Produce Safety

Procurement and Specifications

Presented by: Diane Preston, RD, LD

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

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 3016.36 Non-profits: 7 CFR 3019.44

Procurement Framework
Informal procurement Small Purchase Threshold Formal procurement Competitive Sealed Bidding Competitive Negotiation

Informal Procurement:
Develop your specs in writing

Determine most responsive and responsible bidder at lowest price

Identify sources eligible, able, and willing to provide products

Evaluate bidders response to your specs

Contact at least three sources

Formal Procurement:
Develop solicitation and incorporate geo preference points into scoring criteria Determine most responsive and responsible bidder at lowest price

Publicly announce the IFB/RFP

Producers of locallygrown unprocessed products receive extra points in scoring

Evaluate bidders using established criteria

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.

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. Lowbidder or low bidder that meets the specifications. How orders will be transmitted?
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 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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 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 languagesschools 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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Direct from Farmer Farmers Market Broadline Distributor Produce Distributor Produce Cooperative School 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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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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