Virginia Webb, PhD, RD
Procurement Review Process First review cycle Review last school year 2017-18 SY review 2016-17 SY On-site vs Off-site reviews Consistency Summary of Findings (sof)
Procurement Review Process For 2018-19 reviews Request information earlier Clarity Training Technical assistance Corrections made for current year
Procurement Tool Developed by USDA USDA approval needed for LDOE to use other Excel Not printer friendly Errors—USDA notified—misspellings, etc. Emailed with procurement announcement Available on LDOE website All questions included
What is the SFA Procurement Table? SFA records all procurements Reflects prior school year Used to select procurements for review
How does the SFA Procurement Table get completed? SFA completes it
Procurement Authority Name Position/Title Responsibilities Contact Information
Small Purchase Threshold 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
Group Purchasing Services 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
Micro purchase Section - Tool SFAs can aggregate (total) all purchases by vendor SFAs must include: Goods/Services Provided Total Paid to Vendor # of Purchases
Small 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/3 rd Party
Formal Contracts 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
Types of 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.
Formal Section - Tool 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/3 rd Party If amendments were made
Food Service Management Company Contracts 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
FSMC Section - Tool SFAs must include: Goods/Services Provided Contract Value Solicitation Type (IFB or RFP) Contract Type(Fixed Price or Cost Reimbursable) Contract Year More than One Response GPO/GBO/3 rd Party If amendments were made
Processing Contracts for USDA Foods 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 4 Main Value Pass-Through Methods 1. Rebate System 2. Fee for Service 3. Direct Discount 4. Hybrid/Net Off Invoice
Processing Section - Tool SFAs must include: Goods Provided Contract Value Procurement Type (IFB or RFP) Contract Duration More than One Response GPO/GBO/3 rd Party If amendments were made
Vendor Paid List 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
Procurement Selection Chart Tab Selection criteria varies by procurement type. Each section contains instructions by procurement type. The chart prescribes the minimum review requirement.
Micro Purchase: Required Documentation The SA will request: Receipts Invoices
Small Purchase: Documentation Solicitation Documents Bid Quotes/Responses Evaluation of Responses Contracts Purchase Orders Receipts/Invoices
Formal Procurement: Documentation Solicitation Documents Bidder Response Evaluation Executed Contract Contract Renewal/Amendment Cost/Price Analysis Non-competitive Proposal Authorization Invoices
FSMC Contracts: Selection SAs will simply review every FSMC contract listed on the procurement chart. FSMC contracts are either in their base year or operating in a renewal year.
FSMC: Base Year Documentation Solicitation Documents Bidder Response Evaluation Documents/Scoring Sheets Notification of Rejected Bids Invoices USDA Foods Credits Reconciliation of discounts, rebates, credits, as applicable
FSMC: Renewal Year Documentation Solicitation Documents Bidder Response Evaluation Documents/Scoring Sheets FSMC Invoices Reconciliation for USDA Foods Reconciliation of discounts, rebates, credits, as applicable * FSMC Renewal Section of Checklist
Processing Contracts: 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
General Procurement Tab
General Procurement Procedures Written Code of Conduct Does the SFA have a written Code of Conduct? If yes, does the code of conduct prohibit conflicts of interest?
Written Code of Conduct Continued Does the code of conduct: a) Prohibit the acceptance of gratuities or favors from contractors? b) Provide for disciplinary actions for violations?
Procurement Plan 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 regulations b) Assurance that unnecessary/ duplicative items are prohibited c) No features are included that unduly restrict competition
Specifications Food Supplies Equipment Services
Cost/Price Analysis 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
Targeting Small Businesses Does the SFA/LEA take steps to assure that small, minority and women's businesses enterprises and labor surplus firms are used when possible?
Are there any questions???
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