Source: http://www.opi.mt.gov/Programs/SchoolPrograms/School_Nutrition/index.html?gpm=1_10
Timestamp: 2016-09-26 03:43:02
Document Index: 128061696

Matched Legal Cases: ['art 210', 'art 215', 'art 220', 'art 225', 'art 226', 'art 245', 'art 250', 'art 210', 'art 215', 'art 220', 'arts 210', 'art 200']

The School Nutrition Programs unit administers school-based child nutrition programs throughout Montana on behalf of the Office of Public Instruction's Health Enhancement and Safety Division. Click here for the School Year 2016-17 Administrative Review Schedule Updated on 07/20/2016
Program Requirements Forms and Guidelines
April 1, 2016 Montana CEP Eligible Schools
CEP Reimbursement Calculator
Direct Certificaton
Nutrition Standards: School Meals and Smart Snacks
Offering Fruits and Vegetable
Smart Snacks for Schools Rule
Smart Snacks in Montana Schools Smart Snacks in Montana Schools: Fundraisers
Smart Snacks in Schools Brochure (USDA) High School Coffee Cart Guidelines Smart Snack Calculator (Alliance for a Healthier Generation ) Use this tool to determine if a snack or beverage meets the Smart Snack Flexibility for Entrees Served as Part of the National School Lunch and School Breakfast Program (USDA)
Implementing Strong Nutrition Standards for Schools: Financial Implications Focusing on Smart Snacks
Additional resources from the Alliance for Healthier Generation Smart Snacks
Important Links Direct Certification Application
Nondiscrimination Statement Mission Statement: To ensure schools provide nutritious meals and promote healthy lifestyles through collaborative education and training, and administration of the USDA School Nutrition Programs. Afterschool Snack Program
SFAs must follow procurement procedures for all purchases for goods or services that are supported in whole or in part with non-profit food service account funds. Following proper procurement procedures helps ensure that procurements are fair, open, and competitive. This school year, the OPI School Nutrition Programs has begun conducting additional procurement monitoring and training to assist districts with compliance of the rules. Use the Procurement Checklistto assist in meeting requirements.
All procurements in the Child Nutrition Programs must comply with:
2 CFR 200; USDA Program regulations (7 CFR Part 210, Part 215, Part 220, Part 225, Part 226, Part 245, and Part 250 as applicable); State law, regulations, and policies that are not in conflict with Federal requirements; and Local law, regulations, and policies that are not in conflict with Federal requirements. Why do procurement regulations matter?
These regulations are important because it ensures taxpayers' funds are used properly, and that schools are receiving the best and most responsive product at the lowest possible price.
What will the Procurement Review look like?
State Agency staff will be using the USDA Procurement Tool to evaluate compliance with procurement regulations. The State Agency will be conducting Procurement Reviews on the same schedule as Administrative Reviews. School Districts will be asked to complete an offsite Procurement Pre Review Questionnaire as part of the review process. Where can I find the Procurement Regulations?
The Federal procurement requirements for the NSLP are published in 7 CFR 210.21 The Federal procurement requirements for the SBP are published in 7 CFR 220.16
The General Procurement Standards are published in 2 CFR 200.318
How can schools use funds from the nonprofit school food service account?
Purchase food, supplies, and equipment required for the school’s meal preparation and service;
Purchase prepared meals from vendors or joint preparatory schools;
If utilizing a food service management company (FSMCs), can pay the FSMC to operate their food service or carry out significant food service functions; and
Pay for labor and other administrative and operational costs related to the food service.
Any funds from the nonprofit school food service account used to procure goods or services must be used according to:
The uniform government wide requirements found in 2 CFR 200, which implement program specific requirements found in the School Nutrition Program regulations (7 CFR Part 210, Part 215, and Part 220).
Procurements made by schools that are not in accordance with the government wide and program specific requirements cannot be paid for with nonprofit school food service account funds. Requirements
Public institutions or organizations must follow the most restrictive of state, local, or federal procurement standards. All SFAs must have their procurement guidelines in writing. SFAs must also maintain a written “standard of conduct” following 2 CFR 200.318(c)(1) and have written protest procedures in place to handle and resolve any disputes relating to their procurement processes. All procurements in the School Nutrition Programs must be competitive and when made with non-profit school food service account funds must also meet all standards set forth in program regulations and applicable OMB Cost Circulars. Child Nutrition Programs are governed by the Code of Federal Regulations (CFR) under 7 CFR Parts 210, 215, 220, 3016, and 3019 (as applicable).
Use the Procurement Policy Template to assist in developing your district’s Procurement Policy.
Use the Procurement Checklist to assist in meeting requirements.
Federal regulation for a micro-purchase (2 CFR 200.320(a)) MICRO-PURCHASES: Micro-purchase means a purchase of products or services where the total amount does not exceed $3,500 per transaction.
To the extent practicable, purchases must be distributed equitably among qualified suppliers with reasonable prices.
You can identify if a price is reasonable by comparing prices from previous purchases, have personal knowledge of the item being purchased, or comparing prices to similar items being purchased. Check out Market News to get an idea of prices.
RECORDS: Receipts documenting total amount purchased falls below $3,500.
Documentation showing how purchases are being distributed equitably among qualified suppliers.
If only one qualified supplier, must document why there is only one qualified supplier. Include reasons, such as labor and mileage cost for driving to another location.
Federal regulation for a small purchase (2 CFR 200.320(b)). Federal regulatory definition for simplified acquisition threshold (2 CFR 200.88)
INFORMAL PROCUREMENT METHOD: commonly referred to as procurement under the small purchase threshold or simplified acquisitions. Although this method is permitted when the amount of a purchase falls at or below the most restrictive small purchase threshold ($80,000 in Montana), a school food authority could choose to use the formal procurement method rather than the informal procurement method. The following steps are typically involved in an informal procurement:
Develop specifications in writing.
Describe the goods or services that are needed
Any due dates or other requirements
Identify sources eligible, able, and willing to provide products.
Contact at least two sources.
Evaluate quotes and response to your written specifications.
Determine most responsive and responsible bidder at lowest price. Keep procurement documentation.
RECORDS: Specifications.
Receipts, invoices.
Documentation of price quotes from adequate number of sources (2 or more).
Federal regulation for sealed bids (2 CFR 200.320(c))
Montana’s small purchase threshold is $80,000, which is more restrictive than the federal threshold of $150,000. Within formal procurement there are two methods available: Competitive Sealed Bid/Invitation for Bid (IFB) = Formal type of procurement where sealed bids are publicly advertised and result in a firm fixed price contract. Price is the determining factor. Choose vendor with lowest price that meets specifications. Used for food products that require detailed specifications- such as whole fresh apples detailing size, variety, quantities, delivery, other conditions. Determine if a vendor is responsive and responsible by whether or not they meet the requirements. Can use Geographic Preference. The following steps are typically involved in a formal procurement using an IFB:
Determine the lowest bid from a responsive and responsible bidder, and award the contract. Competitive Proposal/Request for Proposal (RFP) = Price is a factor and can be negotiated. Price should be the primary factor (for example, not necessarily 51%, it just must be the greatest number of all factors so could be 25% if everything else listed in the scoring is lower).
Allows for consideration of other factors than price. Other factors: technical expertise, past experience, quality of proposed staffing. Awarded to vendor who can provide best overall value. Can use Geographic Preference. RFP must be publicized and include specs and evaluation factors.
Can negotiate with one or more vendors submitting offers. The response to the proposal has two main elements - technical proposal and cost proposal.
Evaluate proposals using established scoring criteria included in the solicitation; Enter negotiations with responders who meet or exceed cut-off score; and
USDA Farm to School Website- watch webinars on Farm to School and download great resources!
OPI Farm to School Webpage
Montana Harvest of the Month Program - Sign up here!
Guide: Procuring Local Foods for Child Nutrition Programs- covers procurement basics, defining local, where to find local products, and the variety of ways schools can purchase locally in accordance with regulations. Check out the guide for sample solicitation language, detailed geographic preference examples and helpful resources.
Montana RFP Template
FSMC Contractor Exhibits
FSMC SFA Exhibits Resources
OPI School Nutrition Resources:
Procurement Questionnaire - use this document as a tool to evaluate current procurement practices and assist in planning future procurements SFSP Procurement Slides- copy of slides presented at the 2016 Summer Summit Templates:
Procurement Policy with Sample Clauses
Small Purchase Cost Comparison Worksheet - this is an optional tool to document small purchase procedures Specification Resources:
Interflex- Schools can sign up for free to use this system to assist with specification development.
USDA/Institute of Child Nutrition Resources
Choice Plus: A Reference Guide for Foods and Ingredients - helpful for developing specifications Produce Safety Information Sheets- includes information on purchasing specifications and storage and handling guidelines
Food Buying Guide for School Meals Programs- USDA resource- use this to help you determine how much food to purchase and how to prepare it for your program
Fruits and Vegetables Galore- Fact sheets on fruits and vegetables
USDA Community Food Systems- Farm to School Resources
USDA Procurement Regulations Policies
Key USDA memos on procurement are provided below. All USDA memos for School Nutrition Programs can be found here. Local Agency Procurement Reviews SY2015-2016 (SP 04-2016, CACFP 04-2016, SFSP 04-2016)
Compliance with and Enforcement of the Buy American Provision in the NSLP SP 24-2016)
Procuring Services of Purchasing Cooperatives, Group Purchasing Organizations, Group Buying Organizations (SP 35-2012) Guidance on Competitive Procurement for Program Operators (SP 12-2016) Office of Management and Budget Super-Circular 2CFR Part 200 (SP 30-2015) Written Codes of Conduct and Performance of Employees Engaged in Award and Administration of Contracts (SP 09-2015) Q&As Geographic Preference Part II (SP 03-2013) Federal Small Purchase Threshold Adjustment (CACFP 01-2013) Q&As to Assist in Implementation of Procurement Final Rule on Revised Nutrition Standards (SP 17-2012) Procurement Geographic Preference Q&As (SP 18-2011) Reaffirming Requirement that School Food Authorities Comply with Federal RegulationsAffecting Rebates, Discounts and Other Applicable Credits in All Cost-Reimbursable Contracts (SP 01-2011) Economic Price Adjustments in Vendor Contracts (SP 10-2009) Prototype Language for Return of Discounts, Rebates and Credits to School Food Authorities (SP 21-2008) Record-Keeping Requirements (16-2006) Last Modified:Thursday September 22 2016