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Nsna preconference
1. agri.nv.gov
Nevada School Nutrition Association
Directors Pre-Conference
Catrina Peters MS, RD
School Nutrition Services Manager
June 26, 2017
2. agri.nv.gov
Today’s Agenda
• NDA Opening Session
– NDA School Nutrition Unit update
– Grants and Trainings
– Procurement
– USDA Foods
– Reporting Calendar
– FSMC Requirements
– Legislative update
• Lunch
• Guest Speaker—Dr. Robert Lewis
3. agri.nv.gov
NDA Staff Assignments
Donnell Barton—retired June 22
Patricia Hoppe—Deputy Administrator
School Nutrition Team
– Catrina Peters
• Management of School Nutrition Unit
– Rose Wolterbeek
• Procurement, Technical Assistance, Program Operation
– Edward Coleman
• Administrative Reviews, Special Provision Reviews
– Brittany Mally
• Administrative Reviews, Grants, In-Person Trainings
– Bernadette DeMars
• USDA Foods, DoD Fresh
– Stephanie Disuanco
• Claims, Application Renewals, Reporting/Data submission
– Bobbie Davidson
• Application Renewal help desk, School Wellness, FFVP, Farm to School
4. agri.nv.gov
Introductions
• Audience
– Food Service Directors/Coordinators
– Food Service Management Company
– School District staff
• Assistant Directors, site staff, etc
– Northern vs Southern NV
• Housekeeping
– Restrooms, breaks, slides will be sent
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Today’s Agenda
• NDA School Nutrition Unit Update
– Staff changes
– NDA School Nutrition Team Strategic
Plan
– Customer Satisfaction Survey
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NDA School Nutrition Strategic Plan
• Why a strategic plan?
– Tool to guide efforts when resources are
limited
– Provides a reference point for priorities
and goals
• Mission statement: Ensuring
Nevada’s school children have
nutritious meals
7. agri.nv.gov
NDA School Nutrition Strategic Plan
• Goal 1: Maintain a supportive,
collaborative school nutrition team
• Goal 2: Increase opportunities for
sponsor education
• Goal 3: Improve the perception of Child
Nutrition Programs
• Specific objectives and strategies to
meet each goal
8. agri.nv.gov
NDA School Nutrition Strategic Plan
• Goal 3: Improve the perception of Child
Nutrition Programs
• Objective 3.3: Annually, the School
Nutrition Customer/Sponsor satisfaction
survey will result in an average score of 3.5
or better
• Strategy 3.3.1: Conduct annual School
Nutrition Customer/Sponsor satisfaction
survey by May 1 of each year
9. agri.nv.gov
NDA School Nutrition Survey
• Survey was conducted in May 2017
• THANK YOU to everyone who
completed the survey!
• Your feedback is critical for us to
improve how we serve you
10. agri.nv.gov
NDA School Nutrition Survey
• 35 NSLP responses
• 11 RCCI responses
• Overall, positive
responses on average
• Identified areas for
improvement
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NDA School Nutrition Survey
• Main areas identified
– Timely, easy to understand and concise
answers
– Where to find resources/information
• One stop shop
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• Sparks, Elko, & Las Vegas
• February 2016
• Stephanie & Rose presented
• 18 attended
• Great questions that came out of the
all trainings
CEP/Provision 2
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• SLM Training from Cornell
– March in Reno/Elko/Las Vegas
– Self Assessment Scorecard
completed
– Will be reaching out to attendees
to fill out a follow up one for
next school year
– Great way to start HUSSC
application
• 37 attendees
Smarter Lunchroom Movement
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• Core Purpose Consulting
– Dr. Lineberry and crew
– April & May in Reno/Elko/Las Vegas
• Targeted SW coordinators and
administrators
– Had great attendance and great
feedback
School Wellness
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Grants
• Year 2 of 3 for both
– Team Nutrition Training Grant
– Administrative Review Training (ART)
Grant
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Upcoming for SY 17/18
• New Sponsor Training
– July 27th in Las Vegas
– Information needed for being on NSLP
• Meal applications, meal counting & claiming,
AR 1st year, submitting claims for
reimbursement, meal pattern requirements,
ect.
– Successful training last year
23. agri.nv.gov
Upcoming for SY 17/18
• Administrative Review Trainings
– July 28th in Las Vegas
– August 16th in Reno
– August 17th in Elko
• Topics covered include
– What to expect throughout the Admin Review
– The different areas that are covered
– How to have a successful Admin Review
– The most common findings in Nevada and how to
correct those areas
• Robin Tennille will be the trainer
– NDA will be present
24. agri.nv.gov
• Culinary Trainings
– 5 one-on-one trainings with districts
– 3 this fall and 2 after the winter break
– Half day training at your district kitchen
• Skills needed to provide healthy school
meals including
– knife skills, culinary techniques for fresh produce
fabrication, and utilizing herbs and spices to enhance
menu flavor and appeal.
– Tips and best practices on how to conduct a student
taste test will be discussed.
• Culinary Solution Center will provide the trainers
• Looking for districts interested to sign up!
– First come first serve
Upcoming for SY 17/18
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• Regional Training on…
– procurement
– how to determine food & labor costs
– strategies to reduce food and labor
costs
– how to manage FSMCs
Upcoming for SY 17/18
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• Save the Dates
• To register
– Email bdavidson@agri.nv.gov
– Sign up sheets today
• Earn Professional
Standard credits
• Free training opportunity!
Sign Up!
30. agri.nv.gov
Agenda
• Background
• Direct Certification (DC) State Level
Goal
• Adding Medicaid eligible
• Current DC match process
• New DC match process
• Timeline
• Testing the new process
• Feedback/Questions/Concerns
31. agri.nv.gov
• Define direct certification
• Overview of which programs are
eligible for DC
• Different than filling out a paper
application
• DC rates affect ability to participate
in Community Eligibility Provision
Basic Terminology
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Background
• Only 3 of 22 Local Education
Agencies (LEA) in NV use an
electronic matching system for
DC
• Currently only 1 state
sponsored charter school is
using DC
• Currently 3 sources for DC
data – NDA, DWSS, & NDE
• With the ART grant we
received money to help pay
NDE and IC to get a state level
match in place
33. agri.nv.gov
Why?
• Why are we
changing this
process?
– Past few years NV has
stayed in the 80% match
rate.
– Nation-Wide goal match
rate is 95%
– Submitted a corrective
action plan on how we will
increase the match rate.
– Through ART grant have
procured funding to
implement this project
80%
82%
84%
86%
88%
90%
92%
SY 11-12 SY 12-13 SY 13-14 SY 14-15
DC Match Rates
Nation-Wide Nevada
34. agri.nv.gov
Goals of Project
• Implement state level DC matching
system
– Ideally this will reduce administrative burden at
the school and district levels
– Improve student access to school meals
– Improve certification accuracy
35. agri.nv.gov
• NDA approved to pilot a DC
Medicaid eligible match for
SY 17/18
• Will be integrated into the
statewide DC match project
• Students receiving Medicaid
will be a DC
– SNAP overrides all
• Keep in mind just a pilot
project
DC Medicaid Pilot Project
36. agri.nv.gov
DWSS
(SNAP/TANF
collector)
• DWSS houses the data
and sends the file to
NDA
NDA
• NDA separates the file out by
LEA (districts) and sends to
districts via Mustang
LEAs
NDE
Current DC Match Process
• LEAs grab their file from
Mustang and match that list
with their current student
list to find DC matches
• LEAs report DC
matches to NDE
via Bighorn
uploads
SNAP= Supplemental Nutrition Assistance Program
TANF = Temporary Assistance for Needy Families
DWSS = Division of Welfare & Supportive Services
NDA = Nevada Department of Agriculture
NDE = Nevada Department of Education
LEA = Local Education Agency
37. agri.nv.gov
New DC Match Process
DWSS
(SNAP/TANF/
Medicaid)
• DWSS sends this data to
NDE now instead of NDA
NDE
• NDE takes data and
matches it with statewide
student population
LEAs
• NDE “pushes” FRL
status of DC matched
students to LEAs in IC =
no manual matching for
LEAs
40. agri.nv.gov
• Throughout this process
we need your feedback
– Problems or IT issues
• Infinite Campus
• NDE
– Match rates
– Matching errors
– New challenge
Feedback
44. agri.nv.gov
Entitlement
• 3 Ways to Use Entitlement
– USDA Direct Delivery Foods
(canned/frozen fruits &
vegetables, frozen ground
beef/unseasoned chicken strips)
– Processed End Products
(pizza, chicken nuggets or
Mexican food)
– DOD Fresh Produce Program
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• USDA Direct Delivery Food
– 6/#10 can of applesauce
• Entitlement + Shipping and Handling per case (out of pocket $$)
What are the Costs?
• Processed Food
– Pizza
• Entitlement + Shipping and Handling per case (out of pocket $$) +
the Processing Fee (out of pocket $$)
• DOD Fresh Produce
– Apples
• Entitlement used for the actual cost of the case
• No out of pocket $$
46. agri.nv.gov
Nevada’s Entitlement
• What is Entitlement?
– It is the federal dollar value of USDA food.
• How does USDA calculate
Nevada’s Entitlement?
Prior Year Number of Lunches Served
x July Meal Rate
+ 12% Funding
+/- Prior Year Balance
= Entitlement
47. agri.nv.gov
Sponsor’s Entitlement
• How is entitlement
calculated?
– Total number of lunches
reported from the prior year
– USDA Meal Rate of $0.3350
Nevada School District 75,123 lunches x ($0.3350) $25,166.20
More Lunches Served = More Money!
48. agri.nv.gov
• Issued Entitlement in February
• Final SY 16 Meal Counts Reported to USDA
• SY 17/18 Meal Rate of $0.3350
• USDA will publish the final meal rate in July
• Sponsor entitlements will be updated in CNP2000
• FND will monitor sponsor entitlement
• Sponsors need to track their entitlement
• FND will start looking at entitlement usage in January
Entitlement Timeline
49. agri.nv.gov
Requesting/Surrendering Entitlement
• Need More Entitlement?
– Submit the Entitlement form to FND (on FND’s
Resource Page)
– FND to approve or deny request
– Will be offered on a first come first basis
• Sponsors Not Utilizing Entitlement?
– Submit the Entitlement form to FND
– Allows FND to redistribute entitlement to other
sponsors
50. agri.nv.gov
DOD Fresh Produce Program
• The Department of Defense (DOD)
Fresh Fruit and Vegetable Program
• Allows area eligible sponsors to use
USDA Foods entitlement dollars to
buy fresh produce
• FND oversees the program, but it is
the sponsors that place orders
directly with DOD’s contracted
vendors in an online order system
(FFAVORS)
• No out of pocket cost to sponsors,
small delivery minimum
51. agri.nv.gov
DOD Fresh Produce Program
Steps to obtain DOD Fresh Produce?
1. DOD needs to be available in your
designated area.
2. Submit a DOD request form to FND to
transfer a portion of their entitlement
towards DOD Fresh.
3. FND approves or denies the request based
on available entitlement and area eligibility.
4. Allow some time for setup.
19 Sponsors Participated in SY 16/17
$656,526 was used for DOD Fresh Produce!
Share your experience!
52. agri.nv.gov
• New Update!
– DoD has dropped the surcharge of 4.6% per case,
beginning 7/1/17.
– Sponsors will get the actual cost of case.
– If the case is $10.00 in FFAVORS, then only that amount
will be applied to your DoD entitlement dollars.
– This is a cost savings for you!
DOD Fresh Produce Program
• Complaints
– Report your DoD issues to FND
– We want to know if you are receiving poor quality produce
or problems with deliveries
53. agri.nv.gov
• The RFP was finalized in the spring.
• Products available to order for SY 17-18
– Scrambled Eggs
– Egg Patty
– Hard-cooked Peeled Eggs
Nutritional Information is on
the FND Resource Page
Egg RFP
54. agri.nv.gov
Purpose of the Surveys: To get feedback from
sponsors on the processed-end products available
through the State Processing Program.
– FND wanted to know:
• Do the products taste great?
• Are the products appearance acceptable?
• Is the packaging meeting cooking standards?
• Are the prices/values reasonable?
• Are students approving the products?
• Do the products cook well?
• Overall do the products meet your expectations?
• Will you continue to order the products?
Customer Satisfaction Survey
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How were the products scored?
• FND used a rated average score
• Median Score = 3.88
• Reviewed comments
Result of the Surveys
• All current vendors will get a 1 year extension on their
contract, except for pizza.
• A new pizza RFP will be released in January 2018
• Join the evaluation committee for the pizza RFP!
Customer Satisfaction Survey
56. agri.nv.gov
• Complete surveys for SY 2017-2018
– Surveys close 45 days prior to the survey month
– Example: October surveys will close on August 15th!
– Check surveys monthly and make necessary
adjustments
• Submitting Orders
– Sponsors are required to take what is on your order
form.
– FND orders products specifically for you.
– Must be submitted 7 days prior to your scheduled
delivery date
– Use the NEW delivery schedule (enclosed in packet)
General Housekeeping
60. agri.nv.gov
Administrative Review: Common
Deficiencies
Performance Standard 1
– Applications
– Non- Discrimination Statements
– Verification
– Counting and Claiming
Performance Standard 2
– Production Records
– Whole Grain Rich Items
Other Areas
– Civil Rights
– Professional Standards
– Food Safety
Other Programs
– Afterschool Snack
61. agri.nv.gov
Performance Standard 1
All free, reduced- price, and paid meals claimed for
reimbursement are served only to children eligible for free,
reduced- price, and paid meals respectively, and are counted,
recorded, consolidated, and reported through a system that
consistently yields correct claims.
In Summary;
• Performance Standard 1 covers meal certification
and the benefits issuance process.
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Common Terminology
Benefit Issuance: the link in the accountability system
between the eligibility determination and the benefit
delivery
Eligibility/Certification: the process used to
determine a student’s for free or reduced price meals
Point of Service: the point in the food service
operation where a determination can accurately be
made that a reimbursable meal has been served to an
eligible child
Verification: confirmation of eligibility for free and
reduced price benefits under NSLP or SBP
63. agri.nv.gov
Certifying Applications
• Incomplete applications
– cannot be processed for meal benefits
• Annualizing income frequencies
– Only do if multiple income frequencies listed
• Applications marked categorically eligible must
have valid case numbers
– SNAP/TANF/FDPIR
• Other Source Categorically Eligible Applications
– Homeless, Migrant, Runaway
– Must have supporting documentation
64. agri.nv.gov
Assistance Program Applications vs.
Direct Certification (DC)
• Direct Certification
– No applications
– List from NDA each month for qualified students
• Assistance program application
– Application is submitted with a valid case number for
SNAP/TANF/FDPIR
– Marked categorically eligible on application
65. agri.nv.gov
RCCIs and Documenting Eligibility
RCCI’s have 2 options
1. Maintain an Eligibility Documentation Sheet
OR
2. Complete free and reduced applications for all
residents
66. agri.nv.gov
RCCI Eligibility Documentation Sheets
The Eligibility Documentation Sheet should
have the following:
• Childs Name
• Documentation of the Childs Income
• Childs Date of Birth
• Date of Admission to the facility
• Expected Release date from the Facility
• Facility Officials signature
• Facility Officials title and contact information
67. agri.nv.gov
USDA Non- Discrimination Statement
All program materials and supporting
platforms must have the most current version
of the USDA non-discrimination statement
• Includes
– Documents, pamphlets, brochures and websites for
public information, public education, or public
dissemination
• Full Statement Information
– https://www.fns.usda.gov/fns-nondiscrimination-
statement
68. agri.nv.gov
Verification
Verification is confirmation of eligibility for free
and reduced priced meals based on applications
only
Verification Process
• START ON OCT 1
• Verification must be completed no later than
November 15 of the current school year.
• SFAs must make at least one follow up attempt with
households that do not submit information to
complete verification process.
Any changes resulting from verification should by
correctly applied to the requisite child(ren).
69. agri.nv.gov
Counting and Claiming
• Meals for reimbursement may only by counted when they
are served to the child at the point of service.
• The daily consolidation of meal counts from the site level
should reflect what was counted at the site level.
• Infinite Campus: We are aware that this program has
issues consolidating counts. It is your responsibility to
ensure that all counts submitted for claims are accurate.
– Problem report is Monthly Transaction Summary Report
– Better reports to use: Daily or Monthly Edit Check Report or the daily
transaction report
70. agri.nv.gov
In Summary, Performance Standard 2 establishes
that meals claimed for reimbursement contain the
appropriate meal components and quantities for
the SBP and NSLP.
Performance Standard 2
71. agri.nv.gov
• Production Records
– Not done daily, missing amount pulled
column, no units of measure being
recorded
– Come to the breakout session!
• Whole Grain rich foods
– Make sure first ingredient is whole or
100%, not enriched
– Check delivery from vendor, make sure you
receive what you ordered
• If we see it and it’s not whole grain rich
you get the corrective action not the
vendor
Common Findings
72. agri.nv.gov
General Areas
Civil Rights--you must have:
1. An annual Civil Rights Log
2. “And Justice for All Poster”
3. Annual USDA civil rights training for all program
staff
Professional Standards
1. Must be tracking professional standard hours for all
staff each school year
2. USDA Trainer Tracker or your own training tracking
documentation
3. Supporting documentation for all completed
trainings for the school year
Food Safety or HACCP manual
1. Must be available, accurate, and applicable to site
2. Dropped food policy, sanitizer and temp logs
73. agri.nv.gov
Afterschool Snack
It must be monitored two times per
year;
• Once within the first four weeks
• Once more after the first but before the
end of the year
Counting and Claiming
• Snacks may only be counted when
served to the child at the point of service
• NO weekends or holidays
• There must be an educational component
that accompanies the snack
74. agri.nv.gov
Resources
Applications
• Eligibility Manual for School Meals
– https://www.fns.usda.gov/sites/default/files/cn/EligibilityManu
alFinal.pdf
• Nevada Department of Agriculture Applications
Webinar
– https://www.youtube.com/watch?v=GsiR5AHA0GA
• USDA Non- Discrimination Information
– https://www.fns.usda.gov/fns-nondiscrimination-statement
• Professional Standards Resources
– https://www.fns.usda.gov/school-meals/professional-
standards
79. agri.nv.gov
• Definition: The act of obtaining of goods or services
in exchange for money or value
What is a Procurement?
80. agri.nv.gov
What is a Procurement Review?
• The purpose is for NDA to ensure the
procurement process conducted by SFAs
complies with program & government-wide
procurement standards.
• Procurement standards must be conducted in
a manner providing full and open competition
(2 CFR 200.319(a)).
81. agri.nv.gov
Statewide Update
The area of focus for USDA is on procurement.
• For 2015/16 Regional Training Model
• For 2016/17 Year One: Sixteen completed
• For 2017/18 Year Two & 2018/19 Year Three: All
Procurement Reviews will be completed
82. agri.nv.gov
Procurement Methods
Small Purchase Threshold
1. Informal 2. Formal
Micro-Purchases
<$3,500
Small Purchases
$0-$150,000 Sealed Bids (IFBs) &
Competitive
Proposals (RFPs)
* Requires public
advertising
Requires price
quotes from at
least 3 bidders
Distribute
equitably among
suppliers
(Federal Threshold = $150,000)
< >
83. agri.nv.gov
Micro Purchases Procurement by
Small Purchase
Procedures
Sealed Bids (IFB)
(formal)
Competitive
Proposals (RFP)
(formal)
Non-competitive
Proposals
Regulations
200. 320(a)
200.67
200.320(b)
200.88
200. 320(c)(1)(i-iii)
200. 320(c)(2)(i-v)
200. 320(d)(1) 200.320(f)(1)
Procedures in a
nutshell
Purchases not
exceeding $3,500,
may be awarded
without soliciting
competitive
quotations if price is
reasonable
Purchases not
exceeding applicable
Small Purchase
Threshold
(Fed=$150,000).
Minimum of three
price quotes
Technical
specifications
Advertise bid
Public bid opening
Award on price alone
– firm fixed price
Solicitation includes
evaluation criteria.
Award based on score
with primary weight
on price (not price
alone)
Item available
only from a single
source; public
exigency;
competition
deemed
inadequate
SA oversight Assurance of
reasonable and
necessary costs;
purchases distributed
equitably among
qualified suppliers;
Buy American;
documented
Assurance of
competition; Buy
American;
documented
Assurance of
advertising, bid
opening, resulting in
fixed price contract
(required provisions--
7 CFR Part 210, 2
CFR Part 200,
Appendix 2 Part 200)
Assurance of
advertising, proper
evaluation/award,
results in fixed price
or cost reimbursable
contract (required
contract provisions--7
CFR Part 210, 7 CFR
Part 200, Appendix 2
Part 200)
SA must assure SFA
receives discounts,
rebates and credits in
cost reimbursable
contracts
Assure adherence
to 200.320(f)(1)
Informal Formal Methods
Procurement Methods-Handout
84. agri.nv.gov
Procurement Methods
• Micro Purchases-($0-3,500) Acquisition of
Supplies or services, whose aggregate dollar amount
does not exceed the micro purchase threshold
($3500) per transaction
• Small Purchase Threshold-($0-150,000)
Purchases valued below the Small Acquisition
Threshold, the Federal value is $150,000.
– Three bids and a buy!
85. agri.nv.gov
Procurement Methods
• Formal Purchases ($150,000 or more)
• Sealed Bids (IFB) Invitation for Bid-award is based
solely on price (lowest)
• Competitive Proposals (RFP) Request for Proposals-
award is based on other factors, price must be
“weighted” the highest on the scoring
• FSMC and Vended meals are usually Formal methods
86. agri.nv.gov
• Procurement Reviews in Nevada:
Part of the Administrative Review Cycle
– USDA requirement to review procurement
once every three years
– Overlapping areas with Resource
Management and allowable costs, FSMC,
USDA Foods
– Allows NDA to streamline both review
process into one “Review cycle”
Next Steps for Sponsors:
87. agri.nv.gov
Mandatory Requirements
Procurement Plan
• Formal written document of purchasing procedures
• NDA has a template in place
• Plan must outline the specific procedures per 2CFR Part
200 for program operators
• Plan must follow types of procurement available:
– micro purchase
– small purchase
– formal procurement methods
88. agri.nv.gov
Mandatory Requirements
Procurement Plan continued
• Plan must prohibit the acquisition of unnecessary or
duplicative items per 2CFR 218(d).
– This can just be a statement within the plan, but must be
followed
• Plan must ensure that all solicitations incorporate a clear
and accurate description for the material, product or
service to be procured.
• It must not be duly restrictive as to limit competition; it
must also take steps to assure that small, minority and
women’s business are used when possible.
89. agri.nv.gov
Code of Conduct
• This may be found in your District or County’s
Purchasing policies, employee manual, policy &
procedures to govern employees involved with
procurement practices, including conflict of interests
– Must be in a written format
– Must state that disciplinary actions will be applied for
violations
• NSLP Memo #2015-32 & 24 (for RCCIs)
– Written Codes of Conduct and Performance of Employees
Engaged in Award and Administration of Contracts
Mandatory Requirements
90. agri.nv.gov
Purchasing Procedures
• Are you following your plan?
• By doing the review we can tell if you
are following your plan
• Do you currently have purchasing
procedures in place?
Mandatory Requirements
91. agri.nv.gov
More Required Items
• Documentation for Procurement method. For
example, written specifications, logs, emails on your
transactions
• Buy American Provision, policies & practices
• Geographic Preference, if in place
92. agri.nv.gov
Best Practices - Year of Review
• Obtain copy of vendor list from accounts payable or
your school food services non profit food service
account.
– Send a copy of list to NDA
• Fill out the Procurement Worksheet
– Email completed worksheet to NDA 2 weeks prior to onsite
review
• Have materials available for onsite review
– purchase orders, receipts, invoices, statements & contract
monitoring forms
96. agri.nv.gov
HUSSC Schools
• Why HUSSC?
• Benefits of being a HUSSC School
• Challenge Criteria
• Applying for HUSSC
• Getting Started
• Resources
97. agri.nv.gov
Why HUSSC?
• HUSSC is a voluntary
certification initiative
created to recognize
schools that have
created healthier school
environments.
• NV has the lowest
number of HUSSC
certified schools.
• Goal is to have 1 school
from every district be
HUSSC certified!
98. agri.nv.gov
Benefits of HUSSC
• Financial Incentives
• Local, state, and
national recognition.
• Demonstrates
school health
excellence
• Great School
Wellness goal for
your district
d
Put a photo here!
99. agri.nv.gov
Challenge Criteria
• General Criteria
– Participate in NSLP and
SBP
– Be 6-cent certified
– Be Team Nutrition School
– All corrective actions
from previous AR
completed
– ADP requirements for
silver, gold, and gold
distinction awards
• Additional Criteria
– Smart Snacks
– Nutrition education,
physical activity, and
physical education
– Select desired level for
other criteria in
excellence
101. agri.nv.gov
• Tips from Award Winners:
- ”Make changes at the beginning of the
school year. Make sure the changes are
gradual so students hardly notice..” (ID)
- “Form a team of administrators, food
managers, PE teachers, and anybody
willing to be involved..” (KY)
- “Work with USDA State Representatives
when you start the process to make sure
your time and efforts are not wasted.” (TX)
Getting Started
105. agri.nv.gov
Nevada Farm to School
• Meet the Farm to
School Team!
– Catrina Peters:
Core Partner NV
– Ashley Jeppson:
School Garden/ Food
Safety Specialist
– Amber Smyer:
Agricultural Education
– Bobbie Davidson:
F2S Newsletter and
resources
d
106. agri.nv.gov
What is Farm to School?
• USDA Initiative
– 3 main Focuses
• Agriculture Education
Garden based
curriculum
Meet your farmer
Lessons on where food
comes from and how it
grows
• Local Procurement
Getting locally grown
food into the cafeteria
• School Gardens
107. agri.nv.gov
Nevada Farm to School
• Nevada’s Farm to School
involvement is growing, literally!
– Since 2012
Awarded 2 USDA F2S Grants
44% increase in School Garden Programs
School Garden Food Safety Program
Been named National Farm to School
Network’s Core Partner for Nevada!
108. agri.nv.gov
Nevada Farm to School
• Annual School Garden
Conference
– 3rd annual coming spring
2018 in Las Vegas
– Additional Workshop will
be held in N. NV in the
Spring
– Farmers, School Garden
Specialists, FSDs, parents
and more
– Workshops sessions
– Inspirational speakers
– Catered lunch featuring
locally grown food!
d
109. agri.nv.gov
Nevada Farm to School
• Garden of the
Month
– Each month we feature
a school garden from
Nevada
To nominate a school
garden email:
bdavidson@agri.nv.gov
Include the School name,
location, Contact
information and pictures!
JT Junior Jets
Pre-K Garden in
LV
Agassi ES Garden in
LV
110. agri.nv.gov
Nevada Farm to School
• Resources
– Farm to School Newsletter
• Bi-monthly with all the latest and greatest
in Nevada!
• Sign up today: http://nutrition.us10.list-
manage.com/subscribe?u=cb5e7b240816f7
ee2f0f2ebf8&id=b2b033caf1
111. agri.nv.gov
Nevada Farm to School
• Resources
– NDA Farm to School Websites
• Farm to School Food Safety Program
Request for an Audit
NEW! School Garden Safety Guidelines
http://agri.nv.gov/Plant/FTS-FSP/FTS_home/
• Food and Nutrition Farm to School
Check out the Producer’s Survey
Facts about buying from local farms
Sign up for our E-newsletter!
http://nutrition.nv.gov/Programs/Farm_To_School/F
arm_to_School_Program/
113. agri.nv.gov
Upcoming Report Due Dates
• NSLP Application Renewal
• RCCIs = May 15th
• NSLP = June 1st
• Jun 30th - CEP Participation
• Notify NDA if participating in CEP (new sites or renewing
existing cycle)
• Submit request letter to Rose Wolterbeek at
rwolterbeek@agri.nv.gov
• Oct 31st - Free and Reduced Lunch Eligibility Report
• Data will be pulled from Bighorn on October 31st
• Check for reminders on validating data in Bighorn
• The Nevada Department of Education manages all Bighorn
data issues
114. agri.nv.gov
Upcoming Report Due Dates
• Feb 1st - Verification Summary Report
• Start Verification on October 1st
• Verification must be completed by November
15th
• Results must be reported in CNP by February
1st
• Apr 10th - CEP Eligibility Report
• Report data as of April 1st
• Spreadsheets will be sent by NDA to be
completed by Districts
• Return spreadsheets to NDA by April 10th
119. agri.nv.gov
Application Renewal Discussion
• Discussion Format
• Introduce Tatjana Vukovic, who will
facilitate open discussion among
sponsors to gain feedback (20 min)
• Return to Stephanie to discuss
expectations and application process
(10 min)
122. agri.nv.gov
Application Renewal Discussion
• Expectations:
– Meeting deadlines
– If instructions are unclear, just ASK!
• Example: Application Checklist
– Submitting a final and completed
application
123. agri.nv.gov
Application Renewal Discussion
• Common Mistakes on NSLP
Application Renewal:
– Signatures on documents must be in blue
ink
• Examples: Permanent Agreement, Policy
Statement, etc.
– On CNP (http://cnp.nv.gov)
• Not submitting site applications
• Not submitting data on prior year application
– Civil Rights Training Date, Health Inspections, etc.
– Submitted documents are incomplete
130. agri.nv.gov
• Basics of FSMC vs Vended Meals
– How are they different?
• Roles and responsibilities
• Timelines
– 9 to 12 months needed
• Contract monitoring/Renewals
– Mandatory forms, deadlines
• Best practices
Today’s Agenda
131. agri.nv.gov
Statewide Update
• FSMC contracts in place currently
– 8 statewide (NSLP & RCCI)
• Vended Meal Contracts in Place
– 10 in progress, mostly with charters
• Inter-agency agreements for
vended meals
– 4 in progress
– Agreement between two SFAs
132. agri.nv.gov
Statewide Update
• Need for training and technical assistance
– Need for templates for procurement and contract
documents
– Confusion on what is or is not allowed
– Challenges around contract monitoring
• Involvement from many parties
– School Boards, Superintendents, school business
officials
133. agri.nv.gov
What’s NDA’s Role?
• Want to set districts up for success
• Looking after districts best interest
• Avoiding later findings in procurement
reviews
• Preventing the need for districts to redo
procurements
• Share our knowledge and expertise
134. agri.nv.gov
Definitions
• School Food Authority (SFA): the governing body which is responsible for
one or more schools, and has the legal authority to operate the National
School Lunch Program(s)
– The School District
• Food Service Management company: A commercial enterprise or a non-
profit organization that is or may be contracted with by the SFA to manage
any aspect of the school food service
– Variations on staffing and how the FSMC is paid
– EX: Aramark, Chartwells
• Self operated (“self op”): The school district operates the food service
program independently without the services of outside management entity
– School district employees manage the program, prepare and serve the meals, etc
• Meal Vendor: provider of unitized meals
– May or may not be inclusive of milk or supplies
– No role in management of the program
– EX: Food bank, school district
135. agri.nv.gov
• How are they different
– Vended meals
• Just that, they only provide a meal
• Meals dropped off at delivery location
• Flat fee per meal charged
• Typically used when a school doesn’t have
the facilities to prepare meals or store
food/equipment
• New schools/Charter schools
FSMC vs Vended Meals
136. agri.nv.gov
• How are they different?
– Food Service Management Company
• Able to provide a broad range of services
• Typically utilized when school food service is
operating at a deficit
• May provide staffing, training, management and
consulting services
• May be doing purchasing
• Pay structure varies—per meal fee rate (fixed
fee), cost reimbursable, management fee may
be flat fee or a per meal rate, guarantee of end
of year balance, etc
FSMC vs Vended Meals
137. agri.nv.gov
• How are they the same?
– Formal procurement process must be followed
• Evaluation committee must be utilized for evaluating
proposals
– NDA has a mandatory template for the
procurement of each
• Effective 2016/2017, previous contracts grandfathered
– SFA is responsible for maintaining control of the
food service program
• SFA is reviewed by NDA, review findings are issued to
SFA
• If fiscal action occurs, fiscal action is issued to SFA
– Reimbursement funds are issued to SFA
– Subject to federal regulations, board approval, etc
FSMC vs Vended Meals
138. agri.nv.gov
• SFAs must retain control of the food service
program and is not able to delegate certain
responsibilities to any outside entity
– Major areas are program accountability,
agreements, policies pertaining to the program
• SFA is responsible for the procurement of either
the FSMC or Vended meal contract
– The procurement must comply with Federal, State
and local procurement requirements
– Includes monitoring the contract
**Please refer to handout in your packet
SFA Roles
139. agri.nv.gov
• Vended Meals
– Procurement of meal vendor (NDA forms)
• Must be a vendor registered with the state
– Receive and inspect meals delivered
– Ensure meals meet meal pattern
requirements
– Serving, counting and claiming meals
SFA Roles
140. agri.nv.gov
• FSMC
– SFA is responsible for
• Conduct procurement of FSMC (NDA forms)
– Must comply with federal, state and local
procurement requirements
• Monitoring the contract
– NDA has a template annual monitoring form
• Managing the meal benefit application process
• Meal counting and claims for reimbursement
• Maintain control of the non-profit school food
service account
• Establish advisory board, meet annually
• **More extensive list in handout
SFA Roles
141. agri.nv.gov
9-12 month lead time needed before
implementing contract
• FSMC procurement is a large undertaking
– Many stakeholders involved
– Large documents
– Decisions must be made before RFP is finalized
• Vended meals less labor intensive
– Still requires advanced planning, stakeholders, decisions
Timeline
142. agri.nv.gov
1. Data gathering, decision making
2. RFP templates are complete
3. RFP templates must be approved by NDA
4. RFP distributed/site tours/Q&A period
5. Proposals received and scored
6. Completed evaluations sent to NDA
7. If NDA approves, contract can be signed
Timeline—FSMC & Vended
Meal
143. agri.nv.gov
• Early Fall
– Data gathering and decision making
• Program evaluation, data analysis, solicitation
materials developed, staff input, district level interest
in FSMC, NDA technical assistance provided
– Identify evaluation committee and involve them
early on in the process
• Usually includes school business officials, Food Service
staff, administrators, teachers, &/or students
• Winter
– RFP ready for public comment/release
– NDA must approve documents before release
Timeline
144. agri.nv.gov
Winter/Early Spring
• RFP released
– Consider timeline for
• walk-through process of facilities, Q&A period, presentation by
offerors
• Committee evaluation
Spring
• Proposals received and evaluated
– All documents sent to NDA for document review
– NDA must approve the “selection” of the district
– NDA must approve proposed contract before signing
• If approved, contract execution may proceed
• Follow district process for contract approval, board
agenda
• Staffing/equipment purchases ready for July 1 start
Timeline
145. agri.nv.gov
Timelines
Renewal years
• Renewal Process starts in January
– Conduct contract monitoring before renewal process begins
– Discuss any items that may need to be addressed in renewal
document
– May involve FSMC corporate or legal staff, SFA Administration
– Allow plenty of time for discussion and negotiation
• NDA must approve contract renewal document before fully
executed
Mandatory NDA templates in place for New FSMC
contracts
• For sponsors with renewals, when the 5 year cycle is
complete or if you go out for solicitation earlier, you must
use the NDA template
– Numbered Memo NSLP 2016-36
146. agri.nv.gov
Menus and Service
Yes Needs
Improvement
N/A
1. Has the FSMC followed the 21-day cycle menu as described in contract, for the first
21 days of the contract? (Monitored during the first year of contract only)
1. If changes were made to menus following the first 21 days of the contract, did the
SFA approve them?
1. Menu standards have been maintained as to type and quality of meal service. All
menus have been developed using the agreed upon food based menu planning
system(s) for each age/grade group.
a. The FSMC is serving only reimbursable meals that comply with the latest USDA
dietary guidelines as established by USDA in Federal regulations for the National
School Lunch Program, the School Breakfast Program, and all other USDA
contracted meal programs.
a. The SFA has retained control of the quality, extent and general nature of its food
service.
Food Service Management Company (FSMC) Monitoring Form
Review Date:
Name of District and Site Monitored:
Then, the real work starts….
147. agri.nv.gov
SFA responsibility for FSMC and
Vended Meal contracts
• Annually at a minimum
• More frequent will set up both parties for success
• Keep that contract handy, refer to it often
• Tool to ensure everyone understand roles, responsibilities and
expectations
• Don’t wait to the end of the year to talk about a contract item
not being done
Contract Monitoring
148. agri.nv.gov
Engage stakeholders early on and
throughout the process
– District/School board
– State Agency
– Bidders/Offerors
– Constituents-Students, Parents
– Staff
– Public
Best Practices
149. agri.nv.gov
Best Practices
• Superintendents and Business Officials may
not be aware of all of the requirements to
contract out with procurement, including
district roles & responsibilities
• Contact NDA, we can share information on
requirements
150. agri.nv.gov
Best Practices
• Start Early
– Request the templates from NDA early on to be able to
start completing the document
– Have time to customize your RFP in advance
• Decisions will need to be made about what you want
• RFP should reflect what you want to procure
• Rubric, scoring, committee selection, and any offeror
presentations
– Equipment considerations, delivery routes planned and
USDA Foods utilization
• Stay in contact with NDA, don’t be afraid to ask
questions!
151. agri.nv.gov
Best Practices
Areas in Need of Improvement:
• Rubric and Evaluation
• Scoring Criteria not customized to meet a sponsor’s
needs
• Evaluators not clear on duties to “serve” on a committee
– Must be impartial
– Understand evaluation criteria
– Objective vs Subjective criteria
• Score for pricing range--objective
• Meal appeal—may be more subjective, add information on how to
evaluate, describe what a high, medium and low score would
consist of
156. agri.nv.gov
CACFP Definition: Child and Adult
Care Feeding Program
USDA funded program for healthy
breakfast, lunches, snacks and
suppers for infants, children, & adults
What is CACFP?
157. agri.nv.gov
CACFP Time Frame
• “All CACFP/NSLP sponsors must
implement updated meal pattern
requirements by October 1, 2017”
– Early start implementation is allowable
– Transition period is in place for no fiscal
action during this time period
158. agri.nv.gov
CACFP Child Meal Pattern
• Updated Meal Pattern
– For NSLP program operators, Pre-
kindergarten age/grade group
– Ages 3-5 years on K-12 school sites
– Breakfast, Lunch & Snack
160. agri.nv.gov
CACFP Breakfast
Component Ages 3-5 years Additional Information:
Milk ¾ cup Unflavored Low fat (1%) or
fat-free (skim)
Vegetable,
Fruit, or both
½ cup Full strength juice is
allowable at one meal per
day
Grains ½ ounce
equivalency
Cereals must not contain
more than 6 grams of
sugar per ounce;
WGR requirement: one
serving per day minimum
162. agri.nv.gov
Best practice-Breakfast
If using same K-12 menu, you only
need a few changes:
Breakfast:
• Milk-Unflavored; okay to serve half pint
(8 ounce) portion for ease
• Whole Grain rich is allowable
– minimum portion is 0.5 oz eqv; other
grains must be enriched
163. agri.nv.gov
Best practice-Breakfast
Breakfast cereal:
• Cereals-no more than 6 gm of
sugar/dry oz
• M/MA may be served in place of the
entire grains at breakfast three
times/week (1:1 credit)
• Yogurt-must contain no more than
23 gm of sugar/6 oz
165. agri.nv.gov
CACFP Lunch
Components Ages 3-5 years Additional Information
Milk ¾ cup Unflavored Low fat (1%)
or fat-free (skim)
Meat/meat alternate 1 ½ ounces Yogurt must contain no
more than 23 grams
sugar per 6 ounces
Vegetables ¼ cup No vegetable sub group
requirement (NSLP)
Fruits ¼ cup Pasteurized full strength
juice allowable at one
meal per day
Grains ½ ounce equivalent Grain based desserts not
creditable
166. agri.nv.gov
CACFP Lunch
Milk
• At least 6 Fluid Ounces
• Unflavored low fat (1%) or unflavored fat-
free (skim) for children 2-5 years old
• No flavored milk allowed
167. agri.nv.gov
CACFP Lunch
Meat & Meat Alternate at least
1 ½ ounces
– Lean meat, poultry, fish, tofu, cheese
– Large egg=3/4
– Peanut or soy nut butters=3 tbsp
– Cooked dry beans or peas=3/8 cup
168. agri.nv.gov
Child Meal Pattern
• Meat & Meat Alternate (cont)
– Yogurt, plain or flavored,
unsweetened or sweetened
– At least 6 ounces or ¾ cup
– Yogurt must contain no more than 23
gm of total sugar/6 ounces
169. agri.nv.gov
Best practice-Lunch
If using same K-12 menu, you only
need a few changes:
Lunch:
• Milk-Unflavored low fat (1%) or fat
free (skim); okay to serve half pint (8
ounce unit)
• Look at the current M/MA portion size
on current menu & adjust (1 ½ ounce
min)
171. agri.nv.gov
Best practice-Lunch
Lunch:
• Grain based desserts are not
creditable towards the grain
component
• Whole grain rich is allowable
– minimum portion is 0.5 oz eqv or use
enriched
172. agri.nv.gov
CACFP Snack
Components Ages 3-5 Years Additional Information
Milk* ½ cup Unflavored low fat (1%)
or fat free (skim)
Meat/meat alternate ½ ounce
Vegetables* ½ cup Pasteurized full
strength juice only
Fruit* ½ cup Pasteurized full
strength juice only
Grains ½ ounce equivalent Grain based desserts
not creditable
* Only one of the two may be a beverage
173. agri.nv.gov
CACFP Snack
Snack-Select two of the five for a
reimbursable snack
• Fluid Milk*-1/2 cup
• Meat/meat alternate-1/2 ounce
• Vegetables*-1/2 cup
• Fruit*-1/2 cup
• Grains-1/2 ounce equivalent
174. agri.nv.gov
CACFP Snack
*Only one of the two components may
be a beverage
• For example, milk and juice (fruit or
vegetable) not allowable.
• Reminder NSLP snack is still two of
the four components with larger
portion sizes!
175. agri.nv.gov
Counting & Claiming
• All pre-kindergarten (3-5 yr. old)
reimbursable meals may be claimed
under your NSLP claim
• Rate is the same as the current year
reimbursement by category (F/R/P)
• Straight serve option in place; no
“Offer versus Serve”
176. agri.nv.gov
Menu Planning Best Practice
• Family style is allowable; common
practice with age/grade group in
preschool setting
• Cafeteria service should be considered
at an earlier time than kindergarten
group
• Straight serve option!
181. agri.nv.gov
NDA Legislative Update--Federal
• What does the future hold?
• New Secretary of Agriculture
– Sonny Perdue
– Previous Governor of Georgia
– Supportive of School Nutrition
• Lots of positions still unfilled
183. agri.nv.gov
NDA Legislative Update--Federal
• Previously instated flexibility
– Hold at sodium target 1
– Whole grain pasta waiver
• Newly stated flexibility—approved
waiver required
– 1% Flavored Milk
– Whole grains—all types, not just pasta
184. agri.nv.gov
NDA Legislative Update--Federal
• How do I pursue a waiver?
– NDA will be distributing a memo and
waiver template shortly
• Waiver request must be submitted
demonstrating:
– Financial hardship (participation/cost)
– Limited product availability
– Unacceptable product quality
– Poor student acceptability
185. agri.nv.gov
NDA Legislative Update--Federal
• Can I just serve non-whole grain
items now?
– No, you need an approved waiver
– Otherwise, must still meet meal pattern
requirements
• Will further flexibility be allowed?
186. agri.nv.gov
NDA Legislative Update--Federal
• Will there be other changes?
• Current requirements such as professional
standards, PLE and meal pattern
requirements are written into federal
regulation
• Changing them requires an act of
congress (literally)
187. agri.nv.gov
NDA Legislative Update--State
• Last legislative session
– SB 503 “Breakfast After the Bell”
– School Nutrition rose to challenge
– Huge participation gains
– $2 million in general funds to
school breakfast programs
• Resulted in $8 million in additional
federal reimbursement for SY 15/16
• National leader in breakfast
participation increase
188. agri.nv.gov
NDA Legislative Update--State
• Last legislative session
– Required reporting for lunch and
breakfast participation
– Gender, race and ethnicity
– Report on NDE “report card”
– Special provisions made this
challenging but data is currently being
reported by NDE
190. agri.nv.gov
NDA Legislative Update--State
• This legislative session
– SB 3
• slight changes to breakfast after the bell
– Free and Reduced breakfast participation must
be maintained in 17/18 compared to 16/17
benchmark participation level
• If participation level is not maintained, a corrective
action plan may be required to be submitted
– Letters have been distributed to Superintendent,
Food Service Directors and Principals
• Pre-k expansion
– Much discussed but no bill was passed
191. agri.nv.gov
NDA Legislative Update--State
• Medicaid expansion
– Bill passed, was vetoed by Governor
Sandoval
• Private and Charter Schools
– ESA (voucher program) was not funded
– $20 million was approved to be put towards
scholarship program for private and charter
schools
– Achievement School District was much
discussed but no bill was passed requiring
changes
Based on feedback from NSLP call based on need from the sponsors, we have available funds to hire a trainer.
Robin was the keynote speaker at NSNA last year, she is a great trainer and a wealth of knowledge. She will be great for the AR trainings.
Ask of the districts who had a culinary training last time to speak to the group on how great it was. Mineral, Douglas, Pershing, Lander, Lyon.
Ask Jill to speak.
Stipends…mention that we have these and can be used for travel or to cover the cost of a sub.
- Direct certification is a process conducted by the States and by local educational agencies (LEAs) to certify eligible children for free meals without the need for household applications.
Programs eligible include SNAP/TANF/FDPIR
Different than filling out a paper app and listing a case # and being categorically eligible
DC rates effect ability to participate in CEP
Edit
NDE is owner of IC is owner of it but we are here to support the process to make sure it happens as it is supposed to.
We realize that this will be a new challenge for you…work will need to be done upfront and things will need to be ironed out with your IT folks and their will be challenges along the way. But we really are just trying to simplify the process and improve the process. We appreciate any feedback and ideas that you have to make the process better.
This is not new, procurement has been a part of CFR for years, however poor procurement practices across the nation have brought it onto USDA’s radar as an area that needs more focus and attention. Hence the new procurement reviews!
This slide demonstrates how the value of the procurement corresponds to the procurement thresholds. The small purchase threshold is $150,000. When the value of the purchase is estimated at less than or equal to $150,000, informal methods including micro-purchase and small purchase may be followed. However, when the value of the purchase is estimated at greater than $150,000, formal procedures including sealed bids (IFBs) and competitive proposals (RFPs) apply.
Only the micro-purchase method does not require competition, however, purchases must be equitably distributed, the aggregate cost must not exceed $3,000, and the price must be reasonable and the purchase necessary. Small purchases (exceeding $3,000 but less than $150,000) require competition which means quotes must be obtained for the products specified from at least 3 bidders. The last procurement method is what we refer to as “formal procedures”. These are sealed bids or competitive proposals that require public advertising and are more rigorous.
All procurement procedures require documentation of how the solicitation was conducted, the responses received, how responses were evaluated and awarded, and monitoring of contract performance.
Handout in the folders…breaks down the informal and formal methods and sites the CFR where you can find the specific language about that type of purchase.
Broken out in each and what’s expected for each one…use examples
Googles USDA code of conduct memo
Broken out in each and what’s expected for each one…use examples
Googles USDA code of conduct memo
USDA code of conduct memo
Must have slide and then a tips for success slide
Use on BP year of review slide
Those who attended the SLM training have been contacted about ADP rates for their school sites.
Audit is free of charge. Our GAP certified agriculturist Ashley Jeppson will come out and help you identify areas of improvement to ensure your garden is safe!
Let’s take a look at the big picture. Open the sample timeline provided to see the various steps the SFA, SA and FSMC go through during a typical annual procurement process.
Let’s take a look at the big picture. Open the sample timeline provided to see the various steps the SFA, SA and FSMC go through during a typical annual procurement process.
Let’s take a look at the big picture. Open the sample timeline provided to see the various steps the SFA, SA and FSMC go through during a typical annual procurement process.
Let’s take a look at the big picture. Open the sample timeline provided to see the various steps the SFA, SA and FSMC go through during a typical annual procurement process.
Welcome to the FSMC Procurement session. We will start by understanding what a FSMC is, why SFAs may seek to contract with a FSMC, what resources SAs should and do provide throughout the decision and contracting process. We will also cover the regulatory, requirements, share some best practices and hopefully leave here today with a better grasp of how to apply the regulations to practical situations.
Welcome to the FSMC Procurement session. We will start by understanding what a FSMC is, why SFAs may seek to contract with a FSMC, what resources SAs should and do provide throughout the decision and contracting process. We will also cover the regulatory, requirements, share some best practices and hopefully leave here today with a better grasp of how to apply the regulations to practical situations.
SAY:
Welcome to the CAFCP Meal Patterns training. First, thank you for providing the Institute of Child Nutrition with the opportunity to provide you with the knowledge and skills for implementing the updated CACFP meal pattern requirements.
NOTE TO INSTRUCTOR: If this training is not sponsored by the Institute of Child Nutrition, provide information regarding the hosting organization.
DO:
Introduce yourself and other special guests. Be sure to state your name, title/credentials, and your experience in child care, CACFP, and other child nutrition programs. Confirm participants have printed and signed their names on the sign-in sheet(s), and they have all necessary materials for this training (i.e. Participant’s Workbook, pens or pencils, and activity supplies).
DO:
Encourage participants to look at the sugar limits chart to determine if the yogurt is within the sugar limit requirements. Then ask is this yogurt creditable?
DO:
To begin this lesson, advance to the next slide.