produce safety - procurement
TRANSCRIPT
-
7/28/2019 Produce Safety - Procurement
1/27
-
7/28/2019 Produce Safety - Procurement
2/27
Objectives
At the end of this session, participants will beable to:
1. Identify mechanisms and procedures forschools to use when purchasing local, farmfresh products.
2. Describe purchasing specifications for freshproduce that result in obtaining the desiredproduct.
2
-
7/28/2019 Produce Safety - Procurement
3/27
General Procurement
Most important principle of sound procurementis that it is competitive
Free and open competition means that
all suppliers are on a level playing fieldand have the same opportunity tocompete
Procurement procedures may never undulyrestrict or eliminate competition
3
-
7/28/2019 Produce Safety - Procurement
4/27
What regulations must SFAs
follow? Program Regulations for Procurement:
NSLP: 7 CFR 210.21
SBP: 7 CFR 220.16
Uniform Administrative Requirements forProcurement:
State/local governments: 7 CFR 3016.36 Non-profits: 7 CFR 3019.44
4
-
7/28/2019 Produce Safety - Procurement
5/27
Procurement Framework
Informal procurement Small Purchase Threshold
Formal procurement Competitive Sealed Bidding
Competitive Negotiation
5
-
7/28/2019 Produce Safety - Procurement
6/27
Develop your specs inwriting
Identify sourceseligible, able, andwilling to provide
products
Contact at least threesources
Evaluate bidders
response to your specs
Determine mostresponsive andresponsible bidder at
lowest price
Informal Procurement:
-
7/28/2019 Produce Safety - Procurement
7/27
Develop solicitationand incorporate geo
preference points intoscoring criteria
Publicly announce theIFB/RFP
Evaluate bidders usingestablished criteria
Producers of locally-grown unprocessed
products receive extrapoints in scoring
Determine mostresponsive andresponsible bidder at
lowest price
Formal Procurement:
-
7/28/2019 Produce Safety - Procurement
8/27
Get the word out
Mail bid documents to interested farmers.Include your letter or notice of intent,
vendor information questionnaire, andproduct availability and pricing forms aswell as instructions for farmers oncompleting the forms and returning themto you for evaluation.
8
-
7/28/2019 Produce Safety - Procurement
9/27
-
7/28/2019 Produce Safety - Procurement
10/27
Other Bid Considerations
Climate controlled trucks for delivery GAP/GHP certification of sources
Vendor HACCP plan
Definition of local
Identify number of days from harvest todelivery
Product traceability documentation
10
-
7/28/2019 Produce Safety - Procurement
11/27
Liability Insurance
Food product liability
General farm liability
11
-
7/28/2019 Produce Safety - Procurement
12/27
What are your options?
Require a formal GAP (GoodAgricultural Practices) audit
Require self-assessment checklist
12
-
7/28/2019 Produce Safety - Procurement
13/27
GAPs Resources
GAP Websites FDA, Cornell, Penn State, UC Davis, and others
Extension Offices State Agricultural Departments
Health Departments
Farm to school
Other farmers
13
-
7/28/2019 Produce Safety - Procurement
14/27
What are your options?
Checklists Iowa StateCornellUC DavisPenn State
Initiates
conversation
14
-
7/28/2019 Produce Safety - Procurement
15/27
Bid Provisions that are not productspecific
Length of bid: Bid period. 30 days, Monthly,Season
Frequency of Delivery:Weekly, Bi-weekly Payment Frequency Number of sites deliveries will be made to
(include locations and addresses). Also indicatewhere the delivery is to be made, e.g. to loadingdock, into the milk cooler, or inside kitchen door.
On what basis the bid will be awarded. Low-bidder or low bidder that meets the specifications. How orders will be transmitted?
15
-
7/28/2019 Produce Safety - Procurement
16/27
-
7/28/2019 Produce Safety - Procurement
17/27
Packaging:A local farmer may sell product in25 pound boxes, but the SFA may needlighter/smaller packaging in order for staff tocarry.
Food Safety: Include a checklist of questionsfor the farmer to complete regarding theiragricultural practices(http://www.fns.usda.gov/fns/safety/pdf/best_
practices.pdf) Delivery: Establish a delivery day and time for
products.
17
-
7/28/2019 Produce Safety - Procurement
18/27
Size: Indicate the size an apple must be toqualify as part of a reimbursable meal, so thatexpectations are set up front.
Quantity: Farmers and SFAs sometimes speakdifferent languagesschools may not be usedto ordering apples in bushels; be aware oflanguage barriers.
Quality: Indicate that lettuce must be ahealthy green color with no brown leaves.
Cleanliness: Indicate that lettuce should beclean.
18
-
7/28/2019 Produce Safety - Procurement
19/27
19
-
7/28/2019 Produce Safety - Procurement
20/27
Specifications
Bid specification: Apples
Price per case: $15.0020
-
7/28/2019 Produce Safety - Procurement
21/27
Specifications
Bid specification:
Apples, McIntosh,40 lb. case, 125 count, U.S. ExtraFancy or U.S. Fancy only, quantity to
be purchased during bid period: 200
21
-
7/28/2019 Produce Safety - Procurement
22/27
Specifications
22
U.S. Extra Fancy- $26.00 U.S. Fancy- $23.00
-
7/28/2019 Produce Safety - Procurement
23/27
Direct from FarmerFarmers MarketBroadline Distributor
Produce DistributorProduce CooperativeSchool Garden
..or a combination
23
-
7/28/2019 Produce Safety - Procurement
24/27
Ability to Purchase Locally GrownWhat are your procurement procedures?
Do contracts contain exclusivity clauses? Is produce on the prime vendor contract?
Do you also use independent produce distributors?
To how many locations do you have produce delivered?
How many deliveries are made per week per location and atwhat times?
How do you prefer to place orders? Internet, phone, fax, e-mail?
How often do you place orders? Monthly, weekly, specific day ofthe week?
What areyour payment procedures? For instance, how long willit take for your payment to be received?
What is district policy on insurance and liability?24
-
7/28/2019 Produce Safety - Procurement
25/27
After the Purchase
Receive or reject
Inspect the delivery vehicle
Take and record temperatures Safely store, handle, and serve
25
-
7/28/2019 Produce Safety - Procurement
26/27
website:www.fns.usda.gov/cnd/F2S
Resources
USDA Grants
Policy
Team Updates
Site visits
Webinars
26
http://www.google.com/imgres?imgurl=http://afteramerica.files.wordpress.com/2010/01/usda-logo.jpg&imgrefurl=http://afteramerica.wordpress.com/2010/01/08/the-coming-starvation-in-america-2010/&usg=__YAWqMs39NTldjfFYFYQhoalT0ao=&h=976&w=1352&sz=159&hl=en&start=2&itbs=1&tbnid=EEUnXPtTf6my4M:&tbnh=108&tbnw=150&prev=/images?q=usda&hl=en&gbv=2&tbs=isch:1 -
7/28/2019 Produce Safety - Procurement
27/27
Questions and Discussion
27