This webinar will include a brief overview of federal procurement regulations and resources to help with implementation of proper procurement. We will also cover how to complete the procurement worksheet, which will be a required portion of the Procurement Review. In school year 16/17 Procurement Reviews will be conducted in tandem with Administrative Reviews.

1. PROCUREMENT REVIEW PROCESS &
PROCUREMENT WORKSHEET
TRAINING WEBINAR
Rose Wolterbeek, MA, SNS
Nevada Department of Agriculture
September 14, 2016

2. PROFESSIONAL STANDARDS LEARNING CODES:
2000 OPERATIONS: 2400 PURCHASING/PROCUREMENT &
3000 ADMINISTRATION: 3200 PROGRAM MANAGEMENT
Goals of today’s webinar:
 Provide a brief overview of the Procurement Process
 Provide a brief overview of procuring local foods
 Completion of the Procurement Worksheet
 Procurement Review Schedule for 2016 17
 Resource Sharing

3. WHY A PROCUREMENT REVIEW?
The purpose of a procurement review is for State agencies to ensure
the procurement process conducted by school food authorities
(SFAs) complies with Program and the government-wide
procurement standards. Procurement standards must be conducted
in a manner providing full and open competition (2 CFR 200.319(a)).

4. WHAT IS PROCUREMENT ?
Definition: The act of obtaining of goods or services
in exchange for money or value

5. WHY THIS YEAR?
As part of the Healthy Hunger Free Kids Act, the area of focus for USDA
is on procurement for School Year 2016/17. The procurement of goods
and services is a significant responsibility of a school food authority
(SFA). Obtaining the most economical purchase should be considered in
all purchases when using Federal funds.

6. HOW DOES PROCUREMENT WORK FOR ME?
Federal, state and local laws and regulations specify the
procurement methods, terms and conditions SFAs must follow to
competitively procure goods and services, award contracts, and
oversee contractor performance. (2 CFR 200.318(b))
 Amount in purchases determines the method

7. WHAT ABOUT BUYING LOCAL?
 Catrina Peters, MS, RD
School Nutrition Services Manager
Recent successes-local cantaloupe in all Washoe County Elementary
Schools last week!

8. WHAT ABOUT BUYING LOCAL?
 What does local mean?
 What types of products are local?
 What’s Geographic preference?
 Informal or Formal procurement?

9. POLL QUESTIONS

10. DEFINING LOCAL
• Within a
radius
• Within a
county
• Within a
state
• Within a
region
A district’s definition of
local may change
depending on the:
• Season
• Product
• Special events

11. EXAMPLES OF “LOCAL” DEFINITIONS
• Page County Public Schools, in Virginia, defines local using three
tiers:
» Within the county
» Within the region (within 90 miles of Luray, VA)
» Within the state
• Oakland Unified School District, in California, defines local
within a 250-mile radius of the city of Oakland.
• Hinton Public Schools, in Oklahoma, defines local as within
Oklahoma.

12. WHAT TYPES OF PRODUCTS?

13.  Prohibited in Federal procurements
except where applicable Federal Laws
expressly permit their use
 National School Lunch Act: apply a
geographic preference when procuring
unprocessed locally grown or locally
raised agricultural products.
 7 CFR Part 210.21(g)

14. WHAT DOES UNPROCESSED MEAN?

15. HOW TO INCORPORATE
GEOGRAPHIC PREFERENCE

16. INFORMAL VS FORMAL

17. IDENTIFYING SOURCES--
LOCAL PURCHASING USING INFORMAL METHODS
 SFAs may contact local sources for purchasing products under informal purchase
procedures (but do not include “local” as a specification)
 3 bids and a buy
 Small purchases may include geographic preference for unprocessed agricultural
products
 must state in the solicitation and include evaluation criteria and scoring
 Use product descriptions, requirements, and specifications to target local products

18. HOW DO I KNOW WHAT’S GROWN NEAR ME?
http://nutrition.nv.gov/Programs/Farm_to_School/Farm_to_School_Program/

19. RESOURCES ON BUYING LOCAL
 http://www.fns.usda.gov/farmtoschool/farm-school
 Webinars, slides, handouts

20.  Who attended NDA’s In Person Procurement Training last year?
 If yes, which regional location:
 Elko, Sparks/Reno, Las Vegas or Clark County School District
POLL QUESTIONS

21. Procurement Methods Quick Reference
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

22. STEP ONE: COMPLETION OF THE
PROCUREMENT WORKSHEET
Part 1-Name of the School Food Authority including date
Part 2-Name of Procurement Authority in your school/organization
Part 3-What is your small purchase threshold? For the state of
Nevada the amount is $50,000 but perishables are exempt from this
per NRS Chapter 332.115. For most the answer is $150,000. Most
restrictive level applies!
Part 4-Does the SFA pay the services of a Group Purchasing
Organizations (GPO)? Yes or No Answer. Most in NV are not paying
for this service

23. [SFA NAME HERE] DATE:
SFA Procurement Table Completed by:
Procurement Authority (List staff at
the LEA/SFA level responsible for
procurement)
SFA Instructions: List name(s), position(s)/title(s) and contact information of those
person(s) authorized by the LEA/SFA as procurement agent(s) and who is/are responsible
for compliance with local, state and federal program regulations, including Child Nutrition
Program requirements.
Name Position/Title
Responsibilties
(Ex: conducts
micropurchases,
small purchase
procedures,
develops
IFB/RFPs,
monitoring etc.) Contact Information
Small Purchase Threshold
Information: SFA Instructions:
Answer questions below.
What is the small purchase threshold for
the LEA/SFA?

24. Group Purchasing Organizations, Group Buying Organizations an
Instructions: Answer questions below.
Did the SFA pay a membership fee/pay for the services of a Group Purchasing Orga
entity in the comments.
If YES, is the SFA currently receiving rebate checks from this organization?
If YES, how often does the SFA receive checks (monthly, quarterly, annually, other)
What was the total value of rebates deposited in the nonprofit food service accoun

25. IDENTIFY THE METHOD OF USED-TYPE OF PROCUREMENT
METHOD
Complete the following:
 Names of Vendors
 Goods/Services Provided
 Total Paid to Vendor
 Number of purchases

26. DEFINITIONS OF TYPE OF PROCUREMENT METHOD
Micro Purchases-($0-3500) 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!

27. DEFINITIONS OF PURCHASES
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

28. 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)
< >

29. Micro Purchases (Purchases from vendors valued between
$0.00-$3,500) A39
Name
of
Vendor
Goods/Services
Provided
Total
Paid to
Vendor
Product(s)
and/or
service(s)
purchased
How
many
purchases
were
made
from this
vendor
during
the
school
year?
Comments

30. Small Purchase/Informal Contracts (Purchases from vendors valued
between $0-$150,000, or most restrictive threshold) SFA Instructions:
Input information below.
Name of
Vendor
Goods/Service
s Provided
Total
Paid to
Vendo
r
Product(s)
and/or
service(s)
purchase
d
Was this a
one-time
purchase
or did the
SFA use
this
vendor for
multiple
purchases
?
Did the SFA
receive
more than
one
response to
its
solicitation
?
Was a
GPO/GBO/thir
d party entity
awarded this
contract?
Comment
s

31. Formal Contracts: Sealed Bids/Competitive Proposals (Contracts with vendors
valued at or above $150,000, or at or above the State's/LEA's small purchase
threshold) SFA Instructions: Input information below.
+A70
Name of Vendor
Goods/Services
Provided
Contract
Value
Solicitation
Type (IFB
or RFP)
Contract type
(Fixed Price or
Cost
Reimbursable)
Contract
Duration
Did the SFA
receive
more than
one
response to
its
solicitation?
Was a
GPO/GBO/non-
SFA only COOP
involved in the
execution of
this contract?
Were any
amendments
made to this
contract
after it was
awarded?
Comments

32. [SFA NAME HERE] DATE:
SFA ProcurementTable Completed by:
Procurement Authority (List staff at the LEA/SFA level responsible for procurement)
SFA Instructions: List name(s), position(s)/title(s) and contact informationof those person(s) authorized by the LEA/SFAas procurement agent(s) andwho is/are responsible for compliance with local, state andfederal programregulations, including Child Nutrition Program requirements.
Position/Title Responsibilties (Ex: conducts micropurchases, small purchase procedures, develops IFB/RFPs, monitoring etc.)
Contact Information
Small Purchase Threshold Information: SFA Instructions: Answer questions below.
What is the small purchase threshold for the LEA/SFA?
What is the small purchase threshold for the State, if applicable?
Did the SFA pay a membership fee/pay for the services of a Group Purchasing Organization (GPO), Group Buying Organization (GBO)
or third party entity? If YES, include the name of the GPO, GPO or third party entity in the comments.
If YES, is the SFA currently receiving rebate checks from this organization?
If YES, how often does the SFA receive checks (monthly, quarterly, annually, other)?
What was the total value of rebates deposited in the nonprofit food service account from checks received from these companies in
the prior year?
Micro Purchases (Purchases from vendors valued between$0.00-$3,500)A39
Goods/Services Provided Total Paid to Vendor Product(s) and/or service(s) purchased How many purchases were made from this vendor during the school year? Comments
Small Purchase/Informal Contracts (Purchases from vendors valued between$0-$150,000,or most restrictive threshold) SFA Instructions: Input information below.
Goods/Services Provided Total Paid to Vendor Product(s) and/or service(s) purchased Was this a one-time purchase or did the SFA use this vendor for multiple purchases?
Did the SFA receive more than one response to its
solicitation?
Was a GPO/GBO/third party entity awarded this contract? Comments
Formal Contracts: Sealed Bids/Competitive Proposals (Contracts with vendors valued at or above $150,000,or at or above the State's/LEA's small purchase threshold) SFA Instructions: Input information below.
+A70
Goods/Services Provided Contract Value Solicitation Type (IFB or RFP) Contract type (Fixed Price or Cost Reimbursable) Contract Duration Did the SFA receive more than one response to its solicitation? Was a GPO/GBO/non-SFA only COOP involved in the execution of this contract? Were any amendments made to this contract after it was awarded? Comments
Sample Procurement Worksheet-One page Document

33. BEST PRACTICES FOR COMPLETION OF
PROCUREMENT WORKSHEET:
 Obtain copy of vendor list from accounts payable or your school food
services non profit food service account for July 1st 2015 –June 30 2016
 Request velocity or usage reports from your vendors, broken out by date,
total amount by vendor for July 1st-June 30, 2015 time period
 For Micro Purchases, Report the amount Per Transaction on the total
purchases. For example, if you purchase weekly, report the average weekly
amount on the amount entered and enter 35-40 if you for the number of
weeks in the school year based on your purchasing frequency.

34. BEST PRACTICES FOR COMPLETION OF
PROCUREMENT WORKSHEET:
 For the small purchase threshold, report the total amount by product
category for the School year. For example, if you plan on spending $
75,000 on dairy, report the full amount of the purchases for the year.
 For Formal bidding, report the total amount of the contract for the
year. For example, with a vended meal contract or FSMC, put the total
dollar amount for the year based with the vendor.

35. WHAT IS NEXT?
 Email your completed worksheet as an excel file to NDA two weeks prior
to your Administrative Review On site date(s)
 Sent a copy of your Vendor Paid List with the completed worksheet
 Have materials available for onsite Procurement Review such as purchase
orders, receipts, vended meal contracts, food service management
contracts, & contract monitoring forms

36. WHAT OTHER AREAS WILL BE REVIEWED?
 Written procedures for procurement transactions including technical
requirements
 Written Standards of Conduct covering conflict of interest
 Records detailing the history of the procurement-logs, emails, Request
for Proposals solicitation documents, scoring rubrics, emails
 Buy American Provision, Policies, and Practices
 Geographic Preference Policies and Practices

37. RESOURCE SHARING:
NDA Website http://agri.nv.gov/Food/FoodNutrition_Home/
USDA Website Procurement Resources
http://www.fns.usda.gov/farmtoschool/procurement-methods
ICN Website Procurement Resources
http://www.theicn.org/ResourceOverview.aspx?ID=475
Professional Standard Learning Codes:
2000 Operations: 2400 Purchasing/Procurement &
3000 Administration: 3200 Program management

38. PLEASE TYPE QUESTION IN TEXT BOX
OR CALL NDA AT 775-353-3758 FOR TECHNICAL
ASSISTANCE