PROCUREMENT REVIEW AND PROCEDURES

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1 (Insert Name of School Food Authority Here) SFA Procurement Table Procurement Authority (List staff at the LEA/SFA level responsible for procurement) SFA Instructions: List name(s), position(s)/title(s) and contact information of those person(s) authorized by the LEA/SFA as procurement agent(s) and who is/are responsible for compliance with local, state and federal program regulations, including Child Nutrition Program requirements. Name Position/Title Small Purchase Threshold Information: SFA Instructions: Answer questions below. What is the small purchase threshold for the LEA/SFA? What is the small purchase threshold for the State, if applicable? Group Purchasing Organizations, Group Buying Organizations and Third Party Entities SFA Instructions: Answer questions below. Did the SFA pay a membership fee, join at no cost, or otherwise enter into an agreement with a Group Purchasing Organization (GPO), Group Buying Organization (GBO) or third party entity? Micro Purchases (Purchases from vendors valued at $3,500 or below) Contact Information Name of Vendor Goods/Services Provided Total Paid to Vendor How many purchases were made from this vendor during the school year? Name of Vendor Goods/Services Provided Total Paid to Vendor Responsibilities (Ex: conducts micropurchases, small purchase procedures, develops IFB/RFPs, monitoring etc.) Was this a one-time purchase or did the SFA use this vendor for multiple purchases? Did the SFA receive more than one response to its solicitation? Small Purchase/Informal Contracts (Purchases from vendors valued at $150,000 or below, or most restrictive threshold) SFA Instructions: Input information below. Name of Vendor Goods/Services Provided Contract Value Solicitation Type (IFB or RFP) Contract type (Fixed Price or Cost Reimbursable) Was a GPO/GBO/third party entity awarded this contract? Formal Contracts: Sealed Bids/Competitive Proposals (vendor contracts valued above $150,000, or at or above the State's/LEA's small purchase threshold) SFA Instructions: Input information below. Name of Food Service Management Company Goods/Services Provided Contract Value Solicitation Type (IFB or RFP) Contract Duration Food Service Management Company Contracts SFA Instructions: Input information below. Contract type (Fixed Price or Cost Reimbursable) Contract Year Processing Contracts for USDA Foods SFA Instructions: Input information below. Name of Processor Goods Provided Contract Value Procurement Type Contract Duration Did the SFA receive more than one response to its solicitation? Did the SFA receive more than one response to its solicitation? Did the SFA receive more than one response to its solicitation? Was this vendor/contract obtained through a GPO/GBO/non- Was this vendor/contract Were any amendments obtained through a GPO/GBO/non- made to this contract after it was awarded? Was this vendor/contract Were any amendments obtained through a GPO/GBO/non- made to this contract after it was awarded? Were any amendments made to the original contract after it was awarded? (FOR STATE AGENCY USE ONLY) 11/17/2017 PROCUREMENT REVIEW AND PROCEDURES Cindy Harris, Child and Community Nutrition Procurement Specialist OVERVIEW Procurement Tool Procurement Review Process Define Procurement Procurement Regulations PROCUREMENT REVIEW 1

2 Sponsor Name: Procurement Plan Elements: Code of Ethics/Conflict of Interest Policy County & Corp. Number: Statement of Requirement Meets Requirements Corrective Action 11/17/2017 PROCUREMENT REVIEW REQUIREMENTS Required every 3 years List all purchases under NSLP under the regulated procurement procedures (Micro Purchase, Small Purchase, Formal Procedures, FSMC) Documentation is requested to verify selected purchases meet procurement procedures (vendor lists, invoices, quotes, bid sheets, responses to identified questions) Procurement review results and action to be taken is shared with sponsor PROCUREMENT RESULTS SFA informed that they are meeting requirements SFA is issued a correction plan SFA is issued a finding PROCUREMENT EVALUATION CHEKLIST Specified Person(s) Authorized to make CN Purchases Award Method to be used (i.e. line item, bottom line) Advertisement Procedures Buy American Provision (NEW) Vendor Notification of Award/Declination Procurement Method Used Micro Purchase Method ($3,500 or less) Each transaction under micro purchases with the vendor $3,500 or less. SFA spread purchases equitably among all qualified sources under micro purchases. Small Purchase Method ($150,000 or less) Obtained at least 3 quotes for each purchase. Large Purchase Method ($150,000 or more) Solicit Competitive Bids or Requests for Proposals from 2 or more vendors. Equipment Purchase ($5,000 or more) Requires State Agency Approval Evaluation Criteria Price Product Specification Service & Deliveries Geographic Preference Discounts, Rebates, and Credits Overall Qualifications COMMENT SECTION: CORRECTIVE ACTION ACKNOWLED DATE: 2

3 WHAT IS PROCUREMENT AND WHY IS IT IMPORTANT? Procurement is the purchasing of goods and services Promote free and open competition Competition is essential to ensure the best cost and quality of goods and services Avoid conflict of interest Do not COMPETITION KILLERS Place unreasonable requirements on firms; Require unnecessary experience; Give noncompetitive awards to consultants or vendors; Have organizational conflicts of interest; Specify only brand name products; Make arbitrary decisions in the procurement process; Write bid specifications that are too narrow and limit competition; Allow potential contractors to write or otherwise influence bid specifications; or, Provide insufficient time for vendors to submit bids. Use local as a product specification. PROCUREMENT REGULATIONS 2 CFR Part CFR Part 210 (NSLP) 7 CFR 225 (SFSP) 3

4 METHOD OF PROCUREMENT PROCUREMENT THRESHOLDS 1. Micro Purchase (Under $3,500) Rotate vendors 2. Small Purchases (Between $3,500 & $150,000) 3 Quotes 3. Large Purchase (Over $150,000) IFB or RFP 4. Non-Competitive Proposal (Very Rare) *YOU CAN ALWAYS USE THE MORE RESTRICTIVE METHOD FINANCIAL DOCUMENTS TIMELINES PLE Tools April 30 FSMC Monitor Review Sheet April 30 FSMC New Contract RFP March 31 FSMC Renewals (Unsigned) May 30 FSMC Renewals (Signed) June 30 FSMC New Contract (Signed) June 30 Annual Financial Reports September 1 4

5 THANK YOU FOR ATTENDING Cindy Harris