Virginia Webb, PhD, RD

First review cycleReview last school year2017-18 SY review 2016-17 SY

On-site vs Off-site reviewsConsistencySummary of Findings (sof)

Procurement Review Process

For 2018-19 reviewsRequest information earlierClarityTraining Technical assistanceCorrections made for current year

Procurement Review Process

Developed by USDA USDA approval needed for LDOE to use other Excel Not printer friendly Errors—USDA notified—misspellings, etc.

Emailed with procurement announcementAvailable on LDOE websiteAll questions included

Procurement Tool

SFA records all procurements

Reflects prior school year

Used to select procurements for review

What is the SFA Procurement Table?

SFA completes it

How does the SFA Procurement Table get completed?

Name

Position/Title

Responsibilities

Contact Information

Procurement Authority

Same as Simplified Acquisition Threshold Maximum value at which the SFA can use informal

procurement procedures

Federal threshold is set at $150,000—and for Charters

State of Louisiana $30,000

LEAs (School District) may set a lower, more restrictive threshold

Small Purchase Threshold

For-profit or not-for-profit organizations

Buy in larger quantities on behalf of members

May not provide Free and Open Competition if other sources are not allowed to compete

Different from SFA-only cooperative

Group Purchasing Services

SFAs can aggregate (total) all purchases by

vendor

SFAs must include: Goods/Services Provided Total Paid to Vendor # of Purchases

Micro purchase Section -Tool

SFAs can aggregate all procurements by vendor

SFAs must include: Goods/Services Provided Total Paid to Vendor One Time/Multiple Purchase More than One Response GPO/GBO/3rd Party

Small Purchase Section -Tool

Value of purchase is > $150,000 for Charter and > $30,000

for others in Louisiana

Types of Formal Procurements Invitation for Bid – lowest responsive and responsible

bidder

Request for Proposal – most advantageous with price and other factors considered (price primary)

Noncompetitive - an SFA solicits a proposal from only one source

Formal Contracts

1. Fixed Price (Fee) – means a price that is fixed at the

inception of a contract and is guaranteed for a specific period of time. Includes milk with escalation/de-escalation clauses.

2. Cost Reimbursable – reimburses the vendor for costs incurred under the contract, with or without a fixed fee.

Types of Formal Contracts

SFAs need to include: Goods/Services Provided Contract Value (amount spend during year) Solicitation Type (IFB or RFP) Contract Type(Fixed Price or Cost Reimbursable) Contract Duration More than One Response GPO/GBO/3rd Party If amendments were made

Formal Section - Tool

Any organization, commercial or nonprofit, that

contracts with a SFA to manage any aspect of the school nutrition program

Contracts limited to 1 year with up to 4 annual renewals

Food Service Management Company Contracts

FSMC Section - Tool

SFAs must include:Goods/Services ProvidedContract ValueSolicitation Type (IFB or RFP)Contract Type(Fixed Price or Cost Reimbursable)Contract YearMore than One ResponseGPO/GBO/3rd PartyIf amendments were made

Allows SFAs to contract with commercial food

processors to convert raw and/or bulk USDA Foods into a variety of convenient, ready-to-use end products.

Louisiana Department of Agriculture does not solicit for individual SFAs

Processing Contracts for USDA Foods

4 Main Value Pass-Through Methods

1. Rebate System

2. Fee for Service

3. Direct Discount

4. Hybrid/Net Off Invoice

Processing Contracts

SFAs must include: Goods Provided Contract Value Procurement Type (IFB or RFP) Contract Duration More than One Response GPO/GBO/3rd Party If amendments were made

Processing Section - Tool

Summary of expenses by vendor Ledger Dates, invoice numbers, $ amounts

Includes all purchases paid from nonprofit food service account for prior SY

Used to validate data provided in SFA Procurement Table

Vendor Paid List

Select ion cr i ter ia varies by

procurement type.

Each sect ion contains instruct ions by procurement type.

The chart prescr ibes the minimum review requirement .

Procurement Selection Chart Tab

The SA will request:

Receipts Invoices

Micro Purchase: Required Documentation

Sol ic i tat ion DocumentsBid Quotes/ResponsesEvaluat ion of ResponsesContractsPurchase OrdersReceipts/Invoices

Small Purchase: Documentation

Solicitation Documents Bidder Response Evaluation Executed ContractContract Renewal/AmendmentCost/Price AnalysisNon-competitive Proposal Authorization Invoices

Formal Procurement: Documentation

S A s w i l l s im ply re v ie w e ve ry FSMC

c ontrac t l i s t e d on the proc u re m e nt c har t .

FSMC c ontrac t s a re e i the r in the i r b as e ye ar or ope ra t ing in a re ne w al ye ar .

FSMC Contracts: Selection

So l i c i ta t ion D oc u m e nts Bidde r R e s pons e Evalu a t ion D oc u m e nts /S c or ing She e ts Not i f i c a t ion o f R e j e c te d B ids Inv o ic e s U SD A Foods C re di t s R e c onc i l i a t ion o f d i s c ou nts , r e b a te s ,

c re d i t s , a s appl i c ab le

FSMC: Base Year Documentation

So l i c i ta t ion D oc u m e nts Bidde r R e s pons e Evalu a t ion D oc u m e nts /S c or ing She e ts FSMC Invoic e s R e c onc i l i a t ion f or U SD A Foods R e c onc i l i a t ion o f d i s c ou nts , r e b a te s ,

c re d i t s , a s appl i c ab le

* FSMC Renewal Section of Checklist

FSMC: Renewal Year Documentation

SDA template agreement/contract for processors SDA list of approved foods for processing SFA Planned assistance level (from prior school year) SFA Solicitation documents, vendor bids/responses,

evaluation for contract award and executed contracts for selected vendors

Contract Renewals/addenda/amendments, if applicable Reconciliation of USDA Foods received, if applicable

*Processing Section of Checklist

Processing Contracts: Documentation

General Procurement Tab

Written Code of Conduct

Does the SFA have a written Code of Conduct?

If yes, does the code of conduct prohibit conflicts of interest?

General Procurement Procedures

Does the code of conduct:

a) Prohibit the acceptance of gratuities or favors from contractors?

b) Provide for disciplinary actions for violations?

Written Code of Conduct Continued

Does the SFA have a Procurement plan as stated

in 2 CFR 200.318 (a)? Other things to consider in your procurement

plan:a) Required Federal, State and local laws and

regulationsb) Assurance that unnecessary/ duplicative items are

prohibitedc) No features are included that unduly restrict

competition

Procurement Plan

Food Supplies Equipment Services

Specifications

SFA must perform a cost or price analysis for all

procurements that exceed the applicable small purchase threshold.

Make independent estimates of costs/prices before receiving bids or proposals, using market reports, etc.

SFA must maintain documentation

Cost/Price Analysis

Does the SFA/LEA take steps to assure that small,

minority and women's businesses enterprises and labor surplus firms are used when possible?

Targeting Small Businesses

Are there any questions???

Procurement Review Process- SFA Table Procurement Review ProcessProcurement Review ProcessProcurement ToolWhat is the SFA Procurement Table?How does the SFA Procurement Table get completed?Procurement AuthoritySmall Purchase ThresholdGroup Purchasing ServicesMicro purchase Section - ToolSmall Purchase Section - ToolFormal ContractsTypes of Formal Contracts Formal Section - ToolFood Service Management Company ContractsFSMC Section - ToolProcessing Contracts for USDA FoodsProcessing ContractsProcessing Section - ToolVendor Paid ListProcurement Selection Chart TabMicro Purchase: Required Documentation�Small Purchase: Documentation�Formal Procurement: DocumentationFSMC Contracts: SelectionFSMC: Base Year DocumentationFSMC: Renewal Year Documentation Processing Contracts: DocumentationGeneral Procurement TabGeneral Procurement ProceduresWritten Code of Conduct ContinuedProcurement PlanSpecificationsCost/Price AnalysisTargeting Small BusinessesAre there any questions???