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Procurement

Procurement. Overview Procurement Methods Procurement Plan Procurement Review. Procurement. Full, Free and Open Competition is required for all purchases made with School Nutrition funds. Procurement: Methods. Purchasing Thresholds Formal (Large Purchases) $150,000 – Federal

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Procurement

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  1. Procurement Overview Procurement Methods Procurement Plan Procurement Review

  2. Procurement Full, Free and Open Competition is required for all purchases made with School Nutrition funds.

  3. Procurement: Methods Purchasing Thresholds • Formal (Large Purchases) • $150,000 – Federal • $90,000 – State • Local Thresholds • Informal (Small Purchases) • HINT – use vendor paid list and historical total annual expenditures to determine required procurement method

  4. Procurement: Methods • Request for Quote (RFQ) • Invitation for Bid (IFB) • Request for Proposal (RFP) • Non-Competitive Negotiation (sole source) must be approved by SA • Micro-Purchasing Resource: Federal procurement regulations 2 CFR §200.317-326 and NC General Statutes Article 8, Chapter 143

  5. Procurement: Bid Specifications • Clearly written, detailed product specifications (approved brand or equal) • Quantity • Quality • Packaging • Pricing (unit and extended) • Substitutions and/or derivations

  6. Procurement: Terms and Conditions • Include in all bid documents • Sample template available at: http://childnutrition.ncpublicschools.gov/front-page/information-resources/procurement

  7. Procurement: Written Plan • Written description of how all goods and services will be purchased • Approved by Board of Education • Procurement Plan and the procurement documents must correspond • New Template with Checklist

  8. Procurement: Review • Evaluation of Procurement documents for which CN Funds were used – i.e.: • IFB, RFP, RFG, etc. • Bidders • Advertisements • Bid openings • Award decision • Award letters • Hint: Use the Procurement Checklist that contains required elements to conduct self-assessment of all procurement activities • FILING CONTRACTS – original from start to award to subsequent renewals through the end - all in one file

  9. Procurement: Corrective Action • Assessed primarily at the SFA level for compliance • Fiscal Action required for improper or unallowable expenditures • Corrective Action Plan required for non-compliance

  10. Procurement Common Findings • Procurement Plan • not reflective of current practices • not approved by BOE • lack language for Jessica Lunsford Act, Iran Divestment • No Competition • for purchases made with SN funds (chemicals, office supplies, storage rental space) • Invoices billed by the local agency and paid by SN not competitively procured (bank fees, waste removal)

  11. Procurement Common Findings • Contracts lack language - Jessica Lunsford Act, Iran Divestment • Cost plus fee contracts -language for Return of Discounts, Rebates and Credits to SFA is missing (see SP21-2008) • Individual Contracts are not filed in one file from start to finish – documents missing from file include advertisements, bid opening attendance rosters, award and non-award letters, comparison charts to support bid award decisions, renewal letters, renewal updated attachments, documentation to support quote decisions, emergency purchasing logs, etc.

  12. Questions?

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