There are regulated procurement methods School Food Authorities (SFAs) must choose from when purchasing goods and services. The method chosen will depend on the estimated dollar value of the procurement. Use the below chart as a quick reference guide.
SFAs are required to have written policies and procedures for all items included in the Procurement Policy and Procedures Checklist, located in the manual. You will find information on local, state and federal regulations, along with common procurement terms and definitions. The manual also covers procurement standards, required contract provisions and ethics and code of conduct. This resource serves as a tool to provide ideas and samples, while also highlighting procurement best practices.
SNT Procurement Manual -To request a copy, contact the DPI Procurement Contract Specialists
SFAs must comply with the following requirements, which ensure taxpayers' funds are used properly and that schools are receiving the best and most responsive product at the lowest price:
- 2 CFR 200
- USDA School Nutrition Program regulations 7 CFR Part 210, 215, 220, along with other guidance and instructions
- State and local laws, regulations, and policies that are not in conflict with Federal requirements
Nonprofit School Food Service Account Funds
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 and the School Nutrition Program regulations 7 CFR Part 210, 215, 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.
Schools can use funds from the nonprofit school food service account to do the following:
- Purchase food, supplies, and equipment required for the school’s meal preparation and service;
- Purchase prepared meals from vendors or joint preparatory schools;
- Pay Food Service Management Companies (FSMCs) to operate their food service or carry out significant food service functions; and
- Pay for labor and other administrative and operational costs directly related to the food service.
Policy and Guidance Memos
- 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
- National School Lunch Program Regulations, 7 CFR §210.21
- Final Rule, Procurement Requirements for the National School Lunch, School Breakfast and Special Milk Programs (SMPs) SP 09-2008, USDA, 01/28/08
- Guidance on Competitive Procurement Standards for Program Operators SP12 CACFP05 SFSP09-2016, USDA, 11/13/15
- Questions and Answers on the Transition to and Implementation of 2 CFR Part 200 SP 02 CACFP02 SFSP02-2016, USDA, 10/30/15
- Written Codes of Conduct and Performance of Employees Engaged in Award and Administration of Contracts SP 09 CACFP03 SFSP02-2015, 11/21/14
- Providing Information versus Writing Bid Specifications and Contract Terms FY 04 School & Community Nutrition Programs Policy Memorandum # 04-27, 07/09/04