SFA TO SFA VENDED MEALSAND
CONSOLIDATION OF SCHOOL NUTRITION PROGRAMS
SCHOOL YEAR 2020-2021
TODAY’S WEBINAR
This recorded webinar is available through SNEARS (School Nutrition Electronic Application and Reimbursement System) under the “Trainings” heading
The power point slides for this webinar are available in SNEARS “Resources” under the Training Presentations tab
Forms referenced in this webinar are available in SNEARS “Resources” under the Vended Meals Documents tab
“Resources” and “Trainings” in SNEARS are accessible to everyone, even if not one of the five School Food Authority (SFA) designated authorized users in SNEARS
Questions can be submitted to: [email protected]
LEARNING OBJECTIVES
Understand contracts for School Food Authority to School Food Authority (SFA to SFA) Vended Meals
Understand the Agreement for SFAs to Consolidate School Nutrition Programs with another SFA
Understand the responsibility of both parties in each of the above agreements
Understand the process for submission to the State Agency (SA)
Receive approval from the SA
SFA TO SFA VENDED MEALS OVERVIEW
A “Vending SFA” prepares meals for a “Recipient SFA” Vending SFA can provide meals only to the “Recipient SFA”. No
on-site labor or other services can be provided by the Vending SFA
Vending SFA must provide complete meals (with or without milk only). No other component of the meal can be excluded, i.e. fruit or vegetable
Recipient SFA must designate an employee who is responsible as the food service director for the program
The State Agency SFA to SFA Contract must be used (Form #56) Contracts are effective for one year only
If the Recipient SFA does not have sufficient labor to operate the School Nutrition Program (SNP), the SFA must either procure a food service management company (FSMC) contract or Consolidation Agreement
PROFESSIONAL STANDARDS
Recipient SFAs receiving vended meals must designate an employee who is responsible as the food service director for the program
Minimum Professional Standard training requirements/hours must be met for the designated food service director and all SFA staff who work regularly with the meal program
SFA must document training activities
Detailed information on Professional Standards requirements, including a training tracking tool and informational webinar is available in SNEARS
PROCUREMENT REQUIREMENTS
A Recipient SFA contracting for vended meals with a Vendor SFA is not exempt from procurement requirements
SFA Procurement requirements include:
A written Code of Conduct for Procurement
Procurement procedures
Templates available in SNEARS/Resources/Procurement:
Procurement Procedures for SFAs (#326)
Sample Code of Conduct for Procurement (#327)
Sample Procurement Procedures for SFAs (#383)
SAMPLE SFA-SFA CONTRACT (Form #56)
Sample contract can be found in:
School Nutrition Electronic Application & Reimbursement System (SNEARS)
Resources
Vended Meal Documents
The sample contract is a roadmap as to what will be needed when information is entered into ECAS
Do not complete and submit hard copy of form. It is for reference only
Recipient SFA will use the Electronic Contract Approval System (ECAS) to enter Contract
Updates to ECAS are currently in progress
To ensure accurate completion of ECAS processes, Recipient SFA should not submit contract until after May15, 2020
Contract submission deadline is June 30, 2020
Public and charter schools must have Board of Education approval before submitting SFA to SFA contract
SFA TO SFA VENDED MEALS CONTRACT SUBMISSION
RECIPIENT SFA must complete contract template in ECAS following directions on each screen
Access to ECAS is available after signing into SNEARS
SA approval, non approval and other notification emails will come through ECAS
SFA should verify that the certifier and alternate certifier email addresses in SNEARS are correct to ensure emails sent through ECAS are received
SUBMISSION OF CONTRACT FOR SA APPROVAL (CONT.)
Changes or amendments to SFA to SFA contract are not allowed
SFAs cannot sign any other SFA to SFA contract either in place of or in addition to the SA contract
Sections in the contract where the SFA must choose an option (“SFA Must Check”) and/or indicate information in a “blank space” MUST be completed in order to receive approval
Contracts missing information will not be able to move forward in ECAS
Contracts will be tracked with a unique contract approval number
COMPLETING THE CONTRACT TEMPLATE IN ECAS
Things to consider before completing contract:
Use current meal count numbers to estimate number of meals needed
Determine delivery time and methods
Take into consideration any changes that will take place in the upcoming year
Examples are:
Adding additional classrooms or sites
Adding Breakfast or After School Snacks
Breakfast in the classroom (Service change)
Next slides will go through each section of the contract to assist in completion
SECTION 1-PURPOSE AND TERM
The purpose of the contract is for the Recipient SFA to purchase meals for its food service program from the Vendor SFA
Vendor SFA will provide the vended meals to the Recipient SFA’s school site(s) stated in the contract
The term of the contract is for one year only from:
TO TOJuly 1 June 30
SECTION II - MEAL REQUIREMENTS
Vendor SFA will provide the following meals that meet all requirements set forth in regulations:
(Check all that apply): Lunch – 7 CFR Section 210.10
Breakfast – 7 CFR Section 220.8
After School Snacks – 7 CFR Section 210.10
At Risk After School Meals (Dinner) 7 CFR Section 226.20
SECTION III – MILK
Check one: Vendor SFA will provide meals with milk
or Vendor SFA will provide meals without milk
Recipient SFA will purchase milk separately*
*Note: milk must be properly procured
SECTION IV - MENUS
Vendor SFA will provide meals on the following days of the week:
Check applicable days of the week
Vendor SFA will provide menus. Recipient SFA must:
Check frequency (weekly, biweekly, monthly)
Check how far in advance of effective date menus will be provided (5, 10, or 30 days)
Check advance notice time required for Recipient SFA to request additional items from Vendor SFA
SECTION V - DELIVERY
Delivery of meals (Check one):
Vendor SFA will deliver meals
Recipient SFA will pick up meals
Delivery slips are required to count and verify meal components, food temperatures and any discrepancies that must be addressed and corrected
SA sample forms or locally developed delivery slips can be used. The updated SA forms are:
SFA-SFA Vended Meal Delivery Ticket Pre-plate (Form #114SFAPreplate)
or SFA-SFA Vended Meal Delivery Ticket Bulk
(Form #114SFABulk)
SECTION VI – PACKAGING
Indicate how Vendor SFA will provide meals:
Unitized (prepared individual unitized meals in appropriate containers)
Bulk quantities in appropriate containers
Indicate if any other items are required with meals: Eating utensils, condiments, paper goods, serving
utensils, disposable meal trays, other items
If no other items are required, indicate “None”
SECTION VII - USDA FOODS
Meal prices in the contract must not include a credit for USDA foods
Indicate the following: Vendor SFA will not utilize the Recipient SFA’s USDA
foods or
Vendor SFA will utilize the Recipient SFA’s USDA foods and will give a per meal credit of: $ enter amount
SECTION VIII - BUY AMERICAN
Vendor and Recipient SFAs must meet Buy American requirements, including that:
Domestic grown and processed foods are used to the maximum extent possible
Recipient SFA is required to monitor SFA vendor compliance with the Buy American Provision
SFA to SFA contract template for 2020-2021 includes updated and expanded language regarding Buy American procedures
For more information, refer to the USDA Buy American Fact Sheet posted in SNEARS/Resources/Procurement
SECTION IX – BILLING
Vendor SFA must submit a written invoice to Recipient SFA on a monthly basis
Recipient SFA will make payment to vendor SFA within (choose one): 35, 45 or 60 days
SECTION X - CHARGES
Meal prices for each meal type must include delivery
The Recipient SFA must complete the following information by meal type and grade group:
Unit price per meal
Estimated number of meals per day
Number of serving days Annual estimated cost by meal and total cost will
calculate automatically in ECAS
SECTION X. CHARGES SCREEN
SECTION XI – LABORSECTION XII – HEALTH & SANITATION
Labor No on-site labor can be provided by the Vendor SFA or
FSMC operating the food service program at the Vendor SFA
Health and Sanitation Vendor SFA will maintain applicable State and local
health certifications
Vendor SFA will follow Hazard Analysis Critical Control Point (HACCP) procedures
Vendor SFA will keep and maintain all HACCP food safety records
SECTION XIII – RECORD KEEPING
Recipient SFA will maintain daily production records. Vendor SFA will complete applicable sections or provide required info to Recipient SFA
Vendor SFA will provide records such as standardized recipes, nutrition fact labels, Child Nutrition (CN) labels, manufacturer product formulation statements, etc. for all meals
Vendor SFA agrees to allow access to all documentation related to this contract and retain all records for a minimum of three years from the date of final payment
SECTION XIV – CLAIMS FOR REIMBURSEMENTSECTION XV - TERMINATION
Claims for Reimbursement
Recipient SFA is responsible for point-of-service meal counts and completing and submitting claims for reimbursement
Termination
Either Party may cancel this contract at any time by giving 30 days written notification to the other party. (See contract for specific contract language)
SECTION XVI – RECIPIENT SFA SCHOOLS RECEIVING VENDED MEALS
For each school under Recipient SFA, complete:
Name and address of school
School type (ES, MS, HS, ungraded)
Meal Pattern grade grouping (K-5, K-8, 6-8, 9-12)
Vended Meals that will be provided at the school (Breakfast, Lunch, Snack, Dinner)
CERTIFICATION STATEMENTS AND FINAL CONTRACT
After information is entered into ECAS and pre-approved by the SA, a Certification and Agreement Page can be printed from ECAS
Signature page includes certification statements and must be signed by both School Business Administrators/Administrators
Final approval will take place after signed document is uploaded
Recipient SFA must print contract and signed certification document. Keep a copy and provide a copy to the Vendor SFA
Appropriate documentation (including but not limited to contract, delivery receipts and production records) must be maintained at the recipient SFA for 3 years after the current year
CONSOLIDATION AGREEMENT OVERVIEW
The Consolidation Agreement is a document where by all legal and financial authority, duties and obligations associated with operating the School Nutrition Programs are transferred from the Relinquishing SFA to the Sponsor SFA
The Sponsor SFA accepts ALL legal and financial authority, duties and obligations associated with operating the Relinquishing SFA’s School Nutrition Programs
Obligations and duties include but are not limited to:
Determining eligibility for free and reduced price meals
Meal counting and claiming reimbursement
Maintaining all SNP records
Planning menus and production records
Overseeing revenue and expense
See detailed list of obligations and duties in the Agreement
SAMPLE CONSOLIDATION AGREEMENT (FORM #72)
Sample Agreement (#72) can be found in:
School Nutrition Electronic Application System (SNEARS)
Resources
Vended Meal Documents
The sample agreement is a roadmap as to what will be needed when information is entered into ECAS
Do not complete and submit hard copy of form. It is for reference only
SPONSOR SFA MUST ENTER INFORMATION AND SUBMIT CONSOLIDATION AGREEMENT IN ECAS
RELINQUISHING SFA CANNOT COMPLETE THE CONSOLIDATION AGREEMENT
Note: The Sponsor SFA must also add the Relinquishing SFA as a site in the Application Packet under “Site Details” in SNEARS before starting the agreement
SUBMISSION OF CONSOLIDATION AGREEMENT IN ECAS
Sponsor SFA will use the Electronic Contract Approval System (ECAS) to enter consolidation agreement
Updates to ECAS are currently in progress
To ensure accurate completion of ECAS processes, Sponsor SFA should not submit Agreement until after May15, 2020
Agreement submission deadline is June 30, 2020
Public and charter schools must have Board of Education approval before submitting Consolidation Agreement
Additional documents may be required
CONSOLIDATION AGREEMENT SUBMISSION IN ECAS(CONT.)
SPONSOR SFA must complete Agreement template in ECAS following directions on each screen
Access to ECAS is available after signing into SNEARS
SA approval, non approval and other notification emails will come through ECAS
Sponsor SFA should verify that the certifier and alternate certifier email addresses in SNEARS are correct to ensure emails sent through ECAS are received
COMPLETING THE CONSOLIDATION AGREEMENT TEMPLATE IN ECAS
Numbers 1-5 on Agreement template:
1. Relinquishing SFA transfers authority to Sponsor SFA & effective dates
2. Relinquishing SFA address
3. Sponsor SFA address
4. Sponsor SFA Agreement Number
5. Relinquishing SFA is (check appropriate box):
Public or Non-Public (DOE ID#)
CONSOLIDATION AGREEMENT #6 AND #7
6. Sponsor SFA shall assume authority, duties and obligations for the following programs (check all that apply):
Lunch – 7 CFR Section 210.10
Breakfast – 7 CFR Section 220.8
After School Snacks – 7 CFR Section 210.10
At Risk After School Meals (Dinner) 7 CFR Section 226.20
7. Food service employees of the Relinquishing SFA will be employed by (check appropriate box):
Relinquishing SFA
Sponsor SFA
Sponsoring SFA Food Service Management Company
CONSOLIDATION AGREEMENT- #8
8. In the event the Sponsor SFA is not in session and the Relinquishing SFA is in session, indicate choice:
Reimbursable meals will not be served or claimed
Relinquishing SFA will provide meals and record meal counts by eligibility category
Sponsoring SFA will provide and record meal counts by eligibility category
Relinquishing SFA will provide non-reimbursable meals and meals will not be claimed for reimbursement
Sponsoring SFA will provide meals and Relinquishing SFA will record meal counts by eligibility category
CONSOLIDATION AGREEMENT- #9 AND #10
9. All legal and financial authority, duties and obligations associated with operating the School Nutrition Programs designated are transferred from the Relinquishing SFA to the Sponsor SFA
10.The Sponsor SFA accepts all legal and financial authority, duties and obligations associated with operating the Relinquishing SFA’s School Nutrition Programs
See list of obligations and duties in Agreement document
CONSOLIDATION AGREEMENT #11, #12 and #13
11. The parties agree to cooperate fully with each other in the performance of this agreement and will meet on a quarterly basis to discuss the status, and to amicably resolve any issues associated with the School Nutrition Programs
12. The agreement remains in effect for a 1 year term unless terminated by notice (60 days) from one party to the other
13. List the Relinquishing SFA Schools including:
School name and address
School type (ES, MS, HS, Ungraded)
Meal pattern grade group (K-5, K-8, 6-8, 9-12)
Meals provided (Breakfast, Lunch, Snack, Dinner)
FINAL CONSOLIDATION AGREEMENT
After all information is entered into ECAS and pre-approved by the State Agency, the Certification and Agreement Page can be printed from ECAS and must be signed by both School Business Administrators/Administrators
Final approval will take place after signed document is uploaded into ECAS
Sponsor SFA will receive final approval email
Sponsor SFA must print Agreement and signed certification document, keep a copy on file and provide a copy to the Relinquishing SFA
Appropriate documentation must be maintained by the Sponsor SFA for 3 years after the current year
ACCESSING FORMS AND WEBINARS
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FOR AUTHORIZED USERS IN SNEARS:
Forms, go to:SNEARS/Resources/Vended Meal DocumentsSNEARS/Resources/Procurement
Recorded webinars, go to:SNEARS/Training
Webinar power point presentations, go to:SNEARS/Resources/Training Presentations
TRAINING/RESOURCES ACCESS FOR EVERYONE ELSE
The general public can access links (see arrow below) for Resources and Trainings from the NJDA’s School Nutrition Programs webpage at:
https://www.state.nj.us/agriculture/divisions/fn/childadult/school.html
CONTACT INFO
For questions regarding contracts/consolidation agreements/procurement for school year 2020-2021, contact the Contract/Procurement Unit of the School Nutrition Programs by email at:
For general school nutrition program questions regarding meal patterns, student eligibility, administrative reviews, etc. contact the School Nutrition Unit at:
609-984-0692
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SFA-SFA VENDED MEALS AND CONSOLIDATION AGREEMENT
This webinar can count toward 1 hour of professional standards training:
Key Area- Operations
Learning Topic- Purchasing/Procurement
Topic Code – 2400
Department of Agriculture
School Nutrition Programs
609-984-0692
www.nj.gov/agriculture
USDA is an equal opportunity provider and employer
THANK YOU FOR PARTICIPATING
Disclaimer: This presentation was provided as technical assistance to provide a general framework of the process of SFA to SFA vending or Consolidation Agreements. SFAs are advised to review all reference materials and applicable federal, state and local law to ensure compliance. In addition, seeking legal counsel or advice is recommended when procuring a contract/agreement of any kind