ECAS Commercial Vendor Meal Contract

Contents

1.SFA to SFA Contracts1Objectives1What is an SFA to SFA Contract?2Procurement2Contract Term2Contract Renewal22.Submit SFA to SFA Vended Meals Contract3Objectives3Submit an SFA to SFA Contract in ECAS4Background4ECAS Homepage Review8A.Header Menu8B.My Account9C.I Want To:9D.Contracts Menu9E.Contract Type10F.Learn More10G.Continue111. Vendor SFA Info/Contract span details122. Contract Info143. Charges for the Vended Meals Provided153. Charges for the Vended Meals Provided194. Listing All Schools (Sites) Receiving Vended Meals215. Upload Supporting Documents226. Recipient SFA Certifies the Contract233.After Contract Submittal24Objectives24State Agency Does Not Approve Contract25State Agency Pre- Approves Contract284. Sign and Initial Then Upload the Signature Page295.References & Resources31

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Section

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1. SFA to SFA ContractsObjectives

After completing this chapter, you will be able to:

· Describe a SFA to SFA Contract

What is an SFA to SFA Contract?

A School Food Authority (SFA) to SFA contract is a contract between one SFA; private, public or charter school or school district, with another SFA to provide complete reimbursable meals or meal components for school:

· Breakfast

· Lunch

· After school snack, or

· "At Risk" dinner programs

The Recipient SFA generally does not have the facilities and/or the capability to prepare meals on-site and is seeking to purchase meals from another SFA (Vendor SFA).

Procurement

The Recipient SFA is exempt from procurement requirements.

· The Vendor SFA can only provide meals to the Recipient SFA, no labor or program management services can be provided.

· Contract information must be entered in the state agency ECAS system.

· Once the contract is reviewed and approved by the state agency, the signature page of the contract must be signed by the administrator/business administrator of both SFAs and uploaded using ECAS.

· A Final Contract can be printed in ECAS with a state agency Approval ID number.

Contract Term

SFA to SFA contracts are for only one year.

Contract Renewal

No addendums are available in SFA to SFA Vended Meals contracts.

The Recipient SFA must submit another SFA to SFA Vended Meals contract every year.

A detailed guide is available in SNEARS at:

https://www24.state.nj.us/agriculture/AG_SNEARS/Resources/Form%20358%20Federal%20Funds%20Procurement%20Method%20Selection%20Chart_07.2017.pdf

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2. Submit SFA to SFA Vended Meals Contract Objectives

After completing this chapter, you will be able to:

· Submit an SFA to SFA Vended Meals contract in ECAS

Submit an SFA to SFA Contract in ECASBackground

The Recipient SFA must review the sample contract, Form # 56 and required supporting documentation/webinars to successfully complete the process in ECAS.

Follow these steps to locate the sample SFA to SFA Meal Contract (Form 56).

1. Log In to myNewJersey.

2. Click Food and Nutrition Electronic Services (FY 2008 and Later).

3. Click Child Nutrition Programs.

4. At the bottom of Messages And Memos, click Proceed to SNEARS Options.

5. Click School Nutrition Electronic Application System.

6. Click Resources in the header menu.

7. Scroll down and click Vended Meal Documents.

8. Click Agreement for Consolidating School Meals (Form 72).

9. View and print the sample SFA to SFA Vended Meal Contract (Form 56).

The following workflow is an overview of the contract submittal process:

4. List of all schools (sites) receiving meals from vendor SFA

State Agency Non-Approval – Errors in contract must be corrected for resubmission

2. Contract Info

State

Pre-Approves the contract

5. Sign & initial then upload the signature page

3. Charges for the meals provided

1. Recipient SFA Enters Info/Contract span details

6. Recipient SFA certifies the contract

5. Upload Supporting Documents

State

Final Approval

(OR)

(Contract errors are noted in the Comments section of each screen, Resubmit only the non-approved sections)

ECAS Homepage Review

The ECAS Contracts Home page appears after you sign on to ECAS.

Review the following items on the Contracts Home screen.

A. Header Menu

B. My Account

C. I want to:

D. Contracts Menu

E. Contract Type

F. Learn More

G. Continue

A. Header Menu

The header menu contains the following links to take you back to:

· NJ Portal

· SNEARS Home

· Messages and Memos

· Logout

B. My Account

My Account gives your Account Details:

· Name

· Email

· Role

· My Reviewer

C. I Want To:

I Want To: gives you the ability to view and print contract submittal procedure instructions.

D. Contracts Menu

The Contracts Menu gives you access to different contract options and identifies the option you are viewing by highlighting the title.

From the example above, you can see that you are viewing the Contracts Home.

E. Contract Type

The Contracts Menu displays the four contract types.

· FSMC Fixed Price Contracts

· Commercial Vendor Contracts

· SFA – SFA Vended Meal Contracts

· Consolidation Agreements

Each Contract Type contains an identifying heading.

F. Learn More

Learn More describes the contract type and requirements.

G. Continue

You will click Continue to SFA-SFA Contracts when you want to start submitting your contract.

Next, we will move on to submitting an SFA to SFA Contract.

1. Vendor SFA Info/Contract span details

Reminder: The Recipient SFA must enter the contract into ECAS

1. Click Continue to SFA-SFA Contracts.

Result: The SFA To SFA Contracts Summary page appears.

This page displays all the contracts that you have submitted.

2. Click Add New Contract to begin the contract submittal process.

If you are a SFA user having access to more than one SFA, select the SFA that you wish to work on.

If you are a single SFA user your information will come up automatically.

Result: SFA to SFA Contract Form #56 appears

3. Select the vendor SFA from the drop-down list.

The highlighted section of the progress bar identifies where you are in the contract submittal process.

After you make your Vendor SFA selection, the name, address, city, state and zip code will auto-fill.

2. Contract Info

4. Complete the contact information.

5. Enter the Contract Details and click Submit and Continued.

If there is no resolution number, please indicate section or page number where board minutes are located. Board meeting date must be before the contract start date and prior to ECAS contract submission.

Note: ECAS will review your entries for accuracy and notify you of errors.

If you enter an end date other than 6/30, you must enter a justification in ECAS for the State Agent (SA) to review.

3. Charges for the Vended Meals Provided

6. Complete Meal Requirements.

7. Complete Milk Requirements

If vendor SFA supplies all vended meals without milk, the Recipient SFA will purchase milk separately.

For all purchase of milk, the Recipient SFA shall purchase an amount of fresh milk from New Jersey producers at least equal to the amount of milk proposed to be furnished.

8. Complete Menus.

9. Complete Delivery.

10. Complete Packaging.

11. Complete USDA Donated Foods.

12. Complete Billing and click Submit and Continue.

3. Charges for the Vended Meals Provided

10. Calculate meal charges by entering details into the Charges fields. Please note that meal charges are inclusive of delivery fees.

Enter Meal Charges by Type

Meals that appear here match the meals you selected on the Meal Requirements screen.

Include charges for all meal types you are serving.

Remember to include the description for the meal type.

If you forget, ECAS will stop you and let you know the description is missing.

When you finish entering meal information, click Submit and Continue.

ECAS automatically calculates your Total Estimate Cost.

ECAS calculates both Total Estimated Cost and Annual Estimated Cost.

If you have meal with a differing cost, click Add Additional Price.

A few schools charge different prices (Hot & Cold) for the same meals.

4. Listing All Schools (Sites) Receiving Vended Meals

13. Complete List of Relinquishing SFA’s Schools information and click Submit and Continue.

Use the Add button to add a more school (sites) that are receiving vended meals.

5. Upload Supporting Documents

14. Upload any Supporting Documents and click Submit and Continue.

When you upload the Supporting documents, you can also type a description.

When uploading documents, use this format for adding a description to the document:

Site-document name

For example: Morris Co Voc – Form 56

6. Recipient SFA Certifies the Contract

15. Review and certify SFA to SFA contract details, then click Submit for State Approval.

You can input all your contract information into ECAS, but it will not reach the

State Agency, if you do not check “I certify” and click Submit for State Approval.

The contract will not be submitted, and the state agency will never know you submitted your contract in ECAS.

Result: A Success message will appear

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3. After Contract SubmittalObjectives

After completing this chapter, you will be able to:

· Describe the SFA-SFA Vended Meals Contract and update process

After Contract Submittal

The State Agent (SA) will review the contract documents for pre-approval or non-approval.

The reason for Non-Approval will be documented in the Comment box in each section.

You will receive an e-mail message after the state reviews your contract.

State Agency Does Not Approve Contract

1. Review the e-mail that you received from the state agency.

2. Sign back into ECAS and look for your contract.

Re-submit Contract will appear in the Next Steps column.

3. Review each page of your contract for notes by using the Next button at the bottom of the screen.

The top of each page will display its review status.

4. Read Reviewer Comments when you locate the Not Approved page.

Reviewer comments appear at the bottom of Not Approved pages.

4. Correctly edit the Not Approved page, and click Submit and Continue.

5. Continue to the Certification page and recertify.

6. Review your edited contract and click Submit for State Approval to recertify.

Result: You will receive a Success message.

State Agency Pre- Approves Contract

The state agency will send you a message indicating the approval of your contract and instruct you to print your SFA to SFA Contract and Contract Signature Page.

1. Review the e-mail that you received from the state agency.

2. Sign in to ECAS and locate your vendor contract.

3. Click Upload Signed Contract to navigate to the Contract Signature Page.

Upload Signed Contract will appear in the Next Steps column.

4. Print your SFA to SFA Contract and Contract Signature Page.

5. Share your SFA to SFA Contract with your vendor for review.

7. Sign and Initial Then Upload the Signature Page

6. Sign your Contract Signature Page and have the vendor SFA sign it too. Be sure that the signature page is not dated prior to when the contract was pre-approved by the State Agency.

7. Scan your signed Contract Signature Page.

8. Upload your signed Contract Signature Page.

9. Identify the Recipient SFA Signed Date and Vendor SFA Signed Date, and click Submit for State Approval.

10. Click Submit for State Approval.

Result: A success message will appear.

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5. References & Resources

· SFA to SFA Vended Meal Prototype Contract FY 2019 – Form 56

· SFA to SFA Using USDA Foods – Sample Monthly Invoice – Form 321