Child Nutrition Program Administration Procurement Basics Informal Formal Micro Purchases Small Purchase Sealed Bids IFB Competitive Proposals RFP NonCompetitive Proposals Regulations ID: 749685
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Slide1
2018-2019
Procurement Review
Child Nutrition Program AdministrationSlide2
Procurement BasicsInformalFormal
Micro Purchases
Small Purchase
Sealed Bids (IFB)
Competitive Proposals (RFP)
Non-Competitive Proposals
Regulations200. 320(a)
200.67
200.320(b)
200.88
200. 320(c)(1)(
i
-ii)
200. 320(c)(2)(
i
-v)
200. 320(d)(1)
200.320(f)(1)
Basic Procedures
Purchases not exceeding (Federal=$10,000) may award without soliciting competitive quotations if price is reasonable; equitable distribution
Purchases not exceeding applicable Small Purchase Threshold (Fed=$250,000). Minimum two preferably three or more price quotes
Technical specifications
Advertise bid
Public bid opening
Firm fixed price
Award to lowest responsive and responsible bidder
Solicitation includes evaluation criteria Award based on score with primary weight on price
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 food
; documented
Assurance of competition;
Buy American food
; documented
Assurance of advertising, bid opening, resulting in
fixed price
contract Required provisions--7 CFR Part 210
2 CFR Part 200 Appendix II;
Buy American food;
contract award to lowest responsive and responsible bidder
Assurance of advertising, evaluation/award with
price as primary
and
no unallowable cost provisions
, Results in
fixed price
or
cost reimbursable
Required contract provisions (7 CFR Part 210,2 CFR Part 200, Appendix II); Buy American food;
ensure SFA receives discounts, rebates and credits in cost reimbursable contracts
Assure adherence to 200.320(f)(1) Slide3
Review ProcessSlide4
Procurement Review Sheet
Must be completed by SFA for all vendors paid from the nonprofit food service account for the most recently completed school yearSlide5
Vendor Paid List
All vendors paid from the nonprofit food service account, from prior school yearSlide6
Procurement ProceduresRequired by regulationsHelps to determine procurement methods to be usedIdentifies parties that will address issues raisedIncludes a written code of standards of conduct to prohibit conflicts of interest Slide7Developing a Procurement Plan
All School Food Authorities must develop a procurement plan which: Clearly defines responsibilityEstablishes guidelines for the organization Slide8
What is the purpose of a procurement plan?Slide9What should I include in my
procurement plan?DefinitionsBasic Organizational ConceptsSource SelectionSpecificationsConflict of Interest / Code of Conduct policySlide10
Procurement Code of Conduct
Prohibit officers, employees and agents from soliciting or accepting gratuities, favors or anything of monetary value from contractors or parties of subcontractsProvide for disciplinary actions for violations by officers, employees, or agentsSlide11
Minority and Women-Owned Businesses (M/WBE)When possible, SFAs must take steps to assure that minority or women-owned businesses are used for purchases, including:Placing minority or women-owned businesses on the SFAs list of vendors to solicitAssuring that minority and women-owned businesses are solicited whenever they are potential sourcesSlide12
2018-2019 Request for Procurement DocumentationSlide13
MicroPurchasesPurchases made without first soliciting competitive quotes (Must be under $10,000)SED will request:Purchase orders and vendor receipts/invoices (3 from one month, 1 per month from 3consecutive months, or 1 per quarter)SFA must explain how it was determined that the prices of the products purchased were reasonable SFA must explain how purchases were equitably distributed among qualified sources Slide14
Small/Informal PurchasesVendors were informally contacted for quotes prior to purchasing(must be below the small purchase threshold)SED will request: Purchase orders and vendor receipts/invoices (3 from one month, 1 per month from 3 consecutive months, or 1 per quarter)Solicitation Document (showing what was solicited for) Responses Received (price rate/quotations) Slide15
Formal Contracts(BOCES & Other)Slide16
Food Service Management Company ContractsSlide17
Processing ContractsVendors were informally contacted for quotes prior to purchasing(must be below the small purchase threshold)SED will request: Purchase orders and vendor receipts/invoices (3 from one month, 1 per month from 3 consecutive months, or 1 per quarter)Solicitation Document (showing what was solicited for) Responses Received (price rate/quotations) Slide18
Child Nutrition Program Administration89 Washington Avenue, 375 EBAAlbany, NY 12234(518) 473-8781www.cn.nysed.govcntraining@nysed.gov