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Nevada School Nutrition AssociationDirectors Pre-Conference
Catrina Peters MS, RD
School Nutrition Services Manager
June 26, 2017
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Today’s Agenda
• NDA Opening Session – NDA School Nutrition Unit update– Grants and Trainings– Procurement– USDA Foods– Reporting Calendar– FSMC Requirements– Legislative update
• Lunch• Guest Speaker—Dr. Robert Lewis
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NDA Staff AssignmentsDonnell Barton—retired June 22Patricia Hoppe—Deputy Administrator
School Nutrition Team– Catrina Peters
• Management of School Nutrition Unit
– Rose Wolterbeek• Procurement, Technical Assistance, Program Operation
– Edward Coleman• Administrative Reviews, Special Provision Reviews
– Brittany Mally• Administrative Reviews, Grants, In-Person Trainings
– Bernadette DeMars• USDA Foods, DoD Fresh
– Stephanie Disuanco• Claims, Application Renewals, Reporting/Data submission
– Bobbie Davidson• Application Renewal help desk, School Wellness, FFVP, Farm to School
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Introductions
• Audience
– Food Service Directors/Coordinators
– Food Service Management Company
– School District staff
• Assistant Directors, site staff, etc
– Northern vs Southern NV
• Housekeeping
– Restrooms, breaks, slides will be sent
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Today’s Agenda
• NDA School Nutrition Unit Update
– Staff changes
– NDA School Nutrition Team Strategic Plan
– Customer Satisfaction Survey
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NDA School Nutrition Strategic Plan
• Why a strategic plan?
– Tool to guide efforts when resources are limited
– Provides a reference point for priorities and goals
• Mission statement: Ensuring Nevada’s school children have nutritious meals
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NDA School Nutrition Strategic Plan
• Goal 1: Maintain a supportive, collaborative school nutrition team
• Goal 2: Increase opportunities for sponsor education
• Goal 3: Improve the perception of Child Nutrition Programs
• Specific objectives and strategies to meet each goal
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NDA School Nutrition Strategic Plan
• Goal 3: Improve the perception of Child Nutrition Programs
• Objective 3.3: Annually, the School Nutrition Customer/Sponsor satisfaction survey will result in an average score of 3.5 or better
• Strategy 3.3.1: Conduct annual School Nutrition Customer/Sponsor satisfaction survey by May 1 of each year
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NDA School Nutrition Survey
• Survey was conducted in May 2017
• THANK YOU to everyone who completed the survey!
• Your feedback is critical for us to improve how we serve you
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NDA School Nutrition Survey
• 35 NSLP responses
• 11 RCCI responses
• Overall, positive responses on average
• Identified areas for improvement
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NDA School Nutrition Survey
• Main areas identified
– Timely, easy to understand and concise answers
– Where to find resources/information
• One stop shop
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Grants & Training Update
Brittany Mally, RD
Grants Manager
June 26, 2017
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Trainings SY 16/17
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• Sparks, Elko, & Las Vegas
• February 2016
• Stephanie & Rose presented
• 18 attended
• Great questions that came out of the all trainings
CEP/Provision 2
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• SLM Training from Cornell– March in Reno/Elko/Las Vegas
– Self Assessment Scorecard completed
– Will be reaching out to attendees to fill out a follow up one for next school year
– Great way to start HUSSC application
• 37 attendees
Smarter Lunchroom Movement
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• Core Purpose Consulting
– Dr. Lineberry and crew
– April & May in Reno/Elko/Las Vegas
• Targeted SW coordinators and administrators
– Had great attendance and great feedback
School Wellness
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Reno
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Elko
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Las Vegas
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Grants
• Year 2 of 3 for both
– Team Nutrition Training Grant
– Administrative Review Training (ART) Grant
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Upcoming for SY 17/18
• New Sponsor Training
– July 27th in Las Vegas
– Information needed for being on NSLP
• Meal applications, meal counting & claiming, AR 1st year, submitting claims for reimbursement, meal pattern requirements, ect.
– Successful training last year
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Upcoming for SY 17/18
• Administrative Review Trainings – July 28th in Las Vegas – August 16th in Reno– August 17th in Elko
• Topics covered include– What to expect throughout the Admin Review– The different areas that are covered– How to have a successful Admin Review– The most common findings in Nevada and how to
correct those areas• Robin Tennille will be the trainer
– NDA will be present
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• Culinary Trainings– 5 one-on-one trainings with districts– 3 this fall and 2 after the winter break– Half day training at your district kitchen
• Skills needed to provide healthy school meals including– knife skills, culinary techniques for fresh produce
fabrication, and utilizing herbs and spices to enhance menu flavor and appeal.
– Tips and best practices on how to conduct a student taste test will be discussed.
• Culinary Solution Center will provide the trainers• Looking for districts interested to sign up!
– First come first serve
Upcoming for SY 17/18
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• Regional Training on…
– procurement
– how to determine food & labor costs
– strategies to reduce food and labor costs
– how to manage FSMCs
Upcoming for SY 17/18
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• School Wellness Conferences
– Spring of 2018
– Reno & Las Vegas
Upcoming for SY 17/18
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• Save the Dates
• To register
– Email [email protected]
– Sign up sheets today
• Earn Professional Standard credits
• Free training opportunity!
Sign Up!
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Direct Certification State Level Match Project
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Agenda
• Background• Direct Certification (DC) State Level
Goal• Adding Medicaid eligible• Current DC match process• New DC match process• Timeline• Testing the new process• Feedback/Questions/Concerns
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• Define direct certification
• Overview of which programs are eligible for DC
• Different than filling out a paper application
• DC rates affect ability to participate in Community Eligibility Provision
Basic Terminology
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Background
• Only 3 of 22 Local Education Agencies (LEA) in NV use an electronic matching system for DC
• Currently only 1 state sponsored charter school is using DC
• Currently 3 sources for DC data – NDA, DWSS, & NDE
• With the ART grant we received money to help pay NDE and IC to get a state level match in place
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Why?
• Why are we changing this process?– Past few years NV has
stayed in the 80% match rate.
– Nation-Wide goal match rate is 95%
– Submitted a corrective action plan on how we will increase the match rate.
– Through ART grant have procured funding to implement this project
80%
82%
84%
86%
88%
90%
92%
SY 11-12 SY 12-13 SY 13-14 SY 14-15
DC Match Rates
Nation-Wide Nevada
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Goals of Project
• Implement state level DC matching system
– Ideally this will reduce administrative burden at the school and district levels
– Improve student access to school meals
– Improve certification accuracy
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• NDA approved to pilot a DC Medicaid eligible match for SY 17/18
• Will be integrated into the statewide DC match project
• Students receiving Medicaid will be a DC
– SNAP overrides all
• Keep in mind just a pilot project
DC Medicaid Pilot Project
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DWSS
(SNAP/TANF collector)
• DWSS houses the data and sends the file to NDA
NDA• NDA separates the file out by
LEA (districts) and sends to districts via Mustang
LEAs
NDE
Current DC Match Process
• LEAs grab their file from Mustang and match that list with their current student list to find DC matches
• LEAs report DC matches to NDE via Bighorn uploads
SNAP= Supplemental Nutrition Assistance Program
TANF = Temporary Assistance for Needy Families
DWSS = Division of Welfare & Supportive Services
NDA = Nevada Department of Agriculture
NDE = Nevada Department of Education
LEA = Local Education Agency
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New DC Match Process
DWSS(SNAP/TANF/
Medicaid)
• DWSS sends this data to NDE now instead of NDA
NDE• NDE takes data and
matches it with statewide student population
LEAs• NDE “pushes” FRL
status of DC matched students to LEAs in IC = no manual matching for LEAs
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Test LEAs
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Timeline
May/June-Receive
state level list from
NDA/NDE
June/July-Compare lists and
report back to NDA/NDE
July/Aug- NDE fixes any issues
with list & testing of FRL
status in IC starts
Aug/Sept– Roll out process statewide
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• Throughout this process we need your feedback
– Problems or IT issues
• Infinite Campus
• NDE
– Match rates
– Matching errors
– New challenge
Feedback
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USDA Foods
Bernadette DeMars
Program Specialist
June 26, 2017
NSNA Conference
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Today’s Topics
• Entitlement
• DoD Fresh Produce
• Egg RFP
• Customer Satisfaction Survey
• General Housekeeping
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Entitlement
• 3 Ways to Use Entitlement
– USDA Direct Delivery Foods (canned/frozen fruits & vegetables, frozen ground beef/unseasoned chicken strips)
– Processed End Products (pizza, chicken nuggets or Mexican food)
– DOD Fresh Produce Program
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• USDA Direct Delivery Food
– 6/#10 can of applesauce• Entitlement + Shipping and Handling per case (out of pocket $$)
What are the Costs?
• Processed Food– Pizza
• Entitlement + Shipping and Handling per case (out of pocket $$) + the Processing Fee (out of pocket $$)
• DOD Fresh Produce
– Apples• Entitlement used for the actual cost of the case
• No out of pocket $$
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Nevada’s Entitlement
• What is Entitlement?
– It is the federal dollar value of USDA food.
• How does USDA calculate Nevada’s Entitlement?
Prior Year Number of Lunches Servedx July Meal Rate + 12% Funding +/- Prior Year Balance = Entitlement
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Sponsor’s Entitlement
• How is entitlement calculated?
– Total number of lunches reported from the prior year
– USDA Meal Rate of $0.3350
Nevada School District 75,123 lunches x ($0.3350) $25,166.20
More Lunches Served = More Money!
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• Issued Entitlement in February
• Final SY 16 Meal Counts Reported to USDA• SY 17/18 Meal Rate of $0.3350
• USDA will publish the final meal rate in July
• Sponsor entitlements will be updated in CNP2000
• FND will monitor sponsor entitlement
• Sponsors need to track their entitlement• FND will start looking at entitlement usage in January
Entitlement Timeline
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Requesting/Surrendering Entitlement
• Need More Entitlement?– Submit the Entitlement form to FND (on FND’s
Resource Page)
– FND to approve or deny request
– Will be offered on a first come first basis
• Sponsors Not Utilizing Entitlement?– Submit the Entitlement form to FND
– Allows FND to redistribute entitlement to other sponsors
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DOD Fresh Produce Program
• The Department of Defense (DOD) Fresh Fruit and Vegetable Program
• Allows area eligible sponsors to use USDA Foods entitlement dollars to buy fresh produce
• FND oversees the program, but it is the sponsors that place orders directly with DOD’s contracted vendors in an online order system (FFAVORS)
• No out of pocket cost to sponsors, small delivery minimum
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DOD Fresh Produce Program
Steps to obtain DOD Fresh Produce?
1. DOD needs to be available in your designated area.
2. Submit a DOD request form to FND to transfer a portion of their entitlement towards DOD Fresh.
3. FND approves or denies the request based on available entitlement and area eligibility.
4. Allow some time for setup.
19 Sponsors Participated in SY 16/17
$656,526 was used for DOD Fresh Produce!
Share your experience!
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• New Update!– DoD has dropped the surcharge of 4.6% per case,
beginning 7/1/17.
– Sponsors will get the actual cost of case.
– If the case is $10.00 in FFAVORS, then only that amount will be applied to your DoD entitlement dollars.
– This is a cost savings for you!
DOD Fresh Produce Program
• Complaints– Report your DoD issues to FND
– We want to know if you are receiving poor quality produce or problems with deliveries
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• The RFP was finalized in the spring.
• Products available to order for SY 17-18
– Scrambled Eggs
– Egg Patty
– Hard-cooked Peeled Eggs
Nutritional Information is on
the FND Resource Page
Egg RFP
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Purpose of the Surveys: To get feedback from sponsors on the processed-end products available through the State Processing Program.
– FND wanted to know:• Do the products taste great?• Are the products appearance acceptable?• Is the packaging meeting cooking standards?• Are the prices/values reasonable?• Are students approving the products?• Do the products cook well?• Overall do the products meet your expectations?• Will you continue to order the products?
Customer Satisfaction Survey
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How were the products scored?
• FND used a rated average score• Median Score = 3.88• Reviewed comments
Result of the Surveys
• All current vendors will get a 1 year extension on their contract, except for pizza.
• A new pizza RFP will be released in January 2018• Join the evaluation committee for the pizza RFP!
Customer Satisfaction Survey
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• Complete surveys for SY 2017-2018– Surveys close 45 days prior to the survey month– Example: October surveys will close on August 15th!– Check surveys monthly and make necessary
adjustments
• Submitting Orders– Sponsors are required to take what is on your order
form.– FND orders products specifically for you.– Must be submitted 7 days prior to your scheduled
delivery date– Use the NEW delivery schedule (enclosed in packet)
General Housekeeping
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Resource Page
http://commodityfoods.nv.gov/Resources/Resources/
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Questions
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Administrative Review: Common Deficiencies
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Administrative Review: Common Deficiencies
Performance Standard 1– Applications – Non- Discrimination Statements – Verification– Counting and Claiming
Performance Standard 2– Production Records– Whole Grain Rich Items
Other Areas– Civil Rights – Professional Standards – Food Safety
Other Programs – Afterschool Snack
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Performance Standard 1
All free, reduced- price, and paid meals claimed for reimbursement are served only to children eligible for free, reduced- price, and paid meals respectively, and are counted, recorded, consolidated, and reported through a system that consistently yields correct claims.
In Summary;
• Performance Standard 1 covers meal certification and the benefits issuance process.
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Common Terminology
Benefit Issuance: the link in the accountability system between the eligibility determination and the benefit delivery
Eligibility/Certification: the process used to determine a student’s for free or reduced price meals
Point of Service: the point in the food service operation where a determination can accurately be made that a reimbursable meal has been served to an eligible child
Verification: confirmation of eligibility for free and reduced price benefits under NSLP or SBP
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Certifying Applications
• Incomplete applications
– cannot be processed for meal benefits
• Annualizing income frequencies
– Only do if multiple income frequencies listed
• Applications marked categorically eligible must have valid case numbers
– SNAP/TANF/FDPIR
• Other Source Categorically Eligible Applications
– Homeless, Migrant, Runaway
– Must have supporting documentation
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Assistance Program Applications vs. Direct Certification (DC)
• Direct Certification
– No applications
– List from NDA each month for qualified students
• Assistance program application
– Application is submitted with a valid case number for SNAP/TANF/FDPIR
– Marked categorically eligible on application
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RCCIs and Documenting Eligibility
RCCI’s have 2 options
1. Maintain an Eligibility Documentation Sheet
OR
2. Complete free and reduced applications for all residents
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RCCI Eligibility Documentation Sheets
The Eligibility Documentation Sheet should have the following:
• Childs Name
• Documentation of the Childs Income
• Childs Date of Birth
• Date of Admission to the facility
• Expected Release date from the Facility
• Facility Officials signature
• Facility Officials title and contact information
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USDA Non- Discrimination Statement
All program materials and supporting platforms must have the most current version of the USDA non-discrimination statement
• Includes– Documents, pamphlets, brochures and websites for
public information, public education, or public dissemination
• Full Statement Information– https://www.fns.usda.gov/fns-nondiscrimination-
statement
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Verification
Verification is confirmation of eligibility for free and reduced priced meals based on applications
only
Verification Process• START ON OCT 1• Verification must be completed no later than
November 15 of the current school year. • SFAs must make at least one follow up attempt with
households that do not submit information to complete verification process.
Any changes resulting from verification should by correctly applied to the requisite child(ren).
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Counting and Claiming
• Meals for reimbursement may only by counted when they are served to the child at the point of service.
• The daily consolidation of meal counts from the site level should reflect what was counted at the site level.
• Infinite Campus: We are aware that this program has issues consolidating counts. It is your responsibility to ensure that all counts submitted for claims are accurate.– Problem report is Monthly Transaction Summary Report
– Better reports to use: Daily or Monthly Edit Check Report or the daily transaction report
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In Summary, Performance Standard 2 establishes that meals claimed for reimbursement contain the appropriate meal components and quantities for the SBP and NSLP.
Performance Standard 2
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• Production Records– Not done daily, missing amount pulled
column, no units of measure being recorded
– Come to the breakout session!
• Whole Grain rich foods– Make sure first ingredient is whole or
100%, not enriched
– Check delivery from vendor, make sure you receive what you ordered
• If we see it and it’s not whole grain rich you get the corrective action not the vendor
Common Findings
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General Areas
Civil Rights--you must have:1. An annual Civil Rights Log2. “And Justice for All Poster”3. Annual USDA civil rights training for all program
staff
Professional Standards1. Must be tracking professional standard hours for all
staff each school year2. USDA Trainer Tracker or your own training tracking
documentation 3. Supporting documentation for all completed
trainings for the school year
Food Safety or HACCP manual1. Must be available, accurate, and applicable to site
2. Dropped food policy, sanitizer and temp logs
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Afterschool Snack
It must be monitored two times per year;
• Once within the first four weeks
• Once more after the first but before the end of the year
Counting and Claiming
• Snacks may only be counted when served to the child at the point of service
• NO weekends or holidays
• There must be an educational component that accompanies the snack
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Resources
Applications• Eligibility Manual for School Meals
– https://www.fns.usda.gov/sites/default/files/cn/EligibilityManualFinal.pdf
• Nevada Department of Agriculture Applications Webinar– https://www.youtube.com/watch?v=GsiR5AHA0GA
• USDA Non- Discrimination Information– https://www.fns.usda.gov/fns-nondiscrimination-statement
• Professional Standards Resources – https://www.fns.usda.gov/school-meals/professional-
standards
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Questions?
• Come to Edward’s breakout session!
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Procurement ReviewsBrittany Mally, RD
Nevada Department of Agriculture
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• Basic procurement methods
– Micro Purchase, Small Purchase, Formal Purchase, & Sole Source
– Mandatory requirements
• Procurement Plan
• Code of conduct
• Purchasing/procurement procedures
Agenda
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Let’s talk about procurement!
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• Definition: The act of obtaining of goods or servicesin exchange for money or value
What is a Procurement?
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What is a Procurement Review?
• The purpose is for NDA to ensure the procurement process conducted by SFAs complies with program & government-wide procurement standards.
• Procurement standards must be conducted in a manner providing full and open competition (2 CFR 200.319(a)).
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Statewide Update
The area of focus for USDA is on procurement.
• For 2015/16 Regional Training Model
• For 2016/17 Year One: Sixteen completed
• For 2017/18 Year Two & 2018/19 Year Three: All Procurement Reviews will be completed
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Procurement Methods
Small Purchase Threshold
1. Informal 2. Formal
Micro-Purchases<$3,500
Small Purchases$0-$150,000 Sealed Bids (IFBs) &
Competitive Proposals (RFPs)
* Requires public advertising
Requires price quotes from at least 3 bidders
Distribute equitably among
suppliers
(Federal Threshold = $150,000)< >
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Micro Purchases
Procurement by
Small Purchase
Procedures
Sealed Bids (IFB)
(formal)
Competitive
Proposals (RFP)
(formal)
Non-competitive
Proposals
Regulations
200. 320(a)
200.67
200.320(b)
200.88
200. 320(c)(1)(i-iii)
200. 320(c)(2)(i-v)
200. 320(d)(1)
200.320(f)(1)
Procedures in a
nutshell
Purchases not
exceeding $3,500,
may be awarded
without soliciting
competitive
quotations if price is
reasonable
Purchases not
exceeding applicable
Small Purchase
Threshold
(Fed=$150,000).
Minimum of three
price quotes
Technical
specifications
Advertise bid
Public bid opening
Award on price alone
– firm fixed price
Solicitation includes
evaluation criteria.
Award based on score
with primary weight
on price (not price
alone)
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;
documented
Assurance of
competition; Buy
American;
documented
Assurance of
advertising, bid
opening, resulting in
fixed price contract
(required provisions--
7 CFR Part 210, 2
CFR Part 200,
Appendix 2 Part 200)
Assurance of
advertising, proper
evaluation/award,
results in fixed price
or cost reimbursable
contract (required
contract provisions--7
CFR Part 210, 7 CFR
Part 200, Appendix 2
Part 200)
SA must assure SFA
receives discounts,
rebates and credits in
cost reimbursable
contracts
Assure adherence
to 200.320(f)(1)
Informal Formal Methods
Procurement Methods-Handout
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Procurement Methods
• Micro Purchases-($0-3,500) Acquisition of Supplies or services, whose aggregate dollar amount does not exceed the micro purchase threshold ($3500) per transaction
• Small Purchase Threshold-($0-150,000) Purchases valued below the Small Acquisition Threshold, the Federal value is $150,000. – Three bids and a buy!
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Procurement Methods
• Formal Purchases ($150,000 or more)
• Sealed Bids (IFB) Invitation for Bid-award is based solely on price (lowest)
• Competitive Proposals (RFP) Request for Proposals-award is based on other factors, price must be “weighted” the highest on the scoring
• FSMC and Vended meals are usually Formal methods
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• Procurement Reviews in Nevada:
Part of the Administrative Review Cycle
– USDA requirement to review procurement once every three years
– Overlapping areas with Resource Management and allowable costs, FSMC, USDA Foods
– Allows NDA to streamline both review process into one “Review cycle”
Next Steps for Sponsors:
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Mandatory Requirements
Procurement Plan
• Formal written document of purchasing procedures
• NDA has a template in place
• Plan must outline the specific procedures per 2CFR Part 200 for program operators
• Plan must follow types of procurement available:– micro purchase
– small purchase
– formal procurement methods
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Mandatory Requirements
Procurement Plan continued
• Plan must prohibit the acquisition of unnecessary or duplicative items per 2CFR 218(d). – This can just be a statement within the plan, but must be
followed
• Plan must ensure that all solicitations incorporate a clear and accurate description for the material, product or service to be procured.
• It must not be duly restrictive as to limit competition; it must also take steps to assure that small, minority and women’s business are used when possible.
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Code of Conduct• This may be found in your District or County’s
Purchasing policies, employee manual, policy & procedures to govern employees involved with procurement practices, including conflict of interests– Must be in a written format– Must state that disciplinary actions will be applied for
violations
• NSLP Memo #2015-32 & 24 (for RCCIs)– Written Codes of Conduct and Performance of Employees
Engaged in Award and Administration of Contracts
Mandatory Requirements
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Purchasing Procedures
• Are you following your plan?
• By doing the review we can tell if you are following your plan
• Do you currently have purchasing procedures in place?
Mandatory Requirements
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More Required Items
• Documentation for Procurement method. For example, written specifications, logs, emails on your transactions
• Buy American Provision, policies & practices
• Geographic Preference, if in place
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Best Practices - Year of Review
• Obtain copy of vendor list from accounts payable or your school food services non profit food service account. – Send a copy of list to NDA
• Fill out the Procurement Worksheet – Email completed worksheet to NDA 2 weeks prior to onsite
review
• Have materials available for onsite review – purchase orders, receipts, invoices, statements & contract
monitoring forms
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Resource Sharing
• NDA Websitehttp://agri.nv.gov/Food/FoodNutrition_Home/
• NDA Webinar on Procurement Worksheet:https://www.youtube.com/watch?v=u2pnXcnNn-8&index=5&list=PLGdlCTs4dQTfYTLj7Vg9VXzDfmqApGipq
• USDA Website Procurement Resourceshttp://www.fns.usda.gov/farmtoschool/procurement-methods
• ICN Website Procurement Resourceshttp://www.theicn.org/ResourceOverview.aspx?ID=475
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Questions or Comments?
• Training and Technical Assistance is available from NDA staff any step along the way!
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HealthierUS Schools Challenge(HUSSC)
Bobbie Davidson
Program Officer
June 26, 2017
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HUSSC Schools
• Why HUSSC?
• Benefits of being a HUSSC School
• Challenge Criteria
• Applying for HUSSC
• Getting Started
• Resources
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Why HUSSC?
• HUSSC is a voluntary certification initiative created to recognize schools that have created healthier school environments.
• NV has the lowestnumber of HUSSC certified schools.
• Goal is to have 1 school from every district be HUSSC certified!
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Benefits of HUSSC
• Financial Incentives
• Local, state, and national recognition.
• Demonstrates school health excellence
• Great School Wellness goal for your district
d
Put a photo here!
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Challenge Criteria
• General Criteria
– Participate in NSLP and SBP
– Be 6-cent certified
– Be Team Nutrition School
– All corrective actions from previous AR completed
– ADP requirements for silver, gold, and gold distinction awards
• Additional Criteria
– Smart Snacks
– Nutrition education, physical activity, and physical education
– Select desired level for other criteria in excellence
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Applying for HUSSC
• Submitted online or by US mail
• https://www.fns.usda.gov/hussc/application-materials
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• Tips from Award Winners:
- ”Make changes at the beginning of the school year. Make sure the changes are gradual so students hardly notice..” (ID)
- “Form a team of administrators, food managers, PE teachers, and anybody willing to be involved..” (KY)
- “Work with USDA State Representatives when you start the process to make sure your time and efforts are not wasted.” (TX)
Getting Started
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Getting Started
• Smarter Lunch Room Score Card
-Score15-25= Bronze level
-Score 26-45= Silver Level
-Score 46-60= Gold level
d
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Resources
• Webinars, application, check list and training materials: https://www.fns.usda.gov/hussc/healthierus-school-challenge-smarter-lunchrooms
• NDA HUSSC Webinar: https://www.youtube.com/watch?v=0fsfniIHxOM
• NDA Staff: Bobbie Davidson [email protected]
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Nevada Farm to School
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Nevada Farm to School
• Meet the Farm to School Team!– Catrina Peters:
Core Partner NV
– Ashley Jeppson:
School Garden/ Food Safety Specialist
– Amber Smyer:
Agricultural Education
– Bobbie Davidson:
F2S Newsletter and resources
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What is Farm to School?
• USDA Initiative– 3 main Focuses
• Agriculture EducationGarden based
curriculumMeet your farmerLessons on where food
comes from and how it grows
• Local ProcurementGetting locally grown
food into the cafeteria
• School Gardens
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Nevada Farm to School
• Nevada’s Farm to School involvement is growing, literally!
– Since 2012
Awarded 2 USDA F2S Grants
44% increase in School Garden Programs
School Garden Food Safety Program
Been named National Farm to School Network’s Core Partner for Nevada!
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Nevada Farm to School
• Annual School Garden Conference– 3rd annual coming spring
2018 in Las Vegas
– Additional Workshop will be held in N. NV in the Spring
– Farmers, School Garden Specialists, FSDs, parents and more
– Workshops sessions
– Inspirational speakers
– Catered lunch featuring locally grown food!
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Nevada Farm to School
• Garden of the Month
– Each month we feature a school garden from Nevada To nominate a school
garden email: [email protected]
Include the School name, location, Contact information and pictures!
JT Junior Jets Pre-K Garden in LV
Agassi ES Garden in LV
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Nevada Farm to School
• Resources
– Farm to School Newsletter
• Bi-monthly with all the latest and greatest in Nevada!
• Sign up today: http://nutrition.us10.list-manage.com/subscribe?u=cb5e7b240816f7ee2f0f2ebf8&id=b2b033caf1
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Nevada Farm to School
• Resources– NDA Farm to School Websites
• Farm to School Food Safety ProgramRequest for an Audit
NEW! School Garden Safety Guidelines
http://agri.nv.gov/Plant/FTS-FSP/FTS_home/
• Food and Nutrition Farm to School Check out the Producer’s Survey
Facts about buying from local farms
Sign up for our E-newsletter!
http://nutrition.nv.gov/Programs/Farm_To_School/Farm_to_School_Program/
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Federal Report DeadlinesStephanie Disuanco
Program Officer I
June 26, 2017
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Upcoming Report Due Dates
• NSLP Application Renewal• RCCIs = May 15th• NSLP = June 1st
• Jun 30th - CEP Participation• Notify NDA if participating in CEP (new sites or renewing
existing cycle)• Submit request letter to Rose Wolterbeek at
• Oct 31st - Free and Reduced Lunch Eligibility Report• Data will be pulled from Bighorn on October 31st• Check for reminders on validating data in Bighorn• The Nevada Department of Education manages all Bighorn
data issues
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Upcoming Report Due Dates
• Feb 1st - Verification Summary Report • Start Verification on October 1st
• Verification must be completed by November 15th
• Results must be reported in CNP by February 1st
• Apr 10th - CEP Eligibility Report • Report data as of April 1st
• Spreadsheets will be sent by NDA to be completed by Districts
• Return spreadsheets to NDA by April 10th
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Report Calendar
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Report Timeline
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NSLP Application Renewal
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Application Renewal Discussion
• Purpose of Discussion:
• Obtain feedback to improve the application approval process
• Communicate NDA’s expectations
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Application Renewal Discussion
• Discussion Format
• Introduce Tatjana Vukovic, who will facilitate open discussion among sponsors to gain feedback (20 min)
• Return to Stephanie to discuss expectations and application process (10 min)
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Application Renewal Discussion
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Application Renewal Discussion
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Application Renewal Discussion
• Expectations:
– Meeting deadlines
– If instructions are unclear, just ASK!
• Example: Application Checklist
– Submitting a final and completed application
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Application Renewal Discussion
• Common Mistakes on NSLP Application Renewal:– Signatures on documents must be in blue
ink• Examples: Permanent Agreement, Policy
Statement, etc.
– On CNP (http://cnp.nv.gov)• Not submitting site applications
• Not submitting data on prior year application– Civil Rights Training Date, Health Inspections, etc.
– Submitted documents are incomplete
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Application Renewal Resources
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Application Renewal Resources
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Application Renewal Resources
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Application Renewal Staff Contacts
• Bobbie Davidson• Help Desk and Technical Assistance,
Prescreen Documents
• Stephanie Disuanco• Complete Sponsor Packet
• Shawna Sabo• Log In/Password Assistance in CNP
• Rose Wolterbeek• CEP Request Letter
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Application Renewal Discussion
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Food Service Management Companies and Vended Meal Contracts
Catrina Peters MS, RDNevada Department of Agriculture
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• Basics of FSMC vs Vended Meals– How are they different?
• Roles and responsibilities• Timelines
– 9 to 12 months needed
• Contract monitoring/Renewals– Mandatory forms, deadlines
• Best practices
Today’s Agenda
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Statewide Update
• FSMC contracts in place currently
– 8 statewide (NSLP & RCCI)
• Vended Meal Contracts in Place
– 10 in progress, mostly with charters
• Inter-agency agreements for vended meals
– 4 in progress
– Agreement between two SFAs
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Statewide Update
• Need for training and technical assistance– Need for templates for procurement and contract
documents
– Confusion on what is or is not allowed
– Challenges around contract monitoring
• Involvement from many parties– School Boards, Superintendents, school business
officials
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What’s NDA’s Role?
• Want to set districts up for success
• Looking after districts best interest
• Avoiding later findings in procurement reviews
• Preventing the need for districts to redo procurements
• Share our knowledge and expertise
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Definitions
• School Food Authority (SFA): the governing body which is responsible for one or more schools, and has the legal authority to operate the National School Lunch Program(s)– The School District
• Food Service Management company: A commercial enterprise or a non-profit organization that is or may be contracted with by the SFA to manageany aspect of the school food service– Variations on staffing and how the FSMC is paid– EX: Aramark, Chartwells
• Self operated (“self op”): The school district operates the food service program independently without the services of outside management entity– School district employees manage the program, prepare and serve the meals, etc
• Meal Vendor: provider of unitized meals– May or may not be inclusive of milk or supplies– No role in management of the program– EX: Food bank, school district
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• How are they different
– Vended meals
• Just that, they only provide a meal
• Meals dropped off at delivery location
• Flat fee per meal charged
• Typically used when a school doesn’t have the facilities to prepare meals or store food/equipment
• New schools/Charter schools
FSMC vs Vended Meals
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• How are they different?– Food Service Management Company
• Able to provide a broad range of services
• Typically utilized when school food service is operating at a deficit
• May provide staffing, training, management and consulting services
• May be doing purchasing
• Pay structure varies—per meal fee rate (fixed fee), cost reimbursable, management fee may be flat fee or a per meal rate, guarantee of end of year balance, etc
FSMC vs Vended Meals
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• How are they the same?– Formal procurement process must be followed
• Evaluation committee must be utilized for evaluating proposals
– NDA has a mandatory template for the procurement of each• Effective 2016/2017, previous contracts grandfathered
– SFA is responsible for maintaining control of the food service program• SFA is reviewed by NDA, review findings are issued to
SFA• If fiscal action occurs, fiscal action is issued to SFA
– Reimbursement funds are issued to SFA– Subject to federal regulations, board approval, etc
FSMC vs Vended Meals
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• SFAs must retain control of the food service program and is not able to delegate certain responsibilities to any outside entity– Major areas are program accountability,
agreements, policies pertaining to the program
• SFA is responsible for the procurement of either the FSMC or Vended meal contract– The procurement must comply with Federal, State
and local procurement requirements– Includes monitoring the contract
**Please refer to handout in your packet
SFA Roles
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• Vended Meals
– Procurement of meal vendor (NDA forms)
• Must be a vendor registered with the state
– Receive and inspect meals delivered
– Ensure meals meet meal pattern requirements
– Serving, counting and claiming meals
SFA Roles
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• FSMC– SFA is responsible for
• Conduct procurement of FSMC (NDA forms)– Must comply with federal, state and local
procurement requirements
• Monitoring the contract– NDA has a template annual monitoring form
• Managing the meal benefit application process• Meal counting and claims for reimbursement• Maintain control of the non-profit school food
service account• Establish advisory board, meet annually
• **More extensive list in handout
SFA Roles
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9-12 month lead time needed before
implementing contract
• FSMC procurement is a large undertaking
– Many stakeholders involved
– Large documents
– Decisions must be made before RFP is finalized
• Vended meals less labor intensive– Still requires advanced planning, stakeholders, decisions
Timeline
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1. Data gathering, decision making
2. RFP templates are complete
3. RFP templates must be approved by NDA
4. RFP distributed/site tours/Q&A period
5. Proposals received and scored
6. Completed evaluations sent to NDA
7. If NDA approves, contract can be signed
Timeline—FSMC & Vended Meal
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• Early Fall– Data gathering and decision making
• Program evaluation, data analysis, solicitation materials developed, staff input, district level interest in FSMC, NDA technical assistance provided
– Identify evaluation committee and involve them early on in the process• Usually includes school business officials, Food Service
staff, administrators, teachers, &/or students
• Winter– RFP ready for public comment/release– NDA must approve documents before release
Timeline
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Winter/Early Spring
• RFP released – Consider timeline for
• walk-through process of facilities, Q&A period, presentation by offerors
• Committee evaluation
Spring
• Proposals received and evaluated– All documents sent to NDA for document review– NDA must approve the “selection” of the district– NDA must approve proposed contract before signing
• If approved, contract execution may proceed• Follow district process for contract approval, board
agenda• Staffing/equipment purchases ready for July 1 start
Timeline
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Timelines
Renewal years• Renewal Process starts in January
– Conduct contract monitoring before renewal process begins– Discuss any items that may need to be addressed in renewal
document– May involve FSMC corporate or legal staff, SFA Administration– Allow plenty of time for discussion and negotiation
• NDA must approve contract renewal document before fully executed
Mandatory NDA templates in place for New FSMC contracts• For sponsors with renewals, when the 5 year cycle is
complete or if you go out for solicitation earlier, you must use the NDA template– Numbered Memo NSLP 2016-36
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Menus and ServiceYes Needs
ImprovementN/A
1. Has the FSMC followed the 21-day cycle menu as described in contract, for the first 21 days of the contract? (Monitored during the first year of contract only)
1. If changes were made to menus following the first 21 days of the contract, did the SFA approve them?
1. Menu standards have been maintained as to type and quality of meal service. All menus have been developed using the agreed upon food based menu planning system(s) for each age/grade group.
a. The FSMC is serving only reimbursable meals that comply with the latest USDA dietary guidelines as established by USDA in Federal regulations for the National School Lunch Program, the School Breakfast Program, and all other USDA contracted meal programs.
a. The SFA has retained control of the quality, extent and general nature of its food service.
Food Service Management Company (FSMC) Monitoring FormReview Date:
Name of District and Site Monitored:
Then, the real work starts….
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SFA responsibility for FSMC and Vended Meal contracts
• Annually at a minimum• More frequent will set up both parties for success• Keep that contract handy, refer to it often• Tool to ensure everyone understand roles, responsibilities and
expectations• Don’t wait to the end of the year to talk about a contract item
not being done
Contract Monitoring
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Engage stakeholders early on and throughout the process
– District/School board– State Agency– Bidders/Offerors– Constituents-Students, Parents– Staff– Public
Best Practices
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Best Practices
• Superintendents and Business Officials may not be aware of all of the requirements to contract out with procurement, including district roles & responsibilities
• Contact NDA, we can share information on requirements
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Best Practices
• Start Early– Request the templates from NDA early on to be able to
start completing the document
– Have time to customize your RFP in advance• Decisions will need to be made about what you want
• RFP should reflect what you want to procure
• Rubric, scoring, committee selection, and any offeror presentations
– Equipment considerations, delivery routes planned and USDA Foods utilization
• Stay in contact with NDA, don’t be afraid to ask questions!
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Best Practices
Areas in Need of Improvement:
• Rubric and Evaluation
• Scoring Criteria not customized to meet a sponsor’s needs
• Evaluators not clear on duties to “serve” on a committee
– Must be impartial
– Understand evaluation criteria
– Objective vs Subjective criteria
• Score for pricing range--objective
• Meal appeal—may be more subjective, add information on how to evaluate, describe what a high, medium and low score would consist of
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Resource Sharing
• USDA Guidance Manual for SFAswww.fns.usda.gov/sites/default/files/cn/FSMCguidance-sfa.pdf
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Resource Sharing
• NDA Websitehttp://agri.nv.gov/Food/FoodNutrition_Home/
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• Training and Technical Assistance is available from NDA staff any step along the way!
• Questions?
Questions
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CACFP Meal PatternBrittany Mally, RDJune 26, 2017
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CACFP Definition: Child and Adult Care Feeding Program
USDA funded program for healthy breakfast, lunches, snacks and
suppers for infants, children, & adults
What is CACFP?
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CACFP Time Frame
• “All CACFP/NSLP sponsors must implement updated meal pattern requirements by October 1, 2017”
– Early start implementation is allowable
– Transition period is in place for no fiscal action during this time period
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CACFP Child Meal Pattern
• Updated Meal Pattern
– For NSLP program operators, Pre-kindergarten age/grade group
– Ages 3-5 years on K-12 school sites
– Breakfast, Lunch & Snack
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Breakfast Meal Pattern
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CACFP Breakfast
Component Ages 3-5 years Additional Information:
Milk ¾ cup Unflavored Low fat (1%) or fat-free (skim)
Vegetable,Fruit, or both
½ cup Full strength juice is allowable at one meal per day
Grains ½ ounce equivalency
Cereals must not contain more than 6 grams of sugar per ounce; WGR requirement: one serving per day minimum
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Breakfast cereal
– Must contain no more than 6 grams of sugar per ounce
– Do a calculation
– Need label
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Best practice-Breakfast
If using same K-12 menu, you only need a few changes:
Breakfast:
• Milk-Unflavored; okay to serve half pint (8 ounce) portion for ease
• Whole Grain rich is allowable
– minimum portion is 0.5 oz eqv; other grains must be enriched
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Best practice-Breakfast
Breakfast cereal:
• Cereals-no more than 6 gm of sugar/dry oz
• M/MA may be served in place of the entire grains at breakfast three times/week (1:1 credit)
• Yogurt-must contain no more than 23 gm of sugar/6 oz
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Lunch Meal Pattern
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CACFP Lunch
Components Ages 3-5 years Additional Information
Milk ¾ cup Unflavored Low fat (1%) or fat-free (skim)
Meat/meat alternate 1 ½ ounces Yogurt must contain no more than 23 grams sugar per 6 ounces
Vegetables ¼ cup No vegetable sub group requirement (NSLP)
Fruits ¼ cup Pasteurized full strength juice allowable at onemeal per day
Grains ½ ounce equivalent Grain based desserts not creditable
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CACFP Lunch
Milk
• At least 6 Fluid Ounces
• Unflavored low fat (1%) or unflavored fat-free (skim) for children 2-5 years old
• No flavored milk allowed
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CACFP Lunch
Meat & Meat Alternate at least
1 ½ ounces – Lean meat, poultry, fish, tofu, cheese
– Large egg=3/4
– Peanut or soy nut butters=3 tbsp
– Cooked dry beans or peas=3/8 cup
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Child Meal Pattern
• Meat & Meat Alternate (cont)
– Yogurt, plain or flavored, unsweetened or sweetened
–At least 6 ounces or ¾ cup
–Yogurt must contain no more than 23 gm of total sugar/6 ounces
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Best practice-Lunch
If using same K-12 menu, you only need a few changes:
Lunch:
• Milk-Unflavored low fat (1%) or fat free (skim); okay to serve half pint (8 ounce unit)
• Look at the current M/MA portion size on current menu & adjust (1 ½ ounce min)
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Best practice-Lunch
Lunch:
• Vegetables at least ¼ cup
• Fruit at least ¼ cup
• Yogurt-no more than 23 gm of sugar/6 ounces
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Best practice-Lunch
Lunch:
• Grain based desserts are not creditable towards the grain component
• Whole grain rich is allowable
– minimum portion is 0.5 oz eqv or use enriched
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CACFP Snack
Components Ages 3-5 Years Additional Information
Milk* ½ cup Unflavored low fat (1%) or fat free (skim)
Meat/meat alternate ½ ounce
Vegetables* ½ cup Pasteurized full strength juice only
Fruit* ½ cup Pasteurized full strength juice only
Grains ½ ounce equivalent Grain based desserts not creditable
* Only one of the two may be a beverage
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CACFP Snack
Snack-Select two of the five for a reimbursable snack
• Fluid Milk*-1/2 cup
• Meat/meat alternate-1/2 ounce
• Vegetables*-1/2 cup
• Fruit*-1/2 cup
• Grains-1/2 ounce equivalent
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CACFP Snack
*Only one of the two components may be a beverage
• For example, milk and juice (fruit or vegetable) not allowable.
• Reminder NSLP snack is still two of the four components with larger portion sizes!
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Counting & Claiming
• All pre-kindergarten (3-5 yr. old) reimbursable meals may be claimed under your NSLP claim
• Rate is the same as the current year reimbursement by category (F/R/P)
• Straight serve option in place; no “Offer versus Serve”
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Menu Planning Best Practice
• Family style is allowable; common practice with age/grade group in preschool setting
• Cafeteria service should be considered at an earlier time than kindergarten group
• Straight serve option!
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Resources• NDA
– www.agri.nv.gov
– https://www.youtube.com/watch?v=mU-DC7K5ZDk&list=PLGdlCTs4dQTfYTLj7Vg9VXzDfmqApGipq
• USDA
– https://www.fns.usda.gov/cacfp/meals-and-snacks
– https://www.fns.usda.gov/tn/cacfp-meal-pattern-training-tools
• ICN
– www.theicn.org/cacfpmp
– Food buying guide is being updated!
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Legislative Update
Catrina Peters MS, RD
School Nutrition Services Manager
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NDA Legislative Update
• Federal legislative changes
• State legislative changes
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NDA Legislative Update--Federal
• The past 7 years have been exciting!
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NDA Legislative Update--Federal
• What does the future hold?
• New Secretary of Agriculture
– Sonny Perdue
– Previous Governor of Georgia
– Supportive of School Nutrition
• Lots of positions still unfilled
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NDA Legislative Update--Federal
• Meal Pattern “flexibility”
– May 1 press release
• Sodium
• Flavored milk
• Whole grains
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NDA Legislative Update--Federal
• Previously instated flexibility
– Hold at sodium target 1
– Whole grain pasta waiver
• Newly stated flexibility—approved waiver required
– 1% Flavored Milk
– Whole grains—all types, not just pasta
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NDA Legislative Update--Federal
• How do I pursue a waiver?– NDA will be distributing a memo and
waiver template shortly
• Waiver request must be submitted demonstrating:– Financial hardship (participation/cost)
– Limited product availability
– Unacceptable product quality
– Poor student acceptability
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NDA Legislative Update--Federal
• Can I just serve non-whole grain items now?
– No, you need an approved waiver
– Otherwise, must still meet meal pattern requirements
• Will further flexibility be allowed?
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NDA Legislative Update--Federal
• Will there be other changes?
• Current requirements such as professional standards, PLE and meal pattern requirements are written into federal regulation
• Changing them requires an act of congress (literally)
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NDA Legislative Update--State
• Last legislative session
– SB 503 “Breakfast After the Bell”
– School Nutrition rose to challenge
– Huge participation gains
– $2 million in general funds to school breakfast programs
• Resulted in $8 million in additional federal reimbursement for SY 15/16
• National leader in breakfast participation increase
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NDA Legislative Update--State
• Last legislative session– Required reporting for lunch and
breakfast participation
– Gender, race and ethnicity
– Report on NDE “report card”
– Special provisions made this challenging but data is currently being reported by NDE
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NDA Legislative Update--State
• Last legislative session
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NDA Legislative Update--State
• This legislative session– SB 3
• slight changes to breakfast after the bell
– Free and Reduced breakfast participation must be maintained in 17/18 compared to 16/17 benchmark participation level• If participation level is not maintained, a corrective
action plan may be required to be submitted
– Letters have been distributed to Superintendent, Food Service Directors and Principals
• Pre-k expansion – Much discussed but no bill was passed
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NDA Legislative Update--State
• Medicaid expansion– Bill passed, was vetoed by Governor
Sandoval
• Private and Charter Schools– ESA (voucher program) was not funded– $20 million was approved to be put towards
scholarship program for private and charter schools
– Achievement School District was much discussed but no bill was passed requiring changes
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• Questions?
