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Procurement Methods

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, use the Procurement Methods Comparison Chart as a quick reference guide and review training in the School Nutrition Online Learning Library. 

 

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Informal

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Formal

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Noncompetitive

 

Procurement Manual 

Each SFA is required to have a Procurement Manual that outlines local policies and procedures for staff authorized to spend food service dollars. 

BSN Procurement Manual Template - English Spanish  Hmong - The DPI BSN template contains information on state and federal regulations, common procurement terms, definitions and standards, required contract provisions, and ethics code of conduct. SFAs should modify the contents to reflect any local procurement policies and procedures that are not in conflict with state and federal guidance. 

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