Procurement Bloopers, Myths, and Misperceptions

Count the number of times “F” is used in the sentence below: Fairness is the final result of years of effective effort combined with the experience of diversity.

“This solicitation is for products only grown within 300 miles.” “Bids will only be accepted from producers located within the state.”

Local as a Specification

“I don’t have to get three quotes because the purchase is only a few hundred dollars.” “I’m just buying local herbs once a month, so I don’t need to do a competitive procurement.”

Micro-Purchase Thresholds

“My distributor doesn’t allow me to buy from other producers.” “I can only purchase produce from my main produce distributor.”

It’s fine to go off contract, as long as your contract says it is!

“I issued a Request for Information (RFI) to find out what local products were available and started buying from the producers who responded.”

Use an RFI as an RFP

“I’m so frustrated that I can’t serve school garden produce in the cafeteria because of USDA requirements.”

USDA does not prohibit the service of garden produce. However, school districts may have guidance about using school garden produce.

“I’m so frustrated that I have to purchase from GAP/GHP certified farmers because of USDA requirements.”

USDA does not require farmers to be GAP/GHP certified. However, school districts may have food safety requirements that include GAP/GHP certification.

“I issued a solicitation for plums and specified that the product be delivered within 48 hours of harvest. I also required that the vendor deliver to 12 school sites, offer visits to the farm, and have been in business for 50 years. I only received one bid and awarded the contract to the lone bidder.”

Specifications that are too limiting

“I don’t buy local foods because geographic preference is too complicated.”

Geographic preference isn’t the only way to buy local! And geographic preference doesn’t need to be overly complex.

“I want to start a farm to school program, but I don’t think I can handle buying direct from a farmer.”

Purchasing local products doesn’t always mean buying directly from a producer.

“Using the informal procurement method is so easy, especially for purchasing local products. I divide my purchases into smaller quantities so most of my procurements fall under my small- purchase threshold.”

Arbitrarily Split Procurements

“I have relationships with several local farmers from whom I purchase excess produce that would otherwise go to waste.”

It’s ok to purchase excess quantities at low prices, as long as a procurement has been conducted.

“I just turned away a farmer who was offering to donate 80 crates of oranges because I wasn’t sure if it was allowed.”

It’s ok to accept donated products, as long as you document what you received and the quality is what you would normally serve.

Discussion: What else do you hear?