Local Agency Procurement Review KASBO presentation Spring, 2017 Valerie Crouch, School Branch Program Manager Division of School and Community Nutrition

The Purpose The purpose of a procurement review is for State agencies (SAs)to ensure the procurement process conducted by school food authorities (SFAs) complies with federal regulations and policies. In general, the procurement of goods and services must be conducted in a way to ensure full and open competition (2 CFR 200.319(a)).

Step 1: Notifying SFAs of a procurement review Much like an Administrative Review, School and Community Nutrition will notify each SFA when a procurement review is needed. Notification will be made by email. Notice may be 4-6 weeks or more as the State agency schedules its reviews for the school year.

Step 2: Collection of Documentation: SFA Procurement Table, Vendor Paid List, Code of Conduct, and SFA Procurement plan SCN will send the SFA the "SFA Procurement Table" tab from the Tool in order to collect procurement information from the SFA. This is a tab within the Tool's Excel spreadsheet that contains questions and a table the SFA will complete about the vendors that supplied goods and services to the SFA during the previous school year. Code of Conduct, Vendor Paid List, and SFA Procurement plan will also be requested. The SFA will need to provide School and Community Nutrition with the requested procurement documentation for review either electronically via email or by regular mail.

Step 3: Contract Selection for Review SCN will identify the number/types of procurement contracts the SFA has and applies the Contract Selection Chart to select the sample of SFA formal, informal, processing, sole source and emergency contracts that will be reviewed. The requested contracts will then be requested of the SFA to be submitted to SCN.

Step 4: SCN prepares the Tool for the Reviewer and Review begins Once the Tool (Workbook) is complete, SCN will send it for review to the State Auditor’s office. A Procurement Specialist (State Auditor’s office) will review the documentation and schedule a time for a phone conference to interview the SFA to answer YES/NO/Not Applicable questions in the Procurement Review Workbook that focus on 4 areas of the selected contracts.

Step 6: Findings and Corrective Action Once the review is complete, the findings will be documented in the USDA tool on the Summary of Findings tab. The tool/workbook will be returned to SCN who will then issue the findings report to the SFA. The SFA will then respond with Corrective Action. SCN will accept/deny Corrective Action and correspond with the SFA until the review is closed.

The Process

Contact Information Valerie Crouch, SNS School Branch Manager Valerie.crouch@education.ky.gov (502) 564-5625, ext. 4912 Jamie Buford Program Coordinator Jamie.Buford@education.ky.gov (502) 564-5625, ext. 4948