procurement and the ar - school nutrition...procurement reviews (prs) •wi has just over 700 school...

© 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


Roadmap, Detours, and Destinations Unknown:

California’s Postcard to Procurement

Kim Frinzell, RD, Associate Director

Nutrition Services Division

California Department of Education


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


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


3-Year Procurement Review Roadmap (Plan)


• Electronic assessment sent to 843 program

operators receiving an AR in SY 2015-16

• TA for noncompliance

Year 1: Procurement Reviews


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


Roadmaps and Other Procurement Directions

• E-mail address: [email protected]

• Web page: http://www.cde.ca.gov/ls/nu/sn/fsmcproc.asp

• Frequently asked Questions

• New local procurement unit

• Webinars

mailto:[email protected]

http://www.cde.ca.gov/ls/nu/sn/fsmcproc.asp


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


Kim [email protected]

916-322-1566

mailto:[email protected]


Wisconsin DPIProcurement Reviews

Randy Jones

Assistant Director-School Nutrition Team

Wisconsin Department of Public Instruction


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


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


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)


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


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


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


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


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


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


PROFESSIONAL STANDARDS CODE

• This session provides one (1) CEU

– Key Area: Administration - 3000

– Key Topic: 3260 Purchasing/Procurement

procurement and the ar - school nutrition...procurement reviews (prs) •wi has just over 700 school...

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