"Written Procurement Procedures Checklist for the Child and Adult Care Food Program (CACFP) and/or Summer Food Service Program (Sfsp)" - Georgia (United States)

Written Procurement Procedures Checklist for the Child and Adult Care Food Program (CACFP) and/or Summer Food Service Program (Sfsp) is a legal document that was released by the Georgia Department of Early Care and Learning - a government authority operating within Georgia (United States).

Form Details:

  • The latest edition currently provided by the Georgia Department of Early Care and Learning;
  • Ready to use and print;
  • Easy to customize;
  • Compatible with most PDF-viewing applications;
  • Fill out the form in our online filing application.

Download a printable version of the form by clicking the link below or browse more documents and templates provided by the Georgia Department of Early Care and Learning.

ADVERTISEMENT
ADVERTISEMENT

Download "Written Procurement Procedures Checklist for the Child and Adult Care Food Program (CACFP) and/or Summer Food Service Program (Sfsp)" - Georgia (United States)

Download PDF

Fill PDF online

Rate (4.7 / 5) 62 votes
2 Martin Luther King Jr. Drive, SE, Suite 754, East Tower, Atlanta, GA 30334
(404) 656-5957
Nathan Deal
Amy M. Jacobs
Governor
Commissioner
WRITTEN PROCUREMENT PROCEDURES CHECKLIST for the
CHILD AND ADULT CARE FOOD PROGRAM (CACFP) and/or SUMMER FOOD SERVICE PROGRAM
(SFSP)
___________________________________________
_______________________
Name of Institution
Agreement Number
The procurement procedures will be implemented on ______________________ from that date forward until amended. All
purchase acquisitions must adhere to free and open competition. Source documentation must be available to determine
open competition, the reasonableness, the allowability and the allocation of costs.
_________________________________________
_______________________
Signature of Chief Executive or Program Contact
Date
_________________________________________
Organization
_________________________________________
_______________________
Signature of Board Officer (when applicable)
Date
_________________________________________
Organization
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices,
and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race,
color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign
Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech
disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages
other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:
http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the
information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
Mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
Fax: (202) 690-7442; or
Email: program.intake@usda.gov.
This institution is an equal opportunity provider.
1 |
P a g e
2 Martin Luther King Jr. Drive, SE, Suite 754, East Tower, Atlanta, GA 30334
(404) 656-5957
Nathan Deal
Amy M. Jacobs
Governor
Commissioner
WRITTEN PROCUREMENT PROCEDURES CHECKLIST for the
CHILD AND ADULT CARE FOOD PROGRAM (CACFP) and/or SUMMER FOOD SERVICE PROGRAM
(SFSP)
___________________________________________
_______________________
Name of Institution
Agreement Number
The procurement procedures will be implemented on ______________________ from that date forward until amended. All
purchase acquisitions must adhere to free and open competition. Source documentation must be available to determine
open competition, the reasonableness, the allowability and the allocation of costs.
_________________________________________
_______________________
Signature of Chief Executive or Program Contact
Date
_________________________________________
Organization
_________________________________________
_______________________
Signature of Board Officer (when applicable)
Date
_________________________________________
Organization
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices,
and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race,
color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign
Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech
disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages
other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:
http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the
information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
Mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
Fax: (202) 690-7442; or
Email: program.intake@usda.gov.
This institution is an equal opportunity provider.
1 |
P a g e
General Description of Goods and/or Services
Check the proposed vendor type your organization primarily uses, then follow the steps. If more than one is selected, please
determine the procurement method for each located on Page 3. Then complete separate checklist starting on page 5 per
purchase acquisition.
 School Food Authority/Board of Education School System (Complete Step 1 - Submit a copy of agreement to furnish
food CACFP or SFSP to DECAL)
Name: _____________________________________________________________________________________
 Food Service Management Company
Name: _____________________________________________________________________________________
 National Vendor or Group Buying Organization (applies to multi-state sponsors)
Name: _____________________________________________________________________________________
 State/Local/City Government or University System
Name: _____________________________________________________________________________________
 Military/National Defense
Name: _____________________________________________________________________________________
 Vendor(s)
Name:______________________________________________________________________________________
Name:______________________________________________________________________________________
Name:______________________________________________________________________________________
Name:______________________________________________________________________________________
Name:______________________________________________________________________________________
Step 1: If using a School Food Authority/Board of Education School System:
1) Submit a copy of the Agreement to Furnish Food -Appendix C;
2) Sign and date on page 4 of this checklist. You do not have to complete the remaining steps. Proceed to Page 5.
Step 2: Find your type of institution, refer to column 5 of the Step-by-Step Guide (page 4 of Procurement Manual),
then check below the procurement codes that were used when making the purchase.
Public School or Government Agency
State procurement codes
Local procurement codes
 Agency own procurement codes (must at the minimum meet Federal requirements or be more restrictive than
Federal requirements)
Private For/Non-profit Organization
Using Federal procurement codes (must adhere to all requirements and provisions in 2 CFR 200.318-326)
Institutions own procurement codes (must at the minimum meet Federal requirements or be more restrictive than
Federal requirements)
2 |
P a g e
Step 3: Indicate the aggregate (total) amount of meals to be purchased for the upcoming contract year. Refer to
the Step-by-Step Guide for information on how to determine the aggregate amount of the contract.
# Meals
# of Operating
Estimated Total Cost
Meal
Price per Meal
Needed Per
Days for Contract
of Food Service
Type
X
X
=
Day *
Period **
Contract
$
Breakfast
X
X
=
$
AM
$
X
X
=
$
Snack
$
Lunch
X
X
=
$
PM
$
X
X
=
$
Snack
$
Supper
X
X
=
$
Evening
$
X
X
=
$
Snack
Total Estimated Cost of
Food Service for
$
Contract Period***
If the number of meals varies per day, submit documentation to indicate how the organization estimated the number
of meals needed for the contract period and determined the total contract price. The contract period should not
extend beyond one year. Therefore, the number of operating days should equal the total number for the year. If
contract price is below Small Purchase threshold, an Agreement can be signed. Otherwise formal procurement must
be conducted.
Step 4: Disclose the small purchase threshold of the code being used for your organization. If the Total Estimated
Cost of Food Service amount in Step 3 is larger than the small purchase threshold, formal procurement is
required. Check the type of procurement conducted.
Public School or Government Agency - State/local small threshold is $_____________.
Over $_______________ formal procurement must be conducted.
Private Non/For-profit Organization- Federal small purchase threshold is up to $150,000. Check applicable response.
 Using Federal Threshold Limits for Micro, Small, and/or Formal Purchases.
 Institution’s own small purchase threshold is $_____________.
 Institution’s own formal procurement threshold is $_____________.
 Purchases during Program Year will not require formal procurement. Will be using informal procurement
procedures.
If an informal procurement can be used, do not proceed to Step 5. The institution may use the Agreement to Furnish
Food-Appendix C provided by Bright from the Start with the prospective vendor. Submit the Agreement with this
checklist.
3 |
P a g e
Step 5: If formal procurement was necessary, indicate the method that was used.
Sealed Bid – Must use Bright from the Start’s prototype Invitation for Bid or Request for Proposal unless
waiver granted by State Agency
Other: _________________________________ (Must have prior approval from State Agency and or USDA.)
I certify that the organization has made every effort in good faith to conduct a procurement process in compliance
with the applicable regulations and will maintain all documentation of the procurement process.
Signature of Authorized Official
Date
Disclaimer: This document is a sample and is not intended to be all inclusive. Institutions and sponsors are ultimately responsible to
ensure that when exercising procurement (purchase acquisition), all Federal Regulations, State Procurement Code and Regulations
and local procurement policies are applied and the process meets Bright from the Start: Georgia Department of Early Care and
Learning’s (DECAL) approval.
4 |
P a g e
Name of Institution/Sponsoring Organization ________________________
Agreement # ____________
I.
DETERMINING WHICH PROCUREMENT METHOD TO USE
INFORMAL PROCUREMENT
Purchases below $150,000.00 require micro purchases or small purchase procurement methods. When using these
methods, institutions and sponsors must obtain at least two written quotes (recommended three quotes) from
qualified sources and must maintain the documentation in accordance with DECAL’s CACFP and/or SFSP
recordkeeping policies.
Micro-purchases may be awarded without soliciting competitive quotations if the
non-Federal entity considers the price to be reasonable. Note:
Although not required, institutions and sponsors
may use formal procurement methods for small purchases as a preference.
Micro Purchase
Procurement by micro-purchase, a subset of the small purchase method, is the purchase of supplies or
services, the aggregate and/or transaction dollar amount of which does not exceed the micro-purchase
threshold of $3,500.00. Aggregate can be defined in terms of quarterly, annual, or etc. spend in a period
of time. This must be stated in the purchasing policy prior to conducting the purchase.
Micro purchases are defined as transactions or costs in the aggregate of supplies or services that do
not exceed the micro purchase threshold of $3,500. Micro-purchase procedures are used in order to
expedite the completion of the lowest-dollar small purchase transactions and minimize the associated
administrative burden and cost. Purchases must, to the extent practicable, be equitably distributed among
qualified suppliers and purchases shall not be split (in the same categorized grouping) to avoid the
requirements for competition above their respective thresholds.
A detailed checklist for both the small and micro-purchase procurement processes can be found on Bright from
the Start (BFTS) Procurement Manual.
Small Purchase (Simplified Acquisition Threshold)
Simplified acquisition threshold means the dollar amount below which a non-Federal entity may purchase
property or services using small purchase methods [2 C.F.R. §200.88].
The small purchase threshold remains
at $150,000 for all Child Nutrition Programs.
This means institutions and sponsors must use formal
procurement methods to procure anything that costs more than $150,000.00.
State and local agencies may set
a lower small purchase threshold and thereby impose more restrictive procurement methods as authorized in
7 C.F.R., §226.22(c)(1) (SFSP) and 7 C.F.R., §225.17(c) (CACFP). If this is the case, State and local
procurement requirements would apply thereby superseding the Federal threshold.
The small purchase threshold applies to the same vendor during a one-year period. For example, if a school
plans to purchase $150,000.00 or more worth of products in one year from the same vendor, the institution or
sponsor must use the formal procurement method. Institutions and sponsors are prohibited from arbitrarily
splitting purchases, whether the purchase is coming from the same vendor or not, if the only justification is to
keep the price below the small-purchase threshold.
5 |
P a g e