Writing Specifications

1. Writing Specifications

2. Specifications The Key Element to a successful purchase

3. What is a Specification?

4. Specifications:The Good Versus the Bad

5. What are the elements of a specification?

6. Description of the Product • A vendor will need a description of the product. • If specifying brand, SFA must allow equivalent • When specifying a brand include: • Manufacturer’s name • Manufacturer’s name for product (e.g. rounds, triangles, etc.) • Manufacturer’s code number • Manufacturer’s pack size

7. Case Pack and Weight

8. Minimum and Maximum Size and Pieces

9. Specify the Ingredients Desired

10. Other Product Ingredients What other items do you want in product? Examples: Spices Thickening agents Vegetable purees

11. Prohibited Ingredients

12. Nutritional Standards

13. Meal Pattern Requirements/Child Nutrition (CN) Label

14. Unit on Which Award is Made How will you determine which company is offering the best price for an acceptable product? Examples are: • Price by the case • Price by the serving size • Price per pound

15. Quality Indicators What are some quality indicators for a particular product? • Some food items are very basic and are either defined by their single-ingredient, such as iodized salt, or by their standard of identity, such as yogurt. • Grade standards are USDA quality standards and are based on measurable attributes that describe the value and utility of the products. • Many food processors participate in grading voluntarily

16. Quality Indicators, continued • Due to the diversity in the nature of produce products, specific standards have been established for individual products. • Including grade standards on the solicitation document specification ensures the quality of produce purchased will meet the needs of your nutrition program.

17. Example of a Specification for Apples 1. What do you want to purchase • Red Delicious Apples 2. What are your requirements • Domestic, Grade 1 3. What is the pack size you would like • 125 to a case this could also be the # of pounds in a case 4. How many do you think you will purchase during the year • 1000 cases 5. Other specifications: • Must be produced in the US • Prefer locally grown when possible. (Locally grown is determined by each district) • Produce deliveries will be needed Tuesdays and Thursdays between 6:30 and 10.

18. Example of a Specification for Bagels • 1. What do you want to purchase • 2 oz Bagel • 2. What are your requirements • Whole Grain • Individually Wrapped or Bulk • Plain or Flavored • 3. What is the pack size you would like • 72 per case • 4. How many do you think you will purchase during the year • 350 cases • 5. Do you have an example of a brand you have used? • Lender’s (Pinnacle Food Group) 00074 • 6. You must allow the vendor to choose an alternative. This allows all companies that meet this specification an equal opportunity to put in price for consideration. • An equivalent that meets the above specifications will be considered

19. Simple Specification: Raisins Description of the Product: ProcessedRaisins Product specifications: Domestic, Dehydrated, regular moisture Thompson seedless, individual packages of 1.3 ounces, U.S. Grade A, small (1/4 cup serving) Packaging: 50 individual packages per case Quantity: 500 cases

20. Complex Example:Burrito • Description of the Product: Two-bean burrito on a whole grain-rich tortilla • Case Pack/Weight: 72 to the case; paper between layer; individual bulk pack; individually quick frozen (IQF), bulk case cannot exceed 22 pounds in total weight. • Minimum and Maximum Size and Pieces: 3.9 ounces and cannot exceed 4.1 ounces • Main Ingredient(s): Pinto beans, black beans, and an individual whole grain-rich tortilla • Other Product Ingredients: Product may include spices, emulsifiers, vegetable purees, and thickening agents • Prohibited Ingredients: Product cannot contain dairy, beef, chicken, pork, fish by-products, or monosodium glutamate (MSG) • Nutritional Standards: Pinto beans and black beans combined must provide a 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent and must include 50% whole grains by weight or have whole grain as the first ingredient for the Grains component for the National School Lunch Program; product must contain between 300-350 calories, must have less than or equal 35% calories from total fat, less than 10% calories from saturated fat, zero trans fat, and may not exceed 230 mg sodium. • Meal Pattern Requirements/Child Nutrition (CN) Label: CN Label preferred or product must meet 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent for the Grains component for the National School Lunch Program. • Unit on Which Award is Made: Based on unit price for acceptable products • Quality Indicators: Private label or manufacturer’s brands are subject to internal quality screening; golden brown color; ability to hold in warming cabinet for up to one hour

21. Specifications for Non-Food Items Specifications apply to non-food items such as: • Office Supplies • Kitchen Equipment • Janitorial Supplies • Security • Marketing Materials • Phone plans

22. Results of a Good Specification

23. Resources:Click for More Information School Nutrition Produce Specifications USDA Specifications: US Grade Standards USDA Product Specifications & Requirements https://theicn.org/resources/943/january.../processing-usda-foods-at-the-sfa-level.pdf