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Part 1: Overview of Procurement

Part 1: Overview of Procurement. 2CFR 200.317-326. Procurement Part 1. Overview Importance of Procurement What you need to know Introduction to methods of procurement Competition Need for a Procurement Plan. Definitions. Procurement – purchase of goods, products, services

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Part 1: Overview of Procurement

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  1. Part 1: Overview of Procurement 2CFR 200.317-326

  2. ProcurementPart 1 Overview Importance of Procurement What you need to know Introduction to methods of procurement Competition Need for a Procurement Plan

  3. Definitions • Procurement – purchase of goods, products, services • Simplified Acquisition Threshold – dollar amount for small or informal purchases • Goods or Products – items used in operation of CNP • Services – performance of tasks

  4. Definitions Continued • Specification – description of product/service that a purchaser seeks and a description of what a vendor/bidder must offer • Purchase – to buy a good, product or services • Transaction – an occurrence in which two or more entities exchange goods, services or money • Transparency – details surrounding the procurement are open and clear

  5. Definitions Continued • Responsible – accountable or capable to meet the terms of the contract for the goods, services or products being procured • Responsive – prepared in full compliance with the requirements

  6. Why is Procurement Important? • USDA Requirement • Good Money Management

  7. Procurement – What You Need to Know • Understand goods, products, services needed • Potential suppliers of goods, products, services • The best price • Which method of procurement to use • Document the steps involved

  8. QUICK REVIEW The definition of procurement is • Selling goods, products or services at the best possible price • Purchasing of goods, products or services at the best possible price • Notifying sellers that you are interested in buying goods, products or services. • All of the above

  9. ANSWER TO QUICK REVIEW The definition of procurement is: • Purchasing of goods, products or services at the best possible price

  10. 2 CRF 200 – Regulations for Federal Awards Procurement 200.317 - 200.326

  11. Program Specific Procurement Regulations • NSLP SBP 7 CFR 210.21 • SBP 7 CFR220.16 • SMP 7 CFR215.14a • SFSP 7 CFR225.17 • CACFP 7 CFR226.22 • USDA Foods 7 CFR 250 – Subpart D: Donated Foods in FSMC

  12. Program Specific Procurement Standards

  13. General Procurement Standards2 CFR 200.318 3 Sealed Bids 4 Competitive Proposals 2 Small Purchase 5 Sole Source 1 Micro- Purchase • General Standards • Document Policies • Necessary • Full and Open Competition • Conflict of Interest • Documentation • Cost & Price Analysis • Vendor Selection

  14. Methods of Procurement 2CFR 200.320 3 Sealed Bids 2 Small Purchase 4 Competitive Proposals 1 Micro- Purchase 5 Sole Source

  15. Federal Procurement Roadmap

  16. Procurement Plan2 CFR 200.318(a) What is a procurement policy? A procurement policy is a written statement that assures all purchases made with CNP Federal funds are handled fairly and in a manner that encourages full and open competition.

  17. Procurement Plan Continued2 CFR 200.318(a) What is a procurement plan? • What will be done, who will do it, and how it will be done. • Code of Conduct • Conflict of Interest

  18. QUICK REVIEW True or False: • All procurement regulations apply to all programs. • The procurement method used is determined by whether the purchase exceeds the simplified acquisition threshold.

  19. ANSWERS TO QUICK REVIEW True or False: All regulations apply to all programs. FALSE The procurement method used is determined by whether the purchase exceeds the simplified acquisition threshold. TRUE

  20. Other Aspects of Procurement

  21. Principles of Good Procurement

  22. Full and Open Competition2 CFR 200.319(a) • Goal all Federal Procurement requirements • Same opportunities to compete • Higher quality goods, products or services at the lowest possible price. • Specifications do not restrict or eliminate competition.

  23. Elements that Restrict Competition • Unreasonable requirements • Unnecessary experience or bonding • Noncompetitive pricing practices • Noncompetitive contracts • Organizational Conflicts of Interest • Specifying “brand name” • Any arbitrary action

  24. Documentation Procurement Documents • Three years plus the current fiscal year Accounting Documents • Invoices • Grocery receipts • Cancelled checks • Quotes or Bid documents

  25. QUICK REVIEW True or False: An important principle of good procurement is that good procurement is competitive procurement

  26. ANSWERS TO THE QUICK REVIEW True or False: An important principle of good procurement is that good procurement is competitive procurement TRUE

  27. SUMMARY • Definitions of frequently used words • Why Procurement is important • What Sponsors need to now about procurement • Five procurement methods • Presented the Roadmap to Federal Procurement • Reason a Procurement plan is needed • Full and open competition • Procurement Documentation

  28. ODE CNP Contact Information Oregon Department of Education Child Nutrition Programs 255 Capitol St. NE Salem, OR 97310 Phone: 503-947-5849 Website: http://www.oregon.gov/ode/students-and-family/childnutrition/Pages/default.aspx

  29. Questions

  30. Resources • ODE CNP Procurement webpage • CACPF Policy and Procedure Manual Chapter 14 • 2 CFR 200 • NSLP Procurement Regulations (7 CFR 210.21) • SBP Procurement Regulations (7 CFR 220.16) • Special Milk Program (7 CFR 215.14a • USDA Foods (7 CFR 250 – Subpart D) • CACFP (7 CFR 226.22) • SFSP (7 CFR225.17)

  31. In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:(1) mail: U.S. Department of AgricultureOffice of the Assistant Secretary for Civil Rights1400 Independence Avenue, SWWashington, D.C. 20250-9410;(2) fax: (202) 690-7442; or(3) email: program.intake@usda.govThis institution is an equal opportunity provider.

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