & 6 Column 5 lists the number of purchases unit for 100 servings −Most appropriate for large child care centers Column 6 lists additional information.

Convert to Calculate Method Is designed to convert multiple serving sizes to one single size…

Convert to Calculate Method Steps 1.Identify the age groups and the projected total servings. 2.Identify the serving size needed and convert fractions into decimal numbers. 3.Multiply the projected servings by the serving sizes. 4.Calculate the number of servings to meet the Serving Size per Meal Contribution. 5.Calculate the total amount to purchase.

Calculating Food Quantities Worksheets Calculating Food Quantities: Fresh Oranges Care Academy Information Sheet: Fresh Oranges

Step 1: Identify the age groups and the projected total servings. Age GroupsProjected Servings 1-2 Years 3-5 Years Caregivers

Step 2: Identify the serving size needed and convert fractions into decimal numbers. Serving Size (CACFP Meal Pattern) ¼ or 0.25 cup ½ or 0.5 cup 1-2 Years 3-5 Years Caregivers

Step 3: Multiple the projected servings by the serving size, then total the age groups. Formula: Projected total servings x Serving size needed = Total Projected Quantity

Step 3: Review Answers Age GroupsProjected Servings xServing Size (CACFP Meal Pattern) =Total Projected Quantity 1-2 Years20x¼ or 0.25 cup = 3-5 Years13x½ or 0.5 cup = Caregivers7x½ or 0.5 cup = 5 cups 6.5 cups 3.5 cups Total: 15 Cups

Step 4: Calculate the Total Number of Servings to Meet the Serving Size per Meal Contribution Fruits and vegetables are in ¼ cup servings Convert cups into a single serving size

Calculating Total Servings Step 4: Calculate the number servings to meet the serving size per meal contribution. Total Projected Quantity ÷Serving Size per Meal Contribution =Total Servings ÷= 15 cups¼ cup or 0.25 cup60 cups

Step 5: Calculate the Total Purchase Amount AP Weight is the total amount of product purchased −5 lbs. of fresh untrimmed, romaine lettuce EP weight is the total amount after the food as been altered from original state −Removing outer leaves from romaine lettuce

Calculating Total Purchase Amount Step 5: Calculate the Total Purchase Amount. Total Servings ÷Servings Per Purchase Unit, (EP) & Purchase Unit =Total Purchase Amount ÷= 60 cups7.02 pounds 8.55 pounds

When calculating quantities, Round UP to the nearest purchasing unit…

Calculating Ounces Skip Step 4: Calculate the number servings to meet the Serving Size per Meal Contribution There are no additional conversions for ounces

Food Buying Guide Calculator Calculate the total amount to purchase Includes yield data for over 1,200 items Servings range from 1 to 5,000 Print or list

Determine which size is the most economical to purchase…

Canned Goods #300 Can #10 Can

Canned Vegetables Large centers −106 ounces – No. 10 can Family child care homes or smaller centers −15 ¼ ounces – No. 300 can −28 ounces – No. 2 ½ can

Calculating the Extended Price Formula: Total Needed X Price Per Item = Extended Price

Lesson Recap Factors for estimating quantities Identified methods for −calculating food quantities −determining the most cost-efficient sizes

Questions?

Lesson 4: Following the Rules

Lesson Objectives Explain where to find the laws, regulations, policies, and procedures. Describe a practical application for Federal purchasing principles.

Laws, Regulations, Policies, and Procedures “Laws” −U.S. Congress −State Legislatures “Regulations” −Federal Agencies −State Agencies “Policies” and “Procedures” −Local Agencies −Board of Directors

Where to Find the Regulations Code of Federal Regulations −7 CFR part 3019 – private, non-profit independent centers −7 CFR part 3016 – public independent centers −7 CFR – institutions

National Disqualified List A list of individuals, terminated and disqualified from participating in the CACFP.

Federal Principles Includes Federal regulations, policies, and guidance Designed to promote fair and ethical purchasing transactions Purchase foods at the highest quality for the best price

Federal Principles: Written Standard of Conduct The child care program shall maintain a Written Standard of Conduct for its employees working with the award and administration of purchasing contracts.

Written Standard of Conduct (WSC) Describes the expected ethical behaviors during the food purchasing process Must address −Less-than-arm’s length arrangements −Acceptance of gifts and gratuities −Consequence of failing to comply

WSC and Child Care Providers Federal Requirement −Non profit, public, and for-profit child care centers Good Practice −Family child care providers

Federal Principles: Written Purchasing Procedures The child care program should have written purchasing procedures.

Written Purchasing Procedures Outlines steps for completing food purchases Promotes −good decisions −time efficiency −cost-efficient purchases

Written Purchasing Procedures Action Steps Specific, with actionable steps Based on the need of the program

Federal Principles: Free and Open Competition Purchasing transactions should be conducted in a manner to provide free and open competition.

Free and Open Competition All food vendors have the same opportunity to compete and earn your business…

Free and Open Competition (cont.) Free from −Conflict of interest −Noncompetitive practices −Unrealistic requirements −Unnecessary experience and bonding requirements −Other arbitrary actions

CACFP Institutions and Facilities Institutions – public, private, nonprofit sponsoring organizations, & eligible child and adult care centers Facilities - day care (family child care) homes, affiliated centers, or unaffiliated centers with an agreement with a sponsoring organization

Federal Principles: Small Business, Minority-Owned, and Women Child care programs shall ensure that small businesses, minority-owned firms, and women-owned businesses have an opportunity to compete for their business.

Small, Minority, and Women-Owned Businesses Meet special or unique needs −Bread store −Produce dealer −Local meat market butcher Offer harder to find items

Federal Principles: Purchasing Methods Purchases shall be made by one of the following methods: informal or formal.

Informal Purchase Method Informal procurement methods & small purchase method −Simple and informal Minimum of three quotes Small purchase threshold $150,000

Informal Procurement Process Typical five steps −Draft specification −Identify vendor sources −Obtain three bids −Evaluate the bids −Select vendor

Formal Purchase Methods Detail oriented Two methods −Competitive Sealed Bids (Invitation for Bid – IFB) −Competitive Proposal (Request for Proposal – RFP) Exceed small purchase threshold

Formal Procurement Process Typical four steps −Draft specification −Announce IFB or RFP −Evaluate quote −Select vendor

Geographic Preference Rule Promotes the purchase of locally grown and locally raised products −Provide extra points for local products −Allow higher cost for local products

Federal Principles: Debarred or Suspended A child care program should not knowingly do business with a company that is debarred or suspended.

Debarred or Suspended Debarred – a company is prohibited from doing business with child nutrition programs. Suspended – a company is temporarily prohibited from doing businesses with child nutrition programs.

Identifying Debarred or Suspended Companies Excluded Parties Listing System − Require a written statement from vendors

Federal Principles: Purchasing Records Purchasing records should be kept for the appropriate time.

Food Purchasing Records Answer Why the purchase was necessary? Which method of purchase was selected and why? What vendor was selected and why? What was the basis for the price paid?

Required Documentation Procurement documents Purchase orders Delivery receipts Invoices Canceled checks Itemized cash receipts

Maintain Documentation for a minimum of three years, plus the current fiscal year…

Lesson Recap Introduction to federal purchasing requirements Contact your State Agency for local and state requirements

Questions?

Lesson 5: Understanding Ethics

Lesson Objectives Define ethics as it relates to the food purchasing process Apply the ethical standard of conduct to food purchasing scenarios

Ethics Moral standards individuals use to guide decisions. A serious topic that deals with −What is good or bad and −Moral duty and obligation.

Standard of Conduct Expected behaviors of employees Outlines the commitment to using Federal dollars −Fair and honest manner

Conflict of Interest Action or a relationship Impairs the ability to make fair and objective decisions Avoiding the perception of unethical practices

Consequences of Unethical Practices Damage reputation Termination from the CACFP Legal troubles, possible prosecution

Is It Ethically Based?

Making Ethical-Based Decisions What are other potential conflicts of interest or unethical behaviors that could be a concern in a child care operation?

Lesson Recap Understanding and applying ethics during all food purchasing procedures…

Questions?

Lesson 6: Vendor Choices

Lesson Objectives Distinguish between the two categories of vendor choices: −Retail −Wholesale Identify vendor types and explain the advantages and disadvantages Identify methods food vendors

Types of Vendors Suppliers Stores Distributors Direct from farmers Retail vendors Whole sale vendors

Market Area Analysis Identify your choices Best food at the best price Availability in the community Maintain vendor profiles

Available Vendor Choices Specialty stores Local grocery stores Supermarkets Wholesale clubs Institutional jobbers Institutional distributors

Categorize Vendors Retail −Sell small family size packages Wholesale −Sell food in larger, commercial size packages

Specialty Stores Sale unique items −Normally not available in other retail establishments Characteristics include −Originality −Authenticity

Advantages of Specialty Stores Offers a specific type of food Purchases are based on your needs Locally grown or culturally relevant Special prices for certain products

Disadvantages of Specialty Stores Can be more expensive Limited selection of food Extend shopping time due to multiple stops

Local Grocery Stores A retail store that sells food and other non-food items Vary in size and store format

Advantages of Local Grocery Stores Offer fresh, frozen, and canned foods Locally owned Offer small quantities Special orders for food not normally stocked

Disadvantages of Local Grocery Stores Limited variety of food Prices May require menu adjustments CN labeled food generally not available Limited hours

Supermarkets Very similar to local grocery stores Offer a larger variety Generally chain retail stores

Advantages of Supermarkets Often sell commercially packed foods −No.10 cans Tend to have lower prices May offer promotions and coupons Convenient hours

Disadvantages of Supermarkets Limited delivery Location May not be locally owned

Wholesale Clubs Offers large, wholesale quantities Appeal to bargain hunters and small business owners

Advantages of Wholesale Clubs Offer retail and wholesale package sizes Generally offer online and phone purchases Offer food for low prices

Disadvantages of Wholesale Clubs May require membership and fees Location CN labeled foods are generally unavailable Very large quantities

Institutional Jobbers Independent contractors Purchase food from a wholesale vendor Sell food from a truck

Advantages of Institutional Jobbers Delivers food upon request Sell both retail and wholesale package sizes

Disadvantages of Institutional Jobbers Require payment upon delivery Limited selection of food Food items may have expired dates

Institutional Distributors Commercial wholesale food companies Purchase, receive, and/or store commercial food products Offer name brand and generic brand

Advantages of Institutional Distributors On-site delivery CN labeled foods Lower prices Nutritional and allergy information Phone and internet orders

Disadvantages of Institutional Distributors Large packages Minimum delivery requirements Products may vary based on vendors focus Extended contracts

Most Ideal Vendors

Finding Vendors Ask those in the community −Child care facilities −Schools −Restaurants −Hospitals

Contact your local and state agency for finding vendors…

USDA Resources Farmers’ Markets and Local Food Markets −National Farmers’ Market Search Engine −Links to publication −News releases −Farmers’ Market Coalition

Farm to School Census Schools participating in farm to school activities National and local statistics Information on locally grown foods

Department of Agriculture List of local farmers Farmers’ markets Regulations

Vendor Selection Consideration Start with regulations, policies, and guidance Purchase from responsible and responsive vendors Ask for recommendations Create a vendor profile

Lesson Recap Methods for selection Advantages and disadvantages of vendors Steps for finding and assessing vendors

Questions?

Lesson 7: Receiving, Storing, and Preparing Meals

Lesson Objectives Identify actions to take when receiving foods Identify safe methods for properly storing foods Summarize the goals for the food purchasing process

Receiving Good Practices Receive, store, and prepare foods in a manner that preserves −quality, −nutrition, and −safety.

Invoices and Grocery Lists Confirm the food order is the food received Review prices for accuracy

Practice good food safety procedures throughout the entire lifecycle of the product…

Receiving Food from Retail Vendors Check off items on grocery list. Separate food by placing raw meat, poultry, and seafood in plastic bags. Keep hazardous foods separate from ready- to-eat foods. Transport perishable foods in a cooler or thermal bag.

Receiving Food from Wholesale Vendors Plan for deliveries Visually inspect all items Check for substituted products Reject unacceptable goods

When to Reject Food Check the temperatures, color, and odor Observe the cans for dents or bulging Check for melting products or foods that are freezer burned Ensure no foods are frozen together that should be frozen individually

Store food in an environment that promotes quality and food safety…

Storing Dry Food Well-ventilated room Temperature −50-70 degrees Fahrenheit FIFO Method Away from chemicals, cleaners, and pesticides

Storing Frozen Foods Temperature −0 degrees Fahrenheit or below FIFO Method Implement a routine defrosting method

Storing Foods in the Refrigerator Temperature −40 degrees or below Store raw meat and poultry away from ready to eat foods FIFO method Check and record temperatures frequently

Food Purchasing Goals Food should be safe, nutritious and appealing, high in quality, and cost-efficient.

Seminar Recap Planning and evaluating the menu Creating grocery lists Estimating the amount to purchase Purchasing foods from vendors Receiving and store food Preparing safe, nutritious, and appealing meals

Questions?