Small Purchase Procurement

1. Small Purchase Procurement (Comparison Shopping for Grocery and Retail) Prepared By: René Poitra

2. 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) How Do Centers Stay in Compliance?

3. Who Shops At Grocery Stores/Retail Stores?

4. Form is Similar to Previous Years Let’s Take a Look at the Comparison Shopping Form

5. Pick 3 Stores/Retailers REASON if Not Lowest Price Kroger Wal-Mart Meijer Pick 6 Frequently Purchased Items Kroger Location To Center 2.79 gal Milk 2.89 gal 3.19 gal Apples Check Prices Roast Beef Bread Goldfish Crackers Chicken Brst This is How to Complete the Comparison Shopping Form

6. Food Supply Vendor Procurement Procurement for Food Vendors

7. Gordon Food Service • US Foods • Sysco • Browns • Superior Wholesale • Global Food Service, Inc. (Just to Name a Few) What if I Purchase From a Food Supply Vendor?

8. News Bulletin There are New Instructions for Completing the Food Supply Vendor Procurement

9. 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) Why is Procurement Different When Using a Food Supply Vendor?

10. Instructions and Forms Will Be Provided to Complete the Food Supply Vendor Procurement • Information is Located in Your CACFP Training Packet and Handbook The State Agency Will Provide the Tools

11. Instructions For Completing the Food Supply Vendor Procurement

12. Step One Fill out the Food Supply Vendor Contract with the items you wish the vendors to bid on. Make 3 copies. FORM A

13. Peaches, Diced 6/#10 Cans 10 Cases Food Supply Vendor Will Complete Signature & Date of Institution Food Supply Vendor Contract (Form A)

14. Step Two Obtain the names, addresses and email addresses of three food supply vendors

15. Step Three Fill out the prototype Invitation to Bid letter with the necessary information Form B

16. Invitation to Bid(Form B)

17. 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.

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

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

20. 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 Step Five

21. Record Price Quotes From Your Vendors Fill Out Date and Method of Contact Procurement Log (Form C) Your Signature & Date

22. Step Six CACFP Keeping Records

23. 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 Food Supply Vendor Procurement

24. In Closing….. *There is Small Purchase Procurement Grocery/Retail *And There is Food Supply Vendor Procurement Sysco, US Foods, etc.

25. Good Luck The Staff at School & Community Nutrition Wish You Continued Success with Your Program