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Food & Nutrition Services 2018 USDA Foods Expo Andy Dudenhoeffer – Director, Food Distribution Josh Winters – Food Distribution Specialist

Food & Nutrition Services 2017 USDA Foods Expo · – Food Distribution ... -110845 Eggs, Liquid Whole, Frozen -100126 Turkey, Deli ... bidders that business is not as usual and the

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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:

Click to enter Content Lisa Farmer

Missouri Department of Health and Senior

Services

Team Nutrition

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Missouri Department of Health and Senior Services Team Nutrition

Creative Ways to Include USDA Foods Throughout the Day!

1 Great Tray with USDA Foods

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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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Food For Thought…

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6 Servings

25-50 Servings 50-100 Servings

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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/

Team Time

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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

Kansas City – May 2015!

Columbia – August 2015!

Kansas City – March 2016!

Columbia – HSHC – July 2016!

Columbia – July 2016!

Kansas City – March 2017!

Hickory County – HSHC June 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

Click to enter Content Barb Shaw

Procurement

Specialist

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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

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Click to enter Content 7 CFR 210

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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Presenter
Presentation Notes
The code of conduct applies to the ethics that surround the procurement process. All officers, Directors, agents, district staff, and employees engaged in selection, award, and administration of contracts is held to moral standards. Avoid unethical practices through compliance with standards of conduct. Scenario: A vendor over hears your plans for an food service staff appreciation party and offers to donated gift cards for travel and dinning. Stop and Think- Do you immediately react and accept the gift cards? What is the ethical dilemma? Who is at stake? What are the consequences? Does it violate the code of conduct? What are your options? A gift is anything of monetary value and the acceptance of gifts for personal gain is considered unethical. The school district must have written policy on gratuity and accepting gifts. The district may set a limit on what can be accepted. Proper documentation must be retained to show proper reasoning as to why the gift was accepted. Does this behavior with the vendor impact or earn your business on future orders- keep in mind a gift may appear innocent but can create an impression of impropriety.

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Procurement Reviews Common Technical Assistance (TA)

Presenter
Presentation Notes
I have been reviewing completed and current

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

Presenter
Presentation Notes
The procurement plan must include steps the LEA takes to assure that small, . minority and women’s businesses enterprises and labor surplus firms are used when possible (2 CFR 200.321)

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

Presenter
Presentation Notes
There have been a lot of technical assistance in the area of the small purchase method. The concern and focus is to strengthen the procurement procedures for the small purchase method. The common technical assistance includes 1. Obtaining price or rate quotations from an adequate number (2 or more) of qualified sources. The only way for us to determine if you completed this process is to ensure that you retained documentation including phone call conversions, Small Purchase Procurement Log Template showing documentation of all price quotes received from potential vendors.

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

Presenter
Presentation Notes
LEAs are required to Include Buy American in written procurement procedures and food solicitations and contracts; Include domestic requirements in bid specifications; monitor contracts to ensure vendors comply with the terms, conditions, and specifications; verify cost and availability of domestic and alternatives prior to approving the purchase of non-domestic foods.

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

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Forecasting

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

Presenter
Presentation Notes
Forecasting is good but commitments are best. Forecasting for purchased goods and services occurs before the solicitation document is developed. LEAs may do this based on how the prior year programs operated, meals served based on the number of operating days to obtain an average daily participation. Adjust amount planned when the LEA changes the operations such as to operate the community eligibility provision in one or more schools, this will likely increase participation. Regardless of the change, incorporating this in the solicitation document and providing an initial estimate of quantity is essential to prepare prospective bidders that business is not as usual and the SFA is planning and hopefully, will be monitoring the effect of the changes accordingly

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!

Presenter
Presentation Notes
Language in the solicitation should also include that an update of the estimated need will be provided once school begins and a closer estimate can be established. One provision may be to state that the estimated quantities are based on actual meals served, however, the estimates are not a guarantee of minimum or maximum purchases and the LEA reserves the right to purchase 10% more or less than the estimated quantity as needed and will monitor to communicate needs and make adjustments. This way all bidder’s know that monitoring and communication will be an on-going process. Forecasting for the scope of a solicitation includes providing meaningful information that is beneficial for vendors to help them make decisions for how to respond. Many food distributors are looking at the truckload count and value when considering how to respond with prices, especially when making deliveries to multiple sights on a weekly basis.

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

Presenter
Presentation Notes
Forecasting for the scope of a solicitation includes providing meaningful information that is beneficial for vendors to help them make decisions for how to respond.

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!

Presenter
Presentation Notes
Where does forecasting begin. By knowing the size of the operations, the average daily participation by site, for all locations, or by the age/grade level. This information provides an estimate of the number of meal component items that must be purchased once the menu is planned. Armed with ADP, revenues and expenses for the next year, you are now ready to begin estimating purchases. This information helps vendors understand the estimated value of the purchases and can estimate the value of purchases the LEA will make overall.

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

Presenter
Presentation Notes
One benefit of forecasting is decision of will the procurement method be informal, below the small purchase threshold, or will be method be formal due to value and contract duration. A small SFA that plans the menu for one month at a time may purchase using informal methods because their size, storage, and procedures do not necessitate formal procedures. However, if the small SFA planned their menu for the month to cycle over a period of months such as half of the school year, their purchases may exceed the small purchase threshold creating a need for more formal procedures. This approach may attract vendors to potentially provide competitive prices for purchased goods and delivery services. Medium and larger SFAs often have budget and participation records in place to assist them in planning. However, if they are not estimating revenues, expenses and using participation averages to plan their menu for a longer period, they may not be forecasting to the level distributors and manufacturers need to properly forecast their distribution and manufacturing operations. Using these planning measures may also attract competition to provide products or services. Let’s look at this process.

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

Presenter
Presentation Notes
When creating the specification the information must include information to describe the item, case/pack size, and sufficient specification for responders to identify items desired.

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

Presenter
Presentation Notes
To estimate quantities over a period of time is forecasting. This is planning for a longer range of time and industry representatives believe this is key to preventing future challenges in with meeting the demand for food. Estimating quantities is counting the number of times an item is served monthly and over the period of time to be contracted then multiplying this the average daily participation

Click to enter Content Forecast Quantities

Presenter
Presentation Notes
This forecasts the need based on the dates served and based on an ADP of 18,210. When served 6 times, the quantity needed for purchase becomes 109, 260 servings for these items. If additional choices are also available on the menu these choices may reduce the estimate quantities depending on the selection of these items. creating a 4 week cycle menu over a period of several months can change the quantity of purchases in such a way that may assist food manufacturers and distributors into considering competing for the business. This may also help these vendors forecast their business operations which may help reduce food shortage or the need to substitute product.

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

Click to enter Content Item Description

Case/Pack Size

Specification

Estimated Quantity

Communicate Estimate Quantity- Bid Document

Presenter
Presentation Notes
Bid document provides the bidder the following about the items you are soliciting: item description, specifications, estimated quantities, the unit on which the item is being bid and a place for the bidder to place the bid price for the bid unit, the extended price and purchase unit. This example is for a solicitation for purchased foods. When creating the solicitation the information must include information to describe the item, case/pack size, and sufficient specification for responders to identify items desired. You will also see information that includes serving dates to help distributors know the frequency of items to be served, therefore, purchased. The column on estimated quantities is just that – a quantity estimated based on frequency of serving which will be multiplied based on the number of times the product is offered during the menu cycle based on the average daily participation. To make the calculation beyond one month, the menu can cycle for several months. Once the menu is planned for one month, the menu can be planned for more than one month. State that communication will be made to update actual quantity if different from estimated quantity.

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

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SY 2018-2019 Food Distribution Program Updates

• 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:

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

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

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FORECASTING: What is it??

How do I do it?

Why do I have so much food?

• 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:

FORECASTING TOOL DEMO

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

QUESTIONS??...

ENJOY THE FOOD SHOW!!