Procurement

The information found on this page will assist CACFP institutions and Happy Helpings (SFSP) sponsors with completing the necessary Procurement requirements for the Child and Adult Food Care Program (CACFP) and Happy Helpings - Summer Food Service Program (SFSP).

Federal Regulations/Instructions/Guidance

FAQ

• Do I have to follow Formal Procurement every year?

  This will depend on two factors: Costs for the upcoming fiscal year and number of remaining renewals on the existing contract. If you do not have any remaining renewals and/or costs for the upcoming fiscal year will exceed $250,000, yes formal procurement will need to be followed.

• Can I award my contract to more than one food vendor?

  Yes. When soliciting for food items more than one vendor may be awarded for the same contract per category. Milk, Food, Bread, Dairy and Non-Foods* are some of the acceptable categories approved by the USDA.
  *Please note non-food items are only those related to the operation/administration of CACFP and/or SFSP.

• Is it mandatory to complete a Procurement Policy?

  Yes, the Procurement Policy is mandatory as it is used to ensure the Institution/Sponsor is following federal regulations and guidelines per USDA and those implemented by DECAL. Below is a template to be used in creation of the Procurement Policy. http://decal.ga.gov/documents/attachments/ProcurementandPurchasingPolicyTemplate.docx

• I live in a small community, can I just use pricing from a local vendor with the public advertisement?

  In order to ensure Procurement remains full, open and competitive, solicitations must be publicized for all to take advantage. Soliciting pricing from one vendor is considered an exception when well-defined conditions exist such as the availability of only one source and all other vendors/supplies are unable to satisfy requirements. The use of Non-Competitive Procurement (Sole Source) must be carefully and thoroughly justified as well as well-documented. Prior written approval must also be received from DECAL and Food and Nutrition Services Regional Office (FNSRO).

• Is procuring with Small Minority/Women Owned Businesses mandatory?

  While not mandatory, soliciting the services of Small, Minority/Women Owned Businesses is highly suggested. You may contact the Small Business Association to locate businesses in your area. www.sba.gov

• Do I have to run the advertisement for the full 14 days?

  All proposed contracts must be publicly announced at least fourteen calendar days prior to the bid opening date. The advertisement at a minimum must be placed in a newspaper of general circulation. Electronic means of soliciting are encouraged through social media, and/or e-procurement platforms; however, should be used in conjunction with newspaper advertisements. Below is a checklist to ensure Advertisement includes required guidelines. AD Checklist pdf

• I did not received any vendor responses to my bid solicitation. Can I continue with Informal Procurement for the duration of CACFP/SFSP or must I re-solicit the bid/proposal using Formal Procurement?

  You must proceed with a new procurement process. In the interim, you may utilize the small and micro purchase options until a contract has been finalized. Please be aware of spending as costs must remain below the $250,000 threshold to remain compliant. Costs in excess of $250,000 must be paid with Non-Program Funds. Please contact the Procurement and Purchasing Compliance Officer, LaMonika Jones (404) 656-2472 or lamonika.jones@decal.ga.gov, as she can work with you to create solutions for a more responsive bid process.

Institution/Sponsor Procurement Forms

Local Sourcing

GA Farm to ECE Comparison Study

The first phase of the Farm to ECE Comparison Study is to learn about barriers related to integrating locally grown Georgia foods and nutrition education into early care and education specifically CACFP (non-at-risk/after school) sites

Local Food Resources

Procurement Masterclass/Webinars

• How to purchase utilizing the Small Purchase Method

  This class will provide guidance and instruction on how to successfully execute the Small Purchase Procurement Method. Participants will learn how to apply informal procurement practices for CACFP and SFSP according to federal regulations. Watch video below:

  

• How to purchase utilizing Micro Purchase Method

  This class will provide guidance and instruction on how to successfully execute the Micro Purchase Procurement Method. This masterclass will review:

  1. The definition of procurement
  2. Regulations governing procurement and micro purchase specifically
  3. The purpose of procurement
  4. When and how to properly execute micro purchase method.

  

• How to locally source food products used on CACFP and SFSP

  This latest Procurement Masterclass will provide an overview of the importance of Local Sourcing. This class will discuss how to locally source food products used on CACFP and SFSP as well as what food prouducts are considered locally grown and harvested.

  

• How to master the Competitive Bidding Process

  This Mastersclass will review:

  • Learn requirement for competitive bid process
  • Clarify misunderstandings related to competitive bid process
  • Understand when it is necessary to execute competitive process
  • Review State Agency role in competitive bid process

  

Resources

• Nutrition Services 2021 Virtual Vendor Summit

  

  Virtual vendor summit connects vendors to providers. Vendors learn program regulations. Summit creates opportunity for program providers to hear from vendors. It creates open dialogue between vendors and providers

• Nutrition Services 2020 Virtual Vendor Summit

  

  Virtual vendor summit provides information about how to navigate meal access during current Covid19 crisis.

Vendor Services (Food Vendors, Vended/Prepared Meals, Food Supplies, etc.)