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)

Who Shops At Grocery Stores/Retail Stores?

Let’s Take a Look at the Comparison Shopping Form

Form is Similar

to Previous Years

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

Food Supply Vendor Procurement

Procurement for Food Vendors

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)

News Bulletin

There are New Instructions for Completing the Food Supply Vendor Procurement

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

Instructions

For Completing the

Food Supply Vendor Procurement

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 Two

Obtain the names, addresses and email addresses of three food supply vendors

Step Three

Fill out the prototype Invitation to Bid letter with the necessary information Form B

Invitation to Bid(Form B)

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.

Food Supply Vendor Contract (Form A)Invitation to Bid (Form B)

Step Five

Let’s Take a Look at the Tasks That Need to Completed For Step Five

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

Step Six

Keeping Records

CACFP

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.

Good Luck

The Staff at School & Community Nutrition Wish You Continued Success with Your Program