1. Provided by the LAUSD Food Services Division
Recreation and Parks (RAP) Program Vendor Training for Food Services Staff
TELL: Welcome to the Recreation and Parks; commonly referred to as RAP, program vendor training. Thank you for being here today.
My name is (state your name). We will be providing summer meals to 106 park and recreation center located throughout the city of Los Angeles. This training will prepare you and your staff on how to run a successful vended program from your site.
Provided by the LAUSD Food Services Division

2. Objectives
At the end of this training Food Services staff members will be knowledgeable on:
RAP Program (SFSP) service sites, dates of service and delivery times
RAP ordering procedures
HACCP requirements
Recordkeeping requirements
Meal preparation and packaging requirements
Meal claiming procedures
TEL: At the end of this training Food Services staff members will be knowledgeable on the RAP Programs SFSP service sites, dates of service and scheduled delivery times. We will discuss how the RAP program will place their food orders and how to locate the daily food counts. Since food safety is crucial to ensure meals are prepared and delivered in a safe manner, we will discuss HACCP requirements for meal preparation and packaging for meal transportation. As with any business, there are recordkeeping requirements that must be met and maintained when claiming payment for services.

3. Participating RAP Programs
The Food Services Division entered into a service contract with the City of Los Angeles Recreation and Parks Department (RAP)
Participating RAP Programs
106 Parks and Recreation Centers
The Food Service Division assumes full responsibility for meeting all food safety and meal requirements for payment of services rendered
TELL: For the second year, the Food Services Division has entered into a service contract with the City of Los Angeles Recreation and Parks Department (RAP) to provide meals to 107 Parks and Recreation Centers throughout Los Angeles. The Food Service Division assumes full responsibility for meeting all food safety and meal requirements in order to receive payment for services rendered. Meals that do not meet the requirements as stated in the contract will be deemed unacceptable and payment will not be received for those meals. We will discuss these various requirements in further detail during this training session.

4. Recreation and Parks Summer Food Delivery Program (RAP)
Program Dates
6/8/15 – 8/14/15
Staff your sites to support the RAP program until 8/14/15
Menus
FSD will provide a monthly menu to RAP one week prior to the end of the month
Preparation and packaging of meals
Meals will be packed in insulated BIC bags
Milk and juice or fruit will be packed together as cold items
Keep hot food hot and cold food cold
Condiments will be included with each individual meal
Only 1% milk will be provided
TELL: The RAP program will run from June 8th through August 14th for all RAP sites. The Area Food Services Supervisor will staff sites to support the RAP program until August 14th. The RAP menus are the same identical menu offered during the LAUSD sponsored SFSP program. The FSD central office has already provided the monthly menus to the RAP, but each cafeteria is required and will also provide a printed menu for each of their RAP sites one week prior to the end of the month. For consistency, there are specific preparation and packaging of meals requirements. All meals will be packed inside red insulated BIC bags when transporting meals. 1% milk, juice or fruit, condiments and a sporkette will be packed together inside a bag as cold items. We ask that you keep hot foods hot and cold foods cold.

5. Recreation and Parks Summer Food Delivery Program (RAP) cont’d
Delivery of Meals
Drivers will deliver meals according to delivery schedule
Drivers will complete the Summer SFSP Daily Meal Transport Record form – prepare three copies
Field Trips
RAP must provide field trip requests 2 days in advance
Field trip requests are not given to the FSM
Approved field trip meals will be listed on the daily meal order
Field Trip lunches will be delivered to the RAP site the day prior to the planned field trip
TELL: Drivers will deliver meals according to the delivery schedule. RAP programs have specific lunch service times and we are required to deliver the meals 30 minutes prior to the start of their meal service. Follow the specific delivery time as stared on the RAP program list that is available on the FSD websites Summer 2015 page. Drivers will complete three copies of the Summer SFSP Daily Meal Transport Record form. We will discuss in detail during the upcoming slides on how to complete this document. As with most summer programs, children attend fun, engaging field trips. The RAP main office must provide field trip requests 2 days in advance. RAP parks and recreation centers are not permitted to request filed trip meals directly thought the Food Service Manager or Driver. Approved field trip meals will be listed on the daily meal order and the field trip lunches will be delivered to the RAP site one day prior to the planned field trip. The reason we provide the field trips lunches one day prior is because the busses leave the RAP sites at 8am in the morning and the Food Service Division only provides one meal delivery per day. RAP sites will store the shelf stable meals in a secure location and will refrigerate the milk overnight. We will not leave ice packets or insulated bags at the sites overnight for their field trip usage.

6. Food Services Staff Role
The Food Services Manager will:
Place orders for all products needed in CMS
Receive and store deliveries, complete all receiving tickets
Prepare, package and deliver meals to the Recreation and Parks (RAP) and/or other SFSP locations assigned
Complete Summer SFSP Daily Meal Transport Record
Retrieve the insulated bags, heating and cooling elements daily
Create and complete production records
Input counts in the RAP Weekly Report Form 3 survey
Be responsible for the quality, safety and oversight of the meals
Complete HACCP records
Includes taking of temperatures of all meals prepared and milk
Recording the temperatures on the “SFSP Summer Daily Transport Meal Record”
Ensure mileage is properly tracked, recorded and claimed
TELL: Food Services Managers or designees will place orders for all products needed in CMS. They will also receive and store deliveries, completing all receiving tickets for goods received. They will supervise or actively prepare, package and deliver meals to their assigned RAP and/or other SFSP locations. Prepare and complete three copies of the Summer SFSP Daily Meal Transport Record. Ensure the insulated bags, ice packets, heating pads and cardboard shelves are retrieved and returned to the cafeteria daily. You will become more familiar with these items during the course of this training. Create and complete daily production records, and enter the meal counts in the RAP Weekly Report Form 3 survey. FSM’s will be ultimately responsible for the quality, safety and oversight of the meals and will follow up to ensure HACCP records are completed, including the accurate taking and recording of temperatures of all meals prepared, including the milk on the Food temperature Logs and the “SFSP Summer Daily Transport Meal Record” form. Lastly, ensure mileage is properly tracked, recorded and claimed for the personnel responsible for the delivery of meals.

7. HACCP Requirements
Food preparation, storage and meal delivery must follow all HACCP/Food Safety procedures:
Employees wear appropriate safety attire and Personal Protective Equipment (PPE)
Sanitation and Personal Hygiene requirements
HACCP forms posted and completed daily
Thermometer Calibration Logs
Food Temperature Logs
Summer SFSP Daily Meal Transport Record
Accurate and timely temperatures are taken and recorded
Equipment Temperature Logs
Equipment malfunctions are reported for repairs
TELL: Sites are to follow and adhere all HACCP and food safety procedures during food preparation, storage and meal service. To aide in preventing accidents, employees must wear appropriate safety attire and Personal Protective Equipment (PPE) when working in the cafeteria. Sanitation and personal hygiene requirements are to be followed and practiced by all employees. The Thermometer Calibration Log, Food Temperature Logs need to be posted and completed daily. The Summer SFSP Daily Meal Transport Record will also be completed with accurate and timely temperatures taken and recorded. In the event the RAP centers report unacceptable meal temperatures, the cafeteria will be required to immediately submit copies of these documents during an investigation into the manner. Any equipment malfunctions are reported for repairs using standard reporting procedures.

8. Milk Quality and Control Measures
In an effort to provide milk to RAP sites at an acceptable cold temperature of below 41°, Food Service staff will:
Place milk flats needed for the RAP program inside the freezer for 2 hours
Milk consistency will be slushy
Remove milk flats from the freezer
Package cold bagged meals in small batches to retain the cold food temperature
Provide 1 extra milk for on site quality control testing
TEL: In order to provide milk to RAP sites at an acceptable cold temperature of below 41°, food service staff will place all milk flats needed for the RAP program inside the freezer for 2 hours to bring the milk to a cold temperature. The milks consistency will be slushy. After two hours, remove the milk flats from the freezer and package the cold bagged meals in small batches to retain the cold food temperature. Each RAP site delivery will be include one extra milk for on site quality control testing. Review the Milk – Quality and Control Measures Best Practice will all cafeteria staff members. These best practices are to be applied all year long for our meal programs. The best practices are available on the FSD website Summer 2015 page.

9. RAP Daily Food Order
RAP will provide the daily food order to the FSD central office daily
Lisa Hess will post the RAP Daily Food Order for each RAP site on the FSD web site under- Summer 2015
FSM are responsible for reviewing the food orders upon arrival to work
TELL: The RAP main office will provide the meal orders to the FSD central office daily. Lisa Hess will post the daily meal counts for each RAP site on the FSD web site under- Summer The FSM is responsible for reviewing the meal orders upon arrival to work, communicating the production amounts to the appropriate staff members. We are required to provide the amounts of meals listed on the Daily Food Oder, no more and no less. Make sure you are referring to the correct day. In the event you site has no access to the internet, the FSM will need to assume responsibility to obtain their RAP meal counts. We suggest that you contact another cafeteria that is servicing a RAP site, as they will be able to review your RAP sites meal counts for you. We have helpful team members throughout the district eager to assist one another.

10. Summer Menu (June/July/August)
TELL: Follow the LAUSD RAP Summer lunch menus when planning and preparing meals, ensuring the correct serving sizes are offered and served. Only the Energizer Box meals are provided for RAP field trip meals.
Energizer Box meals are served for RAP FIELD TRIPS meals only

11. Weekly Lunch Menu Guide
Food Service staff will prepare and package meals according to the Weekly Lunch Menu Guides
Lunch menu guides are available on the FSD website
10 weeks of the RAP program
Guides are used as a reference for packaging required
Bagged meal contents
Cold bagged meals
Hot bagged meals
Salads
Sandwiches
TELL: Weekly Lunch Menu Guides are available on the FSD websites Summer page. There are ten weeks of the Weekly Lunch Menu Guides available to use as a reference for the specific packaging required for cold and hot bagged meals, salads and sandwiches.

12. 2015 RAP Program Packaging Guide
The RAP Program Packaging Guide contains:
Item Descriptions
Pack Quantities
CMS Line numbers
Product Uses
Specific food items indicated
RAP packaging was pre-ordered by central office for all Hub sites
Product will be shipped directly to the sites
Sites will need to order sporkettes and food items
TELL: The RAP Program Packaging Guide is a tool that contains the RAP paper goods item descriptions, pack quantities, CMS Line numbers and the specific food items used with the paper goods. The RAP paper goods have been pre-ordered based on last years meal quantities, for each RAP site for the duration of their RAP program. Products will be shipped directly to the sites. Sites will only need to order sporkettes and food items; including the condiments.

13. RAP - Best Practices for Heating and Cooling Elements
TELL: To ensure our customers receive meals at the highest, consistent quality we recommend you follow the procedures provided on the “Heating and Cooling Elements Best Practices”.
Insulated bags will require Ice Packs to keep cold food items cold. Six (6) frozen ice packs per insulated bag will be utilized and the cardboard shelf will be inserted when needed. Freeze ice packs daily to use the next day. Place two frozen ice packs at the bottom of the insulated bag and place 12 cold bag meals, wrapped sandwiches or salad containers on top of the ice packs. Place one frozen ice pack on the left and right side of insulated bag. Sandwich menus require the cardboard shelf and must be inserted around the side ice packs. Place two frozen ice packs on top of the cardboard shelf and add the remaining sandwiches. Salad Containers and Cold bag meals do not require the cardboard shelf, place two frozen ice packs directly on the cold bag meals and salad containers.
Insulated Bags will require Hot Packs to keep hot items hot and at the correct temperature for serving. Pre-line the sheet pan with a pan liner and place four hot packs on the sheet pan and place inside the hot holding cabinet daily for 2 hours. Turn on hot holding cabinet and set to 160⁰F and place sheet pan with hot packs inside the cabinet for 2 hours before packing hot meals inside insulated bag. Remove pans after 2 hours using oven mitts and cotton gloves underneath. Wearing cotton gloves, place two hot packs side by side at the bottom of the insulated bag the hot packs will be hot. Remember do not use bare hands to handle hot packs always use cotton gloves. Place 12 hot meal bags on top of the two (2) hot packs and insert the cardboard shelf around the bags. You may now add the remaining hot meal bags and seal the insulated bag. Refer to “RAP Procedures” for Packaging Hot/Cold Meals.

14. RAP - Best Practices for Cold Packaged Meals
TELL: To ensure our customers receive meals at the highest, consistent quality we recommend you follow the RAP cold packaged meals best practices. Again these best practices are available on the FSD website Summer page. Sites, must follow the RAP Summer Menus as substitutions to the menu are not permitted. Substitutions will result in non payment of the meals provided. The best practices provide detailed instructions on how to use the ice packets for the different cold food items listed on the menus. They also state how many meals are packaged inside the Grab n Go bags, how to securely close the bagged meals, and instructions on how the insulated bags are filled according to the type of food item packed; such as salads, sandwiches and cold bagged meals. Recommendations are made as to how to prepare and refrigerate in meals in small batches by placing the bagged meals on a sheet pan; 20 bags per sheet pan. The insulated bags are loaded no earlier than 30 minutes prior to leaving for the RAP Program. These best practices were developed with the intent to retain acceptable cold food temperatures upon receipt of delivery at the RAP centers.
Sites will also store two clean and sanitized calibrated thermometers inside a LAUSD Portion Control Bag for the drivers to use to take food temperatures on site at the RAP location. Place the bag of thermometers and one extra carton of milk on top of the ice packs inside the red insulated bag.

15. RAP – Insulated Bag Packing Guide
TELL: To ensure our customers receive meals at the highest, consistent quality we recommend you follow the procedures provided on the “RAP-Lunch Packaging Guide”. All insulated Bags will have the maximum of 24 hot or cold meal bags, sandwiches, salads or Energizer Boxes. Any meal counts that have less than 24 inside the insulated bag must be labeled, with the meal count on the top left corner of the insulated bag. All Grab & Go Bags must have condiments and a sporkette, refer to the RAP weekly menu for the condiments required for the day.

16. RAP - Best Practices for Hot Packaged Meals
TEL: To ensure our customers receive meals at the highest, consistent quality we recommend you follow the RAP hot packaged meals best practices. Again these best practices are available on the FSD website Summer page. Sites, must follow the RAP Summer Menus as substitutions to the menu are not permitted. The best practices provide detailed instructions on how to pack the various hot menu items listed on the menus. These best practices were developed with the intent to retain acceptable hot food temperatures upon receipt of delivery at the RAP centers.
Be advised, we do not Styrofoam boxes for RAP meal deliveries. All meals are delivered inside the red insulated bags.
When packaging hot corn; portion corn using the 6oz white cup with lid. To secure the lid onto the cup, press the sides of lid with fingers to ensure a tight fit, avoiding the contents from spilling out. Place the corn cup at the bottom of the Grab & Go bag and place the burrito, calzone or BBQ pork sandwich on top of the 6oz lidded container. Portion tater wedges inside the 6x6 ½ sandwich bag. Firmly fold down the top of the bag ½ of an inch, repeating the fold three times. Place a Café LA sticker on the fold to secure the bag closed. Place the tater wedge bag in the bottom of the Grab & Go bag and place the grilled chicken sandwich or Café LA burger on top of the bag of tater wedges. Loosely tie bag with a single knot. Only use the Grab & Go bags for hot meals as they are large enough to hold the menu contents and the bags may be placed inside a hot holding cabinet heated to 160 ⁰F. without the bags melting.
Recommendations are made to prepare hot meals in small batches to retain hot food temperatures. Place 12 bagged meals at a time on a sheet pan and place the sheet pan inside the hot holding heated cabinet. Load hot meals inside the insulated bags no earlier than 30 minutes, prior to leaving for the RAP Program. Insert the cardboard shelf into the insulated bag, taking care not to damage the meals stored below.

17. Required Documentation
The following documents must be completed daily and keep on hand at all times:
Production Records
Off Site and Saturday Menu Production Record
Summer SFSP Daily Meal Transport Record
Food Temperature Logs
RAP Weekly Report Form 3 Survey
TELL: The Off Site and Saturday Menu Production Record, Summer SFSP Daily Meal Transport Record, Food Temperature Log, and RAP Weekly Report Form 3 Survey must be completed daily and keep on hand at all times.

18. Summer SFSP Daily Meal Transport Record Example
TELL: Summer SFSP Daily Meal Transport Records must be completed daily for all food transported for each meal service type; such as lunch or snack, off site program and field trips.

19. Summer SFSP Daily Meal Transport Record Instructions
Summer SFSP Daily Meal Transport Record Form Instructions
Program Name: Food Services Manager or designee must fill in the program name
Date: Food Services Manager or designee must fill in the date of meal service
Preparation School Site Name: Food Services Manager or designee must fill in the name of the prep school site
Loc Code Food Services Manager or designee must fill in the Prep site location code
Column 1 will be filled out by Food Services Manager or designee with menu items listed
Column 2 will be filled out by Food Services Manager or designee with the portion sizes
Column 3 will be filled out by Food Services Manager or designee with the amount of meals prepared
Column 4 will be filled out by Food Services Driver at the receiving site at time of drop off
Column 5 will be filled out by Food Services Driver with amount delivered to program
Signatures: The receiver will sign the form after receipt of meals
Food Services Manager/Designated Driver will verify all information and sign in the designated area
TELL: The Summer SFSP Daily Meal Transport Record Form instructions are readily available on the back of the form for quick reference. The Food Service Manager or designee must fill in the heading and columns 1 through 3. The heading includes the program name, date of meal service, complete name of the prep school site and the prep sites location code. Column 1 lists the menu items prepared. Column 2 contains the portion sizes of the menu items listed. Column 3 includes the amount of meals prepared. Columns 4 and 5 are completed by the Food Services Driver or designee. Column 4 will be filled out by at the receiving site at time of drop off, including the temperature of the potentially hazardous menu items, the time the temperatures were taken and the initials of the person recording the information. Column 5 will be filled out by Food Services Driver with the amount of the food items delivered to the program. The receiver will sign the form after receipt of meals and the Food Services Manager or designated driver will verify all information entered on the form and sign in the designated area.

20. Summer SFSP Daily Meal Transport Record Requirements
Prepare and take three (3) copies of the Summer SFSP Daily Meal Transport Record with every RAP delivery:
Summer SFSP Daily Meal Transport Record – completed daily by the FS Manager or designee for all food transported
Take temperatures of the milk and food items immediately upon delivery
Temperatures must be taken in the presence of the RAP representative
Record the actual food temperatures
Record the exact time the temperatures were taken
Obtain the RAP representatives signature upon delivery
Leave two copies with the RAP representative, take the third copy back to the cafeteria for filing
TELL: As mentioned earlier, prepare and take three (3) copies of the Summer SFSP Daily Meal Transport Record with every RAP deliver and complete daily for all food transported. Take temperatures of the milk and food items immediately upon delivery in the presence of the RAP representative. Record the actual food temperatures and the exact time the temperatures were taken. Obtain the RAP representatives signature upon delivery and leave two copies with the RAP representative and take the third copy back to the cafeteria for filing.

21. Unacceptable Meals
Meals delivered not meeting USDA requirements will not be paid for by the Agency, as they are not reimbursable by USDA regulations.
Such meals to include:
An imbalance between the number of milks and/or juice and the number of meals
Incomplete Meals
Insufficient wrapping of lunches, juice and milk
Damaged or spoiled components (e.g. frozen, soggy)
Components short of required weight or size
Same fruit or vegetable component used to meet 3/4 c fruit/vegetable requirement as stated on the SFSP Meal Pattern requirements
Meals delivered 20 minutes into serving time
TELL: Meals delivered that do not meet USDA requirements will not be paid for by the RAP Agency, as they are not reimbursable by USDA regulations. Such meals include an imbalance between the number of milks and/or juice and the number of meals, incomplete meals, insufficient wrapping of lunches, juice and milk, damaged or spoiled components, components short of required weight or size, the same fruit or vegetable component used to meet 3/4 c fruit/vegetable requirement as stated on the SFSP Meal Pattern requirements, and meals delivered 20 minutes into the serving time.

22. RAP Weekly Report Form 3 Example
Site Location Code: 4 digit Cafeteria Location Code
Site ID #: 5 digit Site ID# is taken from the RAP Meal Order
TELL: The RAP Weekly Report Form 3 survey requires the specification of the Site Location Code and the Site ID#. The Site Location Code is the 4 digit Cafeteria Location Code. The Site ID # is the 5 digit Site ID# taken from the RAP Meal Order. The example on the red box above shows where one would locate the Site ID number on the Daily Food Order.

23. RAP Weekly Report Form 3 Instructions
Follow the steps below on how to complete your RAP Weekly Report Form 3 survey:
Enter your location code
Enter Saturday’s date for the week
Enter the Site ID# found on the RAP Daily Prep Food Count
Enter the RAP Program name, do NOT abbreviate
Enter the total meal counts provided for each day of the week
Enter the Food Services Manager’s name
Enter the date you are completing the form
TELL: To complete the RAP Weekly Report Form 3 survey, you will need to enter your location code, provide the Saturday’s date for the week, enter the Site ID# found on the RAP Daily Prep Food Count. Provide the complete RAP Program name, do not abbreviate the name. Enter the total meal counts provided for each day of the week. After reviewing the information entered for accuracy, enter the Food Services Manager’s name and the date the form was completed.

24. Billing of Services
The RAP meals are reported in the Weekly Report Form 3 survey.
The link to the Survey Monkey is posted on the FSD website - Summer 2015 tab
The RAP Weekly Report Form 3 will be posted on Thursday afternoons for the current week
Sites with more than one RAP Program will need to complete a separate survey for each RAP site
The survey must be completed and submitted each Friday before you leave for the day
Café Fiscal Support will compile the meals entered, prepare the billing and collect payment from RAP for services rendered
TELL: The RAP meals are reported in the Weekly Report Form 3 survey. The link to the Survey Monkey is posted on the FSD website - Summer 2015 tab. The RAP Weekly Report Form 3 will be posted on Thursday afternoons for the current week. Sites with more than one RAP Program will need to complete a separate survey for each RAP site and the survey must be completed and submitted each Friday before you leave for the day. Café Fiscal Support will compile the meals entered, prepare the billing and collect payment from RAP main office for payment of services rendered.

25. RAP Recreation and Parks Contacts
For additional information or clarification regarding the RAP program contact Dawn Soto
Phone:
TELL: For additional information or clarification regarding the RAP program contact Dawn Soto by at or by calling

26. Questions? Thank you! LAUSD Food Services Division
TELL: This concludes the training. Thank you and we look forward to a success RAP program.
LAUSD Food Services Division
Nourishing Children to Achieve Excellence