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Food Procurement Program

Learn about the Food Procurement Program in Minnesota, presented by Katie Schmitt from Southeast Service Cooperative. Find out how the program benefits schools and how to get involved.

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Food Procurement Program

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  1. Food Procurement Program Presenter: Katie Schmitt Southeast Service Cooperative Cooperative Purchasing Technician

  2. Food Procurement Program Overview

  3. Food Procurement ProgramMinnesotaService Cooperatives8 regional cooperatives50+ statewide purchasing contractsCategories:Office Supplies & EquipmentSchool SuppliesBuildings & GroundsAthleticsTechnologyDigital LearningVehicleswww.purchasingconnection.org

  4. Why are we developing a food procurement program? • Service cooperatives in western half of the state have had a program in place for years. • It is time to Request for Proposals (RFP) for the 2014-2015 school year. We now have an opportunity to build a statewide program through Minnesota Service Cooperatives (MSC). • As part of the MSC RFP, service cooperatives have access to experienced bid facilitators, contract negotiators and nutrition experts. • Many districts conduct their own RFP or quotes. We can reduce duplication of work through a combined RFP and free up time to focus on important tasks. • Pooling resources and buying power will create better leverage for pricing and product availability. • We want to support you in providing quality, nutritious food for students.

  5. What to Expect from your Service Cooperative Our members come first… always!

  6. Legal Requirements for School Food Authority (SFA) Food Procurement • The SFA Food Procurement process is defined by the USDA • and the State of Minnesota in Federal laws and State Statutes.

  7. Bid/RFP Guidelines for SFA’s at $100K in spend

  8. Bid/RFP Guidelines for SFA’s at $100K in spend

  9. Meetings with Brokers and Suppliers Summer 2013 Met with 17 different brokers & suppliers

  10. Meetings with Food Distributors

  11. DRAFT MSC RFP 14.1Food & Kitchen Supplies Key items in this draft include:

  12. DRAFT MSC RFP 14.1Food & Kitchen Supplies

  13. DRAFT MSC RFP 14.1Food & Kitchen Supplies

  14. Timeline: • This past spring, a noticewas emailed to schools for the RFP for Food and Kitchen Supplies in FY 2014. • Over the summer, MSC met with food brokers and distributors to gain insight on what they needed to be able to provide low pricing and competitive proposals • Schools to submit top 50 items they purchase by October 1, 2013. • Schools will receive a survey by October 15, 2013 to estimate FY2015 product usage. Responses are due by November 4, 2013. (Not bound to estimated quantities.) • Schools wishing to participate in the program will need to sign a Letter of Commitment and return it by November 4, 2013. Food Procurement Program

  15. Timeline: • The RFP will be written to include top items purchased by participating schools Oct-Dec 2013. • RFP documents will be published and distributed to potential vendors in January 2014. • Vendor proposals will be due in February 2014. • Proposal evaluations will be completed and award(s) will be made by the end of March 2014. • Participating schools will be notified of the award(s) in March/April 2014. Food Procurement Programexact dates TBD

  16. Responsibilities

  17. Responsibilities

  18. Benefits: • Significantly reduces the amount of time spent on bidding and quoting • Access to a six week cycle menu to help with meal planning • Conforms to the State of Minnesota bid laws and the US Department of Agriculture food program procurement requirements • Offers better pricing and reduces delivery charges by leveraging multi-district buying power • Improves access to high-quality products by creating a customer network that is attractive to distributors • Increases communication and builds relationships among food service professionals • Provides access to statewide food procurement resources, training opportunities and expertise Food Procurement Program

  19. Next Steps for Schools Discuss the new Food Procurement Program with decision makers at your school Consider serving on the Food Service Advisory Committee Complete Top 50 Items by October 1 Complete Top 300 Survey between October 15 -November 4 Complete and Sign the Letter of Commitment by November 4 (we will send this out ahead of time for your review)

  20. Food Procurement Program Updates will be posted at: www.ssc.coop

  21. Katie SchmittSSC Program Technician507.281.6676 (office) 507.251.6211 (cell)kschmitt@ssc.coopDoug KochMSC Statewide Food Bid Facilitator800.739.3273dkoch@lcsc.org Questions? Contacts:

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