1. Food Purchasing for Child Care National Food Service Management Institute The University of Mississippi www.nfsmi.org 800-321-3054

2. Planning, purchasing, and serving healthful foods helps to ensure children start out on the right path…

3. Food Purchasing Goals All food should be safe, nutritious and appealing, high in quality, and cost-efficient.

4. Six Step Process 1.Plan the menu 2.Create a grocery list 3.Estimate the amount to purchase 4.Purchase food 5.Receive and store food 6.Prepare meals

5. Lesson 1: Working With the Menu

6. Menus help you −create a grocery list, −estimate the amount of food to purchase, −purchase food, −receive and store food, and −prepare meals.

7. Lesson Objectives State the benefits of using cycle menus Identify strategies for planning nutritious and appealing meals State the benefits of reviewing menus prior to purchasing foods

8. Cycle Menus Series of planned menus A different menu is served each day After the cycle is complete, the menus are repeated

9. Advantages of Using Cycle Menus Cycle menus save time. Cycle menus allow flexibility. Cycle menus make food shopping easier.

10. Menu Planning Process Always plan menus before purchasing food Meet the CACFP Meal Pattern requirements Select the main dish first Add the remaining food components

11. Planning Nutritious Meals Serve a variety of foods Ensure foods are not repeated more than once a week Increase fiber Limit the number of fried and high-fat foods

12. Planning Nutritious Meals (cont.) Limit sweetened foods Serve fewer high-salt (sodium foods) Include foods that provide vitamin A & C Include iron-rich foods

13. Planning Appealing Meals Include different shapes, colors, textures, & tastes Incorporate herbs and spices Think about culture Plan new foods with familiar favorites

14. Reviewing Menus Foods are in compliance with CACFP Meal Patterns Within budget Appropriate for the children

15. Lesson Recap Planning menus is the first step The Benefits of cycle menus Ensure menus are −healthy −appealing −appropriate −meet the CACFP Meal Pattern requirements

16. Questions?

17. Lesson 2: Creating Grocery Lists

18. Lesson Objectives Explain how to generate a grocery list, distinguishing between stock items and menu-driven items Outline factors to consider when purchasing foods

19. Tools and Grocery Lists Menus Standardized Recipes Food Inventory Availability of Products

20. Inventory Outlines what you have on hand and what you need to purchase Divide the inventory into two parts: −Stock items −Menu-driven items

21. Stock Items Known as staples or standard inventory items Have a pre-determined quantity Kept on hand at all times Purchase foods based on the inventory

22. Stock Item Foods Generally used each week Non-perishable Inexpensive to safely maintain

23. Menu-Driven Items Known as menu items Generally expensive Perishable May take up space Purchased only when listed on the menu

24. It’s important to only purchase the Menu-Driven items that you need…

25. Using Tools to Plan Grocery Lists Saves time and money Helps meet the program requirements

26. Product Availability Are the foods available for purchase? Are the foods within budget or too expensive?

27. Determine How Often to Purchase No set rules Start with a one-week grocery list Identify the best method for meeting the programs needs

28. Lesson Recap Planning Grocery Lists Tools – maintaining an inventory Stock items and menu-driven items

29. Questions?

30. Lesson 3: Estimating Quantities

31. Lesson Objectives Identify key factors for estimating quantities when planning to purchase food. Calculate the quantity of each food item when planning to purchase food. Determine the most cost-efficient size of each food item to purchase when planning to purchase food.

32. Factors to Consider When Estimating Quantities Program’s enrollment CACFP Meal Patterns requirements Yields in the Food Buying Guide For Child Nutrition Programs Storage capacity of the child care facility

33. Program’s Enrollment/Attendance Use enrollment and attendance records to determine the average attendance for each meal −Promotes cost-efficient purchases −Limits overspending and waste

34. CACFP Meal Patterns List the minimum serving size for each age group Minimum serving sizes varies based on age and meal

35. Caregivers and Meals Plan for adults and children to eat meals family style Use the CACFP Meal Pattern requirements for the oldest age group served

36. Food Buying Guide for Child Nutrition Programs (FBG) is designed to help take the guesswork out of how much to buy to meet the program’s needs…

37. Design of FBG Arranged in Sections −Meat/Meat Alternates −Fruits and Vegetables −Grains/Breads −Milk

38. FBG Column 1 Lists Food as Purchase, or AP Specific characteristics of the product −Fresh or frozen −Chopped or diced −Cooked or raw

39. FBG Column 2 Lists the Purchase Unit −Unit of measure Lists how food is packaged −Number 10 can −Number 300 can

40. FBG Column 3 Lists Servings per Purchase Unit, EP EP stands for edible portion −Smaller than AP portion −Makes it easier to determine how much food to purchase

41. FBG Column 4 Lists the serving size by measure, weight, or number of pieces

42. FBG Columns 5 & 6 Column 5 lists the number of purchases unit for 100 servings −Most appropriate for large child care centers Column 6 lists additional information.

43. Convert to Calculate Method Is designed to convert multiple serving sizes to one single size…

44. Convert to Calculate Method Steps 1.Identify the age groups and the projected total servings. 2.Identify the serving size needed and convert fractions into decimal numbers. 3.Multiply the projected servings by the serving sizes. 4.Calculate the number of servings to meet the Serving Size per Meal Contribution. 5.Calculate the total amount to purchase.

45. Calculating Food Quantities Worksheets Calculating Food Quantities: Fresh Oranges

46. Step 1: Identify the age groups and the projected total servings. Age GroupsProjected Servings 1-2 Years 3-5 Years Caregivers 20 13 7

47. Step 2: Identify the serving size needed and convert fractions into decimal numbers. Serving Size (CACFP Meal Pattern) ¼ or 0.25 cup ½ or 0.5 cup 1-2 Years 3-5 Years Caregivers

48. Step 3: Multiple the projected servings by the serving size, then total the age groups. Formula: Projected total servings x Serving size needed = Total Projected Quantity

49. Step 3: Review Answers Age GroupsProjected Servings xServing Size (CACFP Meal Pattern) =Total Projected Quantity 1-2 Years20x¼ or 0.25 cup = 3-5 Years13x½ or 0.5 cup = Caregivers7x½ or 0.5 cup = 5 cups 6.5 cups 3.5 cups Total: 15 Cups

50. Step 4: Calculate the Total Number of Servings to Meet the Serving Size per Meal Contribution Fruits and vegetables are in ¼ cup servings Convert cups into a single serving size

51. Calculating Total Servings Step 4: Calculate the number servings to meet the serving size per meal contribution. Total Projected Quantity ÷Serving Size per Meal Contribution =Total Servings ÷= 15 cups¼ cup or 0.25 cup 60 servings

52. Step 5: Calculate the Total Purchase Amount AP Weight is the total amount of product purchased −5 lbs. of fresh untrimmed, romaine lettuce EP weight is the total amount after the food as been altered from original state −Removing outer leaves from romaine lettuce

53. Calculating Total Purchase Amount Step 5: Calculate the Total Purchase Amount. Total Servings ÷Servings Per Purchase Unit, (EP) & Purchase Unit =Total Purchase Amount ÷= 607.02 pounds 8.55 pounds

54. When calculating quantities, Round UP to the nearest purchasing unit…

55. Food Buying Guide Calculator Calculate the total amount to purchase Includes yield data for over 1,200 items Servings range from 1 to 5,000 Print or Email list

56. Determine which size is the most economical to purchase…

57. Canned Goods #300 Can #10 Can

58. Canned Vegetables Large centers −106 ounces – No. 10 can Family child care homes or smaller centers −15 ¼ ounces – No. 300 can −28 ounces – No. 2 ½ can

59. Calculating the Extended Price Formula: Total Needed X Price Per Item = Extended Price

60. Lesson Recap Factors for estimating quantities Identified methods for −calculating food quantities −determining the most cost-efficient sizes

61. Lesson 4: Following the Rules Cindy Chase

62. Lesson Objectives Explain where to find the laws, regulations, policies, and procedures. Describe a practical application for Federal purchasing principles.

63. Laws, Regulations, Policies, and Procedures “Laws” −U.S. Congress −State Legislatures “Regulations” −Federal Agencies −State Agencies “Policies” and “Procedures” −Local Agencies −Board of Directors

64. Where to Find the Regulations Code of Federal Regulations −7 CFR Part 226

65. National Disqualified List A list of individuals, terminated and disqualified from participating in the CACFP.

66. Federal Principles Includes Federal regulations, policies, and guidance Designed to promote fair and ethical purchasing transactions Purchase foods at the highest quality for the best price

67. Federal Principles: Written Standard of Conduct The child care program shall maintain a Written Standard of Conduct for its employees working with the award and administration of purchasing contracts.

68. Written Standard of Conduct (WSC) Describes the expected ethical behaviors during the food purchasing process Must address −Less-than-arm’s length arrangements −Acceptance of gifts and gratuities −Consequence of failing to comply

69. WSC and Child Care Providers Federal Requirement −Non profit, public, and for-profit independent child care centers −Sponsors of non-profit affiliated and unaffiliated centers Not Required −Family child care providers −Sponsored centers

70. Federal Principles: Written Purchasing Procedures The child care program should have written purchasing procedures.

71. Written Purchasing Procedures Outlines steps for completing food purchases Promotes −good decisions −time efficiency −cost-efficient purchases

72. Written Purchasing Procedures Action Steps Specific, with actionable steps Based on the need of the program

73. Federal Principles: Free and Open Competition Purchasing transactions should be conducted in a manner to provide free and open competition.

74. Free and Open Competition All food vendors have the same opportunity to compete and earn your business…

75. Free and Open Competition (cont.) Free from −Conflict of interest −Noncompetitive practices −Unrealistic requirements

76. Noncompetitive Negotiation Procurement through solicitation of only one source OR After solicitation of a number of sources, competition is determined inadequate

77. Noncompetitive Negotiation May be used when the award of a contract is infeasible under small purchase, competitive bidding (formal advertising) or competitive negotiation procedures.

78. Noncompetitive Negotiation Limited to the following: The item is available only through a single source Emergency situations that will not permit a delay incident to competitive solicitation FNS authorizes noncompetitive negotiation After solicitation competition is determined inadequate

79. CACFP Institutions and Facilities Institutions – public, private, nonprofit sponsoring organizations, & eligible for profit child and for profit adult care centers Facilities - day care homes, affiliated centers (including nonprofit adult centers), or unaffiliated centers with an agreement with a sponsoring organization

80. Federal Principles: Small Business, Minority-Owned, and Women Child care programs shall ensure that small businesses, minority-owned firms, and women-owned businesses have an opportunity to compete for their business.

81. Small, Minority, and Women-Owned Businesses Meet special or unique needs −Bread store −Produce dealer −Local meat market butcher Offer harder to find items

82. Federal Principles: Purchasing Methods Purchases shall be made by one of the following methods: informal or formal.

83. Informal Purchase Method Informal procurement methods & small purchase method −Simple and informal Minimum of three quotes Small purchase threshold $150,000

84. Informal Procurement Process Typical five steps −Draft specification −Identify vendor sources −Obtain three bids −Evaluate the bids −Select vendor

85. Market Area Analysis Identify your choices Best food at the best price Availability in the community

86. Geographic Preference Rule Promotes the purchase of locally grown and locally raised products −Allow higher cost for local products

87. Federal Principles: Debarred or Suspended A child care program should not knowingly do business with a company that is debarred or suspended.

88. Debarred or Suspended Debarred – a company is prohibited from doing business with child nutrition programs. Suspended – a company is temporarily prohibited from doing businesses with child nutrition programs.

89. Identifying Debarred or Suspended Companies Excluded Parties Listing System −www.epls.gov Require a written statement from selected vendors

90. Federal Principles: Purchasing Records Purchasing records should be kept for the appropriate length of time.

91. Food Purchasing Records Answer Why the purchase was necessary? Which method of purchase was selected and why? What vendor was selected and why? What was the basis for the price paid?

92. Required Documentation Procurement documents Purchase orders Delivery receipts Invoices Canceled checks Itemized cash receipts

93. Maintain Documentation for a minimum of three years, plus the current fiscal year…

94. Written Standard of Conduct (WSC) No employee, officer or agent of the grantee shall participate in selection, or in the award or administration of a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved.

95. WSC Conflicts of Interest Occur when any of the following has a financial or other interest in the firm selected or awarded: The employee, officer or agent Any member of his/her immediate family His or her partner Or an organization which employs or is about to employ any of the above

96. Written Standards of Conduct Must prohibit employees from soliciting gifts, travel packages, and other incentives from prospective contractors Institutions must set standards that specify when financial interest is not substantial or the gift is an unsolicited item of nominal value and may be accepted

97. Written Standard of Conduct (cont.) Must provide for disciplinary actions to be applied in the event that the standards are violated.

98. Lesson Recap Introduction to federal purchasing requirements Written Standard of Conduct requirements

99. Questions?