Download - Small Purchase Procurement (Comparison Shopping for Grocery and Retail) Prepared By: René Poitra
How Do Centers Stay in Compliance?
• Required to Conduct Comparison Shopping• Required to Keep “Comparison Shopping Form” in FY
2014 Yellow Folder System• Only Required to Comparison Shop Once Per Fiscal Year• Must be Completed Within First 4 Weeks of Participation
of the New Fiscal Year (October)
This is How to Complete the Comparison Shopping Form
Pick 3 Stores/Retailers
Kroger MeijerWal-Mart
Pick 6 Frequently
Purchased Items
Apples
Milk
Roast Beef
Bread
Goldfish Crackers
Chicken Brst
2.89 gal 2.79 gal 3.19 gal
Check
Prices
Kroger Location To Center
REASON if Not Lowest Price
What if I Purchase From a Food Supply Vendor?
• Gordon Food Service • US Foods• Sysco• Browns• Superior Wholesale• Global Food Service, Inc.
(Just to Name a Few)
Why is Procurement Different When Using a Food Supply Vendor?
• Per Regulation 7 CFR 226.22 Procurement is Required
• The Main Objective of these Procedures is to Ensure Maximum Open and Free Competition
• All Purchases Made From Food Supply Vendors must be Procured
• Must be Completed Within First 4 Weeks of Participation of the New Fiscal Year (October)
The State Agency Will Provide the Tools
• Instructions and Forms Will Be Provided to Complete the Food Supply Vendor Procurement
• Information is Located in Your CACFP Training Packet and Handbook
Step One
Fill out the Food Supply Vendor Contract with the items you wish the vendors to bid on. Make 3 copies.
FORM A
Food Supply Vendor Contract
(Form A)
Peaches, Diced 6/#10 Cans 10 Cases
Food Supply Vendor Will Complete
Signature & Date of
Institution
Step Four
Mail or email the Food Supply Vendor Contract and Invitation to Bid to each of the food supply vendors with a date when bids should be returned.Note: Institutions must ensure that all potential food supply vendors receive the same information.
Step Five
• When Food Supply Vendor Contracts are Returned, Compile the Bids
• Complete the Procurement Log (Form C)• Document Which Food Supplier was Selected• Sign the Food Supply Contract of the Vendor that was
Chosen• Send the Selected Vendor a Copy of the Signed Contract
Note: If the lowest price is not the reason for selecting a prospective bidder, you must document why the alternate food supply vendor was chosen
Procurement Log (Form C)
Record Price QuotesFrom Your Vendors
Fill Out Date and Method of Contact
Your Signature & Date
Food Supply Vendor Procurement
• Keep All Contracts (Form A & B)• Procurement Log (Form C)• All Correspondence with Food Suppliers• Use the CACFP Folder System• Must Be Completed Within 4 Weeks of Participation• Remember…. Procurement Records Must be Kept for 3
Years Plus the Current Year
In Closing…..
*There is Small Purchase Procurement
Grocery/Retail
*And There is Food Supply Vendor Procurement
Sysco, US Foods, etc.