Procurement

The U.S. Department of Agriculture (USDA) has very strict procurement regulations for all aspects of purchasing of goods and services with Child Nutrition funds.  Procurement Reviews are required on a 3-year cycle for each SFA.

Resources

Procurement Review:

ADE Commissioner’s Memos:

  •  CNU-20-003: Micro-purchase and Simplified Acquisition Thresholds for Procurement in Child Nutrition Programs
  •  CNU-20-001: State Agency (SA) Prior Approval Process for School Food Authority (SFA) Equipment Purchases
  •  FIN-19-040: Purchase Price Threshold for Bidding Commondities 
  •  CNU-19-009: Change in Federal Micro and Small Purchase Threshold for School Food Authorities 
  •  FIN-18-047: Act 1124 of 2017 - Purchase Price Threshold for Bidding Commodities 
  •  CNU-18-037: Procurement Policy Requirement for Child Nutrition Programs: Written Code of Conduct for Employees Involved in Procurement in Child Nutrition Programs 
  •  CNU-18-009: Compliance with and Enforcement of the Buy American Provision in the Child Nutrition Programs 

USDA Policy Memos:

2017
  •  SP 38-2017; Compliance with and Enforcement of the Buy American Provision in the NSLP (PDF)
2016
  •  SP 03-2016; CACFP 03-2016; SFSP 03-2016 “Procurement Standards and Resource Management Requirements related to Franchise Agreements” (Nov 6, 2015)
  •  SP 04-2016; CACFP 04-2016; SFSP 04-2016 “Local Agency Procurement Reviews: School Year 2015-2016” (Nov 9, 2015)
  •  SP 12-2016; CACFP 05-2016; SFSP 09-2016 “Guidance on Competitive Procurement Standards for Program Operators” (Nov 13, 2015)
  •  SP 20-2016 “Nonprofit School Food Service Account Nonprogram Food Revenue Requirement” (Dec 23, 2015)
  •  Question 14. How do SFAs with fixed price Food Service Management Company (FSMC) contracts comply with the nonprogram food requirements in 7 CFR Part 210.14?
  •  SP 24-2016 “Compliance with and Enforcement of the Buy American Provision in the National School Lunch Program” (Feb 3, 2016)
 
2013
  •  SP 01-2013; CACFP 01-2013; SFSP 01-2013 “Federal Small Purchase Threshold Adjustment” (Oct 02, 2012) (NOTE:  the Arkansas Small Purchase Threshold is $10,000)
  •  SP 03-2013; CACFP 02-2013; SFSP 02-2013 “Procurement Geographic Preferences Q&As – Part II (Oct 9, 2012)
  •  SP 23-2013 “Guidance Reaffirming the Requirement that State agencies and School Food Authorities Periodically Review Food Service Management Company Cost Reimbursable Contracts and Contracts Associated with USDA Foods” (Feb 12, 2013)
  •  Letter from Kevin Concannon – Subject: State Agency Oversight and Monitoring of School Food Authority Contracts with Food Service Management Companies (Mar 27, 2013)
  •  SP 35-2013 “State Agency Oversight and Monitoring of School Food Authority Contracts with Food Service Management Companies” (Apr 19, 2013)
 
2012
  •  SP 14-2012 “Procurement Questions Relevant to the Buy American Provision” (Feb 13, 2012)
  •  SP 17-2012 “Procurement Questions and Answers to Assist in the Implementation of the final rule titled Nutrition Standards in the National School Lunch and School Breakfast Programs” (Feb 23, 2012)
  •  SP 19-2012 “Soliciting Bids from Commercial Distributors for End Products” (Feb 24, 2012)
  •  SP 35-2012 “Procuring Services of Purchasing Cooperatives, Group Purchasing Organizations, Group Buying Organizations, etc.” (June 12, 2012)
Informal Procurement Resources:
  •  USDA Decision Tree: How Will You Bring Local Foods into the Cafeteria with Your Next School Food Purchase? 
  •  3 Bids and a Buy:  Steps to Informal Procurement (PDF)
  •  Informal Procurement Template (sample template with instructions) (WORD
  •  Informal Procurement Method Checklist (PDF)
Formal Procurement Resources:
  •  Solicitation Types – Advantages and Disadvantages from ICN’s Procurement in the 21st Century (PDF)
  •  Type of Contracts – Advantages and Disadvantages from ICN’s Procurement in the 21st Century (PDF)
  •  Written Contract Guide Checklist from ICN’s Procurement in the 21st Century (PDF)
  •  Should I Use an IFB or RFP? (PDF)
Other Procurement Resources:

Institute of Child Nutrition – Procurement in the 21st Century resource is designed specifically for School Food Authorities (SFA). This resource covers a variety of procurement topics including: Principles of Good Procurement, Competitive Purchasing, and Forecasting. Several chapters in the resource are dedicated to cooperative purchasing best practices.