procurement and the ar - school nutrition...procurement reviews (prs) •wi has just over 700 school...
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© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Procurement and the AR
Sarah Smith-Holmes, FNS-USDA
Kim Frinzell, California DofEd
Randy Jones, Wisconsin DPI
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
AFFILIATION OR FINANCIAL DISCLOSURE
• Sarah Smith-Holmes – FNS-USDA
• Kim Frinzell – California DofEd
• Randy Jones – Wisconsin DPI
All of today’s presenters are Federal or State Employees
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Roadmap, Detours, and Destinations Unknown:
California’s Postcard to Procurement
Kim Frinzell, RD, Associate Director
Nutrition Services Division
California Department of Education
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
California Landscape
• 1,313 school nutrition program sponsors
• 10,208 approved sites
• 59% free and reduced-price meals
• 291 million breakfasts
• 552 million lunches
• 39 million snacks
• 882 million total school meals
• 170 FSMCs
1 billion meals
annually across all
child nutrition programs
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Training Journey
• Phase One (July 2015–June 2016) baseline year for developing
and presenting training and technical assistance
• Phase Two (July 2016–June 2017) more in-depth procurement
training topics
• Phase Three (July 2017–June 2018) training on the components of
the USDA Procurement Tool
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
3-Year Procurement Review Roadmap (Plan)
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
• Electronic assessment sent to 843 program
operators receiving an AR in SY 2015-16
• TA for noncompliance
Year 1: Procurement Reviews
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Year 2: Procurement Reviews
• Electronic assessment sent to
796 program operators receiving
an AR in SY 2016–17
• TA for noncompliance
• One contract review for select
agencies
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Roadmaps and Other Procurement Directions
• E-mail address: SFSContracts@cde.ca.gov
• Web page: http://www.cde.ca.gov/ls/nu/sn/fsmcproc.asp
• Frequently asked Questions
• New local procurement unit
• Webinars
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Next Stop on the Procurement Trip
• Preparing for Phase 3 and implementing components of the USDA
Tool
• Developing and conducting more training
• Convening lead districts of our co-ops to discuss procurement
• Hiring 5 new staff for the function of procurement reviews
• Working with California School Nutrition Association to address
existing and proposed state contracting laws
• Continuing to support and re-calculate
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Kim FrinzellKfrinzell@cde.ca.gov
916-322-1566
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Wisconsin DPIProcurement Reviews
Randy Jones
Assistant Director-School Nutrition Team
Wisconsin Department of Public Instruction
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Wisconsin Procurement Reviews (PRs)
• WI has just over 700 School Food Authorities (SFAs)
• 165 PRs in 2016-17 School Year
– 27 FSMC Contracts (Fixed Price and Cost Plus) about a 50/50 ratio
– 11 Vended Meals Contracts
– 17 Joint Contracts
– 32 SFAs in Buying Groups
– 78 Self Operating SFAs
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Timetable and Staffing –Procurement Reviews
• PR Timetables
– SY 2016-17 PRs: November 2016 – June 2017
– SY 2017-18 PRs: May 2017 – November 2017
• Staffing:
– Procurement Specialist (Procurement 100%)
– Contract Specialist (USDA Foods 70% and Procurement 30%)
• Almost 100% during PR Season
– Assistant Director of USDA Foods and Procurement
• Almost 70% during PR Season
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Testing the USDA FNS PR Tool(Excel Spreadsheet)
• Tested PR Tool during SY 2015-16
– Tested on 5 SFAs
1. SFA using a FSMC Fixed Price Contract
2. SFA using a FSMC Cost Plus Contract
3. Large size SFA (100K plus Students)
4. Average size SFA (about 5K Students)
5. Small size SFA (about 100 Students)
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
What we learned from testing the PR Tool
• Communication of PRs was a challenge
• The Tool was very effective
• The Tool provides a formalized structure to conducting PRs
• FSMC approval and renewal helped us with our templates
• SFAs had issues with using the PR Tool
– Reason 1: Technical terminology and written in a legal format
– Reason 2: Overall complexity – SFAs training will be needed
• All SFAs failed to have written procurement procedures
• Additional tools and resources will be needed to conduct PRs
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Preparing SFAs for the PRs (Training and Resources)
• Trainings - We had 3 goals with the trainings
1. Prepare SFAs for the PR
2. Develop a Procurement Manual with all required written procedures
3. Lower the overall stress level around the receive process
• Summer Trainings
– As part of the School Nutrition Skills Development Courses (SNSDC)
• Conducted 5 half day summer trainings; hitting all 3 goals
– AR Training (late summer) – 2 trainings; hitting goals 1 and 3
• Resources – Need to develop procurement manual template
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Preparing for SY 2016-17 PRs
• PRs were grouped into types of PRs (phases)
• Developed PR Form based on the PR Tool
– Send SFAs this PR Form to be completed and returned (via email)
– SFAs provide documentation with the PR Form based on the type of PR
• Types of PRs
– SFAs using FSMC Fixed Price and Cost Plus Contracts
– SFAs using Vended Meal Contracts
– SFAs using Joint Contracts
– SFAs Purchasing through Buying Groups
– Self-Operating SFAs
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
Preparing for SY 2016-17 PRs(continued…)
• Developed PR checklists for PR types and procurement methods
– FSMC Fixed Price and Cost Plus Contract Checklists
– Vended Meal Contract Checklist
– Joint Contract Checklist
– Buying Group Checklist
– Micro-Purchasing Checklist
– Small Procurement Checklist
– RFP and IFB Checklists
• PR Closeout Letter stating findings and corrective actions
• Each SFA has a file containing all the records of the PR
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
What we learned from SY 2016-17 PRs and what we will do next
• Timetable for PRs will be moved up: May 2017 – November 2017
for 2017-18 SY PRs
• By moving the PR timetable, we will have an additional person
(contract specialist)
• Updating template contracts and example bids with invoicing
format requirements
• Develop step by step contract management best practices for
various template contracts
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
What we learned from SY 2016-17 PRs and what we will do next (continued…)
• Weekly PR Conference calls for SFA to ask questions
• Integrate PRs into summer procurement trainings (5 trainings)
– Continue with the 3 goals for trainings
– SFAs will bring completed PR Form and requested documents to training
– Work collectively in groups (SFAs can share ideas)
– Reduce communication issues and errors – This was one of the biggest
time commitments
© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA© COPYRIGHT 2017 SCHOOL NUTRITION ASSOCIATION | #ANC17 | ATLANTA, GA
PROFESSIONAL STANDARDS CODE
• This session provides one (1) CEU
– Key Area: Administration - 3000
– Key Topic: 3260 Purchasing/Procurement
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