Produce Safety Procurement and Specifications Presented by: Diane Preston, RD, LD 1
Dec 14, 2015
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Produce Safety
Procurement and Specifications
Presented by: Diane Preston, RD, LD
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Objectives
At 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 Procurement
Most important principle of sound procurement is that it is competitive
Free 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:
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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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Specifications
Bid specification: Apples
Price per case: $15.00
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Specifications
Bid 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