BUYING GOODS AND SERVICES P - squaremeals.org

1 BUYING GOODS AND. SERVICES P ARTICIPANT. S UMMER F OOD S ERVICE P ROGRAM G UIDE. Class Purpose This class aims to give summer food Service Program (SFSP) participants a general overview of federal procurement requirements, and Contracting Entity (CE) responsibilities for complying with regulations. Texas Department of Agriculture | 02-03-2016 1. SFSP: Purchasing GOODS and SERVICES Participant Guide Table of Contents Class Module 1: Background .. 7. Module 2: Phases of Procurement Process .. 11. Module 3: Procurement Methods .. 13. Module 4: Record Keeping .. 17. Module 5: 19.

2 Texas Department of Agriculture | 05-28-2015 2. SFSP: Purchasing GOODS and SERVICES Participant Guide CLASS OVERVIEW. Modules Class Description Module 1: Background This class aims to give summer food Service Program (SFSP) participants a general overview of federal Module 2: Phases of the Procurement Process procurement requirements, and Contracting Entity (CE) responsibilities for complying with regulations. Module 3: Procurement Methods Module 4: Record Keeping Acknowledgment Statement Module 5: Summary You understand and acknowledge that the training you are about to take does not cover the entire scope of the program; and that Total Class Time hr you are responsible for knowing and understanding all handbooks, manuals, alerts, notices and guidance, as well as any other forms of communication that provide further guidance, clarification or instruction on operating the program.

3 Texas Department of Agriculture | 05-28-2015 3. SFSP: Purchasing GOODS and SERVICES Participant Guide Icon Icons Resources Icons will be used throughout the presentation to guide participants through the lesson. All icons will be placed in the left margin. Text scripts associated with Discussion each icon will be included to the immediate right of the image. Individual Activity Group Activity Reminder Tip Texas Department of Agriculture | 02-03-2016 4. SFSP: Purchasing GOODS and SERVICES Participant Guide Texas Department of Agriculture | 02-03-2016 5. SFSP: Purchasing GOODS and SERVICES Participant Guide SFSP PROCUREMENT RESOURCES.

4 There are several resources available to help you learn more about procurement. ( summer Feeding Policy & Handbooks). Links to USDA's Administrative Guidance for Sponsors and USDA Policy memos (Institute of Child Nutrition). Online courses Procurement in the 21ST Century ACRONYMS. Acronym Term SFSP summer food Service Program CE Contracting Entity FSMC food Service Management Company IFB Invitation for Bid OMB Office of Management and Budget RFP Request for Proposal TDA Texas Department of Agriculture USDA United States Department of Agriculture OBJECTIVES. By the end of the training you should be able to list the components of good procurement.

5 Locate where procurement regulations are found;. list and explain the phases of the procurement process; and identify the five procurement methods and explain when each is used. Texas Department of Agriculture | 02-03-2016 6. SFSP: Purchasing GOODS and SERVICES Participant Guide MODULE 1: BACKGROUND. PRE-TEST. Let's begin by taking a brief pre-test to see what you already know about procurement. Answer each question below on your own and we will review the correct answers. 1. What determines when to use informal or formal procurement procedures? a. The size of my SFSP site.

6 B. The items I'm procuring. c. The aggregate cost of the GOODS or SERVICES I'm procuring. d. All of the above. 2. What are allowable processes for purchases above the simplified acquisition threshold? a. Micro-purchases b. Competitive Sealed Bidding (IFB). c. Small purchase procedures d. Competitive Proposals (RFP). e. Both b and d 3. CEs must establish and maintain a written code of conduct to govern the performance of employees engaged in procurement. a. True b. False 4. The last step in the procurement process is awarding the contract. a. True b. False Texas Department of Agriculture | 02-03-2016 7.

7 SFSP: Purchasing GOODS and SERVICES Participant Guide PROCUREMENT. Procurement- is a multi-step process for obtaining GOODS , products, and/or SERVICES in exchange for money or value. WHY PROCURE? 1. Accountability to taxpayers 2. Higher quality GOODS and SERVICES for a lower price COMPONENTS OF good PROCUREMENT. Texas Department of Agriculture | 02-03-2016 8. SFSP: Purchasing GOODS and SERVICES Participant Guide CODE OF CONDUCT. CEs must establish and maintain procurement procedures which includes a written code of conduct to govern the performance of employees engaged in procurement.

8 This written code must: Prohibit employees from soliciting gifts, travel packages, and other incentives from prospective contractors. Prohibit an employee from participating in the selection, award, and administration of any contract to which an entity or certain persons connected to them, have financial interest. Set standards when financial interest is not substantial or the gift is an unsolicited item of nominal value, and therefore may be acceptable. Provide for disciplinary actions to be taken in the event there is a violation. PROCUREMENT REGULATIONS. Super-Circular 2 CFR 200.

9 summer food Service Program 7 CFR 225. Texas Department of Agriculture | 02-03-2016 9. SFSP: Purchasing GOODS and SERVICES Participant Guide Texas Department of Agriculture | 02-03-2016 10. SFSP: Purchasing GOODS and SERVICES Participant Guide MODULE 2: PHASES OF PROCUREMENT PROCESS. PHASES OF PROCUREMENT PROCESS. The procurement process can be broken down into four distinct phases Planning, Solicting, Awarding, and Managing. 1. PLANNING- Planning the procurement includes determining the proper procurement method based on the CEs written procedures and will require a CE to forecast what needs to be solicited.

10 The planning process allows CEs to evaluate their resources, project their expenses and determine the appropriate procurement method to be used. 2. SOLICITING- An effective solicitation will Include due dates timeline for start/finish of contract provide detailed specifications use appropriate procurement method clearly describe deliverables. clearly describe how to submit clearly describe how the contract will be awarded including: o Rubric o How CE will share Q&A. o How notice will be given Note: CEs should not allow contractors who may potentially bid on a contract to write or provide specifications for the solicitiaon.