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Produce SafetyProcurement and

SpecificationsPresented by: Diane Preston, RD, LD

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ObjectivesAt the end of this session, participants will be able to:1. Identify mechanisms and procedures

for schools to use when purchasing local, farm fresh products.

2. Describe purchasing specifications for fresh produce that result in obtaining the desired product.

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General ProcurementMost important principle of sound

procurement is that it is competitiveFree and open competition means that all suppliers are on a level playing field and have the same opportunity to compete

Procurement procedures may never unduly restrict or eliminate competition

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What regulations must SFAs follow?

Program Regulations for Procurement:NSLP: 7 CFR 210.21 SBP: 7 CFR 220.16

Uniform Administrative Requirements for Procurement:State/local governments: 7 CFR

3016.36Non-profits: 7 CFR 3019.44

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Procurement Framework

Informal procurementSmall Purchase Threshold

Formal procurementCompetitive Sealed BiddingCompetitive Negotiation

Develop your specs in writing

Identify sources eligible, able, and willing to provide

products

Contact at least three sources

Evaluate bidders’ response to your

specs

Determine most responsive and

responsible bidder at lowest price

Informal Procurement:1

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Develop solicitation and incorporate geo

preference points into scoring

criteria

Publicly announce the IFB/RFP

Evaluate bidders using established

criteria

Producers of locally-grown unprocessed

products receive extra points in

scoring

Determine most responsive and

responsible bidder at lowest price

Formal Procurement:1

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Get the word out

• Mail bid documents to interested farmers. Include your letter or notice of intent, vendor information questionnaire, and product availability and pricing forms as well as instructions for farmers on completing the forms and returning them to you for evaluation.

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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

to delivery• Product traceability documentation

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Liability Insurance

• Food product liability• General farm liability

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What are your options?

• Require a formal GAP (Good Agricultural Practices) audit

• Require self-assessment checklist

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GAPs Resources• GAP Websites– FDA, Cornell, Penn State, UC Davis, and

others• Extension Offices• State Agricultural Departments• Health Departments• Farm to school • Other farmers

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What are your options?• Checklists– Iowa State–Cornell–UC Davis–Penn State

• Initiates conversation

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Bid Provisions that are not product specific

• 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 indicate where the delivery is to be made, e.g. to loading dock, 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?

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How SFAs Can Purchase from Local Producers?

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Carefully draft specs for products

• Packaging: A local farmer may sell product in 25 pound boxes, but the SFA may need lighter/smaller packaging in order for staff to carry.

• Food Safety: Include a checklist of questions for the farmer to complete regarding their agricultural practices (http://www.fns.usda.gov/fns/safety/pdf/best_practices.pdf)

• Delivery: Establish a delivery day and time for products.

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Carefully draft specs for products

• Size: Indicate the size an apple must be to qualify as part of a reimbursable meal, so that expectations are set up front.

• Quantity: Farmers and SFAs sometimes speak different languages—schools may not be used to ordering apples in “bushels;” be aware of language barriers.

• Quality: Indicate that lettuce must be a healthy green color with no brown leaves.

• Cleanliness: Indicate that lettuce should be clean.

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SpecificationsBid specification: Apples

Price per case: $15.00

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SpecificationsBid specification:

Apples, McIntosh, 40 lb. case, 125 count, U.S. Extra Fancy or U.S. Fancy only, quantity to be purchased during bid period:

200

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Specifications

U.S. Extra Fancy- $26.00 U.S. Fancy- $23.00

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Channels to Local Purchasing

Direct from FarmerFarmers’ MarketBroadline DistributorProduce DistributorProduce CooperativeSchool Garden

…..or a combination

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Ability to Purchase Locally Grown• What 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 at what times?• How do you prefer to place orders? Internet, phone, fax, e-mail?• How often do you place orders? Monthly, weekly, specific day of the week?• What are your payment procedures? For instance, how long will it take for your payment to be received?• What is district policy on insurance and liability?

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After the Purchase• Receive or reject• Inspect the delivery vehicle• Take and record temperatures• Safely store, handle, and serve

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Farm to School Website

website: www.fns.usda.gov/cnd/F2SResourcesUSDA GrantsPolicyTeam UpdatesSite visitsWebinars

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Questions and Discussion