Procurement in Practice Team up Thursdays Procurement in Practice

We work primarily in schools but also with industry and in the healthcare arena to impact children’s health and environment. One of the areas that I work in with schools and industry is procurement, how to get the “best bang for the buck” in product quality, cost and of course with consideration of effects on the environment. We recently formed a partnership with the Urban School Food Alliance ( some of largest districts in the US and AHG) to move the needle in this direction. Our Mission: To reduce the prevalence of childhood obesity and to empower kids nationwide to make healthy lifestyle choices.

what why when Procurement 101 Procurement 101 Bringing some of my experiences to the table on the subject of procurement… I kind of learned “under fire” the what, why, when for purchasing in schools and the requirements to comply with… What - A multi-step process for obtaining goods, products, and/or services at the best possible price but… that will satisfy the customers wants/needs to drive successes in your “business”. Sometimes school nutrition services is not considered a business within districts, but more so a “service” but times have changed…from that way of thinking as funding has decreased…and where is the “profitable business” within the district found? In addition, the food market is much more competitive and the customers ( students) are more savvy about foods and nutrition… Why - Proper planning is worthwhile and critical to ensure sufficient time, resources and due diligence is applied in a Systematic approach - The minimum requirements set by the USDA that “governs” the school meals programs, then ensuring that any State and local requirements must be added for consideration and compliance as well. When – identification of the needs of the district and with enough time to explore all options

Competition Integrity Vendors Principles Applied Free Open Fair Level playing field Responsive Responsible Secures the best price for the best quality product or service Allows companies to differentiate Prices Services Innovation Fairness - Level playing field Same opportunity to compete Procurement procedures may never unjustifiably restrict or eliminate competition. In fact more competition may bring more effective results! Accountability – regulations, taxpayers, employer, customers Transparent – open, Ethical – no favorites or partiality/conflicts of interest Confidentiality – cone of silence Eligible, willing and able Buy American Provision - to the maximum extent practicable, domestic commodities or products for use in meals served under the NSLP and SBP. The legislation defines “domestic commodity or product” as one that is produced in the United States and is processed in the United States substantially using agricultural commodities that are produced in the United States. The report accompanying the legislation stipulated that “substantially” means that over 51 percent of the final processed product consists of agricultural commodities that were grown domestically – in the US The provision should be included in bid specifications to ensure compliance.

How ? Menu Recipes The menu and recipes are the “heart” of your program’s financial success and should drive decisions for purchasing products. ( food and supplies) Consideration of type of tray, containers to serve up menu items, food products – dry, fresh, frozen, USDA foods, purchased items to complement and complete the menu. Do you have quantity recipes for all of the items on the menu? We will discuss each factor in more detail…

Menu - drives all decisions The menu should be offering the items that your customers/students want to eat…ultimately affects the success of your program. Participation = revenue =? Menus should be- Appealing to customers Meet regulations and guidelines for nutrition content and cost - USDA foods – direct/divert – efficiencies to consider – JOT, storage and distribution, variety, product specifications, overall costs/savings Local products – how can you support your community businesses – and what products are available locally – define your perimeters/regional etc Purchased foods – compliment the USDA products, enhance menu items/recipes

Recipes - standardized Storage/Equipment Staffing In tandem with requirements to meet the menu - Recipes – nutritional integrity/compliance with requirements/standardization for each site for consistent results – customer satisfaction and cost considera Storage capacity and kind Staffing to prepare and serve effectively and efficiently Equipment Standardized

Products and Specifications Quality Cost Customized Identify the products State the quality desired – USDA grades/fresh/frozen IQF What is the cost associated with your quality specifications? Comparisons for cost effectiveness – fresh herbs vs dry… school ‘chef ‘gardens vs purchasing… Customized products – how effective and efficient will these be? Customer approvals, competitive in the marketplace? Example …Lower sodium roasted turkey breast…looks fresh…tastes…”homemade” not store bought…using complementary products …for flavors…bases for gravy, mashed potatoes, vegetables…etc.. Complete menu offerings…

Questions