Successful Vendor Management for Afterschool At-Risk (ASAR) Meal Programs Shannon Amos, Children s Hunger Alliance Melissa Moore, Family League of Baltimore Kristen Bussenger, Revolution Foods
intro to procurement Procurement is the purchasing of goods and services. Planning Drafting Specifications Advertising the Procurement Awarding a Contract Managing the Contract
procurement methods Small Purchase Threshold > $150,000 Informal Formal Small Purchase (requires price quotes from at least 3 bidders) Sealed Bids (IFB) & Competitive Proposals (RFP) (requires public advertising)
informal procurement process 5 Manage the contract 1 Develop your specs in writing 2 Identify and notify at least 3 sources eligible, able, and willing to provide products 4 Determine most responsive and responsible bidder at the lowest price and award contract 3 Evaluate bidders responses to your specs
documentation of informal procurement Written Specification Granny Smith, US. No. 1, five 185 count boxes per week for September-December Bid Documentations Granny Smith, US. No. 1, five 185 count boxes per week for September-December Example: Fresh whole Granny Smith apples Vendor Price Art s Apples $40 Olivia s Orchard $47 Apple Crunch, Inc. $37
formal procurement process 5 Manage the contract 1 Develop solicitation 2 Publicly announce the IFB/RFP 4 Award the contract to the most responsive and responsible bidder at the lowest price 3 Evaluate bidders using established criteria
IFB versus RFP IFBs Request specific pricing Awards based on lowest cost of responsive/responsible bidder Bids are opened in front of public viewing Pricing is fixed and cannot be adjusted or changed after bid opening *This slide adapted from presentation to AASBO (American Association of School Board Officials) RFPs Request proposal information for specialized services, qualifications of company and duration of services Awards are based on specific numeric weighting (qualifications, background, experience, and cost) RFPs are not opened for public screening Best and Final can be made
Procurement: Timeline Time before start date 1. Create/review & update addendum 22 weeks 2. Internally approve contract 20 weeks 3. Send approved contract to State 15 weeks a. Include any additional bid requirements b. Construct scoring for bids (if applicable) c. Identify service areas and meal types 4. Announce RFP 11 weeks a. Put in paper for 14 days b. Put on Website 5. Review Bids (score, if applicable) 9 weeks 6. Submit to State for approval 9 weeks 7. Both Parties sign & upload to State 6 weeks 8. State approves signed contract 5 weeks a. Meet with the vendor b. Notify health department c. Publicize on website
Procurement: Timeline Time before start date 1. Create/review & update addendum 22 weeks 2. Internally approve contract 20 weeks 3. Send approved contract to State 15 weeks a. Include any additional bid requirements b. Construct scoring for bids (if applicable) c. Identify service areas and meal types 4. Announce RFP/IFB 11 weeks a. Put in paper for 14 days b. Put on Website 5. Review Bids (score, if applicable) 9 weeks 6. Submit to State for approval 9 weeks 7. Both Parties sign & submit to State 6 weeks 8. State approves signed contract 5 weeks a. Meet with the vendor b. Notify health department c. Publicize on website
Procurement Addendum What is a procurement addendum and why should I develop one? Specifications Menus type, items, allergens, format, approval Orders frequency, projections, special requests Deliveries timeframe, food safety/equip, drivers Weather policies/cancellations Delivery slips, invoicing and payments Overall communication
Procurement: Timeline Time before start date 1. Create/review & update addendum 22 weeks 2. Internally approve contract 20 weeks 3. Send approved contract to State 15 weeks a. Include any additional bid requirements b. Construct scoring for bids (if applicable) c. Identify service areas and meal types 4. Announce RFP/IFB 11 weeks a. Put in paper for 14 days b. Put on Website 5. Review Bids (score, if applicable) 9 weeks 6. Submit to State for approval 9 weeks 7. Both Parties sign & submit to State 6 weeks 8. State approves signed contract 5 weeks a. Meet with the vendor b. Notify health department c. Publicize on website
Procurement: Scoring Why implement a scoring structure? How do you score? Price Menu Quality Questions Taste Test Site Visit References
Menu Scoring Juice cannot be served in place of the fruit component 21-day menu with limited repetition is preferred Serve the main entrée two times or less on the monthly lunch menu (excluding substitute meal for children with special dietary restrictions). Cannot send the same fruit for both meals on one day. Serve low fat (1%) milk and/or skim (nonfat) milk daily. Whole milk is not offered. Offer four different entrees or meat/meat alternates throughout each week. Offer three different fruits and five different vegetables (canned, fresh or frozen) each week on the lunch menu. Serve fresh fruits or raw vegetables five days a week. Provide whole-grain foods three or more times a week.
Where does your food come from? What percentages of fruits and vegetables on your menu are seasonal? What percentage of fresh food on your menu is locally sourced from 200 miles away or less? Please provide farm of origin of the produce that you are providing. Please provide the farm of origin of the dairy products that you are providing.
Procurement: Timeline Time before start date 1. Create/review & update addendum 22 weeks 2. Internally approve contract 20 weeks 3. Send approved contract to State 15 weeks a. Include any additional bid requirements b. Construct scoring for bids (if applicable) c. Identify service areas and meal types 4. Announce RFP/IFB 11 weeks a. Put in paper for 14 days b. Put on Website 5. Review Bids (score, if applicable) 9 weeks 6. Submit to State for approval 9 weeks 7. Both Parties sign & submit to State 6 weeks 8. State approves signed contract 5 weeks a. Meet with the vendor b. Notify health department c. Publicize on website
Procurement: Preparing for Implementation The bid has been awarded now what? Meet with the Vendor Line-by-line through contract & addendum requirements Specifics of addendum requirements i.e. sponsor & vendor contacts Layout timeline until start date of contracts Quarterly Meetings
tips on successful vendor management Clear communication and expectations for both vendor and partner Regular check-ins scheduled sharing positives and areas for improvement Evaluation programs established at the on-set Partnership for innovation
resources http://www.fns.usda.gov/sites/default/files/fsmcguidancesfa.pdf [Chapter 2 Procurement; from the USDA guidance 2009] http://www.nfsmi.org/documentlibraryfiles/pdf/2013082003434 8.pdf [Procurement in the 21 st Century; from the National Food Service Management Institute]
contact information Shannon Amos, Director of Afterschool Nutrition & Education Children s Hunger Alliance (614) 643-8042 direct samos@childrenshungeralliance.org Melissa Moore, Program Director of Food Access Family League of Baltimore (443) 423-0912 direct mmoore@familyleague.org Kristen Bussenger, Director Revolution Foods (720) 989-5255 direct kbussenger@revolutionfoods.com