Procurement and Food Service Contracts Pages 57-60.
Transcript of Procurement and Food Service Contracts Pages 57-60.
![Page 1: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/1.jpg)
Procurement and Food Service Contracts
Pages 57-60
![Page 2: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/2.jpg)
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
![Page 3: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/3.jpg)
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
![Page 4: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/4.jpg)
Method of Procurement continued
Purchase of Equipment - Costing $1000 or more
Noncompetitive Negotiations
Emergency Purchase Procedures
Food Service Agreements/Contracts
![Page 5: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/5.jpg)
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
![Page 6: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/6.jpg)
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
![Page 7: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/7.jpg)
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
![Page 8: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/8.jpg)
File the surveys with your procurement plan!
p. 59
Establish a permanent CNP procurement file.
![Page 9: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/9.jpg)
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
![Page 10: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/10.jpg)
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
![Page 11: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/11.jpg)
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
![Page 12: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/12.jpg)
What to send the SDE
Agreement for a School to Furnish Food Service
Meal Delivery Schedule A
One month’s sample menus – Schedule B
![Page 13: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/13.jpg)
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
![Page 14: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/14.jpg)
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
![Page 15: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/15.jpg)
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)
![Page 16: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/16.jpg)
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
![Page 17: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/17.jpg)
Invitation to Bid Contracts over $150,000
Instructions in Appendix C
– Advertise in newspaper
– Formal bid invitations
– Formal bid opening
– Formal awarding of bids
![Page 18: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/18.jpg)
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
![Page 19: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/19.jpg)
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
![Page 20: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/20.jpg)
Federal Regulations
Limit the duration of contracts to one year
Option of yearly renewals Not to exceed four Additional years
![Page 21: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/21.jpg)
If you contract for food service, you must use the State approved forms and follow special procedures. Refer to Appendix C
![Page 22: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/22.jpg)
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.
![Page 23: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/23.jpg)
Happy Meal Hamburger
– Meat
– Bun French Fries Coke
+ Lettuce & Tomato
+ Milk
![Page 24: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/24.jpg)
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)
![Page 25: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/25.jpg)
Organize Your CACFP Records(page 76)
![Page 26: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/26.jpg)
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
=
![Page 27: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/27.jpg)
Income Eligibility Forms
Organize in Notebook by Fiscal Year– IEF Applications alphabetical
– Place ethnic/data sheet in notebook
![Page 28: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/28.jpg)
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
![Page 29: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/29.jpg)
Multi–site Records
Annual Training Documentation Sponsor Monitoring Form Any other required documentation
related to the Monitoring Form
![Page 30: Procurement and Food Service Contracts Pages 57-60.](https://reader035.fdocuments.in/reader035/viewer/2022062715/56649dab5503460f94a9abd3/html5/thumbnails/30.jpg)
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!