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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.

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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

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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 forProcurement:

State/local governments: 7 CFR 3016.36 Non-profits: 7 CFR 3019.44

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Procurement Framework

Informal procurement Small Purchase Threshold

Formal procurement Competitive Sealed Bidding

Competitive Negotiation

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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:

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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:

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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.

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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 todelivery

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 (GoodAgricultural 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 StateCornellUC DavisPenn State

Initiates

conversation

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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?

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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.

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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.

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Specifications

Bid specification: Apples

Price per case: $15.0020

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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

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Specifications

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

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Direct from FarmerFarmers MarketBroadline Distributor

Produce DistributorProduce CooperativeSchool Garden

..or a combination

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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

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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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website:www.fns.usda.gov/cnd/F2S

Resources

USDA Grants

Policy

Team Updates

Site visits

Webinars

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Questions and Discussion

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