Procurement Procedure Prototype for Child Nutrition Programs

This document is a sample and is not intended to be all inclusive. The Sponsor is ultimately responsible to ensure that the procedure complies with all Federal Regulations, State General Statutes and local procurement policies.

Name of Sponsor

PROCUREMENT PROCEDURE

CHILD NUTRITION PROGRAM

The procurement procedure contained on the following pages Enter page number through Enter page numberwill be implemented on Enter dateand from that date forward until amended. All procurements must adhere to free and open competition. Procurement Process documentation must be available to determine that a good procurement was completed for each transaction.

Name of Sponsor

PROCUREMENT Procedure

The Name of Sponsorprocedure for procuring items for use in the Child Nutrition Program (CNP) will:

  • Provide for free and open competition
  • Fairness and integrity
  • Have transparency in all transactions
  • Maintain documentation of all procurement
  • Utilize the Federal procurement threshold of $150,000 or the Sponsor’s approved threshold of spending authority $enter dollar amount if less than $150,000.

1. Informal and Formal Procurement Processes as described below will be used.

  1. Informal Procurement Process(small purchase) will be required for purchases under $150,000 orName of Sponsorapproved small-purchase thresholdenter dollar amount if less than $150,000.

TheTitle of Person will be responsible for:

  • Developing a list of goods and services needed.
  • Providing descriptions of goods and services (verbal or written)that adequately and consistently describe all items for each prospective vendor, so that each one can provide price quotes on the same merchandise or service.Verbal descriptions must be documented.
  • Obtaining price quotesbyemail, fax, hard copy of grocery ad, or documentation of comparison shopping in stores.
  • Maintaining all documentation for the procurement with program documentation and records for a period of three (3) years after the end of the fiscal year to which they pertain or until the findings of audits areresolved.
  1. Formal Procurement Process (large purchases) will be required for purchases over $150,000 or the Sponsor’s approved thresholdenter dollar amount if less than $150,000. Formal procurement will be used as required by 7 CFR 7 CFR §3016.36.

The Title of Person will be responsible for:

  • Developing specifications of goods and services to be purchased that adequately and consistently describe all items for the solicitation.
  • Developing solicitation documents with instructions.
  • Issuing the solicitation in at least one newspaper and to potential vendors for 30 days.
  • Receiving, reviewing, and evaluating the solicitation responses from vendors.
  • Awarding the contract.
  • Maintaining solicitation responses with other program documentation and records for a period of three (3) years after the end of the fiscal year to which they pertain or until the findings of audits are resolved.

2. The Title of Person will be responsible for documentation to show selection of vendor, reasons for selection, names of all vendorscontacted, price quotes (Informal Process) or solicitation documents (Formal Process) from each vendor, and documented descriptions/specifications.

3. The Title of Personwill be responsible for documenting that the actual product specified is received.

4. TheTitle of Personwill be responsible for documenting the Buy American provision (food only). (Only applicable to the National School Lunch Program)

5. The Title of Personwill be responsible for documentation regarding the solicitation of minority owned businesses.

6. The Title of Personwill be responsible for documentation regarding the use of geographic preference for purchases, if sponsor uses this purchasing option.

7. If it is necessary to make an emergency procurement to continue service, the purchase shall be made, and a log of all such purchases shall be maintained by the Title of Person.

The following emergency procedureshall be followed:

  • All emergency procurements shall be approved by the Title of Person.
  • At a minimum, the emergency procurement procedure shall document:
  • Item name
  • Dollar amount
  • Vendor, and
  • Reason for emergency

8. Code of Conduct--The following conduct will be expected of all persons who are engaged in the award and administration of the purchasing of goods and services supported by CNP funds:

  • No employee, officer, or agent of the Name of Sponsorshall participate in the selection, in the awardor administration of a contract supported by program funds if a conflict of interest, real or apparent, would be involved.
  • Conflicts of interest arise when one of the following has a financial or other interest in the vendor(s)selected:
  • The employee, officer, or agent of the sponsor
  • Any member of his/her immediate family
  • His or her partner
  • An organization which employs or is about to employ one of the above
  • Name of Sponsoremployees, officers, or agents shall neither solicit nor accept gratuities, favors,or anything of material/monetary value from vendors, potential vendors, or other parties.
  • The outside sale of such items as used oil, empty cans, and the like will be sold by contract between theName of Sponsorand an outside agency. Individual sales by any sponsor employee to an outside agency or any other sponsor employees are prohibited.
  • Failure of any employee to abide by the above-stated code could result in a fine or suspension or both, ordismissal. Interpretation of the code will be given at any time by contacting Title of PersonatEnter contact information. The Name of Sponsorwill not be responsible for any other explanationor interpretation which anyone presumes to make on behalf of the sponsor.

Changes in this Procurement Procedure will be made as conditions warrant upon the approval of the sponsor.

By (Signature of Authorized Representative)
Type or print name of Authorized Representative
Title
Date

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