1. Produce Safety Procurement and Specifications Presented by: Diane Preston, RD, LD 1

2. Objectives At the end of this session, participants will be able to: 1.Identify mechanisms and procedures for schools to use when purchasing local, farm fresh products. 2.Describe purchasing specifications for fresh produce that result in obtaining the desired product. 2

3. General Procurement Most important principle of sound procurement is that it is competitive Free and open competition means that all suppliers are on a level playing field and have the same opportunity to compete Procurement procedures may never unduly restrict or eliminate competition 3

4. What regulations must SFAs follow? Program Regulations for Procurement: NSLP: 7 CFR 210.21 SBP: 7 CFR 220.16 Uniform Administrative Requirements for Procurement: State/local governments: 7 CFR 3016.36 Non-profits: 7 CFR 3019.44 4

5. Procurement Framework Informal procurement Small Purchase Threshold Formal procurement Competitive Sealed Bidding Competitive Negotiation 5

6. Develop your specs in writing Identify sources eligible, able, and willing to provide products Contact at least three s ources Evaluate bidders’ response to your specs Determine most responsive and responsible bidder at lowest price Informal Procurement:

7. Develop solicitation and incorporate geo preference points into scoring criteria Publicly announce the IFB/RFP Evaluate bidders using established criteria Producers of locally- grown unprocessed products receive extra points in scoring Determine most responsive and responsible bidder at lowest price Formal Procurement:

8. Get the word out Mail bid documents to interested farmers. Include your letter or notice of intent, vendor information questionnaire, and product availability and pricing forms as well as instructions for farmers on completing the forms and returning them to you for evaluation. 8

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10. Other Bid Considerations Climate controlled trucks for delivery GAP/GHP certification of sources Vendor HACCP plan Definition of local Identify number of days from harvest to delivery Product traceability documentation 10

11. Liability Insurance Food product liability General farm liability 11

12. What are your options? Require a formal GAP (Good Agricultural Practices) audit Require self-assessment checklist 12

13. GAPs Resources GAP Websites – FDA, Cornell, Penn State, UC Davis, and others Extension Offices State Agricultural Departments Health Departments Farm to school Other farmers 13

14. What are your options? Checklists – Iowa State – Cornell – UC Davis – Penn State Initiates conversation 14

15. Bid Provisions that are not product specific Length of bid: Bid period. 30 days, Monthly, Season Frequency of Delivery: Weekly, Bi-weekly Payment Frequency Number of sites deliveries will be made to (include locations and addresses). Also indicate where the delivery is to be made, e.g. to loading dock, into the milk cooler, or inside kitchen door. On what basis the bid will be awarded. Low- bidder or low bidder that meets the specifications. How orders will be transmitted? 15

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17. Packaging: A local farmer may sell product in 25 pound boxes, but the SFA may need lighter/smaller packaging in order for staff to carry. Food Safety: Include a checklist of questions for the farmer to complete regarding their agricultural practices (http://www.fns.usda.gov/fns/safety/pdf/best_ practices.pdf) Delivery: Establish a delivery day and time for products. 17

18. Size: Indicate the size an apple must be to qualify as part of a reimbursable meal, so that expectations are set up front. Quantity: Farmers and SFAs sometimes speak different languages—schools may not be used to ordering apples in “bushels;” be aware of language barriers. Quality: Indicate that lettuce must be a healthy green color with no brown leaves. Cleanliness: Indicate that lettuce should be clean. 18

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20. Specifications Bid specification: Apples Price per case: $15.00 20

21. Specifications Bid specification: Apples, McIntosh, 40 lb. case, 125 count, U.S. Extra Fancy or U.S. Fancy only, quantity to be purchased during bid period: 200 21

22. Specifications 22 U.S. Extra Fancy- $26.00 U.S. Fancy- $23.00

23. Direct from Farmer Farmers’ Market Broadline Distributor Produce Distributor Produce Cooperative School Garden …..or a combination 23

24. Ability to Purchase Locally Grown What are your procurement procedures? Do contracts contain exclusivity clauses? Is produce on the prime vendor contract? Do you also use independent produce distributors? To how many locations do you have produce delivered? How many deliveries are made per week per location and at what times? How do you prefer to place orders? Internet, phone, fax, e-mail? How often do you place orders? Monthly, weekly, specific day of the week? What are your payment procedures? For instance, how long will it take for your payment to be received? What is district policy on insurance and liability? 24

25. After the Purchase Receive or reject Inspect the delivery vehicle Take and record temperatures Safely store, handle, and serve 25

26. website: www.fns.usda.gov/cnd/F2S Resources USDA Grants Policy Team Updates Site visits Webinars 26

27. Questions and Discussion 27