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Orientation to School Nutrition Management
Procurement and Inventory Management
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A multi-step process for obtaining the most responsive goods, products, or services at the best possible price
Planning, writing specifications, advertising the procurement, awarding the contract, and managing the contract
What Is Procurement?
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1. Identify the stakeholders in the school nutrition food chain.
2. Examine the advantages and disadvantages of cycle menus.
3. Recognize key information when forecasting menu items usage.
Objectives
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4. Review a mock product description.
5. Identify federal procurement regulations, policies, and procedures governing all school nutrition program purchases.
6. Identify various types of acceptable purchasing methods.
Objectives (cont.)
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7. Identify ethical behaviors.
8. Recognize general inventory management practices.
Objectives (final)
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Refer to Glossary
Terms and Definitions
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School nutrition procurement team
Distributors
Manufacturers
BrokersUSDA (USDA Foods)
Stakeholders
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School Food Authority (SFA)
School nutrition director
Managers, the school nutrition staff
Business manager, a procurement officer
School board
School Nutrition Procurement Team
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A commercial food company
Sell, deliver, and bill
The merchandiser who sells products made by manufacturers
Distributors
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Companies responsible for processing raw food products
Involves processing raw product and pricing finished product
Introduce new products
Manufacturers
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Independent sales agents who negotiate sales for manufacturers
Work with food distributors and school nutrition operations
Brokers
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Food Distribution Division of USDA’s Food and Nutrition Service
Coordinates the distribution of USDA Foods
Foods account for 15-20 % of the foods in School Nutrition Programs (SNP)
100 percent American grown.
Meet the Meal Pattern requirements.
United States Department of Agriculture (USDA)
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A specific role Expect each party to have some basic knowledge
Open communication
Stakeholders’ Expectations
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What do school nutrition team, distributors, manufacturers, brokers and USDA expect from the stakeholders?
Stakeholders’ Responsibilities Activity
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Driving force that begins the procurement process
Must meet federal guidelines
Menus
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Reduce when less than 50 servings or 25 servings in a small school
Use the same product for more than one menu item
Allow only substitutions that have been approved
Stock Keeping Units (SKUs)
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Used to prepare the menu items
Identify the specific quantity Menu planning includes: equipment, food costs, cultural food preferences, labor costs, skill levels, environmental friendliness, and the availability of USDA Foods
Standardized Recipes
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Cycle Menus Activity
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The process of determining future needs by evaluating past performance, present conditions, and future indicators
Provides critical and valuable information
Strengthens the integrity of a bid
Forecasting
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Past, Present, Future Activity
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Upon request
The distributor— for products purchased during a specific time period
Quantity, the date of purchase, and other valuable information
A tool for forecasting
Velocity Report
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Essential for communicating with the supplier
Most single-ingredient foods often only need a brief specification
Do obtain samples and taste test the product
May not be overly restrictive to competition
Writing Product Descriptions
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Distributor’s Choice
Private Label
Manufacturer’s Brand
Distinguish by Type of Products
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Review key elements in Participant’s Workbook
Review Bean Burrito Mock Product Description
Key Information to Include in Product Description Specifications Activity
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What is the description of the product?
Product Description
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How should the burrito be packaged?
How big are the cases?
Case Package and Weight
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What is the minimum size of the product?
What is the maximum size of the product?
Minimum and Maximum Size
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What are the main ingredients?
Main Ingredients
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What other ingredients can be included in the product?
What ingredients are prohibited?
Other Product Ingredients and Prohibited Ingredients
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What are the nutritional standards for the product?
Nutritional Standards
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Is it necessary for the product to have a CN Label?
What might be an alternative?
Meal Pattern/CN Labels
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How will we determine which company is offering the best price for an acceptable product?
How will the bid unit price be determined for an acceptable product?
Will we consider labor cost?
Unit Award is Made
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What are some quality indicators?
Quality Indicators
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Free and open competition means that all suppliers are “playing on a level playing field” and have the same opportunity to compete.
Procurement procedures may never unduly restrict or eliminate competition.
Free and Open Competition
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Best price for the best quality or service
The method of procurement used must be appropriate to a particular procurement action
All procurements, regardless of dollar value, must be competitive
Why is Competition Important?
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NSLP: 7 CFR 210.21
SBP: 7 CFR 220.16
Uniform Administrative Requirements for Procurement
State/local governments: 7 CFR 3016.36
Non-profits: 7 CFR 3019.44
Where Do I Find the Requirements When Conducting Procurements?
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Informal
Formal
Procurement Methods
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Federal is $150,000—must adhere to the most restrictive — lowest limit set
Relatively simple
Price or rate quotations from adequate number of qualified sources ◦Good practice: obtain in writing, three
sources who are eligible, able, and willing to provide the product or service
Informal procurement (small purchase threshold)
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Estimated value of the procurement contract
More rigorous and prescriptive
Formal Procurement Methods
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Invitation for Bid (IFB)◦Competitive Sealed Bidding (IFB)
Request for Proposal (RFP)◦Competitive Negotiation (RFP)
Formal Procurement
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Bids/Proposals Must:
◦Be publicly solicited
◦Provide procedural guidance on how to submit a bid or proposal
◦Allow for detailed descriptions
◦Describe technical and cost factors
◦Document why the winning company was awarded the contract
Procurement Musts
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Clear, concise specifications
Describes the minimum standards expected of a responsible bidder in measurable terms
Adequate number of known suppliers, providing them with sufficient time to respond
What Is Competitive Sealed Bidding (IFB)?
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Complete specifications or descriptions of the product or service are available
Responsive bids — price
More than one qualified source
When Is Competitive Sealed Bidding (IFB) Used?
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Competitive negotiation = competitive
proposal
Procurement cannot be adequately described
Scope of the services cannot be clearly
defined
Evaluation factors
Publicized
Fixed-price or cost-reimbursable
What Is Competitive Negotiation (RFP)?
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Describes specifications and requirements
Any other conditions that bidders must meet
Expectations can be identified
When Is Competitive Negotiation (RFP) Used?
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More than one method can be used to achieve desired outcome
Measure and document —not just price
When Is Competitive Negotiation (RFP) Used? (cont.)
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The law prohibits breaking up bids to smaller units (keeping individual purchases under the small purchase threshold) in order to avoid the competitive sealed bidding process.
Keep in Mind…
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There may be instances, i.e. milk and bread
Fresh produce may be considered a separate market
“Harvest Week”
Sometimes, However…
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No
For formal purchasing, an SFA must decide if the solicitation will result in a:◦Fixed Price Contract (IFB or RFP) or
◦Cost Reimbursable Contract (only RFP).
Do the Procurement Methods Result in the Same Contract Types?
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An agreed upon amount that is fixed at the inception of the contract
A firm-fixed-price contract provides a stated price that is fixed without any upward or downward adjustment for the duration of the contract, including for all renewal periods
May contain an economic price adjustment tied to an appropriate index
Fixed Price Contract
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Formal, legally enforceable contract that reimburses the contractor for costs incurred under the contract.
Does not provide for any other payment to the contractor.
Allowable costs will be paid from the nonprofit school food service account.
Net all discounts, rebates, and other applicable credits.
Cost Reimbursable Contract
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Why are cost plus a percentage of cost contracts not allowed?
Procurement Trivia Question
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Can be defined as the moral standards individuals use to guide decisions in their personal and professional lives
Practices that promote free and open competition
Accurate documentation is important to demonstrate compliance
Ethical violations in the workplace are a serious matter
Ethics
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While attending a political fundraiser, you mention a distributor’s name to one of your long-time distributors. You share with your long time distributor that you heard the other distributor was releasing a new product. You say you can only remember bits and pieces of what the distributor told you and he mentioned it was something about “proprietary information.”
Is This Ethical? #1
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Federal guidelines mandate procurements must be competitive.
Don’t mention a distributor’s name to another distributor or share proprietary information.
Don’t show preference to— allow pressure from management connections.
Free and Open Competition
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Don’t give preference based on long-term relationships.
Don’t give preference to suppliers.
Don’t allow political connections to influence award.
Free and Open Competition (Cont.)
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A vendor tells you there is a special on whole grain-rich dinner rolls. He states the rolls meet the USDA whole-grain rich criteria. The rolls will only be offered at a special price on Thursday. To receive the special price you will need to attend a luncheon hosted by the vendor and purchase the rolls during this time.
Is this Ethical? #2
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Establishing and understanding the parameters
Attending supplier-hosted events —no obligation
The impression of impropriety
Supplier Relations
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A vendor has learned of your that you purchased a new home and sends you a new house-warming gift. You take it home and it looks beautiful on your fireplace mantle. How did he know exactly what to buy? You can’t wait to thank him the next time you place an order.
Is this Ethical? #3
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A gift is anything of monetary value, including food, meals, travel, or entertainment.
Refer to district’s policy.
If there is a doubt—then do not accept it.
Gifts and Gratuities
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Your son calls and says he will need a new track uniform and money to purchase a $200 pair of tennis shoes. You tell him the shoes are not in the budget. A vendor over hears the conversation and offers you a loan. You accept the offer and plan to pay him back in the near future.
Is this Ethical? #4
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Soliciting or accepting money, loans, credits, prejudicial discounts, or services
Never lend money to or borrow money from suppliers!
Monetary Dealings
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A vendor indicates the product you purchased is eligible for a manufacturer’s rebate. When you review your invoice you do not see the rebate. After contacting the vendor you learn he “totally forgot” to process the rebate and the offer is no longer available. He states he will give you free product valued at the dollar amount of the rebate.
Is this Ethical? #5
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Offset expenses and act as a purchasing incentive
Need to be taken directly off the invoice which can serve as your documentation
Legitimate Discounts, Rebates, or Credits
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A conflict of interest occurs when the individual involved in the decision-making process or someone close to this individual benefits by signing the contract.
Examples: ◦ The company bidding on a contract with your school
district is owned by your personal friend, relative, or school board member.
◦ You own stock in the company.◦ Your friend or relative is an employee at the company
in a position where they would profit from gaining the contract.
Conflicts of Interest
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Providing confidential information of any kind to any person or entity that was not designated to be privy to that information is considered unethical.
Confidentiality
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• Inventory is the value of food and supplies on hand, whether at the food preparation site or in a central warehouse or facility.
• Effective inventory management is essential for managing and controlling costs.
Inventory Management
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Knowing your food needs
Knowing where and how much food you have on hand
Controlling waste, loss and theftMaintaining only as much as you need
Key Steps
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Identify Inventory Management Best Practices—Activity
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• Calculating food needed to purchase = food needed for a recipe or service
• As Purchased (AP) refers to the weight of the product as it exists when purchased.
• Edible Portion (EP) refers to the part of the product that can be consumed.
Key Step: Understanding How Much Food You Need
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USDA Food Buying Guide resource http://www.fns.usda.gov/tn/resources/foodbuyingguide.html
USDA Food Buying Guide Calculatorhttp://www.nfsmi.org/ResourceOverview.aspx?ID=400
Food Buying Guide
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Storage areas should appropriately hold goods under proper conditions to assure
quality and safety until time of use (prevents spoilage/loss).
Storage Area Organization
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Order only food needed for menu production.
Store food properly.
Control portions.
Plan to utilize leftovers.
Survey students—determine menu preference.
Present food in appealing manner.
Equip coolers and freezers with an alarm system.
Controlling Waste
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Implement procedures to prevent:◦Customer theft◦Employee theft◦Vendor theft
Implement key and lock control
Theft & Fraud Prevention
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When products are delivered once a week or more often, it is called Just-in-Time (JIT) delivery.
Advantages: reduced inventory, reduced costs, reduced paperwork, and limited space
Inventory Just-in-Time (JIT)
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A par stock is established through a thorough evaluation of product use over the amount of time between deliveries.
For example, if you have weekly deliveries and know you use three cases of fresh, sliced, onions a week, you would always want three cases of onions in inventory.
Par Stock
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The First-in-First-Out (FIFO) rotation system is the process of rotating the older product to the front and the newer items to the back of the shelf.
First-In-First-Out (FIFO)
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Inventory may be scattered throughout the schools, or in a number of district-owned warehouses
What should be in inventory, but projections of usage for a recent period may have been more or less than actual usage
Assess Current Inventories and Orders On Hand
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National Food Service Management Institute
www.nfsmi.org
800-321-3054
Thank You!