Nutrition Procurement Resources

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Procurement is another word for purchasing. All sponsors using Federal non-profit food service funds must follow applicable procurement regulations. Conducting proper procurement helps to ensure that sponsors receive the best product possible for the best price. It also helps to ensure there is free and open competition and that taxpayer funds are being spent wisely.

Procurement Training:

Sponsor Procurement Overview Roadmap
NFSMI Training

Helpful resources from the USDA's National Food Service Management Institute (NFSMI).

Oregon Cooperative Procurement Program (ORCPP) Resources:

Oregon Cooperative Procurement Program Home Page (State of Oregon)
Oregon Cooperative Procurement Program-December 15, 2011 (Overview of the program)

If you are unable to open this video, right click on the link and click "save target as" and save to your local drive. Then play the video from your drive.

State of Oregon Grocery Quick Reference (Contact information and order minimums)

Procurement Resources:

Vended Meal Agreement
Request for Fax Quotes

Competitive quotes are required for all procurements using child nutrition funds below the Federal formal bid threshold of $150,000 or less if local is more restrictive

Request for Verbal or Telephone Quotes

Competitive quotes are required for all procurements using child nutrition funds below the Federal formal bid threshold of $150,000 or less if local is more restrictive

Debarment and Suspension Information

Debarment Form

USDA Agriculture Marketing Service (AMS) Website

This website provides useful market reports and food grading information

USDA Buy American Provision
Procurement Geographic Preference Q&As
Farm to Preschool: Getting Started with Local Foods Purchasing
Oregon Office of Economic & Business Equity
Business Oregon: Office of Minority, Women and Emerging Small Business
Oregon Office of Minority, Women and Emerging Small Business Certified Firms Search Page

Procurement Regulations:

Typical School Bid Cycle
October/November: New products are reviewed for pre-approval
December: Development of menus and bid specifications begins
January: Menus for the next school year planned
February: Specifications finalized;bid documents finalized
March: Bids publicized and vendors begin to prepare bids
April: Bids opened and evaluated
May: Bid awarded for the next school year

Federal

State

Types of Awards & Contracts
Bottom Line: The lowest-price, responsible bidder receives the contract based on the total price for all items combined at projected quantities.
Aggregate: Bidding and awarding bid items in line categories, such as canned and staples; frozen foods; milk and other dairy products; and bakery items. The sponsor will be served by several different vendors/specialty wholesalers.
Line Item: This bid considers the price of each product separately, and the bid is awarded item by item to the lowest bidder. Distributors are given no guarantees of the number of cases to be delivered, they may not bid or may place minimum invoice amounts on all deliveries.
Prime Vendor: When a foodservice operation acquires 80% or more of foods from one source, this vendor typically is considered a "prime vendor". Broadline distributors, which offer refrigerated, frozen and dry items, often are prime vendors. Advantages include higher volumes and lower costs without precluding competition during the bid process

Pricing Mechanisms
Fixed Price: Means the price quoted cannot be adjusted during the period of the contract. This method is used most frequently for canned and frozen foods.
Fixed Price with Escalator/De-escalator Clause (Market-based Pricing): Means the price is fixed for a specific amount of time but can be increased or decreased according to the market-based price. This method is most frequently used with produce, milk and eggs. Market-based prices may reflect the Consumer Price Index, the Agricultural Marketing Service market report or another reliable source of pricing information.
Cost Plus Fixed Fee: Means the bid price is for delivery of product, overhead costs and profit-plus the market-based price. This is often used for purchasing fresh products that see market prices vary substantially during the year.
Volume Discount: Is a reduced-pricing structure offered to a school district based on the volume of the purchase.

Contacts

Su Fennern (503) 947-5849
Procurement Services - Contract Specialist 2
Heidi Dupuis (503) 947-5893
Child Nutrition Program - Program Mrg, School Nutrition Programs
Lynne Reinoso (503) 947-5892
Child Nutrition Program - Program Mrg, Community Nutrition Programs