procurement and food service contracts pages 57-60
TRANSCRIPT
Procurement and Food Service Contracts
Pages 57-60
Procurement, p. 57Open and free competition when utilizing Federal funds in the CACFP
… that means goods and services must be obtained at the lowest possible costs
Methods of Procurement Formal bid
– Followed if purchase of like items exceeds $150,000 per year. ($7500 for state agencies)
Small purchase– Must be followed if not doing a formal
bid– Complete a price survey – A30
Method of Procurement continued
Purchase of Equipment - Costing $1000 or more
Noncompetitive Negotiations
Emergency Purchase Procedures
Food Service Agreements/Contracts
Procurement Plan Must be completed and on file in your
office Sample Form on pages hand-out and
Appendix A Read
– Complete all empty spaces– Mark methods of procurement you plan
to use– The Official Representative must sign
and date
Small Purchase Procedures Select two items Get prices from two places on
same day Write down results
Do price survey twice a year Usually buy from the place with
the lowest price
Page 57
3/2/10ABC XYZ
MILK 3.79/gal 4.27/gal
Ground Beef 2.09/lb. 2.39/lb.
5.88 6.66
Lowest
ABC Grocery
File the surveys with your procurement plan!
p. 59
Establish a permanent CNP procurement file.
Food Service Agreements
Instructions outlined in Appendix C
Forms in Appendix A
1.Food Service Agreement with Schools
2.Contracts under $150,000
3.Contracts over $150,000
1. School Agreement Must use the State Department Form Must include menus Must be signed by all parties before it
starts– Signed on August 31, 2014
– Contract must begin on September 1 or later!
Suggest all contracts run the fiscal year– Oct.1, 2014 to Sept. 30, 2015
Contract with School Board
Legal Contract Entered into with a School Board Contract without soliciting or
advertising for bids Must use SDE approved form Not renewable – must be submitted
annually
What to send the SDE
Agreement for a School to Furnish Food Service
Meal Delivery Schedule A
One month’s sample menus – Schedule B
Food Service AgreementsContracted Meals
Must use formal bid or small purchase procedure
Must follow procedures outline in Appendix C, Procurement Procedures
Must use SDE approved contract – no alterations
Contracts > $150,000 Use SDE Form Use Small Purchase procedure :
- identified 3 vendors identified
- attain 3 quotes Award lowest price Train vendor on records and food
requirements Need documentation of state or
health certification
What to send the SDE
If the contract value exceeds $50,000, submit a copy of :the unsigned Agreement Schedule A (meal delivery schedule) Schedule B (11day cycle menu)
What to send the SDE with the Original Agreement
Food Service Agreement of Less than $150,000
Schedule A, Meal Delivery Schedule B, 11 day cycle menu Health Certification
Invitation to Bid Contracts over $150,000
Instructions in Appendix C
– Advertise in newspaper
– Formal bid invitations
– Formal bid opening
– Formal awarding of bids
What to send the SDE with the Original Agreement
At least 14 days prior to bid opening:
– Public Notice
– Bid Solicitation/Response letter
After the contract is awarded, submit the following prior to the first day of the contract:
– Page 1, Acceptance completed and marked “original”
– The remainder of the contract (all pages)
– The Certification Statement
– Proof of liability insurance
– State or local health certification
Renewing an Agreementfor both Less than or More than
$150,000
Complete Food Service Renewal Form
Submit Food Service Renewal Agreement
Submit before the start date of the Agreement
Federal Regulations
Limit the duration of contracts to one year
Option of yearly renewals Not to exceed four Additional years
If you contract for food service, you must use the State approved forms and follow special procedures. Refer to Appendix C
Fast Food Vendors, page 59
Occasionally purchasing…. Meal must contain all required
components, including milk.
Need signed statement from vendor stating specific amounts of food provided per child.
Need an itemized receipt.
Documented by center meal on a Production Record.
Happy Meal Hamburger
– Meat
– Bun French Fries Coke
+ Lettuce & Tomato
+ Milk
Procurement File
A Procurement File should contain:
1. Completed and signed Procurement Plan (pages A30).
2. Price Surveys (two per year and shop at store with lowest prices).
3. Contract for meal, all documents related to contract (see Appendix C)
Organize Your CACFP Records(page 76)
Permanent File
Permanent Agreement Civil rights complaint
procedure, p.21
Annual Program File
Copies of all application documents submitted each year
Procurement File
- Procurement Plan
- Price surveys
- Food Service Contracts
=
Income Eligibility Forms
Organize in Notebook by Fiscal Year– IEF Applications alphabetical
– Place ethnic/data sheet in notebook
Monthly Program Records Daily Record or Daily Attendance Sheets If completing the Daily Record, the Meal Count Record Monthly Summary Form Monthly General Journal or equivalent Financial Records supporting expenses Time Sheets and payroll records if claiming labor Site data sheet print-out Menus Production Records If contracted meals, meal delivery tickets Sign-in and -out Sheets
p. 22
Multi–site Records
Annual Training Documentation Sponsor Monitoring Form Any other required documentation
related to the Monitoring Form
Put Your Program to Bed Each Month
Remember: Prior to filing records…, Review for Completeness!!!!!
Place in one file/envelope Mark month and year Seal and move forward!