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Procurement Process for School Nutrition ProgramsUTRGV COORDINATED PROGRAM IN DIETETICS
WEDNESDAY, NOVEMBER 11, 2015
Objectives
• Define Procurement
• Phases of the Procurement Process
• Procurement Methods
• What is a Purchasing Cooperative
• Procurement Needs of School Nutrition Programs
• How RDN’s Can Assist in the Procurement Process
Procurement
• A multi-step process for obtaining goods, products and/or services in exchange for money or value.
• Procurement Process Flowchart
• Outcome: oAccountability to taxpayersoHigher quality goods and services for a lower price
The Rule Makers • Federal Government
oEducation of General Administration Regulations (EDGAR) Office of Management and Budget (OMB) Guidance: 2 CFR 200oUSDA
• State GovernmentoTexas Education Code: Section 44.031oTexas Department of Agriculture: ARM, Section 17
oLocal Government
Components of Procurement
Supports Free & Open Competition
Maintains a Transparent
Process
Upholds Fairness & Integrity
Solicits Responsive & Responsible
Suppliers
Procurement Process: Plan
• ForecastingoWhat is needed and how much? Scope of WorkSpecifications
oHow and When?Terms and Conditions
oProjected revenue?oProject cost?
Procurement Process: Solicit• Advertise
oRequirement: Texas Education Code 44.031 (g) Notice of the time by when and place where the bids or proposals, or the responses to a request for qualifications, will be received and opened shall be published in the county in which the district's central administrative office is located, once a week for at least two weeks before the deadline for receiving bids, proposals, or responses to a request for qualifications. If there is not a newspaper in that county, the advertising shall be published in a newspaper in the county nearest the county seat of the county in which the district's central administrative office is located. In a two-step procurement process, the time and place where the second-step bids, proposals, or responses will be received are not required to be published separately.
• Ensure components of procurement are meet• Pre-bid meetings
Procurement Process: Award
• Select responsive and responsible supplier(s)/vendor(s)oReview of proposal/bidDid they agree to the terms and conditionsDo they have any deviations/exceptionsDid they meet the bid specifications
oEvaluation conducted by a Committee oInterviews, demonstrations and/or testing of product
Procurement Process: Manage
• Monitors supplier/vendor performanceo Are they meeting the terms and conditions of the
contract?
o Are products delivered as specified?
• Records Retentiono 5 years after final contract renewal period or final
payment is made
Procurement MethodsInformal:• Micro purchaseo Does not exceed $3,000 in aggregate
o Must Distribute equitably among qualified suppliers
• Small purchase procedureso Less than or equal to $50,000 in aggregate
o Have written specifications
o Must obtain 3 price quotes
o Document all procedures
Formal:• Competitive sealed biddingo Only differ in price
o No negotiation
• Competitive proposalso Uses evaluation criteria
o Able to negotiate
• Non-competitive proposalso Public exigency or emergency
o Sole source
o Only 1 offer received, or no offers responsive
Procurement Process
SAMPLE PURCHASING LEVELS AND REQUIREMENTS
Purchase Commitment Amount Support Required Additional
Forms RFP/RFQ Board Approval* Advertising
For purchases Less than $3,000.00 - Micro Purchase
1 QUOTE EDGAR NOT REQUIRED NOT REQUIRED
NOT REQUIREDNOT REQUIRED
*Is required in the aggregate at $50K
For purchases of$3,000.01 to $50,000.00* 3 WRITTEN QUOTES QUOTE FORM NOT REQUIRED
NOT REQUIREDNOT REQUIRED
*Is required in the aggregate at $50K
For purchases over $50,000.00
FORMAL BIDS (Education Code 44.031) REQUIRED AGENDA ITEM REQUIRED REQUIRED
2 consecutive weeks
For purchases over $150,000.00
FORMAL BIDS
REQUIRED AGENDA ITEM REQUIRED REQUIRED 2 consecutive weeks(Education Code 44.031)
EDGAR
PURCHASING COOPERATIVE 3 QUOTES if not line item bid QUOTE FORM REQUIRED OF THE
COOPERATIVEREQUIRED OF THE
COOPERATIVEREQUIRED OF THE
COOPERATIVE
SOLE SOURCE PURCHASE 1 QUOTE SOLE SOURCE AFFIDAVIT NOT REQUIRED NOT REQUIRED NOT REQUIRED
* Subject to school district's local procurement policy
Purchasing Cooperatives
A group of people or entities join together to accomplish all or part of the steps in the procurement process.• Goal: increase buying power, reduce
costs, and improve the quality of products and services available to its members.
• Requires an Interlocal Agreement and Board Resolution
Purchasing Cooperatives
• Success: dependent on the members’ participation in product selection and the use of compromise to reach consensus.
• Effectiveness: dependent upon the members’ agreement on quality, quantity, descriptions of the products, and the terms and conditions of the solicitation.
Purchasing Cooperatives
Advantages:• Increased purchasing power
• New menu items
• Labor reduction
• Networking opportunities
• Procurement decisions by Advisory Council
Disadvantages:• Consensus among members
• Deliveries
• Minimum cases
• Storage
• Elimination of distributors
• Administrative costs
Child Nutrition Program – South Texas Cooperative• The South Texas Cooperative was established on September 8,
1999, and continues to play an integral part in achieving healthy school meals and efficient business practices by ensuring high quality, customer satisfying, cost effective food and supplies for its members.
• The primary focus of the CNP-STC is to assist participating members in the administration of a fiscally sound School Nutrition Program, and compliance with bid law requirements.
• The CNP-STC acts as a coordinating center for all bids/proposals; authority for such services is granted by Texas Education Code § 8.053.
Procurement Needs of School Nutrition Programs
• Specialized products and/or services needed
• Multiple Federal and State regulations to followoPurchasing/procurementoProgram specific -- USDA/TDA:Healthy Hunger Free Kids Act of 2010Nutrition StandardsSmart Snacks in SchoolsAllowable and Unallowable costs, ARM section 14.15-14.23
• Example SNP Food Items RFP
Lori Atwood Ramos, MBA, RDNPurchasing Coordinator
Region One Education Service Center956.984.6123