school nutrition procurement training part 2

o Forecasting for your district

o Writing a Specification

o Contract Management

o Handouts and Resources

Solicitations and specifications start with the

planning based on the size and scope of your

program operations through:

o Accounting

o Budgeting

o Forecasting

o Future needs of program

Solicitations communicate what is needed for

purchasing

Need may be based on prior year numbers adjusted

for changes projected for the upcoming year.

o Average Daily Participation, Revenues, Expenditures, etc.,

to estimate needs

o Adjustments may include changes such as Community

Eligibility Provision, re-zoning of schools, if applicable

Research the marketplace

What Programs are operated?o Self-operating, on-site food preparation, central

kitchen

How many schools

What is the total enrollment?

What is the average daily participation?

What is the estimated value of the purchases in the solicitation?

Does the scope include purchased items and distribution services (for example delivery to one warehouse location or all school sites)

Contract duration dates

What is the Average Daily Participation (ADP)

o BY SITE, or

o All locations total, or

o By Elementary, Middle, and High School

• (if different menus are served by age/grade level

Do you know your sites ADP?

School District Specification Worksheet on Average Daily Participation (ADP)Must be completed by the SFA

Site

Na

me

En

rollm

en

t Reimbursable

Lunches Extra Sales

Reimbursable

Breakfasts Extra Sales

Extra

SalesOther

Sales

Paid

Fre

e

Re

du

ce

d

Stu

de

nt

Ad

ult

Paid

Fre

e

Re

du

ce

d

Stu

de

nt

Ad

ult

Stu

dent

Ad

ult

TOTALS 0 0 0 0

$

-

$

- 0 0 0

$

-

$

-

$

-

$

-

$

-

Expenses based on the prior yearo If solicitation includes all food purchases for a period, the

amount of purchases for this period helps vendors

understand the scope of the contract (size, potential value,

etc.)

The contract period may adjust the estimated

expenditures

o One time delivery versus weekly delivery

o Annual versus monthly (produce for example)

Example: ADP for meals- 18,210 meals/day

Elementary: 10, 575 lunches/day + 5,375

breakfasts/day

Middle: 3,735 lunches/day + 1,924

breakfasts/day

High Schools: 4,900 lunches/day + 521

breakfasts/day

o Extra sales: 3,000 meal equiv. or $ value total

Informal Purchases (Below $150,000)

o Micro purchase (Below $3,500)

o Small purchase ($0-150,000)

Formal (above $150,000)

o Invitation for Bid (IFB)

o Competitive Proposals (Request for Proposals)

o Please Review Chart in your packets!

Count the number of times an item is served

o Per month - gives vendors an idea of monthly use

o Total quantity over a period of time

Multiply the number of times served by the

ADP

o Per month provides vendors usage information

o Total estimated quantities provides information for

bid evaluation purposes

o Look at your highest volume products first

MONDAY CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING CHOICE OF 1/SERVING CHOOSE 1/SERVING

8.24CHICKEN

NUGGETS W/STEAMED CARROTS

FRESH FRUIT

PASTA - 1/2 CUP

OFFER MIN. 2 CHOICES

CATSUP PKG - 1 OZ

9.21 MAC & CHEESE (1/2 CUP)MIN. 2

CHOICES

WG BREADING .5

OZSKIM

FLAVORED: MUSTARD PKG-.5 OZ

10.19LETTUCE +

TOMAPPLES -

RED/GREENWG DELI

FLATCHOC/STRA

WBERRY

LOWFAT RANCH- 1

OZ

11.16DELI

SANDWICH(1/4 + 1/8

CUP)APPLESAUC

E 1.5 OZ1%

UNFLAVOREDFF ITALIAN

- 1 OZ

12.14 CHEF SALADGREEN LEAF

+ TOM 1/2 CUPWW

CRACKERSFF 1000 IS.

- 1 OZ

1.04(1.5 M/MA + .5

OZ M/MA1 CUP + 1/8

CUP 2 PKG = 1 OZ

Elementary Menu for August 24, 2015-January 9, 2016

MONDAY CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING CHOICE OF 1/SERVING CHOOSE 1/SERVING

8.24 CHICKEN NUGGETS W/ STEAMED CARROTS FRESH FRUIT PASTA - 1/2 CUP OFFER MIN. 2 CHOICES CATSUP PKG - 1 OZ

9.21 MAC & CHEESE (1/2 CUP) MIN. 2 CHOICES WG BREADING .5 OZ SKIM FLAVORED: MUSTARD PKG-.5 OZ

10.19 LETTUCE + TOM APPLES - RED/GREEN WG DELI FLAT CHOC/STRAWBERRY LOWFAT RANCH- 1 OZ

11.16 DELI SANDWICH (1/4 + 1/8 CUP) APPLESAUCE 1.5 OZ 1% UNFLAVORED FF ITALIAN - 1 OZ

12.14 CHEF SALAD GREEN LEAF + TOM 1/2 CUP WW CRACKERS FF 1000 IS. - 1 OZ

1.04 (1.5 M/MA + .5 OZ M/MA 1 CUP + 1/8 CUP 2 PKG = 1 OZ

TUESDAY CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING CHOICE OF 1/SERVING CHOOSE 1/SERVING

8.25 TACO SALAD PINTO BEANS FRESH FRUIT WG TCO CHIPS - 1 OZ OFFER MIN. 2 CHOICES SALSA - 1 OZ

9.22 2 OZ M/MA 1/2 CUP MIN. 2 CHOICES CINN. ROLL - 2 OZ SKIM FLAVORED: CATSUP PKG - 1 OZ

10.20 LETTUCE + TOM GRAPES/BANANA WG DELI FLAT CHOC/STRAWBERRY MUSTARD PKG-.5 OZ

11.17 DELI SANDWICH (1/4 + 1/8 CUP) CANNED PEACHES 1.5 OZ 1% UNFLAVORED LOWFAT RANCH- 1 OZ

12.15 CHEF SALAD GREEN LEAF + TOM 1/2 CUP WW CRACKERS FF ITALIAN - 1 OZ

1.05 (1.5 M/MA + .5 OZ M/MA 1 CUP + 1/8 CUP 2 PKG = 1 OZ FF 1000 IS. - 1 OZ

WEDNESDAY CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING

8.26 CHEESE PIZZA FRESH SALAD FRESH FRUIT WG PIZZA CRUST OFFER MIN. 2 CHOICES

9.23 2 OZ M/MA 1 CUP + 1/8 CUP MIN. 2 CHOICES 2 OZ SKIM FLAVORED: CATSUP PKG - 1 OZ

10.21 LETTUCE + TOM PEAR/APPLE WG DELI FLAT CHOC/STRAWBERRY MUSTARD PKG-.5 OZ

11.18 DELI SANDWICH (1/4 + 1/8 CUP) CANNED PEARS 1.5 OZ 1% UNFLAVORED LOWFAT RANCH- 1 OZ



THURSDAY CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING CHOOSE 1/SERVING

8.27 HAMBURGER ON BUN CORN - 1/2 CUP FRESH FRUIT HAMBURGER ON BUN OFFER MIN. 2 CHOICES

9.24 2 OZ M/MA LETTUCE + TOM MIN. 2 CHOICES 1.75 OZ SKIM FLAVORED: CATSUP PKG - 1 OZ

10.22 (1/4 + 1/8 CUP) APPLE/ORANGE WG DELI FLAT CHOC/STRAWBERRY MUSTARD PKG-.5 OZ

11.19 DELI SANDWICH ALL SANDWICHES PINEAPPLE 1.5 OZ 1% UNFLAVORED LOWFAT RANCH- 1 OZ



Elementary Menu for August 24, 2015-January 9, 2016

Item Description: Serving Dates

Hamburger patties 8.27, 9.24, 10.22, 11.19, 12.17, 1.07

Chicken nuggets 8.24, 9.21, 10.19, 11.16, 12.14, 1.04

Pizza, Cheese 8.26, 9.23, 10.21, 11.18, 12.16, 1.06

If the ADP is 18,210, how many servings are needed based

on the serving dates provided above?

18,210 x 6 serving dates = 109,260 servings for each item

Velocity or Usage Reports from current year vendors

Will be able to show you past usage of your past menu

Will allow you to predict future usage amounts if variables

stay the same for the next school year

Will allow you to adjust future usage if you were to change

menu items or have a cycle menu offering

Will allow you to adjust future participation levels if

enrollment, ADP, or meal offerings change:

For example, Breakfast after the bell, CEP, enrollment

changes, school openings/closings due to growth or

reductions in your community workforce

SERVING

DATE

ITEM

DESCRIPTIO

N

CASE/PAC

K SIZE SPECIFICATION

DELIVERY: AS

ORDERED 1

WEEK

BEFORE

SERVING

ESTIMATE

D

QUANTITY BID UNIT

UNIT $

CS/#/EA

EXTENDED

PRICE

PURCHAS

E UNIT

MEAT/MEAT ALTERNATE

PRODUCTS $/CODE #

BEEF,

GROUND 4/5#

Grade A, Raw, 90%

lean, course ground,

100% beef no

extenders, unseasoned,

delivered hard frozen

(other specification as

required)

LIST DATES

BY THE

MONTH: AUG,

SEPT, OCT,

NOV, DEC, JAN

14,500

servings/date 20,000 #

$

-

$

-

BEEF PATTIE

192/2.5 oz,

CN label

Grade A, raw, 80% lean,

5% TVP, unseasoned,

IQF, delivered hard

frozen, CN label 2.5 oz

= 2oz Meat/Meat

Alternate

LIST DATES

BY THE

MONTH: AUG,

SEPT, OCT,

NOV, DEC, JAN

14,500

servings/date 72,500 SRV

$

-

$

-

CHEESE,

DELI-SLICED,

192/ .75 oz

servings in

100% real natural

cheese from cow's milk ,

approx. 20-25% less fat;

sliced from blocks with

paper separations;

nutrition information: not

APPROX. 1

CS/WEEK FOR

DAILY USE IN

CHEF SALADS

AND DELI

SANDWICHES,

PRIMARILY

USED WITH

CHICKEN

Clear and accurate description of technical

requirements

Can include statement of qualitative nature of

good/service which also outlines minimum

essential characteristics and standards

Cannot simply specify brand name, must be

“brand name or equal”

Remember: If the specifications are not clear,

the proposals the SFA receives may not meet

the SFA’s needs!

Menus must be written prior to this exercise

Item descriptions

Cycle menus are advantageous

Product details: (bulk, individually wrapped,

split units, form of the product)

Invoices would be helpful to review

Factors to consider:

o Grading

o Weight

o Quantity

o Form of food -- fresh,

frozen, canned

o Nutritional qualities, etc.

Informal Purchase (Below $150,000)

o Micro purchase (Below $3,500)

o Small purchase ($0-150,000)

Formal (above $150,000)

o Sealed Bid process (Invitation for Bid)

o Competitive Proposals (Request for Proposal)

o Non Competitive proposal (Single Source)

Cover Letter

Specification Request

School Calendar for upcoming year

Site Delivery locations & times

USDA Forms (debarment, etc)

Timeline, due dates, bonding requests etc.

Any other pertinent information with

procurement contact name, phone number,

email etc.

Add District specific

Information to your

Procurement packet

including contact

information to customize

your Procurement

proposals!

How do I evaluate Procurement materials?

Procurement Packet Checklist from Offerers

Is it Responsive to your request?

Is the vendor Responsible?

Ranking Matrix

Conflict of Interest Statement from evaluators

Insurance, bonding, references, questionnaires, etc

Independent Ranking Scores

Selection of Vendor

Evaluation materials are

specific to your site’s

Procurement request!

Documents may be

subject to State Agency review

& written approval

before contract is

executed!

RFP No. <Insert RFP Number Here>

<Insert School District/public entity Name Here>

RFP Template Proposal Evaluation

Name of Offeror

____________________________________

Date of Evaluation

EVALUATION COMMITTEE INSTRUCTIONS

This is the first meeting of the evaluation committee for RFP #_<Insert RFP

Number Here>. At this meeting, I shall distribute the original solicitation, the

Offeror’s proposals, team member briefings and reference questions. After

review and individual evaluation scoring of each proposal, we will discuss

questions and/or comments.

The evaluation committee will come to a consensus regarding which proposal(s)

is the most advantageous to the <Insert School District/public entity Name

Here>.

After reading the solicitation, please thoroughly review each proposal; the

“Scope of Work” and “the Special Instructions to Offerors” for the information

requested by the District. All comments should address the Offeror’s response to

our specific requirements of the solicitation.

Different products may require different methods

for quoting and evaluating prices

o Chicken nuggets-based on the number of servings

require a price/serving

• For example: chicken nuggets/case may be purchased in a

variety of pack sizes, 240-320 or more nuggets each with a

variety of sizes to equal CN- 2 oz Meat/meat alternate and

0.5-1 oz grain/ serving or

• The case price for products with 320 or 300 nuggets/cs may

have a case price that is more than the product with 240

nuggets. However, the serving cost may be less.

PRODUCT PACK: 240-320 NUGGETS/CASE OR

3-6 NUGGETS = 2.0 OZ M/MA

ESTIMATED QUANTITY: 1830 cases (if averaged 5/srvgs)

BID RESPONSES:

BID 1= 320/0.8 OZ NUGGETS (3=2.0 M/MA)o $50.88/CASE x 1830 cases = $93,110.40

BID 2= 240/0.6 OZ NUGGETS (4= 2.0 M/MA)o $36.00/CASE x 1830 cases =$65.880.00

PRODUCT PACK: 240-320 NUGGETS/CASE OR

3-6 NUGGETS MAY= 2.0 OZ M/MA

ESTIMATED QUANTITY: 93,000- 2.0 OZ M/MA SERVINGS

BID RESPONSES:

BID 1= $.48/SERVING, o PURCHASE UNIT = $50.88/CASE

BID 2= $.60/SERVING o PURCHASE UNIT IS $36.00/CASE

SCHOOL DISTRICT NAME: ABC DISTRICT Foods Approved for Purchase

Serving Dates: AUG. 1, 2015-JANUARY 8,

2016

ITEM DESCRIPTION CASE/PACK SIZE VENDOR AND BRAND NAME CASE PRICE

MEAT/MEAT ALTERNATE PRODUCTS

BEEF, GROUND 4/5# BEEF FOOD $60.00/CS

BEEF PATTIE 192/2.5 oz, CN BEEF FOODS $$76.00/CS

CHEESE, DELI-SLICED,

REDUCED FAT, MEDIUM

CHEDDAR

192/ .75 oz servings in 3/3#

packages/cs CHEZ FOODS $19.00/CS

CHICKEN NUGGET 320 each/cs CN - 4 nuggets = 2 oz POULTY FOODS $32.00/CS

CHICKEN BREAST FILLET 120/3.2 oz each/cs CN POULTRY FOODS $54.00/CS

PIZZA, CHEESE 96/approx. 4.5 oz CN PIZ FOODS $51.84/CS

PIZZA, PEPPERONI 96/approx. 4.5 oz CN PIZ FOODS $51.84/CS

TURKEY BREAST, DELI-

SLICED 108-1 oz slices - 12/9 oz/cs POULTRY FOODS $27.00/CS

HAM, DELI-SLICED 108-1 oz slices -12/9 oz/cs PORK FOODS $24.00/CS

CATEGORY: FROZEN VEGETABLES

CORN, WHOLE KERNEL 20# VEGGIE DELIGHTS $17,00/CS

CARROTS, SLICED 20# VEGGIE DELIGHTS $12.00/CS

BROCCOLI, FLORETS 20# VEGGIE DELIGHTS $19.00/CS

TATER TOTS 6/5# BEST TATER FOODS $15.00/CS

CATEGORY: CANNED VEGETABLES

GREEN BEANS 6/# 10 CASE BEAN GOUP $18.00/CS

BEANS, BAKED 6/# 10 CASE PICNICS BEST $24.00/CS

BEANS, PINTO 6/#10 BEAN GROUP $15.00/CS

Food Service Management Companies

Contract monitoring form available

Vended Meal Contracts

Modified monitoring form available

Vendor Contracts (food, supplies, services)

Informal monitoring process

Menus and ServiceYes Needs

Improvement

N/A

1. Has the FSMC followed the 21-day cycle menu as described in contract, for the

first 21 days of the contract? (Monitored during the first year of contract only)

1. If changes were made to menus following the first 21 days of the contract, did the

SFA approve them?

1. Menu standards have been maintained as to type and quality of meal service. All

menus have been developed using the agreed upon food based menu planning

system(s) for each age/grade group.

a. The FSMC is serving only reimbursable meals that comply with the latest USDA

dietary guidelines as established by USDA in Federal regulations for the National

School Lunch Program, the School Breakfast Program, and all other USDA

contracted meal programs.

Food Service Management Company (FSMC) Monitoring

FormReview Date:

Name of District and Site Monitored:

Continuously monitor contracts to ensure

you are receiving the correct products &

services solicited including substituted items

Ensures that contract terms are being

enforced

Ensures accurate & timely payment of

invoices, including the return of discounts,

rebates, and credits

Best Practices:

Check pricing on invoices from the start of the

contract (school year for example)

Make sure credits are issued when due to SFA

Make sure purchasing employees are aware of

the approved vendors, pricing, and logistics

Confirm delivery times of products are adhered

to & completion of job done (for example,

equipment delivery)

Procurement Plan that meets the regulations of the Child

Nutrition Program!

Specific to your operational needs

Lowest price to value for your District/RCCI

Encourages competition

Best match to your district’s needs depending on level of

service, local availability, and price

Provides the best program outcome for your students

Each time, the procurement process gets easier!

A well thought out solicitation,

evaluation, award and monitoring

system will result in the best

contract that protects the SFA’s

interests and Program funds

http://www.fns.usda.gov/tn/fruits-vegetables-

galore-helping-kids-eat-more

http://www.fns.usda.gov/tn/fruits-vegetables-galore-helping-kids-eat-more

https://www.ams.usda.gov/selling-food/product-

specs

http://www.commodityfoods.usda.gov/fd_purcha

sing.htm

http://www.commodityfoods.usda.gov/fd_purchasing.htm

http://www.commodityfoods.usda.gov/specs.htm

school nutrition procurement training part 2

Government & Nonprofit