Overview
There are regulated procurement methods School Food Authorities (SFAs) must choose from to guide the purchase of goods and services. The method chosen will often depend on the estimated dollar value of the procurement. To learn more about the purchasing process, methods, and developing a product list, use the Procurement Methods Comparison Chart as a quick reference guide and review training in the School Nutrition Online Learning Library.
Procurement Manual
A Procurement Manual that outlines the SFA’s local policies and procedures for any staff authorized to spend food service dollars is required. The DPI SNT created a template SFAs can modify that contains information on state and federal regulations, common procurement terms, definitions and standards, required contract provisions, and ethics code of conduct.
SNT Procurement Manual Template
Maintaining a Procurement Manual Training - This is a 15 minute self-guided e-learning course on how a SFA can use and modify DPI's Procurement Manual template to reflect local practices.
Regulations
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