Nutrition, Meal Planning, and Purchasing for the Child and Adult Care Food Program & DC Free Summer...
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Transcript of Nutrition, Meal Planning, and Purchasing for the Child and Adult Care Food Program & DC Free Summer...
![Page 1: Nutrition, Meal Planning, and Purchasing for the Child and Adult Care Food Program & DC Free Summer Meals Program.](https://reader030.fdocuments.net/reader030/viewer/2022032703/56649cf95503460f949caa7f/html5/thumbnails/1.jpg)
Nutrition, Meal Planning, andPurchasing for the
Child and Adult Care Food Program& DC Free Summer Meals Program
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Procurementand
Purchasing
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Procurement
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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.
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What type of contract?
Small Purchase Contract
Large Purchase Contract
or
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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
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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
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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
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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
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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 Notify all bidders of results Submit complete bid package to Program Specialist
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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
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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
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Getting what you want…
….requires planning Be specific about everything:
Goods and Services Needs and Requirements Food Specifications Must-Haves vs Wants
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Purchasing Procedures
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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
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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
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Questions