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Food & Nutrition Services 2018 USDA Foods Expo
Andy Dudenhoeffer – Director, Food Distribution Josh Winters – Food Distribution Specialist
DESE-FNS Staff Introductions: • Karen Wooton – Coordinator - Food & Nutrition Services • Andy Dudenhoeffer – Director - Food Distribution, D.o.D, Entitlement Budgeting,
Brown Box Products, Oversight of USDA Donated Foods. • Josh Winters – Food Distribution Specialist – Further Processed Food Distribution,
Issues With Further Processed Products, Delivery Issues, Newsletters, Usage Reports. • DeeDee Kilson – Program Specialist – Monthly Performance Reports, Warehouse
Billing/Inventory Tracking. • Amy Halderman – Administrative Assistant – Cover Short Tracking, Phone Call
Assistance, Filing, Data Entry. • Lanter Distributing – Josh Drake (Operations Manager), Kim Ackerman (Office
Manager and Todd Forrester (Assistant Operations Manager).
• Barb Shaw – Nutrition Procurement Specialist • Caludia Vincent– NPS (RCCI and Charter Schools) • Keely Johansson– NPS (SW Region) • Sami Taggart– Lead Nutrition Program Analyst • Sarah LePage– NPS (SE Region)
Introductions Continued:
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Missouri Department of Health and Senior Services Team Nutrition
Creative Ways to Include USDA Foods Throughout the Day!
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https://dese.mo.gov/financial-admin-services/food-nutrition-services/food-safetyhaccp
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Recipe Resources
https://www.fns.usda.gov/usda-standardized-recipe
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Spinach, Chopped, No Salt Added, Frozen Category: Vegetables Subgroup: Dark Green
Individually Quick Frozen (IQF) Frozen Spinach
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Blueberries, Wild, Frozen
• Wild Blueberry Sauce – Sweet base – Savory base
https://www.wildblueberries.com/schoolfoodservice-sourcing/
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Demonstration Recipe Stir-Fried Green Rice, Eggs and Ham (Turkey Ham)
USDA Foods -100499 Rice, Brown, Long-Grain, Regular -110845 Eggs, Liquid Whole, Frozen -100126 Turkey, Deli Ham, Smoked, Frozen -100439 Vegetable Oil -110425 Spinach, Chopped, Frozen (IQF)
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Cherries, Tart, IQF
Homemade Cherry Applesauce
Menu Idea: Chicken & Waffles
Homemade Cherry Applesauce
Whole Grain Waffle
Low-fat (1%) Milk
Chicken *Leg *Patty
Cooked Spinach Greens Cole Slaw
MO Apples
Stir Fried Green Rice, Eggs & Ham 1 cup (8 fl oz spoodle)
Low-fat (1%) Milk
Egg & Ham ½ oz.
Yogurt
Spinach (⅛ c.)
Brown Rice 1 ½ oz.
Sunshine Cups: Strawberries & Orange Slices
Gingered Carrots
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Mission: Support nutrition
environments in Missouri schools by advancing
culinary skills and abilities of food service staff.
Missouri Department of Health and Senior Services Team Nutrition
Click to enter Content Upcoming Trainings:
Spring • St. Louis
• March 13-15
• Kansas City • March 19-21
Summer • To be decided
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A Day in the Life of a CSI Student 18 hours professional development
Culinary Instruction Nutrition Instruction
http://health.mo.gov/living/wellness/nutrition/culinaryskills/
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Friendship & Support! • Resource networks:
– Facebook friend groups
– Text groups
Summer 2017: Hickory County Summer 2016: Columbia
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Missouri Department of Health and Senior Services Team Nutrition
Congratulations Graduates!! 2014 – 2017
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Thank You!
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Lisa Farmer, MS, Nutrition Specialist [email protected] 913-636-1073 (cell) 816-521-7740 (office)
Missouri Department of Health and Senior Services Team Nutrition
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Procurement Update
USDA Foods Expo 2018
Barbara Shaw Nutrition Procurement Specialist
Click to enter Content • Procurement Plan • Code of Conduct • Procurement Review Common TA • Buy American Provision • Forecasting • Velocity Report
Objectives
Click to enter Content • 2 CFR Part 200.318-326 Governing regulations replacing 7 CFR Part
3016-3019 (previous Super-Circular) Federal Grant Programs
Guidance for Procurement
Click to enter Content • Does your LEA have a Procurement Plan for the
district? • Does it comply with the requirements in the
Child Nutrition and appropriate regulations and the 2 CFR Part 200?
Procurement Plan
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Wrong?
What?
Right?
Who?
• Prohibit conflicts of interest
• For employees engaged in selection, award, and administration of contracts
• Prohibit soliciting or accepting gratuities, favors or anything of monetary value from contractors or parties of subcontracts
Does the LEA have written codes of conduct that include the following requirements in 2 CFR 318(c)(1)?
Written Standards of Conduct
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The standards of conduct must provide disciplinary actions to
be applied for violations
Disciplinary actions MUST be listed in the
code of conduct or reference an LEA
disciplinary action policy
Example: Penalties for violation of the standards of code of conduct should
be: a. Reprimand by Board of Education; b. Dismissal by Board of Education; c. Any legal action necessary.
Standards of Conduct
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Procurement Reviews Common Technical Assistance (TA)
Click to enter Content 2 CFR 200.321
• Small, Minority, and Women’s Business; Labor Surplus Firms 2 CFR 200.326
• Contract provisions as applicable in Appendix II All contracts in excess of $10,000 must address termination
for cause Equal Employment Opportunity Davis-Bacon Act
General Procurement-TA
Click to enter Content 2 CFR 200.320(b)
• Procurements not in compliance with the requirements for the Small Purchase threshold. Obtain price or rate quotations from an adequate
number (2 or more) of qualified sources. Retain proof: phone calls, emails, letters and a
Small Purchase Procurement Log
Small Purchase-TA
Click to enter Content 2 CFR 200.319(a)(1-7)
• Did the LEA restrict competition? Unreasonable requirements Unnecessary experience or excessive bonding Specifying a “brand name” product, not allowing “an equal”
product to be offered • Must retain the solicitation with the procurement documents
for each procurement activity to indicate compliance with this provision
Full and Open Competition-TA
Click to enter Content 7 CFR 2010.21 (d)
• Procurement Plan Definition of domestic commodity or product
• Solicitation Include requirement that goods must be produced and processed in
the United States, to the maximum extent practicable Require prior approval and documentation of exceptions
• Specifications Utilize the Buy American definitions in all food product specs, IFBs
and RFPs
Buy American Provision-USDA Memo SP 38-2017
Click to enter Content • Retain records of exceptions and document reason
Use the market news reports from AMS • Request specific % of U.S. content in processed end products • Procurement plan includes requirement for certifying the
domestic % of the agricultural food component of commodities and products, by weight or volume
• Monitor, review products and delivery invoices (2 CFR 200.318(b)
• Establish penalties, including contract termination
Buy American Key Tips
Click to enter Content 2 CFR 200.323
Perform a cost or price analysis in connection with every procurement action in excess of the Simplified Acquisition Threshold including contract modifications.
Price/Cost Analysis
Click to enter Content • Solicitations communicate what is being purchased
(based on estimated need done prior) • Need may be based on prior year numbers adjusted
for changes projected for the upcoming year. Average Daily Participation, Revenues,
Expenditures, etc., to estimate needs Adjust changes as applicable
Forecasting
Click to enter Content • Forecasting for the scope of a solicitation includes
providing meaningful information. • Beneficial for vendors to help them make decisions for
how to respond. Price Line Time Truckload count and value Delivery
Forecasting is Communicating!
Click to enter Content • What Programs are operated? • Self-operating, on-site food preparation, central kitchen • How many schools • What is the total enrollment? • What is the average daily participation? • What is the estimated value of the purchases in the solicitation? • Does the scope include products and services such as purchased foods
and distribution services or delivery to one warehouse location? • Contract duration dates
Scope of Solicitation
Click to enter Content • What is the Average Daily Participation BY SITE, or All locations total, or By Elementary, Middle, and High School
o (if different menus are served by age/grade level)
Forecasting is Planning!
Click to enter Content • Provide the vendor with the information to estimate
what will be expected when considering how to respond. The number of schools Total enrollment Average daily participation Estimated value of purchases
Forecasting is Efficient!
Click to enter Content • Helps to determine the procurement method. • Helps increase the quantity and value of purchases
to obtain volume discounts. • Help Program operators move from methods only
requiring minimal competition to more competitive methods which may result in more competition.
Forecasting Facts
Click to enter Content • How do responders identify items desired? Factors to consider:
o Grading o Weight o Quantity o Form of food -- fresh, frozen, canned o Nutritional qualities, etc.
Specification
Click to enter Content • Item descriptions and product details • Clear and accurate description of technical requirements • Cannot simply specify brand name, must be “brand name
or equal” • If the specifications are not clear, the proposals the LEA
receives may not meet the LEA’s needs! • Prevent bid protest
Specification
Click to enter Content Estimating quantities may be completed by multiplying the number of times an item appears on the menu (number of serving days) x the Average daily participation.
Menu • Create a multi-month, 4 or 6 week
cycle menu • Use primary food items and estimate
student selection based on percentage.
Click to enter Content • Count the number of times an item is served Per month - gives vendors an idea of monthly use Total quantity over a period of time
• Multiply the number of times served by the ADP Per month provides vendors usage information Total estimated quantities provides information
for bid evaluation purposes
Forecast Quantities
Click to enter Content Forecast Quantities
Click to enter Content • PRODUCT PACK: 320 each/cs • 4 nuggets = 2.0 OZ M/MA • ESTIMATED QUANTITY: 109,260- 2.0 OZ M/MA
SERVINGS • Case= 80 servings • 109,260/80=1366 cases
Estimate Case/Pack
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Case/Pack Size
Specification
Estimated Quantity
Communicate Estimate Quantity- Bid Document
Click to enter Content • If additional choices are also available on the
menu these choices may reduce the estimate quantities depending on the selection of these items
• Use past history of daily production records • Velocity Report
Forecasting Quantities
Click to enter Content • Usage report that provides the quantity, date of
purchase, etc. • A forecasting tool • Current vendors can generate this report
Velocity Report
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Contact 88
Barbara Shaw Nutrition Procurement Specialist [email protected] 573-522-9849
• Frozen Wild Blueberries – 100243 • Frozen Orange Juice Cups – 110651 • Individual Portion Dried Cranberries – 110723 • Canned Chicken – 100877 • Frozen Pepper/Onion Blended Strips – 110724
New Brown Box Options For SY 2018-2019
SY 2018-2019 USDA Foods Available • You can find a list of all USDA Foods available on our webpage. • DESE-FNS is open to suggestion of adding new product, but we
may not be able to accommodate product requests if our warehousing doesn’t allow for it.
• For example: Fresh Empire Apples (100253). Can DESE-FNS get them? YES Can DESE-FNS store them? YES Will the Empire Apples be fresh when an LEA gets them? NO
• https://dese.mo.gov/sites/default/files/SY18-19FoodsAvailableList.pdf
SY 2018-2019 USDA Foods Available Continued:
• Alpha Foods – 110244 (Mozzarella) • Brookwood Farms – 100193 (Pork) • Richland Hills Farms – 110149 (Apples)
New Processors SY 2018-2019
• Advance Pierre is now owned by Tyson Foodservice. • Giorgio is no longer offered in the USDA Foods Packet. • National Food Group cheese products are no longer
offered in the USDA Foods Packet.
Further Processed Processor Info:
• SY 15-16 Entitlement: $29,529,123.00 ($0.3125/lunch) 97,737,082 lunches served statewide
• SY 16-17 Entitlement: $30,416,118.00 ($0.3200/lunch) 95,959,015 lunches served statewide
• SY 17-18 Entitlement: $28,652,434.00 ($0.3350/lunch) DESE does not know yet because SY 17-18 is still in progress.
• SY 18-19 Entitlement: $29,889,908 ($0.3350/lunch) • This is an estimate. DESE does not know yet because SY 18-19 hasn’t started.
Entitlement Talk:
• All MO LEA’s will get an Entitlement Letter from DESE-FNS in August informing them what their actual entitlement for SY 18-19 is.
• https://dese.mo.gov/financial-admin-services/food-nutrition-services/usda-foods-entitlement-letters-2017-2018
Entitlement Talk Continued:
What’s the procedures for FFS Processing?
DESE FNS
DESE FNS
2) DESE compiles all MO LEA requests and submits orders to
USDA via WBSCM
3) USDA purchases raw materials and ships to processor.
4) Processor ships finished product to State of MO
warehouse
5) Processor rep submits allocations to DESE who combines
with all other items into a Distribution List for warehouse
6) Warehouse delivers product to LEA during monthly commodity
delivery
1) LEA completes USDA Foods Packet to determine allocations
for next SY
4) Processor ships finished goods to commercial distributor
3) USDA purchases raw materials and ships to processor.
5) Commercial distributor delivers processed goods along with other commercially purchased products
What’s the procedures for NOI Processing? DESE FNS
1) LEA completes USDA Foods Pack to determine allocations for
next SY
2) DESE compiles all MO LEA requests and submits orders to
USDA via WBSCM
Distributor ABC OR
What’s the procedures for Processing? DESE FNS
DESE FNS
Distributor ABC
How the LEA receives processed goods depends on the VPT
Delivery Of USDA Foods Via Lanter Distributing Expectations: • Lanter Distributing makes one monthly delivery/LEA. • Lanter Distributing will send pre-receivers to all LEA’s
telling them what to expect on their monthly delivery at the beginning of each month.
• Lanter Distributing will notify 4 days in advance to inform LEA’s when they will be delivering and what they are bringing.
• Once a month delivery of USDA Donated Foods (DF) to LEAs of Missouri begins the first full week of August and will continue through April (9 deliveries per school year).
• LEAs must accommodate for the delivery of DF any time between 7 a.m. and 3 p.m. Monday through Friday
• Deliveries are only required to be “tailgate”, meaning that the truck driver only has to bring the delivered products to the tailgate of the trailer. From there, it is the LEA’s responsibility to get the delivered products into the LEA.
• BE SURE TO MARK ANY DISCREPIANCIES ON THE DELIVERY RECIEPT!!!!
Delivery of USDA Foods Continued:
• **Due to DESE-FNS by Wednesday, February 28, 2018.**
• Complete USDA Foods Packet and email the Packet to [email protected]
• If you have any questions about the USDA Foods Packet don’t hesitate to contact DESE-FNS @ 573-751-2646.
SY 2018-2019 USDA Foods Packet
• Forecasting: Is the process of making predictions of the future based on the past and present data, and most commonly by the analysis of trends.
FORECASTING Continued:
• Can be applied when two conditions are met: 1. Is numerical information about the past
available? YES 2. Is it reasonable to assume that some aspects of
the past patterns will continue into the future? YES or NO
Quantitative Forecasting:
Decide what you will menu next year. What was popular? Is there something new you
want to try?
Steps For Accurately Forecasting:
Calculate how many lunches you serve (on average) daily to both elementary and secondary schools.
Steps For Accurately Forecasting Continued:
Calculate the number of times you wish to serve a product per month/year. Calculate this by using your own method
OR
Use the “Forecasting Tool” provided by DESE-FNS
Steps For Accurately Forecasting Continued:
DESE-FNS-FD Staff Contact Information: • Andy Dudenhoeffer – [email protected] or 573-522-1974 • Josh Winters – [email protected] or 573-751-7253 • DeeDee Kilson – [email protected] or 573-751-1706 • Amy Halderman – [email protected] or 573-751-2646 • Lanter Distributing – [email protected] or [email protected]
or 816-459-4823