Nutrition, Meal Planning, and Purchasing for the Child and Adult Care Food Program & DC Free Summer Meals Program

Procurement and Purchasing

Procurement

To Procure or not to Procure? Do you need a new food service management contract? Determine –When did you first obtain your contract? Valid for first year signed Renewable for up to 3 additional years –Does the existing contract cover all meals you want to serve? I.e. CACFP program transitioning to serve SFSP Evaluate –Are you satisfied with the quality of the meals? –Are you satisfied with the services that you receive? Act –Renewal process requires meeting with vendor to review the contract extension terms and sign the agreement. –Procuring a new contract requires planning and time to receive quotes, evaluate, execute the terms of the agreement and ratify the contract.

What type of contract?

Small Purchase Procedures Verbal Quotes  Contract value less than $25,000:  Solicit quotes from at least 3 companies  Document oral quotes Written Quotes  Contract value is $25,000- $99,999:  Solicit quotes from at least 3 companies  Obtain at least 3 written quotes  All contracts under $100,000 follow the small purchase procurement procedures  Duplicate information must be disseminated with all quote solicitations

Verbal Quote Solicitations Preparing to solicit quotes  Determine the services desired and meal service locations  Prepare list of meal requirements and specifications to provide with solicitations  Prepare contact list of qualified Food Service Management Companies (FSMC) Make the call  Contact FSMC’s and provide same meal requirements and specifications  Request and obtain at least three oral price quotes  Maintain detailed written record of information obtained from each oral quote Awarding the contract  Choose FSMC quoting the lowest price for services meeting required specifications  Prepare and Sign a small purchase contract* with the chosen FSMC  Submit the small purchase contract package to your Program Specialist Get the right price, product and service for your organization

Written Quote Solicitation Preparing to solicit quotes  Determine the services desired and meal service locations  Prepare and provide the same meal requirements and specifications with all solicitations  Prepare contact list of qualified Food Service Management Companies (FSMC) Make the call  Contact qualified FSMCs and provide meal requirements and specifications  Request written quotes  Obtain at least three written price quotes. Award the Contract  Choose FSMC quoting the lowest price for services meeting required specifications  Prepare and Sign a small purchase contract* with the chosen FSMC.  Submit the small purchase contract package to your Program Specialist

What’s in the small purchase package? Documents to include and complete:  Small Purchase Record of Quotations  Small Purchase Procedures  Solicitation for Food Service Contract  Unit Price Schedule, Instructions and Example  Schedule A, B, & C  Small Purchase Contract*  Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion w/ Instructions  Small Purchase Contract Addendum for Renewals

Large Purchase Procedures  Required procedure for contracts over $100,000:  Publish bid announcement for at least one day in widely-read newspaper  Keep bid open for at least 14 days prior to the opening of bids Bids may be open longer, ex. 30 days Solicit additional bids if desired  Provide IFB or RFP packet to interested companies Can contact FSMC to provide them with bid packages IFB- Invitation for Bid – Award made to lowest responsive bidder RFP- Request for Proposal – Award made to highest scoring bidder  Open bids/proposals More than one person must be present Record all bids/proposals Score proposals  Award contract N otify all bidders of results Submit complete bid package to Program Specialist

What’s in the IFB/RFP package? Documents to include and complete:  Cover Page  Unit Price Overview Chart & Acceptance*  Table of Contents/Glossary of Terms  Certificate of Independent Price Determination  Unit Price Schedule and Instructions  Scope of Services  Explanation to Bidders  Evaluation of Bidders  General Provisions  Schedule A, B, C, D & E*  Important Meal Pattern Specifications  Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion w/ Instructions  Permanent Certification Regarding Lobbying  Option to Extend the Contract

Use the OSSE provided contract templates  Institution shall reserve the rights to:  Inspect meals  Determine the quality of meals  Reject any meal  The institution shall not pay for:  Unauthorized menu changes  Incomplete meals  Meals outside of delivery time  Meals rejected that do not comply with CACFP specifications  Provisions for Termination  Improper Execution  Contract Default  Emergency Procurement

Getting what you want… ….requires planning  Be specific about everything:  Goods and Services  Needs and Requirements  Food Specifications  Must-Haves vs Wants

Purchasing Procedures

But I am a self-prep! Comparison vs. Selection  Comparison  Frequently compare pricing prior to shopping  Shop multiple vendors  Purchase products in bulk  Purchase seasonal/local foods  Maintain record of comparisons  Selection  Purchase food from nearest source  Purchase products as needed  Only purchase food from one source  Mainly purchase one type of product (i.e. canned food, processed Although formal procurement procedures are not required, USDA expects participants to exercise due diligence in acquiring goods competitively

What you should do?  Annual Price Comparison  Compare adds frequently or as needed  Buy products in bulk  Buy based on unit price  Vary product types purchased  Compare adds frequently or as needed  Fresh, frozen, canned  Purchase seasonal and locally processed foods  Farmers markets and co-ops  Use multiple vendors for best pricing  Buy paper from office supply not grocery store

Questions