Angela Olige Chief Administrator Food and Nutrition

Transcription

1 Angela Olige Chief Administrator Food and Nutrition

2

3 FSMC Procurement Landscape FSMC Contracts 110 School Districts 12 RCCI 25 Approved Vendors Fixed Meal Rate 40 School Districts 11 RCCI

4 Renewals/Rebids Renewals 71 School Districts All 12 RCCI Rebid 39 School Districts

5 Impact of HHFKA on FSMC Contracts Issue: Healthy, Hunger-Free Kids Act (HHFKA) brought landmark changes for school meals. Food-based menu planning for all. Increased types and quantities of foods served Challenge: Defining what constitutes a material change with regard to the new federal regulations from HHFKA.

6 Navigating the New Meal Pattern Initial approach All SFA with Nutrient Standard Meal Patterns must re-bid in 2011 or 2012 Why TX Contracts specified type of meal pattern Any change to traditional was deemed material

7 Navigating the New Meal Pattern Revised Approach Necessitated by SFA Calls and FSMC contact with Agency Response Conference call with all SFA s using non traditional meal planning Discussions with regional USDA office Resolution SFA self determination of material change

8 SFA Attestation [SFA Name], do hereby attest that the aforementioned SFA operating the National School Lunch Program...has reviewed its existing Food Service Management Contract for all changes resulting from complying with the required change to use food based menu planning as outlined in the Final Rule, and considered all factors outlined by USDA s guidance..

9 SFA Attestation SFA had to list the factors that led them to believe that none of the areas attested to below triggered a material change Changes to the contract would not have caused bidders to bid differently if the prospective changes had existed at the time of bidding; Prospective changes do not materially affect the scope of services, types of food products, volume of food products, etc., in both the solicitation document and resulting contract; and Documentation used to complete the aforementioned will be maintained for the duration of the contract with the existing FSMC.

10 Attestation Warning Elements CRE reviews SFA s food service procurement Noncompliance = fiscal action. Incorrect attestation = unallowable FSMC payments Unallowable cost reimbursed to the food service account from nonfederal sources.

11 FSMC Initial Contract RFP/Contract Template reviewed by legal Posted on website for SFA to customize Submit to TDA for review Contract Entity starts bidding process Selected RFP reviewed by TDA CE and FSMC sign contract

12 SFA Action Before Contracting SFA Review Profit/loss last 5 yrs. Costs Operational considerations Notify TDA Supplies procedures and requirements Must use TDA RFP/Contract Submit to TDA by Feb. 15 Completed RFP Supporting Documentation Criteria for Evaluation

13 Accepting Proposals Send to each company on TDA s Approved Vendor List Advertise for at least 14 days Conduct Pre-Proposal Conference SFA may only accept proposals from listed companies General circulation publication All proposers must be invited Respond in writing to all questions Allow 2 weeks before selecting best proposal

14 Contracting Must use Texas Request for Proposal and Contract Reviewed and approved by SFA legal counsel Contract must be approved by TDA before SFA can sign Furnish documentation to TDA by April 30 SFA and FSMC may not begin operations until contract is approved by TDA

15 SFA must notify TDA each contract year of intent to renew FSMC Renewal Documentation submitted by April 30 th Monitors review invoices and financial records

16 End of contract cycle Start Need definition Procurement method selection Payment Procurement TPASS Solicitation Change management Proposal or bids receipt Inspection and acceptance Evaluation of award

17 TXMAS - Texas Multiple Award Schedule Contracts Alternative purchasing method Based on other government contracts Does not require delegated authority for > $25K goods or $100 services Most Favored Customer prices and are maximum allowed Alternative purchasing methods Based on other government contracts Does not require delegated authority for > $25K goods or $100 services Most Favored Customer prices and are maximum allowed

18 NEUBUS DOCUMENT MANAGEMENT Sure let me add that to my pile!

19 Obstacle: Paper Records LOTS! 2.5 million sheets of paper in file cabinets + 321,600 added each year 1 year of new paper 5 years of accumulated paper

20 Paper and Files Issues Search -ability Filing Management Simultaneous access Duplicate records Physical Space Network Drive Records retention Expen$e

21 Personnel Costs for managing paper Download and print records Scan copies Prepare file folders Retrieve files Perform records retention

22 Costs for Paper and Storage $120,000 $100,000 $80,000 $60,000 $40,000 Printing File supplies File Cabinets Paper $20,000 $0 Historical Files New Annual Files

23 Digital or Paper? Driven by Need

24 Positives: Electronic Document Management Available in multiple locations simultaneously Forces standardization of naming convention Forces information in searchable records Automates records retention schedule

25 Feasibility Study Selfmanage Procure Staff? Expertise? Training? Implementation? Infrastructure?

26 Project requirements Scanner investment Self-manage or procure? Facilities and utilities costs Management costs Miscellaneous costs

27 Infrastructure Procure Scanning historical records $247,851

28 What if I decide to stop external hosting? Full-time, dedicated staff Add to duties as assigned Scanners Servers Maintenance Staff Equipment Expertise Infrastructure Efficiency Process Electronic document interface Production control

29 Year 1 = $40,848 Moving Forward Costs Scan on site Set-up fees File hosting charges New image charges Annual= $30,848 Scan on site File hosting charges New image charges

30 Merry Christmas

31 Disclaimer In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C or call toll free (866) (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employer.

32 Rhode Island Statewide Food Service Management Contract Becky Bessette

33 School Nutrition Program Why RIDE s Focus on Food Services? Lack of transparency and consistency Food Service Management Company (FSMC) bid responses varied greatly Multiple fee structures Operating budgets vs. indirect charges inconsistent Apples vs. oranges evaluation

34 Benefits of Food Service Contract Ensures maximum cost savings, efficiency of services, and contract/fee transparency. Alleviates the districts from the burden of a bid process. Promotes and improves quality nutrition and wellness activities.

35 47% Reduction in Fees: Prior to the Statewide FSMC fee benchmark, total RI school district FSMC fees were budgeted at $2.9M. After the Statewide FSMC fee benchmark was set, fees were reduced to $1.5M. The yearly savings in were $1.3M and were $1.4M, for a total savings of $2.7M. Participation: In , a total of 8 school districts opted to join. Since that time, a total of 13 school districts are being served.